Teach Yourself Microsoft Word. Topic 4 Images, Document Properties and Manipulating Text

Transcription

1 Teach Yourself Microsoft Word Topic 4 Images, Document Properties and Manipulating Text In this lesson, you will revise last week s work, insert and manipulate images in a document and investigate Microsoft Word document properties. You will then use copy, cut, paste, drag-and-drop, and the MS Office Clipboard. Images MS Word can incorporate various types of graphics into a document including graphics from the internet, those created in other applications including vector graphics (scalable images that will not pixelate when you stretch them), drawings, and any type of graphic stored on your computer. If you have MS Office 365, then you can even insert scalable 3D models which you can rotate 360 horizontally and vertically. Inserting Images To insert an image, follow these steps: Step 2/ Click in your document at the spot where you want to insert your image. Click on the Insert tab in the ribbon: Step 3/ a. If you wish to insert an image from your computer: i. Click on the button. This opens the Insert Picture dialog box shown on the right: ii. Navigate your way to your image using the folder structure on the left or by clicking down through the folders on the right side. iii. Once you have found your image, either double-click on it or click on the Insert button. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 1

2 b. If you wish to insert an image from the internet using the Microsoft Bing search engine: i. Click on the button. This opens the Online Pictures dialog box shown on the right. (Your version of MS Word may be different to mine however the steps are the same.) Search box ii. Click in the Search box:. iii. Type a keyword that describes the type of image you are after. iv. Press the Enter key. v. Use the scroll bar to move down or up through the images until you see one that you would like to use. vi. Either click on the image and then click on the Insert button, or double-click on the image. 1. Type what you are looking for here. 2. Use the scroll bar to move up/down to look for an image you like. 3. Click on the image that you want to use. 4. Click on the Insert button. Step 4/ After you have inserted your image you may wish to enlarge or reduce it in size. (See below for instructions on how to do this). C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 2

3 Open a new MS Word document. Insert a picture of a Jack Russell puppy following the steps above. Deleting Images To delete an image from a MS Word document: Click on the image that you want to delete. You will see a border around your image. Step 2/ Press the Delete key. Resizing Images Often when you insert images from the internet or elsewhere, the images are too big and occasionally too small. Your images can be resized by following the following steps: Click on the image to select it. You will see a selection border around your image. You will see that the selection border has a set of eight small circles (or squares in earlier versions of MS Word). These small circles are referred to as handles. The handles appear on each corner and halfway along each side of the border. These handles are used to resize the image. Step 2/ You resize the image by dragging the appropriate handle with your mouse left button. When you move your mouse pointer over a handle, the mouse pointer changes to a double-headed arrow:,,, or. At this spot you can start to drag the handle to resize your image. If you hold down the Shift key whilst you are dragging a handle, then the image width and height will stay in proportion to each other. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 3

4 Click on your Jack Russell puppy image to select it. Move the mouse over any one of your eight handles. Notice that the mouse pointer changes to a double-headed arrow:,,, or. Resize the image of your Jack Russell puppy by dragging towards the centre of the image to make it smaller. (If you want to make your image bigger then you drag away from the centre of the image.) Click on your document away from your image to deselect your image. Note: If you enlarge an image too much it may become pixelated. Question 1. When we say that an image is pixelated, what do we mean? Cropping Images When you crop an image, you are removing a part of the image from one or more of the edges. You would do this when there are parts of the image that you do not want to have in your MS Word document. To crop an image, follow these steps: Step 2/ Click on the image to select it. Notice that the Format Tools - Format ribbon appears. Click on the Format tab to see the ribbon which is shown below: Step 3/ From the Format tab s Size group, click on the button. Step 4/ Eight cropping handles will appear on the sides and corners of your image. Click and drag any cropping handle to crop the image to the part of the image that you want to focus on. Because the cropping handles are near the resizing handles, be careful not to drag a resizing handle by mistake. The four corner cropping handles crop two sides at once. Cropping handles C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 4

