Lesson 8: Working with Illustrations Courseware #: 3240 Microsoft Office Word 2010 Lesson 8: Working with Illustrations Courseware #: 3240

insert or modify pictures or Clip Art Lesson 8 Objectives insert or modify pictures or Clip Art insert, modify and enhance text boxes insert and modify WordArt objects create, arrange and enhance shapes create a drop cap insert and modify SmartArt diagrams Pg 155 Briefly introduce which topics will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes. © CCI Learning Solutions Inc.

Inserting Pictures Insert pictures from various sources and file formats To insert picture, position cursor for picture and, on Insert tab, in Illustrations group, click Picture Pg 156 Objective 4.1 This topic will likely be what students have been waiting for; promote this as where the fun begins with Word, and where students will see the power of Word to create professional looking documents that include more than just text. Discuss the difference between using pictures and clip art. Clip art does include photographs but you are still going through the Insert Clip Art task pane to find and use them, whereas this feature usually means you have the pictures stored on your local drive. Give the example of being able to add personal pictures that they’ve uploaded from their digital camera to the hard drive. Ensure the classroom has access to a location that everyone can go to find some pictures to insert; alternatively, have them use those provided with the student data disk. © CCI Learning Solutions Inc.

Inserting Clip Art To insert clip art image, position cursor and on Insert tab, in Illustrations group, click Clip Art Search for: Enter text for specific clip art images Results should be: Specify where to search for matching image Include Office.com content: Include Office.com to find matches Find more at Office.com: Go to Microsoft Clip Art and Media Web site to find matches Hints for finding images: Displays Help window with information and tips for best results Pg 157 Objective 4.3 Ensure you allocate enough time for this topic as students will want to start exploring once you introduce this option. This is more true once you show them Office.com online where they can find numerous other graphics. If the installation of Office was an upgrade, you will still have all the clip art you may have downloaded previously (look in your Pictures folder for the Microsoft Clip Organizer folder). © CCI Learning Solutions Inc.

Inserting Clip Art To insert image in results list: Click image in list, or point at graphic and then click down arrow for graphic To determine whether image is suitable, point cursor at image ScreenTip appears with keywords as reference. Pg 157-158 Objective 4.3 In your demo for inserting clip art images, choose one that has a number of pictures so you can include a quick discussion of this menu. In most cases, students will just click the image to insert it automatically into the document. However, include in your discussion the benefits in this menu, such as using copy to collect a number of pictures into the Office Clipboard for insertion later into the document. As they look at the ScreenTip, mention how this shows the keywords that describe this image that can be used to search for similar images. © CCI Learning Solutions Inc.

Manipulating Pictures Picture Tools ribbon Change position or enhance appearance of graphics in document To edit actual picture, must use dedicated graphic design program Graphics inserted using in line with text layout Image inserts with bottom of picture lining up with bottom of text line Other layout option is floating image Where text wraps around it Pg 159 Objective 4.1, 4.3 As soon as a picture is inserted, the Picture Tools ribbon appears (review contextual ribbons and also how they can tell which one is which – 2010 uses different colors to differentiate them). A demo you can do that combines the skills from Lesson 7 on tables and this is to have them insert a graphic into the table and have Word show both ribbons that are contextual and different colors. Students will become more excited at all the options that are now available for working with pictures. This goes beyond just changing the brightness and contrast of earlier versions. Office 2007 introduced Picture Styles which Microsoft has not changed in 2010, but the commands at the left of the Styles enables the user to become very creative with the image and not need a dedicated graphics program to apply artistic effects on the picture. © CCI Learning Solutions Inc.

Manipulating Pictures When image inserted, it is selected automatically Image selected when small boxes and circles surround perimeter Handles enable you to manipulate image Green circular handle at top rotates image Use handles to show picture selected or to adjust size Use Reset Picture in Adjust group of Format tab to reset picture to original Pg 159 Objective 4.1, 4.3 Before trying any of these tools, make sure students understand that the picture must be selected prior to making any changes. Just as with text, they may need to be reminded that unless the picture displays the handles, no changes will be made to the picture. You may want to try and control the pace when discussing handles, ensuring students are following you closely. Some students will get a head of you and try all the handles once they’ve tried one of them, and then find the picture is nothing like what the rest of the class is doing. Remind students how they can use Undo to reverse the last action so they can go back to where they were when the first started manipulating the picture. Alternatively, point out the Reset button which they can use at any time to reset the picture back to its original form. © CCI Learning Solutions Inc.

