microsoft office graphics - geneva.libnet.infogeneva.libnet.info/images/pdfs/geneva/class...

1 *

ClassDescriptionThis class is intended for those who are comfortable with the fundamentals of word processing. It covers the use of

various types of graphics to improve or clarify or just beautify the word processing document, spreadsheet,

presentation, or publication. The focus is on Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft

Publisher.

ClassLengthOne and one‐half (1½) hours

IntroductionAs the old saying goes: ‘A picture is worth a thousand words.’ The addition of graphics to a document to illustrate a point

can frequently save pages of text, especially for readers who are more visually‐oriented. It can convey a point more

quickly. And, of course, graphics can make a document more visually appealing: line after line and page after page of

text without much white space often seems more laborious to a reader.

Objectives Learn how to insert pictures

Learn how to manipulate pictures

Have an understanding of different types of text wrapping (Microsoft Word)

How to insert lines and shapes

Learn the special keys for controlling lines and shapes

Learn how to use Text Boxes

(time permitting) Learn how to use WordArt

(time permitting) Learn how to insert a Chart into a document

(time permitting) Learn how to use SmartArt

(time permitting) Learn how to insert a Screenshot

Thisisahandoutforyoutokeep.Pleasefeelfreetouseitfortakingnotes.

Microsoft Office Graphics

Monthly updates to Microsoft Windows and to Microsoft Office sometimes change features and the appearance of menus and options. What appears on your computer may not exactly match what is shown on these pages.

2 *

TableofContentsThe INSERT Ribbon and Its Icons ............................................................................................................................................... 3

Inserting an Online Picture ...................................................................................................................................................... 4

The PICTURE TOOLS – FORMAT Ribbon ........................................................................................................................................ 5

The Adjust Group ................................................................................................................................................................ 5

The Picture Styles Group .................................................................................................................................................... 6

Microsoft Publisher ......................................................................................................................................................... 8

The Arrange Group .............................................................................................................................................................. 9

Microsoft Word ............................................................................................................................................................... 9

Microsoft Publisher ....................................................................................................................................................... 12

Microsoft Word ............................................................................................................................................................. 14

Microsoft Excel .............................................................................................................................................................. 15

Microsoft PowerPoint ................................................................................................................................................... 15


The Size Group................................................................................................................................................................... 17


Inserting a Picture (not online) ............................................................................................................................................. 18

Inserting Shapes .................................................................................................................................................................... 18

The DRAWING TOOLS – FORMAT Ribbon .................................................................................................................................... 19

The Insert Shapes Group ................................................................................................................................................... 19

The Shapes Styles Group ................................................................................................................................................... 20

The WordArt Styles Group ................................................................................................................................................ 22

The Text Group .................................................................................................................................................................. 23

The Arrange Group ............................................................................................................................................................ 23

The Crop Group (Microsoft Publisher only) ...................................................................................................................... 23

The Size Group................................................................................................................................................................... 24

Inserting a Special Text Box ................................................................................................................................................... 25

Using WordArt (time permitting) .......................................................................................................................................... 25

Microsoft Publisher’s TEXT BOX TOOLS – FORMAT Ribbon (time permitting) ........................................................................... 26

The Text Group .................................................................................................................................................................. 26

The Font Group ................................................................................................................................................................. 27

The Alignment Group ........................................................................................................................................................ 27

The Linking Group ............................................................................................................................................................. 27

The WordArt Styles Group ................................................................................................................................................ 28

The Typography Group ...................................................................................................................................................... 29

Inserting a Chart (time permitting) ....................................................................................................................................... 29

The CHART TOOLS – DESIGN Ribbon (time permitting) ............................................................................................................. 30

The CHART TOOLS – FORMAT Ribbon (time permitting) ............................................................................................................ 31

Insert SmartArt (time permitting) ......................................................................................................................................... 32

Inserting a Screenshot (time permitting) .............................................................................................................................. 35

3 *

TheINSERTRibbonandItsIconsThe INSERT Ribbon on these Microsoft applications are quite similar:

The Microsoft Word INSERT Ribbon

The Microsoft Excel INSERT Ribbon

The Microsoft PowerPoint INSERT Ribbon

The Microsoft Publisher INSERT Ribbon

We will focus on the following icons:

The Pictures icon is found in the Illustrations group of Word, Excel, and Publisher; in the Images group of PowerPoint. It is used to insert images stored on the local computer or accessible via a Local Area Network.

The Online Pictures icon is found in the Illustrations group of Word, Excel, and Publisher; in the Images group of PowerPoint. It is a portal to a Bing Image Search and used to insert online images.

The Shapes icon is found in the Illustrations group of each of the Microsoft Office applications. It opens a drop‐down

menu from where you can select a variety of shapes sorted into the categories of (1) Lines, (2) Rectangles, (3) Basic

Shapes, (4) Block Arrows, (5) Equation Shapes, (6) Flowchart, (7) Stars and Banners, and (8) Callouts.

(Time permitting) The WordArt icon is found in the Text group of each of the Microsoft Office applications. It opens a

drop‐down menu from which you select a starting style which can be configured in many different ways.

(Time permitting) The SmartArt icon is found in the Illustrations group of Word, Excel, and PowerPoint. It is not available

in Microsoft Publisher. Introduced in Microsoft Office 2007, is a way of communicating through graphics. The various

templates are sorted into the categories of (1) List, (2) Process, (3) Cycle, (4) Hierarchy, (5) Relationship, (6) Matrix,

(7) Pyramid, (8) Picture, and (9) Office.com.

Ribbons will change icon sizes and some-times remove icon labels to automatically adjust to the available viewing width. The width depends on monitor resolution and window size. What appears on your computer may not exactly match what is shown here.

4 *

InsertinganOnlinePictureThe Online Pictures icon opens the box shown at left, a portal to Bing Image Search. You enter the search

term(s) and either click the small magnifying glass icon or

press J to get a result similar to the one shown here.

By default, the Bing search restricts results to images marked as licensed under Creative Commons, but a click on ‘Show

all web results’ will produce additional results (with a caution about copyrights). Both messages offer an × in the upper‐

right to remove the message and leave more space for viewing images. The box can also be resized.

Hovering over an image or a single click on an image will produce information about the image in the lower‐left area.

The small magnifying glass icon with plus sign in the corner of the image used to produce a larger thumbnail view of the

image in the box. (It stopped working the last quarter of 2015, and is not yet fixed as of January 2016.)

When you find an image you want to use, either click on the image and then click the ‘Insert’ button or double‐click the

image.

When an image is inserted (or later selected by clicking on it), it is surrounded by a thin line

with eight (8) control squares at the four corners and four midpoints of each side. These can be

moved by clicking‐and‐dragging to resize the image: the corner controls affect both sides of the

image to which they are adjacent and will resize the image proportionately; the controls on the

sides only affect that side of the picture and will distort the picture. There is also a ninth control: a

circle above the picture connected by a thin line to center of the top border. When the mouse

pointer hovers over this control, the mouse pointer becomes a circular arrow pointing clockwise

above the control. Clicking‐and‐dragging this control rotates the image.

In addition to these controls is an icon for a pop‐up menu to the right

which, when clicked, offers layout options (shown at right). Some people

prefer using this pop‐up menu to using the Ribbon.

