Inserting Tables, Images & Objects

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1 Inserting Tables, Images & Objects Word 2010

2 CONTENTS Layout...1 Using the Ribbon Bar...2 Minimising the Ribbon Bar...2 The File Tab...3 What the Commands and Buttons do...3 The Quick Access Toolbar...4 Customising the Quick Access Toolbar...4 Tables...6 Insert a Table Quickly with the Insert Table Button...6 Inserting a Table with the Insert Table Command...6 Formatting Tables...6 Making cells bigger...6 Merging or splitting cells...6 Adding rows or columns...6 To keep a table on one page...7 Draw function...7 Autofit table...7 Inserting a File or Object...8 Insert a second Word document into the current document...8 Create a linked object from an existing Excel worksheet or chart...8 Create an embedded object from an existing Excel worksheet or chart...8 Inserting a Picture...9 Inserting ClipArt...9 Insert a picture from another program...9 Insert a picture from a scanner...9 Formatting Images...9 WordArt Watermarks SmartArt Inserting Symbols or Special Characters Insert symbols not on the keyboard Assign a symbol to a shortcut key Create arrows, faces, and other symbols automatically Type international characters Flinders University Centre for Educational ICT Updated 28/05/2010

3 LAYOUT Once you know your way around Word you ll find it much easier to use. Word is made up of a number of different elements. Some of these elements, like the File Tab, Ribbon bar and Quick Access Tab may not be familiar to you if you have used another version of Office. If not, don t worry, they soon will be The File Tab is used to access file management functions such as saving, opening, closing, printing, etc. Options is also available here so that you can set your working preferences for the application (this replaces Tools > Options in 2003). 2. The Ribbon bar is the tabbed band that appears across the top of the window. It is the control centre of all office 2010 applications. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. The commands include galleries of formatting options that you can select from, such as the Styles gallery shown here. 3. The Quick Access Bar also known as the QAT is a small toolbar that appears at the top left-hand corner of the window. It is designed to provide access to the tools you use most frequently and includes by default the Save, Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. 4. The Status Bar appears across the bottom of the window and displays application information, eg. page number, slide number, cell count, dictionary, and so on. It can also be customised to have more functions showing by right-clicking on the bar and choosing the options. The View buttons and the Zoom Slider are used to change the view or to increase/decrease the zoom ratio for your document Flinders University Centre for Educational ICT 1

4 USING THE RIBBON BAR The Ribbon is the new command centre for Office. It provides a series of commands organised into groups and placed in relevant tabs. Tabs are activated by clicking on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. The Ribbon is intended to make design more intuitive. Minimising the Ribbon Bar The wide band and use of icons makes it very quick and easy to find and apply commands and settings. However, if you are working on a large document with lots of text, it may suit you to hide the ribbon, either temporarily or permanently, while you are working. To hide the Ribbon bar click on a tab then double click the same tab. This will hide the bar. To access it just single click on a tab then select your function. The bar will then disappear again. To reactivate it, double click on one of the tabs again. Or click on the arrow on the right to open and close the ribbon bar. Flinders University Centre for Educational ICT 2

5 THE FILE TAB The File Tab is one the major changes in Office This replaces the File menu in 2003 and the Office Button in The File Tab provides access to all of the file-related commands such as Open, Save and Print. This is a Word sample. What the Commands and Buttons do Save Saves your current document using the default file format. Save As Open Close Info Recent New Print Save & Send Help Options Exit Saves the current document with the option to change the file format, name or location. Opens an existing document. Closes your existing document. Displays different commands, properties, and metadata depending on the state of the document and where it is stored. Commands on the Info tab can include Permissions, Versions & Convert document. Displays the recent documents and recent places that have been saved or opened. Creates a new document, based either on a blank template, an installed template or an online template. The Print panel now combines print preview and print options into one screen. Sends your document via or Internet fax. Opens the help menu. Opens the Word Options dialog box so that changes to the default settings can be made. Exits from Microsoft Word. If any unsaved documents are open, you will be prompted to save them. Flinders University Centre for Educational ICT 3

