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Computing & Information Services

Inserting Objects into Word X

Word X allows you to insert a large number of image formats into your documents, such as JPEGs and PDFs.

What File Type Should my Graphic be in?

Word supports the following graphics types:

Jpeg/Jpg/Jfif, Gif, Png, Tiff, Pict, Pntg, Bmp, Epsf/Eps, Wmf, Emf, Pdf, Psd, Sgi, Qtif, Tga/Tpic, Fpx

There are basically two ways of saving images, lossy or lossless. If an image is saved in a lossy image format, it means the format being used discards some of the "unimportant" image information, which can result in a loss of image quality. However, the resulting image file is smaller. Lossless retains ALL the image information.

JPEG is by far one of the most common image formats. It's primarily used for photographs. It is a lossy type of format, but most people can't really see the difference. You can adjust the amount of compression when saving a jpeg image, so you do have some control over the final output quality. JPEGs are extremely popular since they compress into a small file size and retain excellent image quality.

Keep in mind that the more you compress a JPEG, the more pixilated it will tend to look. For the best results, save your JPEGs at the "medium" or "high" setting (your imaging software should bring up this option when you go to save as a JPEG). As you apply greater amounts of JPEG compression, an image gets smaller in size. However at this reduction of file size comes the deterioration of image quality. Since the lossy compression approach actually removes image data, once an image has been compressed (or over compressed), the damage done is permanent. If you try to open the over-compressed image in Photoshop and convert it to a TIFF image to repair the problem, you are only masking the true problem. Unfortunately there is no repair for an over-compressed JPEG image, just as there is no repair for a blurry photograph.

GIF is another popular format, especially on the web. It's a lossless format that's ideal for graphics. Most of the time GIFs are used for non-photographic type images, such as line drawings.

EPS is used for images with fonts or vector graphics in it. This is good for images created in Illustrator and other vector graphic programs.

PDF shows you exactly what will come out of the printer. Screen shots of impossible to print computer windows are captured in pdf by OS X (take a screen shot by holding down Apple, Shift, and 3 all at once. Also, if it doesn't print well in the other formats, try PDF.

Graphic File Type Summary: If there are lots of colors (photographs), use JPEG. If there are few colors, large areas of solid colors, or it's black and white, use GIF. If you created the image in Illustrator, use EPS.

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Inserting Images

  1. Click where you want to insert the picture.
  2. On the Insert menu, point to Picture, and then click From File.
  3. Locate the picture you want to insert.
  4. Double-click the picture you want to insert.
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Changing the Wrapping Style

Often times, the text-wrapping of an image greatly affects the legibility and aesthetics of your document. A Generic Image For example, this picture is what Word would call an In Line with Text image. Because it is so large, it shifts the lines down and creates a drastically ugly effect.

A Generic Image By contrast, the picture to the right is wrapped a little more intelligently. In Word, this type of wrapping would be called Square. That is, a box-shaped hole is created in the text where the picture is inserted. This creates a more pleasing visual effect.

  1. Click the picture of drawing object.
  2. On the Format menu, click the command for the type of object you selected - for example, Autoshape, or Picture, and then click the Layout tab.
  3. Click the text-wrapping style you want.
  4. For more text-wrapping options, click Advanced, and then click the Text Wrapping tab.
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Troubleshooting Image Insertion

Error Message or Box on Image Insertion

If you are trying to insert a TIFF picture, your TIFF file might be using multiple alpha channels. Word only supports TIFF pictures with one alpha channel. Use a graphics conversion or editing program to reduce the number of alpha channels to one, and then insert the picture.

If you are trying to insert a JPEG picture, your JPEG file might be using the JPEG Tagged Interchange Format (JTIF) or the Cyan-Magenta-Yellow-Black (CMYK) format. You must have QuickTime version 4.0 or later installed on your computer to insert these picture formats. If you are creating a presentation for use on both Macintosh and Windows-based computers, use a graphics conversion program to convert your picture to standard JPEG format, and then insert the picture.

If you get a red X or a blank box when you insert a picture, your computer might be running low on memory. Close all other applications running in the background, and close any other files that you have open other than the one you want to insert the picture into. If the picture you are trying to insert is extremely large, reduce the size of the picture in a graphics editing program before you insert it onto a slide.

Word does not recognize the format of your picture

Your picture is saved in a format that is not supported by Word or the version of QuickTime installed on your computer. Install the latest version of QuickTime, and try to open the picture in the program that was originally used to create it. If you can't open the picture in the original program, the picture file might have become damaged, and you should request another copy from your original source.

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