CHAPTER 14

Adding Pictures and WordArt to Highlight Information

IN THIS CHAPTER

• Inserting pictures from files
• Finding pictures online
• Controlling how pictures and other graphics wrap
• Using live layout and alignment guides
• Creating WordArt from existing text
• Creating WordArt from scratch
• Editing and formatting WordArt
• Using Live Preview to change WordArt gallery style and shape

Pictures for their own sake might simply clutter up a document, and make it more time-consuming to send to somebody, and more expensive to print. On the other hand, used carefully, pictures enable you to show the reader what you mean. And in many cases, pictures can be a necessary addition to a document. For example, adding a company logo identifies the source of information, and customers want to see product photos in a catalog. In addition to pictures, you can include special decorative text called WordArt to highlight information in a document.

This chapter shows you where to find pictures if you don't have any, how to insert pictures and WordArt, and how to work with pictures and WordArt once they're in your document. Many of the techniques you learn in this chapter—such as how to move, size, and rotate a picture—apply to other types of graphics such as shapes, too.

Inserting a Pictures from a File

You can insert pictures in Word in several ways, using pictures from a variety of graphics formats. If you have pictures on removable media—such as SD (Secure Digital), CF (Compact Flash), CD, DVD, or USB drive—it's usually best to copy those pictures to your hard drive before you proceed. Although you can insert directly from such sources, or from a network location or over the Internet, you have more options available to you if the files are on your own computer in a location that is always accessible.

You might also have pictures available from a webcam, another camera, or a scanner connected to your computer. To use pictures from these types of devices, save the images to your hard drive first.

Though it's not necessary, you often can save time when pictures, sounds, and other files are where Word and other programs expect them to be. In the case of pictures, the expected location is your Pictures Library (or the My Pictures folder, which the Pictures Library in Windows 7 or 8 integrates by default).

Adding the picture

To insert a picture at the current insertion location in a document:

1. Click Pictures in the Illustrations group of the Insert tab. The Insert Picture dialog box appears as shown in Figure 14.1, by default showing the contents of your Pictures Library.
2. If the picture is in an alternate location, navigate to it.

   FIGURE 14.1

   When you insert a picture, the Pictures Library contents appear first.

   

   TIP

   Notice in Figure 14.1 that SkyDrive appears as a choice under Favorites. This choice appears when you have the SkyDrive for Windows application installed. When you copy a picture to your local SkyDrive Pictures folder and then sign in to SkyDrive.com, or upload a picture to your SkyDrive Pictures folder, the local and online Picture folders sync to have the same contents. In the Insert Pictures dialog box, click SkyDrive and then doubleclick Pictures to access the local copies of your synced image files.

3. Once you've found the picture to insert, you can either double-click it to insert it immediately or click it once and choose an insert method from the Insert button drop-down list. The options for inserting pictures are:
   • Insert: The picture is embedded in the current document. If the original is ever deleted or moved, it will still exist in your document. If the original is ever updated, however, your document will not reflect the update. The document file will be larger because the original image is stored in the .docx file. If neither file size nor updates are important, this is the best option.
   • Link to File: A link to the picture is inserted, and the picture is displayed in the document. The document file will be smaller—often dramatically smaller—because the image is external to the Word document. If the original file is moved or deleted, it will no longer be available for viewing in the document, and you will see the error message shown in Figure 14.2 (see the Warning for more information). On the other hand, if the image is modified or updated, the update will be available and displayed in Word. If file size is an issue but the availability of the image file is not, then this is the best option.

     FIGURE 14.2

     If you rename, move, or delete a linked picture file, Word will not be able to display it.

     

   • Insert and Link: The image is both embedded in the document and linked to the original file. If the original file is updated, the picture in the document will be updated to reflect changes in the original. Because the file is embedded, the document will be larger than it would be if only linked. However, the document will not be larger than it would be if only inserted. If file size is not an issue but updates are, this is the best option.

Supported picture file formats

If the picture you want doesn't appear in Word's Insert Picture dialog box but you know it should be in the current folder, click the All Pictures button in the lower-right corner, and in the list of choices shown in Figure 14.3 click the desired picture (graphic) file format to narrow the list of displayed pictures to ones that match the selected type.

FIGURE 14.3

Word supports a number of popular graphics file formats.

The most popular picture format, used by most digital cameras, is JPEG, which stands for Joint Photographic Experts Group (so if you didn't know before, you do now). Word 2013 comes with a converter that supports JPEG files, which can have a .jpg or .jpeg file name extension. Other Word 2013–supported popular formats include Graphics Interchange Format (.gif), which is heavily used on the Internet due to its support for transparent backgrounds, which makes such images better suited for web page design; Portable Network Graphics (.png); Tagged Image File Format (.tif or .tiff); Windows Metafile (.wmf); Enhanced Metafile (.emf); and Windows Bitmap (.bmp).

If your file format isn't supported natively by Word 2013, your best bet might be to open it in the program originally used to create it, if available, and use Save As to convert it to a graphic file format that Word supports, such as JPEG. This is especially true if you created the image in a relatively esoteric type of design/drafting software or something like that. You could also search the Web for a freeware or low-cost graphics editing program that can convert the desired file format; check the program's capabilities carefully before buying. The freeware program Gimp (www.gimp.org) can open and save to a number of different graphics file formats.