Sizing Pictures Scale used in original picture maintained Can resize and/or scale picture to any proportions Drag horizontal handle to adjust height of picture Drag vertical handle to adjust width of picture Drag corner handles to adjust height and width proportionately at same time To size proportionately from center, press Ctrl as you drag handle Pg 160 Objective 4.1, 4.3 Make sure students understand that sizing here refers only to the height or width of the picture; if they are thinking it will allow them to size the picture to only an item in the picture (such as a person), that task is handled by the Crop feature which is not as flexible as a dedicated graphics program. Word has enhanced this tool to allow for different shapes but you are still limited by the shape’s perimeter – you cannot do custom shapes such as tracing the outline of a flower with multiple petals. Provide examples of when you may want to resize a picture only horizontally or vertically, e.g., to make the shape taller in appearance or to stretch a picture. Discuss what proportionally means for those who may not quite understand this concept; you may to provide a demo that exaggerates the picture appearance when you resize it in one direction only. Try to include all the different methods to resize a picture with examples of when or why, e.g., resizing proportionally from the center means the picture stays in this location and the sizing occurs around the outside, saving you the time and effort to reposition the picture in the original location after the sizing. © CCI Learning Solutions Inc.

Scaling the Picture To resize to precise measurement, use Size dialog box Under Picture Tools, on Format tab, in Size group, click Advanced Layout: Size Dialog box launcher To change all settings to original, click Reset Pg 160 Objective 4.1, 4.3 In all likelihood, students will change the size of a picture by dragging the appropriate handle, or by entering a measurement in the Size group of the Picture Tools ribbon. However, when more precise measurements or a scale factor is needed, the Size dialog box is needed. Provide examples of when you may want to change the scale instead of just the size, e.g., your graphics design person has asked you to set all pictures for a report at 75% as this maintains quality even though you have sized down the picture. Further to this discussion, ensure students understand that making a picture larger doesn’t always make it look better in the document. Depending on the picture, it may become more blurry or details can get lost. Even when you adjust the sharpness it may not change the picture, or not enough to keep it at a large size. The same problem can occur when you size a picture down as you will definitely begin to lose details. © CCI Learning Solutions Inc.

Cropping the Picture Cut certain portions of picture to affect height or width, fit to shape, or set options To crop, select picture and then: Under Picture Tools, on Format tab, in Size group, click Crop and then use appropriate crop handle, or under Picture Tools, on Format tab, in Picture Styles group, click Format Shape Dialog box launcher, click Crop, and then in Crop area, enter crop measurements, or under Picture Tools, on Format tab, in Size group, click arrow for Crop and then click Crop to Shape Pg 161 Objective 4.1, 4.3 Ensure students understand what it means to crop a picture. This feature has been enhanced since 2007 and now enables you to manipulate a picture more during a crop instead of just cropping horizontally or vertically. Using one of the pictures from your demo, have students try cropping more than just the background color so they can see how the final picture will appear. Discuss how this feature now also gives you a preview of the crop so you can see what will be cropped if you accept these changes. Include the visual clues for the handles to show you are in Crop mode and not just select mode. If one of the pictures in your demo is a person, you may want to set the demo to have them crop the picture to show just the person’s head and then crop it to a shape (such as a heart) so they can see how they can create a more customized picture using these options. This was much easier than inserting a picture as a fill to a shape (fewer steps) as with earlier versions. © CCI Learning Solutions Inc.

Cropping the Picture Use crop handles to decide what to cut Portion being cropped appears in shadow as guide Click feature to turn off Pg 162 Objective 4.1, 4.3 See notes from the previous slide although you can use this slide as the main view when discussing or going through the demo together during the crop process. Mention how you can turn the Crop feature off by clicking the same button, or clicking elsewhere in the document. As a word of caution, have the students try cropping a picture and then try moving the picture while it is still in Crop mode. Click the Crop button or click anywhere in the document so they can see what changed. They should notice that they not have moved the cropped picture to a new location but instead have moved the picture within the crop frame, thereby setting up a different area to be cropped. © CCI Learning Solutions Inc.

