Word 2003: Insert Menu Option The University of Akron

TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................. 1
INTRODUCTION ........................................................................................................................................ 3
BREAK.......................................................................................................................................................... 4
DEFINITIONS ............................................................................................................................................... 4
WHY WOULD YOU USE THIS? ...................................................................................................................... 4
STEP BY STEP- PAGE BREAK ...................................................................................................................... 4
ALTERNATIVE METHODS............................................................................................................................ 5
STEP BY STEP- SECTION BREAK ................................................................................................................. 6
PAGE NUMBERS ........................................................................................................................................ 7
WHY WOULD YOU USE THIS? ...................................................................................................................... 7
STEP BY STEP ............................................................................................................................................. 7
ALTERNATIVE METHODS............................................................................................................................ 9
DATE AND TIME...................................................................................................................................... 10
WHY WOULD YOU USE THIS? .................................................................................................................... 10
STEP BY STEP ........................................................................................................................................... 10
ALTERNATIVE METHODS.......................................................................................................................... 11
AUTO TEXT............................................................................................................................................... 13
DEFINITIONS ............................................................................................................................................. 13
WHY WOULD YOU USE THIS? .................................................................................................................... 13
STEP BY STEP ........................................................................................................................................... 13
ALTERNATIVE METHODS.......................................................................................................................... 15
SYMBOLS .................................................................................................................................................. 16
WHY WOULD YOU USE THIS? .................................................................................................................... 16
STEP BY STEP ........................................................................................................................................... 16
ALTERNATIVE METHODS.......................................................................................................................... 17
COMMENT ................................................................................................................................................ 19
DEFINITIONS ............................................................................................................................................. 19
WHY WOULD YOU USE THIS? .................................................................................................................... 19
STEP BY STEP ........................................................................................................................................... 19
ALTERNATIVE METHODS.......................................................................................................................... 21
REFERENCE ............................................................................................................................................. 22
DEFINITIONS ............................................................................................................................................. 22
WHY WOULD YOU USE THIS? .................................................................................................................... 22
STEP BY STEP- FOOTNOTE (&ENDNOTE) .................................................................................................. 23
STEP BY STEP- CAPTION ........................................................................................................................... 25
STEP BY STEP- INDEX AND TABLES (TABLE OF CONTENTS) ..................................................................... 29

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PICTURE.................................................................................................................................................... 34
DEFINITIONS ............................................................................................................................................. 34
WHY WOULD YOU USE THIS? .................................................................................................................... 34
STEP BY STEP- CLIP ART .......................................................................................................................... 34
ALTERNATIVE METHODS.......................................................................................................................... 39
STEP BY STEP- FROM FILE ........................................................................................................................ 40
STEP BY STEP- AUTOSHAPES.................................................................................................................... 41
ALTERNATIVE METHODS.......................................................................................................................... 43
STEP BY STEP- WORD ART ....................................................................................................................... 44
ALTERNATIVE METHODS.......................................................................................................................... 46
DIAGRAM .................................................................................................................................................. 47
DEFINITIONS ............................................................................................................................................. 47
WHY WOULD YOU USE THIS? .................................................................................................................... 47
STEP BY STEP ........................................................................................................................................... 47
ALTERNATIVE METHODS.......................................................................................................................... 49
TEXT BOX ................................................................................................................................................. 50
DEFINITIONS ............................................................................................................................................. 50
WHY WOULD YOU USE THIS? .................................................................................................................... 50
STEP BY STEP ........................................................................................................................................... 50
ALTERNATIVE METHODS.......................................................................................................................... 54
FILE............................................................................................................................................................. 56
WHY WOULD YOU USE THIS? .................................................................................................................... 56
STEP BY STEP ........................................................................................................................................... 56
ALTERNATIVE METHODS.......................................................................................................................... 56
OBJECT...................................................................................................................................................... 57
DEFINITIONS ............................................................................................................................................. 57
WHY WOULD YOU USE THIS? .................................................................................................................... 57
STEP BY STEP ........................................................................................................................................... 57
ALTERNATIVE METHODS.......................................................................................................................... 59
BOOKMARK ............................................................................................................................................. 60
DEFINITIONS ............................................................................................................................................. 60
WHY WOULD YOU USE THIS? .................................................................................................................... 60
STEP BY STEP ........................................................................................................................................... 60
ALTERNATIVE METHODS.......................................................................................................................... 62
HYPERLINK.............................................................................................................................................. 63
DEFINITIONS ............................................................................................................................................. 63
WHY WOULD YOU USE THIS? .................................................................................................................... 63
STEP BY STEP ........................................................................................................................................... 63
ALTERNATIVE METHODS.......................................................................................................................... 66

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Word 2003: Insert Menu Option The University of Akron

Introduction
This manual will detail most of the menu options found in the Word 2003 menu Insert.
The Insert menu options discussed in this manual are:
◘ Break
◘ Page Numbers
◘ Date and Time
◘ Auto Text
◘ Symbols
◘ Comment (fyi)
◘ Reference
◘ Picture
◘ Diagram
◘ Text Box
◘ File
◘ Object
◘ Bookmark
◘ Hyperlink

Each menu item will be defined and will provide reasons to use that particular menu
option. Following the background information, there will be a Step-by-Step that will
provide instruction on how to use the tools and commands. Some processes that you
perform from the menu, can also be done other ways. If there is an Alternative method,
this would be the last part of each lesson.

