Once you have created all the captions for your images [see Adding captions to pictures in Word 16], it’s remarkably easy to generate a Table of Figures from them.
To begin, move to the back matter of your document and click the mouse at the point where you want the Table of Figures to appear.
Next, open the References tab and click Insert Table of Figures:
You should now be looking at the Table of Figures dialog box:
As you can see, the default settings are to:
Show page numbers
Right align page numbers
and ‘Caption label: Figure’
If you are happy with these default settings, click the OK button.
Note: if you have created different kinds of captions – for example, one for ‘Figures’ and a second one for ‘Tables’ – clicking the down arrow next to ‘Caption label’ will allow you to choose a different label. In this way you can generate a separate table for each label.
To change the default settings of the Table of Figures, click the Modify button on the bottom right of the dialog box [circled in orange above].
You should now see a second dialog box that displays a summary of the current style settings for the Table of Figures:
These settings include font size and spacing, etc.
To change the default style settings, click the Modify button to the right of the preview pane.
Note: these settings control how the table is displayed, not how the captions are formatted. To modify the appearance of the captions, see Adding captions to pictures in Word 16
You should now be looking at the ‘Modify Style’ dialog box you first encountered when you changed the ‘Normal Style’ for your document] :
Format the Table of Figures as you wish and then click OK to save and exit the Modify Style dialog box. The appearance of the Table of Figures should now be customised to your specifications.
Unlike the Table of Contents, there is no specific command that allows you to delete the Table of Figures.
To delete the whole Table of Figures, you will have to manually select the entire table as if you were selecting a paragraph of text.
Note: simply clicking inside the Table of Figures will not work.
Once you have manually selected the whole table, press the Delete key on the keyboard. The Table of Figures will now be deleted, but the captions underneath the actual images still remain so you can reinstate a Table of Figures at any time.
This is the last of the graphics related how-tos, but the defunct ‘How to Print Non Fiction…’ also contains advanced help on Indexes etc. If anyone would like me to post this information, please let me know in comments.
At their most basic, captions are simply labels that describe the content of an image. As such, you can simply type a label beneath each image and leave it at that, or you can opt to not have captions at all. But if you are going to have captions, I’d strongly recommend using the ‘Insert Caption’ command found on the References tab.
If you use the ‘Insert Caption’ command, Word will automatically label and number each caption for you. Once all the captions have been entered, you have the option of getting Word to generate a Table of Figures like the example shown below:
When images are moved or deleted, Word not only updates the page numbering, it also updates the caption numbering.
To begin, select the first image that requires a caption.
Next, check that the text wrapping of the image is not ‘In Line with Text’. If it is, change it to another option. [See Wrap Text options].
The next step is to open the References tab on the Ribbon and click the option to Insert Caption:
Word will now display the Caption popup:
Click inside the Caption box [after ‘Figure 1’], press the spacebar and type the description of the image.
Click OK to complete the caption. Word will automatically create a text box for the caption and insert it into the document, directly below the image to which it belongs.
Click the caption to select it. When the text box frame appears around the caption, hover the mouse over the frame until the mouse changes to a black, four-headed arrow as shown below:
Click-hold-and-drag the text box to a new location.
Until now, the image and its caption have acted as two, separate objects, but it is possible to ‘lock’ them to each other via the ‘Group’ function. Grouping creates an outer ‘envelope’ around the two objects so they can be moved as one.
To group an image and its caption, first check that the text wrapping of the image is not ‘In Line with Text’.
Note: Grouping is only possible if the text wrapping of the image is not set to ‘In Line with Text’.
The first step is to click the caption. A text box will appear around it.
Next, hold down the Shift key on the keyboard while you click the image.
Now, both the image and the caption will have ‘handles’ around them, but they are not yet grouped:
Next, right click either the image or the caption.
Note: right clicking causes a context sensitive menu to be displayed.
You should now see a menu with ‘Group’ as one of the options:
Click Group to display the Group sub-menu.
Now click Group on the sub-menu. The image and its caption will now remain locked to each other until you ungroup them.
To move a grouped object, click on the image to display the outer frame and handles.
Note: if you click in the caption area, you will select the caption text box as well as the outer frame.
