Join David Rivers for an in-depth discussion in this video Working with SmartArt graphics, part of Office for Mac 2008 New Features.
If you are at all like me, you might have a creative side to you where you enjoy working with graphics. I know I do. When I am creating presentations in PowerPoint or Word documents, even Excel spreadsheets, I like to add a graphical element just for some visual interest. Well, when I think back to previous versions of these applications, there used be a lot of work involved in getting creative. For example, if you wanted to create an organizational chart on one of your slides in PowerPoint, you have to create a box and add some text and if the text didn't fit, you could adjust the font size or increase the box size, things like that. There was a lot of work involved. If you had make a change then there was even more work involved.
Well now, there is something brand new here in Office 2008 called SmartArt Graphics, where you can quickly create designer quality diagrams and other information graphics, and it's easily accessible right from the Elements Gallery. In this lesson, we are going to use PowerPoint to work with SmartArt Graphics and SmartArt Graphics does appear in this Elements Gallery in all three applications. So, in Excel, in Word, it's the exact same process that we are going to go through here in PowerPoint. Now, if you have got access to the exercise files, you can open up ECPPitchBook.pptx. We are going to talk about what the x means in our later lesson, but if you want to go ahead and open that one up, you will have what I have to follow along. So, here we have got a Pitch Book created for our company called Eat Cake Patisserie. We are going to slide number two and on slide two, you can see we have got four quadrants here. We have got a table in this section under Market Share by division and then over here, we have got Business Process Model. Nothing in here yet but there is a placeholder here. Quite often when you use templates in PowerPoint even in Word, you will get placeholders where you can add things like Text, Tables, Charts, and even SmartArt Graphics.
Down below, we have got an organizational structure area but there is nothing there, not even a placeholder. So, we will look at a couple of different ways that you can add SmartArt Graphics. First thing we are going to do though is go up to the SmartArt Graphics tab. We will start with our Organizational Structure here. So, that means creating a SmartArt graphic from scratch. Going up here, clicking the tab, displays all our options. Notice that all is selected so we are seeing things like non-sequential or group blocks of the information, here is another example of that as we scroll through. I am going to move my Formatting Palette just out of the way a little bit. You can see there is actually 14 screenfuls of this stuff. So, we can narrow it down. If we wanted to create a list, we could go to List and here, there is only four screenfuls. We have got Processes, we have got Cycles; look at the cool graphics here that you can choose from. Hierarchy is probably what we are going to need for creating our Org Chart and you can see there is a whole bunch of different options here. You can see they go from top to bottom, they can also go from left to right, where you have got two pages of options here to choose from.
So, I am going to go back to the first one and I am going to select this second one right here to show relationships progressing from the top to the bottom. So, when I click on this, you can see what happens. Automatically, I have got this brand new Org Chart inserted for me. I can move this over, I am going to get the four-sided arrow by going to the border here, and I am just going to drag this over to the left where I can see it. You can see inside, I have got areas for text. Now, by default, I have got one box at the top, then I have got two subordinates, and this one has two subordinates, this one has a single but I can adjust that, no problem.
So, I am going to click in here for my first one. Over here on the left-hand side, you see this little Notepad icon. When I click on that, it allows me to view the Text Pane. Now, this may pop up by default for you or if it's not showing, it's closed, you can always get it back just by clicking here. So you can click right in the graphic itself and start typing or if you prefer to work in an Outline mode, you can come over here in the Text Pane and do it from here. So, I am going to click in the Text Pane here and I am going to type in President, we will just keep it simple. Notice that President was a little bit too big to fit in the box but it just adjusted nicely. As I take out characters, look at how it grows in size, not only in this box but the other ones to match. That's the idea behind SmartArt Graphics. So, I am going to leave the whole word President in there, and I am going to click down below, this would be a subordinate, you can see this box is highlighted here, I am going to type VP Sales. I am going to come down to this other subordinate down below, we will skip over these other subordinates for a second and type in VP, and I will see a long word here like Marketing, see what happens. See how it wraps around on to the next line. Okay, let's go to the subordinates here under VP of Sales, we will have Inside Sales. We will have Outside Sales, and let's add another one, we will hit Return which adds a third box and you can see how the whole graphics being adjusted for me, it's smart. I will type in Tele Sales.
