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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.
If you think you are going to be using graphical images in your long document here in Word 2007, it's good to know you have a couple of options for how those images are inserted into your document. In the previous lesson we saw that selecting a picture, clicking the Insert button, pops it right into our document, but what's really happening there? Well, it's actually becoming part of the document. So if you are using high resolution photographs, for example, and they are several megabytes in size, that will increase the overall file size of your document when you simply embed them in the document. Another option is to link to them. That way you store the document and the images separately. You view them in the document, they print in the document, but they are never actually part of the document.
It allows you to keep your file size down, so it's not too cumbersome to work with. So saving times don't go up, and scrolling through your document doesn't take so long. Just another consideration when working with graphical images. So we are going to use our document that we have been working within the previous lesson here to continue working with the images. If you have been following along, you are ready to go. If you skipped to this lesson though, and you do have the Exercise Files, you can get caught up by going to the Chapter VIII folder and opening up GraphicalHumbug2. Now all I'm going to do right now is go up to the very top-left corner, click my button and choose Save As. I want to save this to my Desktop. We are going to do a little experiment here. I'm going to keep the same name GraphicalHumbug, but I'm going to change the ending here to A, (GraphicalHumbugA )and I'm going to click Save. This is my document in it's original format.
Next, I'm going to go to a location where I need to insert an image. So I'm going to go up to my View tab here. The quickest way to get to Chapter VIII is to show our Document Map right here in the Show/Hide section. Click on Chapter VIII, close the Document Map and we are ready to insert our image. Here's where a picture of the human skull is going to go. I'm just going to click right here in this first paragraph anywhere. For example, right here before the word, His "factory" was. So that's where I'm going to insert my image. I'm going to go up to my Insert tab, just like we did in the previous lesson, select Picture and from the Chapter VIII folder, I'm going to go down to this one here, Human_skull_BW.
Now I'm going to just widen this window here. When you click the View dropdown, make sure that Details is selected, so you can see the size here is actually 98 KB. This is a very small file size for an image. So I would probably just embed it right in the document. If I was going to be taking my document to a publisher though, I might want to also create a link to this graphical image. So how do I do that? Well, first thing we need to do is select the image itself. This is going into our document, but how? Well, down below just clicking the Insert button, like we did in the previous lesson, we'll embed it right into the content, which means my overall document file size will go up by 98 KB.
If however, I click the dropdown to the right of this button, I have some other options, such as Link to File. This is going to create a link to my Human_skull. It's not going to increase my overall document file size, but I'll have to make sure that if I'm giving this document to somebody even to read, I'll have to provide them with the linked files, the graphical images as well. Particularly important, if I'm sending this off to a publisher who is going to print my document according to my specifications, they will need these graphical images as well.
So another option is to insert it, embed it right into document and creating link to those images. Publishers like that, even if the image is embedded in your document, they like to have them separately. So you would choose this option. But I'm going to start with Link to File. Now when I click on Link to File, it's actually inserted here in my document and appears to be embedded, but it's just a link to the image. So I'm seeing the image that I have linked to in my document, and I can do things like sizing. Formatting, like we did in the previous lesson. I am going to leave it just as it is. I'm going to click outside that image.
I'm going to leave it like that. Next though, I'm going to go up to my top-left corner, click my button and choose Save As. This is going to go to my Desktop. Make sure Desktop is selected. Let's change the ending here to GraphicalHumbugB, and we ill save that. Lastly, I'm going to click on this and delete it. So clicking on the image and hitting your Delete key on the keyboard will remove it. I'm going to go back to Insert, I'm going to go over to Picture, select the same picture, my Human_skull, and I'm going to not just insert it, but I'm going to insert and link to it. So it will be embedded in my document right in that location.
I'm also creating a link to the file. I'll click outside of it, go up to my Windows button up here in the top-left corner and go down to Save As. This one is going to be GraphicalHumbugC. So I'm going to take out the B right here, and put in a C, and save that up. Let's see what's happened, and I'm going to go back up to our button in the top-left corner, and go to Open this time. Make sure that the Desktop is selected. There is my three versions if the document. There is the original, 296 KB, then for GraphicalHumbugB, I created a link to the image. Look at the file size, exactly the same. Then my third option where I actually inserted and linked, or embedded and created the link, it's gone up to 394, 98 KB larger than the original size.
Not a big deal with this particular graphic, but again, think about using some high resolution photographs which are very large in nature, and if you are using many of them, you will definitely want to consider linking over embedding into your document. I'm going to Cancel, return to my document, and we will continue from here.
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