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Break
Definitions
Word Definition
Page Break Allows you to add a forced break at the insertion point.

Section A section is a part of a document defined by a section break that

can contain different Page Setup options, headers and footer, and
other formatting.

Section Break (Per Microsoft Help) A section break is inserted to show the end of
a section. A section break stores the section formatting elements.

Section Break- (Per Microsoft Help) Inserts a section break and breaks the page so
Next Page that the next section starts at the top of the next page.

Section Break- (Per Microsoft Help) Inserts a section break and starts a new section
Continuous without inserting a page break.

Section Break- (Per Microsoft Help) Inserts a section break and starts the next
Even Page section on the next even-numbered page.

Section Break (Per Microsoft Help) Inserts a section break and starts the next
Odd Page section on the next odd-numbered page.

Why would you use this?

◘ To insert a manual page break at the end of text on a page. This will prevent
items from “moving” when printed.
◘ To add a forced break after a section or chapter in your document.
◘ To create different headers and footers for different parts of a document.
◘ To make the first page of a document different than the rest of the document.
◘ To have different parts of a document landscape and other portrait.
◘ To use columns in one part of document and no columns in other sections.
◘

Step by Step- Page Break

What you do What happens

1. Place the insertion point where you
want the page break to appear.

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What you do What happens

2. From the menu choose: The Break box displays.
Insert, Break

(Text wrapping break- Ends the

current line and forces the text to
continue below a picture, table, or
other item. The text continues on
the next blank line that does not
contain a table.)

3. Click in the radio button for Page An example of a page break.

Break.

Click on the OK button.

If you have the Show/Hide

tool on you will see a line with
“Page Break” in the middle.

Alternative Methods
What you do What happens
1. To insert a page break, place the
cursor where you want the break to
be.

Use the keyboard command of

Ctrl + Enter.

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Step by Step- Section Break

What you do What happens

1. Place the insertion point where you
want the section break to appear.

2. From the menu choose: The Break box displays.

Insert, Break

3. Click in the radio button for the An example of a section break.

type of section break that you want
to insert.

Click on the OK button.

If you have the Show/Hide

tool on you will see a line with
“Section Break”.

Note the section breaks in the example.

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Page Numbers
Why would you use this?
◘ To quickly add the page number to the entire document in the Header or
Footer.
◘ To add page numbers to the document without adding a page number to the
first page.
◘

Step by Step

What you do What happens

1. From the menu choose: The Page Numbers box displays.
Insert, Page Numbers

2. In the Position field, you can

select Bottom of page (Footer) or
Top of page (Header). This will
put the page number in the top or
bottom margin.

3. In the Alignment field, you can The Alignment option of Inside Preview:
select Right, Left, Center, Inside,
or Outside.

The Inside and Outside options

allow you to create a “mirror”
effect for manuals.

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What you do What happens

4. You can have the page number not
shown on the first page by
removing the check in the Show
number on first page box.

However, this will number the next

page (page 2) as page 2 and not
page 1. This may not work if you
are using page 1 as a title page and
want the first actual page of the
manual to be shown as “Page 1.”

See the Tip in step number 6.

5. You can format the page number The Fomat box displays.
by clicking on the Format button.

6. Tip: To not show a page number

on the first page and to start the
page numbering on 1 (which is
“page 2” according to Word) you
will need to clear the checkmark in
the Show number on first page
box.

Then, click on the Format button

and select the option for Start at
and enter a 0 (zero). Click on OK.

7. Note: When you use this option to

insert a page number, the page
number is inserted in a text box.

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Alternative Methods
What you do What happens
1. Choose from the menu: The Header and Footer areas open as well as the Header
View, Header and Footer and Footer toolbar.

2. Use the Insert Page Number

icon to insert page numbers in the
entire document.

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Date and Time

Why would you use this?
◘ To insert a date or time into your document for a letter, memo, footer, notes,
etc.
◘ To insert a date or time that will remain static.
◘ To insert a date or time that will update each time you reopen the document.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the date to appear.

2. From the menu choose: The Date and Time box displays.
Insert, Date and Time

3. In the Available formats frame,

you can select a format for the date
and time.