Rotating the Picture Rotate pictures by 90o or set angle Object rotates based on its center point To rotate a picture, select it and then: Drag green circular handle to rotate object, or To rotate by 15° at a time, press Shift as you drag under Picture Tools, on Format tab, in Arrange group, click Rotate, or under Picture Tools, on Format tab, in Arrange group, click Rotate, More Rotation Options, and then in Rotation area, enter measurements Pg 162-163 Objective 4.1, 4.3 Be sure you have examples of when you might want to rotate a picture, e.g., appear as if there is a strong wind against the boat, the picture isn’t quite straight, the picture was saved in an upside down format, etc. Ensure your demo can show students what happens to a picture when you flip it horizontally or vertically. This can create a completely different effect than just angling the picture. More emphasis is placed on rotating a picture in the certification exam than flipping a picture. © CCI Learning Solutions Inc.

Rotating the Picture To set 3-D effects: Under Picture Tools, on Format tab, in Picture Styles group, click Picture Effects and then 3-D Rotation, or click 3D Rotation Options Pg 163 Objective 4.1, 4.3 Most people will likely use the Rotate button from the Arrange group to make any rotations. However, for more precise options, they will need the Format Picture dialog box. Alternatively, show students how they can further manipulate the picture by adding a 3-D effect. It isn’t necessary to spend a lot of time here but worth the time for a demo of how this can be done and the effect it has on the picture. © CCI Learning Solutions Inc.

Wrapping Text Around a Picture Default wrapping style is In Line with Text On line of text so graphic moves with text Change wrapping style so picture can “float” or position anywhere To change text wrapping, select picture and then: Under Picture Tools, on Format tab, in Arrange group, click Position, or under Picture Tools, on Format tab, in Arrange group, click Wrap Text Pg 165 Objective 4.1, 4.3 This feature will be of interest to students who want to know how to have the text wrap around the picture as typically seen in magazines or newspapers. They may have tried to make this happen before and weren’t able to figure it out. As you discuss In Line with Text versus another text wrapping style, ensure the students are following one of your demos and have them use the handles as a guide to which type of wrapping style is set with the picture currently. Students may not necessarily remember the terms but they will remember what happens when they try to move the picture (see slide 16). You may want to use a document with some text already in it where they can insert a picture to see what the default text wrapping style is and how an Inline graphic behaves. As you go through the different wrapping styles, provide examples of when you might want to use one style over another, e.g., Top and Bottom when you want to ensure the pictures always sits in an area of its own (text never wraps around it), have the logo move to the “background” and text flows in front of it, etc. © CCI Learning Solutions Inc.

Wrapping Text Around a Picture Click More Layout Options showing advanced options Pg 164 Objective 4.1, 4.3 For more precise placements of pictures, students will need to use the Layout dialog box. It isn’t necessary to spend a lot of time here although it is worth introducing with your demo so they understand they can also customize this area. Be sure to mention there is an area for the wrapping option as well as to position the picture in a specific spot, if required. © CCI Learning Solutions Inc.

Moving a Picture When moving In Line with Text graphic, looks like dragging text When moving floating graphic, copy of image appears as you drag picture Once picture moved, adjust by dragging on screen, or use arrow direction keys Pg 164-165 Objective 4.1, 4.3 Here’s where you can clearly demonstrate the difference between an inline or floating graphic – moving an inline picture should remind them of the dragging text. Use the visual clues for the cursor to your advantage to help them understand what is happening on the screen. Explain what the term “nudging” means as it will likely come up with advanced options they use with pictures for documents such as newsletters, proposals, manuals, etc. © CCI Learning Solutions Inc.

Applying Quick Styles Pre-designed effects to create mood Under Picture Tools, on Format tab, in Picture Styles group Use Picture Styles Gallery to affect look of picture Live Preview available Pg 168-169 Objective 4.1, 4.3 Focus now shifts to the Picture Styles group and what options are available to affect the appearance of the picture. This is a good time to remind students about checking that the enhancements do not detract from the message of the document or the purpose of this picture in the document. As with many of the other features, the Live Preview is very advantageous to have so you can see how applying this style would affect the picture in this location of the document. You may want to include a discussion about how many effects you should have in a document – there is no one correct answer as this really is at the discretion of the user and the audience of this report. Some people like to stay consistent and use only one or two styles, while others use several, including mixing the styles on the same page. © CCI Learning Solutions Inc.

