AuthorTec Insert Docs and Pics
How to Use
Note for legacy users of AuthorTec Insert Docs’n Pics: This tool is located on the Insert tab in Microsoft 365 Word.
Overview
AuthorTec Insert Docs and Pics allows you to:
Import documents, pictures, or PowerPoint slide images into your Word document, at your current insertion point in the active document.
And, for inserted images, you can immediately invoke other functions, such as:
resizing
adding borders
adding captions
or inserting only selective images from a PowerPoint file
When inserting other documents into your current document, you can:
bring in multiple documents and files, all at one time
And, if a file type is not recognized by Word, then the file's data is inserted as plain text.
About the AuthorTec Insert Docs 'n Pics Dialog
When you click the AuthorTec Insert Docs'n Pics button on the Insert ribbon in Word you see this dialog box.
You start by selecting what you want to insert:
Document
Picture
PowerPoint
Based on your selection:
the actions available to will grey out or become available accordingly.
How to Insert Pictures
1. Select Pictures
2. Set your Size
This will apply to all pictures you insert during this session of using the tool
3. Choose to add a border or not
This will apply to all pictures you insert during this session of using the tool
4. If adding a border, set your border color and line style
5. Choose how to insert your images:
Embedded, Linked, or Both - what these choices mean
6. If you would like, you can include a Caption
About Sizing Images
1. You can let AuthorTec insert your image at your current insertion point in your document and size the image to fit the page or table cell.
If the image is bigger than the space available, Word automatically scales the image down so that if fits.
Word maintains the proper aspect ratio of the image's height and width.
If the image's width is less than the available space, the image is not stretched to fit, because that would distort the image.
If the image is being inserted into a table cell, the existing existing cell widths are maintained - even if the table is set to adjust cell widths as content is added.
2. You can specify either a height or width for the image.
Type in number for the height or width in either Pixels or Inches (or Centimeters, which is determined by how you have Word setup for measurements.)
Only the height or width is needed because AuthorTec will maintain the proper aspect ratio and adjust the image proportionately.
About Embedded, Linked or Both
Embedded is the default option for images inserted into a Word document.
This means that a copy of the image file is stored in the Word document itself.
This makes it convenient to share the document with others, but it can also swell the size of the document as more images are added.
Linked is an option that links the external image file to the Word document.
This means only a link to the image file is placed in the document.
The advantage is a smaller document size. And if the picture is updated, the new image appears automatically in the document when it is opened.
The disadvantage is that the images in the document will appear as a Red X for anyone you share the document with unless you send the image file along with the document; or unless the person you are sharing with has access to the path where the image is stored.
Both is an option to embed and link the inserted image.
If the linked path does not change, the images in the document will always be the most to date versions.
If the path changes, then the embedded version of the image is displayed.
Word document file sizes are not reduced by this option, but ease of updating and sharing is enhanced.
About Captions
1. If you want the images you are inserting to be identified with a Caption, you can add them here by selecting Insert
You can choose the label you want to use.
If the label is not one of the default labels Microsoft Word provides:
Choose "Other" in the pull-down menu
You will be prompted to provide a custom label
If you do not want a label inserted, mark the "Exclude label" checkbox.
2. If you want to include a caption title that appears after the caption number, select Add Title
AuthorTec will use the file name of the image being added as the caption's title, which you can edit after the image is inserted.
This allows you to insert and caption multiple images at a one time; each image will have a unique name as a preliminary caption title.
3. Positioning the caption is another option. You can:
Position the caption above or below the insert image
And, place it left, right, or centered on the paragraph
The default is "Below Left."
To add numbering to your captions, after inserting your images:
Right-click on one of the images
Choose the "Insert Caption" option from Word's contextual menu
Then click the "Numbering" button and set the type of numbering format you want.
With that done, all current and future images inserted into the document will maintain that same Caption numbering format.
When inserting Captions on images that have Wrapping Text (something other than Inline)
The inserted image and caption are automatically placed into a specially formatted single table cell.
This allows the caption to be properly positioned in relation to the image, and at the same, it allows the captioned image to "float" in the document.