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What you do What happens

4. If you want the date/time to remain
static, clear the checkbox for
Update automatically.

If you want the date/time to update

each time you open the document,
put a checkmark in the Update
automatically checkbox. This
field is independent from the
Header/Footer.

Alternative Methods
What you do What happens
1. To enter a date into a document
you can utilize Words Auto
Complete feature.

The date will be formatted as

follows:

To enter the current date start

typing the month and a tip will
appear above your typing:

Press the Enter key to insert the

complete date.

2. If you want to enter a month

different from the current date,
type the first four letters of the
month.

The tip will appear again. Press

the Enter key to accept the month.

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What you do What happens

3. If auto complete is not working, The AutoText tab displays.
make sure that the option is turned
on.

Choose from the menu:

Tools, AutoCorrect Options

Go to the AutoText tab.

4. Put a checkmark in the Show

AutoComplete Suggestions.

Click on the OK button.

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Auto Text
Definitions
Word Definition
Auto Text (Per Microsoft Help) A storage location for text or graphics you
want to use again, such as a standard clause or a long distribution
list. Each selection of text or graphics is recorded as an Auto Text
entry and is assigned a unique name. Word comes with a number
of built-in AutoText entries, such as salutations and closings for
letters, and you create your own AutoText entries.

Why would you use this?

◘ To insert routine text in a quick and efficient manner.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the text to appear.

2. From the menu choose: The menu item expands to a submenu.

Insert, AutoText

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What you do What happens

3. To insert a Closing, Signature,
Subject Line, etc move the cursor
over the respective menu selection.

Then, make the final selection that

you would like added to your
document.

4. You can also select the submenu The AutoCorrect box opens on the AutoText tab.
option of AutoText.

5. This tab will allow you to add your

own AutoText entries.

Enter the text you want saved in

the Enter AutoText entries here
field.

Click on the Add button and then

the OK button.

6. Any added AutoText entry can be

found in the submenu Normal.

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What you do What happens

7. Tip: You can make the AutoText The menu with the horizontal bar circled:
submenu into a floating toolbar.
To do this, put the cursor over the
top of the menu. You will see a
horizontal thick line at the top.
The cursor will also change into a
four way arrow. With the left
mouse button down, pick up the
submenu and drag and drop to
anywhere in the Word window.

Alternative Methods
What you do What happens
1. To enter an AutoText entry you
can also start typing the text (about
the first four letters) and a screen
tip will appear.

2. To insert the AutoText entry, press

the Enter key.

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Symbols
Why would you use this?
◘ To insert special symbols into a document such as:

☺©♫ ¶@ º
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the special character to
appear.

2. From the menu choose: The Symbol box displays.

Insert, Symbol

3. You can adjust the Font to see

additional characters.

You can use the scroll bar to scroll

through the various subsets.

4. When you have located the symbol

that you want to use, select it and
click on the Insert button.

You can also double click with the

mouse on the symbol to insert it.

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What you do What happens

5. You can also insert Special The Special Character box displays.
character by advancing to the
Special Character tab.

A special character is a symbol

such as a Copyright© or
Trademark ™.

6. Tip: If you are going to be

inserting several symbols you can
keep the Symbols box open while
you change the location of the
insertion point.

Alternative Methods
What you do What happens
1. You can use the AutoCorrect
feature to automatically insert
certain symbols. Enter To Insert
(c) ©
You can type using keyboard keys
and your entry will automatically (r) ®
be replaced by the symbol. (tm) ™
:) ☺
:(
-->

2. If your entry is not replaced,

choose from the menu Tools,
AutoCorrect Options.

On the AutoCorrect tab select the

checkbox for Replace test as you
type.

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Comment
Definitions
Word Definition
Comment (Per Microsoft Help) A note or annotation that an author or
reviewer adds to a document.

Why would you use this?

◘ To add notes to a document you are reviewing for another person.
◘ To add discrete notes to a document you are working on.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the comment to appear.
2. From the menu choose: The Reviewing toolbar, the Reviewing pane, and a
Insert, Comments comment balloon displays.

Comment
Balloon

Reviewing
Pane

3. If the comment balloon does not

display, you can turn this on by
selecting from the Reviewing
toolbar:
Show, Balloons, Only for
Comments/Formatting

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What you do What happens

4. If the you do not want the
Reviewing pane displayed, you can
turn this off (or on) by selecting
from the Reviewing toolbar:
Show, Reviewing Pane

5. After you select Insert, Comment

from the menu you can type the
comment.
6. After you enter comments, your window will look similar to the following:

7. To view the comment, rest the cursor

over the highlighted text.

8. Note: the note or indicator will not

print.

9. Tip: To continue working on your

document, turn off the Reviewing Pane
and the Balloons.

