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In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.
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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