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Webucator's Free Intermediate Microsoft Word 2013 Tutorial

Lesson: Working with Illustrations

Welcome to our free Intermediate Microsoft Word 2013 tutorial. This tutorial is based on Webucator's Intermediate Microsoft Word 2013 Training course.

Adding illustrations to Microsoft Word documents is a great way to improve their look and feel and also to illustrate your points.

Lesson Goals

  • Insert charts into Microsoft Word documents.
  • Edit charts in Microsoft Word documents.
  • Use clip art to illustrate your documents.
  • Insert shapes into Microsoft Word documents.
  • Use SmartArt to illustrate your documents.

Adding and Editing Charts

To insert a chart into a Microsoft Word document:

  1. Place your cursor in the location in your document in which you would like to insert the chart.
  2. From the INSERT tab, in the Illustrations group, click Chart: Chart in Illustrations Group of Insert Tab
  3. In the Insert Chart dialog box, select the type of chart you want by clicking on it in the left column: Insert Chart Dialog Box
  4. Select a specific chart on the right and click OK: Insert Chart Dialog Box
  5. Note that the chart now appears in your document and a Microsoft Excel spreadsheet opens up:Microsoft Excel Spreadsheet
  6. To edit the chart:
    1. Type over the axis labels and data with your own axis lables and data.
    2. Resize the chart by dragging the box representing the range.

Watch and follow along as your instructor walks you through the process of adding data to a Microsoft Word chart.

Working with Charts

Selecting a chart in Word brings up the CHART TOOLS tabs:

  1. DESIGN: Chart Tools Design Tab
  2. FORMAT: Chart Tools Format Tab

Working with Charts

Duration: 15 to 25 minutes.

In this exercise, you will add a chart to a document and then edit the design and layout of the chart.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Insert a chart at the end of the document that looks like the one shown below (the data labels are listed below the image for easier reading):Chart
    1. Attracts Butterflies
    2. Deer Resistant
    3. Drought Tolerant
    4. Attracts Hummingbirds
    5. Cooler than other flowers
    6. Beautiful foliage
  3. Save your document.

Solution:

  1. Place your cursor on a new line at the end of the document.
  2. From the INSERT tab, in the Illustrations group, click Chart: Chart in Illustrations Group of Insert Tab
  3. Select the 3-D Stacked Column chart (in Word 2007/2010, Stacked Column in 3-D) and click OK: Insert Chart Dialog Box
  4. Edit the data in Microsoft Excel as follows:
    1. Delete columns C and D by selecting the columns, and then right-clicking. Chart
    2. Click Delete and then select Table Columns (in Word 2007/2010, just click Delete).Delete Table Columns
    3. Add two rows to the data range by dragging the lower right corner of the range down: Lower Right Corner of Range
    4. Click OK to the message box that appears: Message Box
    5. Type in the six attributes and the corresponding counts in cells A2:B7. Then type "Count of Attributes" in cell B1: Chart with Attributes
    6. Select the chart by clicking on it. Click the plus sign to the right of the chart. In the CHART ELEMENTS box, scroll to and uncheck the Legend checkbox. Legend Check Box
    7. Select the chart columns by clicking on one of them. On the CHART TOOLS FORMAT tab, click Shape Fill and then select Red: Shape Fill Colors
    8. Save the file.

In Word 2007/2010, to turn the data labels on, on the CHART TOOLS LAYOUT tab, click Data Labels and then click Show. To turn the legend off, on the Chart Tools > Layout tab, click Legend and then click None.

Working with Clip Art

A large library of Clip Art, including drawings, videos, sounds and photographs, is available from Office.com. To insert Clip Art into your document:

  1. From the INSERT tab, in the Illustrations group, click Online Pictures (in Word 2007/2010, this option is called Clip Art): Online Pictures in Illustrations Group of Insert Tab
  2. In the Insert Pictures dialog box that appears:
    1. Type in your search word(s) and press Return.
    2. View the results of your search: Search Results

Working with Clip Art

Duration: 5 to 15 minutes.

In this exercise, you will search for Clip Art available from Office.com and insert an image into a document.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Insert and customize a cover page in the document by:
    1. From the INSERT tab, in the Pages group, click Cover Page and then select "Banded" (if you are using Word 2007 or 2010, select an available option): Cover Page Banded
    2. Delete the circled text in the image below by selecting it and pressing Delete on your keyboard (you might have to press Delete twice): Circled Text
  3. Insert a picture of a flower from Clip Art on your cover page.
  4. Save your document.

