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Microsoft Word 2013 Tutorial

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Section 4: Illustrations and Drawing

In addition to inserting and formatting text into your document, Word 2013 also allows you
to insert text boxes, lines, shapes, images, ClipArt, and WordArt, through its image and
drawing features. In this section, we will cover the diversity of these illustration functions
in Word, as well as how to use them most effectively.

Whereas in the earlier versions of Microsoft Word, a drawing toolbar could be accessed at
the bottom of the screen, in the more recent versions (including 2013), the only way to have
access to this toolbar in the ribbon menu is by actually inserting a shape.

Finding the Illustrations Icon Group

The first step to inserting pictures or drawings in Word is accessing the Illustrations icon
group in the ribbon menu.

Figure 4-1

As shown in Fig 4-1 above, the Illustrations icon group can be accessed by clicking on the
INSERT tab just above the icons on the ribbon menu.

Adding Pictures

Figure 4-2

Step 1. To insert a picture saved on your hard disk, first select the Pictures icon from the
ribbon menu.
 Figure 4-3

Step 2. A new window will appear, prompting you to indicate where on the hard disk the
picture you want to insert is located. Once you have located the picture, click on the Insert
button.

Figure 4-4

Step 3. Once the picture has been inserted, move the cursor anywhere over it, clicking and
dragging to move it to where you want it on the page.

Figure 4-5

Step 4. When the picture is selected, the ribbon menu at the top will change to reveal the
Picture Tools set of options. Using this menu, you can change the way the text wraps
around the picture you have just inserted, by clicking on Wrap Text icon to reveal the drop-
down menu. For the purpose of this tutorial, we will choose the Tight text wrapping option.

Figure 4-6

Step 5. Now that you have selected how you want the text to wrap around the picture,
moving the cursor to its edge, you can click and drag to move or re-size it.

Figure 4-7

Step 6. Once the picture has reached the desired size and location on the page, you can
format it further using the ribbon menu. For instance, you can change the color of the
picture's border.

Tip. If the Picture Tools do not show up on the ribbon menu, double-click on the picture.

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Inserting ClipArt

If your network or internet connection is active, you can insert ClipArt from Microsoft's
online database.

Figure 4-8

Step 1. To insert ClipArt, click on the INSERT tab, and select Online Pictures.
 Figure 4-9

Step 2. In the dialog box, type in a subject in the Office.com Clip Art search field, and press
Enter.

Figure 4-10

Step 3. Select the ClipArt image you want from the list of results that appear, and click
Insert to add it to your document. You can move, re-size, format, or change text wrapping
using the same method as pictures added from your hard drive (see Steps 3-6 above under
Adding Pictures).

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Inserting Shapes
Figure 4-11

Step 1. To insert a shape, click on the INSERT tab. Clicking on Shapes, select the desired
shape from the drop-down menu. Because this option is used quite frequently, we will select
Text Box under Basic Shapes, for the purpose of this tutorial.

Figure 4-12

Step 2. Then, direct the crossbar to the desired place on the page, where you would like the
shape to be inserted. Then, press and hold the left mouse button, dragging the cursor to
change the size of the shape. When it reaches the desired size, release the mouse button.

Figure 4-13

Step 3. Once the shape has been created, the Drawing Tools now appear in the ribbon
menu, allowing you to change the shape in relation to the surrounding text. Click on the
Wrap Text icon to reveal different wrapping options. In the case of a text box, you can click
anywhere inside the box itself and begin typing to enter text.

Figure 4-14

Step 4. In the drop-down menu that appears, select how you want the text to wrap around
the newly created shape. As above, in this tutorial we will select a Tight text wrapping
option. Notice also, that the default settings for a newly created shape is to be in front of the
text, and to move whenever the text itself is moved (i.e., to another part of the document).

Figure 4-15
Step 5. Now that you have selected how you want the text to wrap around the shape,
moving the cursor to the edge, you can click and drag to move or re-size it. If it is a text box,
you can click inside of it and enter your text, formatting it as needed.

