1.1.8: Introduction to the Insert Tab

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The Insert Tab allows the user to insert a variety of items into their document. In contrast to the Home Tab which provides controls for the user to manipulate and adjust their entered text, the Insert tab allows the users to add items to the document such as new pages, tables, graphics, document items, Microsoft Word add-ins, video, comments, header/footer, text boxes, and Symbols. Just like the Home Tab, all functions of the Insert Tab are placed into groups that are described below.

Pages Group

The Pages Group contains features to insert a Cover Page, Blank Page, or a Page Break to your document. Clicking on Cover Page will launch a drop-down menu allowing the user to choose from a variety of cover page templates to place as the first page or cover page of the text. After the templates are selected, the user must enter text into the appropriate fields. The Blank Page command inserts twopage breaks, one above and one below the cursor’s current position. The user selects to insert a Blank Page break when they want to ensure one entire page of space between paragraphs. Finally, the Page Break command inserts a Page Break just after the insertion point. A Keyboard shortcut for a Page Break is Ctrl + Enter. The Page Break command is used to ensure the next text after the insertion point is on a new page.

Tables Group

The Tables Group has one icon with many features. Clicking on the Table icon will launch an additional commands dialog box below. Users will have the option to insert a table by selecting how many row and column cells the table contains as the first option. Cells are the individual “boxes” that make up a table. Rows are groupings of cells that move left to right. Columns are groupings of cells that move up to down. A table can allow information to be shared with the reader in an easy to understand way. As an example, see the table below for a detailed example of all the table command options available to the user.

Table Command	Function
Insert Table Command	The Insert Table Command will allow the user to customize the number of columns and rows and determine whether they would like to size the table themselves with a fixed column with or allow Word to autofit the table to the specific text or window area. Word users may always resize the table by moving their cursor between the table cells until their insertion point cursor changes to a cursor with arrows pointing left and right. Clicking on the mouse at this point will allow the user to adjust the size of tables columns and/or rows.
Draw Table	Selecting the Draw Table command will change the cursor’s image from the insertion point to a pen. When the user selects a location with the pen and clicks the mouse, they can insert a table cell.
Convert Text to Table	Users can apply this command after selecting words they wish to place into a table. With the command entered, Word will attempt to place the text into the cells which it thinks is correct. It may still require the user to manipulate the table.
Excel Spreadsheet	Selecting an Excel Spreadsheet will allow the user to place a mini excel worksheet in their document at the insertion point. The excel document not only can appear as a table but can also be used to perform several calculations.
Quick Tables	Selecting Quick Tables will launch a variety of table templates from Microsoft Word, allowing the user to select from already created tables that have been formatted and choose the best one for their project.

After the Table has been created it is easy to add additional rows/columns, resize the table, or add additional features and formatting. By using the primary mouse button (usually left-clicking) inside the table will add two additional modules to the Word Ribbon: Design & Layout. . In addition, using the secondary mouse button (usually right-clicking) brings up other shortcuts for the table that are found in the Design and Layout Tab.

Design Tab

The Design Tab allows for manipulation of the appearance of the Table. In the Design, Tab is Table Style Options, Table Styles, and Borders Groups.

Table Style Options

Table Style Options allow the user to allow to Program Word to understand the type of table that was created. Selecting Header Row will change the formatting of the top row to differentiate the shading and the font of the header row. Total Row will change the formatting and shading of the bottom row. This is usually selected if the table is displaying a total (such as the total cost of supplies in a table about supply costs. Banded Rows are always selected by default. Banded Rows indicates that every that the shading in every row will be alternated to provide better visual clarity of the table. First Column indicates that the First Column on the left of being shaded differently to provide visual separation from the table information. This can also be selected for the last column. Finally, Banded Columns are the exact same as Banded Rows, except that they apply to columns. Depending on the table created and the information in the table, there are many options to make the information in the table stand out to the reader.

Table Styles

The Table Styles Group has two main options: to change the appearance and shading of the table and to manipulate the color options. Selecting the downward-facing arrow will launch a dialog box to provide the user with additional Table Styles with variations on color, spacing, and line thickness. Users can even create their own Table Style or edit a Table Style template. Finally, selecting the shading paint can button will allow the user to change the color of the cell.

Table Borders

Table Borders allows the user to adjust the line thickness, color, and pattern of the table borders. Clicking on the downward arrows will provide even more options about Border styles, font size (default is ½ pt.) and Pen color. In addition, users can add or remove cell lines by selecting the Borders icon Finally, the Border Painter icon will change the cursor to a paintbrush. Word users may add page borders by directing the cursor to the border of a table to add a line or increase the darkness of the line.