When a picture is selected (as it is when first inserted), the

PICTURE TOOLS – FORMAT Ribbon becomes available.

Tip: The PICTURE TOOLS – FORMAT Ribbon (and other special Ribbons) will disappear as soon as you click outside the picture. To make it reappear, just click on the picture. If you double-click the picture, it will become the active Ribbon.

5 *

ThePICTURE TOOLS – FORMATRibbonLike the INSERT Ribbon, this Ribbon is similar across the Microsoft Office applications.

The Microsoft Word PICTURE TOOLS – FORMAT Ribbon:

The Microsoft Excel PICTURE TOOLS – FORMAT Ribbon:

The Microsoft PowerPoint PICTURE TOOLS – FORMAT Ribbon:

The Microsoft Publisher PICTURE TOOLS – FORMAT Ribbon:

Microsoft Publisher is the only application which has an Insert group with a Pictures icon to

insert additional images in the PICTURE TOOLS – FORMAT Ribbon.

TheAdjustGroupThe next group in the Ribbon is the Adjust group. It is nearly identical across applications.

BackgroundRemovalThe Remove Background icon (not available in Microsoft Publisher) will attempt to identify portions of the image that

can be deleted to show only the main subject.

ImageCorrectionsThe Corrections icon offers ‘Sharpen/Soften’ options and ‘Brighten/Contrast’ options. Microsoft Publisher combines all

options into a single category.

ColorCorrectionsThe Color icon in Word, Excel, and PowerPoint have ‘Color Saturation’, ‘Color Tone’, and ‘Recolor’ options. Microsoft

Publisher’s Recolor icon only offers the ‘Recolor’ option.

ApplyingArtisticEffectsThe Artistic Effects icon in Word, Excel, and PowerPoint offer different looks. This is the last Ribbon above (from Micro‐

soft Publisher) with the ‘Glass’ effect selected.

Microsoft Office applica-tions have features for making small adjust-ments to images. If you need major adjustments, use an appropriate tool. Some features, especially ‘Remove Background’, may produce unpredict-able results.

6 *

CompressionofPicturesThe Compress Pictures icon in Word, Excel, and PowerPoint opens the dialog box at left; the dialog box from Microsoft

Publisher is to the right. Both are designed to reduce the size of your document.

ReplacingaPictureWithAnotherPictureThe Change Picture icon opens a box similar to the

one opened by the Online Pictures icon seen on

page 4, except it adds a link (‘Browse’) which will open

an ‘Open File’ dialog box (the equivalent of clicking on

the Pictures icon seen on page 3.

UndoingChangestoaPictureIn Word, Excel, and PowerPoint, the Reset Picture icon opens to two choices: (1) ‘Reset Picture’ which removes

adjustments which have been made but does not change the size of the image, and (2) ‘Reset Picture and Size’ which

restores the image to its original size (100%, even when this causes the image to extend beyond margins) and

appearance. In Microsoft Publisher, the Reset Picture icon resets the size and the appearance immediately.

Don’t forget using the Undo icon in the ‘Quick Access Toolbar’ in the upper‐left of Microsoft Office applications

or its keyboard shortcut: F + Z.

ThePicture StylesGroupIn all four applications, the largest portion of the Picture Styles group is the menu of preset styles. It uses a very

compact vertical scrollbar (shown at left) with three controls: the topmost changes to a higher row (greyed‐out here

because the menu was already at the first row); the middle control changes to a lower row; the lowest control

opens a drop‐down menu like this:

There is no icon or other commandfor removing images. Want it gone? Select the image and press V.

7 *

BordersThe Picture Border icon

controls the area

around the image. The

upper area provides a

palette of colors to use, both theme colors and standard colors; ‘No Outline’ is used to re‐

move a border; ‘More Outline Colors…’ opens the Microsoft Office dialog box for selecting

colors (the ‘Standard’ tab for choosing from the hexagon or the white‐to‐grey pattern be‐

neath it; the ‘Custom’ tab to set controls to get any one of 16,777,216 colors); ‘Weight’ controls the width

of the border; ‘Dashes’ opens a list of choices similar to the list under

‘Weight’.

PictureEffectsBeneath the Picture Border icon is the Picture Effects icon with options available from

‘Preset’ …

… Shadow …

… Reflection …

… Glow …

Tip: Holding the mouse pointer over an item in any of the Picture Effects menus will bring a pop-up with the name of the effect.

8 *

… ‘Soft Edges’ … … Bevel … … and 3‐D Rotation.

PictureLayoutsThe final icon in this group, Picture Layout, (not in

Microsoft Publisher) offers a variety of layouts.

Some require additional pictures; others are

designed to have text added to them to complete

the message.

MicrosoftPublisherAgain, Microsoft Publisher has some differences. From the Picture Border icon there is a line for

‘Tints’ which opens the ‘Fill Effects’ dialog box.

The item ‘Sample Line Color’ allows a color from

any portion of any image in the document to be

selected for a border color. Click the menu

item; the mouse pointer will change to an ‘eye

dropper’. Click on the desired color; the border

will immediately change to the new color.

Tip: Experiment! It is the best way to learn how these features work!

9 *

There is also a line for ‘Pattern’ which opens the ‘Patterned Lines’ dialog box at left.

AddingaCaptionWhere the ‘Picture Layout’ icon is located in the

other Microsoft Office applications, Microsoft

Publisher has the Caption icon. It has a menu

(note the vertical scrollbar; there is more

available than initially appears) for different

layouts of an image’s caption.

TheArrangeGroup

MicrosoftWordMicrosoft Word has two icons which do not appear in the

other Microsoft Office applications. The Position icon (left)

has a choice between displaying the image ‘In Line with

Text’ or positioning the image at a fixed location on the page with

text wrapping around it. The Wrap Text icon (right) offers different wrap‐

ping types

InLineandText WrappingExplainedWithExamplesWhen a graphic is treated as In Line, it is positioned on the page

as if it were a character on the page, no matter its size. If you

think of it as one letter of a word in a huge font, it will be easier

to understand why the only way to move it is to add or remove

characters ahead of it or to drag it to a new location. And just as

if one letter in a word were made a much larger font size, the

word processor adjusts line spacing to accommodate the space

the graphic needs. The solution: wrapping text (around the

graphic).

Video provides a powerful way to help you prove your point. When you click Online Video, you can paste in the embed code for the video you want to add. You can also type a keyword to search online for the video that best fits your document. To make your document look professionally produced, Word provides header, footer, cover page, and text box designs that

complement each other. For example, you can add a matching cover page,

header, and sidebar. Click Insert and then choose the elements you want from the different galleries. Themes and styles also help keep your document coordinated. When you click Design and choose a new Theme, the pictures, charts, and SmartArt graphics change to match your new theme. When you apply styles, your headings change to match the new theme.

Save time in Word with new buttons that show up where you need them. To change the way a picture fits in your document, click it and a button for layout options appears next to it. When you work on a table, click where you want to add a row or a column, and then click the plus sign.

Reading is easier, too, in the new Reading view. You can collapse parts of the document and focus on the text you want. If you need to stop reading before you reach the end, Word remembers where you left off ‐ even on another device.

10 *

In LinewithText (notext wrapping) (Note how the graphic precedes the word ‘To’)

Square This keeps all text outside the edges of the graphic.

