Microsoft Office Graphics

Transcription

1 Class Description This 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. Class Length One and one half (1½) hours Microsoft Office Graphics Introduction As 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 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. This is a handout for you to keep. Please feel free to use it for taking notes. 1 *

2 Table of Contents The 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 Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Publisher The Size Group Microsoft Publisher Inserting a Picture (not online) Inserting Shapes The DRAWING TOOLS FORMAT Ribbon The Insert Shapes Group The Shapes Styles Group The WordArt Styles Group The Text Group The Arrange Group The Crop Group (Microsoft Publisher only) The Size Group Inserting a Special Text Box Using WordArt (time permitting) Microsoft Publisher s TEXT BOX TOOLS FORMAT Ribbon (time permitting) The Text Group The Font Group The Alignment Group The Linking Group The WordArt Styles Group The Typography Group Inserting a Chart (time permitting) The CHART TOOLS DESIGN Ribbon (time permitting) The CHART TOOLS FORMAT Ribbon (time permitting) Insert SmartArt (time permitting) Inserting a Screenshot (time permitting) *

3 The INSERT Ribbon and Its Icons The 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 Ribbons will change icon sizes and sometimes 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. 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. 3 *

4 Inserting an Online Picture The 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 upperright 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. 4 *

5 The PICTURE TOOLS FORMAT Ribbon Like 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. Microsoft Office applications have features for making small adjustments to images. If you need major adjustments, use an appropriate tool. Some features, especially Remove Background, may produce unpredictable results. The Adjust Group The next group in the Ribbon is the Adjust group. It is nearly identical across applications. Background Removal The 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. Image Corrections The Corrections icon offers Sharpen/Soften options and Brighten/Contrast options. Microsoft Publisher combines all options into a single category. Color Corrections The 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. Applying Artistic Effects The Artistic Effects icon in Word, Excel, and PowerPoint offer different looks. This is the last Ribbon above (from Microsoft Publisher) with the Glass effect selected. 5 *

6 Compression of Pictures The 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. There is no icon or other command for removing images. Want it gone? Select the image and press V. Replacing a Picture With Another Picture The 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. Undoing Changes to a Picture In 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 or its keyboard shortcut: F + Z. in the Quick Access Toolbar in the upper left of Microsoft Office applications The Picture Styles Group In 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: 6 *

7 Borders The 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 remove 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 beneath 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. Picture Effects Beneath the Picture Border icon is the Picture Effects icon with options available from Preset Shadow 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. Reflection Glow 7 *

8 Soft Edges Bevel and 3 D Rotation. Tip: Experiment! It is the best way to learn how these features work! Picture Layouts The 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. Microsoft Publisher Again, 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. 8 *

9 There is also a line for Pattern which opens the Patterned Lines dialog box at left. Adding a Caption Where 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. The Arrange Group Microsoft Word Microsoft 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 wrapping types In Line and Text Wrapping Explained With Examples When 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. 9 *

10 In Line with Text (no text wrapping) (Note how the graphic precedes the word To ) Square This keeps all text outside the edges of the graphic. Tight (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. Through This 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.) Top and Bottom This keeps text above and below; with nothing on either side of the graphic. 10 *

11 Behind Text 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. The Wrap Text Icon The 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. 11 *

12 More Layout Options 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. 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. Microsoft Publisher The 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. 12 *

13 Changing Levels of Images All 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 downpointing arrow, there is a Bring Forward option, a Bring to Front option, and Tip: If an image is sent Behind Text in Microsoft Word, it is sometimes difficult to later select the image if there isn t a portion of the image not covered by text. 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. Selection Pane 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 positioned 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: IMAGE A If Image A is selected and the Bring Forward option is applied, the arrangement would then be: IMAGE A IMAGE C IMAGE C IMAGE B IMAGE B If Image B is moved, the arrangement becomes clearer: IMAGE C The Selection Pane icon opens the Selection Pane IMAGE A IMAGE B 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. 13 *

