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Graphics in Microsoft Word 2003: Draw. This Add-In Program Is Available To You in Most Microsoft Office
Graphics in Microsoft Word 2003: Draw. This Add-In Program Is Available To You in Most Microsoft Office
Introduction
Creating a Drawing
Drawing
1. Start up Word, as usual, or click on the [New] button to get a new
document
2. Type in a few lines of rubbish text - a couple of paragraphs 2 lines long
is sufficient
3. Click on the blank line separating the paragraphs to reset the insertion
point (typing position)
4. If necessary, display the Drawing toolbar by clicking on the [Drawing]
button on the Standard toolbar
By convention this appears below the typing area but you can move it if you
want to. The toolbar has buttons for drawing various shapes - lines, arrows,
rectangles, ovals etc. For detailed notes on how these all work see the
document A Guide to Microsoft Draw.
A Drawing Canvas appears with the words Create your drawing here inside.
This provides a frame-like boundary between your drawing and the text. If
you don't want this frame then you can delete it, as you will see later. You
can also set up Word so that the canvas is never used.
6. Position the mouse cursor near the top of the canvas, hold down the
mouse button and move the mouse - an elastic line appears stretching
from the original position to the cursor as it moves around the screen
7. When the line is as you want it, release the mouse button
8. Repeat steps 5 to 7 but this time draw a [Rectangle] or [Oval]
You will notice when you finish drawing an object that little circles surround
it. These are called handles. A line just has two handles (one at each end),
an object eight (one at each corner and one halfway along each side).
Objects also have a special (green) rotation handle. When an object shows
its handles, it indicates that it is selected and that any command you now
issue will be applied to that object. Currently, the rectangle/oval is selected -
try colouring and moving it:
9. Click on list arrow attached to the [Fill Color] button and select a
colour
10. Repeat step 9 but this time set the [Line Color]
11. Click on the [Line Style] button and choose a much thicker line
12. Now press the arrow keys - you'll find the selected object moves in the
direction of the arrow
Drawing objects can move on top of each other. If this happens then the
most-recently-drawn object moves over the older one. You can change the
drawing object order as follows:
1. Keep pressing the arrow keys to move the rectangle/oval so that it
partly obscures the line
2. Click on the [Draw] button on the far left of the Drawing toolbar - a
menu appears
3. From the menu select Order then Send to Back - the line should now
show in full
This command sends the object to the very bottom of the pile. You can also
move things up and down in small steps by using Bring Forward or Send
Backward. Note also the options to Bring in Front of Text and Send
Behind Text (though you will meet other ways of doing this later).
Handles are also used to change the size/shape of an object. All graphics
objects have handles, not just drawings, and you will see later how they are
used with Pictures.
1. Move the mouse cursor over one of the rectangle/oval's side handles -
it changes shape to a two-headed arrow
2. Hold down the mouse button and drag the side in/out to
decrease/increase the size
3. Release the mouse button when the object is correctly resized
4. Repeat steps 1 to 3 using a corner handle - with this, the object can be
resized both vertically and horizontally simultaneously
You can select more than one object at a time by holding down <Shift> and
clicking on them. You could then colour, move or resize them all
simultaneously, if you wanted to. You can also group selected objects
together to form a single object - this is what you do when you are drawing
a diagram (you draw the component parts then group them into a single
unit):
1. With the oval/rectangle still selected, hold down <Shift> and click on
the line (when the mouse cursor is a four-headed arrow) - its handles
will appear if you've done this successfully
2. Now, click on the [Draw] button on the far left of the Drawing toolbar
and from the top of the submenu select Group - a new set of handles
appears, covering both drawing objects
3. Press the arrow keys and you'll find both objects move as one
Sometimes you may want to draw over the top of existing text (eg to block
out something using a white rectangle). To do this, simply use the drawing
tools outside the drawing canvas. You can also unlink an existing drawing
from its canvas:
1. Keep pressing the <up arrow> key until the drawing canvas
disappears
2. Now click beneath the (grouped) object to release it and select the
canvas instead
3. Press <Delete> - the canvas disappears and the object now floats
above the text
4. Use [Undo] (<Ctrl z>) a few times to restore the canvas and move the
object back into it
5. If the toolbar isn't showing, right click on the canvas and Show
Drawing Canvas Toolbar
Tip: If you don't like using the canvas, open the Tools menu, choose
Options... then, on the General tab, turn off Automatically create drawing
canvas when inserting AutoShapes. If you then do need a canvas you can
get one by opening the Insert menu and choosing Picture then New
Drawing.
