WORD Creating Objects: Tables, Charts and More

Transcription

1 WORD 2007 Creating Objects: Tables, Charts and More Microsoft Office 2007

2 TABLE OF CONTENTS TABLES... 1 TABLE LAYOUT... 1 TABLE DESIGN... 2 CHARTS... 4 PICTURES AND DRAWINGS... 8 USING DRAWINGS... 8 Drawing Shapes... 8 Using a Drawing Canvas... 9 USING IMAGES... 9 Inserting Clip Art Inserting Pictures Formatting Images POSITIONING GRAPHICS SMARTART GRAPHICS CREATING A SMARTART GRAPHIC CREATING AN ORGANIZATION CHART FORMATTING SMARTART MISCELLANEOUS OBJECTS EQUATIONS TEXT BOXES QUICK PARTS WORDART CHARACTERS AND SYMBOLS... 18

3 Tables Create your table from the INSERT tab. The Table button opens a dropdown where you can choose the dimensions of your table. Table Layout Once you have the basic table, you can modify its structure from the TABLE TOOLS LAYOUT tab. The ROWS & COLUMNS section allows you to insert rows and columns in the location of your choice. To delete cells, rows/columns, or the table itself, click the Delete dropdown. The MERGE section contains tools to customize the cell layout within the table. To merge cells, first highlight the cells. The Merge Cells button will be grayed out if multiple cells are not selected. You can split a single cell or multiple cells. When choosing Split Cells, you will be prompted to enter the number of rows and columns the selected area should be split into. You can split the entire table into two separate tables with Split Table. In the CELL SIZE section, you can specify the Height and or Width of the selected cell, row or column. Distribute Rows or Distribute Columns will adjust the heights/widths so they are equal throughout the table. AutoFit allows you to either set the rows and columns to automatically fit the contents or to stretch the table across the page, thereby adjusting the column widths. Page 1

4 The ALIGNMENT section makes it easy to set the vertical and/or horizontal alignment of your text within cells. Text Direction allows you to switch the text from the default horizontal direction to vertical. Adjusting the Cell Margins can help when you have a lot of text to fit into the cells. The DATA section of the LAYOUT tab contains tools to work with the data in the table. Repeat Header Rows will repeat the first row of the table on each page if the table extends past one page. Convert to Text will remove the data from the table and format it as ordinary text in your document. Sort can organize the data using up to three columns of your table. For example, if the first and last names are in separate columns, you can sort by the last name and then the first name. Make the following choices for each level of sorting: Sort by which column Type the type of data (text, number or date) Using which part of the text to sort (paragraph or an individual word) Ascending or Descending order Formula allows you to perform simple calculations, such as sum and average, on numerical data in columns or rows in the table. Table Design You can enhance the appearance of your table using the options available on the TABLE TOOLS DESIGN tab. Page 2

5 Basic design styles begin with the options in the TABLE STYLE OPTIONS section. Header Row and Total Row give the possibility of easily applying styles with different borders and/or shading for the top and/or bottom rows of the table. First Column and Last Column offer the same possibilities with those columns. Banded Rows or Banded Columns set a different color for every other row or column. A Gallery of built-in table styles is available in the TABLE STYLES section. These styles are based on the theme of the document. You can modify any style, or create your own. The available styles in the Gallery will change according to the settings in the TABLE STYLE OPTIONS section. The Borders and Shading dropdowns offer basic formatting features for tables. Page 3

6 The DRAW BORDERS section includes tools to manually adjust your table. With the Draw Table tool, you can split cells by simply drawing a border within the cell. One thing you can do with the Draw Table tool, which you cannot do otherwise, is create all borders. The Eraser tool erases borders, thus merging the cells. Charts Create a chart from the ILLUSTRATIONS section of the INSERT tab. After you choose Chart from the INSERT tab, you will be prompted to choose a basic chart type. A separate Excel window will open with sample data. Replace this data with your own, or paste data from an existing Excel file. Page 4