You will still have an indication of the

comment that will display as follows:

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What you do What happens

10. To edit or delete a comment, right click
with the mouse over the comment.

11. Note: To learn more about Comments

and the other Reviewing Tools, see the
separate Word manual for this topic.

Alternative Methods
What you do What happens
1. You can use the Reviewing toolbar
to insert comments.

Open the Reviewing toolbar.

Then, use the Insert Comment
icon.

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Reference
Definitions
Word Definition
Footnote (Per Microsoft Help) A footnote is used in printed documents to explain, comment
on, or provide references for text in a document. Footnotes corresponding notes are
found at the bottom of the page with the referenced text.

Endnote (Per Microsoft Help) An endnote is used in printed documents to explain, comment
on, or provide references for text in a document. Endnotes corresponding notes are
found at the end of the document.

Note This is the notation in the documentation that is used to refer a reader to the endnote
Reference or footnote. It can be formatted in various ways, but usually is shown as a number
Mark or roman numeral.

Caption (Per Microsoft Help) A caption is a numbered label, such as “Figure 1” that you can
add to a table, figure, equiation, or other item.

Cross (Per Microsoft Help) A cross-reference refers to an item that appears in another
Reference location in a document—for example, "See Figure 1." You can create cross-
references to headings, footnotes, bookmarks, captions, and numbered paragraphs.

Styles Pre-set formatting applied to a selected group of text. There are 9 different bulit in
styles in Word- Heading 1- Heading 9.

Why would you use this?

◘ To further explain something from your document.
◘ To cite sources.
◘ To provide a definition for a term in your document.
◘ To add Figure 1, Table 1, Picture 1, etc. to items in the document.
◘

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Step by Step- Footnote (&Endnote)

What you do What happens

1. In print layout view, click where
you want the note reference mark
to be.

2. From the menu choose: The Endnote and Footnote box displays.
Insert, Reference, Footnote

3. In the Location section of the box,

click on the radio button for the
type of note you want to use
(Footnotes or Endnotes).

4. In the Format sections of the box,

verify the Number format that you
want (numbers, roman numerals,
letters, etc).

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What you do What happens

5. Click on the Insert button to insert The note reference mark is inserted and the cursor goes to
the note reference mark. the end of the page (or document for Endnotes). The
cursor is automatically in the correct location. Type the
note.

Note that there is a line above the notes. Regardless of the

type of notes you used, this line will be present above the
first note.

6. To edit the notes for any footnote

or endnote, simply go to the note
(at the end of the page or end of
the document) and edit the text.

7. After you have the endnotes or

footnotes created you can still
make changes. To make changes,
such as the format of the numbers,
make your changes on the
Footnote and Endnote box and
click on the Apply button.

8. Tip: To see what is currently in

the notes for an endnote or
footnote, place the cursor over the
reference mark. The cursor will
change to look like a comment and
it will display the text.

9. Tip: If you are entering your notes

at the bottom of the page or at the
end of the document and you want
to go to the reference mark in the
document, you can double click
over the number, roman numeral,
letter, etc. This will take you to the
location in the document where
you created the endnote or
footnote.

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Step by Step- Caption

What you do What happens

1. Select the item that you want to
add a caption to.

2. From the menu choose: The Caption box displays.

Insert, Reference, Caption

3. If you are going to add the label of

Figure, Table, or Equation you can
select from the Label drop down.

4. If you want to change the location

of the label from the default
location of Below the selected
item, to Above use the Position
drop down.

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What you do What happens

5. To create a custom label, click on The New Label box displays.
the New Label button.

Add the text for the label and click

on the OK button.

|
The Caption box displays again with the new custom
label.

6. Click on the OK button again to The document displays with the label.
return to your document.

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What you do What happens

7. If you want to automatically insert The Caption box displays.
captions, you can turn the option
on for AutoCaption.

From the menu choose:

Insert, Reference, Caption

8. Click on the AutoCaption button. The AutoCaption box displays.

9. In the Add caption when

inserting list, select the objects for
which you want Microsoft Word to
insert captions.

10. In the Use label drop down, select

an existing label. If the list does
not provide the correct label, click
the New Label button, type the
new label in the Label box, and
then click OK.

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What you do What happens

11. Click on the OK button again to
return to the document.

12. In your document, insert the object

(Insert menu, Object command).

Word automatically adds the

appropriate caption and a
sequential number whenever you
insert one of the objects that you
selected in step 3.

13. Tip: If you want to add additional

text to the label, click on the text
with the mouse and insert text
where desired.

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Step by Step- Index and Tables (Table of Contents)

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What you do What happens

1. In order to successfully create a table of contents you must use Styles in Word. (You can use
another tool, Outlining, but in this manual only the method for creating a table of contents with
styles will be documented.)

