Working with Pictures, Shapes, and

Graphics

Word allows you to do much more than simply insert or place graphics. We will focus on
the graphic design functions in Word such as pictures, SmartArt, screenshots, and other
items that can be found on the “Insert” tab.

Images and Multimedia

You don’t have to think of Word as simply a word processing program. It has requisite
tools for doing some pretty nifty page layout. While it’s not a feature-complete or robust as
a professional page layout program such as Adobe InDesign. You can still get very
professional looking results if you know what’s in your toolbox and how to use it.

Pictures and Online Pictures

Both “Pictures” and “Online Pictures” accomplish the same goal. The only difference is
that “Pictures” means you can insert pictures locally, while “Online Pictures” allows you to
insert images from an internet-based source such as clip art from Office.com, Bing, or
OneDrive (formerly SkyDrive).
You can also insert pictures from your Facebook profile or Flickr although you could
always just save the pictures you want to insert to your computer and then insert them from
there if you don’t want to connect Office to these profiles.
Picture Tools
As always, when you want to edit a picture or any element place in a Word document, you
can click on it and the appropriate tab will appear on the Ribbon.

With pictures, that tab is “Picture Tools.” Here we see you can make all kinds of
corrections to the picture on-the-fly. For example, you can correct brightness and contrast,
the color, add a border.

Where you position and how you wrap text will also play a large role in formatting your
documents.

Here we see those controls. In our documents, we don’t worry so much about word
wrapping or positioning because Word isn’t the final step toward publishing online.
However, if you’re going to produce something WYSIWYG (What You See is What You
Get), such as for a PDF or print publication, then these things will definitely matter.
Also, there are a couple ways you make changes to your pictures inline, such as resizing,
rotating, and moving them. In the following image, you see these controls, many of which
you will likely be familiar with.
When you click on an image in your document, you get a box on each corner, which will let
you resize a picture. At the top, in the middle, is a circular arrow, grab this to freely rotate
your picture. To move the image, hover the mouse over the image until the pointer is the
four arrows, you can then click and drag the image anywhere you like.

Finally, if you click on the little “Layout Options” button, you can change your text
wrapping without going to the Ribbon.

Clicking on “See more…” at the bottom of the “Layout Options” opens the full-blown
“Layout” dialog.

Note, the size tab both on the Ribbon the “Layout” dialog allows you to specifically resize,
rotate, and scale your pictures, rather than relying wholly on winging it:
Shapes
Microsoft Word 2013-2020 comes with an array of built-in shapes, which you can use to
create callouts, boxes, stars, and other shapes.

When you choose a shape, you simply draw it on a blank space on the page. It doesn’t
matter if you get it perfect or just the way you want it because you can adjust it to your
heart’s content once it is placed in your document.

At the bottom of the “Shapes” menu, there’s an option to create a “new drawing canvas.”
This will open, what is essentially a text box for shapes. With this drawing canvas, you can
create drawings using these shapes allowing you to create things like diagrams and
flowcharts.
SmartArt and WordArt
SmartArt and WordArt tend to have some overlap, particularly if you create something
using WordArt and then customize any of the text within it. Of course, you can use one or
the other and never the twain shall meet, but we’re going to talk about them in the same
section because one often leads to the other.

Think of SmartArt as premade drawing canvases that you can insert into your document
and then customize as you like. Simply pick an arrangement, such as a list, process, or cycle.

As you can see, we created a graphic based on a “Continuous Block Process.” When we
click on the text boxes, we can edit what is inside. There are also the usual grab handles
needed to resize the image, and the “Layout Options” allowing you to wrap text to your
preference.
If you use SmartArt, note that the Ribbon changes to reflect this. The “SmartArt Tools”
features two tabs: “Design” and “Format.”

The right half of the “Format” tab allows you to pick from a number of “SmartArt Styles”
and you can also “Change Colors.”

If you look at our previous example, you can see we applied an embossed, shiny effect and
changed the colors of our text boxes and arrow.
On the left half of the “Design” tab, you can “Create Graphic” so you can add shapes,
bullets, text, and move things around.

The “Layouts” section lets you change how your graphic looks on the fly. Simply hover over
any of the built-in options to see how it would look utilizing a different layout. Changes to
the layout are not applied unless you first click on a style.

The right side of the “Format” tab is used for affecting changes to text. These include
“WordArt Styles” and other effects such as fill and outline. Beyond that, you can arrange
multiple layers by sending them forward and backward.
The “Layout” dialog pops out if you select the little arrow in the bottom-right corner of the
“size” section or you can choose more options from any of the drop-down menus including
“Position”, “Align”, and “Rotate.”

On the left side of the “Format” tab you can select any of your shapes and change them to
another, and also make them larger or smaller.
If you click on “Shape Styles” you will be able to choose from a selection of pre-defined
shapes and colors.

Shift right just slightly and you will find controls to alter the fill. Choose from various
“Theme Colors” or select your own. You an also use pictures, gradients, and textures for
even more fill options.
If you want to refine the outline around your shape(s), you can choose any color, weight, or
dashes.

Finally, “Shape Effects” has quite a few options for enhancing your shapes, many of which
will give them a cool 3D effect that you can adjust by clicking 3D Options at the bottom of
the of the menu.
Format Text Effects
Let’s take a closer look at this because it contains a pretty sizable amount of features. We’ll
cover the basics so that you’re more aware of them. The pane titled, “Format Text Effects,”
slides out from the right edge.

