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Microsoft® Word 97 Quick Reference

- 3 -
Graphics

Graphics is a small word used here to describe a large block of topics that encompasses clip art, custom color, drawings, graphs, movies, photos, pictures, and sound. A few capabilities of the graphic components in Word 97 are omitted due to space constraints. Refer to Que's Special Edition Using Microsoft Word 97, Part VI, for more information about graphic components. To simplify using this part, there are generic tasks that apply to all graphics components, such as lines and fills, and text wrap.

Anchoring: Graphics to Text

Word graphics, pictures, graphs, and drawings typically float on the page and text flows around them. Floating is convenient because you can easily drag and drop the graphic to a new location anywhere in the document. You may, however, need the graphic to flow along with particular text, for example, icons or illustrations of a particular point made in the text. When graphics flow within text, they are anchored. (See also "Clip Art: Inserting," "Pictures: Inserting," and "Graphs: Microsoft Graph 97 Chart.")

Steps

1. Click the graphic. The eight handles indicate that it is selected.

2. Choose Format, Object and click the Position tab; or choose Format, Picture, Position, according to the kind of graphic selected.

3. Clear the Float Over Text option and choose OK.

4. The graphic is anchored to text at the position the insertion point was when you inserted the graphic.

Clip Art: Adding to Gallery

You can add images to the Clip Art Gallery singly or in batches. You can add your own categories to the Category list. (See also "Clip Art: Adding, Changing, Deleting.")

Steps

1. Choose Insert, Picture, Clip Art, then click the Clip Art tab at the top of the dialog box that appears.

2. Click the Import Clips button to display the Add Clip Art to Clip Gallery dialog box. Locate and select the clip art you want to add and click it.

3. Click Open to display the Clip Properties dialog box with a preview of the image. In the Keywords box, enter key words to help you locate the images later.

4. Click to select the categories you want to display the image. If you make a mistake, click again to clear a category. If you insert multiple images all in the same categories, select the categories and click Add All Clips to the Selected Categories. For multiple images going to different categories, go to Step 5.

5. Choose OK. For multiple images going to various categories, the Clip Properties dialog box opens for each image. Select the categories or Skip this Clip to bypass an image.

CAUTION: If you move clip art entered in the Gallery, you cannot use the Gallery to insert it. When you try, the Cannot Insert Picture message box opens. In this box you can click either Remove the Preview, or Update All to tell the Gallery where images are now located. Or, click Cancel to return to the Microsoft Clip Gallery and choose another image.

Clip Art: Adding, Changing, Deleting

The steps are essentially the same whether you need to add, change, or delete a clip art category. Each is done in the same dialog box.

Steps

1. Choose Insert, Picture, Clip Art. After the dialog box appears, click the Clip Art tab at the top of the dialog box. To rename a category, click the Edit Categories button.

2. In the Edit Category list box, select the category you want to revise, click the Rename Category button, and enter the new name. Go to Step 5.

3. To add a category, click the New Category button and type in its name. Go to Step 5.

4. To remove a category, select it and click the Delete Category button. In the Warning box, click Yes or No. Go to Step 5.

5. Click the Close button in the Edit Category list, and again in the Microsoft Clip Gallery dialog box.

Clip Art: Changing Colors

(See "Clip Art: Inserting" before you complete this task.) Clip art images are actually grouped shapes, rectangles, squares, and freehand shapes. If you find an image in the Clip Art Gallery that is perfect except for some or all of its colors, you can recolor it after it is inserted.

Steps

1. Choose View, Toolbars, and select both Picture and Drawing to display both toolbars. Click the image to recolor.

2. On the Drawing toolbar, click the Draw button drop-down arrow and choose Ungroup. Click outside the image to deselect it.

3. In the Picture toolbar, click the Set Transparent Color button. The pointer becomes the Transparent Color pointer, a four-pointed arrow overlaid with the white draw arrow pointer.

4. Click the color area you want to change. Only that portion of the image is selected. You can Shift+click to select several areas at once. Use the Fill Color or Line Color drop-down arrow to apply the color you want. Continue selecting areas of the image and recoloring as you like.

5. When all color changes are completed, use the Draw pointer to drag a rectangle around the entire image. Click the Drawing toolbar Draw button drop-down arrow and select Group or Regroup.

(See also "Custom Color: Creating.")

Clip Art: Editing

(See "Clip Art: Inserting" before you complete this task.) You can move or remove part of a clip art image. The original image in the Gallery is not affected by any changes you make within a document.

Steps

1. Choose View, Toolbars and select Picture to display the Picture toolbar. Choose View, Toolbars again and select Drawing to display the Drawing toolbar. Click the image to edit.

2. On the Drawing toolbar, click the Draw button drop-down arrow and choose Ungroup. Click outside the image to deselect it.


3.Click the area of the image you want move, delete, or recolor. The eight handles indicate the selected area.Use the Select Objects pointer to move selected areas or use the Delete or Backspace key. If you make a mistake, use the Undo button in the Standard toolbar.

4. When all the edits are complete, use the Draw pointer to drag a rectangle around the entire image. Click the Drawing toolbar Draw button drop-down arrow and select Group.

(See also "Clip Art: Changing Colors.")

Clip Art: Inserting

Inserting clip art is an easy way to add visual appeal to your documents. In Microsoft Word's Clip Gallery you have many images categorized and listed alphabetically to make locating images easy. There is a scrolling preview box in the Microsoft Clip Gallery dialog box, to the right of the Clip Art list box, that shows miniatures of images in each category as you click its name in the list.

Steps

1. Position the insertion point in the document where you want the image to appear. Choose Insert, Picture, Clip Art to open the Clip Gallery dialog box.

2. Click the Clip Art tab at the top of the dialog box and scroll through the categories to select the one you want. When you click a category, images in that category preview on the right. Scroll to see all images in that category.

3. You can zoom an image to a larger preview by clicking the image, and then clicking the Magnify box at the right of the preview box.

4. Use the Find button to open the Find Clip dialog box, then locate a particular image in the Gallery by selecting options for Keywords, File Name Containing, and Clip Type. When you find the image you want to use, click it in the preview box and click the Insert button.

5. To control text flow around or over the image, choose View, Toolbars, Picture. Use the Text Wrapping button on the Picture toolbar to select Square, Tight, Through, None, or Top and Bottom.

Clip Art: Repositioning

Before you can reposition clip art, you need to insert an image into your Word 97 document. (See "Clip Art: Inserting" before you complete this task.)

You might want to reposition your clip art when you find that you accidentally inserted the cursor at the wrong place in your Word document. Or, you may feel the overall look of the document would be improved if you moved the image to another place in the document.

Steps

1. Click the image to select it.

2. Drag and drop the image at its new location.

Clip Art: Resizing

(See "Clip Art: Inserting" before you complete this task.) All images can be resized. All clip art images are inserted as rectangles, though there are transparent areas that give the impression of silhouetting the image. If you resize from any of the corner handles of the selected image, the aspect ratio--the ratio of height to width--is maintained. If you use any of the other handles, the image is distorted.

Steps

1. Click the image to select it. Eight handles, four at the corners, four on each side, indicate it is selected.

2. Move the pointer over one of the handles that indicate the image is selected. The pointer changes to the resize pointer, a two-headed arrow. Press the left mouse button and drag to resize. As you drag, a dotted line indicates the shape changes.

