Be able to place objects into the document from a variety of sources including text, image, screenshot, shapes, table, graph or chart, spreadsheet extract, database extract

ICT 0417 – Layout – Placing Objects in a Document

Learning Objective

Be able to place objects into a document from a variety of sources, including:

• Text
• Image
• Screenshot
• Shapes
• Tables
• Graphs / charts
• Spreadsheet extracts
• Database extracts

Link to Assessment Objectives

Overall Workflow for Document Layout

1. Set up the document (size, orientation, margins, columns, breaks, headers/footers, styles).
2. Insert the required objects from the appropriate source.
3. Resize, position and apply text‑wrap or alignment.
4. Format the objects (borders, colours, alt‑text, linking).
5. Apply document‑wide styles and check accessibility.
6. Save frequently and export to the required file format (e.g., .docx, .odt, PDF).

1. Setting Up the Document (Section 13)

1.1 Page Size & Orientation

• Command (Word / Writer / Docs): Layout → Size → choose A4, Letter, etc.
• Orientation: Layout → Orientation → Portrait / Landscape.

1.2 Margins, Gutters & Columns

• Margins: Layout → Margins → Custom Margins. Set top, bottom, left, right.
• Gutter (for binding): Add extra space to the inside margin in the same dialog.
• Columns: Layout → Columns → One / Two / Three / More Columns. Use “Line between” for newspaper‑style layout.

1.3 Section & Page Breaks

• Page break: Insert → Break → Page Break (or Ctrl+Enter).
• Section break: Insert → Break → Section Break (Next Page). Allows different headers/footers, column settings or page orientation within the same document.

1.4 Headers & Footers (13.3)

• Insert via Insert → Header / Footer. Choose a built‑in layout or create a custom one.
• Common automatic fields:

  • Page number (Insert → Page Number → Bottom of Page → Plain Number 2)
  • Date / Time (Insert → Date & Time)
  • File name & path (Insert → Quick Parts → Field → FileName)

• Options:

  • Different first‑page header/footer (useful for title pages).
  • Odd/even headers for double‑sided printing.
  • Lock header/footer: double‑click outside the area or use Restrict Editing → Header/Footer (Writer: Tools → Protect Document).

1.5 Styles & Formatting (13.4)

• Define a style: Home → Styles → Create a Style. Set font, size, colour, line spacing, paragraph spacing.
• Apply a style: Select text → click the style name in the Styles pane.
• Apply/Remove Styles – tip‑box:

  Apply a style to a selection: Ctrl+Shift+S → type the style name → Enter.
  

  Clear direct formatting: Home → Clear All Formatting (Ctrl+Space).

• Use a corporate house style (consistent font, colour palette, heading hierarchy) from the start – saves time and meets AO3.

1.6 Accessibility & Export Basics

• Alt‑text for images/charts: Right‑click the object → Format Picture → Alt Text. Provide a concise description (≤ 125 characters).
• Contrast check: Ensure text colour contrasts at least 4.5:1 with the background (required for accessibility).
• File‑format awareness:

  • Save working file as .docx (Word) or .odt (Writer) to retain editability.
  • Export final version as PDF for submission (File → Save As → PDF). PDF preserves layout and prevents accidental changes.

• Document security: Protect the whole document or specific sections (Writer: Tools → Protect Document; Word: Review → Restrict Editing). This prevents accidental alteration of headers, footers or locked styles.

2. Object‑Specific Insertion Guidance

2.1 Text (13.1)

• Typing directly: Place the cursor and type. Apply a style as you go.
• Paste & Paste Special:

  • Ctrl+V – normal paste (keeps source formatting).
  • Paste Special → Keep Source Formatting – retains original font, colour, and paragraph styles.
  • Paste Special → Unformatted Text – strips all formatting (plain text).
  • Other options (HTML, Rich Text) are available in the same dialog.

• Cut, Copy, Undo/Redo: Ctrl+X, Ctrl+C, Ctrl+Z, Ctrl+Y.
• Drag‑and‑Drop: Click‑hold the selected text, drag to a new location, release.
• Find & Replace: Home → Find / Replace (or Ctrl+H) for large‑scale edits.

2.2 Image

1. Insert → Picture → From This Device (or Online Pictures).
2. Resize: drag a corner handle while holding Shift to keep the aspect ratio.
3. Wrap Text options: In line with text, Square, Tight, Top & Bottom, Behind Text, In Front of Text.
4. Format tab – add borders, colour correction, cropping, and alt‑text (see 1.6).

2.3 Screenshot

1. Insert → Screenshot → select an open window or choose Screen Clipping to drag a region.
2. The captured image behaves like a normal picture – resize, wrap, add alt‑text, annotate.