Next, point the mouse at the top of the outer frame until it changes to a black, four-headed arrow [as shown]:
Click-hold-and-drag the group to the required position.
The type of movement available to the grouped object will depend upon the text wrapping chosen for the image before it was grouped. For example, if ‘Square’ was chosen as the original text wrapping, the text will flow around the grouped object in a ‘box’ shape.
To delete the whole grouped object – i.e. the image and its caption – click the outer frame of the object to select it. Then press the Delete key on the keyboard.
In the next post, I’ll explain how to use these captions to create a Table of Figures.
I haven’t written any how-to’s on how to create an ebook because I assumed there were countless how-to’s out there already. I was both right and wrong; there are lots of people providing helpful information about text-based ebooks such as novels, but there are not that many devoted to graphics heavy ebooks.
This distinction was brought home to me when one of my blogging friends needed help with a picture book. He was trying to create an ebook with both pictures and carefully formatted text.
It can be done, but the digital technology we have at the moment is limited when it comes to integrating text and graphics.
Before I start on possible solutions, and/or workarounds, I want to explain what those limitations are, and why they cause problems with graphics heavy ebooks.
Things ordinary ebooks can do
Ordinary ebooks are great with text but just barely okay with pictures. That’s because they’re not really ‘books’ at all. They’re more like rolls of toilet paper with words projected onto them. The story literally unrolls in an ebook.
This has significant advantages. For starters, as ereaders don’t care about the size or number of words shown on their screens, the reader can make those words as big, or small, as they please…for the whole ‘book’. I use this feature all the time because my eyesight ain’t what it used to be.
Things ordinary ebooks can’t do
Unfortunately, the very flexibility of ebooks can create problems when it comes to adding pictures to the text. Pictures don’t ‘flow’ the way text does, so getting them to fit the screen requires that they be sized for the screen.
But which screen? There are dozens of different digital devices from smartphones to dedicated ereaders to tablets of various sizes. Making an image to fit one screen almost guarantees that it won’t quite fit another.
Another problem with pictures is that not all digital devices are in colour. Dedicated ereaders, such as ordinary Kindles and Paperwhites, only do grayscale.
To display a picture in colour, the digital device has to be some kind of tablet [like the Kindle Fire] or a mobile phone. So again, which device should you optimise for?
And finally, because of their ability to ‘flow’ the text, ebooks don’t do precise formatting. Unfortunately, graphics heavy books like memoirs, cookbooks, picture books etc, look best when the formatting is controlled and the pictures are in colour.
To work around this fundamental problem with ebook design, Amazon created a number of specialist programs:
Kindle Kid’s Book Creator
Kindle Comic Creator
Kindle Create
I took a quick peek at Kindle Kids, and I couldn’t quite work out what it was doing [the manual approach]. I suspect it’s a lot easier if you use the PDF option and simply pour everything into the app in one go.
Kindle Create
Of the three, Kindle Create is the one I find most useful. In its current iteration, it is actually two programs in one:
The first allows you to ‘format’ Word .doc and .docx files into text-based ebooks like novels. There is help for creating a Table of Contents as well as Front and Back matter pages, and you can add pictures although the image manipulation is basic to say the least.
The second is the old Textbook Creator app. which turns a PDF document into an ebook.
Kindle Create for text based ebooks
This version of Kindle Create allows you to include all the standard elements of a book as well as pictures, but all you can do with pictures is adjust the size, and sometimes the location. That’s it. You can make the image small, medium, large, or full, but you can only adjust the placement of small or medium images. Large and full images seem to be placed automatically and can’t be changed.
One nice thing is that Kindle Create automatically wraps the text around the image as shown below:
But again, only if the image is small or medium.
This does not constitute ‘total control’ over the way text and images display, but it’s not bad. More importantly, when I did a preview of the page, it seemed to display quite well on tablet, phone and Kindle devices.
Something I was not expecting was that the colour image was automatically changed to grayscale on a Kindle device:
Given that this option works with standard .doc or .docx documents, I was pleasantly surprised by how it put everything ‘together’.
