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Adding pictures and shapes

From: Excel 2010 Essential Training

Video: Adding pictures and shapes

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.

Adding pictures and shapes

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.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 129446 viewers

Bob Flisser
Author

 
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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