Module 4C: Working with Objects

Lesson 1: Inserting and Formatting Shapes

Topic 1: Insert and Modify Shapes

Word supplies many shapes for you to choose from, such as lines, rectangles, arrows, equation shapes,
callouts, stars, and banners. You add these shapes from the Insert tab on the ribbon, in the Illustrations
group. Inserting a shape in a document automatically opens the Drawing Tools Format contextual tab.
You can use this tab to apply styles, a shadow, or a 3D effect or to arrange the shape on the page and
resize it. Begin by navigating to the Insert tab, finding the Illustrations group, and then selecting Shapes.

Understand the Shapes menu

After you select Shapes, a menu displays with all the available shape categories. These categories
include Lines, Rectangles, Basic Shapes, Block Arrows, Equation Shapes, Flowchart, Stars and
Banners, and Callouts. The menu also includes Recently Used Shapes if applicable.

Here are the steps to insert a basic shape from the Shapes menu:
1. Place your cursor where you want to insert the shape in the document.
2. On the Shapes menu, select the shape of your choice.
3. Drag the mouse or other input pointer to draw the shape to the size you want.

Did you know?

To create a perfect square or circle (or to constrain the dimensions of other shapes), use the sizing
handles that become available when you select the shape. Select these sizing handles, select and hold
the Shift key, and then drag the circles or handles. Try this out.

Understand the Drawing Tools Format tab

You can resize and format a shape at any time by using the contextual Drawing Tools Format tab,
The Drawing Tools Format tab has the following groups:
• Insert Shapes. Insert another shape or change the currently inserted shape to a different shape.
• Shape Styles. Quickly apply a style to the selected shape by selecting a built-in style; change the
shape’s fill and outline; and apply shape effects, such as a shadow or reflection.
• WordArt Styles. Apply text effects to selected text included in the shape.
• Accessibility. Display the Alt Text pane, where you can add a description of the object and its context
for screen reader users.
• Arrange. Use options for positioning shapes, wrapping text, layering shapes (to bring shapes forward
or send them backward), displaying the Selection pane (where you can quickly select objects), and
aligning objects.
• Size. Adjust the height and width of the shape.

Topic 2: Add and Modify Test in Shapes

Word makes it easy to insert text into shapes which, as you might know, is helpful when you’re creating
flowcharts and diagrams:
• To add text to a shape in a document, do one of the following:
o Select the shape, and then enter the text.
o Right-click or access the context menu of the shape, select Edit Text, and then enter the text.
• You can format the text you entered by using the Font and Paragraph groups on the Home tab or by
using the Text Effects and WordArt Styles options on the contextual Drawing Tools Format tab.
• Note that the Drawing Tools Format contextual tab corresponds to the shape, so it’s available only
when the shape is selected. Therefore, to make any changes to the shape, you need to first select it to
display the tab.
Understand the Arrange group on the Drawing Tools Format tab
The Drawing Tools Format tab also has an Arrange group with several options to help you format the
text:
• Position. Decide where to display the object on the page.
• Wrap Text. Decide how text will wrap, or flow, around the selected object.
• Bring Forward. Bring the selected object forward one level. This is just like rearranging a sheaf of
paper.
• Send Backward. Send the selected object backward one level.
• Selection Pane. Get a list of all the objects in the document.
• Align. Decide where to display the selected object on the page. This is like aligning a paragraph.
• Group Objects. Join objects together so you can then move and format them as one object.
• Rotate Objects. Rotate the object to the right or the left by 90 degrees or flip the selected object
vertically or horizontally.

Did you know?

To move multiple shapes in a document at the same time, select the first shape, select the Ctrl key,
and then select the other shapes. Doing so temporarily groups the shapes together. You can then
select the group and simultaneously move all the shapes.

Topic 3: Insert and Format 3D Models

Use 3D models to add pizzazz to your documents. After you add a 3D model, you can use the 3D
Model Tools Format contextual ribbon tab to format the model in different ways: you can rotate (or tilt)
the model up or down to get different angles of the picture, apply alternative text to the model, and
resize and position the model on the page.

Insert a 3D model
To insert a 3D model, perform the following steps:
1. Place your cursor where you want Word to insert the 3D model into the document.
2. On the Insert tab, select 3D Models, and then select the 3D model you want.

Search for 3D models

Use the Search box, as the following screenshot depicts, to quickly find what you want.