7 Close Excel and the CHART TOOLS set of tabs will appear, offering options to customize the chart. The DESIGN tab can help you set some basic formatting to the chart. The CHART STYLES section has a dropdown Gallery of built-in styles based on the color theme of your document. The choices will change depending on the chart type. The CHART LAYOUTS section has a dropdown Gallery of common layouts to choose from. You can quickly choose basic layouts, such as legends, gridlines and titles. The LAYOUT tab lets you customize individual aspects of the chart. You can add a Chart Title and Axis Titles, as well as a Legend and Data Labels from the LABELS section. Page 5

8 Axes and Gridlines can be applied and modified from the AXES section. You can apply colors, gradients and other fill option to the chart in the BACKGROUND section. Only the Plot Area button will be available for 2- dimensional charts, while Chart Wall, Chart Floor and 3-D Rotation are available for 3-dimensional charts. 3-D Rotation opens a FORMAT WINDOW where rotation settings and special formatting can be set. Page 6

9 The FORMAT tab allows you to apply formatting to the entire chart, or individual elements, such as the legend. A dropdown in the CURRENT SELECTION section makes it simple to choose the exact element to be formatted. The SHAPE STYLES section includes Shape Effects, Shape Fill, and Shape Outline options. Or you can choose one of the preset styles from the dropdown Gallery. Custom formatting can be applied to the text elements in the chart with options in the WORDART section. Page 7

10 Pictures and Drawings Once a graphical object has been inserted, such as a picture or a drawing, a DRAWING TOOLS tab or a PICTURE TOOLS tab will open, depending on the type of object. Using Drawings Drawing Shapes The DRAWING TOOLS FORMAT tab includes formatting options specific to drawn objects. To draw a shape to exact dimensions, hold the SHIFT key as you draw. Create a circle with the oval shape. Use the rectangle shape to draw a square. When resizing a graphic, use the corner handle to maintain the dimensions of the drawing. To resize and distort the dimensions, use one of the side handles. Some of the shapes can be adjusted, creating a different version of the shape. Just click and drag the yellow handle. Shape Styles offers a combination of gradients, shadows, borders and effects using colors from the selected theme. Page 8

11 The SHADOW EFFECTS and 3-D EFFECTS sections of the DRAWING TOOLS FORMAT tab have many choices to add specific effects to the shape. Using a Drawing Canvas A drawing canvas creates an area that can be used to work with multiple drawing objects. These shapes, etc. are not anchored to text, so you can move them and position them freely. You can create a New Drawing Canvas from the Shapes dropdown in the ILLUSTRATIONS section of the INSERT tab. To draw shapes in the Drawing Canvas, choose shapes from the dropdown in the INSERT SHAPES section. The drawing canvas isn t limited to only drawn shapes. You can also insert clipart, pictures, or any other graphical objects. Using Images Clipart and Picture objects are inserted from the ILLUSTRATIONS section of the INSERT tab. The PICTURE TOOLS FORMAT tab will open, offering picture-specific formatting tools. Page 9

12 Inserting Clip Art When you insert clip art, a task pane will open that allows you to search for clip art based on keywords. When you find the art you want, click the thumbnail and it will be placed within your document. Inserting Pictures When you insert a picture, a window will open so you can browse for your picture file. Formatting Images The ADJUST section of the Picture Tools Format tab allows you to control the coloring and other properties of the picture. Compress Picture controls the file size allocation of the picture. Compressing the pictures in your document will lower the file size of the entire document. Change Picture allows you to choose a different picture without having to delete the existing one. Reset Picture will remove all adjustments, resizing and formatting that has been applied to the picture. Page 10

13 Brightness controls the picture s relative lightness or darkness. Contrast controls the difference between its darkest and lightest areas. Recolor allows you to select different color shadings of the picture based on the colors in the document theme. Page 11

14 The PICTURE STYLES section includes a Gallery of quick styles to apply to a picture. These styles combine picture shapes, borders and effects. Picture Shape opens the gallery of shapes, which creates a frame for the picture. Use a combination of Picture Effects, such as shadows, reflections and bevels, to truly enhance a picture. Page 12

