DR. K's WRITING
CHAPTER 9: Microsoft Word
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
B. Inserting StatView
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
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.
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
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.
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
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
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
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
Two rectangles: moves
selected items from foreground to background, or vice
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
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.
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
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.