Microsoft Word 2013 Graphics - University of Reading · Microsoft Word 2013 Graphics 3 As you can see, there are a host of different shapes to choose from, split into several groups

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Microsoft Word 2013™ Graphics (Level 3)

Contents

Introduction 1

Creating a Drawing 2

Changing the Drawing Object Order 4

Resizing a Drawing Object 4

Grouping Drawing Objects 4

Drawing without a Canvas 5

Fitting a Canvas to the Drawing and Resizing 5

Adding a Picture 5

Adding a Sample Picture 7

Resizing and Cropping a Picture 7

Formatting a Picture 8

Adding Other Graphic Objects 8

The Equation Editor 8

Charts from Excel 9

SmartArt Graphics 11

Positioning Graphics, Text Wrapping and Anchors 12

Wrapping Style 13

Advanced Layout 14

Anchors 15

Absolute Positioning 16

Side-by-Side Columns 16

Watermarks 17

Introduction This document deals with the manipulation and formatting of graphical objects in Microsoft Word 2013.

Word can accept graphics in a variety of formats including TIF, GIF and JPG files. For some less common file types, the correct graphics filters need to be installed (but these generally are by default). You can also place other Microsoft Office objects in Word, such

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Microsoft Word 2013 Graphics

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as an Excel chart, which can actively link back to the original program when they are edited.

It should be noted that there are two basic types of graphics - pictures and drawing objects. Pictures are often created by other software and you import a file into Word. A picture is composed of thousands of tiny coloured squares and is often referred to as a bitmap. Examples include scanned pictures, digital photographs and clip art. Drawing objects on the other hand are made from lines, some of which are enclosed to form areas (which can then be filled with colour). The individual lines and areas can be grouped together to create a single object.

By default, all graphical objects are treated by Word as if they were ordinary characters in the text. They can be inserted into the middle of a sentence (useful for an equation) or can be placed on a blank line (i.e. in their own paragraph). This default positioning can be changed, allowing text to spill across a graphic (either on top or behind it) or wrapped on either or both sides of the graphic. In this version, aligning graphics with text and other graphics should be easier.

Note: The notes assume you are starting from a new blank document - it's a good idea to learn how graphics are handled before adding them to an existing document.

Creating a Drawing To add a drawing to a document, you use the tools provided by Microsoft Draw. This is available to you

in all the Microsoft Office programs (except Access) and can be used to create detailed drawings. Here,

you will be creating a very simple drawing, just to show you how it works. It's important to demonstrate

the relationship between graphics and text, so begin by typing some imaginary text (i.e. random

words/letters but with spaces in-between):

1. Start-up Word, as usual, or press <Ctrl n> for a new document

2. Type in a few lines of imaginary text - a couple of paragraphs, each two lines long, is sufficient

3. Click at the end of the first paragraph then press <Enter> to create a blank line between the

paragraphs

4. Move to the INSERT tab and, in the Illustrations group, click on [Shapes] – a drop-down list

appears, as shown below:


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As you can see, there are a host of different shapes to choose from, split into several groups. The first

group, called Recently Used Shapes, contains the basic shapes – a text box, line, arrowed line,

rectangle/square and oval/circle. For detailed notes on how these all work see Microsoft Office 2013:

The Drawing Tools.

It’s a good idea when creating a drawing to have a Drawing Canvas as it provides a frame-like boundary

between your drawing and the text. If you don't want this frame then you can delete it, as you will see

later. By default, you don’t get a canvas when using the drawing tools, but here:

5. Click on New Drawing Canvas at the bottom of the drop-down list

A drawing canvas or frame should have appeared between your paragraphs, and the ribbon at the top

should have changed to DRAWING TOOLS FORMAT:

6. In the Insert Shapes group on the left, click on the [Line] button (usually second in the top row)

7. Position the mouse cursor near the top of the canvas then hold down the mouse button and

move the mouse - a solid line (default colour is blue) appears stretching from the original

position to the cursor as it is moved around

8. Release the mouse button when the line is as you want– it should have a white square at both

ends

9. Repeat steps 6 to 8 but this time draw a [Rectangle] or [Oval] (further right on the top row)

When you finish drawing an object, little squares surround it. These are called handles. A line has just

two handles (one at each end), an object eight (one at each corner and one halfway along each side).

Most objects also have a special (white) rotation handle (the line doesn’t) which is a circular arrow. An

object is selected when it shows its handles, and any command you now issue will be applied to that

object.