15 Positioning Graphics The ARRANGE section of both the DRAWING TOOLS and PICTURE TOOLS tabs have options you can use to position graphics on the page or in relation to other text or objects. The Position button contains preset options to position the graphic on the page in relation to the margins. Use Text Wrapping to specify the exact location of the object in relation to surrounding text and objects. Bring to Front and Send to Back are tools to adjust the order of stacked items, creating overlapped drawings. Align can be used to position an object on the page, within a drawing canvas or in relation to other objects. Page 13

16 Use Group to keep objects together so the entire drawing can easily be moved if needed. Use Ungroup if modifications need to be made to elements within the drawing. Regroup recreates the grouping without having to select individual items again. Rotate allows you to flip or turn the drawing or picture. SmartArt Graphics Creating a SmartArt Graphic SmartArt helps you create fabulous diagrams and graphics. Insert a SmartArt graphic from the ILLUSTRATIONS section of the INSERT tab. You will be asked to choose from a number of pre-designed layouts. Page 14

17 The contents of the SmartArt diagram work like bulleted text. The number of shapes in the diagram is controlled by the number of list items. Open or close the text pane using the toggle button in the CREATE GRAPHIC section, or the Control Buttons ( ) on the side of the SmartArt graphic frame. You can also type the text directly in the placeholders. You can add shapes within the SmartArt graphic using the dropdown in the CREATE GRAPHIC section of the SMARTART DESIGN tab. To delete a shape, select it and hit DELETE on your keyboard. You can also add shapes by typing in the Text Pane. Remove shapes by deleting the text in the Text Pane. Rearrange shapes using CUT and PASTE in the Text Pane. Use Right to Left to reverse the order of the items in the diagram. The LAYOUTS section of the SMARTART TOOLS DESIGN tab allows you to choose a different layout. Page 15

18 The SMARTART STYLES section offers a gallery of styles that combine different shading, borders and effects. Change Colors gives you choices based on the colors in the document s theme. Some SmartArt layouts include picture placeholders. Creating an Organization Chart Organization Chart is one of the layouts within the hierarchy set. Only an organization chart includes Add Assistant in the Add Shape dropdown. The Layout button is also only available with organization charts. Formatting SmartArt The WORDART TOOLS FORMAT tab offers tools that are similar to the formatting tabs used for other graphical objects in Word. Formatting can be applied to the entire graphic or individual placeholders in the graphic. You can change the shape of the placeholder(s) in the SmartArt graphic using Change Shape in the SHAPES section. Page 16

19 The SHAPE STYLES section and the WORD ART STYLES section allow you to apply preset styles, fills, outlines and effects to the placeholders or text in a SmartArt graphic. Miscellaneous Objects Equations Insert an equation in your document from the SYMBOLS section of the INSERT tab. The Equations dropdown will display a gallery of built-in, often used equations. To build an equation manually, choose Insert New Equation from the bottom of the dropdown. The STRUCTURES section of the EQUATION TOOLS tab includes equation templates that can be combined to create any equation. The SYMBOLS section of the EQUATION TOOLS tab offers various sets of mathematical symbols. These symbols can be used alone to build the equation, or entered into the placeholders of the equation templates. Page 17

20 Text Boxes You can draw your own text box or use one of the pre-formatted selections from the Text Box dropdown in the TEXT section of the INSERT tab. Quick Parts Quick Parts objects allow you insert information fields based on the document s properties. If the value of a property changes, such as the company name, the Quick Part field will automatically update throughout the document. WordArt WordArt is text that appears as a graphic. You create a WordArt object from the TEXT section of the INSERT tab. To start, choose one of the preset selections. The WORDART TOOLS FORMAT tab will open with many options to customize your WordArt item. Characters and Symbols A select number of symbols and characters are available under the Symbol dropdown from the SYMBOLS section of the INSERT tab. Click More Symbols to see the entire range of available characters in each of the font sets installed on your computer. Page 18