Solution:

  1. From the INSERT tab, in the Illustrations group, click Online Pictures (if you are using Word 2007 or 2010, select Clip Art): Online Pictures in Illustrations Group of Insert Tab
  2. In the Insert Picture dialog box, search for "flower": Clip Art Search
  3. Select the picture of your choice by double-clicking it.
  4. If necessary, resize the picture so that it fits on the cover page.
  5. Save your document.

Using Shapes

You can easily add a wide variety of shapes to your Microsoft Word documents, including squares, circles, stars, arrows, smiley faces, lines, equation shapes, callouts, and more. To insert a shape into a Microsoft Word document:

  1. From the INSERT tab, in the Illustrations group, click Shapes: Shapes in Illustrations Group of Insert Tab
  2. Select a shape by clicking on it: Shape Options
  3. Your cursor will change to a plus sign: Shape with Plus Sign Cursor
  4. Click down in your document where you would like to place the shape, drag your mouse until the shape is the size you want it to be and then release your mouse.

Selecting a shape in Word brings up the DRAWING TOOLS FORMAT tab (this tab will look different in Word 2007/2010): Drawing Tools Format Tab

Watch and follow along as your instructor walks you through some of the more commonly used commands on the Drawing Tools tab.

Positioning Shapes

To position shapes:

  1. After inserting the shape, click it to select it.
  2. With the cursor as a four-pointed arrow, click and drag to position the shape. Position Shape

Wrapping Text Around Shapes

To wrap text around shapes:

  1. With the shape selected, select the Layout Options icon. Layout Options Icon
  2. Select a text-wrapping option. Text-Wrapping Options

Adding Shapes

Duration: 5 to 10 minutes.

In this exercise, you will add a shape to a document.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Insert a Smiley Face Shape in the footer of the document such that your footer looks like the screenshot below:Smiley Face in Footer
  3. Save your document.

Solution:

  1. Double-click in the Footer to make the Footer the active part of your document.
  2. From the INSERT tab, in the Illustrations group, click Shapes: Shapes in Illustrations Group of Insert Tab
  3. Select the Smiley Face shape under Basic Shapes: Shape Options
  4. Place the smiley face in the footer of the document and drag it until you are happy with the size.
  5. From the DRAWING TOOLS FORMAT tab, in the Shape Styles group, click Shape Fill and select Red: Shape Fill in Shape Styles Group of Drawing Tools Format Tab
  6. Save the document.

Working with SmartArt

SmartArt diagrams include process diagrams, list diagrams, hierarchy diagrams, pyramid diagrams and much more. To insert SmartArt into a Microsoft Word document:

  1. Place your cursor in the location in your document where you want your SmartArt graphic to appear.
  2. From the INSERT tab, in the Illustrations group, click SmartArt: SmartArt in Illustrations Group of Insert Tab
  3. In the Choose a SmartArt Graphic dialog box, select a SmartArt graphic to preview it on the right: Choose a SmartArt Graphic Dialog Box
  4. Click OK to add the Smartart Graphic to your document.

Selecting a SmartArt diagram in Word brings up the SMARTART TOOLS tabs:

  1. DESIGN: Design Tab
  2. FORMAT: Format Tab

Working with SmartArt

Duration: 10 to 20 minutes.

In this exercise, you will add a SmartArt graphic showing the relationships between the plants in the document in which we have been working.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Insert a SmartArt graphic at the end of your document that looks like the image below (the plant names are listed below the image for easier reading):SmartArt
  3. Plants
    • Trees
      • Japanese Maple
      • Lilac
      • Red Bud
    • Perennials
      • Columbine
      • Butterfly Weed
      • Purple Coneflower
      • Bleeding Heart
      • Jack-in-the-pulpit
      • Siberian Iris
    • Ground Covers
      • Lamb's Ear
      • Sedum
      • Anemone
  4. Save your document.