Adding an Online Picture

Prior versions of Word included a locally stored collection of clipart images that you could insert through a Clip Art pane or gallery. Word 2013 does away with that functionality, replacing it with a streamlined Online Pictures tool that enables you find and insert pictures and clipart from Office.com, Bing Image Search, your SkyDrive, or Flickr. (It wouldn't be surprising to see other social media/sharing services added in future updates.)

This section shows you how to search for and select an image from Office.com. The benefit of choosing Office.com over Bing Image Search is that Office.com offers royalty-free images for use in your projects free of charge. (According to 8.1 in the Microsoft Services Agreement, http://windows.microsoft.com/en-US/windows-live/microsoftservices-agreement, you simply can't resell the pictures or any project that relies primarily on them. For example, you might get into trouble if you downloaded an image from Office.com, made 8 × 10 color printouts of it, and then tried to frame them and sell them as art.) Images on Bing Image Search are released under the Creative Commons licensing scheme. This means that the owner of each image or illustration determines the particular licensing. For example, a Creative Commons Attribution-Share-Alike 3.0 License requires that you give credit (attribution) as specified by the creator anywhere you use the image or illustration, and that you share any derivatives or alterations of the work under the same license. When you select a picture or illustration after using Bing Image Search, the information should include a link that you can click to find out about the Creative Commons licensing for the selected item. The Flickr choice enables you to connect with images you've stored in your Flickr account.

Here's how to find and insert an image from Office.com in a document:

1. Make sure you are signed in and your system is connected to the Internet, and click to position the insertion point where you want to insert the picture.
2. Click the Insert tab, and then click Online Pictures in the Illustrations group. The Insert Pictures window shown in Figure 14.4 appears.

   FIGURE 14.4

   Use the new Insert Pictures feature to find and download images from Office.com and more.

   

3. Type a search term in the text box to the right of Office.com Clip Art, and then click the Search (magnifying glass) button at the right. Insert Pictures finds and displays matching pictures.
4. Scroll down to preview additional pictures, if needed; click the one you want to insert, as shown in Figure 14.5; and then click Insert. Word downloads the image or illustration and displays it at the insertion point.

FIGURE 14.5

Select the image or illustration you want to insert, and then click Insert.

The process for finding a picture with Bing Image Search is similar to the above, except in Step 3 you would type the search term in the text box to the right of Bing Image Search, instead. Then run the search. To insert a picture from your SkyDrive from the Insert Pictures window, make sure you are signed in to Word using your Microsoft account. Open Insert Pictures, and click Browse to the right of your SkyDrive. The window displays the folders in your SkyDrive, including the Pictures folder. Click a folder to display its items, click an image to insert, and then click the Insert button.

Pasting or Snapping a Picture

It may not always be the case that the source image is one stored on your hard disk. You may want to grab an image out of a document you've received from another user and reuse it yourself, or you may have downloaded a PDF file with an image you'd like to reuse. Or you may want to take a picture of what you're doing in another Office program to include in the current document. Let's see how that works.

Pasting a picture

You can also insert pictures from the Clipboard and from your Internet browser (usually, but not always). To use the Clipboard, display the picture in any Windows program that supports graphics, and use that program's controls to select and copy the picture to the Clipboard. If all else fails, try selecting the picture, right-clicking it, and choosing Copy or Copy Picture. Then, in Word, move to where you want to insert the picture, and press Ctrl+V (or click Paste in the Clipboard group of the Home tab). After you paste an image, a Paste Options button appears; if the picture includes any added formatting, you can use the Paste Options to determine whether to keep the original formatting or merge formatting.

Sometimes the copy-and-paste method works from Internet Explorer, Firefox, Google Chrome, and other popular browsers—other times not. When the Clipboard method fails, or when you want a copy of the file itself (not simply the embedded version in a Word document), you can try several things.

In Firefox, right-click the picture and choose Save Image As. In the Save Image dialog box, navigate to where you want to store the file, accept the name shown or type a new one (no need to type an extension—Firefox automatically supplies it), and click Save. In the Windows 7 or Windows 8 desktop version of Internet Explorer, right-click the picture and choose Save picture as. Again, navigate to the desired location, specify a file name, and click Save. In the new Windows 8 Internet Explorer app (launched from the Start screen), start the process by right-clicking the picture and clicking Save to picture library.

There are a number of ways to find pictures on the Internet, from surfing to explicitly searching. Google itself has an Image Search feature. From Google's home page, click Images. In the Image Search page, type the search text (enclose in quotes to search for a whole name), and click Search Images. Another common technique is to include the word “gallery” in the search, although these days you'd probably find a lot of Office 2013 gallery hits! In addition to enabling you to store your own pictures, Flickr enables users to share pictures and make them available for download. It even has a special section of images released under the Creative Commons licensing scheme at http://www.flickr.com/creativecommons/.

Taking a screenshot

Windows itself has long offered the built-in ability to copy a picture of what's onscreen to the Clipboard via the Print Screen or Shift+Prnt scr shortcut keys. Word 2013 (and some of the Office applications) builds on this feature by enabling you to insert a screenshot of other open Office file windows—including Help windows—directly into Word. You might want to take advantage of this feature if you are writing how-to instructions about a task for a colleague, or if you want to show data from an Excel workbook and don't feel that you need to be fussy about copying and pasting specific cells. To snap a screenshot in Word:

1. After opening the desired application window and switching back to Word, click to position the insertion point where you want to insert the picture.
2. Click the Insert tab, and then click Screenshot in the Illustrations group. The gallery of Available Windows to shoot appears as shown in Figure 14.6.
3. Click the window to shoot. A picture of the window appears at the insertion point.