Fig. 4-16

Step 6. Once the shape has reached the desired size and location on the page, you can
format it further. For instance, you can change the color of the shape's fill or outline, or
choose to have both be transparent. For the purpose of this tutorial, we're going to select No
Outline.

Figure 4-17

A shape has now been successfully inserted into the document. If you ever want to go back
and change the layout options, click on the shape, and then click on the icon to the right of
the shape. Further formatting options are accessible via the ribbon menu after double-
clicking on the shape.

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Commonly Used Shapes

Now that we have gone over the basics of inserting shapes, we will now look at the more
commonly used shapes that are available in Word 2013.

Lines

Figure 4-18

Step 1. To begin drawing a line, first click on the INSERT tab above the icons on the ribbon
menu, and then Shapes, selecting the line you would like to insert. In this tutorial, we will
select the most basic option, the line to the farthest left.

Figure 4-19

Step 2. Then, direct the crossbar to the desired place on the page, where you would like to
insert your line. Click and hold the left mouse button, and drag across the page to draw the
line. When it has reached the desired length, release the mouse button.

Tip. Holding down the Shift key while drawing a line will keep it uniformly flat, diagonal,
or upright.
 Figure 4-20

Step 3. If you want to move the line, place your cursor just above it, until you see the move
symbol. Click and hold the left mouse button, dragging to relocate the line, and then release.

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Arrows

Figure 4-21

There are two types of arrows available in Word 2013, namely line arrows and block
arrows. Both can be found under the Shapes menu after clicking on the INSERT tab (see
Fig. 4-18 above). Block arrows have their own grouping under the same menu. The only
difference between drawing arrows and lines is to keep in mind that the arrow will point
away from the starting point. Otherwise, the procedure for drawing arrows is the same as
drawing lines (see Lines above).

Rectangles

Figure 4-22

After selecting the rectangle option in the Shapes menu (see Fig. 4-18 above), click and drag
from one corner to the other to create the rectangle. Drawing rectangles is similar to
drawing any other shape, except that holding down the Shift key will cause it to be a perfect
square. The fill of the rectangle can be changed by clicking on the Shape Fill option under
the Drawing Tools. If they are not immediately visible, these tools can be accessed by
double-clicking on the rectangle itself.

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Ovals

Figure 4-23

After selecting the oval option in the Shapes menu (see Fig. 4-18), drag the cursor from one
corner to the other, holding down the left mouse button. As with rectangles, drawing ovals
while holding the Shift key will perfect the shape, in this case making it a perfect circle.
Text Boxes

Figure 4-24

Text boxes are free-floating boxes that are able to display text without changing the
formatting of the body text behind or around it. To insert a text box, simply click on the
INSERT tab, and select Text Box to access the drop-down menu (see Fig. 4-24a below). For
more information on inserting text boxes and other shapes, see Inserting Shapes). Once you
have drawn the box, simply click inside it to add text. The text you enter can be formatted
just like the body text.

Figure 4-24a

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SmartArt
In addition to the Text Box feature, Word 2013 also includes a feature called SmartArt,
which allows you to represent ideas in diagram format.

Figure 4-25

Step 1. To insert SmartArt, click on the INSERT tab, and select SmartArt under the
Illustrations icon group on the ribbon menu.

Figure 4-26

Step 2. A window will appear, prompting you to pick the kind of SmartArt graphic you
would like to use. After selecting one from among the many options available, click OK.

Figure 4-27

Step 3. Format the text of the SmartArt graphic either by clicking on the text, or using the
outline to the left of the graphic.

Figure 4-28

Step 4. Using the ribbon menu while the SmartArt graphic is selected will allow you to
further format it, changing various elements of its design. To move or re-size your graphic,
or to change the way the text wraps around it, see Steps 3-5 under Adding Pictures.
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Charts

Drawing charts has been a feature of Word since its inception, but in 2013 there are many
more options available.

Figure 4-29

Step 1. To insert a chart, click on the INSERT tab, selecting Chart under the Illustrations
icon group on the ribbon menu.

Figure 4-30

Step 2. Select what kind of chart you wish to insert, and then click OK.

