Working with Graphics in Microsoft Office
Understanding Picture Manager .................................................................................. 1
Where to find Picture Manager .................................................................................... 1
Why use Picture Manager? ......................................................................................... 1
Finding your images .................................................................................................... 1
Figuring out what all those shortcuts are ..................................................................... 2
Getting rid of unneeded Picture Shortcuts ................................................................... 2
Warning: A fundamental flaw in Picture Manager ....................................................... 2
Viewing options............................................................................................................ 2
Changing your viewing option ...................................................................................... 3
Managing pictures in Picture Manager ........................................................................ 3
Saving a copy of an image .......................................................................................... 3
Discarding unwanted changes ..................................................................................... 3
Using the Send To option ............................................................................................ 3
Editing pictures ............................................................................................................. 4
Modifying brightness and contrast ............................................................................... 4
Modifying color ............................................................................................................ 4
Cropping a picture ....................................................................................................... 4
Rotating and flipping .................................................................................................... 5
Using the red eye removal tool .................................................................................... 5
Resizing pictures ......................................................................................................... 5
Compressing pictures .................................................................................................. 6
Understanding the Clip Organizer ............................................................................... 6
Opening the Clip Organizer in its own window ............................................................ 6
Opening the Clip Organizer from within an application ................................................ 7
How the Clip Organizer works ..................................................................................... 7
Understanding the Clip Organizer toolbar .................................................................... 7
Manually cataloging your media files ........................................................................... 7
Creating your own folders ............................................................................................ 8
Renaming a folder ....................................................................................................... 8
Deleting a folder or collection ...................................................................................... 8
Moving clips into a new folder ...................................................................................... 8
Searching for a media file ............................................................................................ 8
Inserting a clip into your file ......................................................................................... 9
Downloading clips from Microsoft Office Online .......................................................... 9
Working with graphics in an application................................................................... 10
Inserting pictures ....................................................................................................... 10
Inserting clip art ......................................................................................................... 10
Understanding where your clip art is located ............................................................. 10
Modifying an inserted graphic .................................................................................... 10
Making the picture easier to move on the screen ...................................................... 11
Using the Edit Wrap Points command ....................................................................... 11
Working with graphics in an application ..................................................................... 11
Changing the size of a picture ................................................................................... 12
Cropping a picture ..................................................................................................... 12
Adding a border ......................................................................................................... 12
Your friend, the Drawing toolbar ................................................................................ 12
Working with Graphics in Microsoft Office
Adding drawing objects.............................................................................................. 13
How to turn off the auto canvas ................................................................................. 13
Notes on drawing objects .......................................................................................... 14
Controlling object order.............................................................................................. 14
Rotating objects ......................................................................................................... 14
Flipping objects .......................................................................................................... 14
Grouping objects........................................................................................................ 14
Inserting WordArt ....................................................................................................... 14
Using the WordArt toolbar ......................................................................................... 15
Resizing WordArt ....................................................................................................... 15
Understanding Picture Manager
Where to find Picture Manager
Click on the Start button, select All Programs, select Microsoft Office, Microsoft Office Tools,
and then Microsoft Office Picture Manager.
The main window is divided into three parts:
Picture Shortcuts pane: contains shortcuts to folders that include pictures. This gives you a
quick way to move among folders that may be stored in a variety of locations.
Preview pane: where you view pictures.
Edit pane: editing tools are available here.
Picture Shortcuts pane
Preview pane
Edit pane
Why use Picture Manager?
Picture Manager is a separate application that lets you organize and edit images. It’s a useful
place to know about because it contains more image-editing tools than you will find in Word,
PowerPoint, etc.
One of the main advantages of working in Picture Manager is the ability to work directly with the
images and permanently save editing changes.
When you edit an image in Word or another application, the original image is untouched; only
the image included in the file is changed. However, if you know that you need to edit an image
for use in multiple files or locations, you do not want to keep repeating the same editing steps
every time you insert it somewhere. Hence, the need for an image-editing application, such as
Picture Manager, which allows you to make edits to an image and then save those edits.
Finding your images
The first step to using Picture Manager is to point it to your pictures. Click on the
File menu and select Locate Pictures.
