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OCR for page 33
33 inches by 8 inches; edit the first dimension to 5 inches, and the other will adjust proportionally.) Reduce the file's resolution (pixels per inch). Under Figure 3-4. Caption. "File/Properties," enter the desired resolution in pixels per inch (ppi). (For example, the original may be 300 ppi; reduce it to 150.) 3. Type the caption in the text box and add an arrow to it. 4. Move and size the text box as described above. Note that reducing the resolution also reduces the print 5. You can format the text box in many ways (e.g., delete quality. Do not go too low! the border around the text). To do so, go to "Format" Also note that you must reduce the size of photo files menu, and select "Text Box." before you insert them into a Word document. Adjusting photo dimensions after you have inserted the photo in Word Note: You can move, size, and format "Text Boxes" like has no effect on the file size. "Pictures." Reducing Photo File Size for Reducing the Size of Word Files Web Board Posting When you insert pictures, Word automatically embeds Once you are comfortable with the resolution and file size these pictures into the file. The picture becomes part of the of the photos contained in your practice, you can compresses Word file and increases the file's size, which can slow down the entire practice file using another toolbar feature in Word. your Word document. Below are two options to help reduce Before doing so, however, you should give the file another file sizes. Also included are instructions for reducing the name to distinguish it from the version you will print for overall size of documents that contain photos, making it eas- internal agency use (e.g., add "Web Board" or "WB" to end ier to post practices on the Web Board. of the file name). To compress a Word document with pho- tos in it, select "View" at the top of the screen, and then "Toolbars." Option One Select "Picture" and then click on the "Compress Picture Icon," which is the tenth icon from the left in newer Word To minimize Word file size, link pictures instead of versions and looks like a box with arrows pointing in from embedding them: each of its four corners. 1. Click where you want to insert the picture. 2. Go to the "Insert" menu, select "Picture," then "From Troubleshooting File." 3. Locate the picture you want to insert. (Browse the Pictures in electronic documents can have minds of their directories on your computer.) own. If you experience problems, double-click the picture 4. Single-click on the picture. and experiment with the settings. To find specific Word trou- 5. Click the arrow to the right of the "Insert" button, then bleshooting tips: "Link to File." 1. Go to the "Help" menu and select "Microsoft Word Help." Note: If you plan to share your Word files with other agen- 2. Type in "Troubleshoot Graphics." cies, embed pictures; do not link them (see Table 3-1). 3. Select a topic from the list of possibilities. Following are some common occurrences. Option Two Reduce photo file sizes (i.e., bytes) before inserting them A Picture Covers (i.e., Goes Over) the Written Text in Word. To do this, you need photo manipulation software like MS Photo Editor, which comes with later versions of To force text to wrap around the picture: Word. With MS Photo Editor, there are two ways to reduce the size of a photo file: 1. Double-click on the picture. 2. Select "Layout" from the menu. Reduce the photo's dimensions (length and width). 3. Select "In line," "Square," or "Tight" (depending on Under "Edit/Resize," enter the physical dimensions you how you want the text to wrap). want. (For example, the original dimensions may be 12 4. Select "OK."

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34 A Picture Does Not Move with the Text A Picture Jumps to Another Page or to the Edge of a Page To force a picture to move with the text: Try a couple of remedies: 1. Double-click on the picture. 2. Select "Layout" from the menu. Instead of dragging the picture, cut and paste it to the 3. Click on "Advanced." correct location. 4. Select "Picture Position." Reduce the size of the picture; it may be too large for the 5. Select "Move Object With Text." space you want to place it in. 6. Select "OK."