Layout Tab

In contrast to the design tab, the layout tab allows for manipulation of the table itself. The Layout Tab consists of the Table Group, the Draw Group, the Rows & Columns group, the Merge Group, Cell Size, Alignment, and Data Groups.

Table Group

The Select button relates to the specific location of the insertion point in a specific cell in a table. Clicking on the Select icon will display Select Cell, Select Row, Select Column, and Select Table. Select Cells will highlight the specific cell. Select Row will highlight the entire row with the insertion point contained in it. Select Column will select the entire column. Finally, a select table will highlight the entire table. View Gridlines shows are hiding the gridlines of a table. By default, the gridlines are displayed in a table. Sometimes, the user wishes to not display these lines for cosmetic reasons. Finally, Table Properties allow for the manipulation of table formatting, row and column information, and allows the user to enter Alt Text, which allows users with screen readers to view information about the content in the table. Users can also adjust borders and shading and text wrapping in the table, along with preferred width of cells.

Draw Group

The Draw Table group has two options, Draw Table and Eraser. Draw Table allows the user to use the mouse to draw custom table boundaries, including diagonal lines. The Eraser icon allows the user to remove table boundaries and lines to merge cells in order to customize a table.

Rows & Columns Group

The Rows & Columns Group allows the user to insert cell rows or columns above, below, left, or right of the insertion point. Often when designing a table, new information requires a new row or column. Users can also do this by right-clicking on the table, but this can be a solution with more options.

Merge Group

The merge group consists of Merge Cells, Split Cells, and Split Table. If a user highlights information in two adjacent cells, it will merge the information together in one cell that takes up the same area of space. Split Cells does the opposite, it separates one cell into multiple cells. Finally, Split Table allows a new table to be created beginning at the row that is currently the insertion point.

Cell Size

Cell Size determines the length and width of each cell in a table. The first option is the Autofit command. Autofit allows the user to resize the entire table. It provides three options, Autofit Content, Autofit Window, and Fixed Column Width. Autofit Content allows Microsoft Word to automatically size the table to take up as little space on the page as possible. Autofit Window resizes the table based upon the size of the window. Finally, Fixed Column Width allows the user to manually resize the table with the measurements to the right. Distribute Rows & Columns allow for an equal distribution of rows/columns in the table.

Table Alignment

Table Alignment allows the user to orientate the text within each table cell top left centered, centered, top right centered, middle left alignment, middle center, middle right alignment, lower left alignment, lower-middle centered, and lower middle right alignment. The text direction allows the user to change the direction text is displayed. Text can be displayed by default as left to right, but it can also be up to down, right to left, and up to down.

Finally, Cell Margins allows the user to set up margins between cells, and left, right, upper, or lower indentation for text.

Table Data

Table Data allows the user to use some features of Excel in a Microsoft Word table. Information can be sorted. If a table occupies more than one page, selecting Repeat Header Row will display the table header on the next page so the viewer can see the headings. Convert to Text removes all table formatting and automatically places each table row into paragraphs. Users may need to additionally adjust the table to ensure the data displays the way they would like it to after selecting this command. Finally, the formula allows for some features of excel to be used in their table to perform calculations.

Illustrations Group

The Illustrations group allows the user to insert pictures or shapes within a document.

Inserting Pictures

The first options are for pictures. Users can insert Pictures that are saved on their computer (or an external drive), millions of online pictures on the internet using Bing Search. While it is possible for users to find a picture on the web, save it to their computer, and place it in the document, using the Insert Online Pictures option is the best method because Microsoft Word provides the citation of the picture, so the picture is properly sourced.

Inserting Shapes, Icons, & 3d Models

Clicking on the Shapes Icon will launch a drop-down menu of an assortment of shapes, lines, and symbols for the user. If the user needs a shape/symbol that is not available, there is even an option to design their own shape. The Icons Icon launches an online database of thousands of graphics and emojis to search from. The 3d Models Menu launches a drop-down box with similar search options for 3d Images compared with the Icons launcher. Users can search the web for a 3d image or upload their own.

SmartArt

The Smart Art Icon allows the user to insert SmartArt to visually communicate information with diagrams or flow charts. Upon clicking on the Smart Art icon, a multitude of SmartArt Graphical templates launch.

Chart

The Chart Icon will allow the user to create a chart using numbers in Microsoft Word. While more attention will be given to charts in the Excel Chapters, users are encouraged to practice the many different chart patterns on their own in Word. Upon clicking on the Chart icon, a new window will launch showcasing all the different chart creation templates available. When the chart loads on the Word Document, an Excel spreadsheet will also load embedded in Microsoft Word’s Chart. Changing the numbers will change the appearance of the chart or graph. The Excel Spreadsheet is not visible if printed.

