Images and Tablesin Word and PowerPoint

2010

Skills for Learning IT booklet

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Introduction

This booklet contains tasks for you to work through. All tasks have a picture of a mouse next to them.

This booklet introduces you to using images and tables in Word and PowerPoint and applying a variety of formats and styles to each. Tables are described on pages 2-11. Images are described from page 12 onwards.

Aims

Insert images into Word and PowerPoint

Insert tables into Word and PowerPoint

Resize images, rows and columns Resize rows and columns Format table text, borders and

cells Add frames and effects to images

Split and merge cells in tables Find out more on Office 2010

Work with table styles and layouts

Unless stated, the same steps are used for both programs.

1. Open Word and PowerPoint

1. Click on the Start button, shown in Fig 1. 2. This will open a pop-up menu, similar to that shown in Fig 2.3. Click on Word 2010.4. Click on the Start button.5. Click on PowerPoint 2010.

Note - to switch between the programs, you can click on the icons on the taskbar. The taskbar runs horizontally across the bottom of the computer screen. It is shown in Fig 3 below.

2. Insert a table into your document or presentation

Word

1. Click on the Insert tab of the Ribbon, shown in Fig 4.2. Click on the Table icon.3. Roll the mouse across 4 columns and down 5 rows.4. Click the mouse on the cell at the bottom right shown in

Fig 4.The table is now inserted into your document.

Fig 4

Fig 3

Fig 2

Fig 1

2. Insert a table into your document or presentation

PowerPoint

The default layout for PowerPoint slides (after the title slide) contains a shortcut to inserting a table.

1. Click on the Table icon, shown in Fig 5.2. A pop-up Insert Table box appears, shown in Fig 6.3. Type in 4 for Number of columns.4. Type in 5 for Number of rows.

The table is now inserted into your presentation.Note – you can also use the Insert tab to insert a table in PowerPoint in the same way as Word.Note – the Ribbon runs horizontally across the top of the Word/PowerPoint screens.

3. Insert text into your table (Word and PowerPoint)

1. Click in the cell at the top left of the table.2. Press the tab key on the keyboard to move to the next cell. The tab key

is shown in Fig 7.3. Type in July. 4. Press the tab key again.5. Type in Aug. 6. Use Fig 8 to complete the rest of the table.

Note – The inserted table in PowerPoint has a style applied, shown in Fig 9.

4Fig 9

Fig 7

Fig 6

Fig 5

July Aug SeptNo. of sunny days 5 12 3No. of rainy days 23 17 17No. of extremely windy days

3 2 10

No. of snowy days 0 0 0 Fig 8

Fig 12

Fig 11

Fig 10

4. Format table cells

Word

1. Click anywhere inside the table.2. A cross will now appear at the top left of

your table, shown in Fig 10.3. Click on the cross to select the table.

Note - the table is shaded when selected.

PowerPoint

4. Click at the top left of the table, shown in Fig 11.Note – the table will not be shaded, but it has been selected.

Word and PowerPoint

5. Click on the Home tab on the Ribbon. The Ribbon runs horizontally across the top of the Word/PowerPoint screen. Part of the Home tab on the Ribbon is shown in Fig 12.

6. Change the font size and style, using the icons shown in Fig 13. 7. Make the cells bold and change the colour, using the icons shown in Fig 14.

The font will change in all the cells.

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Fig 13

Fig 16

Fig 14

Fig 15

5. Change the alignment of text (Word and PowerPoint)

Word1. Click anywhere inside the table. 2. Click on the cross to select the table.3. Right click on the table

This will open a drop-down menu, shown in Fig 14. 4. Click on Cell Alignment.

This will open a new menu as shown in Fig 15.5. Click on the centre alignment option shown in Fig

15. 6. Note how the table data now appears in the vertical and horizontal middle of

the cell.7. Try out the other alignment options to see where they place

the table data.

PowerPoint

1. Click anywhere inside the table.2. Click on the top left hand corner to select the

table.The Table Tools Tab is now open on the Ribbon.

3. Click on Layout.4. Use the icons in the alignment group, shown in

Fig 16, to adjust the text.

Note – if you wish to format a single cell, click on that cell and then apply formatting/text alignment. To format a group of cells, drag the mouse across the cells you wish to format. Apply the formatting/text alignment.

