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Welcome to Microsoft Word Chapter 3.
In this chapter we will focus on the
abilities word has to enhance your documents. We will go through nine major
We will cover 9 objectives, the first
five are: Object Linking and Embedding, Clip Art, Picture Formatting, Word Art
and Word and the Internet.
Additionally we will cover, Hyperlinks
and HTML Files, The Drawing Toolbar, Footnotes and Endnotes, and Wizards and
templates. No on to the material.
In this section we will discuss the
functions in Word which allow you to create compound document. Adding pictures
and other images can help your document stand out from the crowd.
Object linking and embedding is a
technology which allows a group of linked computer programs to share date or
information. It is very useful in the
real world, and is utilized quite often.
You may even be using OLE without even realizing it!
OLE is very useful for creating a
compound document. It can be used to
import a clip art picture from the Microsoft clip art gallery, or to create a
headline using Microsoft Word Art. OLE
is especially useful in a business environment. Many times it is used when preparing documents
which are part of a proposal. If you
are drawing up a proposal, and would like to include a graph of statistics
with your document, Object Linking and Embedding, or OLE allows you to do
this. You would create the graph in
Microsoft Excel, and then insert the saved file in your Microsoft Word
A document containing data which is
received from several different programs via Object Linking and Embedding is
known as a compound document. Similar
to Object Linking and Embedding, Compound Documents are found quite frequently
in the office environment. This is due
to the fact that compound documents are created with the help of OLE.
When creating a compound
document, the document starts in many different pieces. It is only for the final result that each
component of the document is combined to form the compound document. For example, when creating a proposal, an
employee may create a Word document detailing their plans. However, they may have done some preliminary
research and gathered some statistics that they would like to include. In this case, the employee will likely
create a graph of those statistics in Microsoft Excel, and insert it into the Microsoft
Word document via Object Linking and Embedding. After the graph is added to the Word
document, it would now be considered to be a compound document.
Question- To insert a saved picture from
a website, you should use text wrap. True/ False
Answer- False, you can use object
linking, specifically the Insert Picture command.
Now that we have set the groundwork with
the explanation of compound documents, we will continue with how you can use
word to create them. This lesson will focus on how you can add clip art to
create compound documents.
The Microsoft Clip Gallery contains a
wide variety of media to choose from.
The clip gallery is also conveniently available from every Microsoft
Office program. The Microsoft Clip Gallery contains a wide variety of media to
choose from, including clip art, sound files, as well as motion clips. You are sure to find an item for every
occasion. The images are broken down
into different categories by their grouping (ex. Picture of a lion would be
under animal), or the type of object. You can find the clip art gallery by
selecting the Insert menu, choosing picture, and clicking Clip Art.
One main way to insert clip art is to
use the Insert Picture function. In order
to Insert a picture, click insert on the toolbar and move the mouse down to
picture. Then select clip art. There is another way of inserting clip art,
but generally, most people find this method to be the easiest.
An additional way to insert clip art is
to use the Insert Object function. In order to insert clip art using this
function, you should click insert on the toolbar and move the mouse down to
the object. A suggestion, if you are a first time user the Insert Picture
function may be better. Although it is convenient to know two different ways
to complete the same task, it is far simpler to use the Insert Picture
function over the Insert Object.
either going to insert object or insert picture, the next step is to select an
image which are grouped in categories.
For example, if you are looking for a picture of a lion, you would look
under animals. If you were looking for
a picture of a basketball, you would look under sports. You can select a grouping to browse through.
Once you find an item you like select the image and click insert.
After a picture has been placed
into a document, it can be moved and sized just like any other image you would
work with in windows. This will be covered in a later section.
If you are concerned about accidentally
changing the image’s proportions, hold down the control (ctrl) button. This will prevent the image’s proportions
Question- There is a very limited
variety of images within the Clip Art gallery. True/ False
Answer- False, there are thousands of
images you can access through the clip art gallery either on-line or on your
Moving on to Image Formatting. In this
lesson we will focus on how you edit an image once it is inserted into your
document. We will focus on the text wrap feature include in Word.