   FIGURE 14.6

   Insert a picture of another open Office window in the current document.

   

Manipulating Inserted Pictures (and Other Graphics)

After you insert a picture or other graphic into the document, you can use a plethora of tools in Word 2013 to position, style, and otherwise work with the image to integrate it into your document in the most attractive way possible. For example, this section covers the various text wrapping options and their implications.

Controlling picture positioning

Wrapping is the term used to classify the various ways in which pictures (as well as other graphics) appear relative to the text in a Word document. It helps to understand that a Word document has several different layers. Where you normally compose text is called the text layer. There are also drawing layers that are both in front of and behind the text layer. A graphic inserted in front of the text layer will cover text up, unless the graphic is semi-transparent, in which case it will modify the view of the text. Graphics inserted behind the text layer act as a backdrop, or background, for the text.

Additionally, there is the header and footer layer. This is where headers and footers reside. This area is behind the text area. If you place a graphic into a header or footer, the graphic will appear behind the text. Dim graphics placed in the header and footer layer often serve as watermarks. Sometimes the word CONFIDENTIAL will be used in the header and footer layer, branding each page of the document as a caution to readers. See Chapter 17, “Changing Other Page Features,” for more information about watermarks.

Setting wrapping and wrapping defaults

The Wrap Text setting determines how graphics interact with each other and with text. Table 14.1 describes the available Wrap Text settings. Knowing how you plan to position a picture should determine the wrapping setting. Wrapping effects and typical uses are shown in Table 14.1. Wrapping comes in two basic flavors: In Line with Text (in the text layer) and floating (in the graphics layer, which includes the other six wrapping formats listed in Table 14.1). Floating means that the picture can be dragged anywhere in the document and isn't constrained in the way that pictures in the text layer of the document are.

TABLE 14.1 Wrap Text Setting

Wrapping Setting	Effect/Application
In Line with Text	Inserted into text layer. Graphic can be dragged, but only from one paragraph marker to another. Typically used in simple presentations and formal reports.
Square	Creates a square “container” in the text where the graphic is. Text wraps around the graphic, leaving a gap between the text and the graphic. The graphic can be dragged anywhere in the document. Typically used in newsletters and flyers with a fair amount of white space.
Tight	Effectively creates a “container” in the text where the graphic is, of the same shape as the overall outline of the graphic, so that text flows around the graphic. Wrapping points can be changed to reshape the “hole” that the text flows around. The graphic can be dragged anywhere in the document. Typically used in denser publications in which paper space is at a premium, and where irregular shapes are acceptable and even desirable.
Behind Text	Inserted into the bottom or back drawing layer of a document. The graphic can be dragged anywhere in the document. Typically used for watermarks and page background pictures. Text flows in front of the graphic. Also used in the assembling of pictures from different vector elements.
In Front of Text	Inserted into the top drawing layer of a document. The graphic can be dragged anywhere in the document. Text flows behind the graphic. Typically used only on top of other pictures or in the assembling of vector drawings, or when you deliberately need to cover or veil text in some way to create a special effect.
Through	Text flows around the graphic's wrapping points, which can be adjusted. Text is supposed to flow into any open areas of the graphic, but evidence that this actually works is in short supply. For all practical purposes, this appears to have the same effects and behavior as Tight wrapping.
Top and Bottom	Effectively creates a rectangular “container” the same width as the margin. Text flows above and below, but not beside, the graphic. The picture can be dragged anywhere in the document. Typically used when the graphic is the focal point of the text.

To set the wrapping behavior of a graphic, click it and then click the Wrap Text button in the Arrange group of the Picture Tools Format tab. Choose the desired wrapping from the list menu, as shown in Figure 14.7. The Square wrap setting was previously applied to the selected picture in Figure 14.7.

FIGURE 14.7

Wrapping behavior determines where you can position a picture or graphic in Word.

In Word 2013, you also can click the Layout Options button that appears to the right of a selected picture or graphic to access Text Wrapping settings in a flyout, as shown in Figure 14.8. You can click one of the wrap settings under In Line with Text or With Text Wrapping to change the wrapping. Clicking See more opens the Layout dialog box (Figure 14.9); you can use the settings on the Position tab to set a precise Horizontal and Vertical location on the page for the selected graphic, or the Text Wrapping tab to set more general wrapping options. For example, you can use the Distance from text settings to control the white space between the wrapped graphic and surrounding text.

FIGURE 14.8

The Layout Options button also enables you to work with text wrapping.

FIGURE 14.9

The Layout dialog box offers settings for precise control over wrapping and graphic positioning.

You can also change the default Wrap Text setting. Let's face it, in most cases, having a graphic appear inline wastes space and can interrupt the flow of the text, especially if you weren't precise about positioning when you inserted a graphic. To set the default wrapping style for most graphic objects you insert, paste, or create, choose File Options Advanced. In the Cut, copy, and paste section, click the Insert/paste pictures as drop-down list arrow, and click the desired default Wrap Text setting. Then click OK.

