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Editing Basics Guide
August 2016
L.A. Unified Office of Communications and Media Relations
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TABLE OF CONTENTS
About The Editing Basics Guide 3
Adding your own text 4
Replacing text 4
Inserting a new text box 4
PC users 4
MAC users 4
Changing the wrapping style of a text box 4
Moving a text box forward or backward 6
PC users 6
MAC users 6
Changing font, size and style of text 7
Applying a different font to text 7
Changing the size of text 7
Increasing or decreasing space between characters 7
Condensing or expanding text 7
PC Users 7
MAC users 8
Changing the color of text 8
Adding your own pictures and logo 9
Guidelines for selecting photos 9
Replacing stock photos and logo placeholders 9
Mouse Shortcut 9
Using the Toolbar in Word on PC Computers 9
Inserting a new picture from a file 9
PC Users 9
MAC Users 9
Changing the wrapping style of a picture 10
Selecting graphics placed behind other graphics 10
Moving a graphic forward or backward 10
PC Users 11
MAC Users 11
Editing pictures, shapes and graphics 12
Grouping and ungrouping objects 12
Resizing a picture 13
How to lock a photos aspect ratio – PC 13
How to lock a photos aspect ratio - MAC 13
Cropping a picture 14
Advanced formatting of a picture or graphic 15
Formatting Pictures 15
A Note About Banners 16
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ABOUT THE EDITING BASICS GUIDE
Thank you for downloading a school promotion material template.
Each template is designed to be easy to personalize so you can focus on crafting your message without worrying
about how it is going to look. We encourage you to use as much creativity as you like in making the final product.
The Editing Basics Guide provides instructions on how to add, edit and personalize your text, graphics and colors.
Each template comes equipped with fonts and colors that work well together, but can be changed to suit your
school’s needs and design. In most instances, you will be able to change the colors to match your school colors.
We highly recommend that you replace the photos in the template with photos that represent your school.
Please remember that these materials are meant to deliver a message about the great things that are happening in
you school community. Since a picture says a thousand words, go ahead and tell your story with photos of students
(with signed parent releases!), school events and more. We also suggest that you translate your document(s) if
needed.
These templates were created in the most current version of Microsoft Word. Should you have any issues that are
not addressed in this guide, please contact Lourdes Valentine at [email protected].
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ADDING YOUR OWN TEXT
Templates include text boxes filled with placeholder text and often, suggested content for headers. The text has been carefully formatted
and placed in the document to make it easy to customize. To edit text, simply click on the text box, select the text and replace it with your
own. You can also insert new text boxes, and delete or duplicate existing ones.
REPLACING TEXT
Click on the text box, select its "Latin" placeholder text and replace it with your own. You can also resize text boxes if necessary.
INSERTING A NEW TEXT BOX
PC USERS
1. On the Insert tab, in the Text group, click Text Box, and then select click Draw Text Box.
2. Drag to draw the text box the size that you want.
3. To add text, click inside the box and type or your paste text.
MAC USERS
1. On the Home tab, in Insert group, click Text Box.
2. Drag to draw the text box the size that you want.
3. To add text, click inside the box and type or your paste text
CHANGING THE WRAPPING STYLE OF A TEXT BOX
Change the wrapping style of a text box to freely place it on the page and to layer it in front of or behind other text boxes or photos.
In Line With Text
Text
does not
wrap around the text box.
The box will move as you write or delete “regular” text
Some options, like selecting multiple items, are disabled
Square
Text wraps around the border of the text box.
Tight
Similar to “Square” but closer to the border.
Through
Similar to “Tight,” but it fills in any large gaps of white space.
Top and Bottom
Similar to “In Line with Text” in that white space will extend the entire width of the page. But the text does still
wrap to the picture and therefore you have full functionality.
Behind Text
Does not wrap, instead the text box text will be behind “regular” text.
In Front of Text
Does not wrap, instead the text box text will be on top of, or in front of, “regular” text.
To change wrapping style:
1. Select the text box you want to change.
2. On the Format tab, in the Arrange group, click Wrap Text, and then select your desired wrapping style.
3. Move the text box where you want.
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Change the wrapping style of a text box - MAC
Change the wrapping style of a text box - PC
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MOVING A TEXT BOX FORWARD OR BACKWARD
You can move a text box forward or backward if:
It’s being hidden behind another textbox or item, or
You want to layer it with a photo, graphic, or another textbox to create artistic effects.
There are three different options in terms of moving a text box forward or backward:
Bring Forward/Send Backward
Bring the text box forward or send it back one layer.
Bring to Front/Send to Back
Send the text box to the very bottom or very top layer.
Bring in Front of Text/Send Behind Text
Ensures that any regular text will be in front of, or behind, any text in the text box.
