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In this chapter, we'll focus on visual tools to help our audience understand complex ideas. We'll focus on the drawing aid known as SmartArt, and create an Organizational Chart and a variety of other diagrams. The key here is to understand that through the use of the diagram you can say a lot in just a few words. A quick note: For those of you following along in our sample files, to provide you with a faster download, the audio and video that we added in the previous chapter has been removed from these sample files.
If you look at slide number seven, it's just begging to have an organizational chart instead of the bulleted list of people. Not only will it look better, but it will give us an interesting way to show the information and keep our audience on their toes. I'd like you to notice how I've arranged the bullets already. Maria Ann, our President, is at the top of the list, and her management team is indented underneath. This makes for a very easy transition from bulleted list to diagram. Let me show you. With the box selected, I'll choose the Home tab and then pull down Convert to SmartArt.
You can see a variety of diagrams here, and the one we want is the organizational chart. Notice that we can hover over these and see a preview of what it's going to look like. Now consider that this is just a sampling of the SmartArt layouts that we've available to us. For now, we're going to apply this one, and then we'll customize it later. PowerPoint converts the top level of my bulleted list to the top of the diagram, and each bullet underneath is displayed underneath. You can probably guess that these diagrams don't work well when there is a ton of data - a few more employees, and we wouldn't have room to show them all - but that's also a strength.
It forces us to keep our diagram simple for the audience. We can always provide handouts, or refer them to the Web for more detailed information. With our SmartArt created, let me show you how we can customize it. We'll start with the layout. When I have a SmartArt graphic selected, the SmartArt Tools > Design and Format tabs appear in the Ribbon. Under Design, I can control the layout of the SmartArt by exposing the Layout gallery. Like before, I can hover over the various choices; however, now I'm only seeing hierarchy style or org-chart style layouts.
I'd like to settle on this one here, the Circle Picture Hierarchy. And you'll see why in just a second. Let's change the colors to match our theme. On the right, I can choose Change Colors, which provides me with a long list of colors to choose from. Again, remember that the colors I see here are dependent on the color set that I've chosen earlier from the Design tab. As I hover over, I can see what it's going to look like, and I'll choose this one. We can also add a little touch of style through the diagram through the SmartArt Styles gallery.
This changes the settings for Shadow, Bevel, even 3D, and you'll see as I hover over, I can get some really interesting looks. Let's try this one here. Just like any other type of graphic or photo, I can use my arrow keys or drag and drop to resize and move around the object. I'll tap up a couple times and drag this little to the right. If I go back to the Home tab, I can use the Font controls to make the fonts a little larger and change the style of the font.
Finally, let's go ahead and piece in the photos that are going to appear in these small, little circles. Whenever you see that photo icon, you'll know that you'll be able to click on it, and provide a photo. Since I have Maria selected, we'll go find Maria Ann and hit Insert. I'll do the same with the rest of the employees. With our staff photos in place, we could stop here, but if we want to customize this a little further and fine-tune it, we can adjust the crop and size of these photos. For example, let me click on the photo for Maria Ann and use the zoom slider to zoom in, so I can see this a little bit better.
Since the photo for Maria Ann was larger, PowerPoint tried to fit the majority of the photo into the small, little circle, but that didn't quite work out. So with her photos selected, I'm going to click on Picture Tools Format and then click on Crop. We've used the Crop tool before, and you'll see here how it's going to allow me to resize the image, reposition the image, and when I'm finished, I just click away. I can repeat this for the other staff if I need to, but the other ones don't look nearly as bad as hers do.
Let's zoom back and press Shift+F5 to see how this looks for our audience. And there is our new Management Team slide. As you can see, bringing a diagram into your presentation using SmartArt is fun and easy to do. You can really get into this with custom colors and formatting, not to mention working with all the different layouts that PowerPoint 2010 offers. Let's continue on with SmartArt and learn how we can create one from scratch.
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