Understand the 3D Model Tools Format tab

The 3D Model Tools Format tab has the following commands for formatting the 3D model:
• Adjust. Lists commands for inserting another 3D model and for resetting a formatted 3D model to its
original state.
• 3D Model Views. Opens the Format 3D Model pane with commands to change the background fill
color and the outline of the model, apply effects such as reflections and 3D formatting to the model,
and rotate the model.
• Alt Text Accessibility. Opens the Alt Text pane so you can add text descriptions of objects for screen
readers.
• Arrange Group. Supplies commands to position the model on the document page, control how text
wraps around the model, bring the model forward one level, send the model backward one level, open
the Selection pane for observing a list of objects, align objects, and group objects.
• Size Group. Supplies commands to pan and zoom in on the selected model to focus on a specific
area of the model and to adjust the height and width of the model.

Did you know?

You can use the 3D model images available in Microsoft Office to print 3D objects on a 3D printer. If
you’re interested in learning how to create or edit 3D files, use 3D Builder, which is a free Windows
application available from the Microsoft Store.
Lesson 2: Inserting and Formatting Pictures

Topic 1: Insert and Format Pictures

In this topic, you’ll learn how to insert pictures and then format them by changing the contrast and
brightness of the pictures; changing the color tone and saturation; and applying artistic effects, such as
Chalk Sketch. You can also apply Quick Styles to add a border or 3D effect.

To insert a picture, perform the following steps:

1. Place your cursor in the document where you want to insert the picture.
2. On the Insert tab, select Pictures.
3. Navigate to the folder that has the picture you want, and then select the picture.
4. Note that after you insert a picture into the document, you can use the Picture Tools Format
tab, as the following screenshot depicts, to format and modify the picture.

Understand the Picture Tools Format tab

The Picture Tools Format tab has the following groups and commands:
• Remove Background. Removes unwanted or unnecessary portions of the picture. Use these options
to remove the background of a picture, mark areas of the picture to remove, or mark areas of the picture
to keep.
• Adjust. Sharpens or softens the picture and adjusts the picture’s brightness and contrast.
• Color. Adjusts the saturation and tone of the picture and recolors the picture.
• Artistic Effects. Applies effects such as Chalk Sketch or a line drawing.
• Change Picture. Changes or removes the current picture.
• Reset. Resets the picture to its original format and size.
• Picture Styles. Applies Quick Styles to a picture that add a frame, add a picture border, add picture
effects, and convert the picture to a SmartArt graphic.
• Accessibility. Opens the Alt Text pane so you can add alternative text to the picture.
• Arrange. Includes commands to position the picture on the page, control how text wraps around the
selected picture, and move the picture a level up by using Bring Forward or a level down by using Send
Backward. This group also contains an option to open the Selection pane, which lists all the pictures
that the document includes, and Align options to align the picture to either the margin or the edge of
the page.
• Size. Houses options to crop the picture—that is, to remove areas you don’t need—and to both
horizontally and vertically resize the picture.

Topic 2: Remove the picture background

Have you ever wanted to use a picture in a document, but the background of the picture distracted from
the message? You can remove the background and specific areas of the picture by using the tools
available in the Adjust group on the Picture Tools Format tab.

To remove the background from a picture, perform the following steps:

1. Insert a picture into a document.
2. Select the picture.
3. On the Picture Tools Format tab, select Remove Background.
4. Word removes the background and displays the Background Removal tab,

Remove part of a picture

To remove part of the background from a picture, perform the following steps:
1. Insert a picture into a document.
2. Select the picture.
3. On the Picture Tools Format tab, select Remove Background. The Background Removal tab
displays.
4. If you want to keep an area of the picture, select Mark Areas to Keep.
5. If you want to remove an area of the picture, select Mark Areas to Remove.
6. If you want to keep the changes you made, select Keep Changes.
7. If you want to remove the changes and start over, select Discard All Changes.
Lesson 3: Creating Diagrams via the SmartArt Feature

Topic 1: Insert SmartArt

SmartArt offers an easy way to quickly turn an ordinary list of steps into a graphic. SmartArt helps draw
attention to valuable information. For example, you can use it to create an organizational chart that
displays each person in a company and whom they report to.

Choose from the many design options that the SmartArt feature makes available to quickly make a
graphic representation of the information in a list or paragraph. Word offers many design options, such
as Process, Cycle, and List just choose the design that best fits your needs.

Insert a SmartArt graphic

To insert a SmartArt graphic, follow these steps:
1. Place your cursor in the document where you want Word to insert the diagram.
2. On the Insert tab, select SmartArt. The Choose a SmartArt Graphic dialog box displays with
three sections: a section of the graphic categories, the List section (which displays the options
for the selected category), and a preview (which displays a preview of the selected SmartArt
graphic).
3. Select the category you want, and then scroll through the List section to find the SmartArt
diagram that best fits your needs. If you change your mind, you can switch the graphic to another
diagram at any time.

