What You’Ll Do
Insert a Picture and Screen Shot
Add an Artistic Style to a Picture
Add a Quick Style to a Picture
Apply a Shape and Border to a Picture
Create and Format WordArt Text
Apply and Modify WordArt Text Effects
Create and Format SmartArt Graphics
Use the Text Pane with SmartArt Graphics
Although well-illustrated documents can’t make up for a lack of content, you can capture the attention of your audience if your documents are vibrant and visually interesting. Microsoft Office comes with a vast array of clip art, and there are endless amounts available through other software packages or on the Web. When going online to look at clips, you can categorize them so that it’s easier to find the best choice for your document. You can use the Microsoft Office.com Online Web site to search for and download additional clip art.
You can easily enhance a document by adding a picture—one of your own or one of the hundreds that come with Microsoft Office. If you need to modify your pictures, you can resize them, compress them for storage, change their brightness or contrast, recolor them, or crop them.
WordArt is another feature that adds detail to your document. Available in other Office programs, WordArt can bring together your documents—you can change its color, shape, shadow, or size. Because WordArt comes with so many style choices, time spent customizing your documents is minimal.
In Office programs, you can insert SmartArt graphics to create diagrams that convey processes or relationships. Office provides a wide-variety of built-in SmartArt graphic types from which to choose, including graphical lists, process, cycle, hierarchy, relationship, matrix, and pyramid. Using built-in SmartArt graphics makes it easy to create and modify charts without having to create them from scratch.
Locate and Insert Clip Art
To add a clip art image to a document, you can click the Insert Clip Art button on the Insert tab to open the Clip Art task pane. The Clip Art task pane helps you search for clip art and access the clip art available in the Clip Organizer and on Office.com, a clip gallery that Microsoft maintains on its Web site. You can limit search results to a specific collection of clip art or a specific type of media file. After you find the clip art you want, you can click it to insert it, or point to it to display a list arrow. Then click an available command, such as Insert, Make Available Offline, Edit Keywords, and Delete from Clip Organizer.
Click the Insert tab.
Click the Clip Art button.
Type the keyword(s) associated with the clip you are looking for.
To narrow your search, do one of the following:
To limit search results to a specific collection of clip art, click the Search For list arrow, and then select the collections you want to search.
To limit search results to a specific type of media file, click the Results Should Be list arrow, and then select the check box next to the types of clips you want to find.
To display Office.com content, select the Include Office.com content check box (New!).
To access clip art on Office.com, click the link at the bottom of the Clip Art task pane. Search and download images from Office.com.
Click Go.
Clips matching the keywords appear in the Results list.
Click the clip you want, and then resize it, if necessary.
Click the Close button on the task pane.
For Your Information
Understanding Clip Art Objects
Clip art objects (pictures and animated pictures) are images made up of geometric shapes, such as lines, curves, circles, squares, and so on. These images, known as vector images, are mathematically defined, which makes them easy to resize and manipulate. A picture in the Microsoft Windows Metafile (.wmf) file format is an example of a vector image. Clip Gallery also includes sounds or motion clips, which you can insert into a document. A motion clip is an animated picture—also known as an animated GIF—frequently used in Web pages. When you insert a sound, a small icon appears representing the sound file.
Word makes it possible for you to insert pictures, graphics, scanned photographs, art, photos, or artwork from a DVD or CD-ROM or other program into a document. When you use the Picture button on the Insert tab, you specify the source of the picture. When you insert pictures from files on your hard disk drive, scanner, digital camera, or Web camera, Word allows you to select multiple pictures, view thumbnails of them, and insert them all at once, which speeds up the process.
Insert a Picture from a File
Click the Insert tab.
Click the Picture button.
Click the Look in list arrow, and then select the drive and folder that contain the file you want to insert.
Click the file you want to insert.
Click Insert.
To link a picture file, click the Insert button arrow, and then click Link to File.
To insert and link a picture file, click the Insert button arrow, and then click Insert and Link.
TROUBLE? If you see a red “x” instead of a picture or motion clip in your document, then you don’t have a graphics filter installed on your computer for that clip.
Did You Know?