When you generate a table of contents, Word is pulling the styles automatically and will create a
list of the text and page numbers. Furthermore, the table of contents serves as links to the
respective pages in the document. You can also update a table of contents if you make changes
with a simple right click on the mouse!

As example:

Style: Heading 1

Style: Heading 2

Style: Heading 2

The resulting table of contents from this example document:

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What you do What happens

2. Your document should already
have styles (you used them in your
development of the document) or
you can go back after you created
the document and add styles.

3. Place the insertion point where you

want the table of contents to
appear.

4. From the menu choose: The Index and Tables box displays.
Insert, Reference, Index and
Tables

Click on the Table of Contents tab.

5. The defaults for Show page

numbers, Right align page
numbers, Tab leader, and Use
hyperlinks instead of page
numbers all work well for a table
of contents.

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What you do What happens

6. Click on the Options button. The Table of Contents Options box displays.

Note: If you are using custom

styles, be sure to remove the
number in the TOC level column
for the non-used built in Word
styles (Heading 1, Heading 2, etc).

7. In the Available Styles frame, find The table of contents displays.

the styles you have applied to
headings in your document. Level 1

In the column under the TOC level

heading, enter a number from 1-9
(the total number of built in
Heading Styles). This will indent
the headings in the table of
contents according to the level you
indicate.
Level 2
Click on the OK button and OK
again.

8. To change the look of the table, The same table of contents, but with the Formal format:
you can select a different design by
selecting another option from the
Formats down arrow.

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What you do What happens

9. You can change the formatting of a
line by going to the end of the line,
after the page number, and triple
click. This will select the line.
Make whatever change desired.
Whatever level you change the
formatting on, all other entries at
this level will also change.

10. To update the table of contents The short menu displays.

after you have already generated it,
put the cursor over the table and
right click with the mouse.

11. Select Update Field. The Update Table of Contents box displays.

12. Select the appropriate radio button. The table of contents will update.

If you made changes that only

impact the page numbers, select
the first option.

If you made lots of changes with

text, pages, insertions, deletions
choose the second option.

Click on the OK button.

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Picture
Definitions
Word Definition
Word Art WordArt is clip art that combines text and graphics together.
WordArt allows you to create fancy text objects that have added
dimension, color, and style. After you insert them, they work like
most other objects in Word. You can select them, resize them, and
make formatting changes.

Why would you use this?

◘ To add pictures or graphics to a document.
◘ To create a newsletter or brochure.
◘ To add the University or a Department logo to a document.
◘

Step by Step- Clip Art

What you do What happens

1. Place the insertion point where you
want the clip art to appear.

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What you do What happens

2. From the menu choose: The Clip Art Task Pane displays.
Insert, Picture, Clip Art

3. You can search by keyword in the The Clip Art Task Pane returns the search.
Search for field. You can search
using more than one word as well.

You can use the Search in field to

select where you want to search.

You can use the Results should be

field to choose what type of clip art
you want to search for (clip art,
photographs, movies, or sounds).
After you enter search criteria,
select the Go button.

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What you do What happens

4. Click on the picture once to insert The menu:
the picture into the document.

You can also place the cursor (not

pressing, just resting over) over the
right side of the picture and a gray
bar with an arrow appears. If you
click on this arrow a short menu
returns with various options.

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What you do What happens

Tip:
The easiest way to resize an image is by dragging its edges to match the size and shape that
you want. To do this, click on the image once to select it. A box will appear around the
image with eight sizing handles. The handles have different meaning and they are as
follows:
• Dragging the corner handles resized your image diagonally, keeping the
proportions of the image the same.
• Dragging the middle handles resize the object only vertically or horizontally
depending on which handle you are using. This option will strech the image out
of its proportions.

You can also size an image by using the Format Picture box. To open this box,
select the image and right click with the mouse to get the short menu. From the short
menu, select Format Picture. Advance to the Size tab.

Make changes and select the OK button.

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What you do What happens

Tip:
After you insert a piece of clip art into your document you can change the appearance by
changing the text wrapping, the border, the color of the border, and many other things to
make the image look just how you want it to. If you click on the clip art to active it, the
Picture toolbar should display. You can also open the Picture toolbar by using the menu
option of View, Toolbars, Picture.

In order as they appear, the icons on the Picture toolbar are as follows:
1. Insert Picture: Insert a picture.
2. Color: Change to grayscale, black and white, or washout.
3. More Contrast: Sharpen the image contrast.
4. Less Contrast: Reduce the image contrast.
5. More Brightness: Brighten an image.
6. Less Brightness: Darken an image.
7. Crop: Trim the picture by taking part of image off.
8. Line Style: Change the border of the image.
9. Compress Picture: Control the file size of image.
10. Text Wrapping: How text wraps around the image.
11. Format Picture: Opens Format Picture box for formatting changes.
12. Set Transparent Color: Removes one color from image. This is not available on
all images.
13. Reset Picture: Returns picture to original state.