T ight

(For this option to work differently than the ‘Square’ option, the graphic must have transparent area(s). The most common image formats which can have transparent areas are ‘gif’ files and ‘png’ files].)

The text will wrap around the image, beyond the edges of the image (marked in light brown), but will not be placed in transparent areas between non‐transparent areas such as those marked here in light blue.

ThroughThis option also requires transparent area(s). It is similar to the previous style, but this will use all transparent areas of the graphic for text. (This can be difficult to read.)

TopandBottomThis keeps text above and below; with nothing on either side of the graphic.

11 *

BehindText This means the graphic is behind the text of the document. If the graphic is sufficiently pale and the text provides sufficient contrast, the text remains readable. This can be used for creating a background image or watermark‐effect.

In Front of Text This means the graphic is in front of the text of the document. Regardless of the shade of the graphic, it will block out text. This makes the text the background.

TheWrapTextIconThe Wrap Text icon has a line for ‘Edit Wrap Points’. On page 4, we saw the eight control

squares (plus the one circular control for rotation) marking the border of the image. On

page 10, we saw how text could be wrapped beyond the border into transparent areas of

the image. When the image at right is selected and ‘Edit Wrap Points’ is clicked, the wrap

points are marked in a very small solid square connected by a

red line. Obviously, some of the transparency of the image at

left is being ‘seen’ by Microsoft Word, but not all. Using the

mouse, the wrap points can be dragged to new locations,

allowing text to flow into this area. The image to the right, when

the wrap points were moved, permitted the word ‘points’

(underlined in green above) to move up to the same line as

‘wrap’ (underlined in red) — you can see them marked in

yellow in the image to the left.

The next two lines, ‘Move with Text’ (checked in these

images) and ‘Fix Position on Page’ are an either/or choice.

‘Move with Text’ is the default: it anchors the image to a

paragraph so that when you enter additional text above

that paragraph, the image is pushed lower. Use ‘Fix

Position on Page’ to anchor the image to the page instead

of a paragraph. This prevents the image from moving as

text is added. Using the Position icon changes the selection

from the default to ‘Fix Position on Page’.

12 *

MoreLayoutOptions‘More Layout Options…’ is used when you want to get to the three‐tabbed ‘Layout’ dialog box. It provides all the tools

needed for very precise formatting of a graphic’s size, position, and text‐wrapping options.

MicrosoftPublisherThe leftmost icons of the Arrange group in Microsoft Publisher are

Arrange Thumbnails and Wrap Text. The first has no options; it

removes any images which are selected from the document and places a thumbnail of the

image in the ‘scratch area’ (the area to the right of the document) from where they can be

retrieved for insertion anywhere in the Publisher document, usually using the Reset Picture

icon in the Adjust group to return them to a usable size.

The Wrap Text icon opens a menu similar to Microsoft Word’s icon of the same name. The

order is different and there are no options for ‘Behind Text’ or ‘In Front of Text’. Neither is

there a choice between moving the image with text or fixing the position on the page. The ‘More Layout Options…’

opens a five‐tabbed dialog box. It provides all the tools needed for very precise formatting of an image.

Word 2013 introduced a new option at the bottom of the Wrap Text menu: ‘Set as Default Layout’. If you consistently use one wrapping style, you can select it for a graphic and then return to the menu and choose this option to make it the default wrapping style for all future graphics.

13 *

Changing‘Levels’ofImagesAll these Microsoft Office applications have a Bring Forward icon. In Microsoft

Excel and Microsoft PowerPoint, this icon is greyed‐out unless there are

multiple images present. When clicked on the right side where there is a down‐

pointing arrow, there is a ‘Bring Forward’ option, a ‘Bring to Front’ option, and

in Microsoft Word only, a ‘Bring in Front of Text’

option. If clicked directly on the image or label

portion, the ‘Bring Forward’ option will be

applied.

These applications also have a Send Backward

icon. In Microsoft Excel and Microsoft

PowerPoint, this icon is greyed‐out unless there are multiple images present.

When clicked on the right side where there is a down‐pointing arrow, there is a

‘Send Backward’ option, a ‘Send to Back’ option, and in Microsoft Word only, a

‘Send Behind Text’ option. If clicked directly on the image or label portion, the

‘Send Backward’ option will be applied.

SelectionPaneThe Selection Pane icon opens the Selection Pane

which, in Microsoft Word, lists all images on the

current page. In Microsoft Excel, it lists all images on the current worksheet. In Microsoft

PowerPoint, it lists all images on the current slide. It is not available in Microsoft Publisher.

Images are ordered according to the ‘level’ used in the ‘Bring Forward’, ‘Send Backward’,

etc. options. The topmost item will cover all other images; the bottommost item will be

covered by any other image. The ‘Show All’ button will cause all images to be displayed; the

‘Hide All’ will cause all images to be hidden. Individual items can be selected by clicking on

them with the mouse. Individual items can be hidden by clicking to the right of the name

which toggles between (displaying) and (hidden). Image ‘levels’ can be changed by

selecting one or more items in the ‘Selection Pane’ and either dragging them to a new

position or using the controls to the right of the ‘Show All’ and ‘Hide All’ buttons.

The display of grouped items can be toggled between showing just the Group Entry or showing the

members immediately beneath the name of the group and indented by clicking on the arrow to toggle

between ‘open’ and ‘closed’ as shown at left.

Each new image added to a document is treated as if it were placed on top of everything already in the document. Thus, if ‘Image A’ is inserted first and then ‘Image B’, if ‘Image B’ is posi-tioned to overlap ‘Image A’, where there is overlap only ‘Image B’ will appear. If ‘Image C’ is then added and moved to overlap both ‘Image A’ and ‘Image B’ it will take priority where overlapped. It might look like this:

If ‘Image A’ is selected and the ‘Bring Forward’ option is applied, the arrangement would then be:

If ‘Image B’ is moved, the arrangement becomes clearer:

IMAGE A IMAGE BIMAGE C

IMAGE BIMAGE A IMAGE C

IMAGE BIMAGE A IMAGE C

Tip: If an image is sent ‘Behind Text’ in Microsoft Word, it is sometimes diffi-cult to later select the image if there isn’t a portion of the image not covered by text.

14 *

AligningObjectsThe Align icon is in the Arrange group of all four of these Microsoft Office applications and it opens a menu of choices.

The menus are shown here. From left to right they are Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and

Microsoft Publisher. Greyed‐out items are typically unavailable because the image(s) are in an incorrect condition, e.g.

word wrap has not been turned on in

Microsoft Word, the ‘Relative to Margin

Guides’ has been de‐selected in Microsoft

Publisher.

Horizontal alignments are controlled by ‘Align

Left’, ‘Align Center’, ‘Align Right’, and ‘Distri‐

bute Horizontally’.

Vertical alignments are controlled by ‘Align

Top’, ‘Align Middle’, ‘Align Bottom’, and

‘Distribute Vertically’.

MicrosoftWord‘Align to Page’ checked: ‘Align Left’ aligns the left side of the selected image(s) with the left edge of the paper, ‘Align

Center’ centers the selected image(s) between the left and right edges of the paper, and ‘Align Right’ aligns the right

side of the selected image(s) with the right side of the paper. When a single image is selected, ‘Distribute Horizontally’

duplicates ‘Align Center’, but when multiple images are selected, it spaces them horizontally so the following gaps are

identical in width: (1) left edge of the paper to the left side of the leftmost image, (2) right side of each image to the left

side of the image to its right, and (3) right side of the rightmost image to the right edge of the paper.

