INSERTING TEXT, OBJECTS AND GRAPHICS

I. LEARNING OUTCOME

At the end of this module learners are expected to:

 Maximize the function of a table in arranging data
 Add pictures and graphics as support data to a document
 Use Text Box in arranging information
 Import text and objects from other files
 Add header and footer

DISCUSSION - COURSE CONTENT

TABLE PROPERTIES
THERE ARE DATA THAT IS MORE READABLE WHEN PLACES ON A TABULAR FORMAT . BUT
TABLE IS NOT ONLY USED FOR NUMBERED DATA OR FINANCIAL INFORMATION , BUT THIS
TOOL CAN ALSO BE USED TO SIMPLY ORGANIZE THE CONTENT OF YOUR DOCUMENT TO
MAKE IT MORE DETAILED AND FORMED .

A TABLE IS MADE UP OF ROW AND COLUMNS AND THE INTERSECTION OF THESE TWO IS
CALLED A CELL .

TO CREATE A TABLE SIMPLY GO TO INSERT TAB AND CLICK TABLE.

ONCE YOU CLICK THE TABLE ICON , THIS WILL APPEAR :

TO CREATE AN INSTANT TABLE, YOU CAN HOVER YOUR MOUSE OVER THE SMALL BOXES

IN THIS EXAMPLE , THE MOUSE HOVERED OVER 5 ROWS AND 5 COLUMNS WHICH MEANS ,
THIS WILL APPEAR ON YOUR DOCUMENT PANE :

TO CUSTOMIZE THE TABLE , CLICK INSERT TABLE… AND THIS WILL APPEAR :
LE

IN THE INSERT TABLE DIALOG BOX YOU CAN DEFINE THE NUMBER OF COLUMN ,
NUMBER OF ROWS BY TYPING OVER OR USING THE ARROW UP AND DOWN TO SELECT .

YOU CAN ALSO SELECT IF YOU WANT THE CONTENT OF THE CELL TO ADJUST EITHER TO
AUTOFIT TO CONTENTS OR TO AUTOFIX TO WINDOW,

SIMPLY CLICK OK OR CANCEL.

YOU CAN ALSO DESIGN YOUR OWN CELL , ROWS AND COLUMN AND EVEN DRAW DIAGONAL
LINES BY SELECTING THIS:

WHEN YOU CLICK THE DRAW TABLE OPTION , YOUR MOUSE WILL TURN IN A PENCIL , THIS IS
AN INDICATION YOU CAN NOW PROCEED INTO CREATING YOUR TABLE MANUAL .

ANOTHER WAY IS USING THE PREFORMATTED TEMPLATES OF TABLE . SIMPLE SELECT

QUICK TABLES AND YOU WILL BE PROMPTED BY DIFFERENT CHOICES AS SHOW BELOW :
ASSUME YOU SELECTED CALENDAR 1, THEN THIS WILL APPEAR AS YOUR TABLE :

December
M T W T F S S
1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31

TO SELECT A CELL , SIMPLY POSITION YOUR MOUSE AT THE LEFT SIZE OF THE CELL AND
CLICK TO HIGHLIGHT THE ENTIRE CELL . TO SELECT A ROW , CLICK AT THE FIRST CELL OF
THE ROW . TO SELECT A COLUMN , CLICK THE TOP BORDER OF YOUR DESIRED COLUMN ;
AND TO SELECT AN ENTIRE TABLE , SIMPLY CLICK THE BUTTON AT THE UPPER LEFT
CORNER OF THE TABLE .

A SHORTCUT MENU WILL ALSO APPEAR AND GIVES YOU SELECTION OF FUNCTIONS YOU
WOULD WANT TO APPLY IN THE DATA WITHIN THE SELECTED CELL , ROW, COLUMN OR
TABLE .
TO ADD A ROW OR COLUMN , HOVER YOUR MOUSE BETWEEN THE LINE OF ROW OR
COLUMN UNTIL YOU SEE A PLUS SYMBOL ; THIS INDICATED THAT YOU CAN NOW ADD CELLS
TO YOUR TABLE .

WHEN WORKING WITHIN A TABLE , THE TABLE TOOLS TAB APPEARS IN THE RIBBON, AND
INCLUDES THE DESIGN AND LAYOUT TABS.