The format picture command allows a
person to customize the picture to their specifications. Look under the format
menu and click on picture. There are many different options to choose
As a result, there are numerous
ways to customize your picture to your liking. Some of these options include
contrast adjustment, brightness, cropping and fill or paint tools.
When you send the image from the clip
art gallery to the Word document, a toolbar should appear on the screen. In
the toolbar you should click on the dog shaped button. This will open up the
Text Wrap Menu.
An alternative is to locate the Text
Wrapping option in the draw menu located at the bottom of your document. If
you wish to wrap the text around your picture, you would first select the
picture you would like to the text to wrap around. Next, you should select the
text wrap option. Inside this menu you have is to select how tight to wrap the
text. If you choose tight, that would
mean that there is very little room between the words and the pictures.
One of the most important feature in the
picture menu is the cropping tool. This tool allows you eliminate unwanted
parts of the image to make them fit into your documents. The cropping button
is two black angles across each other. To use it all you do is simply click on
the corner of the image and drag across until you have selected only that which
you want. If you mess up, don’t worry, just go to the Edit menu and select
Question- The print layout command
allows a person to customize the picture to their specifications. True/ False
Answer- The format picture command is
what allows you to change your picture.
In this section, you will learn how to
inert decorative text into your document.
Microsoft Word Art is an application of
Microsoft Office. In addition to adding color and decoration, it gives your
document a dramatic and dynamic by simply modifying the style of the text
through a selection of special effects.
allows you to do a variety of different things to the selected text; Rotate the text in all directions, add
three-dimensional effects, display the text vertically down
the page, or shade, slant, arch and shadow the
All you have to basically do is choose a style for the text from the
in the Word Art dialog box, and enter the text you wish to modify using font style, size
and color and click OK
you’re in Microsoft Word, click INSERT on the menu bar, choose PICTURE and then WORDART… from the box that appears as
shown above. One this is done, the menu will
The Word Art Gallery box will appear where you choose the style you want. The above picture is an
example of the Word Art Gallery Box.
Click on the desired square then click OK. You can edit the color of the text after you enter it.
Where “Your Text Here” is highlighted,
type the text that you want to display in Word Art and click OK. Then, use the
boxes that appear surrounding the text to change the size and location of the
The toolbar can be used to make any
further modifications to your text. The following slide will discuss options
included on the toolbar.
options included on the toolbar are to insert more word art, edit the text, format the text, give it a different shape, rotate it
yourself, change the text wrapping, make the
letters the same height, make it vertical or horizontal,
align it differently and change the spacing of the characters.
Word Art can be fun and make your
document stand out at the same time.
You can change the size of your Word Art box by using the mouse to drag out the sides out using the tiny squares that
surround the box. True/ False
Answer- True, this is in fact how you
change the size of your pictures.
In this section, you will learn about
the Internet and the World Wide Web and how to incorporate it’s resources into
your Word documents.
In this section we will discuss the importance of the
internet and Microsoft
Word’s internet abilities
The internet and the world wide web have
totally changed how people communicate. It has eliminated distance barriers
between people around the world. The Web has created opportunities for people
all over the world to exchange information freely.
The Internet is made
up of many computers all over the world. These computers are linked to help
The World Wide Web is generally referred
as “the Web” and allows the entire world to quickly and easily interact with
each other. It consists of the computers that store web pages or HTML documents.
The world wide web is only a small part
of the Internet. The web and HTML were created to make a uniform system which
people could communicate. The Hyper Text Markup Language was originally the
only way to create web pages. Later we will discuss how you can use word to
create HTML Web pages.
contain references to hyperlinks to other web pages, which connect you to computers all over the world. You can simply
click on link after link to go from one
document to the next instantly
. These will be discussed in the next
download resources from a web page to include in your document. Any picture on the web can be saved and inserted
into your Word document through simple step by
a picture from the internet into your Word Document, go to the Internet and find the picture you want to include off of a
Web page. Then point to the picture that you
chose and right click it to display a short cut
menu, then click the “SAVE PICTURE AS” command.
must give your picture a name. Remember this! Do not choose to change the file type. Click save.
