DR. K's WRITING MANUAL

CHAPTER 9: Microsoft Word Advanced

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A. Inserting Photographs

Once images have been created with Kodak PhotoEnhancer, Adobe Photoshop, etc. they can easily be inserted into a Microsoft Word document. To do this, simply open the Word document and place the cursor exactly where you want the image to appear. Under the "Insert" menu item, select "Picture". A window will appear that allows the location of the image to be selected, either the hard drive or a disk, as well as the actual image. Once selected, clicking on "Insert" will place the image at the cursor's location. Usually, the image will have to be converted and this will take a few seconds.

The image will now appear at the cursor location. It can now be handled as any other Word item. Clicking on it will make it active and it can be deleted, cut, copied, pasted, etc. It can also be moved to another location. However, anything inside the image cannot be changed, including the actual size of the image. Any attempt to resize the image will simply cutoff parts of the image as only the size of the frame changes, not the image itself.

To fit the image into the document in a more professional manner, see section F on "Word Wrap" below.

B. Inserting StatView Items

Once a table or graph has been created in StatView it can easily be moved from that application to the Word document. Remember that only the data table is saved with StatView, not the graphs. Therefore, any graph must be created and moved in one session or the creation process will have to be repeated again. Also, once the graph is in the Word document it cannot be reworked in any way. Therefore, any changes to titles, axis, etc. must be done before moving it out of StatView.

Moving tables: Using either the click and drag method or the "Select all Columns" under the "Edit" menu, highlight the entire table. Using the "Copy" item under the "Edit" menu, copy the table to the computer's clipboard. Return to your Word document and place the cursor where you want the table. Using the "Paste" command under the "Edit" menu, put the table in the Word document. Unfortunately, the lines composing the table will be omitted so some time will be spent rearranging the table and it may not be possible to get lines around the table if it is a table view of an ANOVA table, for example. However, if you are trying to transfer data from the data table it can be used to create a Word table in your Word document.

To do this simply copy the data from StatView to the Word Document where the table should be. Since only the data came across and not the column headings, add a paragraph return at the top of the column. Highlight the extra paragraph return and the data and click on the table icon in the toolbar. The "Insert Table" window, seen in figure 22, will appear and should be set with the correct number of rows and columns. There should be one more row than is required for the data. This is where the column headings will be typed in. It should also be set for "tab delimited" which is correct for the way StatView stores its data. Clicking "Done" will create the table. Borders can now be added as discussed in section C. Creating Tables, below.

Moving graphs: Once the graph has been completely created the entire image can be selected by using the "Select All" command under the "Edit" menu. If only the graph and some of the axis, labels, etc. are desired than the desired items can be selected by holding down the "shift" key while clicking on each item. Remember that each label, title, graph, etc. is a separate object in the overall image. Once the desired elements have been selected, simply use the "Copy" command in the "Edit" menu and copy the image. Switching back to the Word document, simply using "Paste" from the "Edit" menu will put the graph in at the cursor location. It can now be handled as any other object in Word.

C. Creating Tables

Frequently it will be necessary to create a table to display data. To do this in Microsoft Word, use the table icon in the menu bar. First, decide exactly how big you will need the table to be, including any rows or columns needed for labels. Then locate the cursor exactly where you want the table to be. You can create the table by clicking on the table icon and dragging to create a table of the required number of rows and columns as shown in figure 23 where a seven row and eight column table is being created. Releasing the mouse button will create the table where you have the cursor.

However, the lines of the table will be invisible. To create the lines for the table, go to "Format" and select "Border". At the bottom right corner click on "Apply to" and then select "Each cell in table". The size of the border lines can then be selected by clicking on the appropriate line and then, by clicking on the boxed area, the lines can be placed around the box and through it to outline all the cells. Figure 24 shows the final product.

The column widths and row heights can be manipulated by selecting "Table cells" under "Format".

Once it has been created the table can be changed by placing the cursor in the table where you want to insert or delete a row or column. By selecting "Table layout" under "Format" you will have the option of doing this.

Once the table has been created the labels, data, etc. can be entered by simply placing the cursor in the appropriate cell and typing in the material. The "tab" key can be used to move the cursor from left to right or the arrow keys can be used to move through the table.