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Fig 17

Fig 19

Fig 18

Table Tools

When you create a table, two new tabs - Design and Layout - appear on the Ribbon under the name of Table Tools, shown in Fig 17.

Part of the Design tab is shown in Fig 18 below. You can choose table styles, customise table borders and shade cells using the icons on this tab.

Part of the Layout tab is shown in Fig 19 below. You can insert rows and columns, merge and split cells, align cell text and change the text direction using the icons on this tab.

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Fig 20

Fig 21

6. Resize columns and rows (Word and PowerPoint)

1. Click inside the table.2. Click on the cross to select the table.3. Click on the Layout tab (on Table Tools) on the

Ribbon.4. Click on Height, in the cell size group, shown in

Fig 20. 5. Change the height to 1.2 cm6. Click on Width in the cell size group.7. Change the width to 2.5 cm.

7. Resize a single column and row (Word and PowerPoint)

1. Click directly on the line separating columns 1 and 2, as shown in Fig 21.The mouse will change to a double headed arrow similar to that shown in Fig 21.

2. Keep the mouse button pressed and drag the line to the right until the column size is similar to the table in Fig 21.

3. Click directly on the line separating rows 1 and 2 as shown in Fig 21.4. Keep the mouse pressed and drag the line down to increase the row

size.

In your own time

The AutoFit option on the Layout tab, shown in Fig 22, gives you extra options in sizing the width of cells in your table.

AutoFit Contents: amend columns to fit the widest data entry.AutoFit Window: this will spread the table across the document page.

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Fig 22

Fig 23

Fig 24

Fixed Column width - fixes cell width to the current setting.

8. Apply a table style (Word and PowerPoint)

The quickest way to apply a style is to use one of Word or PowerPoint’s inbuilt styles.Note – Word tables are inserted without a style applied. PowerPoint already has a style applied. You can follow these steps to apply your own style to the table.

1. Click inside the table.The Table Tools tab will open.

2. Click on the Design tab, shown in Fig 23.

3. Click on the downward pointing arrow in the bottom right of the Table styles.This will open a drop-down menu of styles to choose, similar to that shown in Fig 24.

4. Roll your mouse over each style in turn to preview the style on your table. 5. Click the mouse on the style you wish to apply.

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Fig 25

In your own time

Use the Modify Table styles to customise your table.

Word

1. Click on Modify Table style, shown in Fig 23 on page 7. This will open the Modify style dialogue box shown in Fig 25.

2. Click on each of the downward pointing arrows circled in Fig 11 in turn to change borders, font, text alignment, table colour etc.Note – you can also apply bold, italic and underline styles here.

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Fig 30 Fig 31

Fig 29

Fig 27

Fig 28

PowerPoint

Use the Table Tools tab to customise your table:

1. Click on the Table. This will open the Table Tools tab on the Ribbon, shown in Fig 26.

2. Click on Borders to open the Borders menu, similar to that shown in Fig 27. In Fig 27, the ‘All Borders’ option is selected.

3. Click on Pen Colour, shown in Fig 27. This will open a drop down menu of colours, shown in Fig 29.

4. Click on the colour you want for your borders.Note – in order for the colour to change, you have to click on ‘Borders’ again.

To change the line thickness and style:

5. Click on the line, circled in Fig 27. This will open a drop-down menu shown in Fig 30.

6. Click on the style of line you need.7. Click on the box containing 1pt (underneath the

line), shown in Fig 27.This will open a drop-down menu, shown in Fig 31.

8. Click on the thickness of line you want.Note – the higher the pt, the thicker the line. E.G. 3pt is thicker than 1pt.

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Fig 32

9. Insert rows (Word and PowerPoint)

Using the Tab key

1. Click in the bottom right cell in the table, shown in Fig 32.

2. Press the tab key.A new row is now created.

Using the right mouse key

3. Right click in the bottom right cell in the table, shown in Fig 27.This will open a drop-down menu.

4. Click on Insert, shown in Fig 33. 5. Click on Insert Rows Above.

Note – you can change the cell alignment for text, use AutoFit, and access Table Properties from this right mouse menu. You can also delete rows and columns and split and merge cells which are shown in later tasks.