3. Release the mouse button when you are satisfied with the revision.

Copying, Cutting, Pasting: Graphics

Copying, cutting, and pasting are the same in working with graphics as in text, except that you select what you want to copy or move by clicking the graphic. (See also "Clip Art: Inserting," "Pictures: Inserting," "PowerPoint: Inserting Presentation," "Video: Using Clip Gallery," and "Sound: Inserting Files." )

Steps

1. Click the object, image, sound, or video graphic to select it.

2. Choose the Copy button on the Standard toolbar to duplicate the selection on the Clipboard. Or, choose the Cut button to remove the selection from the Word document and add it to the Clipboard.

3. Position the insertion point where you want the selection repositioned and choose the Paste button.

Custom Color: Creating

There are 40 colors in the Drawing color palette and a swatch for displaying a custom color. After you have made a custom color, that color is stored in the custom swatch and can be reused until you create a new custom color.

After you create a custom color, it is added to the palette. You can choose to add up to eight additional color swatches to the palette, but you can add only one custom color swatch at a time.

Steps

1. Choose View, Toolbars, Drawing to display the Drawing toolbar and click the image to select it.

2. Click the graphic element you want colored. Then click the drop-down arrow of the Fill Color or Line Color button and select More Fill Colors or More Line Colors to open the Colors dialog box.

3. Click the Custom tab at the top of the Colors dialog box. Notice the white cross in the Colors box and the Luminescence slider box to the right. Drag the white cross, which turns into a black cross, to a new location in the Colors box and change the darkness or lightness of the color with the Luminescence slider.

4. You can also create colors with the spin boxes or type values in the boxes beside Hue, Sat (Saturation), and Lum (Luminescence), or Red, Green, and Blue.

5. A preview of your new color is shown in the lower-right corner of the Custom dialog box. The Current color is displayed below the New color. Choose OK to apply the custom color. A swatch of that color also appears in the color palette of the Fill Color or Line Color button.

Drawing: 3-D Effects

Using 3-D effects, shapes are revised to create the impression of depth and direction. Additional shapes, color, and gradient effects are applied to create the impression of three dimensions. Ovals become pipes or cones, and rectangles become boxes. 3-D shapes can be rotated or tilted to change perspective. Remember that you apply 3-D effects to an existing object. (See also "Drawing: Creating Shapes.")

CAUTION: If you add a 3-D effect to a shape that already has a line applied, that line disappears from the shape. If you try to reapply a line, the entire shape assumes the color you select in the line color swatch box.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. Click the shape you want to have a 3-D effect. Eight handles indicate it is selected.

2. Click the 3-D tool in the Drawing toolbar to show the palette of effects available. Click the one you want.

3. Click the 3-D Settings at the bottom of the palette to open the 3-D Setting toolbar with tools to toggle 3-D On/Off, Tilt Down, Tilt Up, Tilt Left, Tilt Right, create the illusion of more or less Depth, adjust the Direction, Lighting, and Surface appearance of the 3-D object, as well as 3-D Color. This toolbar is only available from the 3-D Settings at the bottom of the 3-D palette.

4. When you have the effect you want, click outside the shape to deselect it.

(See also "Custom Color: Creating.")

Drawing: Align or Distribute

Precision of placement is controlled automatically by the Align or Distribute command. You can position objects in relation to one another or in relation to the page.

NOTE: Shapes aligned using the Snap to Grid dialog box, which opens when you click Grid in the Draw drop-down menu, will align to the nearest gridline, not necessarily to the same gridline.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. Shift+click to select all objects you want to align.

2. Click the drop-down arrow beside the Draw button in the Draw toolbar. Choose Align or Distribute.

3. If you want alignment to be based on the size of your page, click Relative To Page first, then click the alignment you want: Align Left, Align Center, Align Right, Align Top, Align Middle, or Align Bottom.

4. If you want distribution to be based on the size of your page, click Relative To Page first and then click Distribute Horizontally, or Distribute Vertically.

Drawing: AutoShapes

There are six categories of AutoShapes: lines, basic shapes, block arrows, flowcharts, stars and banners, and callouts. Each category has a variety of choices in a drop-down menu. If you "can't draw a straight line," AutoShapes are for you. If you can draw, you will still find clever shapes that save time. In either case, there are also useful shapes to build attractive flow charts.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar and click the drop-down arrow in the AutoShapes button to see the six categories of shapes available: Lines, Basic Shapes, Block Arrows, Flow Chart, Stars and Banners, and Callouts.

2. Click the category you want to use. A drop-down menu of choices appears. Click the one you want and move your pointer to the document. The pointer becomes a dark cross.

3. Hold down the left mouse button and drag diagonally to create the shape. Release the mouse button when the shape is the size you want.

4. When you release the mouse button, the shape is automatically selected, indicated by eight white handles and yellow diamond handles. You can resize using the white handles. Use the yellow diamond handles to adjust the shape. Color the shape using the Fill Color and Line Color buttons.

5. To reposition the AutoShape, place the pointer inside the shape, hold down the left mouse button, and drag the shape into position.

TIP: You can also format AutoShapes using the Format AutoShapes button in the Picture toolbar. When you click this button, a dialog box opens with tabs for formatting colors and lines, size, position, and wrapping.

(See also "Lines and Fills: Adding.")

Drawing: Creating Shapes

There are tools for drawing rectangles, ovals, lines, and arrows. After a shape is drawn, you can fill it with color, texture, pattern, or gradient as well as use color and line styles for the border around a shape. You can resize any shape you have drawn, so accuracy is not an issue. (See also "Lines and Fills: Adding" and "Drawing: AutoShapes.")

TIP: Hold down the Shift key as you use a shape drawing tool to constrain shapes to be perfectly symmetrical (such as rectangles to squares, and ovals to circles), and lines to horizontal, vertical, or a 45-degree angle.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. Click the Rectangle or Oval tool button for the shape you want to draw. The pointer becomes a dark cross.

2. With the pointer in your document, hold down the left mouse button as you drag diagonally. Release the mouse button to complete the shape.


3.When the shape is drawn, it is automatically selected and shows eight handles. The handles are hollow boxes. Move the pointer over the shape and it becomes the move pointer, a black, four-headed arrow with the white draw pointer affixed.

4. To reposition the shape, place the pointer inside the shape, hold down the left mouse button and drag the shape into position.

5. To resize the shape, place the pointer over one of the handles. The pointer becomes the resize pointer, a two-headed arrow. Hold down the left mouse button and drag the handle to revise the shape.

Drawing: Displaying the Toolbar

You use the Drawing toolbar to create and modify shapes in Word. Unlike the Picture toolbar that floats on-screen by default, the Drawing toolbar is docked at the bottom of the window. You can float it in the same way you float the Standard or Formatting toolbars. (See also "Toolbars: Moving and Resizing" in the "Customizing" part of this book.)

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. The toolbar appears at the bottom of the window.

2. As you move the pointer over each button in the toolbar, a ScreenTip appears identifying the tool.

Drawing: Grids

Word's invisible grids help you place objects precisely. You can have fixed spacing for gridlines and snap objects to them, or have gridlines that snap to shapes in your document.

NOTE: If you set large increments for gridlines, for example, half an inch or more horizontally and vertically, you will notice that objects jerk from grid to grid as you move them.

