Hands on: Combine text and graphics in Microsoft Word

Contrary to the hopes of many, Microsoft Word is not a desktop publishing (DTP) program.

If you need precise control over typography, text flow and graphics, then DTP is what you need.

And you can pay anything from less than £30 to more than £1,000.

Having said that, first, this isn’t a DTP column and second, when all you have is a hammer, then you’re probably pretty good with nails.

So, here’s a guide to avoiding some of the headaches of using graphics in Word, as well as exploiting some cunning tricks.

The number one problem with graphics is getting them to appear where you want and staying there. At the most basic level, there are two ways of inserting graphics – in-line with text or free-range.

The former is what it says – the graphic will be positioned just like a letter in a sentence. The line spacing will increase to suit and the picture will keep its place in the text as you type, but just like a letter or word, you can move it elsewhere in the text.

Generally, this isn’t a lot of use and, although you can change this for each picture you insert, it makes sense to set the default.

In Word 2003, you’ll find this under Tools, Options, Edit, and in 2007 under Options, Advanced, Cut, Copy and Paste. You get six possibilities – for the default action, it makes sense to choose Square so that the text will flow around the graphic, leaving a rectangular space.

While you’re in options, check that View, Picture Placeholders is not ticked (Advanced, Show Document Content in Vista) or you won’t see any pictures.

In 2003 and earlier versions, make sure also that Drawings and Object Anchors are ticked, and in 2007 that ‘Show drawings and text boxes on screen’ is ticked. Finally, uncheck the option on the General tab to ‘Automatically create a drawing canvas…’ – this is under Advanced, Editing Options in 2007.

Having set these defaults, you’ll find that the graphic and the text enjoy a healthier relationship. You can select the former, move it anywhere on the page, and the latter will obligingly make way. The next challenge is to keep it all in place, but Word does not make this easy in any version. With the picture selected, right-click on it and ‘Format Picture’.

In 2003 or earlier, you’ll get a tabbed dialogue. The first tab controls fill and line colours – fill is only really useful for drawn shapes, and line can be used to frame the picture. The second controls the size – you can also do this by dragging the handles, but there’s a useful option to lock the aspect ratio so your picture stays in proportion.