You can change a picture. Select the picture, click the Change Picture button on the Format tab, select a picture, and then click Insert.
You can add graphic formats. If the graphic format you want to insert is not in the list, you can use Office Setup’s Add or Remove Features option to install additional graphic formats.
If you’re working on a training manual, presentation, or document that requires a picture of your computer screen, then the Screenshot button (New!) on the Insert tab just made your life a lot easier. You use the Screen Clipping tool to drag a selection around the screen area that you want to capture, and then select the picture from the Screenshot gallery. The Screenshot gallery holds multiple screen shots, so you can capture several screens before you insert them into your document. After you insert the screen shot into a document, you can use the tools on the Picture Tools tab to edit and improve it.
Insert a Picture Screen Shot
Click the Insert tab.
Click the Screenshot button.
Click Screen Clipping.
Display the screen you want to capture, and then drag the large plus cursor to select the screen area to capture.
Click the Screenshot button, and then click the thumbnail of the screen shot you want to insert.
Use the tools on the Picture Tools tab to edit and improve the screen shot.
Did You Know?
You can copy the window or screen contents. To make a copy of the active window, press Alt+Print Scrn. To copy the entire screen as it appears on your monitor, press Print Scrn.
With the Artistic Quick Style gallery (New!), you can transform a picture into a piece of artwork. The Artistic Quick Style gallery makes it easy to change the look of a picture to a sketch, drawing, or painting. The Picture Quick Style gallery provides a variety of different formatting options—such as Pencil Sketch, Line Drawing, Watercolor Sponge, Mosaic Bubble, Glass, Pastels Smooth, Plastic Wrap, Photocopy, and Paint Strokes—to create a professional look. To quickly see if you like an Artistic Quick Style, point to a thumbnail in the gallery to display a live preview of it in the selected shape. If you like it, you can apply it.
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Artistic Effects button.
The current style appears highlighted in the gallery.
Point to a style.
A live preview of the style appears in the picture.
Click the style you want from the gallery to apply it to the selected picture.
Did You Know?
You can quickly return a picture back to its original form Select the picture, click the Format tab, and then click the Reset Picture button.
See Also
See “Applying Picture Effects” on page 117 for information on adding more effects to a picture.
Instead of changing individual attributes of a picture—such as shape, border, and effects—you can quickly add them all at once with the Picture Quick Style gallery. The Picture Quick Style gallery provides a variety of different formatting combinations. To quickly see if you like a Picture Quick Style, point to a thumbnail in the gallery to display a live preview of it in the selected shape. If you like it, you can select the one you want to apply it.
Add a Quick Style to a Picture
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the scroll up or down arrow, or click the More list arrow in the Picture Styles group to see additional styles.
The current style appears highlighted in the gallery.
Point to a style.
A live preview of the style appears in the current shape.
Click the style you want from the gallery to apply it to the selected picture.
After you insert a picture into your document, you can select it and apply one of Office’s shapes to it. The picture appears in the shape just like it has been cropped. The Crop to Shape gallery (New!) makes it easy to choose the shape you want to use. Live preview is not available with the Crop to Shape gallery. You can try different shapes to find the one you want. If you don’t find the one you want, you can use the Reset Picture button to return the picture back to its original state.
Apply a Shape to a Picture
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Crop button arrow, and then point to Crop to Shape.
Select the shape you want to apply to the selected picture.
Did You Know?
You can save a shape as a picture in the PNG format. Right-click the shape, click Save As Picture, type a name, and then click Save.
You can copy the window or screen contents. To make a copy of the active window, press Alt+Print Scrn. To copy the entire screen as it appears on your monitor, press Print Scrn.
After you insert a picture, you can add and modify the picture border by changing individual outline formatting using the Picture Border button on the Format tab under Picture Tools. The Picture Border button works just like the Shape Outline button and provides similar options to add a border, select a border color, and change border width and style. You can try different border combinations to find the one you want. If you don’t find one that works for you, you can use the No Outline command on the Picture Border gallery to remove it.
Apply a Border to a Picture
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Picture Border button.
Click a color, or point to Weight, or Dashes, and then select a style, or click More Lines to select multiple options.
Drag a sizing handle to change the size or angle of the line or arrow.