In the Locate Pictures pane on the right side of the window, specify what drive or
network location to search, and then click on the OK button.
Depending on the speed of your computer, you may see a “Looking for pictures”
progress window.
Once the process is complete, the Picture Shortcuts pane on the left side of the
screen should contain shortcut folders to pointing to all the locations where you
have images stored.
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Some of the folder icons may have a small plus sign to the left; that means there
are additional folders inside that one. Click on the plus sign to expand the listing
and see any subfolders.
If you want to add a shortcut to a specific location that Picture Manager did not
pick up automatically—or to a subfolder that you know you will be using
frequently—click on the Add Picture Shortcut link at the top of the Picture
Shortcuts pane.
The Add Picture Shortcut window appears. Navigate to the specific location and
then click on the Add button.
The shortcut you added will appear in the list, which is sorted alphabetically.
Figuring out what all those shortcuts are
If the Locate Pictures command turns up a bunch of folders that you don’t recognize, try clicking
on them to display the contents—sometimes that is enough to help you realize what is what.
If that doesn’t work, hover over the folder icon in the Picture Shortcuts pane. A small yellow
popup balloon should appear showing the file path to the shortcut, which can
also help determine whether this is a shortcut you will actually use.
Getting rid of unneeded Picture Shortcuts
If you find that the “Locate Pictures” command has cluttered up your Picture
Shortcuts pane, you can edit the list of shortcuts that appear there.
Right-click on the unwanted shortcut and select Remove Shortcut from the
dropdown menu.
Warning: A fundamental flaw in Picture Manager
The Picture Shortcuts pane is only composed of shortcuts to other locations, rather than the
files themselves. However, any editing you do to the shortcuts here will affect the underlying
folders and files. If you select Delete Folder from the dropdown menu available when you rightclick one of these shortcuts, you WILL delete the folder full of images. Please, please, please
be careful when you right-click on any of these shortcuts!
Viewing options
In the preview pane, you have several choices about viewing the contents of a selected folder:
Thumbnails: shows a small version of each image in the selected folder; this view is most like
an old-fashioned contact sheet.
Filmstrip: shows a bigger version of the selected image at the top of the screen, along with
thumbnails of other images at the bottom, along with a toolbar that allows you to scroll forwards
and backwards in the selected folder.
Single picture: as the name implies, it shows only one picture at a time.
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Changing your viewing option
Thumbnail
To modify the way you’re looking at the current folder, click
on the View menu and select a different option, or use the View
buttons at the top of the Preview pane.
Filmstrip
Single Picture
Managing pictures in Picture Manager
Before you do any editing of images, it is critical to understand what Picture Manager does with
the changes you make. All changes are tracked in a folder titled Unsaved Edits.
When you click on that folder, which is always at the bottom of the list in the Picture Shortcuts
pane, you will see all images to which you have made changes but not yet saved.
If you want to save over the original image, all you have to do is select the image and then save
using one of the following methods:
 Click on the Save button on the Standard toolbar
 Keyboard shortcut: Ctrl + S
 Click on the File menu and select Save
If you open so many pictures that you can’t keep track of whether or not you have actually done
any editing to a particular one, look down at the lower-left corner of the preview pane to see if
an asterisk precedes the filename. If it does, there are unsaved changes associated with that
image.
Folders that contain unsaved/edited images will appear with a bold-faced
name in the Picture Shortcuts pane until the file has been saved or the changes discarded.
Saving a copy of an image
If you want to keep the original image and save the edited file as a second version, select the
image, click on the File menu, and select Save As.
When the Save As window appears, specify the new location (if necessary) and its new name.
Click on the Save button to finalize the save process.
Note: when you perform a Save As operation, any subsequent changes are NOT made to the
copy, but to the original version. To make changes to the copy, you would need to open and
edit it in Picture Manager.
Discarding unwanted changes
If you do not wish to keep edits you’ve made to an image, right-click on the image and select
Discard Changes from the shortcut menu. The image disappears from the list in the Unsaved
Edits folder.
Using the Send To option
One of the great underutilized features of Picture Manager is the ability to send pictures from
there directly into an application—Word, Excel, PowerPoint, or Outlook email.
