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INTRODUCTION TO WORD PROCESSING

CHAPTER CONTENTS
Demonstrate how to add Pictures, insert a Screenshot, Screen Clipping and Print Screen
Demonstrate the Use of SmartArt
Demonstrate how to add Multimedia (Audio, Videos, animations) Charts and Hyperlinks

LESION 1 – ADDING PICTURES, SCREENSHOT, SCREEN CLIPPING AND PRINT SCREEN

MICROSOFT WORD
ADDING PICTURES IN A WORD DOCUMENT
A picture is an image which can be added in a word document to enhance its overall quality
a make it more engaging for readers.
REASONS TO ADD PICTURES IN A WORD DOCUMENT
There are several reasons to add pictures in a Word document
1. Enhance visual appeal: Pictures can make your document more visually appealing
and engaging, breaking up large blocks of text and making the document more
interesting to read.
2. Clarify information: Pictures can be used to clarify complex ideas, concepts or data.
They can help readers better understand the content and can be especially helpful in
technical documents.
3. Add context: Pictures can provide context to the text and help readers better
understand the meaning and relevance of the content.
4. Create emphasis: Pictures can be used to highlight or emphasize important
information such as key points or important data.

5. Convey emotions: Pictures can evoke emotions and convey mood or tone, which
can be useful in marketing or advertising materials.
WAYS OF INSERTING PICTURES IN A DOCUMENT
A picture can be inserted in a word document in two ways:
a. Insert a picture from This Device
b. Insert a picture from Online Pictures
INSERT A PICTURE FROM THIS DEVICE
This option is used to insert a picture from the computer system. Steps to Insert a
picture from This Device are
Step 1: Click on Insert tab.
Step 2: Go to Illustrations group and click on Pictures option.
Step 3: From the drop-down list, click on This Device option.
Step 4: An Insert Picture dialog box opens. Choose a picture and click on Insert
button.
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An image will be inserted at cursor's position. As you insert an image, a Picture

Format appears in the ribbon under Picture Tools. This tab can be used to format
the picture.

INSERT A PICTURE FROM ONLINE PICTURES

This option is used to insert a picture from internet. To insert a picture from Online
Pictures, follow the given steps:
Step 1: Click on Insert tab.
Step 2: Go to Illustrations group and select Online Pictures option.
Step 3: An Insert Pictures dialog box opens. Type the keyword related to the search
in the search Box. Press Enter key from the keyboard.
Step 4: An Online Pictures dialog box opens. It displays various images related to
the search.
Step 5: Select one or more images which you want to insert and click on Insert
button.

ADDING CLIP ARTS

Clip art refers to pre-made images or graphics that are ready to use in various forms
of media, such as digital documents, websites, and presentations.
Clip art can be made up of simple line drawings, illustrations, or photographs,
and is typically available in a variety of file formats such as JPEG, PNG, or GIF

STEPS TO ADD CLIP ARTS IN A WORD DOCUMENT

Clipart can be added in a Word document using Online Pictures option.
Step 1: Click on Insert tab
Step 2: Go to Illustrations group, click on Pictures→ Online Pictures option.
Step 3: An Insert Pictures dialog box opens. Type Clip Art in search box. Press Enter
key from the keyboard.
Step 4: An Online Pictures dialog box opens with lots of clip arts. Choose the clip
arts and click on Insert button.
NB: A clip art will be inserted at the current cursor’s position.

INSERTING A SCREENSHOT
A screenshot in Word is an image of what is displayed on your computer screen at a
particular moment in time.
In Microsoft Word, you can take a screenshot of your entire screen, a-specific
Window, or a selected portion of your screen, and then insert the screenshot into
your document.
This can be useful when you want to show someone else what you are seeing on
your computer screen, or if you want to include a visual element in your Word
document that cannot be easily replicated by other means.
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STEPS TO INSERT A SCREENSHOT IN WORD

To insert a screenshot in Word, follow the given steps:
Step 1: Click on Insert tab.
Step 2: Go to Illustrations group and select Screenshot drop-down arrow.
Step 3: You will see few thumbnails of the opened windows. Click on a window
thumbnail window and it will be inserted as it is in a document.
NB: A screenshot will be inserted along with Picture Format tab which allows you
to format the screenshot inserted in a document.

INSERT A SCREEN CLIPPING

Screen clipping in Word refers to the process of capturing an image of a portion of
the computer screen and inserting it directly into a Word document. This is a useful
feature for quickly adding screenshots or other visual elements to a document
without having to save the image first and then insert it into the document.