Currently, the rectangle or oval is selected and has a default blue fill colour- try changing its colour and

moving it:

10. Click on the [Shape Fill] button (top right in the Shape Styles group), and select a colour from

the palette (the object will change colour as you move over the palette) - or choose your own

colour using More Fill Colors...

11. To change the colour of the line around the shape, click on the [Shape Outline] button below

[Shape Fill] and choose the colour you want

12. To change the thickness of the line, repeat step 11 but choose Weight and make the existing

line slightly thicker, e.g. 3pt

13. To move an object, use the <arrow_keys> - the selected object moves in the direction of the

arrow

You can also use the mouse to move an object. Place the cursor over the object (it becomes a 4-

headed arrow) and then hold down the mouse button and drag the object to the required position.

Tip: You could have done all the above changes, i.e. fill colour, line colour and width, by right clicking on

the shape and choosing Format Shape…

http://www.reading.ac.uk/web/FILES/its/Draw2013.pdf

http://www.reading.ac.uk/web/FILES/its/Draw2013.pdf


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Changing the Drawing Object Order Drawing objects can move over each other. A more-recently-drawn object will move over an older one.

You can change the drawing object order as follows:

1. Drag or keep pressing the <arrow_keys> to move the rectangle/oval so that it partly obscures

the line

2. Right click on the rectangle/oval to display the shortcut menu

3. From the menu select Send to Back then again Send to Back - the line should now show in full

This command sent the object to the very bottom of the pile. You can also move things up and down in

small steps by using Bring Forward or Send Backward. Note also the options to Bring in Front of Text

and Send Behind Text (though you will meet other ways of doing this later).

Note that buttons are also provided in the Arrange group on the DRAWING TOOLS FORMAT tab for

these commands.

Resizing a Drawing Object Handles are also used to change its size/shape. All graphics objects have handles, not just drawings,

and you will see later how they are used with pictures. Try resizing the rectangle/oval:

1. Move the mouse cursor over one of the rectangle/oval's side handles (usually white squares) - it

changes shape to a two-headed arrow

2. Hold down the mouse button and drag the side in/out to decrease/increase the size

3. Release the mouse button when the object is correctly resized

4. Repeat steps 1 to 3 using a corner handle (usually white squares) - with this, the object can be

resized both vertically and horizontally simultaneously

The white circular arrow on the top of some objects is used for rotation. To rotate the rectangle/oval:

5. Position the mouse cursor over the white circular arrow, then hold down the mouse button and

move the mouse in a circular motion to freely rotate the object to any angle

Note that the white squares at the end of a line are used to make the line longer or shorter as well as

change its position/angle.

Grouping Drawing Objects You can select more than one object at a time by holding down <Shift> and clicking on them. You could

then colour, move or resize them all simultaneously, if you wanted to. You can also group selected

objects together to form a single object - this is what you do when you are drawing a diagram (you draw

the component parts then gradually group them to form a single unit):

1. With the oval/rectangle still selected, hold down <Shift> and click on the line (when the mouse

cursor shows as a four-headed arrow) - its white handles will appear if you've done this

successfully

2. Now, right click on the oval/rectangle and choose Group followed by Group - a new set of

handles appears, covering both drawing objects

3. Using the <arrow_keys>, you'll find both objects move as one

Note that a [Group] button is also provided on the DRAWING TOOLS FORMAT tab, on the right of the

Arrange group.


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Drawing without a Canvas Sometimes you may want to draw over the top of existing text (e.g. to block out something using a

white rectangle). To do this, simply use the drawing tools outside the drawing canvas. You can also

unlink an existing drawing from its canvas:

1. With the drawing canvas still active, press <Ctrl a> to select everything inside the box

2. Next, press <Ctrl x> to [Cut] the contents to the clipboard

3. Now press <Delete> - the canvas disappears

4. Finally press <Ctrl v> to [Paste] back the contents - the object floats above and hides some of

the text

5. Press <Ctrl z> for [Undo] a few times to restore the canvas and move the object back into it

Tip: If you want to control whether the drawing canvas appears automatically or not when you use

Word, move to the FILE tab, choose Options, and then click on Advanced on the left-hand side. The

option Automatically create drawing canvas when inserting AutoShapes can be turned on (or left off) as

desired. Finally click on [OK] to accept your choice.

Fitting a Canvas to the Drawing and Resizing When you've finished your drawing, you can reduce the size of the canvas to fit it (otherwise you may

get a large blank space). You can do this manually (by using the mouse to drag in the canvas handles,

which are shown as dots midway along each side or in each corner) or by right clicking on the Drawing

Canvas and choosing from certain options.