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Alternative Methods
What you do What happens
1. Using the Drawing toolbar, click
on the Insert Clip Art icon.

2. In any of the Task Panes, you can

select from the drop down arrow at
the top, Clip Art.

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Step by Step- From File

What you do What happens

1. Place the insertion point where you
want the picture from file to
appear.
2. From the menu choose: The Insert Picture box displays.
Insert, Picture, From File

3. Locate the picture by using the

Look in field or the shortcut
buttons on the left.

Click once on the file to select it

and select the Insert button.

You can also double click on the

file to insert it.

4. You can use the information in the

last section (Insert Clip Art) to
modify the picture.

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Step by Step- AutoShapes

What you do What happens

1. From the menu choose: The AutoShapes toolbar displays.
Insert, Picture, AutoShapes

2. Click on an icon for the type of The additional selections:

AutoShape you want to insert.

Another menu will drop down with

specific AutoShapes. Click on the
desired shape.

3. To insert the shape with a An AutoShape object:

predefined size, click anywhere in
the document one time. This will
create an object that is about 1” by
1”.

To insert a customized sized shape,

drag with the mouse, the shape to
the size you want.

Tip: Hold down the Shift key

when dragging the shape to
prevent distortion.

4. Note: The default wrapping style

for AutoShapes is In front of text.

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What you do What happens

5. Note: On some objects there are
green circles and yellow diamonds.
These are tools that will allow you
to change the appearance of the
object.

Green Circle: The green

circle is the Free Rotate tool
which will allow you rotate the
object to any angel. To use
this tool, drag the handle in the
direction that you want the
object rotated.
Yellow Diamond: The yellow
diamond is the Adjustment
Handle which will allow you
to adjust the curve of a line.
To use this tool, drag the
handle in the direction you
want the curve adjusted. Not
all AutoShapes have this
option.

6. You can make the shape larger or

smaller by using the sizing
handles.

7. You can insert text into some Examples:

shapes. To do this, right click on
the shape and select Add Text.

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What you do What happens

8. You can shade the shape or change Examples:
the borderline color by using the
Fill Color and Line Color
icons from the
Drawing toolbar.

9. You can change the line style of Examples:

the border of the shape by using
the Line Style or Dash Style

icons from the Drawing

toolbar.

Alternative Methods
What you do What happens
1. Using the Drawing toolbar, click
on the AutoShapes button and
then point to the category of
choice, and then click on the shape
you want.

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Step by Step- Word Art

What you do What happens

1. Place the insertion point where you
want the Word Art to appear.

2. From the menu choose: The Word Art box displays.

Insert, Picture, Word Art

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What you do What happens

The WordArt toolbar becomes active once you insert a piece of WordArt.

: Insert New WordArt

: Edit the text in the current WordArt

: Change the WordArt Style

: Format WordArt such as Colors and Lines, Size, and Layout

: Change the WordArt Shape

: Change the wrapping style of the WordArt

: Adjust the letters in WordArt to have the same height

: Adjust the WordArt to have vertical text

: Adjust the alignment of the WordArt

: Adjust the character spacing (horizontal space between characters)

3. Click the style of WordArt you

want and select OK.

4. Enter the text and select the Font,

Size and other attributes.

Change the Font and Size of our

name.

Select OK.

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What you do What happens

5. The default text wrapping for a
WordArt object is “In Line with
Text”, which means the WordArt
is placed at the insertion point in a
line of text in the document. The
object remains on the same layer as
the text.

Therefore, to move the WordArt

object you can leave the text
wrapping and use the alignment
tools on the formatting toolbar or
you can adjust the text wrapping to
allow you to use the drag and drop
method.

6. You can modify the WordArt

using the tools on the Drawing
toolbar such as the Fill Color and
Line Color .

Alternative Methods
What you do What happens
1. Using the Drawing toolbar, click
on the Insert WordArt icon.

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Diagram
Definitions
Word Definition
Organization Chart Shows a hierarchical relationship.

Cycle Diagram Show a process with a continuous cycle.

Radial Diagram Shows the relationship of core elements.

Pyramid Diagram Shows a foundation based relationship.

Venn Diagram Shows areas of overlap between areas.

Target Diagram Show steps towards a goal.

Why would you use this?

◘ To create an Organization Chart.
◘ To add a picture to explain a process or concept.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the diagram to appear.

2. From the menu choose: The Diagram Gallery box displays.

Insert, Diagram

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What you do What happens

3. Click on the diagram type you The drawing canvas displays with the template for the
want and click on the OK button. diagram. The example illustrated is for an Organizational
Chart.