‘Align Top’ aligns the top side of the selected image(s) with the top edge of the paper, ‘Align Middle’ centers the

selected image(s) between the top and bottom edges of the paper, and ‘Align Bottom’ aligns the bottom side of the

selected image(s) with the bottom edge of the paper. When a single image is selected, ‘Distribute Vertically’ duplicates

‘Align Middle’, but when multiple images are selected, it spaces them vertically so the following gaps are identical in

height: (1) top edge of the paper to the top side of the topmost image, (2) bottom side of each image to the top side of

the image below it, and (3) bottom side of the bottommost image to the bottom edge of the paper.

‘Align to Margin’ checked: ‘Align Left’ aligns the left side of the selected image(s) with the left margin, ‘Align Center’

centers the selected image(s) between the left and right margins, and ‘Align Right’ aligns the right side of the selected

image(s) with the right margin. When a single image is selected, ‘Distribute Horizontally’ duplicates ‘Align Center’, but

when multiple images are selected, it spaces them horizontally so the following gaps are identical in width: (1) left

margin to the left side of the leftmost image, (2) right side of each image to the left side of the image to its right, and

(3) right side of the rightmost image to the right margin.

‘Align Top’ aligns the top side of the selected image(s) with the top margin, ‘Align Middle’ centers the selected image(s)

between the top and bottom margins, and ‘Align Bottom’ aligns the bottom side of the selected image(s) with the

bottom margin. When a single image is selected, ‘Distribute Vertically’ duplicates ‘Align Middle’, but when multiple

images are selected, it spaces them vertically so the following gaps are identical in height: (1) top margin to the top side

of the topmost image, (2) bottom side of each image to the top side of the image below it, and (3) bottom side of the

bottommost image to the bottom margin.

Tip: Microsoft Word has a tendency, in documents with many graphics, to move documents ‘off page’ and out of sight: effectively useless but still contributing to the size of the file. The Selection Pane is the easiest way to find these graphics.

The Selection Pane is also the easiest way to select multiple images for actions such as grouping and deleting in any Microsoft Office application.

15 *

‘Align Selected Objects’ checked: (This requires multiple images to be selected. If only

a single image is selected, this option is greyed‐out.) ‘Align Left’ aligns the left side of

all selected images, ‘Align Center’ aligns the center of all selected images horizontally,

and ‘Align Right’ aligns the right side of all selected images. ‘Align Top’ aligns the top

side of all selected images, ‘Align Middle’ aligns the center of the selected images

vertically, and ‘Align Bottom’ aligns the bottom side of all selected images. ‘Distribute

Horizontally’ spaces the images so the gap between the selected images is identical in

width without regard for the space to the left or right of the images as a whole.

‘Distribute Vertically’ spaces the images so the gap between the selected images is

identical in height without regard for the space above or below the images as a whole.

At the bottom of Microsoft Word’s Align menu are three items: (1) ‘Use Alignment

Guides’ – by default, this causes a green line to pop‐up when dragging an image when

it butts up against a page margin or the top of a paragraph; (2) ‘View Gridlines’ – this

causes a grid to appear across the ‘paper’ area of the document; and (3) ‘Grid

Settings…’ – this opens the Grids and Guides dialog box (shown at right). This dialog box is used to control various visual

guides and aids used to align objects.

MicrosoftExcelIf only one image is selected, all the align items will be greyed‐out.

Two or More Items selected: ‘Align Left’ aligns the left side of all selected images, ‘Align Center’ aligns the center of all

selected images horizontally, and ‘Align Right’ aligns the right side of all selected images. ‘Align Top’ aligns the top side

of all selected images, ‘Align Middle’ aligns the center of the selected images vertically, and ‘Align Bottom’ aligns the

bottom side of all selected margins.

Three or More Items selected: ‘Distribute Horizontally’ spreads the images so the gap between the selected images is

identical in width. ‘Distribute Vertically’ spreads the images so the gap between the selected images is identical in

height.

The ‘Snap to Grid’ option is toggled on/off with a mouse click. When on, the icon is highlighted. It causes images to be

aligned to the gridlines (lines between columns and between rows).

The ‘Snap to Shape’ option is toggled on/off with a mouse click. When on, the icon is highlighted. It causes images to be

aligned to the gridlines which go through the vertical and horizontal edges of other shapes or objects.

The ‘View Gridlines’ option is toggled on/off with a mouse click. When on, the icon is highlighted and gridlines are

visible. When off, all gridlines are hidden.

MicrosoftPowerPoint‘Align to Slide’ checked: ‘Align Left’ aligns the left side of the selected image(s) with the left margin, ‘Align Center’

centers the selected image(s) between the left and right margins, and ‘Align Right’ aligns the right side of the selected

image(s) with the right margin. When a single image is selected, ‘Distribute Horizontally’ duplicates ‘Align Center’, but

when multiple images are selected, it spaces them horizontally so the following gaps are identical in width: (1) left

margin to the left side of the leftmost image, (2) right side of each image to the left side of the image to its right, and

(3) right side of the rightmost image to the right margin.

‘Align Top’ aligns the top side of the selected image(s) with the top margin, ‘Align Middle’ centers the selected image(s)

between the top and bottom margins, and ‘Align Bottom’ aligns the bottom side of the selected image(s) with the

bottom margin. When a single image is selected, ‘Distribute Vertically’ duplicates ‘Align Middle’, but when multiple

images are selected, it spaces them vertically so the following gaps are identical in height: (1) top margin to the top side

of the topmost image, (2) bottom side of each image to the top side of the image below it, and (3) bottom side of the

bottommost image to the bottom margin.

16 *

‘Align Selected Objects’ checked: (This requires multiple images to be selected. If only a single image is selected, this

option is greyed‐out.) ‘Align Left’ aligns the left side of all selected images, ‘Align Center’ aligns the center of all selected

images horizontally, and ‘Align Right’ aligns the right side of all selected images. ‘Align Top’ aligns the top side of all

selected images, ‘Align Middle’ aligns the center of the selected images vertically, and ‘Align Bottom’ aligns the bottom

side of all selected margins. ‘Distribute Horizontally’ spaces the images so the gap between the selected images is

identical in width without regard for the space to the left or right of the images as a whole. ‘Distribute Vertically’ spaces

the images so the gap between the selected images is identical in height without regard for the space above or below

the images as a whole.

MicrosoftPublisherThe ‘Relative to Margin Guides’ option is toggled on/off with a mouse click. When on, the icon is highlighted.

‘Align to Margin’ on: ‘Align Left’ aligns the left side of the selected image(s) with the left margin, ‘Align Center’ centers

the selected image(s) between the left and right margins, and ‘Align Right’ aligns the right side of the selected image(s)

with the right margin. When a single image is selected, ‘Distribute Horizontally’ duplicates ‘Align Center’, but when

multiple images are selected, it spreads them horizontally so there is the same amount of space (1) from the left margin

to the left edge of the leftmost image, (2) between the right edge of each image and the left edge of the image to its

right, and (3) from the right edge of the rightmost image to the right margin.

