visuals

The Quick and Easy Guide to
Using Graphics in Documents

Most writers want to integrate graphics into their documents at times. A graphic can clarify, demonstrate or explain the text. A graphic also involves the reader and breaks up the monotony of long, dense text. Finally, a good graphic just looks nice. While most writers are not artists or designers, it is fairly easy to find or make simple graphics for documents. Using graphics correctly is really the trick.

Finding Graphics

There are a number of places (real and virtual) where you can find ready-made graphics. These include:

Graphic Libraries - In- house, Internet, Clip Art Services - Fee Based , Photo/Art Services- Fee Based
Clip Art Books - Available in bookstores, artstores and libraries
Internet - Most graphics seen on any web page may be copied and saved. (See Copying a Web Image.) Remember that not all graphics you see on the Internet are copyright free. While you usually can copy and use graphics for personal or instructional use, you may not use any graphic for commercial use without written permission.

Making Graphics

You may not be able to find the graphic you need. You have several options for creating a visual:

Edit an Existing Graphic - Images come in different formats. Bitmaps (.bmp) may be opened in Paint, a small graphics program that comes with Windows. Other formats need a more advanced tool, like Paint Shop Pro, Kodak Imaging or Photoshop, to edit. There are freeware and shareware tools available to download and install at no cost. (See Geo's Web Corner - Tools of the Trade.) All graphics to be used in web pages should be converted to .gif or .jpg formats.
Capture a Screen Image - You may make a copy of the images on your computer screen without any special tools. This is called a "screen capture" or "screen shot". (For directions on how to do this, go to Screenshots: Capturing Images on Your Computer.)
Create a Graphic - Sometimes, you will need to create a graphic from scratch. You can use Paint, a simple graphics program that comes with Windows, to create an image. This program is found in the Start Menu, under "Programs", "Accessories". You may want to use a more sophisticated program like Paint Shop Pro or Photoshop. (For tutorials on these tools, go to On-line Tutorials for MS Office, Paintbrush, and Other Applications.)

Using Graphics

There is a right way and wrong way to use graphics. Partly, this correct form is a traditional style used in publishing. But this style also makes it easier for readers to use graphics to clarify the text. (See Tips for Using Visuals for guidelines.)

The Quick and Easy Guides for Writers