4. A floating toolbar also displays. The Organization toolbar also displays.

Note: A toolbar will display for

each type of diagram, but they
differ.

5. To add text, click in a text box The chart with text.

where it says, “Click to add text.”

6. Use the toolbar to make any

necessary adjustments or additions.

7. You can also make formatting

changes by selecting the text and
making any desired changes.

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Alternative Methods
What you do What happens
1. You can click on the Insert
Diagram or Organization Chart
icon on the Drawing toolbar.

2. You can also choose from the

menu:
Insert, Picture, Organization
Chart

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Text Box
Definitions
Word Definition
Text Box A text box is a graphic object that contains text. It is often used to
grab the attention of the reader. You can format a text box with
borders, shading, and you can add different colors and fonts. Text
boxes give you the freedom to put text in boxes that are on a
separate layer from the text in your document.

Why would you use this?

◘ To add text anywhere on a page.
◘ To change the direction of text.
◘ Make text flow from one part of a document to another.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the text box to appear.

2. From the menu choose: The Drawing Canvas displays.

Insert, Text Box

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What you do What happens

3. To remove the Drawing Canvas, See note at the end of this section about the Drawing
you can click on the Esc key. Canvas.

Tip: To turn off the Drawing

Canvas, you can go to Tools,
Options. On the General tab,
uncheck the option for
Automatically create drawing
canvas when inserting
AutoShapes.

4. The cursor becomes an arrow. The text box displays.

With the mouse (hold down left
mouse button) drag until the text
box is big enough. When you have
the desired text box size, release
the left mouse button.

5. The Text Box floating toolbar also The Text Box toolbar.
displays.

6. Enter text and format as desired. The text box:

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What you do What happens

7. To rotate the text in the text box, The text in a new direction.
click on the Change Text
Direction icon on the Text
Box toolbar.

Click on the icon until the desired

direction appears.

8. To adjust the size of the text box, The text box reduced.
move the cursor over the corners
(or sides on the move handles –
little circles) until a double arrow
displays. Drag and drop until the
desired size is achieved.

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What you do What happens

9. You can move the text box
anywhere on the page. First, select
the text box. Then, with the mouse
drag and drop.

The default wrapping style is, in The Format Text box displays.
front of text. This means that
wherever you drop the text box it
will be placed over anything on the
page.

To adjust the wrapping, you can

select the text box and right click
with the mouse. Be sure you are
on the Layout tab.

10. You can also link the text in one An example of two text boxes.
text box to another text box. This
is done by linking the boxes.

First, create the two text boxes.

They do not have to be on the same
page.

11. Click on the first text box to select

it.

12. On the Text Box toolbar, click on

the Create Text Box Link The cursor changes to appear as follows
icon.

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What you do What happens

13. Move the cursor over the second
text box. The cursor will appear as

follows: Click on the

second text box.

14. The two boxes are now linked. If The text flowing from one text box the other.
you type in the first text box until it
is filled, you will automatically go
into the next text box.

Alternative Methods
What you do What happens
1. You can click on the Text Box
icon on the Drawing toolbar.

Special Note:
The drawing canvas extends from the left to the right margin and is 4.5” high. To help
you use the drawing canvas, there is a Drawing Canvas toolbar. One way to show the
toolbar is to right click inside the drawing canvas and select the option to Show Drawing
Canvas toolbar.

: Eliminates blank drawing canvas space beyond the edges of the drawing
objects.

: Expands the drawing canvas by ½ inch.

: Changes the borders of the drawing canvas to small circles that

will allow you to enlarge or shrink the drawing.

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: Allows you to choose how text will wrap around the canvas (text
wrapping).

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File
Why would you use this?
◘ To incorporate another Word file into the current document.
◘ In mail merge, you can use this to open an existing file for the merge such as a
form letter.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the file to appear.

2. From the menu choose: The Insert File box displays.

Insert, File

3. Locate the file using the Look In

drop down or by using the
shortcuts on the left.

4. Click on the file to select it and

then click on the Insert button.

Alternative Methods
What you do What happens
1. An alternative would be to copy
information from another
document and paste into the
working document.

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Object
Definitions
Word Definition
Object (Per Microsoft’s Help) A table, chart, graphic, equation,
AutoShape, Picture, Clip Art, or other form of information.

Linked Object (Per Microsoft’s Help) An object that is created in a source file and
inserted into a destination file, while maintaining a connection
between the two files. The linked object in the destination file can
be updated when the source file is updated.

Source File (Per Microsoft’s Help) The file that contains information that was
used to create a linked or embedded object. When you update the
information in the source file, you can also update the linked object
in the destination file.

Why would you use this?

