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Illustrating with diagrams: Using SmartArt

From: Word 2010 Essential Training

Video: Illustrating with diagrams: Using SmartArt

SmartArt is diagram art that replaces the old diagram Gallery in earlier versions of Word. And you may have used SmartArt in something like Microsoft PowerPoint. Word 2010 has all the same SmartArt, and includes some SmartArt that's optimized for use in printed documents, or documents viewed onscreen. To insert SmartArt in a document, we're going to position our insertion point and then simply choose Insert, and choose SmartArt to open the Choose a SmartArt Graphic dialog box.

Illustrating with diagrams: Using SmartArt

SmartArt is diagram art that replaces the old diagram Gallery in earlier versions of Word. And you may have used SmartArt in something like Microsoft PowerPoint. Word 2010 has all the same SmartArt, and includes some SmartArt that's optimized for use in printed documents, or documents viewed onscreen. To insert SmartArt in a document, we're going to position our insertion point and then simply choose Insert, and choose SmartArt to open the Choose a SmartArt Graphic dialog box.

There are a list of categories. Some of the SmartArt appears in more than one category. So, for example, these are different ways to present a list. You can read the description that tells you that this is for a large amount of text, that's great to know, or this description that says several groups of information with large amounts of Level 2 text, in other words, the text that would be a subheading, a good choice for bulleted lists, or, for example, a vertical chevron list.

So we start with lists. The All category then let's us see processes: Step one, step two, step three, Cycle, things that repeat, Hierarchy, Organization Charts, for example, our Hierarchical Charts, Relationship Charts, which can include Hierarchical Charts, but also have some basic relationships: things coming together, things going apart, Matrix Diagrams, Pyramids, an entire gallery of Picture SmartArt, which we'll be using.

We also have some categories that let you simply see a part of that list, if you prefer. So I'm going to insert a Continuous Block Process and click OK. Notice that the colors aren't the colors that were in the dialog box, because these colors, of course, come from our theme. And I can size this by sizing the entire frame, very easy. I can click and type in the boxes, but I can also open up the Text block, and I can actually insert my text here.

So I might say that the first step is that we have people go through orientation by starting in the Nursery, then and we move them to the Orchard, then we ideally have them spend some time in the Warehouse, in Retail, and then finally they meet with their Supervisor for their current job assignment. So here's how we're going to orient people to their work at TwoTreesOliveOil. You can click the X and close it, and I have this nice piece of SmartArt. It looks a little flat.

I want to make it take up a little more space. Notice that my fonts automatically expand. Now I can start to do something more interesting with this. I can change its colors and change its styles. So let's choose a different gallery of colors. If you're going to talk about this document when you hand it out, it's helpful to have five different colors here: Red, Green, Purple, Teal, and Orange. If I'm going to talk about it and I hand out something that's all Blue, then I can say well the first Blue box, the second.

So you might want to think about doing something a little more colorful for a discussion document, and then the Styles are combinations of effects. The same kind of styles we've been using for text and for pictures, we're using here. This tells me the best matches for my document based on other effects that are being used in the document, kind of like that, that shiny button has my attention. There are other effects that are probably interesting, but I'm going to take Word's choice of the Intense best match for my document.

So here's a nice looking piece of art that I can use to describe a process of orientation of on-boarding for an employee in a way that would be far better than five paragraphs. Or this isn't to say I don't also include the text, but this as a graphic that allows my reader to really get some meaning out of the headings and the descriptions of these steps that we're going to take an employee through. If I want to change this SmartArt, it's very easy. I can select the entire SmartArt and choose a different layout.

So, for example, I'm going to present this as a Segmented Process, also valid. I'm going to choose to present this as a Stepped Process. That also works. So I will get similar choices here when I swap out one SmartArt layout for another. Now I could conceivably choose a layout that doesn't actually fit my text. For example, if we imagine that we're going to grind somebody through our process, and it's a set of gears, I have five steps, but this gear diagram can hold no more than three items.

So the ones that are left over are here with red Xs, and they will not be part of this particular diagram. So let me go back and choose something that does support what it is I want to do. And here we have a Flow Chart, a Circle Chart and so on. So all of this SmartArt is good- looking art that allows you to create document illustrations based on your own information that are really, really clear and interesting.

I can also include pictures. I can choose to go back to more layouts and choose a Picture layout. That's one way to do it. So I might choose, for example, this Vertical Picture List, that will look like this, or I could choose Tiled Pictures or Picture Accent Blocks. I'm going to choose this Vertical Picture List and say OK. And when I do, notice that I have here my five blocks, and each of these has a picture. I can click here or here. Simply double- click, and I'll be asked to insert a picture.

Now this is the Nursery, and the Nursery is where we grow our trees. So I'm going to choose this tree, and I get some part of the tree here. It will look like a tree, which is good because I'm going to use a similar picture for my Orchard. Double-click, and it takes a moment to load this picture, and I have a picture that I would use for Retail, for example, and so on. This is a really good combination to use this text with a picture when you have different specific locations, or when you're introducing our five new employees, or our five new initiatives that I actually have really good pictures to illustrate each one of them.

Now if already have pictures in my document, I can convert those pictures to SmartArt. I want to give you one caveat. When I drop images in a document, I simply go Insert > Picture. By default, those pictures are inserted inline with the text. If my picture is inline with the text, in other words there is no text wrapped around it, I cannot select more than one picture at a time. So I want to make sure that I've done all of my positioning, and my text wrapping both, before I select multiple pictures.

But I'm going to select my first image, hold Ctrl, and select my second image and with both images selected, even though I'm on Picture tools, I can go to picture layout and it's SmartArt again. So I can take those pictures, and I can say I want to choose some particular piece of SmartArt, and notice as I move from one SmartArt choice to the next, that I can see in my document that some of these are good choices, and some of them are not. Here's a Hex that allows me to enter text. That's not bad.

I actually like this one a great deal. So here are my two images, and I can enter my text. I have a pretty good-sized text box over this image. Notice that the text wraps to the right, but the images have pulled to the left. I can move this somewhere else if I need to. So I can simply enter my text here if I wish, just like that. Now again, I can change my colors to different color schemes and different effects.

Really easy to convert existing images to SmartArt, whether it's processed SmartArt or some other kind. I had a subset of my original SmartArt when I chose to convert this. But I can go back and pick up any of the SmartArt layouts that I want, once I've converted those images into SmartArt. So I have access to choices that were not available to me a moment ago, including some of the process choices, for example. One more thought before we leave SmartArt.

We converted two pieces of art to SmartArt here. We inserted our own SmartArt, but if we have a picture, for example, I'm going to simply insert a picture that we have of our tree, and it'll be pretty big, and I'll change its size so that's a little smaller, I don't have to have multiple pieces of art in order to convert them to SmartArt. So as well as all of the styles that I have available for me for my art here, another style that would actually also apply text, like the caption, would be to choose a SmartArt style for this one single image, so that I could then apply whatever title I wanted here with my image.

So don't be afraid to turn one single piece of art to SmartArt. All of the Office 2010 SmartArt is pretty interesting, all of these different layouts. I'm very intrigued by the use of these Picture tools to be able to illustrate my document, either to reformat existing art, or to add new images to be able to explain concepts and illustrate with single images, important items in my document, almost like headings.

Remember that many of these were created exactly for the purpose that we've used them for here to illustrate a Word document. And so don't be afraid to use SmartArt when you want to illustrate processes, lists, or relationships between elements. They're a great tool, and they catch your reader's attention.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 58544 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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