‘Align Top’ aligns the top side of the image with the top margin, ‘Align Middle’ centers the image between the top and

bottom margins, and ‘Align Bottom’ aligns the bottom side of the image with the bottom margin. When a single image is

selected, ‘Distribute Vertically’ duplicates ‘Align Middle’, but when multiple images are selected, it spreads them

vertically so the following gaps are identical in height: (1) top margin to the top side of the topmost image, (2) between

the bottom side of each image and the top side of the image below it, and (3) from the bottom side of the bottommost

image to the bottom margin.

‘Align to Margin’ off: (If only a single image is selected, this option is greyed‐out.) ‘Align Left’ aligns the left side of all

selected images, ‘Align Center’ aligns the center of all selected images horizontally, and ‘Align Right’ aligns the right side

of all selected images. ‘Align Top’ aligns the top side of all selected images, ‘Align Middle’ aligns the center of the

selected images vertically, and ‘Align Bottom’ aligns the bottom side of all selected margins. ‘Distribute Horizontally’

spreads the images so the gap between the selected images is identical in width without regard for the space to the left

or right of the images as a whole. ‘Distribute Vertically’ spreads the images so the gap between the selected images is

identical in height without regard for the space above or below the images as a whole.

GroupingandUngroupingObjectsMicrosoft Publisher has separate Group and Ungroup icons; the others have only a Group icon which, when clicked,

opens a two‐item menu: ‘Group’ and ‘Ungroup’. To group objects, at least two must be selected. To ungroup objects at

least one group of previously grouped objects must be selected.

RotateWhen the Rotate icon in the Arrange group is clicked, Microsoft Word, Microsoft

Excel, and Microsoft PowerPoint display the menu shown at left; Microsoft

Publisher the image at right. ‘Rotate Right 90°’ rotates clockwise; ‘Rotate Left 90°’

rotates counter‐clockwise. ‘Flip Vertical’ and ‘Flip Horizontal’ are self‐explanatory

(both reverse text in an image).

Publisher’s ‘Free Rotate’ simply changes the mouse pointer to the same shape as when the mouse is

moved over an image’s ninth control as seen on page 4 (the circle centered above the image used to rotate the image).

17 *

It is with the final item there is some real differences. Microsoft Word opens the ‘Size’ tab of

the Layout dialog box seen on page 12. Microsoft Publisher opens the ‘Size’ tab of the

Format Picture dialog box seen on page 12. Microsoft Excel and Microsoft PowerPoint open

a ‘Format Picture’ pane (shown at right).

TheSizeGroupCroppingImagesThe first icon of the Size group is Crop. If the down‐pointing arrow is clicked, a

menu will appear (right). Clicking on ‘Crop’ or clicking the Crop icon above the

down‐pointing arrow, will highlight the icon in color and the picture

border will change from something like the rose at far left to the second

rose: the ninth control at top (for rotation) has disappeared and just

inside the border at the other eight control

points a short heavy line (sides) or right‐

angled bracket (corners) has appeared.

When the mouse pointer is moved above one of these lines (just

a few pixels away from the lines the effect is lost) the pointer

will reflect the heavy line. Beginning a click‐and‐drag from this

point will grey‐out portions of the image for potential cropping.

The area left untinted can be moved with a click‐and‐drag to

adjust the area to be retained. When satisfied with the change

to sides and/or shapes, click the Crop icon again to remove the

selected portions of the image from the document.

The next item in the menu under Crop is the ‘Crop to Shape’ which opens a menu

of shapes. Select the desired shape and the image will be immediately cropped to

the selected shape.

The ‘Aspect Ratio’ selection will automatically crop the

image to the ratio selected. The first number represents the

width of the image; the second number represents the

height. The selections are grouped under ‘Square’, ‘Portrait’, and

‘Landscape’. The application will highlight in grey the area which needs

to be cropped to achieve the selected ratio. The area which is left

untinted will be centered and the Crop icon will be highlighted. As with the crop

option above, the untinted area can be moved with a click‐and‐drag to adjust the

area to be retained. When satisfied with the proposed changes, click the Crop icon

to complete the cropping.

The final two items in the menu behave differently depending on the situation when

they are selected. They can duplicate the ‘Crop’ function and restore deleted

portions of a picture without distorting the aspect ratio of the image.

Tip: Microsoft Office applications have been replacing dialog boxes with ‘panes’. When first opened, panes open below the Ribbon on the right side of the application’s window (reducing horizontal space for the document). By using a click-and-drag on the top of a pane, it can be moved from the right side to become a ‘floater’ (moved around as desired, even outside the application window) and can be dragged into a ‘dock’ position on the left or right side of the application window.

18 *

MicrosoftPublisherBasically, Microsoft Publisher handles cropping as the other applications, but it places the cropping icons in

its own Crop group (image to right), separating the functions into four separate icons.

AdjustinganImage’sHeight&WidthAn image’s size can be changed using the Height and/or Width icons. The up arrows and down arrows

can be clicked to increase or decrease the size by one‐tenth of an inch. Alternatively, a number can be

entered directly into the window followed by pressing J.

InsertingaPicture(notonline)Using the icon shown here, the file

manager’s ‘Open File’ dialog box

(renamed to ‘Insert Picture’) is

opened and used to navigate to an image

stored on the local computer or accessible via

a Local Area Network. When the image is

found, it can be inserted by either highlighting

the file’s icon and then clicking the ‘Insert’

button or by double‐clicking the file’s icon.

Once inserted, the PICTURE TOOLS – FORMAT

Ribbon becomes available and the image is

manipulated as with an online picture.

InsertingShapesJust to the right of the Pictures and Online Pictures icons is the Shapes icon. When

clicked, a large menu of available shapes appears, sorted into categories plus a group of

recently used shapes at the top. To insert a

shape, (1) click on the desired shape in the menu,

(2) the menu closes and the mouse pointer shape

changes to a large plus sign ( ), (3) either click once

on the document to insert the shape without initial

sizing or click and drag on the document to insert the

shape, sizing it as you drag.

When a shape is selected (as it is when first

inserted), the DRAWING TOOLS – FORMAT Ribbon

becomes available.

Tip: Inserting a shape with perfect symmetry (e.g. a circle with the ‘oval’ shape or a square with the ‘rectangle’ shape) can be achieved by placing the shape with a single click in the document to insert it without sizing or by holding the G key whilst inserting the shape with a click-and-drag.

Tip: If you need a shape’s center in a specific point in the document, start the click-and-drag to insert the shape at the specific point and hold

F before releasing the mouse button. This can be done with G for symmetry.

Tip: Change your mind? You can change the mouse pointer from a large plus sign to normal by pressing

M. The insert shape process will be cancelled.

19 *

TheDRAWING TOOLS – FORMATRibbonOnce again, this Ribbon is similar across the Microsoft Office applications. Much of it is identical to the PICTURE TOOLS –

FORMAT Ribbon.

The Microsoft Word DRAWING TOOLS – FORMAT Ribbon:

The Microsoft Excel DRAWING TOOLS – FORMAT Ribbon:

The Microsoft PowerPoint DRAWING TOOLS – FORMAT Ribbon:

The Microsoft Publisher DRAWING TOOLS – FORMAT Ribbon:

TheInsert ShapesGroupThe leftmost group in the DRAWING TOOLS – FORMAT Ribbon is Insert Shapes. The leftmost area is for inserting

additional shapes. It uses a tight vertical scrollbar which stacks icons for ‘Previous Row’, ‘Next Row’, and

drop‐down menu labelled ‘More’. The shapes available are identical to those available from the Shapes icon in the

INSERT Ribbon’s Illustrations group. It does not have a ‘Recently Used Shapes’ group.