PC USERS
1. Select the text box you want to move forward or backward.
2. On the Format tab, in the Arrange group, select Bring Forward, Bring to Front, or Send Backward, Send to Back.
MAC USERS
1. Select the text box you want to move forward or backward.
2. On the Format tab, in the Arrange group, select Reorder. Select Bring to Front, Send to Back, Bring Forward, Send Backward,
Bring In Front of Text or Send Behind Text.
Moving a text box forward or backward - PC
Moving a text box forward or backward - Mac
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CHANGING FONT, SIZE AND STYLE OF TEXT
Standard fonts, size, style and color of text have been preformatted in the templates to demonstrate the suggested style and size of type.
Special effects, like expanding or condensing text and increasing or decreasing character spacing, may have also been used. Feel free to
keep the existing text formats or customize it to suit your needs and taste.
APPLYING A DIFFERENT FONT TO TEXT
1. Select the text you want to change.
2. On the Home tab, in the Font group, select a font name in the Font box.
CHANGING THE SIZE OF TEXT
1. Select the text you want to change.
2. On the Home tab, in the Font group, type or select a point size in the Font Size box. For example, type 10.5.
INCREASING OR DECREASING SPACE BETWEEN CHARACTERS
1. Select the text you want to change.
2. On the Home tab, in the Font group, click the Font Dialog Box Launcher, and then click the Advanced tab.
3. In the Spacing box, enter the value you want.
CONDENSING OR EXPANDING TEXT
PC USERS
1. Select the text you want to change.
2. On the Home tab, in the Font group, click the Font Dialog Box Launcher, and then click the Advanced tab.
3. In the Scale box, enter the percentage you want.
Condensing or expanding text - PC
Font Dialog Box Launcher
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MAC USERS
1. Select the text you want to change and press the “command + D” keys,
or…
2. In the toolbar at the very top select Format, then Font.
3. In the Scale box, enter the percentage you want.
CHANGING THE COLOR OF TEXT
1. Select the text you want to change.
2. On the Home tab, in the Font group, click the arrow next to Font Color, and then select the color that you want.
Condensing or expanding text - MAC
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ADDING YOUR OWN PICTURES AND LOGO
The templates include stock photos and a placeholder for logos. Remember, these are supposed to highlight what is great about your
school, and a picture speaks a thousand words. So let your images do the talking and replace the stock photos with your own. Photos that
can be replaced have a textbox with the words, “Insert Photo Here” layered on top. Simply delete the entire textbox, not just the words
contained inside the box.
GUIDELINES FOR SELECTING PHOTOS
1. Double check that any students pictured have signed release forms on file.
2. Use high-resolution photos to ensure the document has a quality appearance.
If taking a new photo
Make sure your camera settings are set to high
When selecting a photo
Make sure the photo is at least 300 dpi
3. When uploading high-resolution photos, compress their size to keep the document’s file size low.
REPLACING STOCK PHOTOS AND LOGO PLACEHOLDERS
MOUSE SHORTCUT
1. Right click the desired photo and select “Change Picture…”
2. Browse to locate the picture you want to insert.
3. Double-click the picture that you want to insert.
4. Delete the, “Insert Photo Here,” textbox layered over the photo. Remember to delete the entire box, not just the words.
**If you are using a MAC mouse without the ability to right click, press the “control” key while clicking the mouse button**
USING THE TOOLBAR IN WORD ON PC COMPUTERS
1. Click on the picture you want to replace.
2. On the Picture Tools, Format tab, click Change Picture.
3. Browse to locate the picture you want to insert.
4. Double-click the picture that you want to insert.
5. Delete the, “Insert Photo Here,” textbox layered over the photo. Remember to delete the entire box, not just the words.
Note: You may need to resize or crop the new picture to fit the space. When doing so, make sure you are following the guidelines on how
to properly edit pictures.
INSERTING A NEW PICTURE FROM A FILE
PC USERS
1. Click where you want to insert the picture in your document.
2. On the Insert tab, in the Illustrations group, click Picture.
3. Browse to locate the picture you want to insert. For example, you might have a picture file located in My Documents.
4. Double-click the picture that you want to insert.
Note: In the PC version of Word, pictures are inserted at the top left corner of the page. The picture may be hidden behind another graphic. To select the picture,
move graphics on top out of the way and change its wrapping style. (see instructions below).
MAC USERS
1. Click where you want to insert the picture in your document.
2. On the Home tab, in the Insert group, click Picture.
3. Browse to locate the picture you want to insert. For example, you might have a picture file located in My Documents.
4. Double-click the picture that you want to insert.
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CHANGING THE WRAPPING STYLE OF A PICTURE
Change the wrapping style of a picture to freely place it on the page and to layer it in front or behind others. There are 6 wrapping styles:
In Line With Text
Text
does not
wrap around the graphic.
Default Style
Graphic will move as you write or delete text.
White space extends the entire width of the page.
Some options, like selecting multiple graphics, are disabled.