Did You Know?
You can remove a border. Select the picture, click the Format tab, click the Picture Border button, and then click No Outline.
You can change the look of a picture by applying effects, such as shadows, reflections, glow, soft edges, and 3-D rotations. You can also apply effects to a shape by using the Picture Effects gallery for quick results, or by using the Format Shape dialog box for custom results. From the Picture Effects gallery, you can apply a built-in combination of 3-D effects or individual effects to a picture. To quickly see if you like a picture effect, point to a thumbnail in the Picture Effects gallery to display a live preview of it. If you like it, you can apply it. If you no longer want to apply a picture effect to an object, you can remove it. Simply select the picture, point to the effect type on the Picture Effects gallery, and then select the No effect type option.
Add an Effect to a Picture
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Picture Effects button, and then point to one of the following:
Preset to select No 3-D, one of the preset types, or More 3-D Settings.
Shadow to select No Shadow, one of the shadow types, or More Shadows.
Reflection to select No Reflection or one of the Reflection Variations.
Glow to select No Glow, one of the Glow Variations, or More Glow Colors.
Soft Edges to select No Soft Edges or a point size to determine the soft edge amount.
3-D Rotation to select No Rotation, one of the rotation types, or More 3-D Settings.
When you point to an effect, a live preview of the style appears in the current shape.
Click the effect you want from the gallery to apply it.
Once you have inserted a picture, clip art and other objects into your document, you can adapt them to meet your needs. Like any object, you can resize a picture. You can use the sizing handles to quickly resize a picture or use height and width options in the Size group on the Format tab to resize a picture more precisely. If you want to set unique or multiple options at the same time, you can use the Size and Position dialog box. These options allow you to make sure your pictures keep the sam relative proportions as the original and lock size proportions.
Resize a Picture
Click the object you want to resize.
Drag one of the sizing handles to increase or decrease the object’s size.
Drag a middle handle to resize the object up, down, left, or right.
Drag a corner handle to resize the object proportionally.
Resize a Picture Precisely
Click the object you want to resize.
Click the Format tab under Picture Tools.
Click the up and down arrows or enter a number (in inches) in the Height and Width boxes on the Ribbon and press Enter.
If the Lock aspect ratio check box is selected in the Size and Position dialog box, height or width automatically changes when you change one of them. Click the Size Dialog Box Launcher to change the option.
Click the object you want to resize.
Click the Format tab under Picture Tools.
Click the Size Dialog Box Launcher.
To keep the picture proportional, select the Lock aspect ratio check box.
To keep the picture the same relative size, select the Relative to original picture size check box.
Click the up and down arrows or enter a number in the Height and Width boxes in one of the following:
Size. Enter a height and width size in inches.
Scale. Enter a percentage size.
If the Lock aspect ratio check box is selected, height or width automatically changes when you change one of them.
If you want to remove your changes, click Reset.
Click Close.
Did You Know?
Resizing bitmaps can cause distortion.
Bitmap images are made up of dots, and do not lend themselves as easily to resizing because the dots can’t expand and contract, which can lead to distortion. To avoid distortion, resize bitmaps proportionally and try to resize smaller instead of larger.
Office allows you to compress pictures in order to minimize the file size of the image. In doing so, however, you may lose some visual quality, depending on the compression setting (New!). You can pick the resolution that you want for the pictures in a document based on where or how they’ll be viewed (for example, on the Web or printed). You can also set other options, such as Delete cropped areas of picture, to get the best balance between picture quality and file size or automatically compress pictures when you save your document.
Click to select the pictures you want to compress.
Click the Format tab under Picture Tools.
Click the Compress Pictures button.
Select the Apply only to this picture check box to apply compression setting to only the selected picture. Otherwise, clear the check box to compress all pictures in your document.
Select or clear the Delete cropped areas of pictures check box to reduce file.
Click the Print, Screen, E-mail, or Document (New!) option to specify a target output.
Click OK.