Add text to a SmartArt graphic

You can add text to a SmartArt graphic in a document in either of the following ways:
• After you insert a SmartArt graphic into your document, the SmartArt Tools Design contextual tab
displays. Select the Text Pane command, and then select the [Text] placeholder to enter your text.
• Select the SmartArt graphic, place your cursor in the [Text] placeholder in the SmartArt graphic, and
then enter your text.

Did you know?

If the Text pane doesn’t display, select the arrow near the SmartArt graphic. If you want to hide the Text
pane, select the same arrow.

Topic 2: Modify and Format SmartArt

After you insert a SmartArt graphic into your document, the colors and layout of the shapes have the
default settings. You can change these colors from the SmartArt Tools Design and Format contextual
tabs.

The SmartArt Tools Design tab

•Create Graphic. The commands available in this group include Add Shape for adding another shape
before or after the selected shape, Add Bullet for adding a bullet before the selected shape, Text Pane
for entering text, Promote and Demote to increase or decrease the shape level, and Right to Left to
switch the layout from right to left or vice versa.
• Layouts. You can select a different diagram layout from here.
• SmartArt Styles. The commands available within this group include Change Colors for changing the
color variation of the SmartArt graphic, and SmartArt Styles for quickly applying a visual style, such as
3D effects.
• Reset Graphic. With this command, you can discard all the formatting changes that have been
applied to the SmartArt graphic.

The SmartArt Tools Format tab

• Shapes. The commands that this group includes are Edit in 2D to edit a 3D graphic in 2D, Change
Shape to change the shape of all or one of the objects in the SmartArt graphic, and Larger and Smaller
to increase or decrease the size of the selected graphic.
• Shape Styles. In this group, you have commands for quickly applying visual effects to the selected
graphic, such as changing the color and texture by using Shape Fill, changing the color of the outline
by using Shape Outline, and adding effects such as shadows, reflections, and glows by using Shape
Effects.
• WordArt Styles. In this group, you have commands for using Quick Styles on text for different
gradients, colors, and effects and for modifying the text by using Text Fill, Text Outline, and Text Effects
(such as Shadow, Reflection, and Glow).
• Accessibility. If you select this command, the Alt Text pane will open, and you can then add text
descriptions to the objects for a screen reader to pick up.
• Arrange. This group has commands for positioning the diagram on the page, choosing how text will
wrap around the diagram, bringing the diagram forward or sending it backward, displaying the Selection
pane so you can observe a list of objects in the document, grouping objects together so you can format
and move them as one object, and rotating the object.
• Size. You use this command if you want to change the height and width of the objects in the diagram.

Get to know the SmartArt keyboard shortcuts

The following table lists some keys and keyboard shortcuts that will help you when you’re formatting
SmartArt graphics.
n
Action Key or keyboard shortcut
Select the next element in a SmartArt graphic The Tab key
Select the previous element in a SmartArt graphic Shift+Tab
Select all shapes Ctrl+A
Remove the focus from the selected shape The Esc key
Undo the last action Ctrl+Z
Promote the selected text Alt+Shift+Left arrow
Demote the selected text Alt+Shift+Right arrow
Switch between the Text pane and the drawing canvas Ctlr+Shift+F2

Lesson 4: Depicting Information by using Icons and Screenshots

Topic 1: Insert and Format Icons

You can use icons to emphasize essential information in a document. You can also format icons to
match your branding theme.

Insert icons
To insert an icon, follow these steps:
1. Place your cursor in the document where you want to insert the icon.
2. On the Insert tab, select Icons.
3. Note that the Insert Icons dialog box displays.
4. Browse through the categories to observe the available icons, or use the Search Icons box to
quickly find what you want.
5. Select one or more icons, and then select Insert to insert the icons into your document.

Format icons
To format an icon, select the icon, and then use the Graphics Tools Format contextual tab
• Change Graphic. Changes the selected graphic to a different graphic but keeps the current size and
format.
• Convert to Shape. Converts the pieces of the selected graphic into shapes that you can individually
move and format.
• Graphics Styles. Quickly adds styles, such as outline and fill colors, to the selected graphic; formats
the icon fill and outline colors; and applies graphic effects, such as shadows and reflections, to the icon.
• Accessibility. Opens the Alt Text pane, where you can add a text description of the object, which a
screen reader (if used) will use to verbally describe the object.
• Arrange. Supplies options for positioning the icon on the page, selecting how text will wrap around
the icon, bringing the icon forward or sending it backward, opening the Selection pane to display a list
of objects in the document, grouping objects together so you can format and move them as one object,
and rotating the object.
• Size. Changes the height and width of the icon and removes any unnecessary areas by cropping the
selection from the icon.

