Diagrams are graphics that convey information. Business documents often include diagrams to clarify concepts, describe processes, and show hierarchical relationships. Word 2019 includes a powerful diagramming feature called SmartArt that you can use to create diagrams directly in your documents. By using these dynamic diagram templates, you can produce eye-catching and interesting visual representations of information.
SmartArt graphics can illustrate many different types of concepts. Although they consist of collections of shapes, SmartArt graphics are merely visual containers for information stored as bulleted lists. You can also incorporate pictures and other images to create truly spectacular, yet divinely professional, diagrams.
Office 2019 includes a library of three-dimensional models from which you can insert a variety of life-like content that you can modify to present from any angle. While three-dimensional graphics are more suited to online presentation in a program such as Microsoft PowerPoint, they can also add a sophisticated element to documents.
This chapter guides you through procedures related to creating and modifying SmartArt diagrams that include text and picture content, and inserting and modifying three-dimensional models.
Sometimes the concepts you want to convey to an audience are best presented in diagrams. You can easily create a dynamic, appealing diagram by using SmartArt graphics, which visually express information in predefined sets of shapes. You can use SmartArt graphics to easily create sophisticated diagrams that illustrate the following concepts:
List These diagrams visually represent lists of related or independent information—for example, a list of items needed to complete a task, including pictures of the items.
Process These diagrams visually describe the ordered set of steps required to complete a task—for example, the steps for getting a project approved.
Cycle These diagrams represent a circular sequence of steps, tasks, or events, or the relationship of a set of steps, tasks, or events to a central, core element—for example, the looping process for continually improving a product based on customer feedback.
Hierarchy These diagrams illustrate the structure of an organization or entity—for example, the top-level management structure of a company.
Relationship These diagrams show convergent, divergent, overlapping, merging, or containment elements—for example, how using similar methods to organize your email, calendar, and contacts can improve your productivity.
Matrix These diagrams show the relationship of components to a whole—for example, the product teams in a department.
Pyramid These diagrams illustrate proportional or interconnected relationships—for example, the amount of time that should ideally be spent on different phases of a project.
The layout of content in a SmartArt diagram is controlled by a behind-the-scenes bulleted list. When creating a SmartArt diagram in Word, you choose a layout first, and then populate the associated list in a window called the Text pane.
The dialog box from which you choose the SmartArt graphic layout displays monochromatic representations of the layouts; this is only so the colors don’t confuse the process of choosing a layout. The actual colors of the SmartArt diagram are based on the color scheme of the document, and you can choose from several different color patterns. The categories in the left pane of the dialog box are not mutually exclusive, so some diagrams appear in more than one category.
Tip
After you create a SmartArt diagram, you can change its content, layout, and colors. For information about changing the diagram colors, see “Modify diagrams” later in this chapter.
Selecting a layout in the Choose A SmartArt Graphic dialog box displays a color mockup of the diagram and information about any restrictions on the number of entries or list levels the layout supports.
You can find the layout information in the Text pane after you create the diagram. Sometimes the Text pane displays the layout name and description at the bottom; other times, it displays only the layout name. When this is the case, simply point to the layout name to display the layout description in a ScreenTip.
After you choose a layout, Word inserts the basic diagram into the document and displays the Text pane containing placeholder information. You can enter more or less information than is required by the original diagram.
You can insert and modify text either directly in the diagram shapes or in the associated Text pane. (You can hide the Text pane when you’re not using it, and redisplay it if you need it.) The Text pane might display only a single-level bulleted list, or a multilevel list if the diagram layout supports multiple levels. You can expand the diagram either by adding more list items or by adding more shapes. Some diagram layouts support a specific number of entries and others can be expanded significantly.
In layouts that support additional entries, Word adds shapes to the diagram to accommodate the content. Within a diagram, shapes of the same hierarchy level are the same size regardless of the amount of content each contains. The text within the shapes is also the same size. If a text entry is too long to fit a shape, the text size changes in all the shapes at that hierarchy level.
Tip
You can move, resize, and wrap text around SmartArt graphics just as you can other types of images. For information about configuring image layout options, see “Arrange objects on a page” in Chapter 10, “Organize and arrange content.”
To create a diagram in a document
Position the cursor in the document where you want to insert the diagram.
Do either of the following to open the Choose A SmartArt Graphic dialog box:
On the Insert tab, in the Illustrations group, select SmartArt.
Press Alt+N+M.
In the left pane, select a type of diagram. Then in the center pane, select a diagram layout thumbnail to view an example, along with a description of what the diagram best conveys, in the right pane.
Select OK to insert the selected diagram at the cursor.
To enter text into diagram shapes
If the Text pane isn’t open, select the diagram, and then do either of the following:
Select the chevron on the left side (in the middle) of the diagram frame to open the Text pane.
On the Design tool tab for SmartArt (not the regular document Design tab), in the Create Graphic group, select Text Pane.
In the Text pane, select the first placeholder, and enter the text you want to display in the corresponding shape. Notice that the content you enter in the bulleted list appears immediately in the corresponding diagram shape. Then do any of the following:
Press the Down Arrow key to move to the next placeholder.
At the beginning of a list item, press Tab to increase the indent level of the current list item.
At the end of a list item, press Enter to add an item to the bulleted list and add a shape to the diagram.
Press Delete to remove an unused list item.
Repeat step 2 until you’ve entered all the diagram content.
Tip
For a clean look, don’t use ending punctuation for the text that appears in the SmartArt graphic shapes.
In the Text pane, select the Close button (the X).
After you create a diagram and add the text you want to display in it, you can move and size it to fit the space, and format it to achieve professional-looking results.
