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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
One excellent way to add some visual interest to a long document is to throw in some figures. In this lesson, we are going to talk about adding a figure and some of the formatting options you have at your disposal here in Word 2007. We are going to use our Humbugs document and you can see I've opened it up already. It's called GraphicalHumbug1. If you're following along, you've got the exercise files. You'll find this one in the Chapter 8 folder. Now I've got a couple of places bookmarked in this particular document where we can add some figures and I've also got some figures for you to add, also located in the Chapter 8 folder of the exercise files. So let's start by going to our Insert tab up here on the Ribbon and click on Bookmark. Here you can see I've got a couple. Shakespeare and human_body.
I am going to click on Shakespeare. It seems to be the first one in my long document, going by location that is. As you can see down below, that's how we are sorting. I'm going to go to that spot by clicking the Go To button. I'm going to close up my dialog box now for Bookmarks and you can see where my cursor is flashing right here next to the word Shakespeare. So this paragraph might be a good spot for me to pop in a picture of William Shakespeare. That's what we are going to do now and to insert the picture is really quite simple. Again from the Insert tab, you'll find under Illustrations here are some options. You can insert pictures, pictures that you already have, in other words, files that you've got stored somewhere.
There's Clipart as well. Microsoft provides a lot of Clipart images, both with the application and online. You can create your own shapes, there is something called SmartArt, which will change according to the changes in your document, so you can use diagrams, for example, complex graphics like organizational charts. We also have the Chart option over here, a type of graphic where you can create bar graphs, and line graphs, pie charts and so on. But we are going to keep our focus right here on the first one, which is to insert a picture from a file. So we give it a click, navigate to the Chapter 8 of the exercise files and you'll one called Shakespeare. I'm going to click on that one, and notice down below that my Insert button says Insert. That's the default. I'm going to click on Insert, and it inserts it right in that spot in its full size. So as I scroll down. You can see there's text down below. Right before the word Shakespeare here, I've got my graphic because that's where my cursor was flashing, and just above, you can see the last word is counterfeited. It doesn't really make a whole lot of sense the way that this is being placed, but it's using default settings, and that is to treat my actual failure here as if it were another character inserted right where my cursor was flashing.
So these are some to the changes we'll want to make. The first one we're going to make though is the size. And you'll notice that there are handles around the outside. We've got handles in each corner and in each mid-way point on each side. These are for sizing, and we've got another handle up here, it's kind of hard to see, a little green dot for rotating this. I don't necessarily want to rotate this but I do want to size it down. So I'm going to go to one of the corners here, and I'm going to click and drag both down and across. Now, you'll notice that you can't actually squish it and change its proportions but you can make it smaller, and I want to make it smaller from that corner. You can see now, it is still fitting in here, right where my cursor was flashing right after the word, counterfeited, right before the word, Shakespeare but now it's a little easier to work with.
I am going to go even smaller now, and now, what I'd really like to do is change the way my text is wrapping around this graphic. So it's still selected here and you'll notice now that Picture tools appears up here on my title bar, over the Format tab. Because my graphic is selected, I'm ready to start doing things like adjusting it, choosing picture styles, there is effects, borders and shapes. Over here under Arrange, I do see one for Text Wrapping. There is Position as well. So if I want to quickly position it, I can click the Position button. Here you can see In Line with Text. That is the default. In Line with Text means it's being treated like any other character, inserted right where my insertion point was flashing. That's the default. Down below I've got some preset here, so it I want them in top-left corner, and text wrapping around the side and bottom, I could do that, or at the top of my page, with text wrapping around both sides.
There is the opposite corner in the top right. I can't see it in behind this dropdown menu right now. How about midway down the page on the left, there's the center, and there is the right and then we've got some other ones down here for the bottom of the page as well. We've also got More Layout Options here. I'm not going to select any of these. I'm going to go right back up here to In Line with Text and click on it to keep it at the default, because what I really want to do is keep it in this paragraph, not positioned on the page and have text wrap around it. So in this case, I'm not going to move it. I'm going to click here on the Text Wrapping dropdown and here you can see at the top In Line with Text is selected and it is the default. But I've also got Square, I've got Tight, I can put it in behind my text or in front of my text, I would make it difficult to read the text in behind. I can have text wrapped over the top and bottom but not on either side, or have text go right through.
What I want to do is have the text wrap around tightly. So I'm going up to Tight and give that a click and you can see what happens now. My text does actually wrap around all four sides of my text. Let me click the dropdown again and go to Behind Text, just so you can see what that looks like. Very difficult to read and see the graphic, so not a good choice for this particular type of graphical insert. How about In Front of Text? While there it is in front easy to look at the image but I can't read the text in behind. So I'm going to back here and I'm going to leave it at Tight. There we go.