When you've finished your drawing, you have to reduce the size of the
canvas to fit it (otherwise you get a large blank space). You can do this
manually (by using the mouse to drag in the canvas handles, which are
shown as lines midway along each side or brackets in each corner) or by
using the special button provided on the Drawing Canvas toolbar. This only
works if there is more than one object on the canvas.
1. Click on the grouped object then open the Draw menu and choose
Ungroup
2. Click on [Fit Drawing to Contents] button - the canvas shrinks to fit
your drawing
You can now, if you want, resize the whole drawing. To do this:
3. Click on the [Scale Drawing] toolbar button - the canvas handles
change to circles
4. Drag on the circles to resize the whole drawing as required ([Expand]
enlarges the canvas but not the contents)
5. Click to the right of the drawing canvas to return to normal typing mode
6. Finally, [Center] the drawing on the line
You will see later how to change the settings which determine how a
drawing is positioned.
Adding a Picture
Note that when you finish drawing each object, there are no handles
surrounding it. You may have also spotted that the lines appear jagged (for
an ellipse or angled line). This is because they are composed of small dots
on a grid (known as pixels). To see these:
4. Open Paint's View menu and select Zoom followed by Custom...
5. Set Zoom to 400% then press <Enter> for [OK]
6. Using the scroll bars provided, move the canvas around until you can
see the pixels
7. Repeat step 4 but this time choose Normal Size
Once an object is drawn in Paint you can't change it. If you want a coloured
line then you have to select the colour before you draw the line. To fill an
area with colour:
If your line crosses your rectangle/oval, you will find that the colour only
partly fills the object. In a painting, objects aren't recognised as such and
the colour fill stops when it meets a line - you'll have to paint the other half
of the object separately. Finally, try editing your painting:
Watch how the picture moves around with the text - it's as though it's just
another character. Normally, you insert a picture on a blank line between
paragraphs so the effect isn't quite so obvious as here. Again, you will learn
about how to change the way the graphic moves later.
Like the Paint picture you drew earlier, the clip art is positioned relative to its
surrounding text. Here, you placed it on a blank line, so it's in its own
paragraph. You can apply justification to the paragraph in the normal way to
position the picture on the page:
5. Click on the [Center] button
6. Press <Enter> twice to start a new paragraph, click on [Align Left]
then type in a couple of lines of text
As you saw earlier with the drawing, you can change the size and aspect
ratio (width relative to height) of a graphical object using the handles which
surround it when it's selected:
1. Click on the clip art - the handles appear together with a floating
Picture toolbar
2. Position the mouse cursor over any corner handle (it becomes a
double-headed arrow)
3. Hold down the mouse button and drag the handle inwards to reduce
the size of the picture
4. Repeat steps 2 and 3 but this time drag a side handle to change the
picture aspect
You can also cut off unwanted parts of a picture by cropping it:
5. Click on the [Crop] button on the new Picture toolbar - the mouse
cursor takes on the same shape as the button
6. Position the cursor over the side handle where you want to remove part
of the picture, hold down the mouse button and drag the mouse
towards the centre of the picture
7. A rectangle shows the area after cropping - release the mouse button
when this is as required
If you decide you have cut off too much of the picture you can use the same
procedure to uncrop it. You can also use [Undo] (or <Ctrl z>) to abandon
the change. Finally, note also the [Reset Picture] button on the far right of
the Picture toolbar which will set a picture back to its original settings (size,
shape etc).
Formatting a Picture
With the clip art still selected, investigate the effect of some of the other
buttons on the Picture toolbar. The first button ([Insert a Picture]) lets you
replace the selected picture by another (or, if the toolbar is permanently
displayed, add a new picture at the insertion point). There is no need to do
this here.