THE TABLE TAB ALLOWS YOU DO THE SAME FUNCTIONS DISCUSSED ABOVE AND SOME
OTHER MORE LIKE MERGING CELLS , SPLITTING CELLS OR TABLE , DISTRIBUTING THE ROWS
AND COLUMNS EVENLY , AN EVEN FORMATTING AND ADJUSTING THE ALIGNMENT OF THE
TABLE ’S CONTENT .

JUST REMEMBER THAT WHEN EDITING THE TABLE , SELECT THE CELL , ROW , COLUMN OR
TABLE FIRST BEFORE APPLYING ANY CHANGES .

A SIMPLE TABLE LOOK LIKE THIS :

BUT IF YOU WANT TO ADD MORE DESIGNS , YOU CAN USE TABLE DESIGN TAB AND
SELECT FROM THE OPTIONS GIVEN :
SELECT THE TABLE AND GO TO TABLE STYLES:

FROM THIS SIMPLE DESIGN :

TO THIS :

SORTING DATA IN A TABLE:

YOU CAN SORT THE DATA IN EITHER ASCENDING OR DESCENDING ORDER BY SIMPLY
HIGHLIGHTING THE DATA TO SORT. THE LAYOUT TAB WILL APPEAR , CLICK SORT
ICON.

AND THIS WILL APPEAR AND CHOOSE THE COLUMN YOU WOULD WANT TO START TO SORT
AND CHOOSE WHETHER ASCENDING OR DESCENDING ORDER , ONCE YOU ARE DONE ,
CLICK OK TO APPLY :

NAME ADDRESS PHONE NUMBER

IRANG, MARJORIE E. SANTOLAN, PASIG 09334058585
ABALOS, MARCIANO KARANGALAN, CAINTA 09778986789
RIZAL
CARREON, NATY LEE SAN MATEO, RIZAL 09456767898
INSERTING SHAPES
TO INSERT SHAPES, CLICK INSERT TAB AND CLICK SHAPES IN THE ILLUSTRATIONS
COMMAND GROUP. THIS WILL APPEAR:

SELECT YOUR DESIGNED SHAPE FROM THE CHOICES GIVEN , CLICK AND CREATE A SHAPE
AT THE DOCUMENT PANE ACCORDING TO YOUR DESIGNED SHAPE AND SIZE. LIKE THE
ONE ’S BELOW:
SMARTART
A SMARTART IS A VISUAL REPRESENTATION OF THE INFORMATION YOU MAY WANT TO PUT
IN YOUR DOCUMENT . I T MAY HAVE STRUCTURED DIAGRAMS THAT A VIEWER MAY IDENTIFY
FOR COMPLEX INFORMATION THAT WOULD BE A MUCH SIMPLER WAY TO INTERPRET .

TO ADD OR INSERT SMART ART, CLICK INSERT TAB AND SELECT SMART ART.

YOU CAN CHOOSE FROM DIFFERENT CATEGORIES ; LIST, PROCESS , CYCLE , HIERARCHY ,
RELATIONSHIP, MATRIX, PYRAMID OR PICTURE .

FOR EACH CATEGORY, THERE ARE LIST OF OPTIONS TO CHOOSE FROM :

TAKE THIS FOR EXAMPLE , UNDER PROCESS, SELECT BASIC PROCESS AND CLICK OK TO
CREATE A BASIC PROCESS CHART ON THE DOCUMENT PANE AS SEEN BELOW :

SIMPLY TYPE OVER THE TEXT AREA TO ADD THE INFORMATION YOU WANT . TO ADD MORE
TEXT FILL , CLICK THE ARROW AS SHOW BELOW AND PRESS ENTER OVER THE ADD TEXT
AREA :
YOU CAN ALSO CHANGE THE DESIGN AND STYLE OF THE SMART ART BY CLICK ON THE
SMART ART OBJECT INSERTED AND A NEW TAB WILL APPEAR.

THE SMARTART DESIGN ENABLES YOU TO ADD SHAPES , DEMOTE OR PROMOTE THE
CONTENT IF YOU WANT TO INTERCHANGE IT, CHANGE THE COLORS AND EVEN THE
LAYOUT .