1. Right click on the canvas frame and choose Fit - the canvas shrinks to fit your drawing

You can now, if you want, resize the whole drawing. To do this:

2. Repeat step 1, but choose Scale Drawing then drag on the handles of the canvas to resize the

whole drawing as required

Note that the Expand option from the shortcut menu enlarges the canvas but not the contents.

3. Click to the right of the drawing canvas to return to normal typing mode

4. Finally, press <Ctrl e> to [Center] the drawing on the line (the [Centre] button is in the Paragraph

group on the HOME tab)

You will see later how to change the settings which determine how a drawing is positioned.

Adding a Picture As was mentioned in the introduction, pictures are fundamentally different from drawings. You can

create your own picture in Microsoft Paint using tools similar to those available in Microsoft Draw, but

you can't edit it in the same way. Whereas with a drawing you can select, edit and move objects around,

with a picture you have to erase any mistakes and start again.

To create a picture, you have to load up Microsoft Paint in a separate window and then copy and paste it

into Word:

1. Open the Windows Start menu, select All Programs then Accessories and, finally, Paint

A new Paint window appears - this is your canvas. It can be enlarged, if necessary, but the default size is

more than adequate here. There is a Home ribbon with various tools at the top of your Paint window,

with a palette of up to 30 colours on the right. Use Paint’s online help (click on the ‘?’ in the top right of

the Paint window or press the <F1> function key on the top row of your keyboard) for further guidance.

Here, you will create a simple picture similar to the drawing you did earlier:


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2. Click on the [Line] button under Shapes and draw a line at an angle on the canvas, as before –

your line probably won’t be as smooth as the one you drew using the drawing tools!

3. Repeat step 2, but this time draw a [Rectangle] or [Oval]

Note that when you finish drawing each object, you cannot click on it to display handles. You may have

also spotted that the lines appear jagged (for an ellipse or angled line). This is because they are

composed of small dots on a grid (known as pixels). To see these:

4. Use the Zoom slider in the bottom right corner of the screen (or move to the View tab and click

on [Zoom in]), setting the zoom level to 400%

5. Using the scroll bars provided, move the canvas around until you can see the pixels

6. Repeat step 4 but this time set the zoom level to [100%]

Once an object is drawn in Paint you can't change it. If you want a coloured line then you have to select

the colour before you draw the line. To fill an area with colour:

Fill with Color

7. Select the required colour from the palette then click on the [Fill with color] button in the middle

of the first row of the Tools group on the Home tab

8. Move the mouse to the area to be coloured, e.g. the rectangle/oval (the cursor shape matches

the button icon) and click the mouse button - note that the tip of the spill marks the active spot

If your line crosses your rectangle/oval, you will find that the colour only partly fills the object. In a

painting, objects aren't recognised as such and the colour fill stops when it meets a border - you'll have

to paint the other half of the object separately.

Finally, try editing your painting:

Eraser

9. Click on the [Eraser] button, the first of the second row in the Tools group

10. Move the cursor onto your picture (it appears as a small white square - this is effectively a

rubber) then hold down the mouse button and move the cursor to erase part of your picture

11. Finally, click on the upper part of the larger [Select] button (in the Image group) and move the

cursor onto your picture (it shows as a plain cross with a very small circle at the centre)

12. Hold down the mouse button and drag out a rectangle over the area to be selected (e.g. part of

the rectangle/oval) then release the mouse button to fix it

13. Move the cursor into the selection (it appears as a four-headed cross) then hold down the

mouse button and drag the selected area to its new position

The above exercise should clearly demonstrate the difference between a picture and a drawing. Here

you can't manipulate a whole object but you can erase or move part of it.

Tip: If you make a mistake when drawing a picture, use <Ctrl z> (for [Undo]) to reverse it. Try it now, if

you like - after a couple of times your picture will be restored to the state it was in before you erased

part of it.

14. Using [Select] again, drag out a rectangle to surround your paint objects

15. Right click and Copy the selected area

16. [Close] down Paint - there's no need to save the picture

17. Right click somewhere within your last paragraph and click on the Paste icon below Paste Options: to bring in your picture

18. Click in the same paragraph before the picture (to move the insertion point) and type some

extra text


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Watch how the picture moves around with the text - it's as though it's just another character. Normally,

you insert a picture on a blank line between paragraphs so the effect isn't quite as obvious as here.

Again, you will learn about how to change the way the graphic moves later.