Now I can move it around. It's not actually treated like a character in that sense where my insertion point was, so I could move it over to the right if I wanted to, move it down here. When it's on the right side, pass the margin, you can see text seems to wrap around three sides and that's only because there's no room for text on the right until I move it in. I really like this option. The other thing you're going to notice is that it's wrapping around the shape of my graphic, which is rectangular, even though, the actual image of Shakespeare here is kind of vignette, it's an oval shape. The graphic itself is rectangular in nature but we can make changes to that too and we're going to do that.
Now just before we do that, there are some presets for us to work with over here as well. Notice under Picture Styles, I can start choosing frames. Now, when I hover over these frames, you get a preview, a real-time preview of what that would look like if I was to select it. Look at my image now. Notice the frame goes around the rectangular shape, as I hover over these. Even for the shadow that goes in behind, you can see it's a rectangular shadow going around the shape of my graphic. There's a mirrored image, it's reflected down below. If I click this little dropdown here instead of the scroll bar, I can see all of my choices including some dark frames. That's kind of nice. There's a thin dark frame. You can see I can go oval. That's kind of interesting, I might want to come back to that, or with no border at all. Now there is the one I like right there, and notice how may text seems to wrap around the oval now as opposed to the rectangular shape of my graphic. That's because of the tight text wrapping option I selected a moment ago. I might come back to that one, but explore some of these other ones, where we can get perspective, three-dimensional looks. There is another reflection as well. I'm going to turn it on an angle kind of neat. I'm going to go up to this one here, which is kind of a soft oval edge, and click on it to make that selection.
Now, my graphic is still of rectangular in nature but because I've chosen that option, you can see the text is able to go inside those borders and come close to the oval itself. If I move into the center, you can really see the effect of this. Here we go, right there, and I'm going to click off the image itself to see the end result. Not bad. I'm going to click back on it. I'm going to size it down ever so slightly, by going at the bottom-left corner and just clicking and dragging up and in. I'm going to move it back up here into this paragraph.
It'll go little bit smaller so I've got text going around the top, bottom, left, and right, there we go. That looks pretty good right there. And there are some other options. Over here in the Adjust section if we want to start adjusting things like the brightness, contrast, even recolor it, to go with our theme here we were using shades of blue, I can go to the Recolor dropdown and start selecting some of these shades. Now as I hover them, I get to see the end result before I actually I selected. There's a dark red color, there's a green, here are some light-blues. I kind of like this one right here under the Light Variations. There are more variations if I want to open up the full palette by coming down here and you can see as I hover over these, I've got many more options to choose from. But I'm going to come up here under Light Variations, this second one here in the bottom row kind of fits our theme. So I'm going to give it a click to change that. Now I can also adjust contrast and brightness.
I would suggest doing the re-coloring first because when you go to re-color after adjusting brightness and contrast, you'll lose those settings. So now for the Contrast, I can go, you can see here to a higher contrast, all the way down to a very low contrast where it's difficult to look at the image. So just above Normal, you can see now it's getting easier and sharper to look at, I'm going to go up to +30 right there. I can also adjust the Brightness, making it brighter or darker, by clicking the Brightness dropdown. You can see Normal is at 0% right here in the middle. As I go brighter, you can see it's almost fading into the background, and as I go darker, a little bit crisper and easier to look at. Personally though I think, Normal is just right. So I'm going to click on Normal. There we go.
Now one thing you might have noticed from these dropdowns is at the very bottom of the menu you've got Picture Corrections Options where we can go into a dialog box, make several changes all at once. I'm going to move this dialog box over here to the left side. We can change the fill colors, whether it would be a color, a solid fill, a gradient, or a picture doesn't apply where we are using an image here, but if we had, for example, a rectangle or a circle, any other shape, we could fill it with a color, a gradient, or even a picture if we wanted to by selecting the appropriate radio button here.
We can adjust the Line Color. Now because we've chosen a soft oval edge, kind of like a vignette, we've got no line if I want a Solid line, you can see it goes around that rectangular shape again, and that's going to affect the text going through my border and so on. So really, no line makes the best sense for this option. If you are using a Line Color, you can choose a Line Style as well if you wanted to. It could be dotted, dashed, solid lines, thick lines, Shadows and other option. There are some presets to choose from, and as I hover over some of these different shadows, you can see the effect. Offset to the left, offset to the top. Then we've got some of these inner shadows where it is inside the image itself. If I was to select one of these like offset top right here on the diagonal, you can see there is a bit of a shadow that appears on my image.