The next four buttons control the contrast and brightness - just like on a
television. You have to click several times on each to see the effect.
2. Investigate the [More Contrast] ... [Less Brightness] buttons to see
their effect
You can set these options precisely by using the Format Picture command:
3. Click on the [Format Picture] button - the Format Picture window
appears
On the Picture tab, note that you can set Crop and the Image Control here
as well as via the toolbar button. The original Contrast: and Brightness
values were 50% - to return to these settings:
4. Reset the Brightness: and Contrast: to 50%
5. Press <Enter> for [OK] to close the Format Picture window
Note that the [Reset] button provided in the Format Picture window sets
everything back to the original settings, including any cropping or resizing.
There are numerous other sources of graphics which you might want to add
to your document. Examples include equations, organisation charts,
Microsoft maps, WordArt and AutoShapes.
Equations are treated just like any other picture by Microsoft Word. They
can be placed in the middle of some text or on a separate paragraph.
Detailed notes on using the Equation Editor can be found in Equations in
Microsoft Word. Below is a simple example, to show how it all works.
1. Press <Ctrl End> to move to the end of your document, then <Enter>
to start a new line
2. Type The equation then open the Insert menu and choose Object...
3. From the list provided, choose Microsoft Equation 3.0 then press
<Enter> for [OK]
A small box with a flashing cursor in it appears after your text, ready for you
to type in your equation. In addition, a floating Equation toolbar is displayed.
This contains all the possible layouts (templates) you will need to build up
an equation, plus special characters (eg Greek symbols).
If you want to make any changes to your equation, you need to move the
typing position around. You can use the mouse but it's easier to use the
arrow keys. Also, you may want to add extra spaces between elements in
your equation (you may have noticed that these were ignored when you
typed them in). To add a space between 2 and a:
9. Use <left arrow> and then <down arrow> to move the typing position
between the 2 and a
10. Hold down <Ctrl> and press the <spacebar> - this is called a hard
space
11. Now click to the right of the equation box (to close the editor) and
complete the sentence gives the solution to the problem.
12. End by pressing <Enter> twice for a new paragraph
As with your Paint picture, if you make any changes to the wording before
the equation, it just moves across the page as part of the text.
Charts from Excel etc
Tip: It's more than likely that you will be printing your document in black and
white. To see how your chart will appear, first click on it to select it. The
Picture toolbar should appear as the default is to paste the chart as a
picture. On this, click on the [Color] button and set the format to
Grayscale.
In fact there are various ways such an object can be pasted into Word
(using Paste Special) and it's important to understand the different options
available.
7. Open the Edit menu and this time choose Paste Special... - the
following window appears:
At step 5 you pasted the chart as a Picture. However, you can also paste
the chart as an Excel Chart Object, which adds an active link to Excel and
allows you to make changes directly from Word.
8. Select Microsoft Excel Chart Object then press <Enter> for [OK]
To see the difference between the two object formats, try opening them:
9. Double click on the first chart - the Format Picture dialog box appears
(all you can do is change things like the brightness and contrast) - click
on [Cancel]
10. Repeat step 9 on the second chart - you'll find a copy of Excel appears
in the object's window, with a copy of the chart placed on a separate
sheet
11. On the Chart toolbar, use the [Chart Type] button to choose a bar
chart
The other option available under Paste Special is Paste Link. With this, the
chart will be updated automatically if the original Excel file is changed:
1. Move back to Excel via its Task Bar button then click on and [Copy]
the chart again
2. Now move back to Word, press <Ctrl End> then <Enter> for a new
line at the end of your work
3. Next open the Edit menu and select Paste Special...
4. Select Paste link (the option to paste as a picture disappears) then
press <Enter> for [OK]
5. Move to the Excel window by clicking on its Task Bar button
6. Now change one of the values in column B - June should be 74, not 47
(press <Enter>
7. The graph is redrawn - [Close] Excel and press <Enter> for [Yes] to
save the changes
The linked chart isn't updated automatically. However, whenever you open
a file with links you are asked whether or not you wish to update the
information. The following dialog box appears:
Usually you would reply [Yes] to this question, though you don't have to.