Adding a Sample Picture A more usual source of a picture is one that already exists on the computer. A number of sample pictures come with Microsoft Office and here you are going to insert one of them into your document:

1. Press <Ctrl End> to move to the end of your document - press <Enter> if necessary to start on

a new line

2. Move to the INSERT tab on the Ribbon then click on the [Pictures] button in the Illustrations

group – by default, it should show the My Pictures folder on the computer

3. Double click on the Sample Pictures folder to open it and then double click on the picture that

you want to insert into your document

You’ll find that the sample picture is quite big, and extends from the left to the right margin of the page.

4. Click to the right of the picture to deselect it and then press <Enter> to start a new paragraph,

and type in a couple of lines of text

Note that the other options in the Illustrations group on the INSERT ribbon allow you to search for

Online Pictures (a replacement for the old Clip Art), to draw Shapes (we’ve already covered this), to

bring in SmartArt (we’ll see this later), to create a Chart (like in Excel), and to take a Screenshot of

another open window on the computer (or take a smaller Screen Clipping of that window).

Resizing and Cropping a Picture As you saw earlier with the drawing, you can change the size and aspect ratio (width relative to height)

of a graphical object using the handles which surround it when it's selected:

1. Click back on the sample picture to select it – the white square picture handles and a PICTURE

TOOLS FORMAT tab appear:

2. Position the mouse cursor over any corner square handle (it becomes a double-headed arrow)

3. Hold down the mouse button and drag the handle inwards to reduce the size of the picture

4. Repeat steps 2 and 3, but this time drag a side square handle to change the picture aspect

Tip: Resizing from a corner square handle will ensure that the proportions of the image stay the same –

if you use a handle at the side, it will distort your image.

You can also cut off unwanted parts of a picture by cropping it:

5. Click on the top icon part of the [Crop] button in the Size group on the far right of the PICTURE

TOOLS FORMAT tab - thick black bars/lines have replaced the square handles

6. Position the cursor over the side handle where you want to remove part of the picture, hold

down the mouse button and drag the mouse towards the centre of the picture

7. A rectangle shows the area after cropping - release the mouse button at the required position,

and click away from the picture to turn off cropping

If you decide you have cut off too much of the picture, you can use the same procedure to uncrop it (or

use [Undo] or <Ctrl z> to abandon the change). Finally, there is a [Reset Picture] button in the Adjust

group on the left of the PICTURE TOOLS FORMAT tab which usually returns a picture to its original


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settings (the down arrow next to this button gives the option to Reset Picture & Size), but note that the

result isn’t always what you expect!

Tip: If you want to be even more precise with the size of the image and how much to crop, or can’t get

to the handles around the image easily because it’s too big, right click on the image and choose Size

and Position… from the menu. Alternatively, the size can also be set precisely using the [Shape Height]

and [Shape Width] buttons in the Size group on the right of the Ribbon.

Formatting a Picture With the picture still selected, investigate the effect of some of the other buttons on the PICTURE

TOOLS FORMAT tab, starting with the Adjust group on the left:

1. Click on [Corrections] and you have options to Sharpen and Soften the picture (make it less or

more blurred) and to change the Brightness and Contrast by up to 40%

Note: As you move over the different settings, a preview of how the picture is changed will show. If you

want to be more precise with these settings then choose Picture Corrections Options… from the

menu.

2. The [Color] button gives you options for Saturation, Tone, and Recoloring to change the

overall/background colour of the picture (includes settings for Grayscale, Washout (like a

watermark) and Black and White – fine control is available via the Picture Color Options…

3. Explore the [Artistic Effects] too, to see what they offer (usually only available for higher

resolution pictures and photos – this also applies to the Remove Background option)

4. The Picture Styles group contains a gallery of buttons that allow you to change the look of the

picture such as the frame around it, its shape, or add a shadow

The buttons on the right of the styles (Picture Border, Picture Effects, Picture Layout) let you set these

features individually, giving you precise control over them.

5. Press <Ctrl z> to [Undo] any unwanted changes to the picture

Adding Other Graphic Objects There are numerous other sources of graphics which you might want to add to your document.

Examples include equations, organisation charts, WordArt, AutoShapes and SmartArt.

The Equation Editor Equations are treated just like any other picture by Microsoft Word. They can be placed in the middle of

some text or on a separate paragraph. Note that the equation editor only works with the latest Word

.docx documents, and Compatibility Mode must be turned off.

1. Press <Ctrl s> to [Save] your document – save it on the Computer, then [Browse] to a folder

there (e.g. My Documents) and give your file a name (e.g. testgraphics)

To insert an equation:

2. Move to a new line at the end of your text (press <Ctrl End> and <Enter>) and type The equation

3. Move to the INSERT tab then click on the [Equation] button in the Symbols group on the far

right

Note: the [Equation] button list arrow gives you access to Built-in equations such as the area of a circle.


