Online Technical Writing: Simple Graphics Tasks

Graphics with Microsoft Word

First, you'll need to find a graphic. One place to look is Google Chrome:

Search to find images that you want, for example, search on pelicans
When you find an image you want, right-click and select Save image as (Chrome).
Save the image you download somewhere on your computer where you can remember.

Next, insert this image you downloaded in a Word file if you are using Word:

Move your cursor to a spot in your file where you want the insert the image. Skip a line or two if necessary.
In Word, click Insert > Picture, select your image, and insert it:
To format and position it:
- To position the image freely as you want, select the image, click Picure Format > Wrap Text > Top and Bottom:
- To force the image to the top of the page and stay there, select tme image, click Position and select one of the items in the top row:
- To enable the image to change position with text added above, click Picure Format > Wrap Text > Top and Bottom:
For other format:
- Be sure to add an explanatory cross-reference to nearby text somewhere before the graphic: Explanatory Cross-References
- Add a a figure caption if required or necessary. In instructions with lots of screen captures, figure captions are not usually required.
- If you've borrowed the image, you must cite the source: see borrowed graphics.
- If you are using numbered figure captions and want to increment them automatically, see How to Create Multilevel Numbered Headings in Word.

To open Google Docs, click > Docs:
Select Blank document.
To add a title, type something like Document Title on the top line (which occurs 1 inch from the top edge).
With your cursor somewhere with the title text, click Normal text > Title > Apply 'Title'.
Press Enter to add a new line. Notice that its style changes to Normal text.
With your cursor on that same new line, click Insert > Image > Upload from computer.
Find an image on your computer, select it, and then click Open.
Click on the image, and explore the available settings:
- Select one of the corner blue handles and change the image size.
- Click inside the image, and use the(4-arrow icon) to move image on the page.
- Add some text above or below the image, and experiment with the five location settings:
- Click the 3 dots, Adjustments > Adjustments > Alt text. Type the alt text for your image. (Mine would be Friendly chameleon.)
For other format:
- Be sure to add an explanatory cross-reference to nearby text somewhere before the graphic: Explanatory Cross-References
- Add a a figure caption if required or necessary. In instructions with lots of screen captures, figure captions are not usually required.
- If you've borrowed the image, you must cite the source: see borrowed graphics.
- Information on automatically incrementing figure captions in Google Docs to come! Hassle me about it!

Figure titles (captions)—For most charts and graphs, include a title, in many cases, a numbered title. Don't forget to cite the source of any information you borrowed. The standard rule for when to number figures or tables is this: if you cross-reference the figure or table elsewhere in the text.
Figure labels—???
Source citations—???
Explanatory cross-references—You can't just throw in a figure and say "See Figure 1". That's rude and a lost chance for technical communication. Provide before or after a brief explanation of what to look for in the graphic.

As can be seen in Figure 4, ???.

I would appreciate your thoughts, reactions, criticism regarding this chapter: your response—David McMurrey.