5 Step 5/ Click on the Crop button again and your image will be cropped. In the image shown above, I wanted to get rid of the hose so I cropped from the left side and from the bottom side. The resulting cropped version of my image is shown on the right: Crop your Jack Russell puppy image so that the puppy fills the entire image space. Make your puppy image larger. Text Wrapping and Moving Images When you insert an image into a MS Word document, you may find it difficult to move the image to exactly where you want it to be. You may need to change the text wrapping setting if you want to move the image freely, or if you just want the text to wrap around the image in a more natural way. To set the text wrapping and move an image, follow these steps: Step 2/ Click on the image to select it. Notice that the Format Tools - Format ribbon appears. Click on the Format tab. Step 3/ From the Format tab s Arrange group, click on the button. Step 4/ Step 5/ Step 6/ Choose Square as shown on the right: Click in the middle of the image and you will see a small four-headed arrow: Hold your left mouse button down and drag the image to where you want it to go. Step 7/ You can also rotate your image if you wish by clicking on, hold your left mouse button down and drag your mouse in a circle. Let go when you are happy with the result. Set the text wrapping of your puppy image to Square. Move your image to another spot on your page. Rotate your image 45. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 5

6 Add the following text to your document: Terrier Picnic Bring your Jack Russell and Fox Terrier dogs to TA Cochran s Reserve dog park, Collier St, South Preston at 2:00pm on Sunday August 27 th and meet some fellow Terrier lovers! Delicious treats will be provided for both humans and our furry friends. There will be loads of tennis balls, Frisbees, rope tugs and other toys for the Terriers to enjoy as well as a Terrier tunnel. Terrier racing will be held from 3:00pm. Loads of prizes. Come join in the fun. A free event sponsored by: The Bridge Community Education Centre, Preston & Thornbury Change the font and font size of both the heading and paragraphs of text to something that looks good to you. Set the font colour of the last line to blue and highlighted yellow as shown above. Include your puppy image somewhere along one side of the text. Add five or more Jack Russell or Fox Terrier images from the Internet to the page. Resize your images if necessary. Set the text wrapping on each of your images to square. Figure out how to add photo borders around all your images as shown on the right: Overlap some of your puppy images as shown on the right: You might like to add space between paragraphs by adding extra blank lines in your document. Save your work naming it: Task 4a Print out your document. Show your masterpiece to Mr Kruyer. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 6

7 Paper Size When you first open an MS Word document in Australia, the paper size is automatically set to the ISO metric standard paper size of A4 paper. This is true for countries that use ISO standards but not all counties use metric measurements. In some countries, including USA, Canada and Mexico, they use what is called Letter size. Letter size paper is slightly longer and a little bit thinner than A4 paper. If you want to change your paper size: Click on the Layout ribbon. Step 2/ Click on the Size button in the Page Setup group. Step 3/ Choose the size you want to use. Some people have printers that can print onto A3 sized paper (twice the size of A4 doubled along the long side) and so might want to choose A3 paper but most people wanting to print to a larger size would have to send/take their document to a professional printer to print out larger sized documents. Some people like to produce their own smaller documents such as greeting cards which could be printed on to A5 sized paper (A5 = A4 folded in half) or printed on A4 paper but then sliced in half. Similarly, this can be done with A6 sized documents (A5 folded in half). Many regular A4 printers can handle printing onto smaller sized paper. Paper Orientation Paper can be oriented in two ways: 1/ Portrait where the short side of the paper is along the top and bottom: 2/ Landscape where the short side of the paper is along the left and right: Portrait Landscape When you open a new document in MS Word, the paper orientation is set to portrait. To change the orientation to landscape: Step 2/ Step 3/ Click on the Layout ribbon. Click on Orientation in the Page Setup group. Choose Landscape. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 7

8 Margins When you first begin a new MS Word document the top, bottom, left and right margins are all set to 2.54 cm. To change the margin settings: Step 2/ Step 3/ Click on the Layout ribbon. Click on the Margins button in the Page Setup group. Choose a margin setting from the menu shown on the right: If you want to set margins that are different from the options listed: Step 4/ Choose Custom Margins at the very bottom of the list to open the dialog box shown below: Step 5/ Step 6/ Enter your desired settings for the Top, Bottom, Left and Right margins. If you wish, you can add Gutter spacing. This is extra spacing along one side of your document to allow for stapling. You have the Gutter position options of Left side or Top side of your document. Notice that once you choose to add a gutter, you will see spiral binding along the edge that you applied it to in the preview: Left gutter Top gutter C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 8