TIP: If you set the origin of vertical or horizontal gridlines a great distance from the top or sides of your document, objects you insert in the area with no gridlines can be moved freely without snapping to the grid.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. Click the Draw button drop-down arrow and choose Grid to open the Snap to Grid dialog box.

2. To snap objects to a grid, set the distance between gridlines in the Horizontal Spacing and Vertical Spacing boxes. Set where gridlines begin on the document by using the Horizontal Origin and Vertical Origin spin boxes, or you can type in increments of inches.

3. If you want gridline spacing based on objects you insert, click Snap to Shapes in the lower left of the dialog box. When your preferences are entered, choose OK.

TIP: To temporarily override the Snap to Grid option, hold down the Alt key as you draw or move an object.

Drawing: Inserting Pictures

Combining drawings with pictures or clip art is a way to enhance graphic files you already have. By adding AutoShapes, arrows, or text boxes, for example, you can quickly and easily add variation and emphasis to existing images.

Steps

1. Position the insertion point in the document where you want the picture to appear Choose View, Toolbars, Picture to open the Picture toolbar. Click the Insert Picture button.

2. Locate the picture you want to combine with drawing objects. It can be clip art or a file.

3. When you find a clip art image you want to use, click it in the preview box and click the Insert button. For a file, choose OK.

4. Apply any of the drawing techniques available in Word and use the Draw pointer to drag a rectangle around the entire image. Click the Drawing toolbar Draw button drop-down arrow and select Group.

5. To control text flow around or over the image, choose View, Toolbars, Picture and use the Text Wrapping button on the Picture toolbar to select Square, Tight, Through, None, or Top and Bottom.

(See also "Clip Art: Inserting.")

Drawing: Rotating and Flipping

There are two ways to rotate an object. One is to use the Free Rotate tool in the Drawing toolbar. The other gives access to that same tool and to the commands Rotate Left, Rotate Right, Flip Horizontal, and Flip Vertical.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. Click the object you want to adjust. Eight handles indicate it is selected.

2. Click the Draw button and click Rotate or Flip in the drop-down menu that appears. Select your choice: Rotate Left, Rotate Right, Flip Horizontal, or Flip Vertical. These commands automatically execute. If you choose Free Rotate, continue with the following steps.

3. The Free Rotate choice changes the eight square selection handles to four green circle handles. Move the pointer over one of the rotate handles and, when it assumes the shape of the rotate tool icon, hold down the right mouse button.

4. The pointer changes to four circling arrows. Drag right or left. As you drag, a dotted outline indicates where the object would be if you released the mouse button.

5. Until the object is deselected you can continue to rotate it, even if you have released the mouse button. Place the pointer over a circle handle, hold down the mouse button and continue to rotate. Release the mouse button when the object is rotated to the position you want, and click outside the object to deselect it.

TIP: You can rotate a clip art image if you select it, ungroup it, and group it again.

Drawing: Shadows

Shadows give the impression of depth, as if an object is floating above the page. Shadows accentuate an object, giving a third dimension to flat, two-dimensional objects. You can adjust the shadow, nudging it to increase or decrease the apparent distance from the page. Plus, you can also change the color of the shadow. If you rotate a shadowed object, the shadow placement is automatically adjusted to the rotation.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar. Click the object you want shadowed. Eight handles indicate it is selected.

2. Click the Shadow button on the Drawing toolbar to open a palette of 20 predefined shadows and Shadow Settings options at the bottom.

3. Click Shadow Settings to open the Shadow Settings toolbar and click the appropriate button to Nudge Shadow Up, Nudge Shadow Down, Nudge Shadow Left, or Nudge Shadow Right. Click a button repeatedly to increase or decrease distances. To apply Shadow Color, click the drop-down arrow beside the button to open the color palette and select a color.

4. When you finish using the Shadow Setting tools, the toolbar remains open until you close it, so it is possible to apply shadow formatting to a series of objects.

(See also "Custom Color: Creating.")

Drawing: Text

You may want to add text to a drawing to make a comment accompanying the drawing, like a comic strip balloon. You can also use text to identify parts of the drawing, a schematic, or to direct your viewer's attention to a specific part of the drawing.

Add text using an object's shortcut menu. Text added in this way wraps automatically within the confines of the rectangle that appears around the object. Word's full range of formatting options is then available to apply to this text. (See also "Formatting: Toolbars" and "Formatting: Character Shortcut Keys" in the "Formatting" part of this book.)

Clip art must first be ungrouped, sometimes by applying Ungroup multiple times, to select the portion of the image you want to add text to.

Text created using the Add Text command does not rotate when you rotate an object. WordArt may be a better choice in that case. Create and insert a WordArt object, then rotate it. (See also "WordArt: Creating Objects" and "Drawing: Rotating and Flipping.")

NOTE: If you decide to remove text after you add text to an object, you can highlight the words and delete them. If you want to remove the box that surrounds the object, the only way to do that is to use the Undo button drop-down menu in the Standard toolbar to select Add Text and remove it. This simultaneously undoes every action made since applying Add Text.

Steps

1. Click the object you want to add text to. Eight handles indicate it is selected. Right-click the selected object to open its shortcut menu and choose Add Text. A striped box appears around the object and a text insertion point appears inside the object.

2. Type the text you want to add. It automatically wraps inside the rectangle around the object.

3. Highlight words you want to format and use any of the buttons on the Formatting toolbar, including the Font Color button.

bYou can also apply color to text using the Drawing toolbar. Highlight the words and click the Font Color button to open and select a color from the color palette.

Gradients: Applying or Creating

Gradients blend two colors in a way that gives the impression of adding a third dimension to a two-dimensional object. Circles take on the look of a ball. Lines appear to fade from foreground to background. You can also accent areas of text boxes using gradients.

Word supplies six preset multicolored gradients to use, or you can create your own using two colors or one color, which fades to black or white. Shading styles (the direction of the gradient) and variants (choices for the transition placement of the gradient) determine the three-dimensional effect achieved. (See also "Custom Color: Creating.")

Steps

1. Click the object you want to have a gradient. Choose View, Toolbars, Drawing to open the Drawing toolbar.

2. Click the drop-down arrow beside the Fill Color button, and select Fill Effects at the bottom of the color palette.

3. Click the Gradient tab at the top of the Fill Effects dialog box and, in the Colors box, select One Color, Two Colors, or Preset.

4. If your choice is Preset, select one of the gradients from the Preset Colors drop-down menu. For One Color, you need to set Color 1 and set the Dark to Light slider. For Two Colors, you need to set Color 1 and Color 2. For all gradients, you need to select one of the Shading styles: Horizontal, Vertical, Diagonal Up, Diagonal Down, From Corner, or From Center, and one of the Variants. A Sample of your choices appears in the lower-right corner of the Gradients tab.

5. Choose OK to close the Fill Effects dialog box, and choose OK again to apply the gradient.

Graphics: Grouping and Ungrouping

As you work with graphics and text boxes, there are many reasons to group items together: to keep items in position within a graphic when it is moved, to create graphic collages, or to combine graphics with text boxes. You may want to eliminate parts of a graphic. In that case, you need to ungroup it, delete the parts, and then group the graphic into a single unit again. Also, you need to ungroup a clip art image to recolor it.

