2.5Images, Shapes, SmartArt & Icons
The essentials in 30 seconds
- Images are inserted via Insert > Images and configured via the Format tab
- Layout determines how text surrounds an inserted object
- SmartArt creates professional diagrams with predefined layouts
Fil Imane — Images, shapes, SmartArt and icons
Imane illustrates the delivery process: reception, sorting, storage, preparation and shipping. It inserts images, shapes, icons and easy-to-edit SmartArt.
Continuation of the common thread: a logistics SME in Algiers professionalizes its documents.
1. Insert and configure images
To insert a picture in Word, go to the Insert > Pictures tab. You can choose between This Device (local image), Online Images (Bing search), or Stock Images (Microsoft Library). Once the image is inserted, the Format tab (or “Picture Format”) appears with all the formatting tools.
The flip and the rotation allow you to orient the image. corrections adjust brightness and contrast. colors allow you to apply filters. Picture Styles add automatic frames, shadows, reflections and shapes.
Background Removal is a powerful tool that automatically removes the background from an image, leaving only the main object. This is ideal for creating images with transparent backgrounds.
2. Arrangement and positioning of images
The layout (or wrapping) determines how the text surrounds the image. There are several modes: In line with the text (the image behaves like a character), Square (the text surrounds the image in a rectangle), Tight (the text follows the outline of the image), Behind the text (the image is in the background) and In front of the text (the image hides the text).
The position allows you to place the image in a specific location on the page (top left, center, bottom right, etc.) with automatic wrapping. It's faster than manually adjusting the layout and positioning.
The positioning dials (small circles on the sides of the selected image) allow you to resize the image while maintaining the proportions. The Lock ratio option in the image properties prevents distortion when resizing.
3. Shapes and drawing
Word offers a library of predefined shapes: rectangles, ovals, arrows, stars, speech bubbles, and more. They are found in Insertion > Shapes. Click on a shape then draw it by holding the left click on the document.
Shapes can be customized with fill (solid color, gradient, image), outline (color, thickness, dash style) and effects (shadow, reflection, bevel, 3D). The shape format allows you to modify all these properties in detail.
connectors (lines with arrows) allow you to connect shapes together to create simple diagrams. When you move a connected shape, the connector automatically adjusts.
4. SmartArt: organization charts and diagrams
SmartArt is Word's tool for quickly creating professional diagrams: flowcharts, hierarchical lists, processes, cycles, matrices, and much more. It can be found in Insertion > SmartArt.
SmartArt offers several categories: List (for linear information), Process (for steps), Cycle (for repetitive processes), Hierarchy (for flowcharts), Relationship (for Venn diagrams), and Matrix.
Once the diagram is inserted, use the text pane (to the left of the diagram) to enter the content. You can add shapes with Enter, rearrange them with Tab (sublevel) and Shift+Tab (top level). The SmartArt Creation ribbon allows you to change the style, colors and layout.
🔎 Concrete example — Real-World Example — Create an Organization Chart with SmartArt
// Step 1: Insert SmartArt
// Insert > SmartArt > Hierarchy > Organization Chart
// Click OK
// Step 2: Enter content
// Use the Text Pane on the left
// Type the main position name, then Enter
// Press Tab to create a sub-level
// Step 3: Customize the style
// SmartArt Design tab > Styles
// Choose a 3D or colorful style
// Change colors: SmartArt Design > Change Colors
// Step 4: Resize
// Click on a border of the org chart
// Resize while keeping proportionsHere's how to create a business organizational chart with SmartArt.
SmartArt creates professional diagrams in just a few clicks
The text pane makes it easy to enter and reorganize content
Styles and colors give a quick professional look
Shapes and connectors enable custom diagrams
Section vocabulary
- SmartArt
- Word tool to create professional diagrams (flowcharts, processes, cycles) with predefined layouts
Simple example: Imane applies “SmartArt” in her professional documents.
What it is not: treat “SmartArt” as a detail with no impact on the document.
Reflex: Does this choice make the document clearer and more reliable?