Under VP of Marketing, we will click down here, we will type in WEB, and I am going to hit Return to add another one, the whole thing adjust for me again, I am going to type in Print, just like that. Now, I have also got options here for promoting and demoting but I can use Tab and Shift+Tab, all the stuff you already know about working with Lists. Over here, I can also add new elements and remove them, so just by clicking here, for example, I can remove that entire line by clicking the Remove icon or add a new one right after it. But I have got exactly what I need, I am going to close up my Text Pane, that hides it and this needs to just move down below and as I scroll down, I am not actually seeing all of my slide here. So, I am just going to move my Formatting Palette a little bit out of the way, so I can see the scroll bar. I am going to scroll down just slightly here, and make sure that that's fitting on the slide and it is. You might have move it down a little bit further like so.
I will click outside of the box to see the end result. It's now perfectly centered. So, anytime, I can click back inside here, click on the border if I wanted to squeeze it in, I can go to a border and just drag that in, or I want to move it up, make it taller, go to this top section, just stretch it out and stretch it down a little bit and that's going to adjust things for me. I can size the entire box by going to a corner, once I have got it the size and location where I want it, I'll just click outside to finish up that task.
So, that's one way, creating it from scratch. Now, sometimes what you are going to see, our placeholders like we have here under Business Process Model, and in this case, we can insert all kinds of different objects like Pictures and Movies, Clip Art. One of the options is SmartArt Graphics. So, instead of going to our Elements Gallery and selecting from here, we can click right on SmartArt Graphic, which selects the entire area. So, it's that's where it's going to appear; we don't have to place it. And all we have to do now, this opens up automatically select the SmartArt graphic that we want to add. So, in this case, because it's a Business Process Model, may be we could go to Cycle and choose one of these options for showing circular flow, for example. I am going to go to this first one where I have got some circles and you could see it's inserted for me. Again, I have got text, if I want to view my Text Pane, I can click that icon and type text here or I can do it right inside the actual graphic itself. So let's try that method and we will close up our Text Pane.
Click right in there, and let's just type in some information here like, Step 1. You can see what happens, everything is adjusted automatically. Step 2, Step 3. Now, what if we only needed for steps? You could type in Step 4 here. We don't need this fifth circle. We can click on it and hit Delete. You can see what happens. When I remove it, it automatically adjusts everything on this particular graphic to fit nicely, everything is resized and repositioned, so I don't have to do all of that work and that's the technology behind a SmartArt graphic. Now, we can even take this SmartArt graphic and change it to another option. I am just going to click on the border, so the entire thing is selected; no one element is selected inside and I am going to come up here and just try this one here. You can see that it's actually changing the style for me but it's keeping my information in here, may be this one would look better.
It's a great way to get a preview. There is a different option. I like that one. How about this one with the thick arrow in between it? Very cool. Lots of options; I have got three fold here, so I can choose from any of these. In this case, this one doesn't really work very well, where I have got something in the middle. So, I am going to go back, I am going to go back to the Process here, Cycle, back to the first page and go to one that I like, I like this one right here. The other thing that we can do, I am going to close up the Text Pane for a second here, is use our Formatting Palette which is open by default and it's context sensitive, meaning, you are going to get the tools you need when you need them. Because we are working with SmartArt Graphics here, you can see that SmartArt Graphic Styles has opened up for us or expanded, so we can make selections here. And all it means is clicking on a selection to see what that's going to look like, there is a cool 3D effect.
You can see that the color-coding is in accordance with the theme we have chosen here in PowerPoint. There is a neat effect as well. I can see more, and more, lots of different options. So, I would encourage you to experiment with some of these. I kind of like this option right here. Now, you do also have colors. If you wanted to change the color scheme, you could to something different. I like that one right there. So that's good for me. I am going to move my Formatting Palette just out of the way a little bit. I am going to size this down just like I can with any graphic. When I get to the corner and see the double arrow, you can size it down a little bit. Even though it was a placeholder that I used to create the SmartArt Graphic, I can do all of that stuff as well.
I am just going to click outside of the selected SmartArt Graphic to see the end result. So, keep in mind that you have got SmartArt Graphics selectable right from the Elements Gallery up here in all three of the applications in the suite including Excel, PowerPoint, and Microsoft Word. Go ahead and play around with all of the options. There are so much to choose from when working with SmartArt Graphics. I encourage you to experiment.
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