Inserting a Picture into a Word Processing Document

Pete Monsen wrote to ask how to insert a picture into a document he's creating with the Microsoft Works word processor. This can be done by clicking on Insert>Picture and then choosing From File, whereupon you would navigate to the folder containing the picture (usually the Pictures folder found in Win7 & Vista or the My Pictures folder in WinXP).
    All the above also applies to inserting images into a Microsoft Word document.
Other choices under Insert>Picture might include Clipart or WordArt. (If you're not familiar with WordArt, let us know and we'll explain what it is and how to use it.

Older versions of Microsoft programs often included lots of clipart drawings; but since nowadays users go to the Internet to find clipart, the feature has been pretty much abandoned.

Furthermore, more and better clipart can be found online by going to Google (or any search engine), typing in what you're looking for (such as: lighthouse or streetcar or Australian Shepherd or Shetland Pony or whatever) and then clicking on Images.

When you find a picture you like, right-click it and choose Save Picture/Image As, and press ENTER, whereupon the image normally will go into your Pictures folder. Easier yet, most images can be dragged from a web site directly onto your Desktop.

If you run across a picture that can't be dragged or downloaded, let us know and we'll tell you how to circumvent the problem.

Moving an Image Around within a Document

In order to move a picture around within a document it's best to create a "text box" by clicking on Insert>Text Box, followed by inserting the picture into the Text Box. Click on Format>Text Box and/or Format>Picture for additional information.

Opening Microsoft Office Documents with OpenOffice

A reader wrote that she uses the free OpenOffice suite to play PowerPoint presentations. However, the PPS files don't open automatically because they are looking for Microsoft Office software. This can be fixed by right-clicking a PowerPoint icon and choosing Open With. Before clicking on "OpenOffice," however, check the box that says, "Always use this program to open this type of file."

This also applies to other situations where someone wants to open a file with a program other than the one normally used, such as opening an Excel file with Quattro or a Word document with WordPerfect.

Backing Up Files to External Media

Another reader wrote to ask what the difference is between saving documents to a flash memory stick (thumb drive) versus an external hard drive. Well, they both serve the same purpose - so, to many of us, the main differences are in size and portability. Additionally, however, many external hard drives come with software for scheduling automatic backups. This is a feature favored by businesses, to whom having every piece of data backed up at all times is essential.

Flash drives are easier to transport, but their small size also makes them easier to lose - or be stolen.

Backing Up Files to Google Docs

Regarding backups, Jim Craig asked if it's possible to upload file folders to Google Docs. No, the files must be uploaded individually - as of this writing. However, Google continues to offer new free services at a dizzying pace.

Speaking of which, the difference between uploading, say, a text file to Google Docs and creating one with Google Docs is that the latter can be edited online, while the former cannot. Beyond this, the online editing can be done by anyone with password access to the account, and from any Internet-connected computer.

Sharing a Huge File with a Friend

Daphne Beardman wants to send a large video file to a friend, but it's much larger than any email service allows as an attachment. However, if Daphne uploads it to Google Docs, a friend with the right password can download it.

By the way, all Gmail users automatically have Google Docs privileges by using their Gmail name and password at docs.google.com.

How to Use Excel

David Lang asked if I've written a tutorial on Excel. Well, I've posted a number of spreadsheet tips on my site at www.pcdon.com, but Excel manuals tend to be larger than most phone books. However, Microsoft.com has freely downloadable tutorials available for all its software - or press F1 for any program's built-in Help files. When all else fails, visit your favorite search engine and type in a specific question. (We like Google.)

PDF Text Too Tiny to Read

Henry Lulli received a PDF (portable document file) user's manual written with tiny text in three languages. He enlarged the screen view, but a paper print-out was too small to read. I suggested mouse-selecting the English part, copying it with Ctrl+C and then pasting it with Ctrl+V into any text-editing program (including Wordpad the free word processing program that comes with all versions of Windows). This allowed Henry to choose a font size for a more legible print-out.

© Donald Ray Edrington – All Rights Reserved

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Don Edrington - Computer Columnist for The Californian and San Diego's North County Times

Senior Computer Tutor
Don Edrington

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