Module 2: Using Word, Excel, and PowerPoint for Academic Coursework

Tips for Including Pictures and Graphics in Academic Projects

In addition to charts, which are one type of "graphical element" that appear in academic projects, you may also choose to include pictures (photos), line drawings, or diagrams.

If you choose to use these in an academic project, you should keep these suggestions in mind:

1. Every graphical element must contribute something to the project. In general, graphical elements illustrate or show an idea that is also discussed or explained in the project.
2. Do not include include graphical elements that are copyrighted, unless you have specific permission or you cite the specific source, just as you would for text. (Photos that you have taken are permitted; you own the copyright to these. Clip art that is distributed as part of a software package are also permitted.)
3. Size and align graphical elements just as you would charts and tables. Remember, also, to resize graphical elements "proportionally." That is, if you increase or decrease the width by 10%, also increase or decrease the height by 10%. Otherwise, you will stretch and distort the image.
4. Whenever possible, put a thin square border around photos (1 point thick). This will make the photo clearer when it is printed or projected. However, many line drawings and diagrams do not need a border; in fact, they may be clearer without one.
5. Include a title (e.g., Figure 1: The Manufacturing Process) for each graphical element, formatted as you would for chart and table titles. Include notes about the element (such as the source), as well.
6. If you choose to "wrap" text around a graphical element, leave a generous amount of white space between the text and the element (1 cm is usually fine). Also, be sure that the text wraps around the title and any notes.
7. In most cases, you should include a specific reference within the text of a written document that lets readers know when and why they should look at a graphical element. For instance, "Figure 1 shows a diagram of the manufacturing process."