Links are held as fields and you can update these manually (sometimes you
may only want some updated). To update a link:
8. Right click on the linked chart and choose Update Link - the chart is
now redrawn
WARNING: Though pasting linked objects can be very useful, you have to
take great care that you don't move a linked file into another directory,
rename or, worst of all, delete it, otherwise the link will be broken and the
graphic will no longer appear in your document.
Though the bar chart isn't updated by the change to the Excel file, you can
update the graph within Word:
9. Double click on the second chart
10. Click on the EXAMPLE tab to see the data
11. Repeat step 6 to correct the data then click on the Chart1 tab
12. Click away from the chart to return to your document
Note that you can't correct the first chart (the one pasted as a picture).
Positioning Graphics, Text Wrapping and Anchors
When adding graphical objects to your document, you have seen how the
object moves with the text, as if it was a typed character. You can change
this default by resetting the Wrapping style.
To see how this has been set on your existing graphics:
1. Click on the Paint picture
2. Open the Format menu and select Picture... - move to the Layout tab
3. Note that the Wrapping style is set to In line with text - this means that
it's treated as part of the text and moves around just like any character
within a paragraph
4. Click on Cancel to close the Format Picture window
Wrapping Style
As you have just seen, the picture acts like a normal character in the middle
of a paragraph, with text wrapping set to In line with text.
Text Wrapping
6. Click on the picture then on the [Text Wrapping] button on the Picture
toolbar
7. From the drop-down menu, select Square - you will find the paragraph
splits into 3 columns around the picture (with the text reading left to
right across the columns)
8. Repeat step 6 but choose Behind Text - now the text runs over the
dog
9. Repeat step 6 again but choose In Front of Text - the dog hides some
of the words
10. Do the same again but choose Top and Bottom - the dog appears to
be in its own paragraph
11. Finally try Tight - the text appears in columns, as with Square, but this
time the column edges either side of the dog are not straight
The other option, Through has the same effect as Tight on this picture.
The difference between them is that if the picture has open space within it
then text can occupy that open space. If parts of your text are too close to
the picture you can widen the gap by choosing Edit Wrap Points:
12. Repeat step 6 but choose Edit Wrap Points - the dog is surrounded by
dots
13. Move the cursor over any of the dots, hold down the mouse button and
drag the dot away from the dog - release the mouse button and the text
moves away from the new wrap point
Advanced Layout
In the Format Picture window, you can specify the margins surrounding an
object more precisely:
1. With the dog still selected, click on the [Format Picture] button, move
to the Layout tab then click on [Advanced...] - the Advanced Layout
window appears
2. On the Text Wrapping tab, the Wrapping styles you've just seen are
displayed
3. Wrap text lets you have text Both sides of the picture or just one - turn
on Right only
4. Note the Distance from text settings, which set the margins around the
object precisely (reduce the value to get the text closer) - here, reset
Right to 0.5 cm
5. Click on the other Wrapping styles and see how the Distance from text
settings can vary - with some styles, part or all of the options are
greyed out
6. End by setting the Wrapping style to Square then click on the Picture
Position tab
On the Picture Position tab, note that the Horizontal position is set up as an
Absolute position x.xx cm to the right of the Column, while the Vertical
position is set up as an Absolute position x.xx cm below the Paragraph.
Note also that under Options, Move object with text is turned on.
These settings determine exactly where the object is positioned relative to
the text and whether or not it moves along with the text. Unless you are
using multiple column text, Column is equivalent to the normal page
margins (the measurement is from the left edge of the picture to the left side
of the column). If, for example, you wanted the picture on the left, with a
single line of text above and the rest wrapping down the right-hand side,
you would change the settings as follows:
7. Under Horizontal choose Alignment and set this to Left relative to
Column
8. Under Vertical set the Absolute position to 1 cm below Paragraph
9. Press <Enter> twice to close the Advanced Layout and Format Picture
windows
The result of all the above should be that the dog is positioned on the left,
with text to the right, one line down from the top of the paragraph.
