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PowerPoint 2007 - Full Manual

CHAPTER 11 WORKING WITH SMARTART

© Watsonia Publishing 03 Chapter 11 - Working with SmartArt

In this session you will: gain an understanding of SmartArt

learn how to insert SmartArt into a presentation

learn how to insert text into a SmartArt image

learn how to change the style of an existing SmartArt graphic

learn how to change the colour of SmartArt graphics

learn how to change the SmartArt layout

learn how to add new shapes to an existing SmartArt graphic

learn how to format a SmartArt graphic

learn how to resize and move SmartArt graphics.

Rather than constructing complex diagrams piece by piece using AutoShapes, you can select from a huge gallery of diagrams known as SmartArt. These diagrams include shapes, lines and placeholder text that enable you to create very professional artwork in a snap.

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WPL_P715


UNDERSTANDING SMARTART

© Watsonia Publishing Page 104 Chapter 11 - Working with SmartArt

SmartArt allows you to present your ideas in a visual format. The combination of shapes and text can communicate far more than mere words buried in a paragraph somewhere. SmartArt may

include shapes, lines and text and there are many, many designs to choose from. This page examines a sample SmartArt graphic and the main categories of SmartArt that you can select from.

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A Sample of SmartArtSmartArt can be simple boxes or a complex arrangement of lines, words, circles and other objects. It all depends on the information that you need to get across. Here is a simple example – a list of complementary fuels that is much more interesting to read when presented as SmartArt than as a simple text list.

The SmartArt GalleryThere are seven main categories of SmartArt graphics that you can select from. A preview and description will be displayed for each diagram that you point to in the list.

ListFor items without a sequence, such as a list of key objects or conceptsRelationshipTo illustrate relationships between items – not necessarily hierarchicalProcessFor items or steps with a specific sequence and end pointMatrixFor grid-like diagramsCycleFor steps with a continuing sequencePyramidFor a hierarchy of items like the traditional food pyramidHierarchyTo illustrate the hierarchical relationship between items or people


INSERTING SMARTART


Use SmartArt to communicate your message in a graphical format rather than simply using words and numbers. The first step to consider when creating a SmartArt object is what layout will best suit your message. However, if you choose a layout and later find that there is a better one to suit your data, you can quickly and easily change the layout whilst retaining your text and formatting.

Try This Yourself:Open

FileBefore starting this exercise you MUST open the file P715

SmartArt_01.pptx...Ensure you are working on Slide 5 titled Project

DetailsClick on the Insert tab and then click on the SmartArt

buttonClick on the Cycle option in the left-hand pane and then click on different options in the middle pane

Notice a description appears in the right-hand pane for each SmartArt layout you

selectSelect the Basic Radial

layout and then click [OK]To remove this layout, click on the outer edge of the SmartArt object and then press the

key.Click on the Insert tab and then click on the SmartArt

buttonClick on the List option in the left-hand pane, then click on the Vertical Box List and

press [OK]Click away from the SmartArt object to unselect it and then click back on it again to make it active

For Your Reference…To insert a SmartArt image:

1. Click on the Insert tab and then on the SmartArt button

2. Select a category in the left-hand pane

3. Click on a layout in the middle pane and then click [OK]

Handy to Know…You can add and delete shapes in most SmartArt graphics, and also change the positions of the various shapes, so choose a layout that provides the best visual representation of your data. The alignment and position of the shapes update as you add/remove shapes or edit the text.

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THE SMARTART TEXT PANE


When you create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with placeholder text that you can replace with your information. At the top of the Text pane, you can edit the text that will appear in your SmartArt graphic. At the bottom of the Text pane, you can view additional information about the SmartArt graphic.

Try This Yourself:Same

FileContinue using the previous file with this exercise, or open the file

P715 SmartArt_02.pptx...Ensure you are working on Slide 5 and the

SmartArt graphic is

selectedUsing the Text placeholder in the Text pane, type the word Research and then press

Press the key to indent the next line of text so that it belongs to the

Research headingType Location

and then press Type the next two lines and press the down arrow

keyEnter the remaining information

You can use the key to start a new line, the key to indent and the + keys

to outdent On completion, click the

X box to close the Text paneClick on the Text pane button on the Smart Art border to open the Text pane again

The text pane will open automatically if you previously left it open

For Your Reference…To enter text in the Text pane:Select the SmartArt objectIf the text pane doesn’t automatically appear, on the SmartArt Tools:Design tab click Text Pane to turn it on

Handy to Know…You can resize the Text pane by hovering the mouse pointer over any edge on the pane and then dragging until the pane is the appropriate size.You can move the Text pane by dragging the top of the pane to another location.