◘ To include information from files created in other Microsoft Office programs
such as an Excel spreadsheet.
◘

Step by Step

What you do What happens

1. Place the insertion point where you
want the object to appear.

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What you do What happens

2. From the menu choose: The Object box displays.
Insert, Object

Click on the Create from File tab.

3. Click on the Browse button to The Browse box displays.

locate the object file.

4. Locate the object and click on the The Object box displays again.
Insert button.

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What you do What happens

5. Click to place a check in the Link
to file checkbox to create a linked
object.

Click in the Display as icon

checkbox to insert an icon. This
icon, when double-clicked, will
open the source file.

6. Click on the OK button. The object displays.

Alternative Methods
What you do What happens
1. You can use the Paste Special
command found in the Edit menu.

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Bookmark
Definitions
Word Definition
Bookmark (Per Microsoft Help) A bookmark identifies a location or selection
of text that you name and identify for future reference.

Why would you use this?

◘ Helps you to identify text that you may want to refer to at a later time.
◘ To quickly advance to a certain section of a document.
◘ Allows you to create a list of hyperlinks at the beginning of a document.
◘

Step by Step

What you do What happens

1. Select the item that you want to
assign a bookmark or click with
the mouse where you want to insert
a bookmark.

2. From the menu choose: The Bookmark box displays.

Insert, Bookmark

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What you do What happens

3. In the Bookmark name field, The Bookmark box after you add a bookmark.
enter a name.

Note: The bookmark name must

begin with a letter, but it can
contain numbers. Also, no spaces
are permitted in bookmark names.

4. Click on the Add button. The document returns.

5. To refer back to bookmarks you The Bookmark box displays with a list of all document
have added, you can go back to the bookmarks.
Bookmark box.
Insert, Bookmark

6. Select the bookmark that you want You advance to the bookmark location.
to advance to and click on the Go
To button.

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Alternative Methods
What you do What happens
1. To go to bookmarks, you can use The Go To box displays.
the keyboard command of Ctrl +
G.

2. In the Go to what box, select You advance to the bookmark location.

Bookmark.

In the Enter bookmark name

field, use the drop down arrow to
locate and select the bookmark
name.

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Hyperlink
Definitions
Word Definition
Hyperlink (Per Microsoft Help) Colored and underlined text or graphic that
you click to go to a file, a location in a file, or a Web page.

Why would you use this?

◘ To create a link to a web page or email address without using the address as
the link.
◘ To create a link from one part of the document to another. You can use
bookmarks for sections of the document and then create a topics page in
which you can click on the topics to go directly to the page.
◘ To create a link in one document to another document using any picture or
text as the hyperlink.

Step by Step

What you do What happens

1. Word automatically creates a
hyperlink when you type the
address of an existing Web page.

If an address is not turned into a

hyperlink, be sure that the
automatic formatting of hyperlinks
is turned on. Go to Tools,
AutoCorrect Options. On the
AutoFormat as you type tab, select
the option for Internet and
network paths with hyperlinks.

2. Select the text or picture that you

want to display as a hyperlink.

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What you do What happens

3. From the menu choose: The Insert Hyperlink box displays.
Insert, Hyperlink

4. To link to another document, click

on the Current Folder button and
then locate the file by using the file
structure provided under the Look
in drop down.

Click on the OK button.

5. To link to a web page that you

have recently visited, click on the
Browed Pages button and in the
frame to the right, select the
address.

Click on the OK button.

6. To enter a web address directly,

click on the Existing File or Web
Page button and in the Address
field, enter the url.

Click on the OK button.

7. To direct the link to an e-mail

address, click on the E-mail
Address button and then enter the
e-mail address in the E-mail
address field.

Click on the OK button.

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What you do What happens

8. To link the selection to a bookmark The Select Place in Document box displays.
within the document, click on the
Bookmark button.

Note: In order for this to work,

you must first have the bookmarks
created.

9. Locate the bookmark under the

Bookmarks heading and click on
the OK button.

10. On any of these options, you can The Set Hyperlink Screen Tip box displays.
adjust what the screen tip will say
when the cursor is over the
hyperlink.

To adjust the screen tip, click on

the screen tip button.

11. Enter the screen tip text and click

on the OK button.

12. To remove a hyperlink from the

selection, select the hyperlink and
return to the Insert Hyperlink box.

Insert, Hyperlink

Click on the Remove Link button.

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What you do What happens

13. Tip: The default method of using
a hyperlink is Ctrl + Click. You
can change this to make it just a
click.

From the menu choose,

Tools, Options

On the Edit tab, clear the option for

Use Ctrl + Click to follow
hyperlink.

Alternative Methods
What you do What happens
1. You can also use the Insert
Hyperlink icon on the
Standard toolbar.

2. The keyboard command of Ctrl +

K opens the Insert Hyperlink box
as well.

Ver. 2005.09.27 Learning Technologies/Software Training Page 66

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