You should note that when you insert shapes (and hand-drawn text boxes (as described in the next chapter), Word applies the In Front of Text Wrap Text setting by default. If you copy a picture from one part of a document and paste it elsewhere, the copy inherits the wrapping style of the original picture, and won't use your default.

Changing wrap points

When you've applied some of the Wrap Text settings to a picture or an object, you can change the wrap points. The wrap points are special handles that enable you to alter the wrapping boundaries for a graphic. Moving the wrap points further away from the graphic puts more space between the graphic and the text. For example, you might move the top corner wrap points for a photo up to add white space above the photo. To edit the wrap points for a graphic:

1. Click the picture or graphic (you might need to click twice), to select it, and then apply the desired text wrapping setting if needed.
2. Choose Wrap Text Edit Wrap Points in the Arrange group in the Picture Tools Format tab (or from the applicable contextual tab for the selected object). The object border changes color and the wrap point handles appear.
3. Drag the wrap point handles to the desired position, as shown in Figure 14.10. As you can see in the figure, the mouse pointer also changes when the wrap points are active.
4. Click outside the selected object to deactivate the wrap points.

FIGURE 14.10

Move wrap points to change the way text flows around a picture.

Choosing a position

The Position gallery in the Arrange group of the Picture Tools Format tab (or the Drawing Tools Format tab) enables you to skip moving a picture or graphic and setting wrapping on your own, and just have Word handle it for you. Select the object to move into position, and then click Position in the Arrange group. The gallery of choices shown in Figure 14.11 appears. Click one of the choices under With Text Wrapping to move the picture to the specified location on the current page.

Moving a graphic

You can move any graphic by dragging it, and some graphics can be dropped anywhere in the document. Graphics with Wrap Text (from the Arrange group in the Format contextual tab) set to In Line with Text, however, can be dropped only at a paragraph mark. All other graphics (in other words, those with wrapping settings that enable them to “float”) can be dragged and dropped anywhere. To drag a graphic, click to select it, and then drag it where you want it to go.

FIGURE 14.11

You can tell Word to position a picture or graphic automatically.

Dragging a graphic with live layout and alignment guides

Word 2013 now provides a more real time preview of how your document will look as you move and resize objects. The live layout feature causes text to reflow around a wrapped graphic as you move it around. For example, this can be important if you have automatic hyphenation turned on and want to choose a position for the graphic that causes the least hyphenation. Live layout works hand in hand with the new alignment guides feature. One or more alignment guides appear when you drag a graphic and it reaches a position where it lines up with text, such as the top of a paragraph as shown in Figure 14.12, or the left margin, right margin, or center point of the page. If you release the mouse button when an alignment guide appears, chances are the graphic will land in a more pleasing position than you might achieve if purely aligning by eyeball. This method is also faster than using the Layout dialog box to align to the left or right margin.

FIGURE 14.12

Alignment guides appear as you drag a graphic to enable you to align it precisely with text or other graphics.

Nudging

You can also nudge a selected floating graphic. Select it, and then use the arrow keys on the keyboard to move it a small distance in any of the four directions. Nudging works well for precise alignments, but alignment guides do not appear when you use this feature, so you will have to go by eye.

To drag in discrete steps using Word's built-in alignment gridlines, hold the Alt key as you drag and drag slowly. You will see the graphic jump in small increments as it snaps to the grid. If you display the gridlines (see Figure 14.13) by checking Gridlines in the Show group of the View tab, however, Alt-dragging works in reverse, making Word ignore the grid. With the grid displayed, arrow key nudging also changes. Now the arrow keys move the picture in grid increments. Press the Ctrl key to nudge in smaller gradations.

The vertical and horizontal gridlines are an eighth of an inch apart, so nudging in any direction with the gridline displayed moves the graphic ⅛ inch at a time. Note that when gridlines are displayed, they will display in all open documents.

FIGURE 14.13

Enable Gridlines in the Show group of the View tab to display the grid for help in planning graphic placement.

Resizing, rotating, and cropping a picture

Resizing changes the physical dimensions of the picture or other graphic as it is displayed in your document. Resizing in Word will not make the associated file (or the image stored in the .docx file) any larger or smaller. If you make it smaller and then later make it larger, you still retain the original file resolution.

Cropping refers to blocking out certain portions of a picture by changing its exterior borders. You can crop out distracting or unnecessary details. Again, cropping in Word does not affect the actual picture itself, only the way it is displayed in Word. The fact that Word doesn't change the actual image is a big plus, because you can undo the cropping if you later change your mind.

Resizing and rotating

You can resize a picture by typing the measurements or by dragging. To resize by dragging, click on the picture and then move the mouse pointer so that it's over one of the eight sizing handles. The mouse pointer changes into a double arrow, as shown in Figure 14.14. Drag until the picture is the desired size and then release the mouse button. Note that dragging the corner handles maintains the aspect ratio of the picture, whereas dragging the side handles can be used to stretch or compress the picture.

FIGURE 14.14

Resize a picture or other graphic by dragging any of the eight sizing handles.

