Word 2007 makes it very easy to add sophisticated visual content to your documents.
This visual content can consist of pictures created outside of Word, such as a scanned photograph, a clip art image, or an illustration created with a graphics program. Or it can consist of drawing objects that are created within Word, such as a shape, a diagram, WordArt text, or a text box. You can use the buttons on the Insert tab to insert different kinds of visual content.
After you insert a visual object, you can format it many ways. The types of formatting you can apply vary with the type of object and, in the case of pictures, with the type of picture.
This chapter guides you in studying ways of inserting, positioning, sizing, and formatting pictures, clip art, shapes, SmartArt diagrams, charts, WordArt, and text boxes.
Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Companion CD”
at the beginning of this book for more information.
Tip Graphics and operating system–related instructions in this book reflect the Windows Vista user interface. If your computer is running Windows XP and you experience trouble following the instructions as written, refer to the sidebar “If You Are Running Windows XP”
in “Working in the Microsoft Office Fluent User Interface” at the beginning of this book.
3.1 Insert illustrations
Pictures
You can insert scanned photographs or pictures created in almost any program into a Word document. To specify the source of the picture, you click one of two buttons in the Illustrations group on the Insert tab:
l Picture. Click this button to insert a picture from a file. If you connect a digital camera to your computer, you can also insert a picture directly from the camera.
l Clip Art. Click this button to insert one of the hundreds of clip art images that come with Word, such as photos and drawings of people, places, and things.
Inserting pictures or clip art images in a document can increase the size of the document file dramatically. By default, Word compresses pictures when you save the file. You can turn off automatic compression and compress only the pictures you want. You can also adjust the compression rate to be appropriate for the way the document will be viewed.
➤To insert a picture from a file
1. On the Insert tab, in the Illustrations group, click the Picture button.
2. In the Insert Picture dialog box, browse to and click the file you want, and then click Insert.
Tip To create a link to the original picture file, click Link To File or Insert And Link in the Insert list.
➤To replace a selected picture
1. On the Format tab, in the Adjust group, click Change Picture.
2. In the Insert Picture dialog box, browse to and click the file you want, and then click Insert.
➤To insert a clip art image
1. On the Insert tab, in the Illustrations group, click the Clip Art button.
2. In the Clip Art task pane, enter a keyword in the Search for box, and then click Go.
3. In the results list, click the thumbnail of the image you want.
➤To change the picture compression settings
1. On the Format tab, in the Adjust group, click Compress Pictures.
2. In the Compress Pictures dialog box, click Options.
3. In the Compression Settings dialog box, set the options and output you want, and then click OK twice.
Shapes
If you want to add visual interest and impact to a document but you don’t need a fancy picture or clip art image, you can draw a shape. Shapes can be simple, such as lines, circles, or squares; or more complex, such as stars, hearts, and arrows.
You can draw a shape directly on the page (Word’s default setting), or you can draw it on a drawing canvas. Using a drawing canvas is useful if you want to assemble a group of shapes to create a drawing. The drawing canvas keeps the parts of the drawing together, helps you position the drawing, and provides a frame-like boundary between your draw- ing and the text on the page. Whether you insert shapes directly on the page or on a drawing canvas, you can add text to the shapes.
➤To insert a standard shape
1. On the Insert tab, in the Illustrations group, click the Shapes button.
2. In the Shapes gallery, click the shape you want.
3. Move the crosshair to the location in your document where you want to insert the shape, and then click the mouse button.
➤To insert a custom-size shape
1. In the Shapes gallery, click the shape you want.
2. Move the crosshair to the location in your document where you want to insert the shape, and then drag to create a shape the size you want.
Tip To draw a shape with equal height and width, such as a square or circle, hold down the Shift key while you drag, releasing the mouse button before the Shift key.
➤To create a drawing on a drawing canvas
1. At the bottom of the Shapes gallery, click New Drawing Canvas.
2. Draw shapes on the canvas in the usual ways.
Tip If you always want to use the drawing canvas, select the Automatically Create Drawing Canvas When Inserting AutoShapes check box on the Advanced pane of the Word Options dialog box.
➤To add text to a selected shape
1. On the Format tab, in the Insert Shapes group, click the Edit Text button.
2. Type the text, and then format it using normal techniques.
SmartArt Diagrams
When you need your document to clearly illustrate a concept such as a process, cycle, hierarchy, or relationship, you can create a dynamic, visually appealing diagram by using SmartArt graphics.
After selecting the type of diagram you want and inserting it into the document, you add text either directly in the diagram’s shapes or from its text pane.
➤To insert a diagram
1. On the Insert tab, in the Illustrations group, click the SmartArt button.
2. In the left pane of the Choose a SmartArt Graphic dialog box, click the type of diagram you want.
3. In the center pane, click the layout you want, and then click OK.
➤To add text to a diagram shape
➜ With the diagram selected, click the shape, and then type the text.