EditShapeWhen a shape other than a shape from the Lines category is

selected (i.e. any shape in the categories of Rectangles, Basic

Shapes, Block Arrows, Equation Shapes, Flowchart, Stars and

Banners, or Callouts) is selected, the Edit Shape icon will be available. Clicking on it produced

two menu items, ‘Change Shape’ which is used to change the selected shape to any other shape

in the seven categories other than Lines; and ‘Edit Points’ which functions as the ‘Edit Wrap

Points’ option selected from the PICTURE TOOLS – FORMAT Ribbon’s Wrap Text icon in the

Arrange group. It can be used to turn a basic shape like a hexagon into a shape not available

from the menu:

Object selected 'Edit Points' selected Upper‐right & lower‐left points (corners) dragged

to new location

Final result

20 *

DrawTextBox/TextBox/EditTextMicrosoft Word’s Draw Text Box icon and the Text Box icon in Microsoft Excel and Microsoft PowerPoint provide a

quick way to draw a basic text box. (It duplicates the ‘Text Box’ shape in the far‐left menu.) Microsoft Publisher’s Edit

Text icon moves the Insertion Point into the shape from where text can be entered.

MergeShapes(MicrosoftPowerPointonly)Unique to Microsoft PowerPoint, the Merge Shapes icons offers some interesting options. These illustrations should

provide some ideas:

TheShapes StylesGroupWhere the PICTURE TOOLS – FORMAT Ribbon has the Picture Styles group,

the DRAWING TOOLS – FORMAT Ribbon has the Shape Styles group. Like

its counterpart, the Shape Styles group’s largest area is a menu of pre‐

set styles using a tight vertical scrollbar which stacks icons for the previous row, the next row, and a drop‐down menu

labelled ‘More’. (For shapes in the Lines category, the preset styles will differ and the Shape Fill icon will be greyed‐out.)

Where the Picture Styles group had, to the right of the preset styles, icons for (top to bottom) Picture Border, Picture

Effects, and Picture Layout, the Shape Styles group has Shape Fill, Shape Outline (which is most like Picture Border),

and Shape Effects (most like Picture Effects).

21 *

ShapeFillThe Shape Fill icon is greyed out for shapes in the Lines group; for other shapes it controls the contents

of what is inside the border. The choices in ‘Theme Colors’, ‘Standard Colors’, and ‘More Fill Colors…’ is

the same as the choices from the Picture Border icon in the Picture Styles group of the PICTURE TOOLS –

FORMAT Ribbon (see page 7). ‘No Fill’ removes any color. The ‘Picture…’ selection opens the following

box:

Normally, this box changes to the following in just a few

seconds:

(This is the same box

discussed on page 6.)

When a picture is

selected from here, it

replaces any color fill.

The ‘Gradient’ option can be used to create a range of colors with tran‐

sitions. Selecting ‘More Gradients…’ at the bottom of the menu opens

the ‘Format Shape’ pane, from where a shape can be changed from

something like the first rectangle (blue) to the rectangle beneath it.

The ‘Texture’ option can be used to fill

the shape with a variety of textures.

Selecting ‘More Textures…’ at the bottom of the menu opens the ‘Format Picture’

pane, from where it is possible to use a picture (online or offline) as a texture.

22 *

ShapeOutlineThe Shape Outline icon is very similar to the Picture Border icon covered on page 7:

‘Theme Colors’, ‘Standard Colors’, ‘No Outline’, ‘More Outline Colors…’, ‘Weight’, and

‘Dashes’ all work the same. There is an additional item, ‘Arrows’, available for shapes

from the Lines category, but otherwise greyed‐out.

ShapeEffectsThe Shape Effects icon is very similar to the Picture

Effects icon covered on page 7, including ‘Preset’,

‘Shadow’, ‘Reflection’, ‘Glow’, ‘Soft Edges’, ‘Bevel’,

and ‘3‐D Rotation’.

TheWordArt StylesGroupThe WordArt Styles group is only available for shapes containing

text. A text box will have these items available, but double‐

clicking on a shape (except those from the Lines group) and

entering text will convert almost any shape into one where the WordArt Styles group will change

from being greyed‐out to being available.

The WordArt Styles group is a counterpart to the Shape Styles

group. About half its area is a menu of preset styles using a tight

vertical scrollbar which stacks icons for the previous row, the next

row, and a drop‐down menu labelled ‘More’ which reveals all the

preset styles.

TextFillLike the Shape Fill of the Shape Styles group (page 22), Text Fill includes

‘Theme Colors’, ‘Standard Colors’, ‘No Fill’, ‘More Fill Colors…’, and

‘Gradient’ (but neither ‘Picture…’ nor ‘Texture’).

TextOutlineLike the Shape Outline of the Shape Styles group

(page 22), Text Outline includes ‘Theme Colors’,

‘Standard Colors’, ‘No Outline’, ‘More Outline

Colors…’, ‘Weight’, and ‘Dashes’ (but not ‘Arrows’).

23 *

TextEffectsLike the Shape Effects of the Shape Styles group (page 22), Text Effects includes

‘Shadow’, ‘Reflection’, ‘Glow’, ‘Bevel’, and ’3‐D Rotation’ (but neither ‘Preset’ nor

‘Soft Edges’), plus one special item: ‘Transform’. As can be seen from the menu here, there are options for

arranging the letters in arcs, circles, arches, chevrons, and more. More details can be found on page 25.

TheTextGroupThe Text group (Microsoft Word only) is only available for shapes containing text. A

text box will have these items available, but double‐clicking on a shape (except

those from the Lines group) and entering text will convert almost any shape into

one where the Text group will change from being greyed‐out to being available.

TextDirectionText Direction is used to rotate the text in a shape. If the ‘Text

Direction Options…’ is clicked, it

opens a dialog box:

Although there is no option for

rotating text 180° (inverting it), the

effect can be achieved by turning the

shape containing the text.

AlignTextAlign Text is used to arrange the position of text in a shape. If the text

has been rotated with Text Direction, ‘Top’, ‘Middle’, and ‘Bottom’

become ‘Left’, ‘Center’, and ‘Right’.

TheArrangeGroupThe Arrange group of the PICTURE TOOLS – FORMAT Ribbon was discussed on pages 9

through 17. The Arrange group of the DRAWING TOOLS – FORMAT Ribbon is nearly

identical. The exceptions are (1) Microsoft Publisher does not have the Arrange

Thumbnails icon and (2) in Microsoft Publisher, any shape with text opens an additional ribbon: TEXT BOX TOOLS – FORMAT

which is discussed on page 26.

TheCropGroup(MicrosoftPublisheronly)The Crop group which is part of Microsoft Publisher’s PICTURE TOOLS – FORMAT Ribbon is not a part of the DRAWING TOOLS –

FORMAT Ribbon.

CreateLinkCreate Link is used to link shapes

for the purpose of having text

from one shape overflow into the

next shape. More than two shapes

can be linked so text can success‐

sively flow from one shape to

the next. The text boxes out‐

lined in green have been linked.