Hold down the Ctrl and/or Alt keys while dragging to modify the way resizing occurs:

• To resize symmetrically from the center point of the picture or graphic, causing the picture to increase or decrease by the same amount in all directions, hold down the Ctrl key while dragging.
• To resize in discrete steps, snapping to the alignment gridlines while hidden, press and hold down the Alt key while dragging and drag slowly, so that you can see each size increment as you go; if gridlines are displayed, the Alt key's behavior is reversed, as indicated earlier.

You can combine these options. For example, holding down the Alt and Ctrl keys at the same time while dragging a sizing handle slowly forces Word to resize in discrete steps while resizing from the center.

To specify an exact picture or graphic size, select the entry in the Shape Height and/or Shape Width text boxes in the Size group at the right end of the Picture Tools Format tab (or Drawing Tools Format tab) of the Ribbon. Type a new value, and press Enter. By default, these settings maintain the aspect ratio automatically, so if you enter a new Height and press Enter, the Width adjusts accordingly. To be able to change the picture proportions via the Size group settings, click the dialog box launcher in the Size group. Remove the check next to Lock aspect ratio as shown in Figure 14.15. (Note that for shape graphics, Lock aspect ratio is turned off by default, so the default setting differs depending on the selected object.)

FIGURE 14.15

To be able to distort a picture's dimensions, clear the Lock aspect ratio check box as shown here.

Use the rotate handle with the circular arrow icon above the top center resizing handle (refer to Figure 14.14) to rotate a picture. Select the picture and drag the handle in the direction in which you want to rotate the picture. You also can rotate a selected picture using arrow key shortcuts. Pressing Alt+Left or Right Arrow rotates the picture. If you add Ctrl key and press Ctrl+Alt+left arrow or Ctrl+Alt+Right Arrow, the rotation happens in smaller increments.

If you click the Position tab of the Layout dialog box shown in Figure 14.15, additional options of interest include the following:

• Move object with text: Associates a picture or graphic with a particular paragraph so that the paragraph and the picture will always appear on the same page. This setting affects only vertical position on the page. Although Word will allow you to check this option and Lock anchor at the same time, once you click OK the Move object with text option is cleared.
• Lock anchor: This setting locks the picture's current position on the page. If you have trouble dragging a picture, verify that it is set to one of the floating wrapping options (anything but In line with text), and that Lock anchor is turned off. Pictures that have been positioned with any of the nine Position gallery presets will also resist dragging.
• Allow overlap: Use this setting to allow graphical objects to cover each other up. One use for this is to create a stack of photographs or other objects. This feature is also needed for layered drawings.
• Layout in table cell: This setting enables you to use tables for positioning graphics on the page.

Cropping

To crop a picture, click the Crop button in the Size group in the Picture Tools Format tab. Cropping handles appear on the selected picture. Move the pointer over any of the eight cropping handles, and when it changes shape to match the handle, drag to remove the part of the picture you want to hide. Click outside the picture to finish applying the crop. Note that pressing the Alt key while dragging slowly crops in discrete steps.

Clicking the down arrow on the bottom of the Crop button reveals other options for customized cropping. You can click Crop to Shape and then click one of the shapes in the gallery that appears to crop the picture to fit within the specified shape, as in the star example in Figure 14.16. Use the Aspect Ratio option to crop the image to standard proportions, such as 1:1 to square the image or 3:5 for a portrait (tall) image. Cropping all the images in a document to the same aspect ratio can lend a more consistent appearance. You can also use the Fill and Fit commands to resize the image within the current picture area. Fill generally snaps the picture back to its original aspect ratio, which may undo the crop depending on how it was applied, and Fit shrinks the picture so previously cropped areas redisplay at a smaller size within the picture area.

FIGURE 14.16

Crop to hide part of a picture or to change its overall shape.

Formatting a picture or shape

You don't have to settle for a picture's original appearance when you insert it into a document. Word offers a variety of tools for making formatting adjustments. Applying uniform styles and effects to the pictures and other graphics in a document creates a unified look. This is the kind of approach that graphic designers use to create the brand identity for a magazine, for example. Here you learn how to find the settings you need to update the appearance of pictures and other graphics in your documents. Word offers dozens of changes that you can apply, so much so that every feature cannot be covered in detail here. Taking the time to explore the settings introduced here can help you make a document's graphics even more interesting.

Applying picture styles

Double-clicking one of the items in the Picture Styles of the Format tab enables you to apply any of a number of preset styles to the selected picture. The styles include various combinations of frames or borders, cropping, glows, shadows, and more. After selecting the picture, click the More button to display all of the gallery's choices. As shown in Figure 14.17, you can move the mouse over each style to see a Live Preview of it on the selected picture (or pictures). Note that the speed of Live Preview may be heavily affected by the size of the graphic file. If the picture is 2 MB, Live Preview is going to be a lot slower than if the file were only 50 KB. When you find the style that you prefer, click it to apply it to the picture.

FIGURE 14.17

Use Live Preview to choose a picture style to apply.

Applying a border or picture effects

You can apply a basic color border to a selected picture using the Picture Border button in the Picture Styles group of the Picture Tools Format tab. (For a shape, you would use the Shape Outline tool in the Shape Styles group of the Drawing Tools Format tab.) You have the option of using the drop-down that appears to change three settings for the border:

• Color: Click one of the Theme Colors or Standard Colors, or click More Outline Colors to choose a custom color. Keep in mind that when you use a theme color, the border color will update if you change the document theme.
• Weight: Click this option and then click a border width in the submenu that appears.
• Dashes: Click to display a submenu of border styles, and then click the desired style.