Once you have inserted a picture, you can control the image’s colors, brightness, and contrast using Picture tools. The brightness and contrast controls let you make simple adjustments to the tonal range of a picture. The brightness and contrast controls change a picture by an overall lightening or darkening of the image pixels. In addition, you can sharpen and soften pictures by a specified percentage (New!). You can experiment with the settings to get the look you want. If you don’t like the look, you can use the Reset Picture button to return the picture back to its original starting point.
Change Brightness and Contrast or Sharpen and Soften
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Corrections button, and then do one of the following:
Brightness and Contrast. Click a brightness and contrast option.
A positive brightness lightens the object colors by adding more white, while a negative brightness darkens the object colors by adding more black. A positive contrast increases intensity, resulting in less gray, while a negative contrast to decrease intensity, resulting in more gray.
Sharpen and Soften. Click a sharpen and soften option.
To set custom correction percentages, click the Corrections button, click Picture Corrections Options, specify the options you want, and then click Close.
You can recolor clip art and other objects to match the color scheme of your document. For example, if you use a flower clip art as your business logo, you can change shades of pink in the spring to shades of orange in the autumn. The Color Picture Quick Style gallery (New!) provides a variety of different recolor formatting combinations. To quickly see if you like a Color Picture Quick Style, point to a thumbnail in the gallery to display a live preview of it in the selected shape. If you like it, you can apply it. You can also use a transparent background in your picture to avoid conflict between its background color and your document’s background. With a transparent background, the picture takes on the same background as your document.
Click the picture whose color you want to change.
Click the Format tab under Picture Tools.
Click the Color button.
Click one of the Color options.
Recolor. Click an option to apply a color type:
No Recolor. Click this option to remove a previous recolor.
Grayscale. Converts colors into whites, blacks and shades of gray between black and white.
Sepia. Converts colors into very light gold and yellow colors like a picture from the old west.
Washout. Converts colors into whites and very light colors.
Black and White. Converts colors into only white and black.
Color Saturation or Color Tone. Click an option to apply a color saturation or tone based on the recolor selection.
More Variations. Point to this option to select a specific color.
Picture Color Options. Click this option to set custom recolor options by percentage.
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Color button, and then click Set Transparent Color.
Move the pointer over the object until the pointer changes shape.
Click the color you want to set as transparent.
Move the pointer over the picture where you want to apply the transparent color, and then click to apply it.
When you’re done, click outside the image.
Did You Know?
Why is the Set Transparent Color command dimmed? Setting a color as transparent works only with bitmaps. If you are working with an object that is not a bitmap, you will not be able to use this feature.
You can’t modify some pictures in Office. If the picture is a bitmap (.BMP, .JPG, .GIF, or .PNG), you need to edit its colors in an image editing program, such as Adobe Photoshop, Microsoft Paint, or Paint Shop Pro.
You can reset a picture back to its original state. Click the picture you want to reset, click the Format tab under Picture Tools, and then click the Reset Picture button.
You can crop clip art to isolate just one portion of the picture. Because clip art uses vector image technology, you can crop even the smallest part of it and then enlarge it, and the clip art will still be recognizable. You can also crop bitmapped pictures, but if you enlarge the area you cropped, you lose picture detail. Use the Crop button to crop an image by hand. In addition, you can crop a picture while maintaining a selected resize aspect ratio (New!) or crop a picture based on a fill or fit (New!). You can also rotate a picture by increments or freehand.
Crop a Picture Quickly
Click the picture you want to crop.
Click the Format tab under Picture Tools.
Click the Crop button.
Drag the sizing handles until the borders surround the area you want to crop.
Click outside the image when you are finished.
Crop a Picture with an Aspect Ratio
Click the picture you want to crop.
Click the Format tab under Picture Tools.
Click the Crop button arrow, point to Aspect Ratio, and then select an aspect ratio.
Drag the sizing handles until the borders surround the area you want to crop.
Click outside the image when you are finished.
Crop a Picture with a Fill or Fit
Click the picture you want to crop.
Click the Format tab under Picture Tools.
Click the Crop button arrow, and then select an option:
Fill. Resizes the picture so the entire picture area is filled while maintaining the aspect ratio. Any area outside of the picture area is cropped.
Fit. Resizes the picture so the entire picture displays inside the picture area while maintaining the aspect ratio.
Drag the sizing handles until the borders surround the area you want to crop.