Steps

1. Click the graphic. Eight handles indicate it is selected. Choose View, Toolbars, Drawing to open the Drawing toolbar.

2. Click the Draw button drop-down arrow and choose Ungroup. Click outside the graphic to deselect it.

3. Click the items within the graphic you want to modify or delete. Edit as necessary or use the Delete key to remove the selected item.

4. When revisions are complete, use the Select Objects pointer in the Drawing toolbar to drag a rectangle encompassing the entire graphic and any text boxes you may want grouped with it.

5. Click the Draw button drop-down arrow and choose Group or Regroup. Click outside the graphic to deselect it.

TIP: When working with text boxes, right-click one of the selected items. The shortcut menu opens, choose Group or Ungroup.

Graphs: Changing Patterns and Colors

(See "Clip Art: Inserting" and "Pictures: Inserting" before you complete this task.) After a chart is inserted, the colors may not suit your needs. You may want to emphasize certain data, use colors identified with the data, a company or division's color, or you may need to make data plotted very similarly easier to identify. (See also "Graphs: Formatting Chart Items.")

You can create dramatic effects in graphs by adding gradients to items. Pictures in combination with a fill color make interesting plot area backgrounds. Try using pictures for series markers, but be aware that pictures do distort. Depending on the image and the size of the item it's applied to, the look can be effective or disastrous. You can use clip art files or other graphic files you have available.

Steps

1. Double-click the graph to open Microsoft Graph. You can close the datasheet. It is not required for this edit. Double-click the item you want to change.

2. The title of the Format dialog box varies, depending on the item you click. Your choices of color and pattern remain the same, though. In the Pattern tab, select a border for the item, or none, and a fill color.

3. For additional choices, click Fill Effects under the color swatches. Select Gradient, Texture, Pattern, or Picture.

4. When you finish revising as many of the items as you like, choose OK to close the Format dialog box.

5. Click your Word document to exit Microsoft Graph.

If you don't like the results, repeat the previous steps and edit any or all of the items.

Graphs: Copying Data to a Chart

There is no need to retype data for a chart if it already exists in a Word document in tab-delimited format, or if it is a range of data in an Excel spreadsheet. Use the data in total or add it to data in the Microsoft Graph datasheet. It is a simple copy, or cut-and-paste procedure.

Steps

1. If Microsoft Graph is not already open, position the insertion point where you want the chart to appear. Choose Insert, Object to open the Object dialog box. Click the Create New tab and, in the Object Type box, select Microsoft Graph 97 Chart. Choose OK.

2. If you are adding data to an existing chart, double-click the chart in the Word document to open Microsoft Graph.

3. Open the document that contains the data you want to use in your chart. This may mean opening another application first. Highlight the data you want to use and click the Copy or Cut button on the Standard toolbar. Or, choose Edit, Copy to duplicate the data or Cut to remove it to the Clipboard.

4. Return to the datasheet in Microsoft Graph and position the insertion point where you want the data to be inserted. Click the Paste button on the Standard toolbar.

Graphs: Customizing Existing Charts

(See "Graphs: Microsoft Graph 97 Chart" before you complete this task.) Customized charts make your charted information more easily identified by the viewer. You can use graphic elements identified with the company or subject matter of the graph. It is easiest to personalize a chart by choosing an existing chart type and then editing it. After you have inserted a chart that is close to the way you want your customized chart to look, then proceed to make revisions.

TIP: You can change your default chart type by selecting your preference from the Chart Type dialog box and clicking the Set As Default Chart button.

Steps

1. Click the chart in your Word document to select it. Choose Chart, Chart Type and select a chart type from the Chart Type list and the variation you prefer in the Chart Sub-Type group. Choose OK.

2. Choose Chart, Chart Options. In the dialog box that appears, select options appropriate to the chart type you chose, then choose OK to close the Chart Options dialog box.

3. If you have already created customized charts, you can reuse and edit one of these. Choose Chart, Chart Type to open the Chart Type Dialog box. Click the Custom Types tab. Chart type lists your default and any custom charts available to reuse. Click the chart in the list that you want and choose OK.

4. Choose Chart, Chart Options. This dialog box has tabs for Titles, Axes, Gridlines, Legend, Data Labels, and Data Table. The Chart Options dialog box displays only tabs with options appropriate to the active chart. Make selections on the available tabs. The preview at the right of the chart options displays your choices. When you are satisfied with your preview, choose OK.

5. To revise formatting or recolor, click various components of your chart and use the buttons on the toolbars.

Graphs: Editing Datasheet

Formatting of your datasheet affects the display of data in your chart. You can apply several commonly used formats using the Formatting toolbar buttons. For more sophisticated formatting, chart options are available. You need to have Microsoft Graph running and displaying the chart associated with the datasheet you want to edit. (See also "Graphs: Microsoft Graph 97 Chart.")

TIP: The Format menu has other formatting options available to use in the datasheet. You can set specific column width and apply any of Word's Font options.

Steps

1. Click the chart in your Word document to select it. Click the View Datasheet button in the Microsoft Graph Standard toolbar.

2. When the datasheet opens, select the cells, columns, rows, or range to format and click any of the buttons in the Formatting toolbar.

3. For more numeric options, choose Format, Numbers, and select from the Category list. Options change depending on the numeric type you select. There is a Sample preview in the upper right of the Format Number dialog box. Choose OK when you complete your selections.

Graphs: Formatting Chart Items

When you have a chart displayed in Microsoft Graph, you can apply many kinds of formatting using the Formatting toolbar. There are additional options available in the Format menu. (See also "Graphs: Microsoft Graph Toolbars," "Graphs: Rotating," and "Graphs: Customizing Existing Charts.")

Steps

1. If Microsoft Graph is not already open, double-click the chart inserted in your Word document to open it. Click the item you want to format in either the datasheet or the chart.

2. Choose Format and then click the formatting command you want to use.


3.When the dialog box opens, select the options you want to apply, and choose OK.

Graphs: Importing Excel Charts

You can import a chart sheet from Excel to Word. In Excel, you can create mathematical models that generate charts. These can be linked to Word documents so that, when the Excel chart is revised, changes are reflected in the Word document. (See also "Linking and Embedding: Existing Data" in the "Special Features" part of this book.)

Steps

1. Position the insertion point where you want the chart to appear. Choose Insert, Object to open the Object dialog box. Click the Create New tab and in the Object Type box, select Microsoft Graph 97 Chart. Choose OK.

2. Choose Edit, Import File. Locate the Excel file with the chart sheet you want and choose Open. Select the chart sheet in the Select Sheet from Workbook list. Choose OK.

The chart opens in Microsoft Graph and the associated data appears in the datasheet.

NOTE: Row data series in Excel are imported to Microsoft Graph as columns, but the chart is correct.

Graphs: Microsoft Graph 97 Chart

In Microsoft Graph, there are 14 standard types of charts available. Charts within Microsoft Graph stand alone and are not related to other documents or applications. The underpinning of your chart is the datasheet where you enter and edit data. The datasheet does not appear in your document.

When you open Microsoft Graph, Word's Standard and Formatting toolbars and many choices on the menus change to display things appropriate to Microsoft Graph.

You can import data for a chart from text and numbers in a Word table or information aligned on tabs. You can also import Excel or Lotus 1-2-3 data, or read data from an existing Excel chart. (See also "Tabs: Setting " in the "Formatting" part of this book; "Tables: Typing and Moving Within" and "Converting: Text to a Table" in the "Tables" part of this book; "Linking and Embedding: Existing Data" in the "Special Features" part of this book; and "Graphs: Importing Excel Charts" in this part of the book.)

