Session Eight: Word processing

8.1 Session Objectives

By the end of this session, you should be able to:
• Set Printing options and print.
• Graphics: drawings, pictures, charts, crop, resize and compress.

8.2 Introduction: Add simple graphic elements

Many documents that you create contain only text.

Others have graphic elements to:-

• reinforce the concepts
• grab the reader’s attention
• make them more visually appealing.

The term graphics generally refers to visual objects including:-

• Photos
• clip art
• images
• diagrams
• charts
• shapes.
ClipArt are graphic elements used to create a design.
 Sales
ERRT

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

You can insert all these types of graphics as objects in a document and then size, move and copy
them.

Insert, move, and resize pictures

You can place digital photographs and images into Word documents.

Collectively, these types of images are referred to as pictures.

You can use pictures to make documents more visually interesting.

You can insert a picture from:

• your computer
• online source, such as the Internet or your cloud storage drive.
Cloud computing: the practice of using a network of remote servers hosted on the internet to
store, manage, and process data, rather than a local server
or a personal computer.
To insert a picture from your computer
1. On the Insert tab, in the Illustrations group, click the Pictures button to open the Insert
Picture dialog box.
2. In the Insert Picture dialog box, browse to and select the picture (or pictures) you want
to insert.
3.Then click the Insert button.

You can use the handles around the frame to size and rotate the picture.

To insert a picture from an online source

1. On the Insert tab, in the Illustrations group, click the Online Pictures button to open
the Insert Pictures window.
2. In the Insert Pictures window, click the source you want to use, or enter a search term in
the search box.
3. Browse to and select the picture you want to insert. Then click the Insert button.

To select a picture for editing

1. Click the picture once.

To move a picture
1. Point to the image.
When the cursor changes to a four-headed arrow, drag the picture to its new location.

To resize a picture
1. Select the picture, and then do any of the following:
• To change only the width of the picture, drag the left or right size handle.
• To change only the height of the picture, drag the top or bottom size handle.
• To change both the height and the width of the picture without changing its aspect ratio,
drag a corner size handle or set the Height or Width measurement in the Size group on
the Format tool tab.

Edit and format pictures

After you insert any picture into a document, you can modify it by using the commands on the
Format tool tab.
For example, you can do the following:
 • Remove the background by designating either the areas you want to keep or
those you want to remove.
• Sharpen or soften the picture, or change its brightness or contrast.

• Enhance the picture’s color.

• Make the picture’s colors transparent.

• Choose an effect, such as Pencil Sketch or Paint Strokes.

• Apply effects such as shadows, reflections, and borders; or apply

combinations of these effects.

• Add a border consisting of one or more solid or dashed lines of whatever

width and color you choose.

• Rotate the picture to any angle, either by dragging the rotating handle or
by choosing a rotating or flipping option.

• Crop 1 away the parts of the picture that you don’t want to show on the
page.

The Format tool tab contains the following groups:

Adjust The Adjust group contains commands that you can use to remove the picture’s
background, change the picture’s brightness and contrast, recolor it, apply artistic effects
to it, and compress it to reduce the size of the document containing it.

11
Refer when teaching
 You can recolor the picture

Picture Styles The Picture Styles group offers a wide range of picture styles that you
can apply to a picture to change its shape and orientation and to add borders and picture
effects.
 Arrange The Arrange group contains commands for specifying the relationship of the
picture to the page and to other elements on the page.

You can control the position of the picture in relation to the

surrounding text
Size You can use the commands in the Size group to crop and resize pictures.
If you like the changes you’ve made to a picture, you can copy its formatting and apply it to
another picture. If you don’t like the changes you’ve applied to a picture, you can undo them.

To crop a picture
• Select the picture.
• On the Format tool tab.
• In the Size group, click the Crop button to display thick black handles on the sides
and in the corners of the picture.
• Drag the handles to define the area you want to crop to.
• The areas that will be excluded from the cropped picture are shaded.
 Cropping a photo
N/B
When you finish defining the area, click away from the picture, or click the Crop button
again to apply the crop effect.

Or
1. Select the picture. On the Format tool tab, in the Size group, click the Crop arrow, and
then do one of the following:
• Click Crop to Shape, and then click a shape.
• Click Aspect Ratio, and then click an aspect ratio.
Word crops the picture to meet your specifications.
You can crop photos to shapes

To frame a picture
• Select the picture.
• On the Format tool tab
• In the Picture Styles group, click the More button to display the Picture Styles
gallery.
 You can apply frames, shadows, glows, and three-dimensional effects from the
Picture Styles gallery
N/B
Point to each picture style in turn to display a live preview of the frame applied to your
picture. Click the picture style you want to apply.

