Formatting a Document with Objects

Introduction

A word processing document can contain more than ordinary text. We can improve its appearance and make information easier to understand by inserting objects such as shapes, pictures, ClipArt, symbols, headers, footers and page numbers.

These objects help create attractive, informative and professional documents. This note explains how to insert and format objects using word processing software such as Microsoft Word.

1. Inserting Shapes, Pictures and ClipArt

Adding Shapes

Shapes are graphical objects that can be inserted into a document to illustrate information, highlight important points or create diagrams.

Common shapes include:

• Lines and arrows
• Rectangles and squares
• Circles and ovals
• Stars and callouts
• Flowchart shapes

Steps to insert a shape:

1. Open the Insert tab.
2. Select Shapes.
3. Choose the required shape.
4. Click and drag on the document to draw it.

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A teacher can use rectangles to represent stages of a process and arrows to show the direction of information flow.

Inserting Pictures

Pictures can be inserted into documents to support written information and make the content more understandable.

Steps to insert a picture:

1. Open the Insert tab.
2. Select Picture.
3. Browse the computer and locate the required image.
4. Select the image file.
5. Click Insert.

Common image formats include JPG, JPEG, PNG and GIF.

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A student preparing a report about environmental pollution can insert photographs of polluted rivers or deforestation to support the explanation.

Using ClipArt

ClipArt refers to ready-made illustrations or graphics that can be inserted into a document.

In older versions of Microsoft Word, ClipArt was available through the Insert tab.

Steps to insert ClipArt in Microsoft Word 2010:

1. Open the Insert tab.
2. Select ClipArt.
3. Enter a keyword in the search box.
4. Search for the required illustration.
5. Select the desired ClipArt image.

ClipArt is useful when a document needs simple illustrations without creating images manually.

Note: ClipArt is a legacy feature in Microsoft Word 2010. Newer versions may provide online pictures, stock images and other graphics options instead.

2. Formatting Shapes and Images

After inserting a shape or picture, we can modify its appearance, size, orientation and position using formatting options.

Resizing

Resizing means changing the height and width of an object.

• Select the object.
• Drag the corner handles to increase or decrease its size.
• Corner handles generally help maintain the object's proportions when resizing pictures.

Rotating

Rotating means turning an object around a fixed point.

• Select the shape or picture.
• Locate the rotation handle.
• Drag the rotation handle in the required direction.

This is useful when adjusting the direction of arrows, pictures or other graphical objects.

Changing Position

The Position option allows users to place an object at a suitable location within a document.

Objects can be moved to different positions to improve the document layout.

The position of an object affects how it appears in relation to the surrounding text and other objects.

Changing Colours and Borders

Shapes can be customised using different formatting options.

Shape Fill

Changes the inside colour of a shape. A shape can also be filled with a picture or other supported fill effects.

Shape Outline

Changes the colour, thickness and style of the border surrounding a shape.

Shape Effects

Applies visual effects such as shadows, reflections and other supported effects.

Pictures also have formatting options such as picture borders, picture effects and colour corrections.

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A blue rectangle can be changed into a green star by selecting a star shape and applying a green Shape Fill colour.

3. Inserting Symbols

A symbol is a special character that may not be directly available on a standard keyboard.

Symbols are used to represent mathematical operations, currencies, scientific concepts and other special information.

Common Symbols

Symbol Meaning

© Copyright ® Registered trademark ™ Trademark £ Pound € Euro ¥ Yen ± Plus or minus π Pi Ω Omega β Beta

Steps to Insert a Symbol

1. Open the Insert tab.
2. Select Symbol.
3. Choose the required symbol from the available list.
4. If the symbol is unavailable, select More Symbols.
5. Choose the required character and insert it.

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A mathematics document may use π to represent pi, while a business document may use € to indicate a price in euros.

4. Headers, Footers and Page Numbers

Headers, footers and page numbers help organise documents and make them easier to read.

Header

A header is information displayed in the top margin of a document page.

It commonly contains:

• Document title
• Company or institution name
• Chapter title
• Date

Footer

A footer is information displayed in the bottom margin of a document page.

It may contain:

• School name
• Author information
• Document reference
• Copyright information

Page Numbers

Page numbers are numbers added to document pages to identify their order.

They help readers navigate lengthy documents and locate specific information.

Steps to Insert a Header

1. Open the Insert tab.
2. Select Header.
3. Choose a header style.
4. Enter the required information.
5. Close the header editing area.

Steps to Insert a Footer

1. Open the Insert tab.
2. Select Footer.
3. Choose a suitable footer style.
4. Enter the required information.
5. Close the footer editing area.

Steps to Insert Page Numbers

1. Open the Insert tab.
2. Select Page Number.
3. Choose where the page number should appear, such as the top or bottom of the page.
4. Select a numbering style.

Managing Page Numbers

Microsoft Word also provides options to:

• Change page number formats.
• Set a starting page number.
• Remove page numbers.
• Position page numbers at the top or bottom of pages.

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A school assignment can have its title in the header, the school name in the footer and page numbers at the bottom of each page.

5. Benefits of Using Objects in Documents

Inserting and formatting objects provides several benefits:

1. Improved appearance: Shapes, pictures and colours make documents more attractive.
2. Better understanding: Images and diagrams help explain complicated information.
3. Clear organisation: Headers, footers and page numbers make documents easier to navigate.
4. Professional presentation: Properly formatted objects improve the overall quality of reports and assignments.
5. Effective communication: Symbols and illustrations communicate information clearly and efficiently.

Exam-Focused Points

Important Terms to Remember

Term Meaning

Shape A graphical object such as a rectangle, circle or arrow

ClipArt Ready-made illustrations or graphics

Resizing Changing the dimensions of an object

Rotating Turning an object around a point

Shape Fill Changing the inside colour of a shape

Shape Outline Changing the border of a shape

Symbol A special character not directly available on a standard keyboard

Header Information displayed at the top of a page

Footer Information displayed at the bottom of a page

Page Number A number identifying the order of a page

Summary

Word processing software allows users to enhance documents by inserting and formatting different objects.

• Shapes, pictures and ClipArt add graphical elements to documents.
• Formatting options allow objects to be resized, rotated, repositioned and customised.
• Symbols provide special characters for mathematical, scientific and other purposes.
• Headers and footers display repeated information at the top and bottom of pages.
• Page numbers help organise and navigate multi-page documents.

Using these features effectively helps create clear, attractive and professional documents.