Applying Quick Styles Use Picture Border for border around picture Use Picture Effects for special effect Pg 169 Objective 4.1, 4.3 These features should be used with discretion and added only when needed or it will truly enhance the picture more than with a simple style. There may be a fine line between what is considered a professional business document versus other types of audiences. Take a few moments to look quickly at each of the options within these features so students can decide how much enhancement is needed for the picture. © CCI Learning Solutions Inc.

Adjusting the Picture’s Color To adjust picture clarity, under Picture Tools, on Format tab, in Adjust group, click Correction Pg 170 Objective 4.1, 4.3 A new feature in Office 2010, this goes beyond a simple brightness and contrast effect. Point out how the first row aids in making the picture more sharp or in some cases, softens the picture. You can then adjust the brightness or contrast using the subsequent rows. Ensure students understand the difference between brightness and contrast: brightness means how much light or where the light is shining on the picture, whereas contrast is how dark or intense are the colors in the picture. Point out that the number or type of corrections available will vary with the picture. As well, the correction options vary if it is a clip art image: © CCI Learning Solutions Inc.

Adjusting the Picture’s Color To change picture color, under Picture Tools, on Format tab, in Adjust group, click Color Pg 170 Objective 4.1, 4.3 This feature has been enhanced from earlier versions giving you more choices to adjust the color of the picture. Point out that the number or type of colors available will vary with the picture and this is not to change individual colors in the picture itself (need a dedicated graphics program to handle those tasks). As well, the color options vary if it is a clip art image: © CCI Learning Solutions Inc.

Adjusting the Picture’s Color To apply artistic effect, under Picture Tools, on Format tab, in Adjust group, click Artistic Effect Can also activate Format Picture dialog box to further customize Pg 171 Objective 4.1, 4.3 This feature is new and gives you more choices for applying effects to a picture. Effects are not available for clip art images. Take note that while the artistic effects are the same, some are more noticeable depending on the picture. © CCI Learning Solutions Inc.

Compressing a Picture Document with lots of pictures can grow quickly in file size When compressing picture, also potentially reducing image resolution or quality, or permanently removing cropped areas To compress picture, select it and then under Picture Tools, on Format tab, in Adjust group, click Compress Pictures Pg 171 Objective 4.1, 4.3 This is rapidly becoming more important with more collaboration and sharing documents between people. If documents have a lot of pictures, especially after applying numerous effects to them, the larger the document can become and not be able to be e-mailed or displayed in other delivery mediums such as an intranet, a Web page, or just being viewed on a computer system. Ensure students understand the downside of compressing a picture and how it can affect the quality of the picture. In a situation where the quality must stay high for the pictures, encourage students to reduce the size of the picture using a dedicated graphics design program instead of this option. These types of programs are designed with numerous options to keep the quality intact but make the picture sizes smaller so they can also keep a document’s file size small. Where possible, try to have copies of documents where the pictures have been compressed and how they appear in the different resolutions. Alternatively, be prepared to discuss the differences and preferences when changing the resolution. For example, if you can’t send a contract with a signature via email to someone, you can likely get away with a smaller resolution for the signature picture as the person may only want to see an actual signature and not use it in another purpose. Alternatively, if the document is going to be shared on the company intranet, you may want to keep the resolution of the picture to ensure everyone can see the details of the product you’re selling. © CCI Learning Solutions Inc.

Working with Shape Objects Create own drawings using Shapes feature On Insert tab, in Illustrations group, click Shapes Organized by type and purpose Pg 172-173 Objective 4.2 Provide examples of when you may need to create shapes for a document, e.g., creating your own diagrams, adding emphasis to an area in the document, etc. Have students display the Shapes menu to see the variety of shapes and how they have been organized. Remind students that this listing is the same throughout all the Office apps. © CCI Learning Solutions Inc.