STEP TO INSERT A SCREEN CLIPPING IN WORD

To insert a Screen clipping in Word, follow the given steps:
Step 1: Step 1: Click on Insert tab.
Step 2: Go to Illustrations group and select Screenshot drop-down arrow.
Step 3: Click on Screen Clipping.
Step 4: Select the area for screen clipping by clicking and dragging the mouse button
Step 5: The selected area will be inserted in a word document along with Picture
Format tab.
This format can be used to format the screenshot

PRINT SCREEN
The "Print Screen" (often abbreviated as "PrtScn" or "PrntScrn") key on a computer
keyboard is used to take a screenshot of whatever is currently being displayed on
the computer screen. This includes everything that is visible on the screen, such as
open windows, menus, and icons.

Once you press the "Print Screen" key, the screenshot is temporarily saved to the
computer's clipboard. You can then paste the screenshot into an image editing
program, such as Paint or Photoshop, and edit or save it as needed. You can also
paste the screenshot directly into other programs such as Microsoft Word or an
email message.
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Steps To capture and insert pictures in Word document using Print

Screen key
To capture and insert pictures in Word document using Print Screen key, follow the
steps given below:
Step 1: Open the window whose print shot you want to take.
Step 2: Click on Print Screen key from the keyboard.
Step 3: Now, paste the print shot directly in document using Ctrl + V keyboard
shortcut. Or go to Home tab → Clipboard group → Paste option.

NB: A picture will be inserted in a document along with Picture Format tab.

QUESTION
Sarah is creating a project report in Microsoft Word and wants to include pictures to
make it more visually appealing. What are two ways she can insert pictures into her
document?

SMARTART
SmartArt is a feature in Microsoft Word that allows you to create professional-
looking diagrams, flowcharts, and other graphical representations of information. It
is a quick and easy way to add visual interest to your documents and make complex
ideas easier to understand.

BENEFITS OF USING SMARTART IN WORD

Some of the benefits of using SmartArt in Word include:
➢ Easy to use: With SmartArt, you can create complex diagrams and graphics
with just a few clicks. There are dozens of pre-designed layouts to choose
from, so you don't have to start from scratch.
➢ Customizable: SmartArt allows you to customize the colors, shapes, and
styles of your diagrams to match your document's theme or branding.
➢ Professional-looking: The pre-designed layouts and built-in design features
make it easy to create professional-looking diagrams and graphics, even if
you're not a graphic designer
➢ Clarity: SmartArt helps to convey your ideas more clearly and concisely,
making it easier for your audience to understand the information you're
presenting.
Overall, SmartArt is a powerful tool that can help you create compelling visuals for
your Word documents, making them more engaging and impactful.
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STEPS TO INSERT SMARTART IN WORD ARE:

Step 1: Click on Insert tab.
Step 2: Go to Illustrations group and select SmartArt option.
Step 3: A SmartArt window opens. The left pane displays the category of SmartArt.
When you select the category from left pane, the middle pane displays the
corresponding SmartArt.
The right pane displays the preview of selected SmartArt. Choose the desired one and
click OK button. Choose the desired one and click OK button. and impactful.
Step 4: A SmartArt will be inserted in word document.
You can customise it according to your needs, like you can add or remove shapes,
change the layout, change the colours, or add text. To do this, click on the SmartArt
graphic, and then use the "Design" and "Format" tabs in the top menu to make your
changes.

NB: To add text in shapes, click inside it and type text.

To change the colour of the SmartArt,

➢ Select the SmartArt.
➢ Click on SmartArt Design tab.
➢ Go to SmartArt Styles group, click on Change Colors drop-down button.
➢ Choose the desired colour theme and it will be applied to the selected
SmartArt.

To change the SmartArt Style,

➢ Select the SmartArt.
➢ Click on SmartArt Design tab
➢ Go to SmartArt Styles group, click on More button.
➢ Choose the SmartArt style from the available options and it will be applied to
the selected SmartArt.

LESSON 3: ADDING MULTIMEDIA, CHARTS AND HYPERLINKS

ADDING MULTIMEDIA
In MS Word, multimedia refers to the integration of audio and video elements into a word
document.
You can embed multimedia files into Word documents to make your presentations more
engaging and interactive.
PURPOSE OF USING MULTIMEDIA IN WORD
Multimedia in Word can be used for various purposes, such as:
▪ Adding voiceovers or sound effects to your presentations.
▪ Inserting video tutorials to explain complex concepts or procedures.
▪ Including animations or interactive graphics to illustrate data.
▪ Embedding charts or graphs that update automatically with new data.
▪ Creating interactive dashboards that display data in an engaging way.
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INSERTING AN AUDIO FILE IN A WORD DOCUMENT

An audio file is a digital representation of sound, such as music, speech, or other types of
audio recordings, that can be stored and played back on a computer or other digital audio
device.
STEPS TO INSERT AN AUDIO IN A WORD DOCUMENT
The steps to insert an audio in a word document are:
Step 1: Click on Insert tab.
Step 2: Go to Text group and click on Object drop-down button.
Step 3: Click on Object option.
Step 4: An object dialog box opens. Click on create from File tab.
Step 5: Click on Browse button.
Step 6: A Browse windows opens. Choose the desired audio file and click on Insert button.
Step 7: Click on Display as an Icon checkbox and click OK button.
An icon representing an audio file will be added in a Word document
Step 8: When you double click on this icon, an Open Package Contents dialog box opens.
Click Open button.
Step 9: A My Music window opens playing the audio track.

