Unit 5 - Graphics & Desktop Publishing


Word documents can be enhanced through graphics. Word supplies a number of graphics that can be inserted into your documents. These are 'Pictures', 'Clip Art', 'Shapes', 'Smart Art', 'Chart', and a 'Screenshot'. You can also use images from the Internet or a scanned photograph. Clip art libraries are available for purchase or downloading. Graphic libraries are available for most specialities like medicine, accounting, sports management, meteorology, etc. Graphics are stored in a number of different file formats. The most common formats are .jpg, .gif, and .png, .bmp, .tiff.

To insert clip art:
o First place the cursor where you want to insert the image then select the 'Insert Tab'
o Click the 'Clip Art' button
o A 'Clip Art' dialog box will appear on the right side of the edit window (it may take a moment or two)
o Type tiger into the box labelled 'Search for:'
o Click on 'Go'.
o The window will now show pictures of tigers. Look throughout the collection of pictures until you find picture of your choice. (Often, there is not enough room in the window for all of the clip art pieces. To see more of them, click on the down arrow on the vertical scroll bar at the right.)
o Double click on a picture to insert it into the document.
o Close the search window by clicking on the X in the upper right hand corner.

When the clip art is first inserted, it may not be the right size.

To resize an image:
o If the picture is not selected already, click on it. There will be small round blueish shapes in the four corners; these are called handles. In the middle of each side, when the picture is selected, are four blueish squares. The circles will change the size of the clip art while maintaining its proportions or aspect. The squares will change the proportions of the clip art.
o By double clicking the clip art the 'Picture Tools' menu appears
o The right most fields contain numbers and an upward and downward facing triangles. They look like this . Here you can increase and decrease the size of the clip art. One important thing to note is that as one field is modified the other is also changed. This is because the aspect ratio is locked causing the proportions of the clip art to remain the same.
o Another way to modify the clip art is to open the 'Layout' menu. To do this click the little arrow in the bottom right corner of the 'Size' command window. Here changes can be made to the size of the picture and the 'Lock aspect ratio' check box can be modified.
o The upper left box is for designating the height of the picture. Click in the box to highlight it and type 1, which will make the picture one inch tall. It is not necessary to change the width (it will be done automatically).
o Click on the tab that says 'Text Wrapping'.
o 'Text Wrapping' refers to When a picture is first inserted in a Word document, it is treated as another character, just like a letter A or a comma might be. That is why there is a big gap between the lines of text. The first box on the left of the layouts is 'In line with text'. This is the currently selected layout. The other boxes represent ways to wrap the text around the picture.
o Click on the box for 'Square' wrapping. The text will now be arranged with a rectangular space in it for the picture.
o You can drag the picture to where you want it by placing the cursor inside the picture where it will change into a four headed arrow. Left click and hold to grab the picture and place it in the desired position. Alternatively, select the picture to get the 'Picture Tools Tab' to appear with the picture Ribbon tools. Select the 'Position' drop down menu and select one of the options given or select 'More layout options...' to bring up the 'Layout' menu. Here more changes can be made.

As you move the mouse around the picture, it will change to a double-sided arrow when it is in the vicinity of the handles, the circles in the corners of the image and the squares in the middle of the sides of the image. By left clicking and holding when the two sided arrow is present the picture can be resized manually. Be aware that by dragging the corners maintains the aspect ratio but using the squares will change how the height and width relate to each other. As you move the clip art, the text will be rearranged based on the 'Text Wrapping' format chosen.

To add a colored border to an image:
o Make sure the picture is selected and the 'Picture Tools Tab' is open.
o Click on the 'Picture Border' drop down box
o Select a border color
o Click the 'Weight' drop down menu, also under the 'Picture Border' drop down menu, to determine the thickness of the border
o Click the 'Dashes' drop down menu and select the type of line
o Click OK.

Remember the other forms of images that can be inserted into a document like a 'Picture', 'Shapes', 'Smart Art', and 'Charts. These options can help communicate your message; they can even be placed in the header so it will appear on every page. In your document double click at the top of the page to bring up the header editing mode. Remember there is a doted blue line at the bottom of the header when you are able to edit the header. Bring up the 'Header & Footer Tools Tab'. Next click the 'Insert Tab' and choose 'Picture'. Select a picture and click the 'Insert Tab'. The picture will be too large. Resize it so it is 1 inch tall in the 'Size' tools as shown above.

Page Columns

Posters, pamphlets, bulletins, and brochures are all formats that use columns. Using columns is easy and can make text more readable.

To add columns:
o Open a new document
o Select the 'Page Layout' tab
o Click on the 'Columns' drop down menu and select three. If the ruler is not shown in the document go to the 'View Tab' and click the 'Ruler' check box.
o Note that the ruler has changed and there are two grey dividers on the top ruler indicating the three columns.
o Paste text or start to type and the text will automatically move to the next column instead of the next page

Sometimes you may want to stop using columns and go back to text that goes all the way across the page. It may seem that the right hand column will be left empty if you do that, but, when you tell Word to go back to using just one column, it will reformat the columns so they are approximately equal.

To turn off columns:
o Click the 'Page Layout Tab'
o Select the 'Breaks' drop down menu
o Select 'Continuous'
o The cursor and all the text to the right of it has moved to the end of the leftmost column. Note that the number of columns is still set at three on the top ruler
o Be sure the 'Page Layout Tab' is selected and then using the 'Columns' drop down menu select 'One'

The top ruler now shows one column. From this point forward the text will go all the way across the document.

Page Orientation

Page orientation is how the text or pictures appear on the page in relation to the short and long side of the paper. Think of the standard 8 1/2 by 11 inch piece of paper. Normally the page is oriented with the 8 1/2 inch part at the top and bottom; this is known as 'Portrait' orientation. When the long side of the page is on the top and bottom this is called 'Landscape' orientation.

If you do not specify otherwise Word will orient documents in portrait style. To change the orientation of the paper select the 'Page Layout Tab' then the 'Orientation' drop down tool and select 'Portrait' or 'Landscape'.