Select the picture(s) you want to put in an application. Right-click,
select Send To from the shortcut menu, and then select Microsoft
Office… from the dropdown menu.
In the Send Pictures dialogue box, you can choose where the
pictures will go. If the file where you want to put them is already
open, click on the dropdown arrow under “Insert into an open file”
and choose the correct destination.
To create a new file, choose the appropriate application from the list.
If you also want to modify the size of the image(s) before it is sent
anywhere, click on the Options link just above the Send button.
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In the Options dialogue box, click on the dropdown arrow beside “Select a size” and make a
choice from the list.
Click on the OK button to return to the Send Pictures dialogue box.
Click on the Send button to initiate the sending process.
Depending on the location you chose, you will see a new file with the pictures or they will be
inserted in the open file you designated as the location.
Editing pictures
Modifying brightness and contrast
Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures task pane is not
already open.
In the “Edit using these tools” area of the Edit pane, click on the link for
Brightness and contrast.
For a quick fix, hit the Auto Brightness button.
If that is too dramatic a change, use the Edit Undo command (keyboard
shortcut: Ctrl + Z) to reverse the action.
Otherwise, use the slider bars in the settings area to make manual
adjustments to brightness and contrast.
Note: to view all of the advanced settings, click on the link More next to the
Advanced settings heading.
The brightness and contrast options are explained below.
Brightness: the relative lightness of a color
Contrast: the difference between the darkest and lightest areas in a picture
Midtones: tones that are in the middle between the darkest and lightest
Highlights: brightest or lightest areas in a picture
Shadows: darkest areas in a picture
Modifying color
Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures
task pane is not already open.
In the “Edit using these tools” area of the Edit pane, click on the link for Color.
For a quick fix, hit the Enhance Color button and then click on an area of the
picture that should be white.
If that is too dramatic a change, use the Edit Undo command (keyboard
shortcut: Ctrl + Z) to reverse the action.
Otherwise, use the slider bars in the settings area to make manual
adjustments to color amount, hue, and saturation.
The color options are explained below.
Hue: the color attribute that most obviously distinguishes one color from
another.
Saturation: a purity measure determined by the color’s movement away from
gray. A color that contains more gray is described as less or lower saturated,
while a color that has less gray is considered higher saturated.
Note: to make a color picture black and white, type -100 in the Saturation settings text box, or
move its slider all the way to the left.
Cropping a picture
Cropping a picture is not the same as changing its size—cropping removes part of the image,
while resizing increases or decreases the size of the entire picture.
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Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures task pane is not
already open.
In the “Edit using these tools” area of the Edit pane, click on the link for Crop.
When you hover over the picture in the Preview pane, the cursor changes into
a four-sided arrow and there are selection handles on the corners and sides of
the image.
You can choose to crop using these handles; all you have to do is click and
drag to cut out the parts of the pictures you don’t want to include, and then
click on the OK button to finalize the crop.
If that is too dramatic a change, use the Edit Undo command (keyboard
shortcut: Ctrl + Z) to reverse the action.
To crop to a specific size, such as 3x5 or 4x6, click on the dropdown arrow
beside Aspect ratio and select the appropriate option. Then click on the OK
button to finalize the crop.
Once you have chosen a size, you can specify an orientation if the correct one isn’t chosen by
default.
For very precise cropping, use the options in the Crop handles area to enter the exact number
of pixels you want to remove. Then click on the OK button to finalize the crop.
Rotating and flipping
For super-fast rotating, you can use the Rotate Left and Rotate Right buttons on the
Formatting toolbar. These buttons will rotate the selected image left or right by 90 degrees.
Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures task pane is not
already open.
In the “Edit using these tools” area of the Edit pane, click on the link for Rotate
and Flip.
If you need to rotate by something more or less than 90 degrees, enter a
number in the “By degree” textbox or use the up and down arrows to scroll until
you get the desired degree of rotation.
Note: if you click the up and down arrows too quickly, it may take the display in
the Preview pane a few seconds to catch up with all of your clicks.
Using the red eye removal tool
Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures task pane is not
already open.
In the “Edit using these tools” area of the Edit pane, click on the link for Red Eye
Removal.