INSERTING A VIDEO FILE IN A WORD DOCUMENT

A video file is a type of digital file that contains a moving image, often accompanied by
sound.
It is possible to embed a video file within a Word document using the "Insert" feature. This
allows the video to be played directly within the Word document, without the need to open
separate media player. The video file can be in a variety of formats, such as MP4, AVI, WMV,
MOV, among others.

STEPS TO INSERT A VIDEO IN A WORD DOCUMENT

Steps to insert a video in a Word document are:
Step 1: Click on Insert tab.
Step 2: Go to Media group and click on Online Videos option.
Step 3: An Insert a Video dialog box opens.
Type the URL of the video for an online video and click on Insert button.
Step 4: A video will be inserted in a word document. To play the video, click on Play button

INSERTING ANIMATIONS IN WORD DOCUMENT

An animated file is a type of image file that includes multiple frames or images that are
played in sequence to create an animation effect.
STEP TO INSERT AN ANIMATION FILE IN A WORD DOCUMENT
To insert an animation file in a Word document,
Step 1: Click on Insert tab.
Step 2: Go to Illustrations group and click on Pictures drop-down button.
Step 3: Click on Online Pictures option.
Step 4: An Insert Pictures dialog box opens. Type Animated GIFs in the search box and
press Enter key.
Step 5: An Online Pictures dialog box opens containing various animated gif files. Choose
the one and click on Insert button.
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INSERTING CHARTS IN WORD DOCUMENT

The purpose of adding charts in Word is to visually represent data or information in a clear
and organized manner. Charts can help to communicate complex data and statistics in an
easy-to- understand way.
Charts can be used to present a variety of information, such as sales figures, survey results,
financial data, and project timelines. By using charts in Word, you can help your audience
quickly grasp important information and trends, without the need to read through large
amounts of text.

STEPS TO ADD CHART IN WORD

To add chart in Word, follow the steps given below:
Step 1: Click Insert tab.
Step 2: Go to Illustrations group and select Chart option.
Step 3: An Insert Chart dialog box opens. Select the category of chart from left pane.
Step 4: Select the type of chart from the right pane.
Step 5: You can also have a preview of the selection in right pane.
Step 6: After selection, click OK button.
Step 7: A sample chart will be added document along with a sample worksheet contents.
Step 8: Click on the worksheet cells and alter the contents. As you alter the worksheet
contents, the chart will be reconstructed accordingly.
Step 9: Close the worksheet by clicking on Close button.
Step 10: Change the title of the chart by clicking on the chart title and type the title.
Step 11: To click on Chart Elements, select the chart and click on + sign on the right side of
the selection. Click on the checkbox of the elements which you want to insert to insert.
Those elements will be added in a chart.

INSERTING HYPERLINK
A hyperlink, also known as a link, is a clickable element that connects one web page or
document to another.
It is typically displayed as underlined or colored text, but can also be represented by images
or other media. When a user clicks on a hyperlink, it takes them to the linked location,
which can be a web page, a specific section of a web page, a document, an email address, or
even a specific file or resource on a server.
Hyperlinks are commonly used in web pages, emails, and other digital documents to
provide navigation between different parts of a document or different documents
altogether. They enable users to easily access related content without having to manually
search for it. Hyperlinks can also be used to reference sources, cite external resources, and
provide additional information or context.

In Microsoft Word, hyperlinks can be added to text or images to create clickable links that
lead to other documents or web pages.
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STEPS TO INSERT HYPERLINK IN WORD DOCUMENT

To insert hyperlink in Word document, follow the steps given below:
Step 1: Click Insert tab.
Step 2: Go to Links → Link option.
Step 3: An Insert Hyperlink dialog box opens. Click on the Text to display textbox and type t
text that will be displayed as hypertext.
Step 4: Click on Look in drop-down arrow and choose the location where the file is stored
which is used as linked document.
Step 5: Select the file from Current Folder or Recent Files.
Step 6: The address of the selected file will be displayed in Address textbox. Click OK
button.
Step 7: A hyperlink will be displayed at current cursor’s position. It will be displayed as a
blue coloured-underlined text. To open a linked page, press Ctrl + left mouse button. You
will be directed to the linked page.