Solution:

  1. Place your cursor at the end of your document, a line below the "Count of Attributes" image.
  2. From the INSERT tab, in the Illustrations group, click SmartArt: SmartArt in Illustrations Group of Insert Tab
  3. In the dialog box that opens, click Hierarchy and then the image titled Hierarchy, and then OK: Choose a SmartArt Graphic Dialog Box
  4. From the SMARTART TOOLS DESIGN tab, in the Create Graphic group, click Text Pane: Text Pane
  5. Enter text and add additional boxes in the second and third rows by typing and pressing Enter and Tab: Text Hierarchy
  6. From the SMARTART TOOLS FORMAT tab, in the Shape Styles group, click Shape Fill and then select a color: Shape Fill Color Options
  7. Save the document.

Creating Captions

You may want to add captions to your Word elements. You can add captions to tables, figures, and images, and then customize those captions.

To add a caption to an image:

  1. Right-click the image and select Insert Caption. Insert Caption
  2. In the Caption dialog box, type the caption in the Caption: text box.
  3. Select a Label. To exclude a label, select the Exclude label from caption checkbox.
  4. Select where to position the caption from the Position drop-down list. Click OK to insert the caption. Caption Dialog Box

Changing Caption Formats

You can change caption formats when adding them in Word using the options in the Caption dialog box.

  1. To exclude the label in the caption, select the Exclude label from caption check box.
  2. To change position of the caption, select options in the Position drop-down list.

Caption Dialog Box

Using Cross-References

You can use cross-references to refer to figures in your documents, so that if the figure numbers change, this information will automatically update.

To create a cross-reference:

  1. Put your cursor where you want the cross-reference to appear.
  2. From the REFERENCES tab, in the Captions group, select Cross-reference. Cross-Reference in Captions Group of References Tab
  3. In the Cross-reference dialog box, select the reference type and other options. Cross-Reference Dialog Box
  4. In the For which caption section, select the item you want to reference and select Insert. Cross-Reference Dialog Box

Using Building Blocks

Word provides a feature called Building Blocks, reusable text or graphics or other elements that can help you be more efficient. Word provides a Building Blocks library and you can also create your own.

To use a Building Block:

  1. From the INSERT tab of the Ribbon, in the Text group, select Quick Parts and from the drop-down, select Building Blocks Organizer. Building Blocks Organizer
  2. Select the Building Block on the left to see a preview of it on the right. Building Block with Preview
  3. To insert it in your document, select Insert. Building Block with Preview

To create and save a Building Block:

  1. Select the text or image element that you want to use to create a Building Block.
  2. From the INSERT tab of the Ribbon, in the Text group, select Quick Parts and from the drop-down, select Save Selection to Quick Part Gallery. Save Selection to Quick Part Gallery
  3. In the Create New Building Block dialog box, select a name for the Building Block, as well as any other options, and click OK to save it. Create New Building Block Dialog Box
  4. It is now available for reuse.

Inserting Text Boxes

To insert a Building Block text box:

  1. From the INSERT tab of the Ribbon, in the Text group, select Quick Parts and from the drop-down, select Building Blocks Organizer. Building Blocks Organizer
  2. Scroll down until you see the text box options in the Gallery column. Text Box Options in Gallery Column
  3. To insert a text box option, select it, preview it on the right, and click Insert. Building Blocks Oranizer Dialog Box

Moving Building Blocks between Documents

Once you have saved a Building Block, it is saved as a template. To use it in another document, access it via the Quick Parts drop-down list.

Editing Building Block Properties

To edit Building Block properties:

  1. From the INSERT tab, in the Text group, select Quick Parts and from the drop-down, select Building Blocks Organizer. Building Blocks Organizer
  2. Select the Building Block to edit, and select Edit Properties. Building Blocks Organizer
  3. Modify the Building Block and click OK to save the changes. Modify Building Block Dialog Box

Inserting a Building Block in a Document

Duration: 5 to 10 minutes.

In this exercise, you will insert a Building Block in a Word document.

  1. Open a new, blank Word document.
  2. Insert in the document a Building Block cover page of your choice.

Solution:

  1. With a new, blank document open, from the INSERT tab of the Ribbon, in the Text group, select Quick Parts and from the drop-down, select Building Blocks Organizer. Building Blocks Organizer
  2. Scroll through and select a cover page Building Block (you will see the Cover Page listings under Gallery). Cover Page Listing
  3. To preview the cover page, click it and view it on the right. To insert it, select Insert. Building Blocks Organizer Dialog Box