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We have our expense report that's formatted. We have fonts and color and numbers formatted and it's okay, but we can make this look a lot nicer and to do that I want to talk about what kind of pictures and shapes we have available in Excel. Excel gives you five types of pictures and illustrations that you can use. Let's talk about those quickly. First type are pictures and pictures are your own images, maybe taken with a digital camera, maybe you purchased them as stock art. We have clip art and clip art comes with Excel and comes with Microsoft Office and you can search for images and videos and drawings.
We have shapes and shapes are what you draw yourself, circles, arrows, starbursts, banners, all sorts of great shapes. SmartArt are professionally created diagrams that you can insert yourself. So you can modify them in so many different ways and still keep them interactive on your sheet. Finally we have screenshots and with screenshots you can capture a portion of your screen and insert it into Excel. Now we aren't going to go through all of these five types in this movie. Some of them we will look at in a later course.
Let's start by inserting a picture. So click the Insert tab and choose Picture and in the Chapter 4 folder, double-click the bottle. It gets inserted kind of big, maybe drag this off to the side, and you see we have these handles around the corners and around the sides. Put your mouse pointer on one of those handles, so you get a two-headed arrow and click and drag in towards the center. You might have to move a little bit and sometimes the images that you put in are little bigger than what you want. Okay, that looks like a good size and just deselect it for a second.
You notice that we have a white border around the bottle. That's just the way images are. Images are always rectangular. We can make that white background transparent. Select the bottle and up here in the Picture Tools section, make sure you are in the Format tab. Click Color and then down at the bottom choose Set Transparent Color. The mouse pointer becomes a little pencil and click that pencil on the white background of the bottle and now you can see the gridlines and shading behind it.
Well, we could do a couple of other interesting things with this. Go up to Color and if you want, you can change the tonal color. You can completely change the color of the bottle. You can play around with this on your own. I am just going to deselect that. Leave the bottle selected and let's go to Artistic Effects and there's all sorts of different cool looking effects,. Who would ever think that you can do all this in a spreadsheet? I am going to choose this one down here. So it kind of looks like a line drawing. Let's deselect that. Now let's insert some clip art. Let me scroll to the top, go up to the Insert menu, choose Clip Art and I searched for olive before, so that's why it's here and you can click Go and it will find everything to do with olives.
Doves, Martinis, let's scroll down here, and I like this line drawing of the olive oil bottle. Click that and it just gets inserted onto the worksheet. And also put your mouse pointer on one of those corner handles and drag and make it small. I am just going to put it right over here, just as a nice little accent. Okay let's deal with the banner on top. Again it's formatted but it could be better. So put your mouse pointer on the header for Row 1, click the arrow, and on the Home tab here go on to the right choose Clear and let's just choose Clear All.
That will wipe out everything there in Row 1 and just click here to deselect. Let's draw a shape. So go the Insert menu, choose Shape, and I am going to choose a rectangle. You could choose another shape if you like. Now when I draw this, so I could draw a rectangle that's any height, any width. If I hold the Shift key down, that constrains it to a square. If I hold the Alt key, that lets it snap to the gridlines, and always let go of the mouse first before letting go of the key. Well, that's okay but it's not quite the color we want, so in the Drawing Tools section, in the Format tab, click this down arrow here under Shape Styles and let's choose this nice green olive color gradient. Leave it selected and let's type some text.
Now this is Travel Expenses. I am just going to turn on the Caps Lock key and you don't have to do anything to put text except leave the box selected and type. You don't have to draw text box on top of it. So let's type TRAVEL EXPENSES. Well, it's okay but it's not quite in the position we want, so right-click on the box, down at the bottom choose Format Shape, and from the Format Shape dialog box, we have all of these options here on the left. Choose Text Box and over here we choose Vertical alignment, click the drop-down and choose Middle Centered and click Close.
So now it's centered and in the middle. Kind of puny though, so let's select it. Make sure you are selecting it with a text cursor. Go up here to the Home tab. Now let's change the font and keep in mind the fonts that you have on your computer might be different from the fonts that I have on this computer, and we choose this one here I might want to make this little bigger. So when you click this Font Size dropdown, you can simply roll your mouse over whatever size you want. You see it can change interactively. I am going to make it little small on purpose for one reason.
Leave it selected or if it's not selected you can put your mouse pointer in and select it again. To resize it interactively, another way is hold down Ctrl+Shift and then hit the greater than sign on your keyboard and that's a little to the right of the letter M. And if it's too big, press Ctrl+Shift, less than sign. That's a nice handy feature and maybe make it bold and press Ctrl+B or you can click the Bold icon here, and deselect. Now we could change this gradient even. This is really cool. Select the box go to the Format tab here under Drawing Tools.
Now we already chose this gradient but let's click over here on Shape Fill. Now we can choose a different fill, and this will give us a different fill entirely but go down here on to Gradient and you see we have different variations of this Gradient, but click down here on bottom where it says More Gradients and now we have a lot of control. Now there are lot of settings in here and you see this gradient has three color stops, dark, medium and light them if you click this dark, you can change the brightness, maybe make a little darker, maybe make a little lighter, you can change the transparency if you like.
Click the middle stop, maybe change the brightness a little bit, and click this end stop and you can do the same thing. You could even change what position these are in by dragging these. So if I drag this to the left, I make the overall look a little lighter. If I drag this one to the right, I make the overall look a little darker. So again, you can play with this on your own. Also you have Preset Colors, and you have all sorts of different presets. None of these are really appropriate for our expense report here but I just want you to know that they're there, and now let's click Close. Let's just deselect it and we want to get a better look at it.
So you might want to hit your Zoom Out button or hold down the Ctrl key and roll the mouse real out, so I can get a better look at it. Well this is great and I'll tell you if you submit this expense report, it's so nicely formatted, I think you will have a much better chance of getting reimbursed for all your travel.
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