14 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. Aligning Objects The 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 Distribute Horizontally. Vertical alignments are controlled by Align Top, Align Middle, Align Bottom, and Distribute Vertically. Microsoft Word 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. 14 *

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. Microsoft Excel If 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. Microsoft PowerPoint 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. 15 *

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. Microsoft Publisher The 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. Grouping and Ungrouping Objects Microsoft 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. Rotate When 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). 16 *

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). 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. The Size Group Cropping Images The 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 rightangled 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. 17 *

18 Microsoft Publisher Basically, 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. Adjusting an Image s Height & Width An 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. Inserting a Picture (not online) 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. Inserting Shapes Just 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 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. 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. 18 *

19 The DRAWING TOOLS FORMAT Ribbon Once 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: The Insert Shapes Group The 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. Edit Shape When 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 19 *

20 Draw Text Box / Text Box / Edit Text Microsoft 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. Merge Shapes (Microsoft PowerPoint only) Unique to Microsoft PowerPoint, the Merge Shapes icons offers some interesting options. These illustrations should provide some ideas: The Shapes Styles Group Where 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 preset 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). 20 *

21 Shape Fill The 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 transitions. 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. 21 *

22 Shape Outline The 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. Shape Effects The 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. The WordArt Styles Group The WordArt Styles group is only available for shapes containing text. A text box will have these items available, but doubleclicking 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. Text Fill Like 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 ). Text Outline Like 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 ). 22 *

23 Text Effects Like 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. The Text Group The 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. Text Direction Text 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. Align Text Align 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. Create Link Create 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 successsively flow from one shape to the next. The text boxes outlined 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. The Arrange Group The 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. The Crop Group (Microsoft Publisher only) The Crop group which is part of Microsoft Publisher s PICTURE TOOLS FORMAT Ribbon is not a part of the DRAWING TOOLS FORMAT Ribbon. 23 *

24 The Size Group The 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. 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. 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. 24 *

25 Inserting a Special Text Box Despite 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 highlight on a page, some filling the side of a page from top to bottom (even beyond page margins). Using WordArt (time permitting) 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. 25 *

26 When WordArt is inserted (or later selected), the Drawing Tools Format Ribbon becomes available. For more on that ribbon, see page 19. Microsoft Publisher s TEXT BOX TOOLS FORMAT Ribbon (time permitting) 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. The Text Group Changing Text Size The 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. Text Direction The Text Direction icon toggles text between a normal rotation and rotated 90 clockwise. 26 *

27 Hyphenation The Hyphenation icon toggles between hyphenating the text within the text box (default) and turning hyphenation off. The Font Group This is the standard Microsoft Publisher Font group as it exists on the HOME ribbon. The Alignment Group Aligning Text in a Text Box The 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 (topto bottom) are right alignments. Creating Columns in a Text Box The 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). Text Box Margins The 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. The Linking Group When 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 subsequent 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. 27 *

28 The WordArt Styles Group The 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. Text Fill The 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. Text Outline 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). 28 *

29 Text Effects The 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. The Typography Group Typography choices are outside the scope of a class on graphics. Much of this section is font dependent; many fonts do not support these features. Inserting a Chart (time permitting) The creation and modifying of charts is covered in the Spreadsheets: Charts class. 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. 29 *

30 Here is a comparison of the how inserting a chart looks in both Microsoft PowerPoint and Microsoft Word: The CHART TOOLS DESIGN Ribbon (time permitting) 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. 30 *

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

32 Insert SmartArt (time permitting) 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. 32 *

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: 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. These ribbons especially the SMARTART TOOLS FORMAT ribbon are similar to other impermanent ribbons used for graphics in Microsoft Word. 33 *

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 before, as you mouse over the choices, the SmartArt graphic changes in a preview. Clicking on a choice applies that Style to the SmartArt graphic. 34 *

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! Inserting a Screenshot (time permitting) Microsoft Word Microsoft Excel Microsoft PowerPoint 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. 35 *

36 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 rvalentine@gpld.org or call the library at January 2016