9 Step 7/ If: a. Your document is more than one page long, b. and you have: i. added a gutter on the left or ii. your left and right margins are not the same: then you can choose to Mirror margins (and gutter settings) on your left sided pages to your right sided pages using the Multiple pages drop-down menu as shown on the right: Note: The other options here are 2 pages per sheet or Book fold. Either choice forces your document into landscape orientation with the left half of each sheet of paper dedicated to one page and the right half dedicated to the next. Book fold includes gutter space. Question 2. If you have a multi-page document of more than two pages and you choose Book fold, then the order in which the pages are printed onto your paper may seem a bit strange. Come up with a plausible reason for the strange order of layout of the pages on your printer paper. Step 8/ Next, you have the choice of applying your settings to your Whole document, or from the point that you made the change onwards (This point forward) as shown on the right: Step 9/ Step 10/ If you wish, you could make your Page Setup settings the default setting for all of your future documents by clicking on the Set As Default button. Click on OK. Notes: 1/ It is a bad idea to set the left and right margins to anything less than 1 cm because many printers cannot print to the edge. This also makes your lines very difficult to read because they are so long. 2/ Although it is uncommon, you can change the page settings mid-document switching from portrait to landscape or vice versa, or setting a new margin. If you do have a good reason for doing this: a. Click on the Layout ribbon. b. Click on the tiny Page Setup dialog box in the bottom-right of the Page Setup group as shown on the right: c. Click on the appropriate tab: Margins, Paper, Layout. d. Make your changes. e. Choose This point forward from the Apply to: drop-down menu. f. Click on OK. In the following exercise you will adjust margins and paper size within a supplied document. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 9

10 Skills Check 4b 1. Open the Skills check 4b document from my website. 2. Immediately save Skills-check-4b.docx to your network server space here at this neighbourhood house. 3. Look through the entire document noting where the Einstein image is currently placed in the text. 4. Show all hidden formatting symbols by clicking on the Show/Hide pilcrow button. 5. Fully justify everything using the two keyboard shortcuts: highlight all and then justify. 6. Centre, make bold and set size to 16pt for the two headings: a) Thinking with a Borrowed Brain. b) Collected Quotes from Albert Einstein (It is placed just after the image). 7. Alter all margins for the entire document to 1 cm. The previous step may move the picture of Einstein. To move it back to just before the second heading: 8. Scroll down to the image. 9. Click on it and keep holding down the left mouse button to keep the image active. 10. Drag it up a bit so that it sits between the two empty lines as indicated by the pilcrow symbols. This will require a bit of trial and error as it can be tricky. Tip: When doing this, it is sometimes helpful to reduce the magnification of the document to about 80 or 90% (this depends on your monitor s size) so that you can see both pages and your entire image easily. 11. Scroll to the bottom of the first page and place your insertion bar after the full-stop at the end of busy doing something else From this point forward, change the page orientation from portrait to landscape. 13. If you see a blank page as page 2, then delete the pilcrow mark on that blank page by clicking on it and pressing the Delete key. You should now be able to see all of your image on the second page. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 10

11 14. Scroll down to the start of your second heading. Your document at this point should look like that shown on the right: 15. If you have a pilcrow symbol just before your second heading at the start of the third page, as I have (circled in red), then click on the pilcrow symbol and delete it. Your second heading should now be at the top of the third page. 16. Change the page orientation for the third page onwards from landscape to portrait. Your second and third pages should now be orientated differently like that shown on the right: 17. Hide all hidden formatting symbols. 18. Save the changes to your document in your network server space folder. 19. Show your work to Mr Kruyer. Question 3. What do you think the hidden character/text: indicates? C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 11

12 Windows Clipboard Whatever the type of computer operating system that you are using, there is an area within your computer s memory that is used to store the last item that you have either cut out or copied from a document that you are currently working on. Many software applications include cut and copy features and this includes all MS Office applications. This copied or cut out data can then be pasted to somewhere else in that document; or to some other similar documents; and even, depending on application compatibility issues, pasted to other files that are created using completely different types of software applications. The area where copied or cut information is stored is often called a clipboard. (On a Windows based computer this is called the Windows Clipboard.) When you then paste an item, it is taken from this clipboard. If you copy or cut a new item, then it then takes the place of the current stored item and the old item that was stored there is lost. Cut, Copy, Paste To copy something from any Office document to the Windows Clipboard, select/highlight it and then either click on the button which is in the Home ribbon s Clipboard group, or right-click with your mouse and choose, or simply use the keyboard shortcut Ctrl + C. To cut something from any Office document to the Windows Clipboard, select/highlight it and then either click on the button which is in the Home ribbon s Clipboard group, or right-click with your mouse and choose, or simply use the keyboard shortcut Ctrl + X. (Memory tip: The X key looks like scissor blades for cutting.) Question 4. What is the difference between cutting something out of a document and copying something from a document? To paste something from the Windows Clipboard into a document, place the insertion point at the spot where you want to insert the clipboard item and then either click on the button which is in the Home ribbon s Clipboard group, or right-click with your mouse and choose, or simply use the keyboard shortcut Ctrl + V. (Memory tip: The V key is right next to the cut and copy keys.) Open up your Skills-check-4b.docx if you have closed it. Make a copy of the first Einstein quote. Paste the copy of the quote at the very end of the document. Save the change. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 12