Once you have selected this tool, the cursor turns into a large circle when you
hover over the image in the Preview pane.
Position the cursor over the area where you want to remove red eye, click to
select that spot, and click on the OK button in the Edit pane.
If that is too dramatic a change, use the Edit Undo command (keyboard
shortcut: Ctrl + Z) to reverse the action.
Note: when working on red eye removal, it may be helpful to zoom into a certain area of the
image. You can use the Zoom box on the Standard toolbar or the Zoom slider in the bottomright corner of the preview pane to get a closer view.
Resizing pictures
Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures task pane is not
already open.
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In the “Change picture size” area of the Edit pane, click on the link for Resize.
The Edit pane offers several different ways to resize:
 Predefined width x height: a dropdown menu of standard sizes for
documents, websites, and email.
 Custom width x height: allows you to enter the precise number of pixels
for both height and width.
 Percentage of original width x height: allows you to scale down by a
percentage that you type in or enter using the up and down arrows.
Once you have made your selection, click on the OK button.
If that is too dramatic a change, use the Edit Undo command (keyboard shortcut:
Ctrl + Z) to reverse the action.
Compressing pictures
If you are preparing something that will be printed, you will probably not want to
compress any of the images, because doing so could negatively affect their
appearance when printed. However, if you are editing images that will not end
up being printed, it is a good idea to compress them. Compression makes the
size of the image file smaller by removing some of the underlying data. These
changes are rarely visible to one’s eye, but they go a long way towards making
your final document smaller and easier to work with.
Click on the Edit Pictures button on the Formatting toolbar if the Edit Pictures
task pane is not already open.
In the “Change picture size” area of the Edit pane, click on the link for
Compress Pictures.
When the Compress Pictures pane appears, choose the appropriate option in
the “Compress for” area, depending on whether you are creating a file, web
page, or email message.
Notice in the “Estimated total size” how the size of the file changes depending
on the type chosen.
Click on the OK button to complete the compression operation.
If that is too dramatic a change, use the Edit Undo command (keyboard shortcut: Ctrl + Z) to
reverse the action.
Note: depending on the compression option you choose, the size of the image will change as
well, since the compression operation combines changes to the information included in the file
and resizing the image’s dimensions.
Understanding the Clip Organizer
The Clip Organizer is designed by Microsoft to allow “one-stop shopping” when it comes to
finding and using all kinds of media files—sound, video, and graphics.
Opening the Clip Organizer in its own window
Click on the Start button, select All Programs, select Microsoft
Office, Microsoft Office Tools, and then Microsoft Clip Organizer
from the dropdown menu.
The Clip Organizer opens, with an “Add Clips to Organizer” welcome
message above it if you haven’t opened the Clip Organizer before.
DO NOT allow Clip Organizer to catalog your media files—if you do,
you will end up with a bunch of junk in your Organizer from every
miscellaneous program on your machine.
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Instead, check the box beside “Don’t show this message again” and then hit the Later button.
Opening the Clip Organizer from within an application
Click on the Insert menu, select Picture, and then select Clip Art.
The Clip Art pane opens on the right side of the screen.
Note: in this version, a great deal of the functionality of the Clip Organizer isn’t available. If you
need to organize your files, open Clip Organizer in its own window, which you can easily do by
clicking on the Organize clips link at the bottom of the Clip Art pane.
How the Clip Organizer works
The Clip Organizer sorts all of the media on your PC into separate categories:
 My Collections: this can be the biggest group, as it represents media files found in
your Favorites folder, collections that you organize yourself, folders where the Clip
Organizer found media files if you follow the manual cataloging process described
below, and any files that you download from Microsoft.
 Office Collections: media files installed along with Office
 Web Collections: media files from third parties who provide clips online
While the Clip Organizer shows you a bunch of folders, they are just shortcuts to locations on
your computer or a networked server.
Understanding the Clip Organizer toolbar
Search
Copy
Delete
List
Clips Online
Details
Paste
Collection List
Thumbnails
Search: opens the Search pane
Collection List: opens the Collection List pane for browsing
Copy: copies the selected clip(s) or folders(s)
Paste: pastes the selected clip(s) or folders(s)
Delete: deletes the selected clip(s) or folders(s)
Thumbnails: shows a small view of a folder’s contents
List: displays the filenames of clips within a folder
Details: displays pertinent information about the clips within a folder: name, size, file type,
caption, keyword, and date
Manually cataloging your media files
Click on the File menu, select Add Clips to Organizer, and then select Automatically from the
dropdown menu.