The old Textbook Creator
For the sake of clarity, I’m going to call the second option of Kindle Create by its old name – Textbook Creator.
Textbook Creator doesn’t try to integrate text and pictures at all. It creates an ebook out of a sequence of pictures.
If you’re nodding your head and saying, “Ah, she’s talking about PDFs”, you’d be right.
To quote from one of my own how-to’s:
PDF stands for Portable Document Format. With PDF documents, each page is like a ‘snapshot’ of the original Word page. That’s why it’s called WSIWYG – what-you-see-is-what-you-get.
Basically, everything on the Word page becomes a composite ‘picture’ that cannot change. This is how you make sure that what appears on the screen of the digital device is exactly the same as what you originally created, including the positioning of both graphics and text.
It’s the difference between ‘some control’ and ‘total control’.
“But…PDFs can’t be edited.”
That would normally be true, if you were dealing with a PDF document as a whole. But Textbook Creator cuts the original PDF document into its component pages, and each one those pages can be swapped out, individually.
To make this a bit clearer, let’s say you have imported a 20 page PDF document into Textbook Creator. Then you discover that you made a small error on page 15.
Rather than redoing the whole, 20 page document, you can:
go back to the original,
make a change to page 15,
export page 15 as a new PDF document
swap the new page 15 for the old page 15 inside Textbook Creator, and voila!
Okay, I admit the process is convoluted, but it does make working with PDFs a little less frustrating.
So what is the downside of using Textbook Creator?
The text in the ebook created by Textbook Creator cannot be resized. You can pinch-and-zoom to see details at a larger size, but you cannot specify that the text in the entire ebook be at a certain size.
This means that the original document has to be designed in such a way that it will suit most readers and most ereaders.
In paperbacks, this is kind of standard, and expected, but not so in digital devices. Plus getting the document to fit can be rather tricky.
Getting the size right
As mentioned before, there are a lot of different ereaders out there, and screen sizes are not the same either. Designing a document to fit all of them is a case of picking something ‘average’ and basing the sizing on that.
But what do I mean by ‘sizing’?
The easiest way to explain is to show you. The following is a preview of this post, in Textbook creator:
Can you see how tiny the text below the image is?
All I did was export a standard Word file to PDF and then import that PDF into Textbook Creator. The font size of the Word document is 12.
Now have a look at this preview. Same document but with a font size of 28:
To get the document to display like that, I had to radically change how the Word document was setup. Basicallly, I simulated the Kindle Fire screen in Word so that I could place text and images to their best advantage.
The following screenshots show my page setup in Word 16.
1. Paper size
The dimensions circled in orange create a page size that exactly fits the screen of my Kindle Fire 6.
2. Margins
Again, those margins are designed to make reading the Kindle Fire 6 screen visually ‘comfortable’ without wasting too much space.
3. Layout
Note: there are no settings selected in Layout. You need clean, minimal formatting in the original Word document. This includes not using things we normally take for granted, such as manual ‘spacing’.
For best results, you should always create styles – for the effects you must have – and use only those styles in the formatting.
Why?
Because Word is an old program, and Microsoft never throws anything away, it simply buries it under new code. This means that there is a lot of…[expletive deleted]…junk in Word that lurks in the background and can seriously mess with other programs that attempt to read/use Word documents. So keeping the document ‘clean’ is important.
But wait…there’s more. Remember how I said I’d changed the font size to 28? The next screenshot is of the Normal Style I created just for Kindle Fire 6 documents:
I can’t tell you why translating text from Word to a small digital device shrinks the text. All I know is that it does, and we have to manually compensate for it.
The other thing you might want to notice is that the alignment is set to ‘Justified’. Not only does it make the text look more professional, it also saves space on the screen.
To change the Normal Style on your own version of Word, right click on the style [on the Ribbon] and select ‘Modify’ from the drop down list of options [see here for step-by-step details]. That will get you to the Modify Style dialog box shown above.
Once the Modify dialog box is open, change the font size and alignment and then click ‘Save’.
We should now have a document that is optimised for an ebook.
Once the Word document is as perfect as we can make it, save the document as a Word file, and then Export it as a PDF.
Your book is now ready to import into Textbook Creator.
