Insert symbols or special characters

Insert symbols not on the keyboard

1. Click where you want to insert the symbol.
2. On the Insert menu, click Symbol, and then click the Symbols tab.
3. Double-click the symbol or character you want to insert.

Insert common typographical characters

1. Click where you want to insert the character.
2. On the Insert menu, click Symbol, and then click the Special Characters tab.
3. Double-click the character you want to insert.

Create arrows, faces, and other symbols automatically

Type To create

(c) ©

(r) ®

(tm) ™

... …

--> à

:) or :-) J

:| or :-| K

:( or :-( L

<-- ß

<== ç

<=> ó

==> è

Notes

You can remove AutoCorrect entries if you don't want to replace key combinations with symbols.

You can add your own symbols or correct typing mistakes by clicking AutoCorrect.

Type international characters

Type character codes to create special characters

1. Click where you want to insert the character.
2. Make sure NUM LOCK is on.
3. Hold down ALT, and then, using the numeric keypad, type 0 (zero) followed by the character code.

Tip: If you don't know the character code for a symbol or letter in a specific font, use the Symbol command on the Insert menu. On the Symbols tab, click the symbol, and then click Shortcut Key. Depending on the font you selected, a character code may appear in the Description box.

Assign a symbol to a shortcut key

1. On the Insert menu, click Symbol.
2. Click the tab with the symbol or character you want.
3. Click the symbol or character you want.
4. Click Shortcut Key.
5. In the Press new shortcut key box, type the key combination you want to use.
6. Click Assign.

Insert a second document into an open document

1. Click where you want to insert the second document.
2. On the Insert menu, click File.
3. In the File name box, enter the name of the file you want to insert.

Insert a Microsoft Excel File as a Table

1. Click where you want to insert the Excel table.
2. On the Insert menu, click File.
3. In the File name box, enter the name of the Excel spreadsheet you want to insert.
4. You will be asked if you want the entire workbook, worksheet, or range to be included for the Excel spreadsheet.

Insert a Microsoft Excel worksheet or chart into a Word document

A linked worksheet or chart is displayed in your document, but its information is stored in the original Microsoft Excel workbook. Whenever you edit the data in Microsoft Excel, Word can automatically update the worksheet or chart in your document.

Linking is useful when you want to include information that is maintained independently, such as data collected by a different department, and when you need to keep that information in Word up to date.

Because the linked data is stored in another location, linking can also help minimize the file size of your Word document.

An embedded worksheet or chart stores its information directly in the Word document. To edit the embedded object, just double-click it to start Microsoft Excel, make your changes, and then return to Word. You can embed an existing worksheet or chart, or start from scratch by embedding a new, blank worksheet or chart.

Because the information is totally contained in one Word document, embedding is useful when you want to distribute an online version of your document to people who won't have access to independently maintained worksheets or charts.

1. Open both the Word document and the Microsoft Excel workbook that contains the data you want to create a linked object from.
2. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells, or the chart you want.
3. Click Copy.
4. Switch to the Word document, and then click where you want to insert the linked object.
5. On the Edit menu, click Paste Special.
6. Click Paste link.
7. In the As box, click the option you want. If you're not sure which one to choose, click an option and read the description in the Result box.
8. To display the linked worksheet or chart as an icon – for example, if others will view the document online – select the Display as icon check box.
9. To prevent the linked worksheet or chart from being displayed as a drawing object that you can position in front of or behind text and other objects, clear the Float over text check box.

Tip If you are linking a range of cells and might later want to include additional rows or columns of data, first name the range in Microsoft Excel. Then copy the range and paste the link into Word. If you add more data to the range in Microsoft Excel, you can redefine the range name to include the additional cells. Word automatically adds the new data the next time you update the link.

1. Open both the Word document and the Microsoft Excel workbook that contains the data you want to create an embedded object from.
2. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells, or the chart you want.
3. Click Copy.
4. Switch to the Word document, and then click where you want to insert the embedded object.
5. On the Edit menu, click Paste Special.
6. Click Paste.
7. In the As box, click Microsoft Excel Worksheet Object or Microsoft Excel Chart Object.
8. To display the embedded worksheet or chart as an icon (for example, if others will view the document online) select the Display as icon check box.
9. To prevent the embedded worksheet or chart from being displayed as a drawing object that you can position in front of or behind text and other objects, clear the Float over text check box.

Notes

• For a quick way to create an embedded object from an entire worksheet,

1. Click Object on the Insert menu, and
2. Then click the Create from File tab.
3. In the File name box, type the name of the workbook you want to create an embedded object from, or click Browse to select a file name from a list.
4. Clear the Link to file check box. If you want, select or clear the Display as icon and Float over text check boxes.

• Whether you use the Paste Special command or the Insert Object command to create an embedded Microsoft Excel object, Word actually inserts the entire workbook into your document. (If you use the Paste Special command, the embedded object displays just the worksheet data you selected; if you use the Insert Object command, the embedded object displays the first page in the workbook.) In either case, you can display only one worksheet in the workbook at a time. To display a different worksheet, double-click the embedded object, and then click a different worksheet.

1. Click in the document where you want to place the embedded object.
2. On the Insert menu, click Object, and then click the Create New tab.
3. In the Object type box, click the type of object you want to create.
4. To display the embedded object as an icon (for example, if others are going to view the document online) select the Display as icon check box.
5. To prevent the embedded object from being displayed as a drawing object that you can position in front of or behind text and other objects, clear the Float over text check box.

Notes

• Only programs that are installed on your computer and that support linked and embedded objects appear in the Object type box.
• When you click Microsoft Excel Worksheet in the Object type box, an entire workbook is inserted into your document. The document displays only one worksheet at a time. To display a different worksheet, double-click the Microsoft Excel object, and then click a different worksheet.

About working with pictures in a document

It's easy to select a picture. Just point to Picture on the Insert menu, click Clip Art, and then click the Clip Art or Pictures tab.

The Clip Gallery includes a handy Find feature to help you locate just the right images for your document. It also includes its own Help system, where you'll find such information as how to add your own pictures to the gallery, how to keep it up to date, and how you can personalize it to suit your own needs.

To use the Find feature or to get Help, click Find or Help on the Clip Art or Pictures tab.

You can also insert pictures and scanned photographs (called imported art or graphics) from other programs and locations. To insert a picture from another program, click Picture on the Insert menu, and then click From File. When you select a picture, the Picture toolbar appears with options you can use to crop the picture, add a border to it, and adjust its brightness and contrast.

To insert a scanned photograph, click Picture on the Insert menu, and then click From Scanner. The image appears in Microsoft Photo Editor, a program you can use to edit the picture.

There are two types of pictures, Bitmaps, which can't be ungrouped, and pictures such as Metafiles that can be ungrouped, converted to drawing objects, and then edited by using options on the Drawing toolbar.

Most clip art is in metafile format. To ungroup and convert clip art to a drawing object, just select it, and then click Ungroup on the Draw menu. You can then modify it just as you can any other object you draw. For example, you might insert a clip art image of a person, ungroup it, change the color of the person's clothing, and then add the modified image to another clip art image.

You can also draw your own pictures by using options on the Drawing toolbar

You can create special text effects by using the new WordArt button on the Drawing toolbar, and you can use additional features, such as 3-D effects and textured fills.

Word recognizes a wide variety of picture formats. Because all Office programs share the same graphics filters, if you installed a graphics filter when you installed another Office program (PowerPoint or Microsoft Excel, for example) you can use that same filter in Word.