THE FORMAT TAB ON THE OTHER HAND CAN BE USED TO ENHANCE THE APPEARANCE
LIKE COLORS , OUTLINE AND SHAPE EFFECTS . T HE TEXT FORMAT CAN ALSO BE CHANGED
AND YOU CAN ADD ALTERNATIVE TEXT AS WELL.
INSERT PICTURES
TO ADD PICTURES ON YOUR DOCUMENT , GO TO INSERT TAB AND SELECT PICTURES.

THE INSERT PICTURE DIALOG BOX WILL APPEAR :

SELECT THE DRIVE AS TO WHERE THE PHOTO OR FILE IS LOCATED, CLICK THE FILE AND
CLICK INSERT BUTTON FOR THE FILE TO APPEAR ON YOUR DOCUMENT PANE .

BE SURE THAT THE INSERTION POINT OR YOUR CURSOR IS AT THE LOCATION WHERE YOU
WOULD WANT TO INSERT THE PICTURE . LIKE THE IMAGE INSERTED BELOW :

SYMBOLS
TO INSERT A SYMBOL OR SPECIAL CHARACTER IN YOUR DOCUMENT , GO TO INSERT TAB
AND AT THE FAR END SELECT SYMBOL :
THE SYMBOL DIALOG BOX WILL APPEAR :

ONCE YOU HAVE SELECTED A

SYMBOL , CLICK INSERT BUTTON
AND CLICK CLOSE.



WRAP TEXT AROUND THE PICTURE

Once you have already inserted an object, you can format the picture as how you would want it
inserted in your document. To wrap the text around the picture, select the object, go to
PICTURE FORMAT and LAYOUT OPTIONS, then select the layout you want.
TEXT AND OBJECTS
If you want to insert a content from another file like plain text file or Word document into the
present word document you are working on, you can use the Text from file… feature. It is a lot
faster than opening second file and using Copy & Paste.
TO DO THIS, GO TO INSERT TAB. UNDER THE TEXT COMMAND GROUP SELECT
TEXT FROM FILE.

IN THEINSERT FILE DIALOG BOX, CHOOSE THE LOCATION OF FILE , SELECT THE FILE
NAME AND CLICK THE INSERT BUTTON.

HEADER AND FOOTER

THE HEADER IS A SECTION OF THE DOCUMENT THAT APPEARS IN THE TOP MARGIN , WHILE
THE FOOTER IS A SECTION OF THE DOCUMENT THAT APPEARS IN THE BOTTOM MARGIN .
HEADERS AND FOOTERS GENERALLY CONTAIN ADDITIONAL INFORMATION SUCH AS PAGE
NUMBERS , DATES , AN AUTHOR ' S NAME , AND FOOTNOTES, WHICH CAN HELP KEEP LONGER
DOCUMENTS ORGANIZED AND MAKE THEM EASIER TO READ . TEXT ENTERED IN THE
HEADER OR FOOTER WILL APPEAR ON EACH PAGE OF THE DOCUMENT .

TO ADD A HEADER OR A FOOTER IN YOUR DOCUMENT , CLICK INSERT TAB AND GO TO

HEADER AND FOOT COMMAND GROUP.
SELECT HEADER AND THIS WILL APPEAR:

CHOOSE FROM THE SELECTION GIVEN BY CLICKING OVER AND THIS WILL APPEAR ON
YOUR DOCUMENT PANE :

YOU MAY ADD INFORMATION ON THE HEADER AS THE HEADER OR FOOTER TAB
APPEARS ON THE RIBBON AS SHOW BELOW:

WATERMARK
A WATERMARK CAN EITHER BE A GRAPHIC OR TEXT THAT CAN BE DISPLAYED ON A
DOCUMENT AS A BACKGROUND . A WATERMARK APPEARS IN A LIGHT GRAY AND
SOMEWHAT TRANSPARENT WITH LARGE FONT SO THAT IT CAN BEEN SEEN BY READERS
OF THE DOCUMENT , BUT NOT SO DARK THAT IT MAKES THE DOCUMENT DIFFICULT TO
READ .
THE WATERMARK CAN BE ADDED IF YOU GO TO DESIGN TAB AND PAGE
BACKGROUND COMMAND GROUP.

CLICK FROM THE CHOICES AVAILABLE , SELECT ONE AND AUTOMATICALLY IT WILL BE
APPLIED TO YOUR DOCUMENT LIKE THE ONE SHOWN BELOW:
II. GLOSSARY
III. REFERENCES

Web Resources

Microsoft PowerPoint Application 2016