To remove a background from a picture

• Select the picture.
• On the Format tool tab
• In the Adjust group, click the Remove Background button to display the
Background Removal tool tab and apply purple shading to the areas of the picture
that the tool thinks you want to remove.
 The accuracy of the estimate depends on the intricacy of the
background
Drag the white handles to define the area that you want to keep. The Background Removal
tool updates its shading as you do.
On the Background Removal tool tab, click Mark Areas to Keep, and then click any
areas of the photo that are shaded, that you’d like to expose and keep.

On the Background Removal tool tab, click Mark Areas to Remove, and then click any
areas of the photo that aren’t shaded, that you’d like to remove. Depending on the
simplicity of the picture, you might need to make a lot of adjustments or only a few.

When you finish, click the Keep Changes button to display the results. You can return to
the Background Removal tool tab at any time to make adjustments.

The background has been cleanly removed to leave only the cake
To adjust the color of a picture

1. Select the picture whose color you want to adjust.

2. On the Format tool tab, in the Adjust group, click the Color button to expand the gallery
of color choices.
3. In the Color gallery, point to a thumbnail to preview its effect on the picture.
4. Click a thumbnail to apply the corresponding picture color to the picture.

To apply an artistic effect to a picture

• Select the picture.

• On the Format tool tab, in the Adjust group
• click the Artistic Effects button to display the Artistic Effects gallery.
• Point to each effect to display a live preview of the effect on the selected photo.
 Try out all the effects

Click the effect that you want to apply.

To change the brightness, contrast, or sharpness of a picture

1. In the document, select the picture you want to correct.

2. On the Format tool tab, in the Adjust group, click the Corrections button to display the
picture correction gallery.
3. In the gallery, point to a thumbnail to preview
its effect on the picture.
4. Click a thumbnail to apply the corresponding
correction to the picture.

To position a picture on the page

1. Select the picture.

2. On the Format tool tab, in the Arrange group, click the Position button to display the
available text wrapping options.
3. Point to each thumbnail in turn to preview where that option will place the picture.
4. Select a thumbnail to move the picture to that location on the page.

To change how text wraps around a picture

1. Select the picture.
2. In the Arrange group, click the Wrap Text button to display the Wrap Text menu.
3. Do either of the following:
• Point to each option in turn to preview its effects, and then click an option.
• Click More Layout Options to display the Text Wrapping page of the Layout dialog
box, click the option you want, and then click OK.
To copy the formatting of one picture to another picture
1. Select a picture that has color adjustments, color corrections, or a picture style applied to
it.
2. On the Home tab, in the Clipboard group, click the Format Painter button.
3. Click another picture to apply to it the color adjustments, color corrections, or picture
style from the first picture.

To discard the changes made to a picture

1. Select the picture whose changes you want to discard.
2. On the Format tool tab, in the Adjust group, click the Reset Picture arrow.
3. Do either of the following:
• Choose Reset Picture to discard formatting changes only.
• Choose Reset Picture & Size to discard all formatting and size changes.

Draw and modify shapes

Shapes can be simple, such as lines, circles, or squares; or more complex, such as stars, hearts,
and arrows. Some shapes are three-dimensional.

Simple representations of the shapes you can insert on a page

Pointing to any shape in the gallery displays a ScreenTip that contains the shape name.

Draw and add text to shapes

After you select a shape that you want to add to your document, you drag to draw it on the page.
Shapes are also text boxes, and you can enter text directly into them. You can format the text in
shapes just as you would regular text.

Shapes can help to visually reinforce a concept

To create a shape on a page
1. On the Insert tab, in the Illustrations group, click the Shapes button and then, on
theShapes menu, click the shape you want to insert.
2. When the cursor changes to a plus sign.
3. Click on the page to create a shape of the default size.

To add text to a shape

1. Select the shape, and then enter the text you want to display on the shape.

Move and modify shapes

You can change the size, angles, outline and fill colors, and effects applied to the shape.
 You can easily modify the shape, size, and angle of an image
You can use the handles to manipulate the shape in the following ways:

• Drag the side or corner handles (hollow circles) to change the size or aspect
ratio of the shape.

• Drag the angle handles (yellow circles) to change the angles or curves of the
shape. Not all shapes have angle handles.

• Drag the rotate handle (circling arrow) to rotate the shape.

Nine shapes arranged to create a recognizable image

To select a shape for editing
1. Click the shape once.
To select multiple shapes
1. Do either of the following:
• Click a shape, hold down the Shift or Ctrl key, and click each other shape.
To resize a shape
Select the shape, and then do any of the following:
• To change only the width of the shape, drag the left or right size handle.
• To change only the height of the shape, drag the top or bottom size handle.
• To change both the height and the width of the shape, drag a corner size handle.
• To resize a shape without changing its aspect ratio, hold down the Shift key and drag a
corner size handle or press an arrow key.
To rotate or flip a shape
1. Select the shape.
2. On the Format tool tab, in the Arrange group, click the Rotate Objects button.