NOTE: The terms "chart" and "graph" are used rather loosely and often interchanged, as in bar chart and line graph. Both words refer to a visual presentation of numeric data.

Steps

1. Position the insertion point where you want the chart to appear. Choose Insert, Object to open the Object dialog box. Click the Create New tab and in the Object Type box, select Microsoft Graph 97 Chart. Float Over Text is the default. If you prefer, click Display as Icon. Choose OK.

2. Microsoft Graph opens showing a datasheet with sample data in it. This overlays your Word document which now displays a graph of that sample data at the insertion point. It is surrounded by a box with eight handles indicating it is selected. At the same time, the Microsoft Graph Standard and Formatting toolbars appear at the top of your document window.

3. Click in the cells of the datasheet or use the Tab key to navigate from cell to cell, entering data to suit your needs. Click the various buttons in the Microsoft Graph toolbar to change Chart Type, orientation of data to display By Row or By Column (notice the icons in rows or columns of the datasheet indicate which choice is applied), or format highlighted text. Changes are reflected in the graph on your document.

4. When you are satisfied with the data entry and visual choices, click outside the selection rectangle of the chart in your document to close the datasheet, return to your document, and deselect the chart.

5. To edit the chart, double-click the chart in your Word document. The Microsoft Graph datasheet reopens and you can revise anything you want.

(See also "Graphs: Microsoft Graph Toolbars.")

Graphs: Microsoft Graph Toolbars

Many of the options available in Microsoft Graph menus are also available through the toolbars. When you open Microsoft Graph, the Word Standard and Formatting toolbars change to Microsoft Graph toolbars. The choices on the toolbars apply only to Microsoft Graph. In the toolbars, there are options for revising the formatting of text, numbers, and objects in your chart. You can also change chart types, import data, and get Help, among other things, by using the toolbars.

Steps

1. Position the insertion point where you want a chart to appear. Choose Insert, Object to open the Object dialog box. Click the Create New tab and in the Object Type box, select Microsoft Graph 97 Chart. Choose OK.

2. At the top of the window is the Microsoft Graph Standard toolbar. As you move your pointer over each button, a ScreenTip appears with the name of the button. Most are self-explanatory.

3. The Chart Objects drop-down menu is particularly clever. Move your pointer over the chart on-screen. More ScreenTips pop out identifying components of the chart. Click a component and the Chart Objects drop-down menu displays its name indicating that you can modify that component. When you click something that can be formatted using the Formatting toolbar, it becomes active.

4. In the Formatting toolbar, you have options for changing font attributes and for formatting numbers, as well as buttons to angle text. Buttons are active only when you click a chart component that can be affected by the button.

5. When you click a chart component, you can apply multiple attributes to it by clicking more than one of the active buttons.

Graphs: Rotating

If you chose a 3-D style for your graph, you can rotate it to change perspective. Rotating works only in 3-D charts. You rotate after your 3-D chart is inserted in the Word document. (See also " Graphs: Microsoft Graph 97 Chart.")

Steps

1. Double-click the graph in your Word document to open Microsoft Graph.

2. Choose Chart, 3-D View. Click the up or down arrows and the rotation arrows, left or right. The preview displays your changes. You can also change Elevation by entering numbers for it and for Rotation.

3. By default, both Auto Scaling and Right Angle Axes are selected and the Height is 100%. If you deselect Auto scaling, you can enter a different percentage in the Height box. If you deselect Right Angle Axes, two more arrows appear to change Perspective. You can also change Height.

4. Click the Apply button to see your choices in the preview box and on the Word Document. Click Default to undo all revisions and return the graph to the position it was in when you started.

5. When you are satisfied, choose OK to close the dialog box and click the Word document to exit Microsoft Graph.

Lines and Fills: Adding

In addition to simply drawing lines as part of a picture, you may want stand-alone lines as accents in your documents. Most graphics, unless designed otherwise, are imported with no border. You can create one using the Line tool.

TIP: You can add lines on one or more sides using the Line tool, or on all four sides using the Rectangle tool.

Steps

1. Choose View, Toolbars, Drawing to open the Drawing toolbar and click the Line tool button.

2. Drag to create a line. Two square handles indicate it is selected. You can move these handles to resize the line or reposition an endpoint.

3. Use the Line Color button to color the line, the Line Style button to select a line width, the Dash Style button for various broken lines, and the Arrow Style button to add fancy end caps to lines. You can also use the Shadow button. If you use the 3-D button, the line becomes a rectangular parallelogram of varying dimensions based on which 3-D option you select and how thick the line is.

4. When you are finished designing the line, click outside it to deselect it.

5. To edit your line, click it and reuse any of the buttons mentioned in Step 3.

Media Player

Media Player is an editing device for video movies. The Media Player window has buttons at the top: Play, Stop, and Eject (see Figure 1). These function similarly to a VCR. Next are buttons for returning to a Previous Mark, to Rewind, Fast Forward, and move to the Next Mark. The Start Selection and End Selection buttons are for marking frames to edit. This selection process is similar to highlighting text for editing; and two small buttons, Scroll Backward and Scroll Forward, move the Control Bar slider smoothly and accurately. Below the buttons is the Control Bar slider to select or indicate a position in the series of movie frames. Increments on this slider change according to the choice you make in the Scale menu, Time, Frames, or Tracks (for movies with sound).


Figure 1
The Media Player has its own set of buttons.

When you move the slider, the bar at the bottom of the movie in your Word document shows the elapsed time or frame number in seconds.

The Edit, Options command allows you to loop a movie, that is, play the movie endlessly.

Steps

1. Click the icon or graphic representing your movie. Choose Edit, Video Clip Object, Edit to open Media Player.

2. Perform the edits you want. Choose File, Versions to back up along the editing trail, or to save several versions based on the same file as well as Automatically save a version on close.

bTo close Media Player and return to the Word document, click the document window.

Move Object: Using Drag and Drop

Drag and drop is best used when the place you want to reposition an object is in view on your screen. If the destination is out of view, it is better to use cut and paste. (See also "Copying, Cutting, Pasting: Graphics.")

You can move objects from one document to another in the same program or from Word to a different program, leaving the original intact. Both documents must be open and visible. Then use the following drag-and-drop steps. (See also "Dragging: Data Between Programs" in the "Special Features" part of this book.)

Steps

1. Click and hold down the right mouse button on the object. Shift+click to select multiple objects.

2. Drag and drop the selection into its new location.

Patterns: Applying

Word has 48 patterns comprised of two colors. You can apply a pattern to any drawn shape or line. Use any of the colors in the color palettes or mix custom colors for a pattern. (See also "Custom Color: Creating.")

Steps

1. Draw or click the object you want to have a pattern. Choose View, Toolbars, Drawing to open the Drawing toolbar.

2. Click the drop-down arrow beside the Fill Color button and select Fill Effects at the bottom of the color palette.

3. Click the Pattern tab at the top of the Fill Effects dialog box and select a color for the Foreground and Background. Your color choices are applied to all the patterns in the Pattern box. Click the pattern you want and then click the OK button.

Photo Editor: Editing a Scanned Image

If you do not have a scanned image in your Word document, information in this task is of no use to you. To use Photo Editor for editing an image, you need a scanned image inserted in your Word document. Some file types cannot be edited, for example, black and white line drawings.