Topic 2: Insert Screenshots and Clippings

Sometimes, you want to display to users all or part of a document or application open on your device.
You can do this by displaying screenshots and screen clippings.

It’s important to understand the difference between screenshots and screen clippings, two valuable
tools in Office. Although both screenshots and screen clippings take snapshots of any open application
on your device’s screen, how they capture the image is the differentiating factor.

When you take a screenshot, Word captures a snapshot of the entire window on your computer screen
and inserts it into your document. When you take a screen clipping, you can select the area of the
screen you want to include.

Create and insert a screenshot

1. On the Insert tab, select Take a Screenshot.
2. A list of the open, available windows on your device displays.
3. Select the thumbnail of the window you want to take a snapshot of.
4. Word immediately inserts the screenshot into your document.

Create and insert a screen clipping

1. Select the window you want to create your screen clipping from.
2. Navigate to the document you want to insert the clipping into.
3. On the Insert tab, select Take a Screenshot.
4. In the Available Windows dialog box, select Screen Clipping:
a. Your screen displays the last window you accessed. Note that this window is the only
one you can create a screen clipping from.
b. Your cursor changes to a crosshair. Select and drag around the area of the window
that you want to capture.
c. When you release your mouse or other input device, Word immediately inserts the
clipping in your document.
5. To save the screen clipping as an image file (a .png or .jpg file), follow these steps:
a. Right-click or access the context menu of the screen clipping.
b. Select Save as Picture.
c. Navigate through the file system to choose where you want to save the file.
d. Name the file, and then select one of Save as type options.
e. Select Save.

The following table describes the image file types that Word makes available in the Save as type box.

Image file type Description

Portable Network Graphics (*.png) For storing image files with a smaller file size

JPEG File Interchange Format (*.jpg) For storing image files in a compressed format with a
smaller file size
Graphics Interchange Format (*.gif) For animated objects in documents and on websites

Tag Image File Format (*.tif) For storing high-quality graphics with a larger file size

Windows Bitmap (*.bmp) For storing image files with a larger file size
Topic 3: Insert Symbols and Special Characters

In addition to adding text, shapes, and images to a document, you can insert special characters and
symbols, such as copyright and registered trademark symbols. Trademarks and copyrights are like
patents in that they help protect intellectual property. Entering these symbols tells the reader that
trademark or copyright laws are helping protect the information.

You access symbols and special characters from the same window. To insert symbols and special
characters, follow these steps:
1. Place your cursor where you want to insert the symbol or special character.
2. On the Insert tab, in the Symbols group, select Symbol.
3. Select More Symbols.
4. Note that the Symbols dialog box displays and that you can choose among the symbols. To
display more symbols, use the scrollbar on the tab. The bottom of the tab displays a Recently
used symbols section for easy access to those symbols.
5. Select the symbol to insert, and then select Insert.
6. Note that you can assign a keyboard shortcut to a symbol by selecting Shortcut Key, entering
the keyboard shortcut, and then selecting OK.
7. For instance, to create a keyboard shortcut for the copyright symbol (©), select the symbol,
and then select Shortcut Key. The Customize Keyboard dialog box displays.
8. Note that if a keyboard shortcut already exists for the symbol, the Current keys box will display
it. To enter a new or different keyboard shortcut, select Alt+C in the Press new shortcut key box.
If the keyboard shortcut already exists, Word will let you know. Otherwise, select Assign, and
then select Close to close the dialog box.
9. Note that the keyboard shortcut for the copyright symbol is Alt+Ctrl+C.
10. Note that the Symbol dialog box also has the Special Characters tab. Select this tab to
observe the available characters.
11. Select the character you want, and then select Insert. Note that the Special Characters tab
displays each character along with its keyboard shortcut (under Shortcut key), if any.

Did you know?

What’s the difference between the copyright symbol (©) and the registered trademark symbol (®)?
Copyright and trademark laws help protect distinct types of assets. Copyright laws help protect literary
and artistic works, such as books and videos. A trademark helps protect items that define a company
brand, such as its logo.

Lesson 5: Adding Text Boxes and Alternative Text

Topic 1: Insert and Modify Text Boxes

Sometimes, you need to add text at a specific position in your document. For example, assume that
you want to add a quotation or a sidebar and to format this text differently, so it stands out. A text box
helps you add text anywhere in your document and then change the layout of only that text. It’s a terrific
way to move your audience’s attention to any valuable information in your document.