Working with Shape Objects When creating shapes related to each other, use drawing canvas to keep shapes together To create drawing canvas, on Insert tab, in Illustrations group, click Shape and then click New Drawing Canvas To set up drawing canvas every time, click File tab, click Options, click Advanced category and under Editing options, click Automatically create drawing canvas when inserting AutoShapes Pg 173 Objective 4.2 The drawing canvas can be a very handy tool when creating several shapes that are related to each other; it enables all the shapes to be located in one spot for selection without you having to try and “find” the object to select it. This latter case can occur when you have a large amount of text that could be set up in a table, other pictures, or other shapes in the same vicinity as the shape you want to select, e.g., trying to select an arrow drawn overtop a picture, or an arrow drawn overtop a text box positioned at the edge of a picture. There is no deciding factor that says you should use drawing canvases all the time, so it’s important to point out that it can be done, but it may not be a requirement for an end user all the time. Do point out how the drawing canvas can be resized as any other shape. Be sure you do discuss the drawing canvas as this tool appears with specific features such as SmartArt, or tables in PowerPoint. This can be the first introduction for them as another visual clue to notice when working with objects other than text. © CCI Learning Solutions Inc.

Working with Shape Objects When object drawn or selected, Drawing Tools ribbon displays Click at top left corner of object to start and then drag to size Once object drawn, selected tool deselects Click object to select it To select multiple objects: Click first object, press Shift, click next object, or Use Home tab, in Editing group, click Select and click Select Objects to draw marquee around several objects Pg 173 Objective 4.2 This is another contextual ribbon you can point out, again with a different color that helps see several ribbons at the same time and shows that these are not the “regular” tabs of the Word ribbon. Don’t spend a lot of time discussing each of the options in this ribbon as many of them will be used later in the lesson as well as in the exercise. What you do want to point out is how you need to select a tool for each object to draw. This is an advantage as it prevents you from accidentally creating more one and reminds you to select a tool to draw another object; it’s also a disadvantage because you have to remember to select or reselect a tool to draw another object. Have students try creating different shapes to demonstrate the point about how most objects are drawn the same way, i.e., click at top left and draw to required size. Also have them try creating objects where there’s really only two sides as with lines or arrow lines. Be sure to show them the different ways to select objects, especially if there are multiple shapes they want to modify. The marquee is a cool option but sometimes may include more than you want. © CCI Learning Solutions Inc.

Working with Shape Objects To size object, select it, drag handle until object at desired size To move object, point anywhere on it and drag to new location To delete object, select it and press Delete For precise placement: On View tab, in Show/Hide group, click Gridlines, or Under Drawing Tools ribbon, click Format tab, in Arrange group, click Align and click View Guidelines To draw straight line or perfectly proportioned object, press Shift as you draw object To draw object equal distance in height or width from center point, press Ctrl as you draw object Pg 173-174 Objective 4.2 Point out how working with shapes is similar to working with pictures for sizing, moving, or deleting the item. Gridlines can be turned on at any time, not just when creating objects. Discuss how you can also use the gridlines or guides to help with position pictures, if needed. Have students try creating an arrow using Shift and then Ctrl so they can see what these tips do. You may want to open the discussion as to when they might want to use these options. © CCI Learning Solutions Inc.

Working with Shape Objects To share object side or point, draw first object, increase zoom, then draw second object and move object to shared side To insert text into object: Select object and begin typing, or click Draw Text Box, or right-click object and click Add Text Pg 174 Objective 4.2, 4.4 When drawing multiple objects, you may want to arrange them to connect them for a specific purpose, as seen in the samples on this slide. One shows how you can connect lines and the other is for a particular design. The first point is a hint and a tip for students to consider when “joining” objects. Adding text to an object is much simpler and you need only to begin typing after the object is drawn. They may still need to manipulate the shape size or font size but the process to add text is much faster than creating a separate text box overtop the object. Take note that there will be occasions when you will still have to resort to the latter option as some objects (such as pictures and lines) do not enable you to add text automatically. You may want to point out the Draw Text Box button in the Insert Shapes group of the Drawing Tools button to quickly create text boxes (same process as choosing the Text Box shape). Remember if you use the Draw Text Box feature that it is positioned overtop the previous shape and you will need to remove the fill or outline to see the other object. The exercise is a very simple one designed to show hoe to create and edit shapes. Even though SmartArt is coming up and it is the faster way to do flow charts like this, allude to this as a tool for charts. The purpose here is to demonstrate how to create or edit shapes – the same process for all objects no matter what feature they are available in. © CCI Learning Solutions Inc.