Word has tools in the Picture toolbar for working with photographic images (see Figure 2). When you insert a scanned image, the Draw and Picture toolbars automatically open.

The Image control button drop-down menu has controls for converting an image to Grayscale, Black & White, for using the image as a Watermark under text in a Word document, and buttons for More Contrast, Less Contrast, More Brightness, and Less Brightness. In addition, you can remove a perimeter of an image using the Crop button, or run text around the image with the Text Wrapping button. You access many of these same controls using the Format Picture button. (See also "Photo Editor: Scan Tool" and "Photo Editor: Inserting Scanned Images.")



Figure 2
The Picture toolbar opens when you insert a picture or scanned image.

It helps to have a fast computer when working with scanned images. Photographic images, even those saved in highly compressed formats such as GIFF and JPEG, require lots of processing. It took over two minutes to open a 58K GIF on a 486/33N with 20M of RAM, and more than four minutes to open in the Photo Editor window when the image was double-clicked!

TIP: You can resize an inserted scan using the resize pointer at the corner of the image to maintain its proportions.

Steps

1. Insert the photo image in your Word document and double-click it to open the Photo Editor application displaying the image. Choose View, Edit Picture to open the toolbar. It has two buttons: one to Reset Picture Boundary and the other to Close Picture.

2. Use the Picture toolbar buttons to convert the image to Grayscale, Black & White, or a Watermark. Click the More Contrast or Less Contrast buttons to adjust the difference between light and dark areas. Click the More Brightness or Less Brightness buttons to adjust the lightness or darkness of the image. To remove part of the image from any edge, use the Crop button. Run text around the image with the Text Wrapping button. Lastly, you access many of these same controls using the Format Picture button.

3. When your edits are completed, click the Close Picture button on the Edit Picture toolbar to return to your Word document.

Photo Editor: Effects Menu

(See "Photo Editor: Scan Tool" and "Photo Editor: Inserting Scanned Images" before you complete this task.) You begin with a scanned image, color or black and white. You can use Photo Editor to apply special effects to an image to give it the appearance of a different medium or to retouch an image. These effects include: Sharpen, Soften, Negative, Despeckle, Posterize, Edge, Chalk and Charcoal, Emboss, Graphic Pen, Notepaper, Watercolor, Stained Glass, Stamp, or Texturizer. The best approach to using these menu choices is experimentation. Many of these have a preview box for viewing effects before you apply them.

NOTE: If you make a mistake or want to remove an effect, click the Undo button in the toolbar.

Steps

1. With a scanned image in Photo Editor and a selection rectangle active, select one of the Effects menu commands.

2. If you make an error, click the Undo button. When you are finished, choose OK.

3. To return to your document and insert the image, click the Word document.

Photo Editor: Image Balance Tool

This tool gives you controls for brightness, the difference between light and dark areas; contrast, the lightness or darkness of the image; and Gamma, the background contrast.

Steps

1. With a scanned image in the Photo Editor window, click the Image Balance tool to open the Balance dialog box.

2. Adjust the Brightness, Contrast, and Gamma sliders to suit and choose OK.

Photo Editor: Image Menu

(See "Photo Editor: Image Balance Tool" and "Photo Editor: Rotate Tool" before you complete this task.) The Image menu lets you crop an image (eliminating from the edges of it), resize the image, change its dimensions, rotate it, manually adjust the balance of brightness, contrast, and gamma, or apply AutoBalance.

Steps

1. With a scanned image in the Photo Editor window, choose Image, and one of the commands listed such as Crop-, Resize, Rotate, Balance, or AutoBalance.

2. For those commands that produce a dialog box, select options and preview your choices. When you are satisfied with the image, choose OK.

Photo Editor: Inserting Scanned Images

You must have scanning software and a scanner to use this capability. The scanner must be turned on before you boot up your computer in order for Word's Photo Editor to recog- nize it.

Steps

1. Choose Insert, Object; then select Microsoft Photo Editor 3.0 Scan in the Object Type list.


2.Photo Editor opens and starts your scanning software. When your scan is complete, the image appears in the Photo Editor window.

3. Click the Word document or choose File, Exit and Return to Document to close Photo Editor and return to your Word document.

Photo Editor: Rotate Tool

The Rotate tool on the Photo Editor Standard toolbar changes the orientation of your scanned image. (See "Photo Editor: Inserting Scanned Images" before you complete this task.)

Steps

1. With a scanned image in the Photo Editor window, click the Rotate button to turn the image 90 degrees.


2.Click the Rotate button repeatedly to continue rotating the image.

Photo Editor: Scan Tool

(See "Photo Editor: Inserting Scanned Images" before you complete this task.) The Scan tool initiates the scanning process and places the image in Photo Editor. The scanner must be turned on before you boot up your computer in order for Photo Editor to recognize it.

Steps

1. With Photo Editor open, click the Scan button.

2. Follow the instructions that came with your scanner.

Photo Editor: Select Tool

(See "Photo Editor: Scan Tool" before you complete this task.) The Select tool is used to define an area of the image that will be affected when you apply choices from the Effects menu. You can select the entire image or any part of the image.

Steps

1. With a scanned image in the Photo Editor window, click the Select tool.

2. Move the pointer to the image, hold down the left mouse button, and drag to surround the area of the image you want to edit. The selection rectangle, a moving, dotted line with eight handles, can be resized using any one of the handles. To reposition the selection rectangle, place the pointer inside the rectangle, hold down the left mouse button, and drag to a new position.

3. Apply any of the adjustments available in the Effects menu: Sharpen, Soften, Negative, Despeckle, Posterize, Edge, Chalk and Charcoal, Emboss, Graphic Pen, Notepaper, Watercolor, Stained Glass, Stamp, or Texturizer. You can apply multiple effects to a selection.

4. When you are finished applying effects, click the Selection tool to deactivate it.

(See also "Photo Editor: Effects Menu.")

Photo Editor: Set Transparent Color Tool

(See "Photo Editor: Scan Tool" and "Photo Editor: Inserting Scanned Images" before you complete this task.) Use the Set Transparent Color tool to render any color in an image at varying degrees of transparency. There are numerous applications for this feature; for example, less than 100% transparency is an interesting effect when the image will float over text, or completely eliminate a background color from an image.

Steps

1. With a scanned image in the Photo Editor window, click the Set Transparent button and move the pointer into the image area.

2. Click the color you want to revise. The Change Color to Transparent dialog box opens where you set the Color Similarity slider to select colors close (within a percentage) to the one you clicked and Transparency percentage. Click the OK button to close the dialog box.

Photo Editor: Sharpen Tool

(See "Photo Editor: Scan Tool" and "Photo Editor: Inserting Scanned Images" before you complete this task.) Sometimes you have exactly the photo you want, but it is slightly out of focus in some places because the focal length of the lens wasn't correct for the shot. The Sharpen tool selectively removes fuzziness from areas of your scanned image.

Steps

1. With a scanned image in the Photo Editor window, click the Sharpen tool. When you move the pointer over the image, it becomes a pointing hand.

2. Right-click the Sharpen tool in the toolbar to display the Sharpen Brush dialog box. Select a Size for the brush; if you prefer, clear the Solid brush box and set an Edge. The preview box displays the shape of the brush.

3. Set a Pressure; and if you prefer, clear Apply Evenly and set the amount of Feather. Choose OK to close the dialog box.