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CHANGING THE SMARTART STYLE


A quick and easy way to add a professionally designed combination of effects to your SmartArt graphic is by applying a SmartArt Style. SmartArt Styles include fills, edges, shadows, line styles, gradients, and 3-D perspectives and are applied to the entire SmartArt graphic. You can also apply an individual Shape style to one or more shapes in your SmartArt graphic. Try This Yourself:Same


P715 SmartArt_03.pptx...Ensure

you are working on Slide 5 Click anywhere in the SmartArt graphic and then double click on the outer

edge to display the SmartArt Tools:

Design tabClick on the More button on the SmartArt Styles

group to display both 2-D and 3-D

stylesClick on the style called Intense Effect, in the Best Match for Document list, to update your

SmartArt graphicNow let’s change to a 3-D

style…Click on the More button on SmartArt Styles group and then select the 3-D

style – Flat SceneNow change the SmartArt style for your graphic to the 3-D style called Polished

For Your Reference…To select a SmartArt Style for a SmartArt graphic:

1. Double click on the outer edge of the SmartArt graphic to display SmartArt Tools: Design tab

2. Select a style from the SmartArt Styles list

Handy to Know…If you customise your SmartArt graphic and then choose a SmartArt Style that contains some similar customisations, your previous customisation will be lost.The SmartArt Styles that are available depend on the underlying theme for the presentation.

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CHANGING THE COLOUR OF SMARTART STYLES


Using the Change Colours command you can apply a colour theme to your SmartArt graphic or to an individual element. When choosing colours, also consider whether you want your audience to print your SmartArt graphic or view it online. For example, the Primary Theme colours are meant for black and white printing.



P715 SmartArt_04.pptx...Ensure you are working on Slide 5, select

the SmartArt graphic and then double click on the outer edge to

display the SmartArt Tools: Design

tab Click on the Change Colours button on the Design tab and then select Colourful Range – Accent

Colours 2 – 3 Now use the Change Colours button to change the colour scheme for the graphic to

Coloured Outline – Accent 1Imagine that you’ve changed your mind about all of the changes you’ve made to the graphic and you want to start again with your

formatting...Click on the Reset Graphic button on the SmartArt Tools: Design tab

The graphic will revert to its default format with the text still

displayedTo reinstate the formatting, click on the Undo button on the Quick Access Toolbar

For Your Reference…To change the colours of a SmartArt graphic:

1. Double click on the outer edge of the SmartArt graphic to display the SmartArt Tools: Design tab

2. Click on the Change Colours button and select a theme from the available options

Handy to Know…Even after you customise your SmartArt graphic, you can change to a different layout, and most of the customisation will remain. You can also click the Reset Graphic button on the Design tab to remove all of your formatting changes and start over.

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CHANGING THE SMARTART LAYOUT


Once you have created a SmartArt graphic, you can easily change it by selecting a different layout that perhaps is more suitable to the type of information that you have already entered. For example, you may wish to change from a list layout to a process layout or from a relationship layout to a cycle.



P715 SmartArt_05.pptx...Ensure you are working on Slide 5, select

the SmartArt graphic and then click on the Design tab under SmartArt

ToolsIn the Layouts group, click on the More button and then click

on More LayoutsSelect the Cycle category and then click on

Nondirectional cycle – click [OK]Now let’s change the layout once again to show that the data you have entered can have some progression from one

stage to the nextWith the SmartArt graphic selected, click on the More button in the Layouts group and then click on

More LayoutsSelect the category Process, select Staggered Process and then

click [OK]Now using the Change Colours button, change the colours to Colourful – Accent Colours under the Colourful option

For Your Reference…To change the layout of a SmartArt graphic:

1. Select the SmartArt graphic2. Click on the More button in the

Layouts group and then click on More Layouts

3. Select a category and then a layout of your choice – click [OK]

Handy to Know…When the font size in one shape shrinks because you add more text to the shape, all of the other text in the remaining shapes of the SmartArt graphic will also shrink to the same size to keep the SmartArt graphic looking consistent and professional.

