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In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.
The data you enter into your Excel worksheets comes from your company's operations. You can enhance your data by illustrating your company's processes and organization in an Excel workbook by creating SmartArt graphics. In this movie, I will show you how to create and format a process diagram and an organizational chart in Excel. The first question you might ask is, well, what is a SmartArt diagram. SmartArt is an integrated collection of shapes that you use to illustrate a list of objects, organizations, or processes. As an example, I will create a SmartArt diagram to illustrate a five-step process.
To do that, I click the SmartArt tab in the Ribbon and click Cycle, because what I want is a process that continues, as opposed to starting at one point and ending. This will be a continuous process. I will click the first basic cycle. When I do, Excel fills in its default Basic Cycle diagram. It has five steps - you can see them here - and you can also see the Text Pane. You can use the Text Pane to edit the text and also to add, delete, or change the position of any of the shapes within the SmartArt diagram.
So I will type in my shape's text. I will start with Research. And note that Excel is changing the size of the text, so it will fit. And then we have Plan, Budget, Implement, and Evaluate. Once you have your text in, you can do other things to change your SmartArt diagram, for example, by formatting it. If you want to change the colors of the SmartArt diagram, you can select it, make sure that the Format contextual tab is selected, and then click the Colors button and select one of the colors that are available.
If you want everything to have a different color, you can click one of these styles up here. I will just click colorful, with accent colors, and there you have it. Now, let's say that you want to change the text inside of a SmartArt diagram. Well, I don't have any of my shapes selected right now, but what I can do is go over to the Text Pane, click it, and then change Research to Research!, because that's really important at this company, and I will click out here, and you see that Excel has changed the text in the diagram. Now, let's say that I want to add a shape.
There are two ways that I can do it. The first way is to click over here in the Text Pane and press the Return key. When I do, Excel adds a shape above or before the shape that I had selected. If I want to get rid of it, I can press Command+Z, and Excel will undo the operation. The other way to add a shape is to click the shape before where you want to add the image and then click in the Text Pane the Add Shape button. When you do, Excel adds a new shape, and you can add text to it, do whatever you want.
In this case, I don't want it anymore, so rather than pressing Command+Z, I will make sure that the shape is selected and then in the Text Pane, click the Remove Shape button, and away it goes. Now, for a second example, I will create an organizational chart, so I will delete this SmartArt diagram and, again, on the SmartArt on the Ribbon, I will click Hierarchy, and click Organizational Chart. An org chart is very much like a process or any other SmartArt diagram in that you have shapes, but in this case you have relationships among the shapes.
So let's say that I have my CEO level here for the organization. I will type in CEO, and that CEO has an assistant. Now, how do you get an assistant shape into the diagram? Well, I will show you. First, I will show you by deleting this one, by clicking it and then clicking Remove Shape. If you want to give someone an assistant inside an org chart, you can click the shape that represents the office that will have the assistant, and then on the contextual, tab click Org Chart, and then click Add Assistant.
When you do, Excel adds the assistant box, and you can type Exec. Asst. and again, Excel will change the size of the text so it fits in. And I will just fill in my other three executive spots. We will have the CFO, the CIO, and the CTO: Chief Technology Officer. Now let's say that I want to add a shape below the CTO level, someone who reports to him, such as the IT manager.
To do that, I click the CTO shape, and I add another shape, but it's at the same level. So that means I need to move it down. To do that, I click the Demote button. It demotes it a level, and there it goes. So now I will add some text to it. Over here, call it the ITM, or IT Manager, and I am done. SmartArt graphics let you present important information about your business that can't be expressed easily in a standard worksheet. The more you explore SmartArt, the more useful it will become.
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