6 THE QUICK ACCESS TOOLBAR The Quick Access Toolbar, also known as the QAT, is a small toolbar that appears at the top left-hand corner of the window. It is designed to provide access to the tools you use most frequently and includes by default the Save, Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier. The Quick Access Toolbar is positioned immediately to the right of the File Tab. Customising the Quick Access Toolbar The Quick Access Toolbar can be customised by adding buttons or removing buttons. This is the only part of the office interface that you can modify you can t add buttons to the ribbon or command groups. There are two methods that can be used to customise the toolbar The Customise Quick Access Toolbar tool displays a list of commonly used commands that you can add to the toolbar. Click on the items that you want to add. The tick on the left of the word indicates what is active in the list. 1. You can add any command you like to the toolbar by selecting More Commands to display the Options dialog box. From here you can choose commands or tabs to add to the toolbar. Once in the QAT Toolbar you can place the icons into an order that suites your work by highlighting the icon and using the arrows on the right side to move up or down. You can even shift the Quick Access Toolbar below the ribbon if this suits the way you work. Flinders University Centre for Educational ICT 4

7 2. By right clicking on a function (eg page break) you can add it to the Quick access bar. Flinders University Centre for Educational ICT 5

8 TABLES Word s tables give you a way to present complex information in vertical columns and horizontal rows of cells. Cells can contain text, numbers or graphics. You can generate a table from existing text or you can create a table first and then enter your text into it. Once you ve created a table, you can add further columns or rows, or merge several cells in the same row to make one cell. Tables are designed so that cell heights will adjust to accommodate the size and amount of text in any cell of a given row. However, cell widths tend to remain the same unless you tell them to change. Insert a Table Quickly with the Insert Table Button The easiest way to insert a table is to click the Insert tab then select the Table button. Drag the insertion point down and to the right over the grid that appears to select the size of the table (number of columns and rows is indicated at the top) you want to create and then release the mouse button. Inserting a Table with the Insert Table Command 1. Go to Insert tab, Table then Insert Table. 2. Enter the number of columns and rows. 3. Click OK and your table will appear. Formatting Tables Once a table is created a new tab appears called Table Tools. Here you can change the Design or Layout. Making cells bigger Put your cursor over the line on the right side for the cell you want to make bigger. The arrow will change to a duel line with arrows either side. As shown below. Click and hold the mouse button then drag the line to the required width then release the button. This can be done for width and height. Or In the Table Tools - Layout tab you can increase or decrease the cell size by changing the height and width numbers. Merging or splitting cells Highlight the cells you want to merge or click in the cell you want to split. In the Table Tools - Layout bar click the Merge or Split buttons. Adding rows or columns Place your cursor in the cell where you want to add a row or column. Select the type of insert you want. Flinders University Centre for Educational ICT 6

9 To keep a table on one page To do this you must perform two actions: 1. Select the entire table 2. On the Table Tools, Layout tab click Properties. In the Table Properties dialog, select the Row tab. Clear the check box for Allow row to break across pages. 3. On the Home tab, go to the Paragraph group. Click the dialog launcher (small arrow) in the bottom right corner to open the Paragraph dialog. Select the Line and Page Breaks tab and enable the Keep with next property. Draw function 1. Click somewhere in a table, and then click the Design tab in Table Tools 2. When you want to change the design of the border, select the style, weight and color of the line in advance. 3. Click the arrow in Line Style in Draw Borders, and then select the style of line. In Line Style, you can select various styles of the line such as double line, triple line, dotted line, wiggly line and so on. 4. Click the arrow in Line Weight in Draw Borders, and then select the weight of line. 5. Click the arrow in Pen Color in Draw Borders, and then select the color of line. 6. Click Draw Table in Draw Borders when it is not selected. When you do this, the mouse pointer turns into a pen. 7. Click on the line you want to apply the change too. If you want to split a cell you can use the draw pen to draw the split. If you want to merge cells change to the Eraser tool and click on the line to be merged. Autofit table If you want to automatically adjust a table to either fit to the page or adjust to the content you can select the Autofit option. 1. Select the table to adjust 2. Under Table Tools, Layout tab click Autofit then select which action you want to do. Most common is Autofit Window. This will resize the table to fit within the margins of your document. Flinders University Centre for Educational ICT 7