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The EQUATION TOOLS DESIGN tab appears on the Ribbon:

In the document itself, a small box with the words Type equation here in it appears after your text. On

the EQUATION TOOLS DESIGN tab are a set of symbols and possible structures to help you build your

equation.

4. Type x = then click on the [Fraction] button in the Structures group

5. From the submenu, choose the first layout of Stacked Fraction (top row on the left) – a

template is added to your equation

6. Using the mouse or the arrow keys, position yourself in the upper (numerator) box and type y - 3

7. Move to the lower (denominator) box and type 2a

8. Press <right_arrow> then complete the equation by typing * 1.5

9. Now click to the right of the equation box (to close the editor) and complete the sentence gives

the solution to the problem

10. End by pressing <Enter> for a new paragraph

Note: To learn more about the Equation Editor see Microsoft Word 2013: Equations.

Charts from Excel Another type of graphical object you might want to add to a document is a chart. You can, in fact, draw a

chart directly in Word by choosing [Chart] on the INSERT tab. More likely, the chart will have been

produced in Excel or a statistical package such as SAS, SPSS or Minitab. To place it in your document,

you simply Copy it from the other package and use Paste or Paste Special to bring it into Word. First,

you need a chart to copy:

1. Open the Windows Start menu, select All Programs followed by Microsoft Office 2013 and then

Excel 2013

2. On the left, click on Open Other Workbooks

3. Under Open, click on Computer and then [Browse]

4. Click on Computer on the left-hand side of the Open window

5. Double click on User/Data (D:), then on the Training folder and finally on example.xlsx

6. Right click on the chart and Copy it

7. Press <Alt F4> to [Close] Excel (choose [Don’t Save] if it asks)to move back to Word then press

<Ctrl v> to [Paste] in the chart in your Word document

The default in Word is to paste the chart as a Microsoft Office Graphic Object. This allows you to make

changes to the chart but can cause problems if you change its size.

8. Click on the chart – the CHART TOOLS DESIGN and FORMAT tabs appear on the Ribbon

9. Move to the CHART TOOLS DESIGN tab then click on the [Change Chart Type] icon on the far

right

10. Choose Bar on the left then click on [OK] to select the first bar chart type of a Clustered Bar

You’ll find that the axis title of Degrees F looks out of place and would need to be moved to the correct

place!

11. Repeat steps 9 and 10, but choose Column (to reset the original chart type) then, using the

bottom right chart handle, resize the chart to about half its current size

This time, you’ll find that the chart and axis titles dominate the chart (they don’t shrink proportionally).

http://www.reading.ac.uk/web/FILES/its/Equations2013.pdf

http://www.reading.ac.uk/web/files/its/Excel_example.xls


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12. Press <Ctrl z> to [Undo] the resize, then click to the right of the chart and press <Enter> twice

to move a couple of lines under the chart

13. Move to the HOME tab, then click on the dropdown arrow under the [Paste] button, and choose

Paste Special... - the following window appears:

As you can see, there are various ways an object can be pasted into Word (using Paste Special).

14. Choose the option for Picture (JPEG) and click [OK] to bring the chart in as a picture

When you click on the second chart, you should notice that the chart has different handles around it

indicating that it’s a picture, and that a PICTURE TOOLS FORMAT tab is added to the Ribbon (rather

than the Chart tabs).

15. Click on the PICTURE TOOLS FORMAT tab to see the usual buttons available for a picture

It's possible that you will be printing your document in black and white. To get this effect:

16. Click on the [Color] button in the Adjust group on the left, and choose Grayscale under Recolor (usually the second option along)

17. Next, using the bottom right chart handle, resize the chart again to about half its current size –

this time you’ll find the lettering does reduce in size proportionally

18. Press <Ctrl z> to [Undo] the resize, then press <Enter> for a new line

Though pasting as a Graphic Object lets you make changes to the chart, it usually makes the saved file

much bigger and increases the chances of it becoming corrupt. It’s better to carry out these changes in

Excel and only paste the chart into your document when you have finished editing it. You can then paste

it as a picture (e.g. JPEG). Not only can you change the size with the layout intact but you can easily

rotate it should you want it to appear sideways on an A4 page. The disadvantage of this is that any

further changes to the chart must be made in Excel – you then have to copy it back into your Word

document.