Insert a text box

1.Place your cursor in the document where you want to insert the text box.
2.On the Insert tab, select Text Box, and then select one of the built-in text box styles. Use the
scrollbar in the dialog box to browse the options.
3.Select the text box style to insert it in the document.
4.Use the Drawing Tools Format tab to change the fill and outline colors and to apply shape
effects. You’ll find the same formatting options available for text boxes that you used in an earlier
lesson for formatting shapes.

Topic 2: Position objects and Wrap Text Around Objects

Adding images, text boxes, and other objects is basic, but positioning those objects and making sure
they stay where you want them might pose a challenge. Use the Layout Options menu of Word to
position an object on the page, control how text wraps around the object, position the object in front of
or behind another object, and anchor the object at a specific location. After you select an object, you
can access the Layout Options menu in two ways:
✓ Use the Layout Options menu that displays next to the object, or on the Picture Tools Format
contextual tab, select Position

Note that if you select the See more link in the Layout Options menu and then select Text Wrapping,
the possible ways to arrange the object with respect to the text display.

Note that you can access the same dialog box by selecting Position on the Picture Tools Format
contextual tab, and then selecting More Layout Options. In this dialog box, you can select the option
that meets your requirement:
•In line with text. If you want to treat your object like the rest of the lines of text in a paragraph, select
this option. The object will move as you add or remove lines from the paragraph.
•Square. If you want your text to form a square around the object, select this option, as its name
suggests.
•Tight. If you want the text to closely—or tightly—follow the shape of the object, keeping a bit of a
margin between the text and the object, select this option.
•Through. Note that this option is similar to Tight, except that the text will fill into any empty space of
your object.
•Top and bottom. If you want your text to arrange itself on the top and the bottom of the object, select
this option. No text will appear on the sides of the object.
•Behind text. To place your object behind your text, select this option. Note that depending on the
object, this option might reduce the readability of your text.
•In front of text. To place your object in front of your text, select this option, which is the reverse of
Behind text. The object will hide some of the text.
•Wrap text. Use this option to help you control how text will wrap around the object. The text can wrap
on both sides of the object, only to the left side of the object, only to the right side of the object, or only
on the side of the object that has the greatest distance from the page margin.
•Distance from text. Specify the distance of the text from the object by using this option.

Position an object
The Layout Options menu has two options to position an object:
•Move with text. Select this option if you want the object to move as the text moves. This is useful
when the object is specific to a paragraph, for example.
•Fix position on page. Select this option if you want to lock the position of the object. This is useful
when you add a quotation, for example.

Topic 3: Add Alternative Text to an Object

Alternative text, or alt text as it’s popularly called, describes any picture or object in the context of the
document it resides in. This alt text is useful for audiences that use screen readers. A screen reader
reads the alt text added to each object aloud so the audience can understand the goal of the object.
It’s therefore important to write effective alt text to prevent any misunderstanding of the purpose of each
object.

To add alt text to an object, follow these steps:

1.Select the object.
2.On the Format contextual tab, in the Accessibility group, select Alt Text. Note that different
Format contextual tabs appear based on the image types, as the following table describes.

Image type Contextual tab displayed

Shape Drawing Tools Format
Icon Graphics Tools Format
3D model 3D Model Tools Format
 SmartArt diagram SmartArt Tools Format
Screenshot or screen clipping Picture Tools Format

3.Note that the Alt Text pane displays, as the following screenshot depicts.
4.In the box, enter a description of the object and its context.
5.Alternatively, mark the object as decorative by selecting Mark as decorative in the Alt Text
pane. This option won’t expose a description of the object to screen readers.

GLOSSARY

❖ 3D model - A 3D image that you can rotate to display all angles.

❖ Alternative text -Text that helps people who have visual impairments understand pictures and
other graphical content.
❖ SmartArt graphic - A visual representation of your information and ideas.
❖ Screenshot - A snapshot of an application or window that you have open on your device.
❖ Contextual tab - A hidden tab displayed with the other tabs when an object in the document,
such as an image, is selected. A contextual tab has commands specific to the graphic type—
pictures, shapes, 3D models, and SmartArt graphics might have different commands on their
contextual tabs.
❖ Bring Forward - A command for bringing an object to the front of the stack of layered objects.
❖ Diagram - A simplified drawing that depicts an appearance, structure, or process.
❖ Flowchart - A diagram of the sequence of movements or actions of people or things involved in
a complex system or activity.
❖ Icon - A graphic that visually communicates a thought.
❖ Send Backward - A command for sending an object to the back of the stack of layered objects.
❖ Text box - A rectangular frame into which you enter text. You use text boxes to showcase
important text, such as titles, headings, and quotes.