The Add Clips to Organizer window appears again; click on the Options button and the Auto
Import Settings window appears.
This window shows every folder on your computer that holds media files. To make your clip
organizer work efficiently, you need to scroll through the entire list and uncheck the boxes
beside folders with irrelevant media files.
Once you’ve finished that process, click on the Catalog button and the Clip Organizer will
catalog only those files that you want to have show up there.
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Creating your own folders
Click on the File menu and select New Collection.
The New Collection window appears; here you give your new folder a name
and specify where it should be stored.
Enter a name in the Name textbox.
Use the vertical scroll to locate the folder where the new folder should be
stored; click on that folder to highlight it.
Click on the OK button to create your new folder.
Renaming a folder
If you need to rename a folder, click on it to select it.
Click on the Edit menu and select Rename, or right-click and select Rename from the shortcut
menu.
Type a new name and then hit the Enter key.
Deleting a folder or collection
Select the folder or collection and delete using one of the following methods:
 Right-click and select Delete from the shortcut menu
 Click on the Edit menu and select Delete
 Hit the Delete key on your keyboard or on the Clip Organizer toolbar
A warning window appears asking if you are sure you want to delete:
Click on the Yes button to complete the operation.
Note: this warning appear whether or not the folder/collection contains any files.
Moving clips into a new folder
If you decide to organize your media files differently, you can move or copy files from one
location to another.
Select the file(s) you want to move or copy.
Note: to select more than one file, switch to List or Details view. Hold down the Ctrl key and
click to select the appropriate files, or use the Select All keyboard shortcut (Ctrl + A) to select
the entire contents of a folder/collection.
Use one of the following methods to copy/move the files:
 Right-click on the selected file(s) and drag to the left pane to highlight the destination
folder; when you release the mouse button a shortcut menu appears from which you can
select Move Here or Copy Here.
 Right-click on the selected file(s) and select Copy to Collection or Move to Collection.
The appropriate window appears, where you can select the destination folder.
Click on the OK button to complete the operation.
Note: there is a New button in this window, so if necessary you can create a new
folder/collection at this point.
Searching for a media file
Click on the Search button in the toolbar to open the Search pane, or click on
the View menu and select Search.
When the Search pane opens, enter a keyword.
Click on the dropdown arrow below Search in to specify where to search.
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“Everywhere” should be checked by default, which casts the widest net. If you want to search
only in a certain location, uncheck the box beside Everywhere and then select the specific
collection or folder.
In the “Results should be” dropdown, you can specify what type of media you want to see.
Inserting a clip into your file
Once you find your file, you need to insert it in your file (document, spreadsheet, presentation).
If you are working with the Clip Organizer in its own window, you perform a copy and paste
operation:
 Click on the file’s dropdown menu and select Copy, or right-click on the file and select
Copy.
 Navigate to the file where you want to insert it.
 Click on the Edit menu and select Paste, or right-click and select Paste.
If you are working with the Clip Art task pane within the application, click on the file’s dropdown
arrow and select Insert.
Downloading clips from Microsoft Office Online
Microsoft has a huge selection of media clips available for free on its website. To get to the site,
click on the Clips Online button in the Clip Organizer, or the Clip art on Office Online link at
the bottom of the Clip Art pane.
When you get to the Microsoft site, there is a Search box in the
upper-left corner of the page. Enter your search term there
and then click on the Search button.
On the results page, a headline across the top summarizes your search and how many pages of
results it found:
Note: If you click on the Options link on the farright side of the page, you can increase the number
of images that display on a single page up to 48.
To select an image or file, click on the checkbox below the thumbnail image. In the left-hand
column you will see an area titled “Selection Basket”; as you select files, the number in there
increases.
To select all of the files on a page, click on the Select Page link in the bottom left.
Once you have selected everything you want to download, go to the Selection Basket area in
the left column and click on the Download link.