2.4 Shapes

1. Insert → Shapes → pick a shape (rectangle, ellipse, arrow, flow‑chart symbol, etc.).
2. Draw on the page; use the Format tab to set fill colour, outline weight, and add text inside the shape.
3. Align & Distribute: select multiple shapes → Align (Left, Centre, etc.) → Distribute Horizontally/Vertically.

2.5 Table (13.2)

1. Insert → Table → drag to choose rows × columns or click Insert Table… for a custom size.
2. Insert / Delete rows or columns via the Table Layout tab.
3. Merge cells: select cells → Merge Cells.
4. Formatting options (Table Design tab):

   • Header row shading.
   • Cell borders – style, colour, weight.
   • Cell alignment – horizontal (Left, Centre, Right) and vertical (Top, Middle, Bottom).
   • Show/hide gridlines for on‑screen editing.

5. Convert text to table: select tab‑delimited text → Insert → Table → Convert Text to Table.

2.6 Graph or Chart

1. Insert → Chart → choose a type (Column, Line, Pie, Bar, Area, Radar, etc.).
2. An embedded spreadsheet window appears. Paste or type the data series.
3. Chart Tools – Design & Format tabs:

   • Change chart style and colour scheme.
   • Add / edit chart title, axis titles, data labels, legend.
   • Switch rows/columns, change chart type.

4. Live link to source data:

   • Insert → Object → Create from File → check Link to file (or Writer: Insert → Object → OLE Object → Link).

5. Add alt‑text (see 1.6) to make the chart accessible.

2.7 Spreadsheet Extract

1. In Excel / Google Sheets select the required range and copy (Ctrl+C).
2. In the document:

   • Editable table: Paste → Paste Special → Keep Source Formatting. The table remains editable in the document.
   • Static image: Paste → Paste Special → Picture (Enhanced Metafile). Use when exact layout must not change.

3. For a live link, use Insert → Object → Create from File → Link to file. Changes in the source workbook automatically update the document.

2.8 Database Extract

1. Export the required records as a CSV (comma‑separated values) or plain‑text file.
2. In the document:

   • Insert → Table → From Text/CSV → locate the file → follow the wizard (choose delimiter, column data types).
   • Alternatively, open the CSV in Excel, format as needed, then copy‑paste using Paste Special → Keep Source Formatting.

3. After insertion, adjust column widths, apply a table style, and add alt‑text if the table conveys critical information.

3. Comparison of Object Types

4. Common Pitfalls & How to Avoid Them

• Distorted images: Always resize using corner handles while holding Shift (or the equivalent “Maintain aspect ratio” option).
• Wrong text‑wrap: “In line with text” forces the object onto a new line. Choose “Square”, “Tight”, “Top & Bottom”, “Behind Text” or “In Front of Text” for smoother flow.
• Loss of spreadsheet formatting: Use “Paste Special → Keep Source Formatting” or paste as a picture when exact layout matters.
• Overcrowded pages: Insert appropriate page or section breaks, use columns or move objects to a separate page, and keep adequate white space.
• Unlinked chart data: Embed the source spreadsheet or use “Link to file” so updates are reflected automatically.
• Inconsistent styles: Define and apply a document style early; avoid manual overrides. Use the “Clear All Formatting” shortcut (Ctrl+Space) to reset stray formatting.
• Missing alt‑text: Add a concise description for every image, chart or shape – required for accessibility and AO3 evaluation.
• Incorrect file format for submission: Save the working file as .docx/.odt, then export the final version as PDF to preserve layout.

5. Assessment Checklist (Exam‑style)

1. Insert each of the eight object types listed in the learning objective.
2. Resize, reposition and set appropriate text‑wrap for images and shapes.
3. Create a table from copied text, then:

   • Insert/delete rows and columns.
   • Merge cells.
   • Apply header shading and border formatting.

4. Generate a chart from a data set, edit the chart title, axis labels and legend, and demonstrate that the chart updates when the source data changes.
5. Embed a spreadsheet extract with a live link so that any change in the source workbook is reflected in the document.
6. Export a database query to CSV and import it as a formatted table; adjust column widths and apply a consistent style.
7. Set up headers and footers with automatic page numbers, date and file name; show different first‑page and odd/even header layouts.
8. Apply a corporate house style (font, colour, heading hierarchy) to the whole document and explain why this is important for AO3.
9. Add alt‑text to every non‑text object and export the final document as a PDF.

Suggested Diagram

Summary

Effective layout in ICT documents requires:

• Choosing the most suitable object type for the information you need to convey.
• Using the correct insertion command and source option (file, clipboard, online, database).
• Applying precise formatting – size, wrap, style, alignment and alt‑text – to integrate the object smoothly with surrounding text.
• Maintaining consistency through page‑layout settings, headers/footers, and a defined house style.
• Evaluating your choices (AO3) to ensure the final document is professional, clear, accessible and meets Cambridge IGCSE ICT standards.