In the last post, I had posted a quiz. We already have a winner (Nicholas) and the gift will be sent to him.
The question was the difference between SQUARE and TIGHT wrap around a picture or object in Word.
If the picture is rectangular – which most pictures are – there is no visual difference.
But if the picture has an irregular shape, TIGHT option wraps around the shape and SQUARE wraps around the rectangle.
Here is the difference…
Things are much simpler if it is an irregular shaped clipart…
Question: How do you create a picture with irregular borders?
Most pictures have rectangular border. If the picture has a transparency around an object, it has irregular borders. Most standard pictures, captured from cameras or downloaded from Microsoft Clipart are rectangular with NO transparency.
So how do you create transparency to retain what we want?
Here is an example. The original picture in the above logo was like this – with a white background. (I have put a border to illustrate the boundary of the picture)
The white area around the actual logo is unwanted – and therefore, should be transparent. How do we do that?
Click on the picture (double clicking the pictures opens the menu)
Choose Picture Tools menu
Choose Remove background (Office 2010 and above)
Now PowerPoint attempts to guess what could be the foreground and what should be removed. It indicates the outcome as an altered image as shown below. The pink portions would be removed (make them transparent) and rest would be kept.
Readjust the inner rectangle to enclose the logo completely within it. Click on Keep Changes Button.
Now it is a transparent picture. Whatever was shown in pink color has been converted to transparency.
Now using the TIGHT option wraps text around the irregular shape.
Refine the wrapping with Edit Wrap Points
We will cover the amazing Remove Background feature of PowerPoint in detail.
Our Copy Paste series is not yet over. But I am starting another one based upon feedback from readers. In this series, I will cover common problems and solutions, starting with perhaps one of the most common irritant: Text and Picture layout problems in Word.
There are already many such sites for quick troubleshooting or Tips and Tricks. That is like spoon-feeding. This blog is not a quick fix.
Therefore, after giving the immediate solution, I will also explain the concept behind it and related features. This way, you learn something specific as well as something larger and generic. It amplifies the benefit and makes you more capable and confident.
Problem 1 – Text does not wrap around a Picture
When you insert a picture which is smaller than the width of the document it just stays there and space around it is wasted. If you type something before it, the picture moves. Very irritating! You want the text to wrap around nicely.
Click on the picture.
Picture Tools menu appears in the Ribbon.
Click on it. Choose Wrap Text dropdown
If you realize that you need to set the Square option often, click on the last option Set as Default Layout. Now onwards, when you insert a picture, the desired layout is applied automatically.
Text and Picture Layout Knowledge
When a picture is added, it behaves as though it is text – because that is the default setting In Line With Text
It basically means that the picture is treated as text (like a large font text).. Therefore it moves around when you edit the text before it
There are two modes in which pictures (or other objects) can be treated by Word
As text or as a floating object
Clicking on SQUARE option makes it a floating object and also specifies how it interacts with the document text.
Word is smart enough to wrap the text around
If you move the picture, the text will readjust
Try different modes and see how it behaves. You will learn the usage.
More Picture Layout Knowledge
Look at the dropdown.
First option is treat the Image as text.
Next section (from Square, Tight, Through, Top and Bottom ) controls how the text wraps around the text.
The third section (Behind or In Front) decides the object position with respect to the text. Behind text is like having a paper on which you put a sticker and then printed the text on it. In Front of text is like you printed the text and then put a sticker on top of it.
More options of course give you more sophisticated options. If you need to do precise arrangements in layouts like newsletters, professional reports, case studies, brochures – you must know every option there. You will be surprised to know how sophisticated it is.
Final option is obvious. If you have changed the settings and you like them, then set those as the default.
Win Prizes: Answer this Quiz question
Question: What is the difference between Square and Tight and when is tight option practically useful?
Post your answers as comments to this blog.
First right answer will get the gift voucher by mail.
Please mention your email id in the reply.
You can redeem it against any Amazon.Com purchase. It never expires.
Quiz closes on 11:59 PM, 19th November 2013 Indian Standard Time.
Copy paste goes wrong often while working with multiple word documents. Here is how to get it right – every time.
Question. Do you use styles in Word?
If the answer is NO, then we need a quick primer. If you already use styles, skip this section. Remember one general rule about using Office efficiently.
Office is created to help us.We are not born to help Office!
Sounds funny? It is not. Read on …
When we create Word documents, there is regular content and then there are topics and subtopics (headings or sub-headings). We usually format these topics manually to make them look prominent. That is a complete waste of time. That is what I call “we are trying to help Word”. Why? Because we think it is not capable of understanding what we want.
Trust me – just expect a little more from Word (and Office). You have no idea how much effort has gone into creating the product. Even the smallest and rarest inconvenience is taken care of.
To cut a long story short, just type the heading and click Heading 1 in the Styles dropdown in Home tab.
There are up to 9 levels of headings. If you use styles you get many benefits like automatic navigation pane, table of contents, automatic numbering, ability to rearrange document just with drag drop of headings, ability to create a presentation automatically and so on. I will write a separate series on Styles.
But for now just start using styles instead of manual formatting.
Copy paste in Word
Word works like this. There is the copied content (from source) and the destination where you are pasting it. If there is no style used in either, then it keeps the source formatting. If styles are used, it tries to merge the styles.
Copy paste without usage of styles
Now if you select and copy something from source to destination – what do you expect? It should adjust to the blue surroundings. Unfortunately, the default is – Keep Source Formatting. Therefore, this is what happens.
The answer is obvious if you have read the Copy Paste series of articles.
If not, notice that small little icon. Click on it.
Merge Formatting merges the paragraph level formatting and keeps the character level formatting (Bold, Italic, etc is applied and remembered at character level).
Choosing Keep Text Only (A) achieves the desired effect because it only pastes the raw text so that the local formatting is fully applied.
This is how it works – even across documents where styles are not used.
Remember that you can use the keyboard shortcut CTRL T.
Copy pasting when styles are used
This is relevant only while copy-pasting across different documents.
If source style is different than destination style, then the default option is Use Destination Style. The logic is simple – the pasted text looks uniform.
The source Heading 1 style (brown) was adjusted to match
the destination Heading 1 style (blue). Notice that the formatting manually applied to the paragraph was retained. You will have to handle that separately.
If you want you can choose other options Keep Source Styles, Merge Formatting, Keep Text Only. But in case of style conflict, the default option works best.
Setting default paste
Word is a very sophisticated word-processor. Therefore, it provides very granular control over copy paste. Click the Set Default Paste… option and see for yourself.
There are four possible options. You can change the settings independently. I suggest that you try changing the first two options to Keep Text Only if you do lot of cross-document copy paste without using styles. The third and fourth option defaults are usually appropriate.
Try how it impacts your copy paste effectiveness. If it is not satisfactory, you can tweak the settings as required.
For IT professionals
I have not checked this personally. But I think you can set these defaults using group policy for Office 2013. Yes. In case you have not noticed it, Office has been providing full Group Policy integration using ADM files since 2003. High time you explored and used it to improve efficiency. Will write an article about it later.
In the next article I will discuss more Copy Paste settings available in Word
Achieve more with less effort by using Office 365 platform efficiently. Learn from the Efficiency Guru, Dr. Nitin Paranjape @drnitinp