10 INSERTING A FILE OR OBJECT Word provides several ways to insert Excel data into a Word document. For example, you can easily copy and paste a worksheet or chart. Or you can insert the worksheet or chart as a linked object or embedded object. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in the document: A linked worksheet or chart is displayed in your document, but its information is stored in the original Microsoft Excel workbook. Whenever you edit the data in Excel, Word can automatically update the worksheet or chart in your document. Linking is useful when you want to include information that is maintained independently, such as data collected by a different department, and when you need to keep that information in Word up to date. Because the linked data is stored in another location, linking can also help minimize the file size of your Word document. An embedded worksheet or chart stores its information directly in the Word document. To edit the embedded object, just double-click it to start Excel, make your changes, and then return to Word. You can embed an existing worksheet or chart, or start from scratch by embedding a new, blank worksheet or chart. Because the information is totally contained in one Word document, embedding is useful when you want to distribute an online version of your document to people who won't have access to independently maintained worksheets or charts. Insert a second Word document into the current document 1. Click where you want to insert the second Word document. 2. On the Insert tab, click Object the Text from file.. 3. In the Insert File box, select the file you want to insert by going to the location it's saved on your computer. Create a linked object from an existing Excel worksheet or chart 1. Open both the Word document and the Excel workbook that contains the data you want to create a linked object from. 2. Switch to the Excel file, and then select the entire worksheet, a range of cells, or the chart you want. 3. Click Copy. 4. Switch to the Word document, and then click where you want to insert the linked object. 5. On the Home tab, click Paste then Paste Special. 6. Click the Paste link button. 7. In the As box, click the option you want. If you're not sure which one to choose, click an option and read the description in the Result box. 8. To display the linked worksheet or chart as an icon for example, if others will view the document online select the Display as icon check box. Tip: If you are linking a range of cells and might later want to include additional rows or columns of data, first name the range in Microsoft Excel. Then copy the range and paste the link into Word. If you add more data to the range in Microsoft Excel, you can redefine the range name to include the additional cells. Word automatically adds the new data the next time you update the link. Create an embedded object from an existing Excel worksheet or chart 1. Do steps 1-5 as above 2. This time click the Paste button 3. In the As box, click Microsoft Excel Worksheet Object or Microsoft Excel Chart Object. Flinders University Centre for Educational ICT 8

11 INSERTING A PICTURE There are many alternatives for inserting a picture, including Clip Art, from a file, using Shapes or WordArt. Inserting ClipArt Word comes with its own set of pictures in the Clip Gallery. The Clip Gallery includes a wide variety of clip art that makes it easy for you to dress up your documents with professionally designed images. You'll find everything from maps to people and from buildings to scenic backgrounds. It's easy to select a picture. Just go to the Insert tab, click Clip Art, and then select the picture. The Clip Gallery includes a handy Find feature to help you locate just the right images for your document. It also includes its own Help system, where you'll find such information as how to add your own pictures to the gallery, how to keep it up to date, and how you can personalise it to suit your own needs. Insert a picture from another program 1. Click the Insert tab then select Picture. 2. Search for the picture you want to insert from you computer. 3. Click insert. When you select a picture, the Picture Tools - Format tab appears with options you can use: crop the picture, add a border and adjust brightness and contrast. Insert a picture from a scanner 1. With your scanner ready and the image on the scanner glass, click Insert Clip Art and then select Organise Clips at the bottom of the window. 2. In the Clip Organiser, on the File menu, point to Add Clips to organiser, and then click From Scanner or Camera. 3. Click Device and select your scanner, then select the print quality. 4. Click Insert. 5. The new clip appears in the My Collections folder in a folder named after your scanner. 6. Click on the arrow at the end of the thumbnail and copy then paste it in your document. Formatting Images Wrapping Text Around an Image 1. Right click in the middle of the image 2. Select Picture Tools Format tab, then the Wrapping button 3. Select the type of the text wrapping option that you want to apply. Adding a Custom Border Around an Image 1. Click on the image 2. Select a Picture Style from the Picture Tools Format bar Resizing an Image 1. Click on the image 2. Some grey buttons will appear around the image. Click and hold left mouse button on a corner then drag image to required size and release button Moving an Image 1. Move the mouse pointer to the middle of the image 2. Click and drag when the mouse turns into a pointer with a four pronged arrow. Flinders University Centre for Educational ICT 9