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Fig 34

Fig 35

Fig 36

10. Insert columns (Word and PowerPoint)

1. Right click in the bottom right cell in the table. 2. Click on Insert, shown in Fig 33. 3. Click on Insert Columns to the Right.

A new column is now inserted.

11. Merge cells (Word and PowerPoint)

1. Click in the cell with ‘Sept’ entered. 2. Keep the mouse pressed and drag into

the cell to the right, shown in Fig 34.Note – the cells are shaded when highlighted in Word and PowerPoint. In PowerPoint however, the shading is more subtle.

3. Right click the mouse. This will open a drop-down menu.

4. Click on Merge Cells, shown in Fig 35.Note – the ‘Merge Cells option only becomes visible once two or more cells have been selected.

12. Split cells (Word and PowerPoint)

1. Click in the cell containing 0 in the September column.

2. Right click the mouse.This will open a drop-down menu, shown in Fig 36.

3. Click on Split cells.

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Fig 37

Fig 38

Fig 39 Fig 40

12. Split cells (Word and PowerPoint)

This will open the Split Cells dialogue box, shown in Fig 37.

4. Keep the suggested number of columns and rows.5. Click on Ok.6. The cell is now split into two cells.

13. Delete a row or column (Word and PowerPoint)

1. Click in a cell on the bottom row of the table.2. Right click the mouse.

A drop-down menu will appear.3. Click on Delete Cells, shown in Fig 38.

This will open the Delete Cells dialogue box, shown in Fig 39.

4. Click on Delete Entire Row.Note – if you want to delete the column, click on Delete Entire Column, shown in Fig 40.

5. Click on OK.

Note - you can also use the Table Tools, Layout tab, shown in Fig 27, to insert rows and columns and to merge or split cells.

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Fig 41

Fig 43

Fig 44

Fig 42

14. Insert a picture into your presentation or document

Word

1. Click on the Insert tab on the Ribbon, shown in Fig 41.

2. Click on Picture.This will open the Insert Picture dialogue box, shown in Fig 43.

PowerPoint

3. The default layout for PowerPoint slides (after the title slide) contains a shortcut to inserting a picture, shown in Fig 42.

4. Click on Picture, circled in Fig 43.

Word and PowerPoint

5. Click on Libraries, shown in Fig 43.

6. Click on Pictures.7. Double click on Sample Pictures.

This will open the Sample Pictures folder, shown in Fig 44.

8. Click on Koala.jpg9. Click on Insert.

The image is now inserted into your document.

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Fig 45

15. Resize and rotate the picture in Word and PowerPoint

1. Click directly on the image.The resizing handles should now be visible, as shown in Fig 45. The resizing handles are circles on the four corners of the image. On the middle left and middle right side of the picture the resizing handles are squares.

2. Click on the top right resizing handle and keep the mouse button pressed.

3. Drag inwards to make the image smaller4. Drag outwards to make the image bigger.

Note – the circle in the middle at the top tilts the image. 5. Click on the title handle and keep the mouse pressed.6. Drag the mouse to rotate the picture.

16. Position the picture in Word and PowerPoint

PowerPoint

1. Click directly on the picture.2. Drag the mouse to move the picture around the slide.

Word

1. Scroll to the bottom of the document, under the table and image. 2. Type in ‘You can position images next to your text using the right mouse

button’The F4 button on the keyboard repeats the last action you carried out. You can use the F you carried out. You can use the F4 key to repeat the typing:

3. Hit the F4 key three or four times until you have a paragraph of text to use with the image.

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Fig 46

Fig 47

16. Position the picture in Word and PowerPoint

4. Right click on the picture.A drop-down menu will appear.

5. Click on Wrap Text, shown in Fig 46.This will open a new drop-down menu.

6. Click on Square, shown in Fig 47.7. Click on the picture and keep the mouse pressed.8. Drag the image into the middle of the text and see

how the text moves around the picture.

In your own time

Add another two paragraphs of text and experiment with the other layout options.

1. Right click on the picture2. Click on Wrap Text.3. Click on Top and bottom to force the text above and

below your image.

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Fig 48

Fig 49

17. Frame the image in Word and PowerPoint

1. Click on the image to activate it. This will open the Picture Tools tab on the Ribbon, shown in Fig 48.

2. Click on the downward pointing arrow next to picture styles, shown in Fig 48.This will open a menu of frame styles similar to that shown in Fig 49.Roll the mouse over each of the frame styles to frame your picture.