Click the No Outline choice in the Picture Border drop-down to remove any previously applied outline.

You can apply and refine additional effects with the Picture Effects tool, also located in the Picture Styles group. You can choose one of the Preset choices that combines effects, or apply any combination of individual effects that you prefer. In Figure 14.18, the picture already has a Reflection choice and a Bevel choice applied, and the Live Preview shows a potential Glow effect.

FIGURE 14.18

Apply any combination of Picture Effects to achieve the look you want.

Applying other picture adjustments

Word also features seven tools for adjusting picture attributes, shown in Figure 14.19.

FIGURE 14.19

The Adjust group contains seven tools for additional picture corrections.

Use the tools to accomplish a number of common tasks:

• Remove Background: Lets you automatically/selectively remove portions of a picture based on color patterns. For example, this feature can remove everything from a picture except for a single object, such as a flower or a car. After you click this tool, use the Mark Areas to Remove, Mark Areas to Keep, and Remove Mark buttons in the Refine group of the Background Removal tab to determine which portions of the image to remove and keep, and then click Keep Changes.
• Corrections: Clicking this button displays a gallery of preset corrections you can use to Sharpen/Soften or adjust the Brightness/Contrast of the selected picture for better printing or onscreen presentation. Move your mouse over the presets to preview their impact on the selected image, and then click the desired preset.
• Color: Open this gallery to see Color Saturation and Color Tone correction presets, as well as a variety of Recolor options for changing the overall color of the image. For example, you can apply Grayscale, Sepia, or Washout, or recolor the image using one of the theme colors. Use the mouse to preview a choice on the selected image, and then click it.
• Artistic Effects: This gallery provides more than a dozen special presets that you can use to transform the selected picture's overall appearance, such as Chalk Sketch, Paint Strokes, and Film Grain. Use your mouse to Live Preview an effect, and then click it.
• Compress Picture: Use this tool to reduce the size of the pictures stored in the file to the minimum needed for a given output. Clicking this tool displays the Compress Pictures dialog box shown in Figure 14.20. Under Compression Options, clear the Apply only to this picture check box if you want to compress all pictures in the document. Choose a resolution under Target output, and then click OK. If you will need to make high-quality printouts of your document, be cautious when using this feature. Compressing picture size can reduce the image quality, and because the feature discards information during the process, you can't undo it later.
• Change Picture: Clicking this tool opens the Insert Pictures window, where you can choose to replace the selected picture with a different one. You can either use Insert from file to select a locally stored replacement image file or search online for a replacement. Picture Styles and Effects applied carry over to the replacement picture, as do changes applied with other tools in the Adjust group. Cropping and resizing, however, do not.
• Reset Picture: Removes formatting applied with Picture Styles, Picture Effects, and other Adjust tools (except for Change and Compress). If you open the menu for this option, as noted earlier, you can Choose Reset Picture & Size to restore a cropped picture.

  FIGURE 14.20

  Compress pictures to reduce the file size of the Word document.

  

Using the Format Picture pane

If you click the dialog box launcher in the Picture Styles group of the Picture Tools Format tab, the Format Picture pane shown in Figure 14.21 appears at the right. You also can display this pane by right-clicking a selected picture and clicking Format Picture. The Format Picture pane in Word 2013 replaces the Format Picture dialog box found in previous Word versions and offers settings for you to fine-tune presets and other format changes made to a selected picture. Click one of the icons at top to choose an overall category of settings, click an arrow to expand particular settings, and then change the detailed settings. For example, Figure 14.21 shows the detailed settings for working with the Reflection preset applied to the selected image. The category icons at the top of the pane include:

FIGURE 14.21

Find more detailed settings in the Format Picture pane.

• Fill & Line: Use to change the settings for any interior Fill or Line (border) applied to the picture.
• Effects: Select to work with detailed Shadow, Reflection, Glow, Soft Edges, 3-D Format, 3-D Rotation, and Artistic Effects settings for the selected image.
• Layout & Properties: The Text Box settings here generally are not active for pictures, but you can use the Alt Text choices to add accessibility information.
• Picture: Make changes here to Picture Correction, Picture Color, and Crop settings.

Adding Online Video

You can insert a video clip from Bing Video Search, an embed code from another video site or website, or YouTube. For example, if you're writing a report about an Apollo mission, you can find a video clip about it and add it. Video clips of product demonstrations also can supplement a product instruction document that you intend to convert to PDF or HTML web format and post online. You insert all three types of video using the Insert Video window shown in Figure 14.22. If you've already copied a video embed code from another website, click the Paste embed code here text box beside From a Video Embed Code, and then click the Insert button at the right side of the text box. If you select YouTube, it moves up from the bottom of the window to the list of search options, and you can use the search box that appears for it to search for and insert a video.

FIGURE 14.22

Use the new Insert Video feature to find and download video clips using Bing Video Search.

Here's how to find and insert an image from Bing Video Search in a document.