Go back to your word document. Pull down the VIEW menu and
choose PRINT LAYOUT.
step is to pull down the INSERT menu and click PICTURE then choose FROM FILE. Use the drop-down arrow to choose
the folder where you saved your picture.
Choose what you named your picture then click INSERT. It’s
There are several last things you must
do to finalize your picture and make the insertion complete. To move the picture to where you want it in your document, click on it and drag it. To stretch or
shrink it, point on the smaller boxes surrounding
your picture and stretch it to the desired size.
Facts are covered by copyright so it is illegal to use statistical and other data without citing it. True/ False.
Answer False- as long as your data is
cited you can use it in any Office program.
In this section we will discuss
Hyperlinks and how you can use Word to create web pages.
A hyperlink is a reference to another
computers web address. This allows for easy, point and click access to
computers connected all over the world. Hyperlinks assist users in easy access
to otherwise complex connections.
In order to insert a hyperlink, you must
first locate the address for which you would like to create a link. This can
be accomplished by going on to the Internet and searching for sites related to
your topic. Next you should highlight the phrase which you would want to link.
Once you have located the site you would
like to link, return to the Word document and highlight the phrase for which
you are creating the link. Next, pull down the insert menu and select
After you select hyperlink a menu will
pop up. In this menu type or paste the web site you are linking to. After
completing this click “OK”. The next slide continues the illustration.
These are screenshots which show the
steps in this process. Depending on your operating system, your view may be
Once you have completed the file, save
it as you normally would. Next go to the file menu and select “Save As”. In
this menu, go to the pull down menu located on the bottom and click where it
says “Word Document” or “.doc”. Choose “Web Page” or “.html”. Then click the save
button and you document will now be an HTML version of you word document. See
the following slides for screen shots.
Here are a few screen shots explaining
the previous slide.
Question- What is the first step in adding a hyperlink?
Answers-Locate the site which you are linking
Select insert, hyperlink
Select file, save as
Answer- Locate the site which you are
linking, you must before anything go on the web an locate the site. Without
the URL you can’t create a hyperlink.
You may wonder if you can draw in
Microsoft Word. In this section we will discuss the Drawing Toolbar, the
device which allows for simple drawings.
Draw is made easy with the Drawing
Toolbar. You can draw simple shapes to
help take your document from satisfactory to terrific. The best part is you
don’t even need to be able to draw.
In word, there are several different
types of drawings. Some of them include, lines, different shapes, callouts and
banners. There are numerous creative possibilities in the drawing menu.
To activate the drawing menu you must
select the “View” menu, select “Toolbars”, and choose “Drawing”. A menu will
pop up on the bottom of the document.
The drawing menu, on the bottom of your
screen will have the various option from which you can choose. The basic
choices are “Draw”, “Auto Shapes” and various line creation tools.
From the drawing menu, click on the
line. Next, click on your document where you would like the line to begin.
Hold the mouse button down until you reach the location where you would like
the line to end.
To create a callout, you must first
click the callout button from the drawing menu. After the button is selected,
click on your document where you would like you callout or banner to be
located. After creating the banner, type your text into the textbox inside the
Question- What key must you hold to create a square or circle
under the auto shapes button?
Answers- Caps Lock
Answer- Shift, the shift key allows you
to create perfect circles and squares.
We shall now begin our discussion of
footnotes and endnotes, which is a very beneficiary tool whenever you find it
necessary to provide references to sources that you found elsewhere.
A footnote allows you to provide
additional information about an item, such as its source. A footnote also always appears at the bottom
of the page, where the reference to the source of information occurs. A footnote is critical to word processing
because it protects you from copyright infringement. A copyright provides legal protection for a written
or artistic work, giving the author exclusive rights to its use and reproduction. However, copyright does not mean that you
cannot quote in your own terms. It
simply indicates the consideration of fair use as long as you are using the
work for educational, nonprofit purposes, or for the purpose of critical
review or commentary.