Now thanks to this soft oval edge, it's not going around the border here of my rectangle, but rather the oval, because some transparencies have been set here for me. Transparencies can also be set for your shadow. So if you choose a shadow, you can also change the color. If I wanted it to be a darker color and then adjust the transparency, I could do that just by clicking and dragging. Of course, the lower the transparency the darker the shadow and you can see it really showing up here now. I'm going to drag this slider to about 55% that looks good there.
I can adjust the size. If I want a bigger shadow, I can drag it to the right, and if I want a smaller shadow, I can go left to the center. 100% is where we started. I'm going to go up just a little bit to 109 and I'm going to increase that transparency, here we go, for effect. You can also use these Up and Down arrows. Let me pump that 109 down to about 105, there we go. I can adjust the Blur, again with the slider or the arrows. I want to blur a little more. I can adjust the points. You can see it's a little blurrier. Perfect! I can adjust the Angle from here as well as the Distance away from my image.
So the further I go away, the more it seems to come off the page. I can use my slider or my arrow buttons. I'm going to come down to 2 points, so a less than 3 where it started. There is 3-D formatting that we can do from here, some of these we saw on the presets for Picture Styles. We've got 3-D Rotation, as well. We can start angling and creating perspective. We've got x, y, and z axis to work with. Here for Picture, I've got Recoloring, Brightness, and Contrast. All of those of preset up here, also on the Ribbon under the Adjust section. For text boxes, you've got some other options like Alignment options, automatically fitting them and adjusting margins. I'm going to click Close here though to close up the Format Picture dialog box and click off of my image to see the end result at this point.
Well let's just go back to that image now with a click and you can see there are some other options up here for adjusting multiple images. Then we've got some dropdowns here for aligning. We've got another here for grouping objects if you've got multiple objects. They can be grouped together and treated as one or ungrouped if they have already been grouped and I've got some rotating options here as well. None of them apply to this so I'm going to click off the image itself and add another image. Let's go up to our Insert tab and back to Picture. Now just before I go to Picture, I want to go to the spot where my picture is going, so I'm going to click on Bookmark again and go to the human_body and I'm going to click the Go To button. Close this up and you can see my cursor flashing right up here on the fourth line down in this first paragraph talking about the human body. This would be a good spot for us to insert another image.
So the Insert tab's already selected. This time we click Picture and we go to our Chapter 8 folder of the exercise files, if you've got them. We are going to with the Human_skeleton right here and I'm going to click Insert. Now, this is a very large image, it's taking up pretty much the entire page. I've got a little bit of text up here and remember when we insert a picture like this it's treated as another character. So it's appearing right in my paragraph and it stops the paragraph where my insertion point was. And I'll resize this down, certainly more text is going to be able to fit on this page and I can scroll down and there is the rest of it down there. The picture, human body, I'm going to go to the bottom-right corner this time, scroll up.
As I drag my mouse, I'm sizing it and I'm going to get it to a nice size right about there. Let's go to Text Wrapping and let's go to Tight, and in this case, as I move it now to the center, it's wrapping around all four sides. Perfect! All right, other things we can do now include editing our nodes. For example, if I wanted it to wrap around tightly to the shape of my skeleton, which is neither oval nor rectangular, I can create my own shape by going to the Text Wrapping dropdown and choose Edit Wrap Points right there.
Now I can move these around as I move this in, now you want to make sure that you're actually on the node itself. When you're on the node, notice it looks a little bit different then when you're on the border. On the node you see that four-sided arrow meaning you can move this. Now I'm going to click over here, right about half way between the skull and the right node. Let me click and drag down and I've just created a new node now and I'll leave that right there, and move this one down, and I think you got the idea.
We can create our own shapes. Now if we cut something off, we can go right back to the border, creating new node, just like that. This can come in. Just experiment with this. Creating new nodes along the way. If you miss one, that's okay, just go back. Try moving it in again. There we go. I don't need to be precise, but I do want to make sure that I don't cut off any part of my image here. Let me bring this right in, little closer, and I need to pull that out and there we go. We are getting very close to creating our own frame around the actual image itself.
And you can see because I've chosen the Type Wrapping, how it changes how the text wraps around my image. When I click off of that selected image, I see the end result. When I click back on it, I see the original frame here and I would need to back to my Text Wrapping dropdown to edit wrap points if I needed to make further changes. I think it looks pretty good, so I'm going to click off the image here to see the end result. So that's inserting actual images and formatting them to look the way you want them to. There's more we can do with images such as setting up captions, we can link them versus embed them. Currently when we go to insert a picture and we choose the Insert button, they are embedded in our document. If you want to keep file sizes down, stay tuned for the next lesson.
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