The menu illustrates the rotate and flip options

2. On the Rotate Objects menu, click the Rotate or Flip option you want.

To format a shape
1. Select the shape that you want to format.
2. On the Format tool tab, in the Shape Styles group, click the More button to display the
Shape Styles gallery.
 3. Point to thumbnails to display live previews of their effects, and then select a style
thumbnail to apply the selected style.

To format text on a shape

1. Select the shape.
2. On the Format tool tab, in the WordArt Styles group, modify the style, text fill, text
outline, or text effects.

To group shapes together as one object

1. Select all the shapes that you want grouped together.
2. On the Format tool tab, in the Arrange group, click the Group button (when you point
to this button, the ScreenTip that appears says Group Objects) and then, in the list, click
Group.
 Grouped objects have a common set of handles
To move an entire group
1. Point to any shape in the group.
2. When the pointer changes to a four-headed arrow, drag the group to the new location.
To ungroup shapes
1. Select the group.
2. On the Format tool tab, in the Arrange group, click the Group button, and then click
Ungroup.

Insert symbols
1. On the Insert tab, in the Symbols group, click the Symbol button to display a list of
recently used symbols.
2. Click a symbol in the list to insert it in your document.
3. If the symbol you need does not appear in the list, click More Symbols to open
the Symbol dialog box.
 4. Click the symbol to select it, and then click the Insert button.
5. Click the Close button to close the Symbol dialog box.

Add WordArt text

To insert a WordArt object
1. Click in the document in the spot where you want to insert a new WordArt object.
2. On the Insert tab, in the Text group, click the WordArt button.
3. Choose a text style in the WordArt gallery. A placeholder WordArt object with the
selected text effect is inserted at the cursor.
4. Select Your text here, and then enter your own text.
5. Click outside the WordArt object to view it.
Print and send documents

When you’re ready to distribute your document to other people, you can do so either by printing
it on paper or by sending or posting the file for people to access electronically.
You can choose to print all or part of a document, or to print information that is stored with the
document
You can choose to print a multipage document on one or both sides of the paper. If your printer
supports double-sided printing, you have the option of flipping the double-sided page on the long
edge or the short edge (depending on how you plan to bind and turn the document pages).

To print one copy of a document with the default settings

1. Do either of the following:
• Display the Print page of the Backstage view, and then click the Print button.
• On the Quick Access Toolbar, click the Quick Print button.
Word prints the document to the default printer with the default settings.
To print multiple copies of a document
1. Display the Print page of the Backstage view.
2. In the Copies box at the top of the page, enter the number of copies you want to print.
3. Click the Print button to print the specified number of copies.

To print only specific pages of a document

1. On the Print page of the Backstage view, click the first box in the Settings area to open a
list of page options.
2. In the list, do any of the following:
• Click Print All Pages to print the entire document. This is the default setting if there is
currently no content selected in the document.

• Click Print Current Page to print the page that is currently shown in the preview pane.
• Click Custom Print, and then in the Pages box, enter the specific pages (in the format
1,3 or 1-3), sections (in the format s1 or s1-s3), or ranges (in the format p1s1-p3s2) you
want to print.
3. Click the Print button to print the specified pages of the document on the selected printer
and return to the document.
To display the list of installed printers
1. Display the Print page of the Backstage view.
2. In the Printer area, click the active printer.
To select a printer
1. On the Print page of the Backstage view, display the Printer list, and then click the
printer you want to use.
To display printer status information
1. On the Print page of the Backstage view, point to the Information icon in the upper-
right corner of the Printer area, or to the selected printer name, to display a ScreenTip
that contains printer status information.
To send a document by email from within Word
1. In the document, click the File tab to display the Backstage view.
2. On the Share page of the Backstage view, click Email to display the email options.
3. In the Email pane, do one of the following:
• Click Send as Attachment to attach a copy of the document to an email message.
• Click Send a Link to insert a link to the shared file into an email message.
• Click Send as PDF or Send as XPS to save a version of the document in that format
and attach it to an email message.
4. If Outlook isn’t already running, Word starts it before generating the email message.
Enter your password if you are prompted to do so.

8.5 Session Summary

It enables connecting a single form template with a data source that contains information about the
recipient's name, address etc.

8.6 Student Activity

i. Explain the term graphics.
ii. Give examples of graphics.

8.7 Further Readings/References

Shelly, G.B, Cashman, T.J, and Vermaat, M.E. (2006). Microsoft Office 2003: Brief
Concepts and Techniques (2nd ed.). Florence, KY: Course Technology.