A download page appears summarizing the number of items you selected
and the size of the files, and giving you directions for how to complete the
download process.
Click on the Download Now button.
You should get a window asking if you want to open a file; click on the Open
button to continue the download.
If the Clip Organizer is not already open, it will open now.
The new clips will be added to a folder called Downloaded
Clips that is stored inside My Collections.
Note: when Microsoft downloads clips, it may put them in
multiple folders if they fall into more than one category. This
can lead to increased difficulty in finding things once you’ve
downloaded them, so you may want to get in the habit of
moving downloaded clips into your own set of folders to make
your own life easier.
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Working with graphics in an application
Inserting pictures
Position the cursor in the location where you want the picture to appear.
Click on the Insert menu, select Picture, and then select From File on the dropdown menu.
Word automatically opens the My Pictures folder; if necessary, navigate to the location where
the picture you want to use is stored.
Click on the file you want to use to select it.
Click on the Insert button.
Inserting clip art
Position the cursor in the location where you want the picture to appear.
Click on the Insert menu, select Picture, and then select Clip Art on the dropdown menu.
The Clip Art pane appears on the right side of the screen.
Search for the image you want; when you find it, hover over the dropdown arrow and select
Insert from the dropdown menu.
Understanding where your clip art is located
If you are unclear about where a particular piece of clip art is
stored, look at its properties.
Click on the dropdown arrow beside the piece of clip art and
select Preview/Properties.
At the bottom of the preview window, the File information gives
you the specific path to where it is saved. You may need to
click on the text and use the arrow keys on your keyboard to
see the entire path.
Note: Clip art that you have not yet downloaded from Office
Online will be stored in your Temporary Internet Files folder.
Modifying an inserted graphic
Selecting an image automatically brings up the Picture toolbar, which contains useful shortcuts
for formatting and editing images. The toolbar button functions are defined below.
Insert Picture from File: Opens the “Insert Picture” window.
Image Control: Converts an image to grayscale, black and white, or watermark.
Rotate Left 90
Line Style
Image Control
Crop
Recolor Picture
Format Picture
Insert Picture from File
Set Transparent Color
More Contrast
Less Contrast
Less Brightness
Compress
Pictures
Reset Picture
More Brightness
More Contrast: Sharpens the contrast between colors.
Less Contrast: Decreases the contrast between colors.
More Brightness: Brightens the image.
Less Brightness: Darkens the image.
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Crop: Cuts a picture down to the desired size. Click and drag using the selection boxes in the
middle of each side of the image.
Rotate Left 90: Rotates the selected image to the left by 90 degrees.
Line Style: Adds a border to an image.
Compress Pictures: Gives you the option to compress pictures to reduce presentation size.
Recolor Picture: Alters colors in the image; this option is only available for pieces of clip art.
Format Picture: Opens the Format window where you can resize, crop, alter text wrapping,
and make other formatting choices.
Set Transparent Color: Changes a solid color to a transparent one; only available for pictures,
not clip art.
Reset Picture: Restores image to its original appearance.
Making the picture easier to move on the screen
Generally speaking, when you insert any kind of graphic into a Word document, it comes in with
the wrapping options set to “In line with text.” It is MUCH easier to work with graphics if you
change that wrapping option so that the graphic will float and be easy to move on the page.
Double-click on the picture to bring up the Format Picture dialogue box.
Click on the Layout tab.
Choose Tight from the options available under Wrapping Style. This allows your picture to
“float” on the page so you can move it around as needed .
Click on OK to close the window.
Note: if you click on the Advanced button, it gives you even more options for control of
wrapping text.
Using the Edit Wrap Points command
One way to create unusual effects with a graphic is to have text
wrap across part of the image. Click on the picture to select it.
Text Wrapping
Click on the Text Wrapping button on the Picture toolbar and
select Edit Wrap Points from the bottom of the dropdown menu.
A red dotted border now surrounds your picture. When the mouse hovers over this border, the
cursor changes into a small four-sided dot; you can click and drag from whatever point you now
have selected to change the image’s wrapping style.
If you drag the red border into the picture, text will flow up to wherever the border stops. If you
move the border outside of the image, text will wrap accordingly.