Square
Text wraps around the border of the graphic.
Tight
Text wraps around only the image, so if the picture is a circle surrounded by white space, text will fill in the
white space of the graphic and wrap around the circular shape.
Behind Text
Does not wrap, instead the graphic will be seen behind the text.
In Front of Text
Does not wrap, instead the graphic will hide any text behind it.
Top and Bottom
Similar to “In Line with Text” in that white space will extend the entire width of the page. But the text does still
wrap to the picture and therefore you have full functionality.
Through
Similar to “Tight,” but it fills in any large gaps present in the image as well.
To change wrapping style, select the picture you want to change:
1. On the Format tab, in the Arrange group, click Wrap Text, and then select the style from above that you want.
2. Move the picture where you want.
SELECTING GRAPHICS PLACED BEHIND OTHER GRAPHICS
Graphics used in the layout file may be layered on top of one another. Click the graphic on top and drag it out of the way to select the
graphic behind. Or, change the layer order of the graphic by moving it forward or backward. (see instructions below).
MOVING A GRAPHIC FORWARD OR BACKWARD
You can move a graphic forward or backward if:
It’s being hidden behind a textbox or item, or
You want to layer it with a text box, photo or graphic to create artistic effects.
There are three different options in terms of moving graphics forward or backward:
Bring Forward/Send Backward
Bring the graphic forward or send it back one layer.
Bring to Front/Send to Back
Send an item to the very bottom or very top layer.
Bring in Front of Text/Send Behind Text
Just ensures that any text will be in front of, or behind, the graphic.
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PC USERS
1. Select graphic you want to move forward or backward.
2. On the Format tab, in the Arrange group, select Bring Forward, Send Backward, Bring to Front, or Send to Back.
MAC USERS
1. Select the text box you want to move forward or backward.
2. On the Format tab, in the Arrange group, select Reorder. Select Bring to Front, Send to Back, Bring Forward, Send Backward,
Bring In Front of Text or Send Behind Text.
Moving a graphic forward or backward - MAC
Moving a graphic forward - PC
Moving a graphic backward - PC
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EDITING PICTURES, SHAPES AND GRAPHICS
GROUPING AND UNGROUPING OBJECTS
Text and graphics may be grouped. To edit graphics individually, first ungroup them.
To ungroup objects:
1. Select the object you want to ungroup.
2. On the Format tab, in the Arrange group, click the Group icon, then select Ungroup.
To group objects:
1. Select the objects you want to group. Shift-click to select multiple objects.
2. On the Format tab, in the Arrange group, click the Group icon, then select Group.
Grouping and Ungrouping Objects - MAC
Grouping and Ungrouping Objects - PC
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RESIZING A PICTURE
1. Select the picture you want to resize.
2. Position the mouse pointer over one of the sizing handles.
3. Drag the sizing handle until the object is the shape and size you want.
NOTE:
TO MAINTAIN THE OBJECT'S PROPORTIONS, USE THE CORNER SIZING HANDLES AND
MAKE SURE THE ASPECT RATIO IS LOCKED
HOW TO LOCK A PHOTOS ASPECT RATIO – PC
1. Select the picture you want to resize.
2. Select the Size Dialog Box Launcher, under the “Scale” section ensure “Lock aspect ratio” is selected.
HOW TO LOCK A PHOTOS ASPECT RATIO - MAC
1. Select the picture you want to resize.
2. On the Format Picture Tab, in the size group, make sure the checkbox next to the picture’s measurement is selected.
Size Dialog Box
Launcher
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CROPPING A PICTURE
1. Select the picture you want to crop.
2. On the Format tab, in the Size group, click Crop.
3. Position the cropping tool over a cropping handle and drag the handle inward until the object is cropped the way you want it.
How to Crop a Picture - PC
How to Crop a Picture - MAC
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ADVANCED FORMATTING OF A PICTURE OR GRAPHIC
Formatting options vary depending on the type of graphic you are editing.
To format a picture or graphic:
1. Select the picture or drawing object you want to edit.
2. On the Format tab, click the editing option you would like to use.
FORMATTING PICTURES
Pictures can be resized, cropped, and color adjusted using brightness and contrast, converting color to black and white or grayscale.
COLOR ADJUSTMENTS
Color Saturation
Changes the intensity of the colors.
Color Tone
Changes the temperature of the picture.
Recolor
If you are not printing a document in color, pictures should be converted from color to grayscale so they do
not print in black and white (see comparison on next page).
Adjusting the color of a photo - MAC
Adjusting the color of a photo - PC
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Printing in Grayscale
vs.
Printing in Black & White
A NOTE ABOUT BANNERS
If you want something larger than a poster, use the banner template to make sure your message gets seen. (Note: You can edit the banner
template in the word document, but you must expand the font). To produce banners, you have the option to send the edited template to
the District’s Reprographics or call 562.654.9052.