Click outside the image when you are finished.
Click the object you want to rotate.
Position the pointer (which changes to the Free Rotate pointer) over the green rotate lever at the top of the object, and then drag to rotate the object.
Click outside the object to set the rotation.
Did You Know?
You can rotate or flip a picture. Select the picture, click the Format tab, click the Rotate button, and then click Rotate Right 90, Rotate Left 90, Flip Vertical, Flip Horizontal, or click More Rotation Options.
Sometimes you want to use an element from a picture instead of the entire picture. With the Remove Background command (New!), you can specify the element you want in a picture, and then remove the background. You can use automatic background removal or you can manually draw lines to specify which parts of the picture background you want to keep and which to remove.
Remove a Picture Background
Click the picture you want to change.
Click the Format tab under Picture Tools.
Click the Remove Background button.
Drag the handles on the marquee lines to specify the part of the picture you want to keep. The area outside the marquee gets removed.
To manually specify which areas to keep and which areas to remove, do the following:
Mark Areas to Keep. Click the button, and then draw lines to specify which parts of the picture you do not want automatically removed.
Mark Areas to Remove. Click the button, and then draw lines to specify which parts of the picture you do want removed in addition to those automatically marked.
Delete Mark. Click the button, and then click marked lines to remove them.
Click the Keep Changes button to close and keep the removal or click the Discard All Changes button to close and cancel the automatic removal.
The WordArt feature lets you create stylized text to draw attention to your most important words. Most users apply WordArt to a word or a short phrase, such as Home For Sale. You should apply WordArt to a document sparingly. Its visual appeal and unique look requires uncluttered space. When you use WordArt, you can choose from a variety of text styles that come with the WordArt Quick Style gallery, or you can create your own using tools in the WordArt Styles group. To quickly see if you like a WordArt Quick Style, point to a thumbnail in the gallery to display a live preview of it in the selected text. If you like it, you can apply it. You can also use the free angle handle (pink diamond) inside the selected text box to adjust your WordArt text angle.
Insert WordArt Text
Click the Insert tab.
Click the WordArt button, and then click one of the WordArt styles.
A WordArt text box appears on the document with selected placeholder text.
Type the text you want WordArt to use.
Drag a resize handle as needed to increase or decrease the size of the WordArt text box.
If applicable, use the Font and Paragraph options on the Home tab to modify the text you entered.
To edit WordArt text, click to place the insertion point where you want to edit, and then edit the text.
Did You Know?
You can convert text in a text box to WordArt. Select the text box, click the Format tab under Drawing Tools, and then click the WordArt text style you want from the Ribbon.
You can remove WordArt text. Select the WordArt text you want to remove, click the Format tab, click the Quick Styles button, and then click Clear WordArt.
In addition to applying one of the preformatted WordArt styles, you can also create your own style by shaping your text into a variety of shapes, curves, styles, and color patterns. The WordArt Styles group gives you tools for changing the fill and outline of your WordArt text. To quickly see if you like a WordArt Style, point to a thumbnail in the gallery to display a live preview of it in the selected text. If you like it, you can apply it.
Apply a Different WordArt Style to Existing WordArt Text
Click the WordArt object whose style you want to change.
Click the Format tab under WordArt Tools.
Click the scroll up or down arrow, or click the More list arrow in the WordArt Styles group to see additional styles.
The current style appears highlighted in the gallery.
Point to a style.
A live preview of the style appears in the current shape text.
Click the style you want from the gallery to apply it to the selected shape.
Did You Know?
You can add more formatting to WordArt text. Select the WordArt object, click the Home tab, and then use the formatting button in the Font and Paragraph groups.
You can change the WordArt fill color to match the background. Click the WordArt object, right-click the object, click Format Shape, click the Background option, and then click Close.
Click the WordArt object you want to change.
Click the Format tab under WordArt Tools.
Click the Shape Fill button arrow, and then click or point to one of the following:
Color to select a theme or standard color.
No Fill to remove a fill color.
Picture to select a picture file.
Gradient to select No Gradient, one of the shadow types, or More Gradients.
Texture to select one of the texture types, or More Textures.