Note: There are other options available under Paste Special when the Paste Link radio button is chosen

instead of Paste. With this, a shortcut is created to the source file (in this case, the Excel worksheet), so

that the chart doesn’t increase the size of the Word file. Also, the chart will be updated automatically if

data or the chart in the original Excel file is changed.


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WARNING: Though pasting linked objects can be very useful, you have to take great care that you don't

move a linked file into another directory, rename or, worst of all, delete it, otherwise the link will be

broken and the graphic will no longer appear in your document.

SmartArt Graphics Since Word 2007, Microsoft introduced SmartArt Graphics to offer better ways of visually

communicating information. These include graphical lists, process diagrams and organisation charts.

Try using a SmartArt Graphic to put in a graphical list rather than using a text bulleted or numbered list:

1. Move to the INSERT tab then click on the [SmartArt] button in the Illustrations group - the

following window appears:

As you can see, there are lots of choices! Clicking on each one gives you some more information and

advice on what each graphic is best for.

2. Choose [Vertical Bullet List] (the first graphic in the second row in the picture above) then click

[OK] – a template appears and SMARTART TOOLS DESIGN and FORMAT tabs are added to

the Ribbon:


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Use this to type in a list of your Likes and Dislikes.

3. In the left hand box under Type your text here, type in the word Likes and then click on [Text]

next to the bullet point in the box below

4. Type in some things you like to do – press <Enter> after each to get a new bullet point

5. After the final item that you like, click on [Text] next to the bullet point in the box below

6. Type in the word Dislikes and then click on [Text] next to the bullet point in the box below

7. Repeat step 4 in the lower boxes for your list of Dislikes

8. After the final item that you dislike, first click away from the list and then click back on the list

9. Resize the graphic by dragging in a side handle, then click under it to reset the typing position

and press <Enter> for a new line

If you want to use a graphic instead of a numbered list, then try using one of the layouts in the Process

group. Investigate SmartArt Graphics further, in your own time, to see what’s available.

Positioning Graphics, Text Wrapping and Anchors When adding graphical objects to your document, you have seen that the object moves with the text,

as if it was a typed character. You can change this default by changing the Wrapping style. Objects are

anchored (linked) to particular paragraphs, but they can also be placed at a fixed position on the page.

To see the settings on one of your existing graphics:

1. Click on the sample picture that you inserted earlier and click on the [Layout Options] icon

that appears (if the icon doesn’t show then you can right click on the sample picture and

investigate Wrap Text). The following box appears to the right:

Note that the Wrapping style is currently set to In line with text - this means that the picture is treated

as part of the text and will move around just like any character within a paragraph. You’ll learn more

about text wrapping later. Another feature you can change is the size of the picture

2. Click on See more... at the bottom right of the Layout Options - the Layout dialog box appears

3. Click on the [Size] tab at the top


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The important thing to learn about here is the aspect ratio. With this locked, as at present, both the

height and the width change together, to preserve the overall shape. To change just one dimension:

4. Turn off Lock aspect ratio by unticking the box to the left

5. Change the Height: and/or Width: to the required size (e.g. 3cm square) then click on [OK]

Next, place your sample picture in a paragraph of text:

6. Drag your sample picture and drop it at the end of the paragraph below (or use [Cut] and

[Paste])

7. Move to the start of the paragraph then press <Ctrl Enter> to place it at the top of a new page

8. Move to the end of the paragraph (after your sample picture) and type in some more text -

make the paragraph at least 5 lines long

9. Finally, press <Ctrl 2> to double space your paragraph (ready for the next exercise)

Wrapping Style With text wrapping set to In line with text, pictures act like a normal character in the middle of a

paragraph, as you have already seen. To see how the other settings work:

1. Click on your sample picture and then the [Layout Options] icon to the right of it

2. Click on the first icon under With Text Wrapping for Square - you will find the paragraph splits

into 3 columns around the picture (with the text reading left to right across the columns)

3. Repeat steps 1 and 2, but choose the middle icon in the second row under With Text Wrapping for Behind Text - now the text runs over your picture

4. Press <Ctrl z> to [Undo] this setting - it’s not easy to select the picture when it’s hidden behind

text!