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ADDING A NEW SHAPE TO A SMARTART GRAPHIC


Once you have created a SmartArt graphic, you can manipulate the content and the structure of the layout using the Create Graphic group on the Design tab. You can add extra shapes, promote or demote bullets, add extra bullets and even change the alignment of the SmartArt graphic between left and right display.

Try This Yourself:

Sam

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Continue using the previous file with this exercise, or open the file P715 SmartArt_06.pptx...

Ensure you are working on Slide 5 and the SmartArt graphic is selected

Click on the Pre-Construction shape to select it

Imagine that you now want to insert an extra phase before the Site Works shape

On the SmartArt Tools: Design tab, click Add Shape and then select Add Shape After

On the SmartArt Tools: Design tab, click on the Text Pane button to turn the Text pane on (or use the Text Pane button on the outer edge of the SmartArt border)

Enter the additional information as shown using either the key to promote the bullet lines or the

command in the Create Graphic group

For Your Reference…To add a shape to a SmartArt graphic:

1. Select the SmartArt graphic2. On the SmartArt Tools: Design tab,

click on the Add Shape drop-down arrow 3. Select Add Shape Before or Add

Shape After

Handy to Know…If you click on the top part of the Add Shape button, Word will automatically add a shape after the selected shape.You can delete a shape and readjust the SmartArt graphic by selecting and pressing .

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THE SMARTART TOOLS FORMAT TAB


The Format tab under SmartArt Tools provides many different ways of formatting individual elements of a SmartArt graphic. For example, you can use WordArt for the text on shapes instead of using standard fonts, or you can change the fill, outline and effects for shapes. There are also options for changing the shapes, arranging them and also resizing them. Try This Yourself:Same


P715 SmartArt_07.pptx...Ensure you are working on Slide 5 and that

the SmartArt graphic is

selectedSelect the shape containing the Research

informationOn the SmartArt Tools: Format tab, click on the

Shape Fill button and then select the Black, Text 1, Lighter 25%

colourWith the shape still selected, click on the Larger button on the tab to increase the shape’s size so that it stands out more than

the other shapesClick on the outer edge of the SmartArt graphic

to select all of its shapesUsing the Text Fill button select the Light

Yellow, Background 1 colourThe text in all of the shapes should now change

For Your Reference…To change the format of SmartArt elements:

1. Click on the SmartArt Tools: Format tab

2. Select individual elements on the SmartArt graphic and use the commands to make any changes you wish

Handy to Know…You can use the WordArt Styles on the SmartArt Tools: Format tab to convert the SmartArt text to WordArt text instead. You can then control the fill, effects and outline for the text. If you prefer, however, you can use any of the regular fonts and formatting on the Home tab.

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RESIZING AND MOVING SMARTART


You may decide that a SmartArt graphic would look better somewhere else in a document or perhaps you want to change its dimensions on the page. You can quickly and easily resize and move the entire SmartArt graphic or individual elements/shapes. Where possible, PowerPoint tries to readjust the text within the SmartArt graphic to suit its new dimensions. Try This Yourself:Same

FileContinue using the previous file with this exercise, or open

the file P715

SmartArt_08.pptx...On Slide 5, ensure the SmartArt graphic is selected and then hover the

mouse over the lower right-hand

resize handleDrag in with the mouse to reduce the height and width of the SmartArt graphic to

about 50% of its original

sizeWith the SmartArt graphic still selected, click the SmartArt Tools: Format tab and change the Height to approximately 10

cm and the Width to

approximately 14 cmNow make the SmartArt graphic

larger again using the

mouseUsing the mouse, drag the SmartArt graphic on the

slide until you are happy with its

placementSave and close the

file on completion

For Your Reference…To resize a SmartArt graphic:Select the SmartArt graphic and then use the resize handles to change its sizeorClick on the SmartArt Tools: Format tab and use the Size buttons

Handy to Know…You can also use the arrow keys to move the SmartArt graphic. Click the SmartArt graphic to select it, and then press , , and to move the SmartArt graphic to the position where you want it.

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