Screenshot

The Screenshot icon is the last of the illustrations group. The command allows Microsoft Word to take a screenshot of other open/running programs or Windows Explorer windows to place directly inside the document. Unfortunately, the screenshot tool does not allow the screenshot to be taken inside Microsoft Word. Once the icon is selected, a drop-down box indicating other open arrows can be displayed as eligible to take a screenshot. The portion of the screen to be captured should be highlighted prior to taking the screenshot. Using a screenshot can be incredibly helpful when communicating with others if you are trying to ensure they understand what is occurring on your computer.

Media Group

The Media group contains one function: Online Video. Users can insert video into their documents that can be played by the user. In this way, Microsoft Word takes on characteristics of a webpage by allowing rich levels of interactive media to be displayed in a Word Document. When selected, two sources for videos are displayed. Option 1 is to search for and insert a video via Youtube. The second option is to insert a video from a website if you have the hyperlink.

Links Group

Link allows the user to create a hyperlink to a website, email address, or a specific location (via a bookmark) in the document. It is expected that any website that is written in a document be hyperlinked. A document appears to be correctly hyperlinked if its color is blue and it is underlined. Users can also allow for bookmarks to be placed in the document. When a bookmark is created, another text must be hyperlinked and connected to the bookmark. When this occurs, a connection is established, and anytime that a user clicks on the hyperlinked item, they are transported in the document to that specific bookmark. To set up a bookmark, first, the user must highlight the text to be marked, and navigate on the Insert Tab to Bookmark. Next, to link to the bookmark from another place, the user must create a hyperlink. When an email address is hyperlinked, the email application of the computer will automatically be launched, and a compose email window will appear with the specified email address as the receiver. Finally, Cross Reference is like a bookmark, except that it displays the specific name of the text that is bookmarked in the word document.

Comments Group

The comments group is useful when the user wants to place a note in the document for themselves or another user that they do not want to be printed. To enter a comment, click on the Comment button after highlighting the text that pertains to the comment. When the Comment button is selected, a new right-side panel of Microsoft Word screen will be created, and the name of the user will be displayed, allowing them to enter in as much text about that specific text. Users can reply to comments, delete comments, and create as many comments in the document as needed.

Header and Footer Group

The header and footer group control the text that is displayed at the top and bottom of every page of a document. The top of every page is the Header Row. The bottom of the page is the Footer Row. Text that is inserted into the header row is displayed on every page of the specific section (most documents only have one section, but you can change the header by creating a section break). Often, the header contains the title of the document and the author, and the footer contains the date the document was created or page number. Clicking on the drop-down arrows for header and footer creates standardized options for a header and footer, but the user can customize the rows to their liking. The Page Number command provides options for how to insert page numbers throughout the document. The benefits of Microsoft Word inserting page numbers or doing it manually is that Microsoft Word automatically adds page numbers if pages are modified.

Text Group

The text group options allow for the insertion of a variety of text options. Text Box allows the user to insert a textbox in a specific space in Microsoft Word. Once inserted, Word treats the text box as a picture in that the text can be resized, moved around, and reshaped in relation to other text on the screen. There are several textbox options to use in word as templates. Quick parts allow the user to create shortcuts in Microsoft Word. For example, a user could create a Quick Part command so that every time they typed “CLC”, Word would convert those letters to “Central Lakes College”. Users often create Quick Type commands so that when they enter their initials, Microsoft Word automatically inserts their entire name. the Word Art command box allows the user to create colorful and artistic text/phrases in their document with a greater degree of flexibility than simply changing the font size.

A drop cap creates a large first letter at the beginning of a sentence. Drop caps are often used in novels and creative writing. Clicking on the drop cap icon will allow several different options to display the drop cap. The Signature Line command creates a custom field in Microsoft Word where another user must sign. This command allows for e-Signature, or just a preformatted professional-looking field for the signee to return after the signature. Date & Time provides the user with multiple options to display the current date and time in a variety of languages.

Users are encouraged to insert the date here rather than entering it on the keyboard because Microsoft Word will automatically update the date on the document unless the “update automatically” command box is left unchecked.

Finally, Inserting an Object allows for other Microsoft Office files to be inserted inside of the document, along with options for specific functionality of that file’s application. Users may select this command if they wish to insert an excel document.

Symbols Group

The final insert group, the Symbols group, allows the user to insert an equation or symbol. The Equation option will allow the user to insert a mathematical equation into the document, which is helpful when trying to display complex math problems inside Word. Using the Insert Symbol command allows for Word to provide options for thousands of symbols and characters to be added to the document or text group.