➜ In the text pane, click the bullet for the shape, and then type the text.
Tip If the text pane is not open, click the tab on the left side of the diagram’s frame. Or click the Text Pane button in the Create Graphic group on the Design tab.
➤To change the layout of a selected diagram
➜ On the Design tab, in the Layouts group, click a layout in the Layouts gallery.
Tip If you want to switch to a different diagram category, click More Layouts at the bottom of the gallery to display the Choose A SmartArt Graphic dialog box.
➤To add a shape to the layout of a diagram
1. Select the shape adjacent to which you want to add the new shape.
2. On the Design tab, in the Create Graphic group, click the Add Shape button; or select a precise location from the list.
Charts
To reinforce the argument you are making, you might need to present information in a chart. After you select the type of diagram you want and insert it into the document, Word embeds a sample chart in the document.
The data used to plot the sample chart is stored in a Microsoft Office Excel 2007 worksheet that is incorporated into the Word file.
The Excel worksheet is composed of rows and columns of cells that contain values, or data points, that make up a data series. To customize the chart, you replace the sample data in the worksheet with your own data. To enter data in an individual cell—the inter- section of a row and column—you click the cell to select it, and then start typing. When you have finished, you close the worksheet to see the data plotted in the chart. Because the worksheet is linked to the chart, you can change the values in the worksheet at any time, and the chart changes to reflect the new values.
Strategy Different chart types are useful for plotting different types of data. You can add several elements to a chart, such as titles and labels, and you can manipulate the elements in various ways. You should experiment with different types of charts and chart elements to become familiar with them.
➤To insert a chart
1. On the Insert tab, in the Illustrations group, click the Chart button.
2. In the Insert Chart dialog box, click the category of chart you want, click the style you want, and then click OK.
➤To enter data in a new chart
➜ In the Excel worksheet, replace the sample data by clicking a cell and then typing your own data.
➤To edit the data in an existing chart
1. Click anywhere in the chart to activate it. Then on the Design tab, in the Data group, click the Edit Data button.
2. In the Excel worksheet, click the cell you want to edit, type the new data, and then press Enter.
➤To change the type of an existing chart
1. Click anywhere in the chart to activate it. Then on the Design tab, in the Type group, click the Change Chart Type button.
2. In the Change Chart Type dialog box, click the category of chart you want, click the style you want, and then click OK.
Sizing and Positioning
When you insert an illustration, it is automatically selected. Later, you can select it by clicking it.
While the visual object is selected, you can easily change its size. If you change the height and width proportionally, the object retains its shape; if you change one more than the other, the object changes shape.
You can position a selected object on the page in a variety of ways. Pictures, clip art, diagrams, and charts are inserted in a document in line with the text, meaning that they are associated with a text paragraph. Although you can drag them vertically to a differ- ent paragraph, you cannot drag them horizontally. You can align them horizontally by clicking an alignment button in the Paragraph group on the Home tab. Or you can move them to a specific area of the page by making a selection from the Position gallery.
If you want to move a picture, clip art image, diagram or chart to a location other than one of the Position gallery presets, you must make it independent by breaking its association with the surrounding text. (By default, shapes are already independent and can be moved anywhere.)
Tip If you hold down the Ctrl key while you drag an object and release the Ctrl key after you release the mouse button, Word makes a copy of the object in the new location instead of moving it.
➤To change the size and/or shape of a selected object
➜ Drag its sizing handles.
➜ On the Format tab, in the Size group, adjust the Height and Width settings.
➜ On the Format tab, click the Size dialog box launcher to display a dialog box in which you can adjust the size.
Tip You can also use this method to scale the object. This method is not available for diagrams.
➤To position a selected object
➜ Drag it vertically to a new location.
➜ On the Format tab, in the Arrange group, click the Position button, and then click one of the options in the Position gallery.
➤To make a selected object independent of the text
➜ On the Format tab, in the Arrange group, click the Text Wrapping button, and then click In Front of Text.
See Also For more information about text wrapping, see section 3.2, “Format illustrations.”
➤To position an independent object
➜ Drag it to a new location.
➜ Press the Arrow keys to move the object in small increments.
Or
1. On the Format tab, in the Arrange group, click the Position button, and then click More Layout Options.
2. On the Picture Position tab of the Advanced Layout dialog box, set a relative or absolute position for the object, and then click OK.
Tip When you draw shapes on a drawing canvas, you can move or size the canvas to move or size the entire drawing.