4. With the tool set, move the hand pointer over the image, hold down the left mouse button, and drag over the areas of the image you want sharpened.

Photo Editor: Smudge Tool

(See also "Photo Editor: Scan Tool," "Photo Editor: Inserting Scanned Images," and "Photo Editor: Editing a Scanned Image" before you complete this task.) If you have areas in a scanned image that you'd like to be less pronounced, you can soften and blend those areas of your image. Use the Smudge tool to "smear" colors as you might blend pastels or charcoal. You adjust the image in Photo Editor.

TIP: Remember, adjusting scanned images is an imprecise art. Experiment and rely on the Undo button to rescue you from unsuccessful efforts.

Steps

1. With a scanned image in the Photo Editor window, click the Smudge tool. When you move the pointer over the image, it becomes a pointing hand.

2. Right-click the Smudge tool in the toolbar to display the Smudge Brush dialog box. Select a Size for the brush; if you prefer, clear the Solid Brush box and set an Edge. The preview box displays the shape of the brush.

3. Set a Pressure; and, if you prefer, clear Apply Evenly and set the amount of Feather. Choose OK to close the dialog box.


4.With the tool set, move the hand pointer over the image, hold down the left mouse button, and drag over the areas of the image you want smudged.

Photo Editor: Zooming In or Out

(See "Photo Editor: Sharpen Tool" and "Photo Editor: Smudge Tool" before you complete this task.) When you work with a scanned image by choosing Insert, Object, and selecting Microsoft Photo Editor, there is a set of tools in the Standard toolbar to manipulate the image. One of the tools is a magnifying glass. Another is a Zoom Control drop-down menu of percentages.

The Zoom tool allows you to view portions of your image in various magnifications and reductions from 1,600% down to 10%. You may want to zoom in to determine what kind of editing techniques you want to use.

Steps

1. With a scanned image in the Photo Editor window, click the Zoom tool in the Microsoft Photo Editor Standard toolbar. When the pointer is moved over the image, it becomes a magnifying glass with a plus sign in it.

2. Click the tool on the image to zoom in on the image. Shift+click to zoom out, reducing the image size on-screen. Each click doubles the magnification or reduction.

3. You can also zoom using the Zoom control. Click the drop-down arrow and select a percentage view.

Pictures: Captions

(See "Clip Art: Inserting" and "Pictures: Inserting" before you complete this task.) In newsletters, brochures, and many other documents, you might need to identify or explain an image you have inserted. This calls for a caption. Captions can be positioned and numbered, if necessary.

Steps

1. In your Word document, click the image to be captioned. Choose Insert, Caption.

2. When the dialog box opens, click in the Caption text box and type the words you want accompanying the image.


3.Select a Label from the drop-down menu or click New Label. Click Numbering to apply sequencing and select a Position from its drop-down menu, then choose OK.

Pictures: Converting Format Permanently

While an image is in Photo Editor, choose Save As and select a format from the drop-down menu in the Save dialog box.

You can edit pictures created in another application even if you don't have the application. Often you must convert the file to a different format, though. Word's picture-editing capabilities convert graphic images to many, but not all, formats of pictures.

TIP: The Word Help files have a complete list of formats Word can read. Use the Find tab and enter Photo in the text box, then type the word you want to find.

Steps

1. Click the inserted image in a Word document. Eight handles indicate it is selected. Choose Edit, Picture Object, Convert. The Object name changes to reflect the type of image selected.

2. In the Convert dialog box, the present format of the image is displayed after the words Current type at the top of the dialog box. Select one of the formats listed in the Convert To list box.

3. Leave the check mark beside Float Over Text or clear it. Click Display as Icon or leave it clear according to your preference. Choose OK.

Pictures: Converting Format Temporarily

While an image is in Photo Editor, choose Save As and select a format from the drop-down menu in the Save dialog box.

You can edit pictures created in another application even if you don't have the application. Often you must convert the file to a different format, though. Word's picture-editing capabilities convert graphic images to many, but not all, formats of pictures.

TIP: The Word Help files have a complete list of formats Word can read. Use the Find tab and enter Photo in the text box, then type the word you want to find.

You can temporarily work with an image in a format different from the one it is saved in without converting it permanently.

Steps

1. Click the inserted image in a Word document. Eight handles indicate it is selected. Choose Edit, Picture Object, Convert. The Object name changes to reflect the type of image selected.

2. In the Convert dialog box, the present format of the image is displayed after the words Current type at the top of the dialog box. Select Activate As, then one of the formats listed in the Convert To list box.

3. Leave the check mark beside Float Over Text or clear it. Click Display as Icon or leave it clear according to your preference. Choose OK.

Pictures: Inserting

A picture created in another program can be inserted in a Word document. If the application supports OLE, it is possible to update the inserted image if the original image is changed. (See also "Linking and Embedding: Existing Data" in the "Special Features" part of this book.)

Word can read files saved in these formats: Enhanced Metafile (.EMF), Joint Photographic Experts Group (JPEG), Portable Netword Graphics (.PNG), Windows Metafile (.WMF), Windows Bitmap (.BMP, .RLE, .DIB), CorelDRAW (.CDR), Encapsulated PostScript (.EPS), Kodak Photo CD (.PCD), Macintosh PICT (.PCT), Micrografx Designer/Draw (.DRW), PC Paintbrush (.PCX), Tagged Image File Format (.TIF), Targa (.TGA), and WordPerfect Graphics (.WPG).

Some formats require special handling before inserting. The Word Help files have complete information for each format. Use the Find tab and enter Photo in the text box. Type the word you want to find in the Type text box. (See also "Pictures: Converting Format Permanently" and "Pictures: Converting Format Temporarily.")

Steps

1. Position the insertion point in the document where you want the picture to appear. Choose View, Toolbars, Picture to open the Picture toolbar. Click the Insert Picture button.

2. Locate the picture file you want to insert and choose OK.

3. To control text flow around or over the image, use the Text Wrapping button on the Picture toolbar to select Square, Tight, Through, None, or Top and Bottom.

NOTE: Word cannot rotate a picture.

(See also "Clip Art: Inserting.")

Pictures: Layering

(See "Pictures: Inserting" before you complete this task.) Pictures and other objects inserted in a Word document float on a layer above the text. You may prefer, however, to have text run across an image. It is possible to have several layers, one on top of another, and control the order of the layers.

Steps

1. Click an inserted picture and choose View, Toolbars, Drawing to open the Drawing toolbar.

2. Click the Draw button drop-down arrow and choose Order, Bring to Front (to be the top layer), Send to Back (to be the bottom layer), Bring Forward (to move the object one layer up from its present location in the stack of several layers), Send Backward (to move one layer further back than its present location in the stack), and Bring in Front of Text or Send Behind Text (to move the object in relation to whatever layer the text is on).


3.If you need to edit a layered object, click it. While it is selected it comes to the top of all layered objects and text, but returns to its designated layer position when deselected.

Pictures: Showing and Hiding

(See "Pictures: Inserting" before you complete this task.) When a document has many graphics inserted, or a complex image that is many kilobytes in size, scrolling through your document often slows down appreciably. You can speed up scrolling through the document by temporarily hiding the image or images.