1. Make sure you are signed in and your system is connected to the Internet, and click to position the insertion point where you want to insert the video.
2. Click the Insert tab, and then click Online Video in the Media group. The Insert Video window shown in Figure 14.22 appears.
3. Type a search term in the text box to the right of Bing Video Search, and then click the Search (magnifying glass) button at the right. Insert Video finds and displays matching clips.
4. Scroll down to preview additional clips, if needed, click the one you want, and then click Insert. Word downloads the image or illustration and displays it at the insertion point.

If you click the inserted video clip, the Picture Tools Format tab appears, and you can use its tools as described earlier to adjust the appearance of the clip. Click the Play button on the clip to play it.

Creating WordArt

If there's something creative you need to do to text, and Word's normal text tools don't even come close to what you need, then WordArt probably has what you're looking for. WordArt enables you to get creative if you need to accomplish unique tasks like these:

• Stretch text diagonally across the page so you can make a CLASSIFIED watermark.
• Make a fancy banner headline for a newsletter or flyer.
• Rotate text to any angle.
• Place text in a circle for making a button.

Figure 14.23 shows several of the text shapes and effects that you can create using Word 2013 WordArt.

FIGURE 14.23

Combine a variety of settings to create decorative WordArt text.

Creating classic WordArt

When you open a Word 97–2003 document in Compatibility Mode, certain features are disabled, such as the ability to insert SmartArt graphics or take a screenshot. You can still insert WordArt in Compatibility Mode using the command described next, but when you display the gallery of WordArt styles, the styles you see are the Classic WordArt styles available in Word 97–2003. The WordArt styles were updated starting with Word 2007. If you attempt to copy a Classic WordArt object to a Word 2013 file or convert a .doc file with Classic WordArt to .docx format, Word 2013 attempts to reformat the WordArt object, and the results may not be appropriate or attractive. So if you want to retain the Classic WordArt styling in a Word 97–2003 document, don't convert it. If you do decide to convert it, however, you will likely need to reapply updated WordArt styles to all WordArt objects.

Creating WordArt from scratch

The WordArt tool makes it surprisingly simple to create decorative text. Here's how to insert a new WordArt object into your document:

1. Click to position the insertion point where you want to insert the WordArt.
2. Click the Insert tab, and then click the Insert WordArt button in the Text group. Word presents you with the WordArt Style gallery, shown in Figure 14.24.

   FIGURE 14.24

   Click a style in the WordArt gallery.

   

3. Click a style in the gallery. Word applies the style to the placeholder phrase Your Text Here in the WordArt object.
4. Type your text.
5. (Optional) Select the text in the object and apply additional formatting as desired. This step is optional because you also can reselect the WordArt later to change its formatting.
6. Click Outside the WordArt object to finish it.

The wrap setting applied to a new WordArt object varies depending on whether the document already has text or not. If you insert WordArt in a blank document or one with only other objects, the new WordArt graphic appears in the upper-left corner of the document (although not in the header), formatted with wrapping set to In Front of Text. You can change the wrapping as desired using the Wrap Text choices in the Arrange group of the Drawing Tools Format tab, and drag the WordArt text box where you want it.

If you positioned the insertion point in some text or have selected some text before adding the WordArt, it is inserted at the beginning of the current paragraph, also formatted with the In Front of Text wrapping style. You can change the wrapping style to create a decorative effect at the beginning of the paragraph, as shown in Figure 14.25.

FIGURE 14.25

Use WordArt to draw attention to the beginning of the paragraph or create wrapped titles.

Creating WordArt from selected text

If you've already entered all the text for a document or have received a document to format from another person, the text that you want to format as WordArt may already be included in the document. If that's the case, select the text, and then select the WordArt type as described in Steps 2 and 3 in the previous section. The selected text appears in the WordArt object. Unlike in Word 2007 and earlier, the 10-word/200-character limit for WordArt text no longer exists, so it's possible to format entire paragraphs as WordArt. You might want to do this to create a flyer or a pull quote.

Formatting WordArt text

Because WordArt is integrated into Word's main graphics engine, Word displays the Drawing Tools Format contextual tab when you select a WordArt object by clicking it and then clicking its border. As shown in Figure 14.26, the tab offers the same text-formatting tools that are available for text boxes and the same shape-formatting tools that are available for all Word shapes. (Chapter 15, “Adding Drop Caps, Text Boxes, Shapes, Symbols, and Equations,” covers creating text boxes and shapes.) You will also notice that there is also a lot of overlap of applicable tools when you're working with pictures.

FIGURE 14.26

Word displays the Drawing Tools Format tab for formatting WordArt.

Use the tools in the WordArt Styles and Text groups to format text. Any of these formatting tools can be applied letter by letter if that is what required. In addition, you can use the normal settings in the Font and Paragraph groups of the Home tab to make changes to the selected WordArt text.

Moving, sizing, and rotating WordArt

WordArt shapes can be formatted like any other picture or shape in Word. The techniques for moving, sizing, rotating and so on described earlier in this chapter work the same for WordArt. WordArt text can be rotated to any angle using the rotate handle above the top center selection handle. You're not limited to the settings offered with the Text Direction tool in the Text group of the Drawing Tools Format tab. Also, you can reverse WordArt both horizontally and vertically—by dragging top over bottom, side over side, and corner over corner, essentially flipping the object and the text it contains. You can use this method, or you can use the Rotate Objects choice in the Arrange group to rotate and flip the selected WordArt.