- Layout (dressing)
- How text surrounds an image or object inserted in the document
Simple example: Imane applies “Layout (dressing)” in her professional documents.
What it is not: treat “Layout (dressing)” as a detail with no impact on the document.
Reflex: Does this choice make the document clearer and more reliable?
- Shape
- Vector graphic object (rectangle, oval, arrow, etc.) insertable and customizable in the document
Simple example: Imane applies “Forme” in her professional documents.
What it is not: treat “Shape” as a detail with no impact on the document.
Reflex: Does this choice make the document clearer and more reliable?
- Icon
- Simple and evocative vector symbol, insertable via Insert > Icons, ideal for illustrating concepts
Simple example: Imane applies “Icône” in her professional documents.
What it is not: treat “Icon” as a detail with no impact on the document.
Reflex: Does this choice make the document clearer and more reliable?
In practice — Enrich a document with visual elements
- Insert an image from your computer via Insert > Images
- Resize the image by holding Shift to maintain the proportions
- Change the layout to “Square” so the text surrounds it
- Insert a SmartArt of type “Process” and enter 4 steps
- Change SmartArt colors via the SmartArt Creation tab
- Insert 3 icons (Insert > Icons) and place them next to the text
Script ready to say — Images, shapes, SmartArt and icons (25 sec)
“Insert images from different sources, use formatting tools, create flowcharts with SmartArt and add icons to improve visual communication. Concretely, I check this point before distributing the document: the images are inserted via insertion > images and are configured via the format tab. »
Short wording, to be adapted to the recipient and the context of the document.
Copy and paste template — “Images, shapes, SmartArt and icons” checklist
CHECKLIST — Images, shapes, SmartArt and icons
1. Images are inserted via Insert > Images and configured via the Format tab
2. Layout determines how text surrounds an inserted object
3. SmartArt creates professional diagrams with predefined layouts
4. Shapes and connectors allow you to create completely personalized diagrams
EXPECTED RESULT: The document contains a resized image with wrapping, a colorful process diagram, and icons illustrating key points.Express version
Apply only the essentials and the first key point, then check the rendering in a short document.
Remote
Share a PDF and check fonts, margins and pagination before sending.
As a team
Lock in the common model and document choices to keep colleagues consistent.
Printed version
Check pagination, headers and contrast before printing.
✓ Best practices
- Use the Shift shortcut when resizing to maintain image proportions
- Choose SmartArt over manual shapes for professional diagrams
- Experiment with the different SmartArt layouts before choosing the most suitable one
- Use stock images (Insert > Stock Images) for a professional look without searching for external images
✗ Common pitfalls
- Resizing an image without holding Shift, which distorts it
- Use low-resolution images that appear blurry when printed
- Overload the document with visual elements that distract from the content
- Insert a SmartArt without planning the information hierarchy first
Key takeaways
- Images are inserted via Insert > Images and configured via the Format tab
- Layout determines how text surrounds an inserted object
- SmartArt creates professional diagrams with predefined layouts
- Shapes and connectors allow you to create completely personalized diagrams
48 hour challenge — apply tomorrow
Resume enriching a document with visual elements on a real document from Imane's SME: Insert an image from your computer via Insert > Images. Time it for 20 minutes and note what has changed.
- I can explain and apply: Images are inserted via Insert > Images and configured via the Format tab
- I can explain and apply: Layout determines how text surrounds an inserted object
- I can explain and apply: SmartArt creates professional diagrams with predefined layouts
Frequently asked questions
How do I maintain proportions when resizing an image?
Hold down the Shift key while resizing, or check "Lock ratio" in the image properties.
What is the difference between SmartArt and shapes?
SmartArt offers predefined layouts for specific use cases (organization chart, processes). Shapes are more flexible but require manual work to arrange and connect.
How to remove the background from an image?
Select the image, use the Format tab > Background Removal. Word automatically detects the background which you can adjust manually.
Are stock images royalty-free?
Yes, Microsoft stock images are free to use in personal and business documents.
Which Word tool lets you quickly create professional flowcharts and diagrams?