Customizing Shapes Use blue handles to resize shape Use green handle to rotate shape Use yellow diamond to change depth Can also click option in Format tab of Drawing Tools ribbon Commands in Arrange or Size group remain same Pg 175 Objective 4.2 Discuss how the handles work, and especially the yellow diamond that gives the object another effect or dimension. Every object except a straight line, displays the yellow handle, and in some cases, may have more than one. Have students try playing with the yellow handle to see how it can change the shape or design of the object. © CCI Learning Solutions Inc.

Customizing Shapes Use Arrange group to lay out position of shapes Use Size group to change height or width of shape Can also use Size tab in Format Shape dialog box to set height and width Pg 175 Objective 4.2 The commands for these two groups offer the same options regardless of whether it is on the Drawing Tools, Picture Tools, or WordArt/SmartArt Tools (coming up shortly). Discuss how these can be used to arrange and position the objects for specific effects, i.e., layering. You may want to include in your discussion how you can get quite detailed in creating shapes and arranging them, and in fact, you could dedicate the time and effort to create your own design, similar to creating one using a dedicated graphics program. There will still be some limitations but it could likely be done although it may take you longer. © CCI Learning Solutions Inc.

Using WordArt Variety of patterns and styles, fonts and sizes Type up to 200 characters Edit using Drawing Tools ribbon To add WordArt, on Insert tab, in Text group, click WordArt Once created, manipulate using same options as drawn object Pg 179-180 Objective 4.2 Discuss what WordArt and when you may want to use it. The exercise demonstrates a very simple example of how to use WordArt but you could provide a demo of how to create your own greeting card using a combination of skills learned to this point. For instance, create a 2x2 table where one row represents the outside of the card and the other represents the inside of the card. Assuming you use the top row for the outside of the card, this is where you may have to use WordArt to create text that would be upside down so it faces the right way when the paper is folded. A picture can be placed on the front (as well as inside) and then other objects could be drawn to complete the card. An example is shown of a custom birthday card (available in the Extra IR Files folder so you can print out for students to use as a reference). Alternatively refer them to the exercise in Lesson 1 where they used a template to create the Welcome greeting card. © CCI Learning Solutions Inc.

Using Drop Caps Position or drop so tallest part of character aligns with tallest part of first line in paragraph Position in paragraph margins, or margin area To create drop cap, select character and on Insert tab, in Text group, click Drop Cap Pg 181 Objective 4.4 Drop caps should be used sparingly in a document, and then usually to emphasize a specific point such as the start of a new section, to denote a special document within the report, etc. Have students try this to see the effect in the document, as well as switching between the options in the menu. Ensure students understand the difference between positioning it within the paragraph margins or in the margin area. © CCI Learning Solutions Inc.

Using Drop Caps To change options, click Drop Cap Options Pg 181 Objective 4.4 As with the options on the previous page, go through these with the students so they can see how Word enables them to customize the drop cap a bit more, especially if they want a specific font or size for the drop cap. © CCI Learning Solutions Inc.

Using Text Boxes Insert pre-formatted text box to enter text for specific area of document Offset information or draw attention to particular message Gallery of several styles of text boxes or create own. To use text box, on Insert tab, in Text group, click Text Box Use Drawing Tools ribbon to format or enhance text box Pg 181-182 Objective 4.1 This is another method to use text boxes that was introduced in Office 2007. Provide examples of when you might want to use these types of text boxes instead of creating your own. Reassure students that they don’t have to use these boxes and if they want to create their own, they can then move to using the Text Box gallery to save their © CCI Learning Solutions Inc.

Using Text Boxes Can save text box format and style in Text Box Gallery On Insert tab, in Text group, click Text Box, click Save Selection to Text Box Gallery Enter information to identify text box in gallery Pg 181-182 Objective 4.1 Take the time to go through this option with students so they understand what is happening here when saving to a gallery and how this works in Word. This can be an introduction to the last Lesson where Quick Parts and AutoText are discussed. If students grasp the concept of saving to a gallery, this will be easy for them to understand and comprehend whenever they come across a gallery, such as with Quick Styles, Quick Tables, etc. © CCI Learning Solutions Inc.