To create a link, select the first

shape, click Create Link (the mouse pointer will

change to ), move the mouse over the next

shape (the mouse pointer will change to

and click to complete the link.

24 *

TheSizeGroupThe Size group of the DRAWING TOOLS – FORMAT Ribbon in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint is

identical to the Size group in the PICTURE TOOLS – FORMAT Ribbon with one exception: the Crop icon is omitted. In

Microsoft Publisher, the Size group of the DRAWING TOOLS – FORMAT Ribbon (image at right) adds a

Measurement icon which, when clicked, opens a dialog box from which the shape’s position on the page

can be controlled (first and second items, ‘x’ and ‘y’), its width and height set (third and

fourth items), and its rotation set (fifth item). The last three items will be blank unless text inside the

shape is selected. The sixth item (third from bottom), ‘Tracking’, adjusts the relative space between

characters by a user‐specified percentage. The penultimate item, ‘Text Scaling’ adjusts the relative

width of characters by a user‐specified percentage. The bottommost item, ‘Kerning’, adjusts the space

between individual characters.

Although most graphics are inserted from the Illustrations group of the INSERT Ribbon, there are two inserted from the

Text group (second from the right in Microsoft Word and Microsoft Excel, third from the right in Microsoft PowerPoint

and Microsoft Publisher), Text Box and WordArt.

The Microsoft Word INSERT Ribbon

The Microsoft Excel INSERT Ribbon

The Microsoft PowerPoint INSERT Ribbon

The Microsoft Publisher INSERT Ribbon

Microsoft Publisher’s Text Box is a duplicate of the text box found in the INSERT Ribbon’s Illustrations group’s Shape

menu. In the other three Microsoft Office applications, it is quite different.

Kerning is the process of adjusting the spacing between characters in a proportional font, usually to achieve a visually pleasing result. Kerning adjusts the space between individual letter forms.

25 *

InsertingaSpecialTextBoxDespite having the same name as one of the Shapes in the Shape menu and a

similar‐looking icon, the Text Box icon in the INSERT Ribbon’s Text group is very

different. When clicked, it opens a menu of pre‐designed text boxes (note the

scrollbar at far right; there are more styles available than what first appears).

These text boxes typically have several

shapes some of which are grouped and,

when inserted, have one or more sets of

text which are automatically highlighted as a

whole and then replaced when text is

entered.

Although it functions as a text box, these

text boxes are intended to be a visual high‐

light on a page, some filling the side of a

page from top to bottom (even beyond page

margins).

UsingWordArt(timepermitting)Much of this has already been covered in the section beginning on page 22, but using the WordArt icon from the INSERT

Ribbon’s Text group makes it more accessible. The initial menu may be stretched wider and longer by dragging on its

lower‐right corner.

With the use of things like Reflections, Glow, Transform, and more, this special kind of text

box can transform the text in a manner which makes the text itself art. Some examples are

on the next page.

26 *

When WordArt is inserted (or later selected), the Drawing Tools – Format Ribbon becomes available. For more on that

ribbon, see page 19.

MicrosoftPublisher’sTEXT BOX TOOLS – FORMATRibbon(timepermitting)

Microsoft Publisher’s TEXT BOX TOOLS – FORMAT Ribbon has many items already covered — but not all. It is divided into

Text, Font, Alignment, Linking, WordArt Styles, and Typography groups.

TheTextGroupChangingTextSizeThe Text Fit icon opens a menu (shown at left) of four items: ‘Best Fit’ (if clicked after text is entered,

it will increase the size of the text to fit the text box, but if more text is entered it will shrink the text

as it is entered); ‘Shrink Text On Overflow’ (shrinks text as it is entered to fit into the text box, but will

never increase font size); ‘Grow Text Box to Fit’ (expands the height of the text box by extending the

lower edge, even beyond the size of the page; it will not widen the text box); and ‘Do Not Autofit’.

TextDirectionThe Text Direction icon toggles text between a normal rotation and rotated 90° clockwise.

27 *

HyphenationThe Hyphenation icon toggles between hyphenating the text within the text box (default) and turning hyphenation off.

TheFontGroupThis is the standard Microsoft Publisher Font group as it exists on the HOME ribbon.

TheAlignmentGroupAligningTextinaTextBoxThe leftmost nine icons are for aligning text within the text box: the top three are top alignments; the

middle (left‐to‐right) three are center alignments; the bottom three are bottom alignments; the left

three (top‐to‐bottom) are left alignments; the middle three (top‐to‐bottom) are center alignments; the right three (top‐

to‐bottom) are right alignments.

CreatingColumnsinaTextBoxThe Columns icon opens a menu for one, two, or three columns, plus

‘More Columns…’ which opens a dialog box (show at right) from where

spacing between columns can be set as well as the number of columns, up

to sixty‐three (63).

TextBoxMarginsThe Margins icon opens a menu of suggested

margins for the text box and includes a

‘Custom Margins…’ which opens a five‐tab dialog

box (shown at right) to the ‘Text Box’ tab where

detailed choices can be made.

TheLinkingGroupWhen a text box has too much data — and the Text Fit of the Text group is set to

‘Do Not Autofit’ (see page 26), an icon with three dots will appear on the right side

of the text box towards the bottom. If this icon is clicked or the Create Link icon is

clicked in the Ribbon, the mouse pointer will change to ;

the next click in the document will create a new text box

linked to the previous text box and the Previous icon will

become active. In the box at right, the left‐pointing arrow on

the left side towards the top duplicates the function of the

Previous icon. Since there is still more text, the three‐dot icon

is still present. When in a text box which is linked to a subse‐

quent text box, the Next icon will be active. When in any text box which is linked to another text

box, the Break icon will be active.

28 *

TheWordArt StylesGroupThe left section of this group is preset WordArt styles with a tight vertical scrollbar which

stacks icons for the previous row, the next row, and a drop‐down menu labelled ‘More’.

TextFillThe Text Fill icon, when clicked, opens a menu with familiar

choices between ‘Scheme Colors’ (instead of ‘Theme Colors’);

‘Standard Colors’; ‘No Fill’; ‘More Colors…’ (which opens the

‘Colors’ dialog box); ‘Tints’ (which opens the ‘Fill Effects’ dialog box

(shown at far right) from where a base color and halftone density

can be selected); ‘Sample Font Color’ (which permits choosing any

color present in the document); and ‘Fill Effects’ (which opens the

‘Format Shape’ dialog box shown at near right and below). The

‘Format Shape’ dialog box functions much like

panes in Microsoft Word, Microsoft Excel, and

Microsoft PowerPoint: the fill color can be solid

or a gradient; gradients can be set for many

different colors with transitions between them.

TextOutline

When the Text Outline icon is

clicked, a menu similar to the

Text Fill icon opens. ‘Scheme

Colors’; ‘Standard Colors’; ‘No

Outline’; ‘More Outline

Colors…’ (which opens the

‘Colors’ dialog box); ‘Tints’

(opens ‘Fill Effects’ dialog

box); and ‘Sample Line Color’.

In addition, there are items

for ‘Weight’

and for ‘Dashes’,

plus ‘Outline Effects’, which

opens the ‘Format Shape’

dialog box (shown at left).

