How to do that visual stuff in handouts (Windows MSWord)

I have told a lot of people, and posted advice here, to use handouts with visual cues, like this one:

gsclass4handoutgm.jpg

Someone asked how to create this type of handout with screenshot images, so here’s a rundown on how I do it in Windows. I have used OpenOffice.org, Word and WordPerfect, but this post will only cover MSWord; I’ll do OpenOffice.org and WordPerfect posts next.The first step is to get screenshots. If you don’t know how to do that, see the instruction page for Windows.Once you have the images saved, you are ready to put the images into the handout document. Open MSWord. I usually do this in Word 2000 or Word 2002, but these steps should work in Word 97. Make sure the Drawing Toolbar is visible; if it isn’t, go to the View menu, select the Toolbar option, and click on Drawing if there isn’t a check by it already. It should appear at the bottom of the window.

selectdrawingtoolbar.jpg

Type whatever text or instructions you are going to use, and move the insertion point a couple lines below the text (by pressing the “Enter” key). Click on the “Insert Image” button on the Drawing Toolbar:

paintinsertpicture.jpg

Navigate through the dialog box to the image you want (in this case, the larger image saved in the Print Screen exercise), and select it to open. If the Picture Toolbar is visible (notice it “floating” above the image in the example?), click on the text-align button. (If it is not visible, right click on the image and move the cursor to the align option.) Choose the “Tight” option in the menu that drops open.

formatpicturetextwraptight1.jpg

Resize and reposition the image where you want it (notice the enclosing box disappears and the black square “handle” boxes have been replaced with circles) by clicking and dragging on one of the corner dots (to resize) and clicking inside the image and dragging (to reposition).

formatpictureresize.jpg

Click on the “Insert Image” button again, and navigate to the smaller image to insert it. Change the image alignment as with the larger image, and position it where you want it. Click on a corner and drag to enlarge the image when the cursor turns into a double arrow.Click on the Auto Shapes button at the bottom and choose the rounded rectangle from the Basic Shapes options.

paintbasicshapesmenu.jpg

Now move the cursor to the part of the image you copied earlier and drag across what you had copied. An opaque box will overlay the image.

drawopaquebox1.jpg

Move the cusor back to the Drawing toolbar and click on the “Fill” button. Select “No Fill” from the pupup menu.

drawboxnofill1.jpg

Click on the “Line” button and select a wider width.

drawboxlinewidth.jpg

Click on the “Color” button and select a different color, if desired.

drawboxlinecolor.jpg

Repeat these steps to put a rounded rectangle around the smaller image. You can resize the rectangle at any time by clicking and dragging its corner. If the boxes or lines seem to be snapping to a preset grid (they won’t change position to exactly where you want them), hold down the Alt key (next to the spacebar) while you click and drag.Now click on the Line button and move the cursor back onto the document.

drawlinetoolb.jpg

Click on one of the corners of one of the drawn rectangles and drag across to a corner of the other drawn rectangle so there is a line from one box to the other.

drawlinebox2box.jpg

If the line is not the right thickness or color, change it now using the line width tool and color tool you used for the boxes. You can also change the length of the line by clicking and dragging one of the ends.

drawlinechcolorwidth.jpg

Draw another line from an opposite corner of one box to another corner of the other box.There is only one thing left to do: “glue” them all together. Click on one of the lines or boxes. Hold down the shift key and click on each of the drawn units until they are all selected. Keep holding down the shift key and click on the images as well, so that everything is selected.Click on the “Draw” button on the Draw toolbar. Click on the option that says “Group.” Now the images and boxes will stay together as one group as you continue to add to or edit the page.

drawgrouptogether.jpg

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