3. Click on the style you like. The frame is now added to your image.

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Fig 50

Fig 51

Fig 52 Fig 53

In your own time

You can customise the picture frame. You can change the colour, thickness and line style of the frame.

1. Click on Picture Border as shown in Fig 50.This will open a drop-down menu of colours and line styles, shown in Fig 51.

2. Click on the colour you want to apply it to the frame

3. Click on weight, shown in Fig 51.4. Choose the thickness of border you require from

the drop-down menu, shown in Fig 52. 5. Click on Dashes, shown in Fig 51.6. Choose the style of line you require from the drop-

down menu, shown in Fig 53.

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Fig 54

18. Add 3-D effects to the picture

1. Click on the image to open the Picture Tools tab.2. Click on Picture Effects, shown in Fig 54.

This will open a drop-down menu.3. Click on 3-D Rotation.4. This will open the 3-D rotation menu, similar to that

shown in Fig 56.

5. Click on one of the 3-D styles.6. Click on 3-D rotation options, shown in Fig 56.

This will open the 3-D options menu (in the Format Shape dialogue box), shown in Fig .

7. Change the rotation of the X, Y and Z axis in turn and check its effect.

8. Click on Close.

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Fig 50

Fig 51

18. Add 3-D effects to the picture

9. Click on Picture Effects again10. Click on 3-D Format on the drop-down menu, shown in Fig 50.

11. Und

er Depth click on the icon next to Colour. 12. Click on a colour from the drop-down menu.13. Change the depth, to the right of Colour. In Fig 50, depth is changed to 80pt.14. Under Contour, click on the icon next to colour.15. Click on a colour from the drop-down menu.16. Change the size of the contour colour. In Fig 50, it’s changed to 1pt.17. Click on Close.

In your own time

Add a shadow style to your picture

1. Click on Shape Effects.2. Click on Shadow.

This will open a drop-down shadow menu, similar to that shown in Fig 17.

3. Click on one of the shadow styles. 4. Click on Shadow Options.

This will open the Shadow options menu (Format Shape dialogue box), shown in Fig 52

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Fig 52

Fig 53

In your own time

Add a shadow style to your picture

5. Click on Colour, shown in Fig 52.6. Click on one of the colours in the drop-down menu.

7. Cha

nge the shadow transparency, using the slide arrow, shown in Fig 52.8. Change the shadow size.9. Change the shadow blur.10. Change the shadow distance.

Add a Reflection to your picture

1. Click on Picture Effects, as shown in Fig 53.

2. Click on Reflection.3. Choose one of the Reflection

options, shown in Fig 53.

Note - you can add 3-D, shadow and reflection effects to inserted shapes, images, photos and clip art.

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Further Help

Books

The ‘For Dummies’ series of books are very widely used as they are clear and easy to use. They are available in the Library:Wang, W. (2010) Office 2010 for Dummies. New Jersey, Wiley.Headingley Location 005.5 WAN Civic Quarter Location 005.5 WAN

There are also Word and PowerPoint 2010 manuals available.

Marmel, E.J. (2010) Teach yourself visually Word 2010. Indianapolis, Wiley,Headingley Location 005.52 MARCity Campus Location 005.52 MAR

Muir, N. (2010) Microsoft PowerPoint 2010 plain & simple. Redmond, Wash.Headingley Location 005.58 MUICity Campus Location 005.58 MUI

Workshops and the Skills for Learning website

Workshops on using Word and PowerPoint are provided throughout the academic terms. For the most up to date timetable see the Skills for Learning website:http://skillsforlearning.leedsbeckett.ac.uk/workshops/index.shtml

If you can’t attend a workshop due to a clash with your academic timetable, or you want help in vacation period, contact Skills for Learning for a tutorial:skillsforlearningtutorials@leedsbeckett.ac.uk

Video Tutorials

Leeds Beckett has some good quality, comprehensive video tutorials available for Leeds Beckett students and staff. You can access them via the Skills for Learning Information Technology section.http://skillsforlearning.leedsbeckett.ac.uk/local/information_technology/category_homepage.shtml

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