Note on Word process: Drawing and working with Graphics

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  • Things to remember

Drawing and Working with Graphics

There are two basic types of graphics that you can use to enhance your Microsoft Word documents: drawing objects and pictures. Drawing objects and picture, curves, lines and WordArt drawing objects. These objects are part of your Word document. Use the Drawing toolbar to change and enhance these objects with color, patterns, borders and other effects.

Pictures are graphics that were created from another file. They include bitmaps, scanned pictures, and photographs and clip art. We can change and enhance pictures by using the option on the Drawing toolbar. In some cases, we must ungroup and convert a picture to a drawing object before we can use the Drawing toolbar options.

Microsoft Word offers many powerful drawing tools to let you control fill color, line color, line style, shadows, 3D effects, grouping, ordering and more. The easiest way to access these feature is through shapes option in the illustration ribbon.

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Fig: Format of Shap

Drawing Basic Shapes

You can make simple lines, arrows, rectangles, and ovals with buttons shown under the shapes option.

  • Click on the buttons on the shape as you wish to make.
  • Then mouse pointer will change the shape to look like a plus sign.
  • Move your mouse to where you want the shapes to go.
  • Click and hold down your left mouse button and drag your mouse to stretch out the shapes to the size and orientation as you want.
  • Let to go of the mouse buttons to drop the shape on your document.
  • Note: If you want to have a perfect square or circle, hold down the shift key on your keyboard while performing the last two steps.

Performing a Mail Merge

This feature lets you to quickly create personalize correspondence and other documents by combining information from two different files with another file to produce a number of personalizing from letters. Steps to create the main document:

  1. Type the document ( a letter).
  2. From the mailing menu, select Star Mail Merge.
  3. Click on letters.

If you have not completed the main document i.e the letter, complete it and save it. Step to create new data source:

  1. In a new document type the name of the recipients in a table.
  2. Save the document and close it.
  3. Inserting Merge Fields into the Main Document.
  4. Open the main document.
  5. Click the appropriate field and click.

Repeat step 2 and 3 until all the merge fields are inserted.

  1. Merging (Steps to merge data with the main document).
  2. Be sure the main document is there in the active window.
  3. Click on the Finish and Merge option.
  4. Select Edit Individual Document and select the appropriate option and click on OK.

We will get the new merged document with a number of pages or the document goes to a printer as per your instruction.

Documentation Collaboration

Documentation collaboration means several author work on a document or collection of documents together. They could be simultaneously co-authoring, which is a subset of a specification as part of a structured workflow. Document co-authoring, which is a subset of document collaboration which means working on a document simultaneously with one or more other users. There are several different methods of document collaboration and co-authoring that gradually involve more structure and control the document collaboration and collaboration experience. A good way to help you have to decide which document collaboration method and product are right for you is to envision your option along with a spectrum of choice.

Semiformal Co-Authoring: Multiple authors edit simultaneously in a controlled way of saving content when ready to be revealed. Example include business plans, newsletter and legal briefs for Word: and marketing and conference presentations for PowerPoint.

Command and Review: A primary author solicits edits and comment (which can be threaded discussion) by routing the document in a workflow, but controls final document publishing. Examples include the online map, white papers, and specifications.

Document Sets: Multiple authors are assigned separate documents as part of a workflow, and then one master document set is published. Examples include new product literature and a sale pitch books.

Working with Outlines and Long Documents

You can use the outline view in Microsoft Word to create an outline of a document. This is a great way to structure your document or create a document that will later be turned into a PowerPoint presentation.

Choose the “View” menu and click “Outline’ toolbar at the top of your Word document.

The following list describes what formatting appears in outline vines and what formatting changes you can make.

The following list describes what formatting appears in outline view, and what formatting change you can make.

  • Each heading level is formatted with the appropriate built-in heading style (Heading 1 through Heading 9) or outline level (9 Level 1 through level 9). You can apply these style or levels to your heading as usual. Or, in outline view, you can automatically apply heading style by dragging the headings to the appropriate levels. If you want to change the appearance of a heading style, you can modify its formatting.
  • Word indents each heading according to its level. The indentations appear only in outline view; word removes the indentation when you switch to another view.
  • Paragraph formatting doesn’t appear. Also, the ruler and the paragraph formatting command are not available. To vies or modify paragraph formatting, switch to another view.
  • If you find character formatting distraction, you can display the outline as plain text. On the Outlining toolbar, click Show Formatting.

Working with WordArt and Charts

Word Art

We can use WordArt to add special text to your document. For example, you can stretch a title, skew text, make the text fit a preset shape, or apply a gradient fill. This WordArt becomes an object that you can move or position in your document to add decoration or emphasis. You can modify or add the text in an existing WordArt object whenever you want

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Steps:

  • On the Insert tab, in the Text group, click Word Art, and then click the WordArt style that you want.
  • Type your text in the Text box.

Chart

One special feature in Microsoft Word allows a user to create document visual aids such as graphs or charts. These visual aids break up boring “gray” text and can add color to a re-post or brochure. Word borrow Excel’s charting capabilities, which gives plenty of power to create attractive and convincing charts.

To add a chart to the active document, follow these steps:

  1. Place the insertion point at the beginning of the paragraph where you want to appears the chart . It’s best to use a blank paragraph. You can move the chart later if you need to.
  2. On the Insert tab, in the Illustration group, click Chart.

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Word displays the following Insert Chart dialog box:

www.indezine.com
www.indezine.com

  1. Select chart type that you want and then click on the OK button. Two things now happen:
  • Word Launches Excel, which creates a workbook named Chart in Microsoft Office Word. This workbook consists of a single worksheet containing sample categories, series, and data:

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  • Word inserts a chart using the sample data in your document and displays the Chart Tools section of the Ribbons, which contains a Design tab, a Layout tab, and a format tab:

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Source:www.indezine.com

NOTE: Without Excel 2007, Word defaults to Microsoft Graph, mostly unchanged from previous versions.

  1. In the excel workbook, create the data for the chart:
  • Type your categories, series, and data in place of the sample data.
  • To change the data range for the chart, drag the handle in its lower-right corner you may not need to change the data range manually, as Excel automatically extends it for you when you enter data in cells outside but adjoining the data range.
  • As you work, Excel changes the chart in the Word document.
  1. When you’ve finished changing the chart, click on the Close buttons on the Excel window. Excel closes, returning you to the Word window.

You can change the chart’s type and an appearance by an option of the Chart Tools section of the Ribbon.

Bibliography

Shrestha, Prachanda Ram, et al. Computer Essentials. Kathmandu: Asmita's Publication, 2014

Dilli , S. P., Singh, k. E., Khadka , D., Bhatta, K. D., Baral, N., Saud, R. S., . . Dangi, R. (2015). Fundamental of Computer Science. Kathmandu: KEC publication and Distribution.

  1. There are two basic types of graphics that you can use to enhance your Microsoft Word documents: drawing objects and pictures.
  2. Drawing objects and picture, curves, lines and WordArt drawing objects. 
  3. Documentation collaboration means several author work on a document or collection of documents together.
  4. Semiformal Co-Authoring: Multiple authors edit simultaneously in a controlled way be saving content when ready to be revealed. 
  5. Command and Review: A primary author solicits edits and comment (which can be threaded discussion) by routing the document in a workflow, but controls final document publishing.
  6. Document Sets: Multiple authors are assigned separate documents as part of a workflow, and then one master document set is published. 
  7. One special feature in Microsoft Word allows user to create document visual aids such as graphs or charts. 
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