Figure 4-31

Step 3. Once the chart has been inserted, you can use the Excel popup window to edit the
different fields. To format anything on the chart, simply click on what you would like to
change. You may also use the ribbon menu. If you would like move or re-size your chart, or
to change the way the surrounding text wraps around it, see Steps 3-5 under Adding
Pictures.

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Screenshots

A newer feature in Word is the ability to insert screenshots into your document, using the
program rather than simply the print screen function of Windows.

Figure 4-32

To insert a screenshot into your document, click on the INSERT tab, selecting Screenshot
under the Illustrations icon group on the ribbon menu. A drop-down menu will appear,
showing you screenshots of all your open windows. To select one, click on it. Once it is
inserted, you can further format it. If you would like move or re-size the screenshot, or to
change the way the text wraps around it, see Steps 3-5 under Adding Pictures.
Inserting a Screen Clipping

If you don't want to insert a screenshot entire window into your document, you can take a
screen clipping. The Screen Clipping option is found at the bottom of the Screenshot drop-
down menu (see Fig. 4-32 above).

Figure 4-33

Once you have selected the Screen Clipping option at the bottom of the Screenshot drop-
down menu (see Fig. 4-32 above), Word 2013 will minimize, and the screen will become
grey. A crossbar will also appear, allowing you to click the left mouse button, and drag the
cursor to encompass the area of the screen you would like to clip. Once you release the left
mouse button, the screen clipping will appear in your document (see Fig. 4-34 below).

Figure 4-34

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WordArt

WordArt is another popular feature of Word, which allows you to enter free-floating text
without needing a text box. This feature is most useful for posters, flyers, announcements,
etc.

Figure 4-35

Step 1. To insert WordArt, click on the INSERT tab, and select WordArt to access the drop-
down menu, which will present the varied WordArt styles for use in your document.

Figure 4-36

Step 2. Once the WordArt has been inserted, you may type in your text, and format it
further. You can change the appearance of the WordArt you have inserted by accessing the
WordArt Styles options in the ribbon menu, which are visible when the WordArt is
selected.

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Formatting
Although many of the options for formatting shapes and illustrations are close at hand in
Word 2013, you may have need of more advanced formatting options.

Figure 4-37

Step 1. To access the formatting menu, right-click on the shape or illustration, and select the
option to format it at the very bottom of the menu that appears.

Figure 4-38

Step 2. A formatting menu will then appear on the right side of your screen, giving access to
advanced formatting options.

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Text Wrapping

There are a variety of different ways that you can wrap text around shapes or illustrations.
What follows are some of the different methods of text wrapping available in Word 2013.
The options for text wrapping are most easily accessed by the icon which appears next to
the shape or illustration (see Fig. 4-39 below), or by selecting the FORMAT tab, and clicking
on the Wrap Text icon. Both are made available by clicking on the shape or illustration.

Figure 4-39

For even more advanced formatting, click on the See more option at the bottom of the
LAYOUT OPTIONS menu.

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Methods of Text Wrapping

In Line with Text

Figure 4-40

This is the normal kind of text wrapping for most small shapes and illustrations, and is
often the default setting. If the object is small enough, it will not force the text to the next
line. This method of text wrapping anchors, so to speak, the object to the surrounding text
and moves with it as if part of the text itself.
Square with Text

Figure 4-41

Square text wrapping wraps the text around the object in a rectangular fashion. Unlike the
inline option, the object does not remain anchored to a particular line in the text, but rather
causes the text to move around it.

Tight

Figure 4-42

The tight text wrapping option keeps the text as close as possible to the object. For instance,
if the object is circular, the text will surround it in a circular fashion.

Top and Bottom

Figure 4-43

This method of text wrapping places the text above and below rather than around the
object. This method is particularly useful for charts, graphs, or illustrations which span the
breadth of the page itself.

Behind Text

Figure 4-44

This method prevents the object and the text from being affected by one another, and
causes the object to be placed behind the body text of the document.

In Front of Text

Figure 4-45

This option causes the object to behave in a similar fashion to the behind text option, only it
is placed in front of the text rather than behind it.

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