Steps

1. Choose Tools, Options and select the View tab.

2. Clear the Drawings option in the Show group and choose OK.

3. To display hidden images, repeat Step 1, click Drawing-s in the Show group, and choose OK.

PowerPoint: Inserting Presentation

Any Word document can include a PowerPoint presentation. The inserted presentation can be independent of, or linked to, the original presentation. Linking allows you to make revisions in the original and reflect those changes in the Word document.

Steps

1. Position the insertion point in your Word document where you want the PowerPoint presentation to appear. Choose Insert, Object to open the Object dialog box. Click the Create from File tab.

2. Float Over Text is the default. If you prefer, click Display as Icon. To link the presentation in the Word document to the original PowerPoint presentation, click Link to File.

3. Browse to locate the presentation file. Choose Insert.

4. The first slide marks the position of the presentation in the Word document.

5. To begin playing the presentation, double-click the slide in the Word document.

Sound: Inserting Files

If your computer is set up to record sounds or if you have prerecorded sound files, these can be placed anywhere in a Word document. Use the sounds to add a spoken comment, a musical punctuation mark, or any other clever audio enhancement to your Word document.(See also "Sound: Recording New.")

Steps

1. Locate and open the sound file you want to insert. Choose Edit, Copy to place a duplicate of the sound file on the Clipboard.

2. Open the Word document you want the sound in, position the pointer where the sound should be, and choose Edit, Paste.

Sound: Moving Files

(See "Sound: Inserting Files," and "Sound: Recording New" before you complete this task.) Sound files, like graphic files, are most often inserted as floating objects so they can easily be moved to a different place in your Word document.

Steps

1. Open the document containing the sound, hold down the left mouse button on the icon, and drag the sound to a new location.


2.You can reposition a sound as often as you like, anywhere in the document.

Sound: Recording New

Sound files are attention grabbers. They can convey information, elicit a smile, or annoy nearby workers. Use them judiciously, but use them. There are sound files available on the World Wide Web.

You must have an audio input device connected to your computer to record sounds.

CAUTION: ot all computers have sound cards. Large sound files take time to load and play, especially on older, slower computers. Slower computers with sound cards also tend to play sound in disconnected spurts.

Steps

1. Position the insertion point where you want the sound icon to appear. Choose Insert, Object to open the Object dialog box. Click the Create New tab and in the Object Type box, select MIDI Sequence if you are equipped for recording music or Wave sound for any sound recording. Float Over Text is the default. A speaker icon is used to indicate a Wave sound file; a keyboard icon represents a MIDI file in your document. Choose OK.


2.If you choose MIDI, follow the instructions for recording that came with your device. If you choose Wave sound, the Sound Recorder window opens ready for you to record the sound you want. In Sound Recorder, you have buttons to Seek to Start, Seek to End, Play, Stop, and Record. In the Effects menu, you can Increase Volume (by 25%), Decrease Volume, Increase Speed (by 100%), Decrease Speed, Add Echo, and Reverse the Sound.

3. When you have listened to and adjusted your recording, click the Word document to insert the sound.

Text: Changing Color

You can change text colors letter-by-letter, word-by-word, or in entire blocks. Only highlighted letters or words are affected when you select a new color. Enter the text in your Word document and then change its color.

Steps

1. Select the text you want to be a different color.

2. Click the Font Color button in the Formatting toolbar and select one of the colors shown in the drop-down menu.

Text: Wrapping

You can wrap text around almost anything: images, text boxes, and charts. If you select something you can't wrap text around, the Wrapping tab in the Format dialog box is unavailable (grayed out). The name of the menu choice and subsequent dialog box changes according to the selected item, but the same dialog box opens for all selections.

Steps

1. Select the item to be wrapped around. Choose Format and, according to the object selected, Picture, Text Box, or Object.


2.In the Format (selection name) dialog box, click the Wrapping tab and click a Wrapping style: Square, Tight, Through, None, Top & Bottom. Under Wrap To, click Both Sides, Left, Right, or Largest Side.

3. In the Distance From Text spin boxes for Top, Bottom, Left, and Right, set the text offset and choose OK.

Textures: Applying

Apply textures such as stucco, straw mat, wood grain, marble, or crumpled paper to almost anything except text. Try adding texture to drawing objects or apply a texture to the data markers in a bar chart. It is common to apply a texture to the background of a Word document you plan to convert to a Web page. Textures, used wisely, create visual variety and appeal. (See "Web Pages: Background Texture" in the "Special Features" part of this book.)

Steps

1. Draw or click the object you want to have a texture. Choose View, Toolbars, Drawing to open the Drawing toolbar.


2.Click the drop-down arrow beside the Fill Color button, and select Fill Effects at the bottom of the color palette.


3.Click the Texture tab at the top of the Fill Effects dialog box and select one of the 24 available designs under Texture. Or, click Other Texture and select a file. Your color choice appears in the Sample box. Choose OK to apply the texture.

Video: Using Clip Gallery

Word has 20 video clips to insert from the Clip Gallery. If you have video files, you can also insert them from the Clip Gallery by clicking the Import Clips button or Create from File in the Objects dialog box.

NOTE: The words "video" and "movie" are used interchangeably. Both refer to the same thing: a recorded, moving series of images, often, but not necessarily, including sound.

Steps

1. Position the insertion point in the document where you want the movie to appear. Choose Insert, Object. In the Object dialog box, click the Create New tab and select Microsoft Clip Gallery to open the Clip Gallery dialog box.

2. Leave Float Over Text selected or clear it, and leave Display as Icon cleared or select it. Accept the icon displayed below or click Change Icon to locate a different one. Choose OK.

3. In the Microsoft Clip Gallery dialog box, click the Videos tab and scroll through the movies. When you find one you like, click the Play button to see it in action. If it suits, click the Insert button.

4. To play the video in your document, double-click it or the icon representing it.

WordArt: Creating Objects

The process of creating and inserting WordArt has changed in Word 97. Now there is an entire toolbar dedicated to it (see Figure 3).

There are buttons to Insert WordArt, Edit Text, and open the WordArt Gallery. The Format Object button opens the Format WordArt dialog box to select options for Colors and Lines, Size, Position, and Wrapping. The WordArt Shape button is for selecting the shape of text flow. There is a Free Rotate button, a button to set WordArt Same Letter Heights, and another button to toggle text orientation between Vertical and Horizontal. You can adjust the alignment using the WordArt Alignment button to Left Align, Center, Right Align, Word Justify, Letter Justify, or Stretch Justify. Adjust WordArt Character Spacing using this button to choose Very Tight, Tight, Normal, Loose, Very Loose, or a custom percentage amount. Last on the toolbar is a button to Kern Character Pairs.


Figure 3
WordArt allows you to create fancy text in your document.

NOTE: You can also use the Drawing toolbar Insert WordArt button or choose Insert, Picture, WordArt to open the WordArt Gallery.

Steps

1. Position the insertion point where you want WordArt and choose View, Toolbars, WordArt to open the WordArt toolbar.

2. Click the Insert WordArt button to open the WordArt Gallery. Click one of the samples under Select a WordArt Style and choose OK.

3. In the Edit WordArt Text dialog box, select the Font and a Size by clicking the drop-down arrows. Click the Bold or Italic button if you want either or both attributes applied.

4. Type the words in the text box below Text. If you make a mistake or want to edit your words, select the text and replace as necessary. Or, you can change font and size after typing your words.

5.When you are satisfied with your selections, choose OK

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