Apply an Outline to WordArt Text
Click the WordArt object you want to change.
Click the Format tab under WordArt Tools.
Click the Shape Outline button.
Click a color, or point to Weight or Dashes, and then select a style.
Did You Know?
You can change the shape of WordArt text. Select the WordArt object, click the Format tab under WordArt Tools, click the Change WordArt Shape button, and then select a shape.
You can change the look of WordArt text by applying effects, such as shadows and 3-D rotations. You can apply effects to a shape by using the Shadow or 3-D Effects gallery for quick results. From the 3-D Effects gallery you can apply a built-in combination of 3-D effects or individual 3-D effects to WordArt text. To quickly see if you like the effect, point to a thumbnail in the Shadow or 3-D Effects gallery to display a live preview of it. If you like it, you can apply it. If you no longer want to apply the effect, you can remove it. Simply, select the WordArt text, and then select the No effect type option on the Shadow Effects or 3-D Effects gallery.
Apply an Effect to WordArt Text
Click the WordArt object you want to change.
Click the Format tab under WordArt Tools.
To add a shadow, click the Shadow Effects button, and then select a shadow effect.
To change the location and length of a shadow, click any of the Nudge Shadow buttons.
To remove a shadow, click the Shadow On/Off button in the middle of the Nudge Shadow buttons.
To add a 3D effect, click the 3-D Effects button, and then select a 3D effect.
To change the location and length of a 3-D effect, click any of the Tilt buttons.
To remove a shadow, click the 3-D On/Off button in the middle of the Tilt buttons.
Did You Know?
You can change the WordArt text spacing. Select the WordArt object, click the Format tab under WordArt Tools, click the Spacing button, and then select a spacing option.
You can apply a number of text effects to your WordArt objects that determine letter height, justification, alignment, and spacing. The effects of some of the adjustments you make are more pronounced for certain WordArt styles than others. Some of these effects make the text unreadable for certain styles, so apply these effects carefully. If the text position is not what you want, you can also use the Rotate button to rotate right or left 90 degrees or flip vertical or horizontal.
Change WordArt Text Direction
Click the WordArt object you want to change.
Click the Format tab under WordArt Tools.
To align text, click the Align Text button, and then select an option: Left Align, Center, Right Align, Word Justify, Letter Justify, Letter Justify, or Stretch Justify.
To stack text vertically, click the WordArt Vertical Text button.
Click outside the object to deselect it.
Rotate WordArt Text
Click the WordArt object you want to rotate.
Click the Format tab under WordArt Tools.
Click the Rotate button, and then select an option: Rotate Right 90, Rotate Left 90, Flip Vertical, or Flip Horizontal.
Click outside the object to deselect it.
SmartArt graphics allow you to create diagrams that convey processes or relationships. Office provides a wide variety of built-in SmartArt graphic types, including graphical lists, process, cycle, hierarchy, relationship, matrix, pyramid, picture (New!), and Office.com (New!). Using built-in SmartArt graphics makes it easy to create and modify charts without having to create them from scratch. To quickly see if you like a SmartArt graphic layout, point to a thumbnail in the gallery to display a live preview of it in the selected shape. If you like it, you can apply it.
Create a SmartArt Graphic
Click the Insert tab.
Click the SmartArt button.
In the left pane, click a category, such as All, List, Process, Cycle, Hierarchy, Relationship, Matrix, or Pyramid.
In the middle pane, click a SmartArt graphic style type.
Click OK.
The SmartArt graphic appears in the document.
Did You Know?
You can change a SmartArt diagram type. Select the SmartArt graphic, click the Design tab under SmartArt Tools, click the More list arrow for Layouts, click More Layout, select a diagram type, and then click OK.
SmartArt Graphic Purposes
Click the Text Pane button, or click the control with two arrows along the left side of the selection to show the Text pane.
Label the shapes by doing one of the following:
Type text in the [Text] box.
You can use the arrow keys to move around the Text pane, or use the Promote or Demote buttons to indent.
At the end of a line, press Enter to insert a line (shape), or select line text, and then press Delete to remove a line (shape).
Click a shape, and then type text directly into the shape.
When you’re done, click outside of the SmartArt graphic.