10. Move the insertion point into the first line of your paragraph and type
some more text - note how the clip doesn't move
11. Keep typing until the paragraph completely surrounds the dog (ie the
final line appears below it)
Anchors
You should find that the dog stays where it was; it's still anchored to the first
paragraph. To anchor it to the new one:
4. Click on the dog again and drag the anchor down to the new paragraph
- though the anchor moves, the dog doesn't
5. Now click on the [Format Picture] button and on the Layout tab click
on [Advanced...]
6. On the Picture Position tab, note that the Vertical position has changed
- reset it to an Absolute position 1 cm below Paragraph
7. Under Options turn on Lock anchor then press <Enter> twice to
enforce the changes
You'll find now that you can't move the anchor to another paragraph - the
picture is permanently fixed to that paragraph. However, it can still be
moved to a different position on the page - it's only the anchor which
doesn't move.
8. Using the <arrow keys>, adjust the exact positioning of the clip in the
paragraph (hold down <Ctrl> as you do this for fine adjustment)
Note how the Vertical position is now defined as x.xx cm below the Page.
You can set the Horizontal position similarly (though there's no need to here
as the picture is at the left margin).
3. Press <Enter> twice to enforce the changes
4. Move the insertion point to the end of the previous paragraph and type
in a couple of lines of text - you'll find the dog doesn't move
Note, however, that the dog is still anchored to the original paragraph, not
the page. If that paragraph moves to a new page, the dog does too:
5. Press <Ctrl Return> for a new page - note how the dog moves to the
corresponding position on the new page (scroll down to see it)
To reposition it:
6. Click on it then on [Format Picture] - on the Layout tab click on
[Advanced...]
7. On the Picture Position tab, under Vertical, reset the Absolute position
to 1 cm below Paragraph - Move object with text is automatically
switched on
8. Turn off Lock anchor
9. Press <Enter> twice to enforce the changes
10. Turn off the paragraph marks - click on the [Show/Hide ¶] button
Side-by-Side Columns
You've already seen how you can have text wrapping round both sides of a
graphical object - with this, you have to read the text across the object.
Sometimes, however, you want to read down the column to the left and
then down the one to the right. You can create this effect using a multiple
column layout but it's much easier to employ a table:
1. Move the insertion point to the top of the new page, just above the dog
2. Click on the [Insert Table] button and drag across the first 3 cells in
the top row
When you release the mouse button, the table skeleton is drawn above the
dog.
3. Click on the dog and [Cut] it then click in the middle cell in the table
and [Paste] it in
4. To position the clipart properly within the cell, click on the [Format
Picture] button then on the Layout tab set the Wrapping style to In line
with text
5. Press <Enter> for [OK] to close the Format Picture window
6. Press <Ctrl 1> for single line spacing then [Centre] the picture in the
cell
7. Now click in the left cell in the table and type in enough text to exactly
fill it
8. Repeat step 7 but this time fill in the right cell in the table
Watermarks
You now choose the object which will form your watermark. The procedure
for making an object a watermark varies according to the type of object
chosen. With clip art or a picture file, you can set the Color explicitly as
washout; with WordArt or an AutoShape you don't have this facility. To see
how to make such an object into a watermark:
3. Choose WordArt... then press <Enter> for [OK] to accept the first
WordArt style
4. Type the watermark text (eg Copyright Your_Name Date - press
<Enter> between each for new lines) then click on [OK]
5. Click on the inserted WordArt - the WordArt toolbar appears
6. On this toolbar, click on the [Format WordArt] button
7. On the Colors and Lines tab, under Line, click on the list arrow
attached to Color:
8. Click on More Colors... and select a light grey shade - press <Enter>
for [OK]
9. Move to the Layout tab and set the Wrapping style to In front of text
10. Click on [Advanced...] and, on the Picture Position tab set both the
Horizontal and Vertical Alignment to Centered relative to Page
11. Press <Enter> twice to close the Advanced Layout and Format
WordArt windows
12. Click on [Print Preview] to see the watermark effect - then [Close]
Print Preview