The Insert Footnote Command inserts a
note into a document, and automatically assigns the next sequential number to
that note. This command can be found in
the Insert menu, as we will discuss in the following slide.
To create a note in your document, you
must position the insertion point wherever you want the reference, and place
your cursor at that exact location.
Next, you must pull down the Insert menu from the toolbar located on
top, and then click on Footnote to display the dialog box as witnessed from
the slide. Next, you simply choose
either the Footnote or Endnote option button to make your reference. A superscript reference is inserted into the
document, and you will be positioned at the bottom of the page for a footnote
or at the end of the document for an endnote, where you then enter the text of
The Options command button in the
Footnote and Endnote dialog box enables you to modify the formatting of either
type of note as shown in the figure on the slide. You can change the numbering format, such as
to Roman Numerals. You also have the
ability to start numbering from a number other than one if you so desire. You can also convert the footnotes to
endnotes or endnotes back to footnotes if you find it necessary to make a
referencing change from your original document. This is done very easily
directly from the Options command button.
The Insert Footnote command adjusts for
last-minute changes, either in your writing or in your professor’s
requirements. It will, for example, renumber
all existing notes to accommodate the addition or deletion of a footnote or
endnote. Existing notes are moved (or
deleted) within a document by moving (deleting) the reference mark rather than
the text of the footnote.
Question- The Insert
Footnote Command has the ability to renumber all existing notes to accommodate the addition or deletion of a
footnote or endnote. True/False
Answer- True, you can renumber all notes
with this command.
Now we shall proceed to our final
objective in the Microsoft Word Chapter 3 section, which explains what Wizards
and Templates are and when their applications come in hand. Thus far, we have
created some interesting documents throughout the text, but in every instance
we have formatted the document entirely on our own. However, through the use of wizards and
templates, we can get a ‘head-start’ on the entire process by avoiding the
cumbersome and slow procedure of formatting our documents, rather than
focusing on the actual content that is to become the focal point of our entire
First, we shall discuss the immediate
and simple use of templates. A template
is a partially completed document that contains formatting, text, and/or
graphics. It is an extremely
user-friendly device that may be as simple in format as a memo or as complex
as the representation of a resume or newsletter. Microsoft Word provides a wide array of templates
for common documents including a resume, agenda, and fax cover sheet. A template is simply a pre-designed
indication of how you would like to strategically organize the various
portions of your document in a systematic, clear, and precise manner.
You simply open the template, then
modify the existing text as necessary, while retaining the formatting of the
A wizard makes the process even easier
by asking a series of questions, then creating a customized document based on
your answers. A wizard or template
creates the initial document for you.
It is then up to you to complete the document by entering the
Wizards and templates can be used in
conjunction with the development of a resume.
You have the ability to choose from one of three existing
templates. This includes contemporary,
elegant and professional to which you then add your personal information. Alternatively, you can select the Resume
Wizard to create a customized resume as was done in the figure above. After the Resume Wizard is selected, it
prompts you for the information it needs to create a basic resume. You specify the style, enter the requested
information, and choose the necessary headings that would provoke the qualifications
that the employer would need to know about you prior to beginning the hiring
process. The wizard will continue to
ask additional questions, after which it will display the partially completed
resume based on your preceding responses.
You then complete the resume by entering the specifics of your
employment and additional information.
As you edit the document, you can copy
and paste information within the resume, just as you would with a regular
document. It takes a little practice,
but the end result will be a professionally formatted resume in a minimum of
time. Microsoft Word also contains
templates and wizards for a variety of other documents. You can infer this by looking carefully at
the tabs within the dialog box, and it will help you create letters, faxes,
memos, reports, legal pleadings, publications, and even Web Pages.
Question- Once you
have selected a desired template, the presentation is complete, and there is no need for you to add anymore
. True/ False
Answer- False, the template are created
for you to edit the information inside them.