Did You Know?
You cannot drag text into the Text pane. Although you can’t drag text into the Text pane, you can copy and paste text.
You can create a blank SmartArt graphic. In the Text pane, press Ctrl+A to select all the placeholder text, and then press Delete.
After you create a layout for a SmartArt graphic, a Text pane appears next to your selected SmartArt graphic. The bottom of the Text pane displays a description of the SmartArt graphic. The Text pane and SmartArt graphic contain placeholder text. You can change the placeholder text in the Text pane or directly in the SmartArt graphic. The Text pane works like an outline or a bulleted list and the text corresponds directly with the shape text in the SmartArt graphic. As you add and edit content, the SmartArt graphic automatically updates, adding or removing shapes as needed while maintaining the design. If you see a red “x” in the Text pane, it means that the SmartArt graphic contains a fixed number of shapes, such as Counterbalance Arrows (only two).
Show or Hide the Text Pane
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Do any of the following:
Show. Click the Text Pane button, or click the control with two arrows along the left side of the SmartArt graphic selection to show the Text pane.
Hide. Click the Text Pane button, click the Close button on the Text pane, deselect the SmartArt graphic.
The Text Pane button toggles to show or hide the Text pane.
Did You Know?
You can resize the Text pane. To resize the Text pane, point to any edge (pointer changes to double-headed arrow), and then drag to resize it.
You can move the Text pane. To move the Text pane, drag the top of the pane. The Text pane location resets when you exit Excel.
Work with Text in the Text Pane
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
If necessary, click the Text Pane button to show the Text pane.
Do any of the following tasks:
New line. At the end of a line, press Enter.
Indent line right. Press Tab, or click the Promote button.
Indent line left. Press Shift+Tab, or click the Demote button.
Delete line. Select the line text, and then press Delete.
Did You Know?
You can format text in the Text pane. When you apply formatting to text in the Text pane, it doesn’t display in the Text pane, but it does display in the SmartArt graphic.
You can remove a shape from a SmartArt graphic. Select the SmartArt graphic, click the shape you want to remove, and then press Delete.
If your current SmartArt graphics don’t quite convey the message or look you want, use live preview to quickly preview layouts in the Quick Styles and Layout Styles groups and select the one you want. If you only want to change the color, you can choose different color schemes using theme colors by using the Change Color button. If the flow of a SmartArt graphic is not the direction you want, you can change the orientation.
Apply a Quick Style to a SmartArt Graphic
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Click the scroll up or down arrow, or click the More list arrow in the Quick Styles group to see additional styles.
Point to a style.
A live preview of the style appears in the current shape.
Click the layout for the SmartArt graphic you want from the gallery.
Change a Smart Graphic Orientation
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Click the Right to Left button.
The button toggles, so you can click it again to switch back.
Change a SmartArt Graphic Layout
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Click the scroll up or down arrow, or click the More list arrow in the Layout Styles group to see additional styles.
The gallery displays layouts designed for bulleted lists.
To view the entire list of diagram layouts, click More Layouts.
Point to a layout.
A live preview of the style appears in the current shape.
Click the layout for the SmartArt graphic you want from the gallery.
If you opened the entire list of layouts, click OK.
Change a SmartArt Graphic Colors
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Click the Change Colors button.
The gallery displays the current layout with different theme colors.
Point to a style.
A live preview of the style appears in the current shape.
Click the layout for the SmartArt graphic you want from the gallery.
After you create a SmartArt graphic, you can add, remove, change, or rearrange shapes to create a custom look. For shapes within a SmartArt graphic, you can change the shape from the Shape gallery or use familiar commands—such as Bring to Front, Send to Back, Align, Group, and Rotate—to create your own custom SmartArt graphic. If you no longer want a shape you’ve added, simply select it, and then press Delete to remove it.
Add a Shape to a SmartArt Graphic
Select the shape in the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Click the Add Shape button to insert a shape at the end, or click the Add Shape button arrow, and then select the position where you want to insert a shape.
Change Shapes in a SmartArt Graphic
Select the shapes in the SmartArt graphic you want to modify.
Click the Format tab under SmartArt Tools.