13 Drag-and-Drop Some software applications including Microsoft Office applications allow you to highlight a section of a document and then, using your mouse, drag it to another place in your document, or even between two open documents. The four steps for a drag-and-drop are: Select/highlight the section of your document that you want to move. Step 2/ Using your left-mouse button, click down anywhere in the highlighted area. Do not release the left-mouse button. Keep pressing it down. Step 3/ Drag the highlighted section to the desired spot in the document, or even to a spot in another open document. Step 4/ Release the left-mouse button. Highlight the third Einstein quote and drag it to somewhere near the end of the document. Save the change. Office Clipboards Some software applications have their own dedicated clipboards which allow you to store more than just the last item cut or copied and this includes Microsoft Office applications. When you are using Microsoft Office applications you can use the Windows Clipboard as you probably have been using in the past but you can also use the Microsoft Office Clipboard which stores up to 24 clips. The important thing to remember is that this is only available while you are using any MS Office application. Once you close MS Office you only have access to the last clip and all other clips previous to that are lost. To open the Microsoft Office Clipboard: In the Home ribbon s Clipboard group, click on the tiny clipboard launcher button shown circled in red on the right: Note: If you are using Outlook, then the tiny clipboard launcher button only appears when you are writing a new message in a new window. You see the launcher in the Message ribbon s Clipboard group. To paste a single clip from the MS Office clipboard: Place the insertion point at the spot where you want to insert the MS Office clipboard item. Step 2/ Do one of the following: Click on the item in the MS Office clipboard. Move your mouse cursor over the item that you want to insert and then click on the item s down-arrow. Next click on Paste as shown here: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 13

14 To paste all clips from the MS Office clipboard: Place the insertion point at the spot where you want to insert all the MS Office clipboard items. Step 2/ Click on the Paste All button. To delete clips from the MS Office clipboard: Do one of the following: Click on the item in the MS Office clipboard. Move your mouse cursor over the item that you want to delete, then click on the item s down-arrow and finally click on Delete as shown here: To delete all of the items that are currently in your MS Office clipboard, click on the Clear All button. To set the clipboard options: If you have closed the MS Office clipboard, then open it again. Step 2/ Click on the Options button at the bottom. Step 3/ Now you see five options each of which you can set. Details are given below: Show Office Clipboard Automatically: Automatically display the MS Office Clipboard when you copy or cut. Show Office Clipboard When Ctrl+C Pressed Twice: Display the MS Office Clipboard when you use the keyboard shortcut Ctrl + C twice fast. Collect Without Showing Office Clipboard: Copied or cut items are added to the MS Office Clipboard without opening the clipboard. Show Office Clipboard Icon on Taskbar: Add a system tray icon: for the MS Office Clipboard when it is active. This tell you how many items are saved in the MS Office Clipboard when your mouse hovers over it. Show Status Near Taskbar When Copying: A status message appears when a new item is added to the MS Office Clipboard. Turn on the first and last two MS Office Clipboard options as listed above. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 14

15 Skills Check 4c 1. Open Skills-check-4b.docx if you have closed it. 2. Make sure the MS Office Clipboard is showing. 3. Add four of your favourite Einstein quotes from Skills-check-4a.docx to the MS Office Clipboard. 4. Create a new MS Word document. 5. Set all margins to 2cm. 6. Create a centred heading exactly as shown on the right: My Favourite Einstein Quotes 7. Copy each of your four quotes under your heading using your four clips in the MS Office Clipboard. 8. Save your file naming it Skills-check-4c.docx Next week we move to our other course topic: Microsoft Excel. Have you backed up all of your work at the end of this lesson to your USB thumb drive? Have you been saving your work to your network server space every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All questions and exercises from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task4\TYMSWord4.docx Page 15