In my next post, I’ll talk about the Textbook Creator software.
Although it’s always preferable to edit images using dedicated graphics software, it’s often necessary to do minor edits once the images have been inserted into a Word document. This is especially true after the A4 Word document has been converted into the required paperback size [trim size].
In this post, we’ll look at basic image editing tasks you may have to perform in Word 16.
Selecting an image
To select an image in Word 16, simply click it.
You should now see a frame and circular ‘handles’ around the outer edge of the image:
All of the handles will resize the image, but only the corner handles will keep it in proportion.
Change the size of an image
To decrease the size of the image, hover the mouse over one of the corner handles until the mouse pointer changes to a diagonal arrow.
Click-hold-and-drag the handle into the middle of the image.
To increase the size of the image, drag the corner handle away from the image.
Cropping allows you to cut away the unwanted parts of an image. This technique is particularly useful if you want to create a ‘close up’ of one particular detail, or when the details are too small to see clearly, but the image itself is already at the maximum size for your page.
To illustrate this point, have a look at the two screenshots below:
In the first screenshot, you can barely see the ‘Crop’ option. You certainly can’t see any details about it. In the second screenshot, only part of the Ribbon is visible, but the ‘Crop’ option is shown in ‘close-up’ and is easy to read.
This will cause the image frame to be displayed. It will also make the ‘Picture Tools’ tab available on the Ribbon.
If the tab is not open, click Format as shown below:
You should now see the ‘Crop’ option on the far right of the tab:
To crop the selected image, click the Cropicon [not the word or arrow] on the Ribbon.
The image will now display the distinctive black, crop handles:
Point the mouse at one of the crop handles until it changes shape and looks like a smaller version of the crop handle:
Click-hold-and-drag the handle towards the middle of the image.
When you release the mouse button, the grey area visible in the background represents the area of the image that will be cropped:
To complete the crop process, click the Crop icon on the Ribbon again.
Once the image has been cropped, click it again and use the corner ‘handle’ to make the image bigger. This basically creates your ‘close-up’.
Moving an image in Word
Depending on how you originally inserted your image into Word, changing the page setup of your document may mean that you also have to re-align the image on the page.
The first step is to click the image to select it.
Next, point the mouse at the image. When the mouse changes to a four-headed arrow, click-hold-and-drag the image to a new location:
If the image won’t move, it means that the default ‘Wrap Text’ setting – i.e. In-line with Text – is still in force. This setting locks the image to the text at its current location.
To ‘unlock’ the image, open ‘Format’ on the Picture Tools tab:
Next, click Wrap Text to display the menu of text wrapping options. In the example shown, ‘In Line with Text’ is the active wrap text setting. You can find detailed pictures and descriptions of the wrap text settings here.
To select one of the other Wrap Text options, click the icon next to it. Depending on which option you chose, you should now be able to move the image on the page.
I should probably stretch these promotions out but…meh, let’s have some fun. 🙂
Okay, from October 23 to 24 [2 days], the ebook version of How to Print Your Novel with Kindle Direct Publishing and How to Print Non-Fiction with Kindle Direct Publishing will be free on Amazon:
The difference between the two books is that the How to…Novel is pitched at absolute beginners while the How to Non-Fiction is for self-publishers who have to deal with lots of graphics. Oh and the How to Non-Fiction has a new Index of Links at the very back. You can find it by looking at the bottom of the Table of Contents.
If you’re just interested in the KDP side of the equation, both books cover the same information. This includes three appendices that contain information specifically for Aussie authors.
Both how-to books are in colour and fixed layout:
Although you can pinch-and-zoom with fixed format ebooks, you can’t change the font size to suit your comfort zone. That’s why I made the font size 24. On my Kindle Fire, that size is like a normal size 12 font in a paperback. I also made the pictures as ‘visible’ as possible so you wouldn’t have to keep zooming in and out all the time. I haven’t tried either book on a phone so if anyone gives it a try I’d love to know how well [or badly] it works.
