2. Inserting Pictures into Word

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Import images into Word by browsing your own computer or browsing an online gallery.


Lesson Goal

Learn the basics of inserting images into Word.

Guidelines for using images in professional documents

Images can add to the professional look of your document, but only when used correctly. Images should not be included unless they serve a specific purpose. They should not simply be added because you can.

Images should also be in the public domain. Image formatting can be helpful, but only when applied subtly.

Note that for external documents, many of the visual components you add may only serve as a guideline to a professional designer who’ll have the last say on how the document looks.

Inserting local images into Word

Copying and pasting is an easy way of inserting an image into Word, but for local files, it’s easier to import them directly. This saves you from having to open the file, copy it, return to Word and then paste it.

To import a local file, open the Insert tab and click the Pictures command. This will open a box which will ask you to locate the file. Double click the file to insert it into Word.

Inserting online images into Word

Next to the Pictures command is the Online Pictures command. Click it to open a window which will display a wide selection of categories. Click a category and then your desired image to insert it.

Alternatively, search for a specific picture from the search bar.

When working with an external document, you should make sure that the image is in the public domain. To do this, simply check the box called “Creative Commons Only”.

Lastly, images inserted into Word are grouped with a text box with some info on the image origin. This makes image formatting difficult. To fix this, click the image. Then click it again. Cut it. Delete the box, paste the image.


In the previous lesson, we added a visual element to the document by building a flowchart using simple shapes and lines.

In this lesson, we'll learn the basics of inserting pictures into Word.

When inserting pictures into professional documents you should adhere to a few rules. First, you should only add pictures that are serving a particular purpose and the pictures must improve the quality of the document.

Next, you should only use pictures marked for free use and give credit where possible. These pictures are free for commercial reuse.

Finally, you should only use pictures that require no or few alterations. Let's look at an example and add some pictures to the case study document. We'll start on page one.

At present, the header page for this document is quite basic. We can improve it by inserting a company logo.

We have a copy of this logo as a PNG file. We could open that file, copy it, and paste it into this document, but we'll use a slightly faster method.

We'll navigate to the insert tab and click the pictures command.

We'll then navigate to the picture and double click to insert it.

We'll then move this picture to the center of the page by selecting it and typing control+E to center align.

Next, we'll move to the testimonial section of the document.

The aim of this section is to demonstrate how our business has a positive impact on the lives of our customers.

We can further enhance this scaling with a picture.

In the testimonials below, customers talk fondly about how their pets enjoy the food sold by Fetch Cuisine.

Adding a picture of a person interacting warmly with their pet would compliment this table. Unfortunately, we don't have such a picture, so we'll have to use a stock photo.

We can search online for stock photos using the online pictures tool.

This tool uses the Microsoft Bing search engine to search for stock photos online.

We'll start by placing the cursor after the testimonials table.

We'll then navigate to the insert tab and click the online pictures tool.

There are a lot of categories to choose from, but we'll opt to search for something more specific.

We'll type person holding cat and hit enter.

It's important to ensure that the creative comments box is checked.

This filters out any pictures which are not free to use.

We can also click the filter icon to further narrow down our search.

We can filter pictures by size, type, layout, and color.

We're looking for a stock photo, so we'll click photograph and leave the rest.

We'll select a picture where the cat is a prominent figure and click insert.

You'll notice that this picture contains author information at the bottom.

This information can be useful for citing other people's work. In this case, the author is unknown, so we'll delete it.

First, we'll click the picture, we'll cut it, type delete to remove what's left, and then just paste the picture.

Let's stop here. In the next lesson, we'll show you how to adjust the shape and color of pictures.

Designing with Shapes, Pictures, and Themes


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