5. Repeat steps 1 and 2 again, but choose the third icon in the second row under With Text Wrapping for In Front of Text - the dog hides some of the words

6. Do the same again, but choose the first icon in the second row under With Text Wrapping for

Top and Bottom - the picture appears to be in its own paragraph, but its horizontal position still

reflects its original position in the paragraph

7. Finally try Tight (the second icon in the first row) - the text appears in columns, as with Square,

but this time the column edges either side of the picture will not be straight (if the clip isn’t a

rectangle)

The other option, Through, has the same effect as Tight on this graphic. The difference between them

is that if the graphic has open space within it then text can occupy that open space. If parts of your text

are too close to the graphic you can widen the gap with Edit Wrap Points:

8. Right click on the picture, choose Wrap Text then Edit Wrap Points

The picture is now surrounded by a red line with black squares (wrap points) along it. You can modify the

red boundary by moving the wrap points or by adding new ones:

9. Position the cursor over a wrap point, hold down the mouse button and drag the point around

10. Release the mouse button and the text moves away from the new position

11. Repeat steps 9 and 10, but place the cursor on the red line away from a wrap point – a new one

is created

12. Click away from the graphic to turn off Edit Wrap Points

Tip: You can permanently change the default text wrapping settings that Word uses when inserting

pictures by clicking on the FILE tab at the top and selecting Options on the left. In the Word Options

window, choose Advanced on the left, scroll down to the Cut, copy and paste section and choose your

preferred option from the Insert/paste pictures as drop down list.


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Advanced Layout In the Advanced Layout window, you can specify the margins surrounding an object more precisely:


2. Click on See more... at the bottom right of the Layout Options - the Layout dialog box again

appears

3. Click on the [Text Wrapping] tab at the top

4. Wrap text lets you have text both sides of the picture or just one - turn on Right only

5. Note the Distance from text settings (which set the margins around the object precisely) - set

Right to 0.5cm (reduce the value to get the text closer)

6. Click on the other Wrapping styles and see how the Distance from text settings can vary - with

some styles, part or all of the options are greyed out

7. End by resetting the Wrapping style to Tight then click [OK]

Your picture is currently positioned in the centre of the paragraph, with text only on the right.


9. Click on See more... at the bottom right of the Layout Options - the Layout dialog box again

appears showing the Position tab:


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Note that the Horizontal position is set up as an Absolute position x.xx cm to the right of the Column,

while the Vertical position is set up as an Absolute position x.xx cm below the Paragraph. Note also that

under Options, Move object with text is turned on.

These settings determine exactly where the object is positioned relative to the text and whether or not

it moves along with it. Unless you are using multiple column text, column is equivalent to the normal

page margins (the measurement is from the left edge of the picture to the left side of the column).

If, for example, you wanted the picture on the left, with a single line of text above and the rest wrapping

down the right-hand side, you would change the settings as follows:

10. Under Horizontal, choose Alignment and set this to Left relative to Column

11. Under Vertical, set the Absolute position to 1 cm below Paragraph

12. Check that the box next to Move object with text is turned on

13. Click [OK] to close the Layout window

The result of all the above should be that your picture is positioned on the left, with text to the right, one

line down from the top of the paragraph.

14. Click in the first line of your paragraph and type some more text - note how the clip doesn't

move

15. Keep typing until the paragraph completely surrounds the picture (i.e. the final line appears

below it)

Note: In Word 2013, new alignment guides make it easier to line up your pictures with your text. As you

move your picture, using the mouse, the green alignment guides will appear when you reach the

margins or centre of the page (going horizontally).

Anchors You have just seen how an object is positioned relative to a paragraph - it is said to be anchored to it.

You can see precisely how an object is linked by displaying its anchor.

1. Click on your picture to select it - you should see a little blue anchor to the left of the top

line of your paragraph.

Sometimes it's necessary to change the anchoring to another paragraph - for example, what happens if

the current paragraph is split into two separate ones:

2. Move the insertion point to the end of the fourth line of the paragraph and press <Enter>

You should find that the picture stays where it was; it's still anchored to the first paragraph.

To anchor it to the new one:

3. Click on the picture again and drag the anchor down to the new paragraph - though the anchor

moves, the picture doesn't

4. Click on the picture and then the [Layout Options] icon to the right of it


showing the Position tab

6. Note that the Vertical position has changed - reset it to an Absolute position 1 cm below

Paragraph

7. Under Options, turn on Lock anchor then click [OK] to enforce the changes

You'll find now that you can't move the anchor to another paragraph - the picture is permanently fixed

to that paragraph. However, it can still be moved to a different position on the page - it's only the

anchor which doesn't move.

8. Using the <arrow keys>, adjust the exact positioning of the clip in the paragraph (hold down

<Ctrl> as you do this for fine adjustment)


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Note: An object moves automatically between paragraphs as you move it around (either by dragging or

pressing the arrow keys) if its anchor isn't locked.

