Certified Computer Fundamentals | Pictures and drawings

Learning Resources
 

About pictures and drawings

 

There are two basic types of graphics that you can use to enhance your documents.

Pictures are graphics that were created elsewhere and that you bring into your document. For example, you might have used a scanner or digital camera to create an image, or procured some electronic clip art. These are at the top of the Picture submenu.

Drawing objects, which this course will sometimes refer to simply as drawings, are graphics that you generate from within Word, as opposed to creating them elsewhere and bringing them into your document. Examples are AutoShapes, drawings that you create from scratch using the New Drawing command, diagrams, curves, lines, and other shapes.

The type of graphic you choose to insert is limited only by your purpose and your preference.

  • Some types of graphics, such as clip art, have a two-dimensional or drawn effect that can look attractive as a logo, border, or accent.
  • A photographic image might be preferable in some instances.
  • Diagrams and organization charts can convey critical information in a business or academic document.
  • WordArt creates high-impact text. (WordArt is not covered in this course.)

Once you get beyond the Picture submenu, the way you insert and manipulate different types of graphics may vary slightly, depending on whether it's a drawing or a picture, as well as other graphic-specific attributes. Specifics will be covered in later lessons.


In today’s digital era, being proficient with pictures and drawings is a key skill for creating professional documents, presentations, and reports. This tutorial explains how to handle pictures and drawings effectively, focusing on inserting, formatting, and customizing them in applications like Microsoft Word, PowerPoint, or other basic productivity tools.

1. Inserting Pictures into Documents or Slides

Steps to Insert a Picture:

  1. Open your document or presentation software (e.g., Microsoft Word, PowerPoint).
  2. Navigate to the Insert tab in the toolbar.
  3. Select Pictures and choose from the following options:
    • From This Device: Insert a picture stored on your computer.
    • Online Pictures: Search and insert pictures directly from the web.
  4. Locate the image, click Insert, and it will appear in your document or slide.

Tips for Managing Inserted Pictures:

  • Use the corner handles to resize the image proportionally.
  • Drag the image to reposition it anywhere in the document or slide.

2. Formatting Pictures

After inserting a picture, you can customize its appearance using formatting tools.

Steps to Format a Picture:

  1. Select the picture by clicking on it.
  2. Go to the Picture Format tab in the toolbar.
  3. Explore the following formatting options:
    • Crop: Remove unwanted parts of the image.
    • Corrections: Adjust brightness, contrast, or sharpness.
    • Color: Apply filters or recolor the picture.
    • Picture Styles: Add borders, shadows, or effects for a professional look.

Example:
To crop a picture:

  • Select the picture → Click Crop in the Picture Format tab → Adjust the crop handles → Click outside the picture to finalize.

3. Inserting and Creating Drawings

Drawings enhance documents by adding diagrams, shapes, or freehand illustrations.

Steps to Insert Shapes:

  1. Go to the Insert tab and select Shapes.
  2. Choose from the available options (e.g., rectangles, circles, arrows).
  3. Click and drag in your document to draw the selected shape.

Steps to Draw Freehand:

  1. Open the Draw tab (if enabled).
  2. Choose a pen or pencil tool.
  3. Use your mouse or touchscreen to draw directly on the document.

Customization Options for Shapes and Drawings:

  • Change the Fill Color or Outline using the Shape Format tab.
  • Add Text to shapes by right-clicking and selecting Add Text.

4. Grouping Pictures and Drawings

Grouping allows you to combine multiple pictures or drawings into a single object, making them easier to move or resize.

Steps to Group Objects:

  1. Select all the objects you want to group by holding the Ctrl key and clicking on each.
  2. Right-click and choose Group from the menu.
  3. The objects will now act as a single unit.

To ungroup:

  • Right-click the grouped object and choose Ungroup.

5. Adding Text to Pictures or Drawings

You can annotate images or drawings by adding text boxes or captions.

Steps to Add a Text Box:

  1. Go to the Insert tab and click Text Box.
  2. Click and drag to create a text box near the picture or drawing.
  3. Type your text and format it using the Font tools.

Pro Tip: Use captions for images in academic or professional documents:

  • Right-click the picture → Select Insert Caption → Add a descriptive title.

6. Aligning and Positioning Pictures and Drawings

Proper alignment ensures a neat and professional appearance.

Steps to Align Objects:

  1. Select the picture or drawing.
  2. Go to the Picture Format or Shape Format tab.
  3. Use the Align options to position the object (e.g., Align Left, Center, Right).

Using Wrap Text for Pictures:

  1. Select the picture.
  2. Click Wrap Text in the Picture Format tab.
  3. Choose an option, such as Square, Tight, or Behind Text, to position the image relative to text.

7. Using SmartArt for Drawings and Diagrams

SmartArt provides pre-designed graphics for creating organizational charts, processes, or other diagrams.

Steps to Insert SmartArt:

  1. Go to the Insert tab and click SmartArt.
  2. Choose a category (e.g., Process, Hierarchy).
  3. Fill in the placeholders with your text.

Customization Options:

  • Change colors and styles using the SmartArt Design tab.

8. Saving Pictures or Drawings

You can save individual pictures or drawings from your document for use elsewhere.

Steps to Save an Image:

  1. Right-click the picture or drawing.
  2. Select Save as Picture.
  3. Choose the desired format (e.g., PNG, JPEG) and location.

9. Best Practices for Using Pictures and Drawings

  • Keep File Sizes Manageable: Compress pictures to reduce document size.
  • Use High-Quality Images: Ensure clarity and professionalism.
  • Be Consistent: Use similar styles for pictures and drawings across the document.
  • Avoid Overcrowding: Maintain a clean and readable layout.


Understanding how to work with pictures and drawings is crucial for creating visually appealing and professional documents. By mastering these techniques, you can enhance your productivity and add value to your work.

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