Using SmartArt To create SmartArt object, on Insert tab, in Illustrations group, click SmartArt Pg 184-185 Objective 4.2 For those people who have not used Office 2007 or had to draw diagrams on their own (or had to draw objects as in a previous exercise), this is a truly wonderful feature that can make them more productive and is a huge time saver. Your demo should include at least one hierarchy diagram to demonstrate how to create organization charts, as well as a quick discussion of when to use the other types of diagrams. You don’t need to go into specifics for each type but give examples of how they may be used, e.g., a cycle diagram can be used to show how payroll enters data for pay days, a process chart to show how the design of a product will take place, etc. © CCI Learning Solutions Inc.

Using SmartArt SmartArt Tools ribbon: Design tab modifies design of SmartArt object Format tab modifies how text will appear in SmartArt object Pg 185 Objective 4.2 Another contextual ribbon that has two tabs with options to enhance the diagram. Ensure students recognize that the options will vary with the type of diagram they create although many of the design elements remain the same. © CCI Learning Solutions Inc.

Using SmartArt Enter text in shapes or use Text Pane Click small tab at left for Text Pane click Close to hide Text Pane To demote text, press Tab To promote text, press Shift+Tab Press Enter on bulleted line for more at same level To move between lines, click line, or press Up or Down Pg 185 Objective 4.2 Entering text in the Text Pane is similar to entering text in the Draft or Outline view where you can focus on entering and arranging the text. As you enter, promote and demote text in the Text Pane, the SmartArt shape adjusts automatically to position text in the correct position. Using SmartArt is much faster than drawing and arranging individual shapes. © CCI Learning Solutions Inc.

Adding Captions To insert caption, position cursor and then on References tab, in Captions group, click Insert Caption Caption Display caption label for data entry. Label Select existing label for caption, or create own. Position Select to display above or below item. Exclude label from caption Turn feature off to not show caption description. New Label Create different label than those provided. Delete Label Delete label. Numbering Determine numbering style to use with captions. AutoCaption Set items to automatically mark for captions. Pg 187 Objective 4.1 Provide examples of when captions may be used, along with how they help a document. For instance, many large documents include captions to help guide the reader along for the large number of statistics, charts, tables, or pictures they include in the document. Alternatively, a caption may be used in place of a text box to quickly identify a particular picture or chart in a document. © CCI Learning Solutions Inc.

Using Screenshots Helpful to capture screen of information that may change or expire To capture screen, on Insert tab, in Illustrations group, click Screenshot Available Windows list shows open programs to capture Click picture in list or to take screenshot, click Screen Clipping Word switches to another program to take screenshot Click at top left corner of screenshot and drag to bottom right corner Pg 138 Objective 4.1 This is a new feature in Office 2010 and can be very handy when you want to take a screen for your own documents. This option does enable you to create your own training/policy/procedure reports using this feature to capture instructions or commands. It isn’t as flexible as a dedicated screen capture program but is useful for simple documents. This feature is also very handy to capture error messages that you can then send to the IT administrator or technical support for their reference. You may want to include other ways this feature can be handy to use in any of the Office programs. © CCI Learning Solutions Inc.

insert or modify pictures or Clip Art Summary of Lesson 8 insert or modify pictures or Clip Art insert, modify and enhance text boxes insert and modify WordArt objects create, arrange and enhance shapes create a drop cap insert and modify SmartArt diagrams Pg 189 Briefly review what topics were covered in this lesson so students are aware of the new skills they learned. Remind students also that all the information is available in the book as a reference. © CCI Learning Solutions Inc.

Review Questions 1. Explain the difference between inserting pictures and Clip Art. 2. Explain what an inline graphic is versus a floating graphic. 3. Discuss when or why you might want to use a drawing canvas when creating shapes. 4. Give examples of when you might use WordArt instead of a text box. 5. Explain what SmartArt is and when you might use it. Pg 189 As time permits, go through the questions with students, or choose to assign these for groups or homework review. © CCI Learning Solutions Inc.