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AuthorTec Insert Docs 'n Pics

Overview

Access the AuthorTec Insert Docs'n Pics button on the Insert tab ribbon in Word.

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AuthorTec Insert allows you to import into an open Word document:

  • pictures
  • documents
  • PowerPoint

NEW Feature added on July 12, 2018

Based on user feedback, AuthorTec Insert will now insert any file type as a “Document”. There is no longer a restriction to just .doc, .docx, or .docm formats. 

This is a great for people writing technical documents about computer products/software.
  • This opens up inserting .txt, html, and many other files such as VBA code files or Java Script code files, that can be simply inserted as plain text.

Inserted items are placed into your open document at the spot where your cursor is sitting.

When importing pictures, AuthorTec Insert allows you to also:

  • resize 
  • add borders, and 
  • add captions to the inserted images.

When importing PowerPoint, AuthorTec Insert allows you to insert:

  • all slides, or
  • selective slides.

When inserting other documents into your current document, AuthorTec Insert allows you to insert:

  • just one document, or
  • multiple documents, all at one time. 

The AuthorTec Insert Docs 'n Pics Dialog

When you click the AuthorTec Insert Docs'n Pics button on the Insert tab ribbon in Word you see this dialog box.

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How to Use

 

Select

Start by selecting what you want to import:

  • Document
  • Picture
  • PowerPoint
 
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Placement

The inserted object(s) are placed at your current insertion point in the active document.

Multiple Documents

When inserting documents:

  • Click the "Document" button and then click OK.
  • You will then be prompted to navigate to and choose the file or files to insert.
  • You can bring in multiple documents at once by selecting them with the Shift + Ctrl method.

Scale Pictures or PowerPoint

Next, determine the size of imported Pictures or PowerPoint. Your options are:

  • None
  • Fixed Height
  • Fixed Width
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None

If you choose "None" then the the software will insert the image at your current insertion point in the document and size it to fit the page or cell margin. 

 If the image's width is larger than the width of the available space between the left and right margins:

  • Word automatically scales the image down so that if fits.
  • When scaling, Word maintains the proper aspect ratio of the image's height and width.

If the image's actual 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, the software sets the automatic table size behavior to a fixed mode, so existing cell widths are maintained.

Fixed Height or Fixed Width

Only one dimension (height or width) is needed because AuthorTec Insert maintains the proper aspect ratio on the image, and thus the image is adjusted proportionately.

To adjust image size based on a fixed amount:

  • Provide an absolute value for height or width of the images being inserted.

The value can be in either:

  • Pixels, or
  • Inches or Centimeters, depending on how you have Word setup for measurements.

A fixed value must:

  • be numeric, and
  • cannot contain a negative sign.

Inserting into a Table Cell

If inserting into a table cell... and the table is set to adjust its cell widths based on content within the cell...

AuthorTec Insert changes the automatic table size behavior.

  • AuthorTec Insert will only enlarge the picture to the current width of the table cell.

After completing the insert operation, AuthorTec Insert restores the original table size behavior setting.


PPT Only

Important: Open your PowerPoint file before you begin the Insert process.

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When inserting PowerPoint you have the option to import:

  • all of the slides, or
  • selective slides based on their final number in the slide deck.

Slides with building animations

If the slide deck you are importing from includes slides with building animations:

  • Only the final slide - for each building string - will be inserted, with all of the animations.

Border

AuthorTec Insert gives you the option to add a border around inserted images.

Border Color

  • Use the preset border options that the software provides, or
  • Customize a border color with the exact Red, Green, Blue values you require.

Border Line

  • Select from the available line styles
  • And point sizes that are shown in the pull-down menus.

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Captions

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Insert Caption

To include a caption with the images you are inserting, mark the Caption Insert checkbox.

With captioning you can choose the label you want to use.

  • Open the pull-down Select Label menu to see the label options.
  • If the label you want to use is not one of the default labels Microsoft Word provides, choose "Other…" in the pull-down menu and you will be prompted to provide a custom label.
  • If you do not want a label inserted, mark the "Exclude label…" checkbox.

Caption Title

To include a caption title that appears after the caption number, mark the "Add Title" checkbox.

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  • With this option marked, AuthorTec Insert uses the name of the picture file being inserted as the caption's title.
  • You can then adjust it after the images are inserted.

The rationale for this method of adding a caption title is because the software provides the capability of inserting and captioning multiple images at a time, and it would not make sense to use the same caption title repeatedly… so that is why we include the unique filename as the "preliminary" caption title.

Caption Position

Positioning the caption is another option provided in the software. Choose from having the caption:

  • Above or below the insert image, and
  • Positioned left, right, or centered on the paragraph.

The AuthorTec Insert default position is Below - Left.

Caption Numbering

You do not see "Numbering" as a captioning option on the AuthorTec Insert dialog because the function is easy to control directly in Microsoft Word… after you have inserted one or more images:

  1. Right-click on one of the images
  2. Choose the "Insert Caption…" option from Word's contextual menu
  3. Then from Word's Caption Dialog click the "Numbering…" button
  4. Then set the type of numbering format you want.
  5. With that done, all current and future images inserted into the document will maintain that same Caption numbering format.

Inserting Captions on images that have a "Wrapping Text" option

If you are inserting captions for images that are set to something other than "Inline…" 

  • AuthorTec Insert automatically places the inserted image and its' caption 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.


Insert Type

Lastly, you have options about the type of insert.

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Embedded

The default option for images inserted into a Word document is to embed them.

  • 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

Another option is to link the external image files to the Word document.

  • This means the image files are not copied into the document container, only the link path to where the images are located is added to the Word document.
  • The advantage is much smaller document sizes and if the picture is updated, the new image appears automatically in the document when opened.

  • However, the disadvantage of linked images is that if the external images are not sent along with the Word document or the path to the images is not available to others, then the Word document is difficult to share and all linked images in the document appear as a Red X.

Linked and Embedded

The third option is to both embed and link the inserted images.

  • As long as the linked path does not change, the images in the document will always be the most to date versions.
  • But, if the path changes, then the embedded version of the image is displayed, which is better than the Red X.

  • Word document file sizes are not reduced by this option, but ease of updating is enhanced.