Changing WordArt styles

One basic change you may want to make to a selected Word Art object is to change to another WordArt style. To see the gallery, click the Quick Styles button in the WordArt Styles group (if your screen is at a low resolution) or if the gallery appears in the group, click its More button. The available styles are the same as those shown in Figure 14.24, during the discussion about how to create WordArt. Simply click an alternate style to apply it.

The WordArt Styles group also contains the Text Fill, Text Outline, and Text Effects tools. Clicking Text Fill then enables you to click a new color to use as the fill for the WordArt text. Text Outline and Text Effects enable you to change the WordArt text outline and effects, and work just as described earlier for pictures under “Applying a border or picture effects.”

Changing 3-D rotation

While there are a number of Effects choices you may want to apply to WordArt, 3-D Rotation is one that can make the WordArt really pop from the page. Click Text Effects 3-D Rotation to use Live Preview to select a rotation setting as shown in Figure 14.27, and then click it.

Changing the WordArt background

While the tools in the WordArt Styles group of the Drawing Tools Format tab apply to the text within a WordArt object, the tools in the Shape Styles group enable you to change the fill and outline for the WordArt object's surrounding box, creating a rectangular background for the WordArt graphic. In the example in Figure 14.28, I've added a fill color, as well as used the Soft Edges and Shadow effects to give the object dimension. By combining text formatting and overall shape formatting, you can create interesting effects and special objects such as a newsletter title.

FIGURE 14.27

Rotation controls give you the ability to display WordArt in virtually any position.

FIGURE 14.28

You also can format the WordArt object's background using the choices in the Shape Styles group.

Shaping and transforming WordArt

Another important formatting change most users want to know about is how to change the overall shape of a WordArt object. Depending on what you are wanting to accomplish, there are two ways to do this: with the Format Shape pane or with the Transform tools.

If you click the dialog box launcher for either the Shape Styles or WordArt Styles groups in the Drawing Tools Format tab, the Format Shape pane appears at right as shown in Figure 14.29. You also can right-click a selected WordArt object and click Format Shape to display the pane. The Format Shape pane works just like the Format Picture pane described earlier under “Using the Format Picture pane.” One exception appears at the top of the pane, where you see Shape Options and Text Options choices. Click these as needed to flip between formatting the overall WordArt shape and the text in the shape. For example, Figure 14.29 shows the 3-D Rotation Options for the shape text, because Text Options is selected at the top of the pane. The X, Y, and Z Rotation controls let you rotate the text within the object in three dimensions. This allows you to, among other things, rotate text to any angle, as well as to rotate the text vertically and horizontally. (If you selected Shape Options at the top of the pane, rotation changes appear differently.) Click the pane's Close button when you finish choosing settings.

FIGURE 14.29

Select detailed formatting options for the WordArt shape and text in the Format Shape pane.

If using the Format Shape pane doesn't give you the effect you are looking for, you can use the Transform tools. With the WordArt object selected, select Text Effects Transform, and point to the different transformations provided. As shown in Figure 14.30, Live Preview shows how the effect would look if applied. When you click a choice, Word applies the new shape and also adds one or more additional controls, which appear as little purple diamonds.

You can use these controls to further shape or warp the text inside. Drag one of the controls, and as you drag a diagram appears showing a preview of the shape. When you like what you see, release the mouse button.

FIGURE 14.30

Use Transform to warp WordArt text.

Arranging Pictures and Other Objects

In addition to the Position and Wrap Text tools described earlier in the chapter, the Arrange group of the Picture Tools and Drawing Tools Format tabs has tools for working with the layering, alignment, grouping, and rotation of various types of Word graphics. These additional tools are:

• Bring Forward: When layering objects, moves the selected object one layer forward. Click the arrow to choose the Bring to Front (brings to the top layer) or Bring in Front of Text choices.
• Send Backward: When layering objects, moves the selected object one layer backward. Click the arrow to choose the Bring to Back (moves to the bottom layer) or Send Behind Text choices.
• Align Objects: Gives you choices for aligning selected objects relative to one another (when Align to Margin is selected). For example, click Align Center to align all objects relative to their center points. You also can choose Distribute Horizontally or Distribute vertically to space the objects equally.
• Group Objects: Allows you to group and ungroup selected objects. Grouping object enables you to move them as a unit.
• Rotate Objects: Enables you to rotate or flip the selected object by selecting a preset rather than using the rotate handle.

In Figure 14.31, I layered a WordArt object over a picture. I applied Bring to Front to the WordArt and Send to Back for the Picture. I selected both objects and used Align Objects Align Center and then Align Objects Align Top to position them. Finally, I grouped the objects.

FIGURE 14.31

Also use the Arrange choices to arrange objects relative to one another and group them.

Summary

In this chapter you've learned how to insert pictures into Word documents and how to use Word's tools—new and old—to mold those pictures into art. You've also seen how to find images online and insert them, as well as how to create dynamic text using WordArt. You should now be able to do the following:

• Determine whether Word supports the graphic format of your pictures
• Achieve any wrapping effect when working with text and graphics
• Reduce file size by compressing pictures in your documents
• Use WordArt to create a masthead banner for a newspaper or newsletter
• Bend and curve text in creative ways to help make a point in a flyer
• Apply different colors to WordArt to blend with other artistic aspects of your publication