Absolute Positioning Sometimes you don't want your picture to move around with the text. To achieve this you need to turn

off Move object with text.



showing the Position tab. Note that the Vertical position is set to x.xx cm below the Paragraph.

3. Under Options, click in the box next to Move object with text to turn it off (there should be no

tick in the box).

The Vertical position should now be defined as x.xx cm below the Page (you can set the Horizontal position similarly though there's no need to here as the picture is at the left margin)

4. Click [OK] to enforce the changes

5. Move the insertion point to the end of the previous paragraph and press <Enter> - you'll find the

picture doesn't move

Note, however, that the picture is still anchored to the original paragraph, not the page. If that

paragraph moves to a new page, the picture does too:

6. Press <Ctrl Enter> for a new page - note how the picture moves to the corresponding position

on the new page (if necessary, scroll down to see it)

To reposition it:



showing the Position tab.

9. On the Position tab, under Vertical, reset the Absolute position to 1cm below Paragraph – the

Move object with text option is automatically switched on

10. Turn off Lock anchor then click [OK] to enforce the changes – scroll up, if necessary, to see the

picture

Side-by-Side Columns You've already seen how you can have text wrapping round both sides of a graphical object - with this,

you have to read the text across the object. Sometimes, however, you want to read down the column

to the left and then down the one to the right. You can create this effect using a multiple column layout

but it's much easier to employ a table:

1. Move the insertion point to the top of the new page - to the blank line above the picture

2. Move to the INSERT tab then click on the [Table] button

3. Drag across the first 3 cells in the top row then release the mouse button – a skeleton table

appears

4. Right click on the picture and choose Cut from the shortcut menu

5. Click in the middle cell in the table and press <Ctrl v> to Paste in the picture

6. To position the picture in the cell, click on the picture and then the [Layout Options] icon to the

right of it

7. Click on the icon under In Line with Text for In Line with Text

8. Press <Ctrl 1> for single line spacing then <Ctrl e> to [Centre] the picture in the cell

9. Now click in the left cell in the table and type in enough text to exactly fill it vertically

10. Repeat step 9, but this time fill in the right cell in the table


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The final step is to remove the lines around the cells:

11. Move to the TABLE TOOLS LAYOUT tab then click on the [Select] icon on the left and choose

Select Table

12. Move to the TABLE TOOLS DESIGN tab then, using the list arrow under to the [Borders]

button, choose No Border

13. Click away from the table to release the selection

Watermarks A watermark is a graphical object which appears very faintly in the background of a page. It can be used

for stating copyright, for example. Word has various built-in watermarks or you can create your own.

1. Move to the DESIGN tab and then click on the [Watermark] button in the Page Background

group on the right

2. Choose any of the watermarks provided then, having seen it, press <Ctrl z> to [Undo] the

watermark

3. Click on the [Watermark] button again, but this time choose Custom Watermark… near the

bottom

4. Click on Text watermark to activate these settings

5. Change the Text: to whatever you want (e.g. type in your own name) then press <Enter> for

[OK]

6. Having seen the result, remove the watermark either via the [Watermark] button and Remove

Watermark, or by pressing <Ctrl z> for [Undo]

You can also have a picture for a watermark:

7. Repeat steps 3 and 4, but this time choose Picture watermark

8. Click on [Select Picture…] and then under Insert Pictures, choose From a file. Select the picture

you require (use one of the Sample Pictures, if you like) then press <Enter> for [OK]

Note that to edit the watermark, you have to go to the header of your document, as that is where it is

held:

9. Double click in the header area at the top of any page to activate the header

10. Right click on your watermark picture and choose Format Picture...


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11. Set Color: to Grayscale

12. Click on the Size tab and turn off Lock aspect ratio – press <Enter> for [OK]

13. Now click on the PICTURE TOOLS FORMAT tab followed by the [Position] button in the

Arrange group, and choose More Layout Options…

14. Set Horizontal to an Absolute Position of 0cm to the right of Page (note that when you change

it from margin to page, you may need to type in 0cm again)

15. Set Vertical to an Absolute Position of 0cm below Page – press <Enter> for [OK]

16. Using the picture handles, resize the picture to fill the whole page. To exit the header, you may

need to click on the HEADER & FOOTER TOOLS DESIGN tab followed by the [Close Header

and Footer] button

17. End by exiting Word (or closing this document) – there’s no need to save it unless you want to

™ Trademark owned by Microsoft Corporation.

© Screen shot(s) reprinted by permission from Microsoft Corporation.

Copyright © 2016: The University of Reading

Last Revised: February 2016