As with any other panes in Word 2013, it can be detached, which you can then stick out of
the way to save screen area, or keep it nearby so it is handy. Regardless, this dialog box will
allow you to quickly work with text, so you don’t have to repeatedly keep going to the
ribbon to change things. Note also that the dialog is split into functions, “Text Fill and
Outline” and “Text Effects.” “Text Fill and Outline” is simple enough to figure out, and is
used to enhance how text appears.
Say, for instance, we want to write How-To Geek School and enhance it so that it is size 48
pt., blue with a black 1 pt. outline. We simply select the text we want, increase to the size to
48, then in the “Format Text Effects” dialog, we can change the color (we can also do this
in the “Font” section of the “Home” tab. Then under “Text Outline” we choose “Solid
line” and choose block and 1 pt. for the outline width.

That looks pretty good, but we really want it to pop, let’s add some more text effects, such
as a shadow, a reflection, and we’ll add a bit of a 3d bezel to round the lettering out.
The result is a bit more striking and while it’s not likely to make it into any final designs, it
does give you an idea of what you can do with WordArt.
Chart
Who doesn’t like charts? Charts are a great way to visually display data sets and Word
2013-2020 comes jam packed with a large assortment of Charts to choose from, including
columns, pie, bar charts and much, much more. Check out the screenshot for an idea of just
how many options there are:

When you choose a style, you’ll get a spreadsheet, which will allow you to enter the data
points on your x and y axes. As you enter data, the chart will change.
Manipulating and formatting charts is easy. Whenever you click on a chart in your
document, you’ll get the “Chart Tools,” which, as you might have guessed, is the Ribbon
tab devoted solely to charts.

Using the “Design” tab, if you don’t like the colors or style of your chart, you can instantly
apply changes to it without having to generate a new one.

If you decide you don’t think the layout works for this particular type of data, change it
using “Quick Layout” or add another element such as another axis, chart title, gridlines,
and more.

On the right side of the “Design” tab you will find essential tools for altering your data and
you can also go back and completely change the type of chart you’re using.
So, if you think a pie chart would work better, you can change to that. Note however, some
data points, such as “breakfast,” “lunch,” and “dinner” aren’t represented on this chart.

The “Chart Tools” also give you a “Format” tab so you can dress things up a bit by adding
shapes and then being able to change the style, fill, and outline.
Turning to the right side of the “Format” tab, you are given options for adding and
changing WordArt, arranging elements, and adjusting the size of your chart (which you can
also do with the grab handles).

It’s easy also to affect changes inline too. When you click on a chart in your document,
formatting controls appear along the upper-right corner. From top-to-bottom, you get
“Layout options” so you can set your text wrapping. You can change chart elements with
the plus (+) symbol, so if you want to change chart titles, add gridlines, and stuff like that.

The paintbrush icon is for setting a style and color them, and finally, the sieve icon is for
“Chart Filters,” so you can edit data points and names on your chart.

Screenshot
The “Screenshot” feature will allow you to take a screen clip, which is automatically pasted
in you document.
When you use the screenshot function, it will let you choose between any currently open
windows, or you can select “Screen Clipping,” which will minimize Word allowing you to
take a selection or full shot of your desktop. So for example, if you want to simply insert a
shot of your desktop and its icons, you would first need to minimize everything you have
open.

There’s a myriad of ways you can take and add screenshots, so we’re not going to dwell on
it. Just note this feature, if you’re unfamiliar with adding screenshots, and you want an easy
way to do it in Word.

Online Video
You can insert “Online Video” such as Bing, YouTube, or video embed code into your
document.

When you embed a video, it will appear as if it is a regular picture, complete with grab
handles and text wrap controls.
Further, you can adjust how the embedded video thumbnail appears (as a picture) using
the “Picture Tools” so you can make adjustments to the color, add a border, correct the
contrast and brightness, and more.

So, you see, we simply applied a “picture style” and add a purple border. This is only a
fraction of the stuff you can do, so if you to add some really nice-looking effects and create
a nice-looking document that really pops, you should take your time to familiarize yourself
with everything.

On the other hand, if you don’t like your changes and you want to go back to the default,
simply click “Reset Picture” and it will revert to normal.

Other Text Features

Here are few more text features that you might want to be aware of though you will
probably rarely use them.
Text Box
Text boxes are like their own little islands in Word. What we mean is, when you add a “Text
Box” to your documents, it is immune to changes you make to the rest of the document. It
is like a document within a document.

This is useful if you want to present something “as is” in your work, be able to make
overarching changes to the document’s formatting, but have something you’ve pasted
remain unchanged.

For the most part, text boxes are something of a bane to an editor’s existence because they
don’t play nice with styles (Lesson 5). You may find them extremely convenient and that’s
perfectly fine, but if you want something that conforms to your document’s style and
formatting, but still place it in a box or have a border around it, then we recommend simply
adding a border, which we covered in Lesson 2 – Shading and Borders.

Drop Cap
Drop caps are simply that one letter at the beginning of a chapter or book that is larger
than the rest:

You can either make your drop cap “Dropped” (the text below it shifts underneath it) or
“In Margin.” Check out the “Drop Cap” options for more power over how your drop caps
behave.
Using More than One Language
If you want to produce content in a language other than the one that comes with Word by
default, you will likely need to purchase it. Open the Word “Options” and click on
“Language.”

Pick the language you want to add from the dropdown list and then click the “Add” button.
When you add a language, you will need to enable it, which means that you will have to
turn it on in the “Control Panel.”
From here, you can write in the language, but Word won’t display in it, in other words,
menus and help systems will still appear in the default language. To get the full multilingual
experience, you may need to purchase a language pack from Microsoft.

To see what languages are available for purchase, and how much, click on “Not installed”
and you will be whisked to the Microsoft Office website.
If you want to add proofing tools, such as spellcheck, grammar check, and/or screen
tooltips, then you may be able to simply download them for free.
While it’s doubtful you’ll be using Word in full multilingual mode, it’s nice to know how
you can affect those changes. Moreover, most languages are freely available to use system-
wide so actually creating a document in another language is well within your reach, for free.