Basic 9 · Computing · Introduction to Word Processing
Pictures and Screenshots in Word Processing
In this topic you will demonstrate how to add pictures, insert a screenshot and screen clipping, and use print screen in a word processor.
By the end of these notes you should be able to:
- Insert and format pictures in a document
- Take and insert screenshots and screen clippings
- Use Print Screen and snipping tools
What you already know
- Word processing basics (Basic 8)
Copy everything that has a blue line on its left into your notebook. The other parts are for reading.
Lesson 1
- Strand
- Productivity Software
- Sub-strand
- Introduction to Word Processing
- Indicator
- B9.2.1.1.1 – Demonstrate how to add pictures insert a screenshot and screen clipping and print screen
Introduction
A good picture can explain in seconds what would otherwise take a paragraph. Microsoft Word makes it easy to add images to your work.
1. Inserting a Picture
- Click where you want the picture.
- Click the Insert tab.
- Click Pictures.
- Choose This Device, or Online Pictures.
- Find your picture.
- Click Insert.
You can also copy a picture and paste it, or drag it from a folder into a document. If you use online pictures, check that you have the right to use them, and name the source.
2. Formatting Pictures
| Tool | Use |
|---|---|
| resize handles | change the size |
| crop | cut away unwanted parts |
| rotate | turn the picture |
| picture styles | add borders and shadows |
| corrections | adjust brightness and contrast |
| compress pictures | reduce file size |
| alt text | describe the picture for screen readers |
Drag a corner handle to resize a picture without distorting it. Dragging a side handle will stretch it. A picture from a phone can be very large, so use Compress Pictures if your document becomes too big to send by email.
3. Text Wrapping
| Option | Effect |
|---|---|
| in line with text | moves like a letter in a line |
| square | text flows around a box |
| tight | text follows the shape |
| top and bottom | text above and below only |
| behind text | picture sits under the text |
| in front of text | picture sits over the text |
4. Captions and Credits
To add a caption, right-click the picture and choose Insert Caption. Captions such as "Figure 1: Lake Volta" help readers to follow your document. Numbering is automatic, and Word can create a list of figures. Name the source of images you did not take yourself: for example, "Source: Wikimedia Commons". Using an image with no credit may break copyright law.
5. Good Design with Pictures
Choose clear, relevant pictures. Do not use a blurred image, or fill a page with decorations that add nothing. Keep sizes consistent. Align images with your margins and leave some white space. Think about file size if your document has to be shared on a phone. Alt text makes your document usable by people with visual impairments, so write a simple description of each image.
New words
- crop
- To cut away parts of a picture.
- text wrapping
- How text flows around a picture.
- caption
- A short text explaining a picture.
- alt text
- A description of an image for screen readers.
Summary
- Insert pictures from the Insert tab.
- Resize, crop and wrap text to fit them.
- Add captions, alt text and sources.
Class activity: Illustrated Report
- Write a short report about your community.
- Add two pictures with captions.
- Use different wrap options.
You need: Desktop computer, Mouse, Printed word-processor screenshot
Exercises
Answer in your exercise book first, then check your answers.
1. Pictures are inserted from which tab?
- A. Insert
- B. File
- C. Review
- D. View
Show answer
Answer: InsertRibbon.2. Which tool cuts away parts of a picture?
- A. crop
- B. copy
- C. bold
- D. print
Show answer
Answer: cropEditing.3. Alt text helps screen reader users.
- A. True
- B. False
Show answer
Answer: TrueAccessibility.4. A short text explaining a picture is a ______.
Show answer
Answer: captionDocument.5. State three picture formatting tools.
Show answer
Answer: Crop, rotate and resize.Any three.6. Why should you drag a corner handle to resize a picture?
Show answer
Answer: It keeps the proportions so that the picture is not stretched.Technique.
Lesson 2
- Strand
- Productivity Software
- Sub-strand
- Introduction to Word Processing
- Indicator
- B9.2.1.1.1 – Demonstrate how to add pictures insert a screenshot and screen clipping and print screen
Introduction
How do you show someone exactly what is on your screen? You take a picture of it.
1. What Is a Screenshot?
Screenshot: An image of what is displayed on a screen.
Screenshots are useful for instructions, reports and showing errors to a technician. A learner explaining how to use email could include screenshots of each step. Be careful, though: a screenshot can capture private information such as names, passwords or balances, so check it before sharing it.
2. Using Print Screen
| Keys | What it does |
|---|---|
| PrtScn | copies the whole screen to the clipboard |
| Alt + PrtScn | copies the active window |
| Windows + PrtScn | saves the screen to the Pictures folder |
| Windows + Shift + S | lets you snip part of the screen |
After pressing PrtScn, nothing appears to happen, because the picture has been copied to the clipboard. Open a Word document or Paint, click where you want the picture and press Ctrl + V to paste. Then save your document.
3. Screenshot in Word
- Open the window you wish to capture.
- Go to your Word document.
- Click the Insert tab.
- Click Screenshot.
- Choose an available window from the list.
- The picture is added to the document.
4. Screen Clipping
- Open the window you want to clip.
- Go to Word and click Insert, then Screenshot.
- Click Screen Clipping.
- The screen fades after a moment.
- Drag over the area that you want.
- Release the mouse.
- The clip appears in the document.
Screen clipping is useful when you want only one part of a screen. The Snipping Tool in Windows does a similar job, and allows you to draw on the picture. On most Android phones, pressing the power and volume-down buttons together takes a screenshot.
5. Using Screenshots Well
| Good use | Poor use |
|---|---|
| showing software steps | sharing a private chat |
| recording error messages | exposing passwords |
| making user guides | using others' work without credit |
| saving a receipt | bullying someone |
Crop a screenshot so that it shows only what is needed. Use arrows or circles to point to key areas. Label it with a caption. Before sharing a screenshot of a private message, ask yourself whether the other person would agree. Screenshots of personal conversations can harm trust, and they might break the law. The final test is whether your image helps your reader.
New words
- screenshot
- An image of the screen.
- clipboard
- Temporary storage for copied items.
- screen clipping
- Capturing part of a screen.
- Snipping Tool
- A Windows tool for capturing the screen.
Summary
- Screenshots capture what is on a screen.
- Use PrtScn, Word's Screenshot tool or a snipping tool.
- Check screenshots for private information.
Class activity: How-To Guide
- Write a guide on sending an email.
- Add three screenshots.
- Add captions and arrows.
You need: Desktop computer, Mouse, Printed word-processor screenshot
Exercises
Answer in your exercise book first, then check your answers.
1. PrtScn copies the screen to the…
- A. clipboard
- B. printer
- C. Recycle Bin
- D. router
Show answer
Answer: clipboardCopy.2. Which shortcut snips part of the screen?
- A. Windows + Shift + S
- B. Ctrl + P
- C. Alt + F4
- D. Ctrl + Z
Show answer
Answer: Windows + Shift + SSnip.3. Screenshots can contain private information.
- A. True
- B. False
Show answer
Answer: TrueCare.4. Temporary storage for copied items is the ______.
Show answer
Answer: clipboardMemory.5. State the steps to insert a screen clipping.
Show answer
Answer: Click Insert, Screenshot, Screen Clipping, then drag across the area.Steps.6. Why should you check a screenshot before sharing it?
Show answer
Answer: It may show private information, such as passwords or personal messages.Privacy.
Homework
- Create a one-page guide with two screenshots showing how to do a task on a computer.