Once you have finished modifying the image’s wrapping style, click away from the image to
deselect it and turn off the Edit Wrap Points tool.
Working with graphics in an application
Once you’ve inserted a graphic, it can be modified using the following techniques.
To reposition a graphic:
Click on the image to select it and then drag to the appropriate location.
To delete a graphic:
Click on the image to select it and then hit the Delete key on your keyboard.
To move a graphic to another spot without dragging:
Right-click on the image and select Cut.
Move to the location where the image will be placed.
Right-click on the spot and select Paste.
To copy a graphic:
Right-click on the image and select Copy.
Move to the spot where the image will be placed.
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Right-click on the slide and select Paste.
Changing the size of a picture
Use one of these methods to resize:
 Click on the picture to select it, then grab the sizing handles in one of the corners and
drag the picture to its new size (you will retain proportionality by only using the corner
sizing handles).
 Double-click on the picture to bring up the Format Picture dialogue box. Click on the
Size tab, then type the appropriate new measurements into the boxes under “Size and
Rotate.” Click on the OK button to close the window.
Note: use the Reset button on the Size tab to return the picture to its original size.
Cropping a picture
Click on the picture to bring up the Picture toolbar; click on the Crop button to turn on the
cropping selection handles.
Click on one of the selection handles and drag to crop as needed.
Adding a border
Click on the picture to bring up the Picture toolbar; click on the Line Style button to select a
border thickness. Once you click on one of the line styles shown in the dropdown list, it will be
applied to your picture.
OR
Double-click on the picture to bring up the Format Picture dialogue box.
On the Colors and Lines tab, click on the down arrow to make the desired choices from the
“Line” area.
Click on the OK button to close the window.
Your friend, the Drawing toolbar
Many of the buttons on the Drawing toolbar are for commands also available from the Insert and
Format menus.
Draw: click on the dropdown arrow to choose from a variety of context-sensitive formatting
options.
Select Objects: turns your cursor into a white arrow that allows you to select drawing objects—
clicking and dragging with this arrow is the most efficient way to select a large number of
objects.
AutoShapes: click on the dropdown arrow to choose an autoshape from a variety of categories
including the following:
 Lines
 Stars and banners
 Connectors
 Callouts
 Basic shapes
 More autoshapes (opens the clipart
 Block arrows
pane)
 Flowchart
Line: lets you draw a line.
Arrow: lets you draw an arrow.
Rectangle: lets you draw a rectangle.
Oval: lets you draw an oval.
Textbox: draw a box to place text on a slide
WordArt: opens the WordArt gallery.
Diagram/Org chart: opens the Diagram gallery
Clip art: opens the Clip Art pane on the right side of the screen.
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Picture: opens the Insert Picture window.
Fill color: click on the dropdown arrow to open the Fill Color palette and select a color or
pattern.
Line color: click on the dropdown arrow to open the Line Color palette and select a line color
or pattern.
Arrow Style
AutoShapes
Shadow
Style
WordArt
Dra
w
Select Objects
Clip Art
Oval
Rectangle
Line
Arrow
Font Color
Picture
Textbox
Diagram/Org Chart
Fill Color
Dash
Style
Line Color
Line Style
3D Style
Font color: click on the dropdown arrow to open the Font Color palette and select a new color.
Line style: opens a palette where you can choose from different line styles.
Dash style: opens a palette where you can choose from different dash styles.
Arrow style: opens a palette where you can choose from different arrow styles.
Shadow style: opens a palette where you can choose a shadow to apply to the object you
currently have selected.
3D style: opens a palette where you can apply 3D effects to the object you currently have
selected.
Adding drawing objects
To add a shape, click on the appropriate button on the Drawing toolbar.
The cursor turns into a crosshairs; click and drag on the slide to draw a circle of the size you
need.
Once you have created the circle, double-click on it to open the Format Circle
Use these drawing
window. Click on the Colors and Lines tab.
tools to add shapes
to your slide.
To get rid of the background color:
In the Fill area, click on the dropdown arrow beside Color and select No Fill.
To change the thickness and color of the circle’s outline:
In the Line area, click on the dropdown arrow beside Color and select a different color.
Click on the dropdown arrow beside Style and select a different thickness; click on OK.
