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

13 Layout – Placing Objects into a Document

This section explains how to insert a range of objects into a word‑processing or presentation document. Mastery of these skills is required for the Cambridge IGCSE ICT 0417 examination.

Learning Objective

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

General Steps for Inserting Objects

1. Position the cursor where the object should appear.
2. Choose the appropriate Insert command from the toolbar or menu.
3. Select the source type (e.g., File, Clipboard, Online, etc.).
4. Adjust size, position and text wrapping as required.
5. Use the Format options to fine‑tune appearance (border, colour, alignment).
6. Save the document frequently.

Object‑Specific Guidance

1. Text

Text can be typed directly or pasted from another document. Use Paste Special to retain formatting or to convert to plain text.

2. Image

Images are usually inserted from a file (e.g., .jpg, .png, .gif). After insertion:

• Resize by dragging the corner handles while holding Shift to maintain aspect ratio.
• Set Wrap Text to Square, Behind Text, or In Front of Text as needed.

3. Screenshot

Use the built‑in screenshot tool (e.g., Insert → Screenshot) to capture a portion of the screen. The captured image behaves like any other picture.

4. Shapes

Common shapes include rectangles, circles, arrows and flow‑chart symbols. After drawing a shape:

• Apply fill colour, outline colour and weight.
• Use Align and Distribute tools for precise placement.

5. Table

Insert a table by specifying rows and columns, or by converting selected text (e.g., separated by tabs) into a table.

Key formatting options:

• Header row shading
• Cell borders and gridlines
• Text alignment within cells

6. Graph or Chart

Charts are typically created from data entered directly or imported from a spreadsheet.

Steps:

1. Insert → Chart → choose type (column, line, pie, etc.).
2. Enter or paste data into the embedded data sheet.
3. Adjust chart title, axis labels and legend.

7. Spreadsheet Extract

Copy the required range from a spreadsheet application (e.g., Excel) and paste it into the document using Paste Special → Keep Source Formatting or Paste as Picture for a static image.

8. Database Extract

Export the needed records from a database (e.g., CS \cdot or plain text) and then:

• Insert as a table using the Insert → Table → From Text/CSV option.
• Or paste as a formatted list if only a few fields are required.

Comparison of Object Types

Common Pitfalls and How to Avoid Them

• Distorted images: Always resize using corner handles while holding Shift to preserve aspect ratio.
• Incorrect text wrapping: Verify that the wrap setting matches the layout intention; “In line with text” often pushes objects to new lines.
• Loss of data formatting: When pasting spreadsheet data, use “Keep Source Formatting” or paste as a picture if exact appearance is required.
• Overcrowded pages: Use spacing and alignment tools; consider inserting a page break before large objects.
• Unlinked data: If a chart must reflect updated data, embed the original spreadsheet rather than pasting a static image.

Assessment Checklist

1. Can you insert each of the eight object types listed in the objective?
2. Can you adjust size, position and text wrap for images and shapes?
3. Can you create a table from copied text and format header rows?
4. Can you generate a chart from a data set and edit axis labels?
5. Can you embed a spreadsheet extract so that changes in the source update the document?
6. Can you export a database query to CS \cdot and import it as a formatted table?

Suggested Diagram

Summary

Effective layout in ICT documents relies on selecting the appropriate object, using the correct insertion technique, and applying precise formatting. Mastery of these skills enables the creation of professional, information‑rich documents that meet the Cambridge IGCSE ICT standards.