Practice Tasks
The practice fi les for these tasks are located in the Documents\Microsoft Press\
MCAS\Word2007\Objective03 folder. If you want, save the task results in the same folder with My prepended to the fi le name.
l Open the Picture document, and at the top, insert the Logo graphic. Then size the logo so that it is 0.5” high, maintaining the height to width proportion.
l Open the ClipArt document, insert a stylized dollar clip art image at the end of the Greg Guzik paragraph, and make it 0.25 inch square. Then insert a copy of the image at the beginning of the paragraph.
l Open the Shapes document, and at the end of the document, draw a circle 1.5 inches in diameter in the upper-left corner of a new drawing canvas. Then create a copy of the circle in the upper middle of the drawing canvas and an- other in the upper-right corner. Draw curved lines resembling strings below each circle.
l Open the SmartArt document, and at the end of the document, insert a Vertical Process diagram. In the text pane, type The Journey, The Battle, and The Twist as bullet points. Then add a new shape containing the words The Climax.
l Open the Chart document, and at the end of the document, insert a 3-D Clustered Column chart. Then change the headings in row 1 to January, February, and March, and change the headings in column A to 1st Quarter, 2nd Quarter, 3rd Quarter, and 4th Quarter. Then change the chart type to a Stacked Area chart.
Practice Tasks
The practice fi les for these tasks are located in the
The practice fi les for these tasks are located in the Documents\Microsoft Press\Documents\Microsoft Press\
MCAS\Word2007\Objective03
MCAS\Word2007\Objective03 folder. If you want, save the task results in the same folder. If you want, save the task results in the same folder with
folder with MyMy prepended to the fi le name.yy prepended to the fi le name.
l Open the Open the PicturePicture document, and at the top, insert the document, and at the top, insert the LogoLogo graphic. Then size graphic. Then size the logo so that it is 0.5” high, maintaining the height to width proportion.
the logo so that it is 0.5” high, maintaining the height to width proportion.
l Open the Open the ClipArtClipArt document, insert a stylized dollar clip art image at the end rtrt document, insert a stylized dollar clip art image at the end of the
of the Greg GuzikGreg Guzik paragraph, and make it 0.25 inch square. Then insert a copy ikik paragraph, and make it 0.25 inch square. Then insert a copy of the image at the beginning of the paragraph.
of the image at the beginning of the paragraph.
l Open the Open the ShapesShapes document, and at the end of the document, draw a circle document, and at the end of the document, draw a circle 1.5 inches in diameter in the upper-left corner of a new drawing canvas. Then 1.5 inches in diameter in the upper-left corner of a new drawing canvas. Then create a copy of the circle in the upper middle of the drawing canvas and an- create a copy of the circle in the upper middle of the drawing canvas and an- other in the upper-right corner. Draw curved lines resembling strings below other in the upper-right corner. Draw curved lines resembling strings below each circle.
each circle.
l Open the Open the SmartArtSmartArt document, and at the end of the document, insert a rtrt document, and at the end of the document, insert a Vertical Process diagram. In the text pane, type
Vertical Process diagram. In the text pane, type The JourneyThe Journey, eyeyeyey, The BattleThe Battle, , and
and The TwistThe Twist as bullet points. Then add a new shape containing the words istist as bullet points. Then add a new shape containing the words The Climax
The Climax..
l Open the Open the ChartChart document, and at the end of the document, insert a 3-D rtrt document, and at the end of the document, insert a 3-D Clustered Column chart. Then change the headings in row 1 to
Clustered Column chart. Then change the headings in row 1 to JanuaryJanuary, ryryryry, February
February, and ryryryry, and MarchMarch, and change the headings in column A to , and change the headings in column A to 11stststst Quarter Quarterterterterter, , 22ndnd Quarter
Quarter, terterterter, 33rdrdrdrd Quarter Quarterterterterter, and , and 44thth Quarter Quarter. Then change the chart type to a Stacked terterterter. Then change the chart type to a Stacked Area chart.
Area chart.
3.2 Format illustrations
Strategy Different types of visual objects can be formatted in different ways. We recommend that you create a new, five-page document, insert a different type of object on each page, and then experiment with the objects on your own to understand which types of formatting can be applied to which types of objects.
Text Wrapping
After you insert a visual object in a document, you can specify how the object should relate to the surrounding text. The default setting for all objects except shapes, In Line With Text, embeds the object in the text so that the object moves as the text moves.
You have already seen that you need to set text wrapping to In Front Of Text to allow an object to float independently over the text. In addition, you can set the text wrapping so that the text wraps around the object in various ways. On the Text Wrapping tab of the Advanced Layout dialog box, you can specify which side of the object the text appears on and how closely the text hugs the frame of the object.
➤To specify how text should wrap around a selected object
➜ On the Format tab, in the Arrange group, click the Text Wrapping button, and then click the wrapping style you want.
Cropping
To focus attention on a particular part of a picture or clip art image, you can crop away the parts of the image you don’t want. (You cannot crop a shape, diagram, or chart.)
Cropping handles
➤To crop a selected image
1. On the Format menu, in the Size group, click the Crop button.
2. Using the cropping pointer, drag the cropping handles to hide the parts of the image you don’t want.