How to turn off the auto canvas
By default, Microsoft creates a drawing canvas whenever
you insert a drawing object into your document. It creates a
large box with the words “Create your drawing here.” in the
middle of it. If you need to insert multiple objects this might
be handy, but most of the time it simply requires additional
work on your part to resize that canvas and modify its text
wrapping, if necessary.
To turn off this default setting:
Click on the Tools menu, select Options, and then click on
the General tab.
Uncheck the box beside “Automatically create drawing canvas when inserting AutoShapes.”
Click on the OK button to close the Options window.
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Notes on drawing objects
The Shift key can be used to great effect when drawing lines, rectangles, etc. Holding down
the Shift key while dragging the mouse does the following:
 Line: creates straight lines
 Rectangle: creates a square
 Oval: creates a perfect circle
For each of these objects, once you have drawn it the first time, you can use the selector
handles on the corner of the object to resize it while maintaining its shape.
Controlling object order
When you create objects and place them on a slide, you may need to specify the order in which
they are layered on the screen—if, for example, you want two objects to overlap.
Right-click on the object and select Order from the shortcut menu. It has its own submenu
which includes the following choices:
 Bring to front: brings the selected object to the front layer, placing all other objects
behind it.
 Send to back: sends the selected object to the back layer so that all other objects are
above it.
 Bring Forward: brings the selected object one layer closer to the front. This option is
most useful when more than two objects are layered together. If you keep using this
command, it will move the object forward one layer at a time.
 Send Backward: sends the selected object one layer to the back. This option is most
useful when more than two objects are layered together. If you keep using this
command, it will move the object back one layer at a time.
Note: if you can’t see the object you want to select, hit the Tab key to cycle through all of the
objects on the slide until it selects the object you want.
Rotating objects
The easiest way to rotate an object is to click on it so that its selection handles show, and then
click on the green dot at the top of the object. Hold down the mouse button and move the object
to achieve the desired placement.
For a more precise rotation of exactly 90, click on the object to select it.
Click on the Draw button on the Drawing toolbar, select Rotate or Flip, and then select Rotate
Left 90 or Rotate Right 90 from the submenu.
Flipping objects
Click on the object to select it.
Click on the Draw button on the Drawing toolbar, select Rotate or Flip, and then select Flip
Horizontal or Flip Vertical from the submenu.
Grouping objects
If you want to apply an effect to multiple object at once, they must first be grouped together.
Hold down the Ctrl key and click on each object.
Right-click on the object, select Grouping, and then select Group from its shortcut menu.
All of the objects that were selected will now be treated as one object.
Inserting WordArt
WordArt is a mini application within Word that allows you to create special text effects.
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Open the application where you want the special text effect to appear.
Click on the Insert menu, select Picture, and then select WordArt.
The WordArt gallery appears; choose a style and then click on the OK button.
The Edit WordArt Text window appears; enter your text in the text box.
Choose a font, size, and Bold or Italic if necessary, and click on the OK button.
The piece of WordArt appears on the slide, along with the WordArt toolbar.
Change the
font size here.
Change the
font type here.
Add Bold or Italic
effects here.
Enter your text here.
Using the WordArt toolbar
If you need to modify your WordArt in any way, click to select it and then use the appropriate
buttons on the toolbar.
Insert WordArt: Allows you to insert a new piece of word art.
Edit Text: change the wording of the text.
WordArt Gallery: choose a new style of WordArt.
Format WordArt: opens the Format WordArt dialogue box, where you can modify options such
as text color, size, and layout (wrapping abilities).
Shape: change the shape of the text.
Text Wrapping: edits specific wrap points for a very precise appearance.
Same Letter Heights: makes all letters the same height.
Vertical Text: turns the letters vertically.
Alignment: alignment options including left, right, and justified.
Character Spacing: modifies character spacing using presets (tight, loose, etc.) or a custom
designation.
Insert Word Art
Vertical Text
Alignment
Edit Text
Character
Spacing
WordArt Gallery
Format WordArt
Same Letter Heights
Shape
Resizing WordArt
Click on the WordArt to select it (white sizing handles should appear around it).
Click on one of the sizing handles and drag it to the desired size.
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