Click the Change Shape button, and then click a shape.
To change the size of the selected shape, click the Larger or Smaller button.
Format Shapes in a SmartArt Graphic
Select the shapes in the SmartArt graphic you want to modify.
Click the Format tab under SmartArt Tools.
In the Shape Styles section, use any of the following:
Shape Style. Click the More list arrow, and then select a style.
Shape Fill. Click the Shape Fill button, and then select a fill, such as a color, picture, gradient, or texture.
Shape Outline. Click the Shape Outline button, and then select an outline, such as color, weight, dashes, or arrow.
Shape Effects. Click the Shape Effects button, and then select an effect, such as Shadow, Reflection, Glow, Soft Edges, Bevel, or 3-D Rotation.
Did You Know?
You can reset a SmartArt graphic back to its original state. Select the SmartArt graphic, click the Design tab under SmartArt Tools, and then click the Reset Graphic button.
With SmartArt graphic layouts (New!), you can insert pictures in the SmartArt shapes. In addition to the pictures, you can also add descriptive text using the Text pane or shape itself. The process is very simple. Insert a SmartArt picture layout, insert pictures, and then add descriptive text. If you already have pictures in your document, you can convert them to a SmartArt graphic.
Use either of the following to add pictures to a SmartArt graphic:
Create New. Click the Insert tab, click the SmartArt button, click Picture, click a layout, and then click OK.
Convert Picture. Select a picture, click the Format tab under Picture Tools, click the Picture Layout button, and then select a layout.
To add a shape, click the Design tab under SmartArt Tools, click the Add Shape button arrow, and then select the type of shape you want to add.
To add a picture, double-click a graphic placeholder, select a picture file, and then click Insert.
Label the shapes by doing one of the following:
Type text in the [Text] box.
Click a shape, and then type text directly into the shape.
Did You Know?
Convert a SmartArt graphic to shapes. Select the SmartArt graphic, click the Design tab under SmartArt Tools, and then click the Convert To Shapes button (New!).
An organization chart shows the reporting relationships between individuals in an organization. For example, you can show the relationship between a manager and employees within a company. You can create an organization chart using a SmartArt graphic or using Microsoft Organization Chart. A SmartArt graphic organization chart makes it easy to add shapes using the graphic portion or the Text pane.
Create an Organization Chart Using a SmartArt Graphic
Click the Insert tab.
Click the SmartArt button.
In the left pane, click Hierarchy.
In the middle pane, click a SmartArt organization chart type.
Click OK.
The SmartArt graphic appears with a Text pane to insert text.
Label the shapes by doing one of the following:
Type text in the [Text] box.
You can use the arrow keys to move around the Text pane.
Click a shape, and then type text directly into the shape.
To add shapes from the Text pane, place the insertion point at the beginning of the text where you want to add a shape, type the text you want, press Enter, and then to indent the new shape, press Tab or to promote, press Shift+Tab.
You can also click the Add Shape button arrow on the Design tab under SmartArt Tools, and then select the type of shape you want to add.
When you’re done, click outside of the SmartArt graphic.
Like any SmartArt graphic, you can add special effects—such as soft edges, glows, or 3-D effects, and animation—to an organization chart. If your organization chart doesn’t quite look the way you want, live preview can help you preview layouts in the Quick Styles and Layout Styles groups and select the one you want. If you only want to change the color, you can choose different color schemes using theme colors by using the Change Color button.
Change the Layout or Apply a Quick Style to an Organization Chart
Click the SmartArt graphic you want to modify.
Click the Design tab under SmartArt Tools.
Click the scroll up or down arrow, or click the More list arrow in the Layouts group or Quick Styles group to see additional styles.
The gallery displays different layouts or the current layout with different theme colors.
Point to a style.
A live preview of the style appears in the current shape.
Click the layout or style for the SmartArt graphic you want from the gallery.
Did You Know?
You can change organization chart lines to dotted lines. Right-click the line you want to modify, click Format Object, click Line Style, click Dash type, click a style, and then click Close.
You can change the colors of an organization chart. Click the SmartArt graphic you want to modify, click the Design tab under SmartArt Tools, click the Change Colors button, and then click the color theme you want.