D. Creating Graphs

While it is easier to create graphs in other programs, such as StatView, it can be done in Microsoft Word using the graph icon. After placing the cursor in the location where the graph is to be, double click on the graph icon.

Then click on the Table to switch from the graph to the table.

Titles or data can be entered by simply placing the cursor in the desired cell and typing over what is there. If the table is to be larger than the existing one, simply continue typing in the blank cells.

Once the titles and data have been entered, select the type of graph you wish under the "Gallery" menu. The options are: area, bar, column (illustrated in figure 26), line, pie, scatter, combination and 3-D versions of the first five options. Each of these types will give you a variety of variations once you select which general type you wish to use.

Once you have created the chart, use "Chart" to change or make titles, add data labels, arrows or gridlines. Legends can also be deleted and axes changed under this menu item. In order to fit some of these items on the graph or to simply resize the graph you many change the size by clicking and dragging on the small box in the bottom right hand corner of the graph.

When the graph is complete simply go to the "File" item and select "Quit" and return to document name ". It will then ask if you wish to update the graph in your document. Click "yes" if you wish to do so and you will be returned to the document and the graph will be placed where you had the cursor.

Should you wish to change or update the graph at anytime, simply double click on the graph and you will be returned to Microsoft Graph where you can make corrections.

E. Creating Diagrams

Occasionally it will be necessary to create diagrams to illustrate some part of your paper. Again, more complete programs exist to do this but Microsoft Word offers a fairly simple graphic program also.

To create a diagram, place the cursor where you wish the diagram to be and click on the graphic icon. The graphic window will then appear as seen in figure 27. All options are contained in the window and no menu items are available for use.

All controls are located in a palette to the left of the window. These icons will be explained from top to bottom and left to right, for each row.

Arrow: This allows you to select individual items to perform some operation on them.

Letter: This activates a typing program that can be used to label lines. By clicking on it, placing the cursor where you wish to type and clicking the mouse, a title box will be created. This box can be resized by clicking on the arrow icon and clicking and dragging on the small black box in the corner of the title box. The entire box can be moved by using the arrow to click and drag it to the desired location.

Shapes: The next six different icons can be used to create a variety of shapes by clicking on the icon and moving the cursor to the desired location. When the mouse is clicked and held, the desired shape can be created by moving the cursor. When the desired shape is created, releasing the button will create it on the diagram.

Curved arrow: allows selected items to be rotated.

Three boxes: allows selected items to be duplicated with each click of the mouse.

Two rectangles: moves selected items from foreground to background, or vice versa.

Two triangles: flips selected items from horizontal to vertical.

Lines: after selecting a text box, clicking on this icon allows the alignment of the text to be set.

Two boxes: allows you to group or ungroup selected items.

Arrow: adds or removes arrowheads from lines.

Two arrowheads: selects the line width of selected items or subsequent lines.

Dark pencil: selects line color for selected or subsequent lines.

Light pencil: selects line pattern for selected or subsequent lines.

Dark bucket: selects fill color for selected or subsequent objects.

Light bucket: selects fill pattern for selected or subsequent objects.

Large rectangle: shows the line, fill, pattern or color selected.

Once the diagram has been completed, close the window by clicking on the small box in the upper left corner and the diagram will be inserted in the document.

F. Word Wrap

When you have inserted a photo, table, graph or diagram into your document you have two choices regarding the way it is placed in relation to the text around it. If you wish the item to stand apart from the text than you need do nothing else once you have placed the item in the document.

However, a more professional look can be achieved using "word wrap" in which the text wraps itself around the item. To do this select the item to be "wrapped". This must be done carefully or portions of the text will, become part of the "frame". It is best to separate the item to be framed from any surrounding text by several blank lines using the "return" key. Once this is done go to "Format" and use "Frame". The "Frame" window will appear as seen in figure 28. If the position is already okay, click okay. To see the texts wrap around the item select "Page Layout" from the "View" menu and you will see it exactly as it will appear when printed.

If you wish to move the item somewhere, select "Position" while the "Frame" window is open and drag the item to the desired position when you are taken to the "Page Layout" window.