29 *

TextEffectsThe final icon in the WordArt Styles group, Text Effects, offers effects seen in other

Microsoft Office applications: ‘Shadow’, ‘Reflection’, ‘Glow’ (shown at left), and

‘Bevel’.

TheTypographyGroupTypography choices are outside the scope of a class on graphics. Much of this

section is font‐dependent; many fonts do not support these features.

InsertingaChart(timepermitting)

Both Microsoft Word and Microsoft PowerPoint have the ability to create and insert a chart directly into their

documents. Under most circumstances, inserting a chart is best done by creating a chart in the spreadsheet containing

the source data. If the data will be changing, this can be—and should be—accomplished by using a link from the

spreadsheet. For data that is fixed, a chart can be created in Microsoft Excel and then copied and pasted into a Microsoft

Word document or Microsoft PowerPoint presentation.

From the Illustrations group (shown at left, Microsoft Word above, Microsoft

PowerPoint below), clicking Chart will open a menu of Chart styles. Double‐click on

the desired chart type — it can be changed later — or single‐click on it and then

click the OK button.

A chart of the selected type will be created. Microsoft Word

will produce a chart of the desired type, open two new

ribbons: CHART TOOLS – FORMAT and CHART TOOLS – DESIGN and

open a small Microsoft Excel window with ‘dummy data’

from where you can make changes to the data and have

those changes reflected in the chart.

When finished, close the Microsoft Excel window.

Tip: When inserting a chart into Microsoft Word or Microsoft PowerPoint, the data is not stored in Microsoft Excel. It is only stored in the application with the chart. The complete spreadsheet features available in Microsoft Excel will not be available to use on the data.

The creation and modifying of charts is covered in the Spreadsheets: Charts class.

30 *

Here is a comparison of the how inserting a chart looks in both Microsoft PowerPoint and Microsoft Word:

TheCHART TOOLS – DESIGNRibbon(timepermitting)

The CHART TOOLS – DESIGN Ribbon is identical in both Microsoft Word and Microsoft PowerPoint. (It is nearly identical to

the same Ribbon in Microsoft Excel which has an additional group (Location) with an additional icon (Move Chart).

Divided into Chart Layouts, Chart Styles, Data, and Type, it is used to change the chart type, change the data being used,

and change the appearance of the chart.

31 *

TheCHART TOOLS – FORMATRibbon(timepermitting)The CHART TOOLS – FORMAT Ribbon in Microsoft PowerPoint is identical to the ribbon of the same name in Microsoft

Excel.

The Ribbon is slightly different in Microsoft Word, adding to the Arrange group.

Divided into Current Selection, Insert Shapes, Shape Styles, WordArt Styles, Arrange, and Size, this Ribbon is used to

select a specific part of the chart you want to work with, add items, change labels, and more.

32 *

InsertSmartArt(timepermitting)Using the INSERT ribbon, in the Illustrations

group, click on the SmartArt icon.

This opens a dialog box, Choose a SmartArt

Graphic:

The left section provides a filter; the

middle section displays a thumbnail

of the SmartArt graphic in grey; the

right section displays a preview of

the SmartArt graphic in color with

information on how it might be

used.

The information may be sufficiently

long to require a scroll bar as here

with the ‘Basic Venn’.

When the desired SmartArt graphic

has been selected, click the OK

button.

Having selected the ‘Basic Venn’,

the graphic has been inserted and

the Text Pane (labelled ‘You’re your

text here’) opened alongside it.

There

are

three

ways to

close the Text Pane: (1) the Text Pane toggle

switch, (2) the small × in the

upper‐right corner of the Text

Pane, and (3) the toggle switch on

the left edge of the SmartArt

graphic midway between top and

bottom.

33 *

As you enter text, the font size will change

automatically, scaling the content to fit into the

available space.

The longer the text, the smaller the font.

To add an additional line for an item, press G+J.

If you press just the J key, Microsoft Word will add an

additional item (you can use f to undo):

To move to the next or previous item (without creating a

new item), use the b and d keys.

Entries are automatically word‐wrapped.

When in a SmartArt graphic, there are two

additional ribbons available, SMARTART TOOLS DESIGN

and SMARTART TOOLS FORMAT:

These ribbons — especially the SMARTART TOOLS FORMAT

ribbon — are similar to other impermanent ribbons used

for graphics in Microsoft Word.

Tip: If you want to change the order of items in the Text Pane, you can use the Move Up and Move Down icons. In some SmartArt graphics (e.g. those with a hierarchical structure), you can use the Promote and Demote icons. The effect of Add Shape and Add Bullet depend on the Layout.

34 *

The Layouts group of

the SMARTART TOOLS

DESIGN ribbon has the

‘tight menu’ with icons

stacked (top‐to‐bottom) for ‘Previous Row’,

‘Next Row’, and to open all in a drop‐down

menu.

As you move the mouse over a layout, the Smart‐

Art graphic will change, providing a preview.

Clicking one of the choices will apply that

Layout to the SmartArt graphic. The choices are

only a portion of what is available in the

Choose a SmartArt Graphic dialog box. You can

return to the dialog box to choose from among all

the available options by clicking on ‘More Layouts’

at the bottom.

The Change Colors icon in

the SmartArt Styles group

opens a drop‐down menu

(note the scroll bar to

access more choices). As you mouse over a color combination,

the SmartArt graphic will change, providing a preview. Clicking

one of the choices will apply that color combination

to the SmartArt graphic.

In the same group is the SmartArt Styles (again, with

the ‘tight menu’ of icons for ‘Previous Row’, ‘Next

Row’, and a drop‐down menu of all choices). As be‐

fore, as you mouse over the choices, the SmartArt

graphic changes in a preview. Clicking

on a choice applies that

Style to the SmartArt

graphic.

35 *

Individual items, such as a circle, can be formatted

individually with things like fill color, border color,

text alignment, text fill color, text border color, etc.

They can also be re‐sized and re‐positioned.

Additional items can be added, such as additional text boxes

(but they aren’t a part of the SmartArt graphic — selecting

the SmartArt graphic and performing an operation (e.g. copy,

cut, re‐size, move) will only be performed on the SmartArt

graphic. Below, four text boxes with no fill color, no outline

color, and using white for the font color, have been added to

the SmartArt graphic.

There is a wide range of things which SmartArt graphics can

illustrate. Experiment!

InsertingaScreenshot(timepermitting)

In Microsoft Word and Microsoft Excel, Screenshot is found in the Illustrations group of the INSERT Ribbon. In Microsoft

PowerPoint, Screenshot is found in the Images group of the INSERT Ribbon.

You will see thumbnails of the other (not the window in which you are working) open, but not minimized, windows. It

does not matter if they are covered by other windows. For open web browsers, only the active tab is available. Pointing

and hovering over a thumbnail causes a pop‐up window identifying what the thumbnail represents. Clicking on one of

the thumbnails inserts an image of the window.

Microsoft Word Microsoft Excel Microsoft PowerPoint

36 January 2016

Here is a screenshot of this document placed into a separate Microsoft Word document and then copied back here. The

image has not been modified.

Questions? Feel free to contact Ross Valentine at [email protected] or call the library at 630.232.0780

microsoft office graphics - geneva.libnet.infogeneva.libnet.info/images/pdfs/geneva/class...

Documents