Fixed format ebooks can only be read on one of the Kindle Fires or via the free Kindle app. You can get the app. for a variety of devices at this web address:
The free promotion should start at midnight tomorrow for the Northern hemisphere. For us Aussies, it will begin at about 6 pm tomorrow. I genuinely hope lots of people download the books, and I would really, really appreciate the odd review. 🙂
Strictly speaking, Word is a wordprocessor not a graphics application. Neverthelss, it does offer a small, but functional range of tools for do-it-yourselfers. So whether you’re an Indie creating a cookbook of favourite recipes, a student putting together a thesis, or simply someone with a report to write that includes a lot of graphics, this series of posts is for you.
Changing Word defaults
As mentioned in the introduction, Word is primarily a wordprocessor. More importantly, it is a wordprocessor for business applications, so it automatically reduces image quality in order to provide the best overall result for business documents. To control the quality of the images in your document, you have to change two of the Word defaults: image compression and image resolution. Both of these settings can be found in File/Options.
To begin, open your manuscript in Word and click the blue File tab on the Ribbon.
Select ‘Options’ from the navigation pane on the left:
Word now displays the Options dialog box:
Click Advanced to display the Advanced options on the right hand side of the dialog box. Scroll down until you see ‘Image Size and Quality’.
Tick the box next to ‘Do not compress images in file’.
Next, click the small arrow next to ‘Default resolution’. This will display a drop down list.
Select the option for ‘High Fidelity’ as shown in the screenshot above.
Click the OK button to exit the Options dialog box.
Now, when you add an image to your document, you will be in control of the quality of the image.
Inserting an image
If you are working with images, chances are you already know how to insert an image into a Word document. Still, it doesn’t hurt to cover the basics so this is how you place an image in a document.
Click the cursor at the location where you want the image to go [roughly].
Click Insert on the Ribbon and select the ‘Picture’ option:
Note: the ‘Picture’ option is for images saved to your computer. ‘Online Pictures’ allows you to search the internet for pictures and paste them directly into your document. Quite apart from copyright issues, ‘Online Pictures’ is not a good option because you can’t control the size or quality of the image you import into your document.
Locate the required image on your computer and select it.
Word will automatically resize large images to fit the space available. It will also place the image ‘In Line with Text’. This is the default ‘Wrap Text’ setting, and it will ‘lock’ the image to the text at that location.
Wrap Text Settings
The ‘Wrap Text’ settings determine how the image will interact with the text. If you leave ‘In Line with Text’ as the setting, you will be able to change the size of the image, but you will not be able to move it.
There are two ways of changing the ‘Wrap Text’ settings of an image. The first is via the Ribbon. The second is via the small icon displayed next to the image.
Wrap Text via the Ribbon
Click an image to select it.
This will open the Picture Tools/Format menu:
The available ‘Wrap Text’ settings show ‘In Line with Text’ at the top of the list. Next to each setting is an icon that represents the function of that particular setting. The same icons are shown on the mini menu available next to each image.
The Wrap Text mini menu
When you select an image, it is displayed with ‘handles’ around the outside and a small icon to the right:
Click that icon to display the mini menu of ‘Wrap Text’ settings.
The mini menu displays the same icons as the ‘WrapText’ option on the Ribbon, but it does not label those icons so it’s only useful once you know what each icon represents.
The Wrap Text Icons
In Line with Text
This is the default option for each new image. It does not allow the image to move freely.
Square, Tight & Through
These three options make the text flow around the image on four sides. There are minor variations, but the image will look as if it’s ‘boxed’ in by the text.
Note: click-hold-and-drag the image to position it horizontally in the paragraph from the far left through to the far right.
Top & Bottom
This option pushes the text above and below the image, like bread in a ‘sandwich’.
Note: the image is locked to the paragraph that comes before it. If text is deleted above this paragraph, and there is not enough room for both paragraph and image to ‘move up’, neither will, resulting in a gap on the page. To fix: reduce the image size or change the text wrapping.
Behind Text
This option allows the image to become the background with the text sitting on top of it.
Note: the image can be hard to select if you need to do any editing.
In Front of Text
This option allows the image to float over the top of the text. It will also obscure any text beneath it.
To select any of the ‘Wrap Text’ options, simply click the icon that represents the setting you wish to use.
Authors' favourite books
NANO 2012