12 WORDART 1. Click the Insert tab then WordArt. 2. Click the special effect you want from the dropdown box 3. In the Edit WordArt Text dialog box, type the text you want to format, select any other options you want, and then click OK. 4. To position your WordArt click on it and drag it to the new position. 5. To change the WordArt colour, size or text wrapping option, click once on the WordArt to select it then click on the WordArt Tools Format tab. Watermarks Watermarks are text or pictures that appear behind document text. They often add interest or identify the document status, such as marking a document as a Draft. Watermarks are intended for printed documents. You can see the watermark in print layout or on a printed document. If you use a picture, you can lighten it, or wash it out, so that it doesn t interfere with document text. If you sue text, you can select from built-in phrases, or enter your own. To add a watermark 1. Change to page layout mode 2. Click Page Layout tab 3. Select Watermark from the ribbon bar 4. Select from one of the displayed options or click on Custom Watermark 5. In custom you can do one of the following: a. To insert a picture as a watermark, click Picture Watermark, click Select Picture, select the picture from your computer files and then select insert b. To insert a text watermark, click Text Watermark and then select OR type the text you want 6. Select any other settings that you want and then click apply To remove a Watermark 1. Choose Page Layout tab 2. Select Watermark 3. Choose Remove Watermark Flinders University Centre for Educational ICT 10

13 SMARTART SmartArt is a new group of easily editable and formatted diagrams. There are many pre-set SmartArt graphics layout templates in a variety of categories such as list, process, cycle, and hierarchy, to effectively communicate your message or ideas. When an instance of a SmartArt is inserted, a Text Pane appears next to it to guide the user through entering text in the hierarchical levels. 1. On the Insert tab, click SmartArt. 2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you want. 3. Enter your text by clicking [Text] in the Text pane and then type or paste your text. 4. If the Text pane is not visible, click the control arrow. 5. To add more level you can either: a. In the text box click in the level you want to add to and press the TAB key b. In the graphical box select the box you want to add to and on the SmartArt Design tab choose Add Shape Flinders University Centre for Educational ICT 11

14 INSERTING SYMBOLS OR SPECIAL CHARACTERS You can insert special characters, international characters, and symbols by using the Symbol command on the Insert bar. You can also insert a character or symbol by typing the character code on the numeric keypad. To quickly insert a symbol that you use frequently, assign the symbol to a shortcut key. Word automatically replaces some key combinations with symbols; for example, when you type --> the characters are replaced with an arrow. Insert symbols not on the keyboard 1. Click where you want to insert the symbol. 2. On the Insert bar, click Symbol, and then either select from the displayed symbols or More Symbols. Assign a symbol to a shortcut key 1. On the Insert bar, click Symbol then More Symbols. 2. Click the symbol you want. 3. Click Shortcut Key. 4. In the Press new shortcut key box, type the key combination you want to use. Eg Ctrl + Alt+t 5. Click Assign. Create arrows, faces, and other symbols automatically You can add the following commonly used symbols to your document by typing corresponding characters or character combinations. For example: Type To create (c) (r) (tm) :) or :-) : or :- :( or :-( <-- Note: You can remove AutoCorrect entries if you don't want to replace key combinations with symbols. You can add your own symbols or correct typing mistakes by clicking AutoCorrect. Type international characters To produce à, è, ì, ò, ù À, È, Ì, Ò, Ù á, é, í, ó, ú, ý Á, É, Í, Ó, Ú, Ý â, ê, î, ô, û Â, Ê, Î, Ô, Û ã, ñ, õ Ã, Ñ, Õ ä, ë, ï, ö, ü, ÿ Ä, Ë, Ï, Ö, Ü, Ÿ Press CTRL+` (ACCENT GRAVE), the letter CTRL+' (APOSTROPHE), the letter CTRL+SHIFT+^ (CARET), the letter CTRL+SHIFT+~ (TILDE), the letter CTRL+SHIFT+: (COLON), the letter Flinders University Centre for Educational ICT 12

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