If the diagram layout you originally selected doesn’t precisely meet your needs, you can easily change to a different layout. Some layouts preserve information that doesn’t fit, and others don’t; a message at the bottom of the Text pane provides information so you can make an informed decision.
When a SmartArt graphic is active, the SmartArt Tools tab group on the ribbon includes two tabs: Design and Format.
You can make many changes directly on the diagram canvas, but if you prefer, you can also make changes from the ribbon. From the Design tool tab, you can make changes such as the following:
Add, move, and change the hierarchy of shapes.
Change to a different layout.
Change the color scheme of the diagram.
Change the effects applied to the diagram shapes.
Reset the diagram to its default settings.
From the Format tool tab, you can make changes such as the following:
Change the shape of an individual diagram shape—for example, change a square to a star to make it stand out.
Change the size of an individual diagram shape.
Apply a built-in shape style.
Apply colors and effects to specific shapes.
Apply WordArt text effects to the text in a shape.
Add text alternatives (alt text) to the diagram.
Position and resize the SmartArt graphic.
To add a shape to a SmartArt graphic
Select the diagram and open the Text pane.
At the end of any list item, press Enter to add an item to the bulleted list at the same level and a corresponding shape to the diagram.
If you want to make the new item a subitem of the original item, press Tab to demote the bulleted list item and change the corresponding shape.
Or
Select the diagram shape next to which you want to add a new shape.
If you want to add a shape at the same level, on the Design tool tab, in the Create Graphic group, select the Add Shape button to add a shape to the diagram and corresponding item to the bulleted list.
If you want to add a shape at another level, on the Design tool tab, in the Create Graphic group, select the Add Shape arrow, and then select one of the following (only valid shape options are active):
Add Shape After
Add Shape Before
Add Shape Above
Add Shape Below
Add Assistant
Important
Some SmartArt graphics support only a limited number of shapes. If you want to add a shape to a diagram to accommodate more text, you can change to a diagram that supports more shapes.
To remove a shape from a SmartArt graphic
Do either of the following to select the shape you want to remove:
In the diagram, select the shape.
In the Text pane, select the list item.
Press the Delete key.
To move a shape in a SmartArt graphic
In the diagram, point to the shape. When the cursor changes to a four-headed arrow, drag the shape by its border to a different position.
In the Text pane, drag the list item to a different position.
To change the hierarchy of shapes in a SmartArt graphic
Important
You can promote and demote shapes only in SmartArt layouts that support multiple levels of content.
In the diagram, select a shape.
On the Design tool tab, in the Create Graphic group, do either of the following:
Select the Promote button to increase the level of the selected shape or list item.
Select the Demote button to decrease the level of the selected shape or list item.
Or
In the Text pane, click at the beginning of a list item. Then do either of the following:
Press Tab to demote the list item (and the shape).
Press Shift+Tab to promote the list item (and the shape).
To change a SmartArt graphic to a different layout
Select the diagram.
On the Design tool tab, in the Layouts group, select the More button to expand the Layouts gallery. (Or, if the gallery is collapsed into a group button, select the Change Layout group button.)
This view of the gallery displays only the available diagram layouts for the currently selected diagram layout category.
In the Layouts gallery, do either of the following:
Select a thumbnail to change the diagram to the new layout in the same category.
At the bottom of the gallery, select More Layouts to display the Choose A SmartArt Graphic dialog box. Locate and select the layout you want to apply, and then select OK.
To change the color scheme of a SmartArt graphic
On the Design tool tab, in the SmartArt Styles group, select Change Colors to display the SmartArt coloring options in the current color scheme.
Point to any color set to display a live preview of that option. Select the color set you like to apply it to the diagram.
To change the effects applied to the shapes in a SmartArt graphic
Select the diagram. On the Format tool tab, in the Shape Styles group, select the Shape Effects button.
On the Shape Effects menu, select an effect category. Then in the Variations section of the effect menu, point to any thumbnail to display a live preview of the effect.
Select a thumbnail to apply that effect to the diagram.
To reset a SmartArt graphic to its default formatting
Select the diagram, and on the Design tool tab, in the Reset group, select Reset Graphic.
To change the shape of an individual diagram shape
Right-click the diagram shape you want to change, and then select Change Shape.
In the Shape gallery, click any shape to change the diagram shape.
To change the size of an individual diagram shape
Select the shape, and then do either of the following:
Drag the sizing handle until the shape is the size you want.
On the Format tool tab, in the Size group, set the Height and Width.
To apply colors and effects to specific shapes
Select a shape. On the Format tool tab, in the Shape Styles group, do either of the following:
From the Shape Styles gallery, apply a preformatted set of styles.
From the Shape Fill, Shape Outline, or Shape Effects menu, apply individual style formats.
To apply WordArt text effects to the text in a shape
Do either of the following:
Select the diagram to apply WordArt text effects to all the text in a diagram.
Select a shape to apply WordArt text effects to only the selected shape.
On the Format tool tab, in the WordArt Styles group, select the More button to display the Quick Styles gallery.
In the Quick Styles gallery, point to any thumbnail to display a live preview of the effect.
Select a thumbnail to apply the effect to the selected shape or shapes.
Tip
For a custom WordArt effect, you can select the text fill color, the text outline color, and the text effect individually from the corresponding menus in the WordArt Styles group.
Most SmartArt graphics present text information in shapes, but some can display pictures instead of, or in addition to, text. Most SmartArt graphic categories include some picture options, but picture diagrams are also available in their own category to help you locate them if you specifically want to create a diagram that includes pictures.
You can insert pictures into a SmartArt graphic from the same sources you can insert them into a document from: your computer or a connected storage location, a SharePoint library, a OneDrive or OneDrive for Business storage folder, or the internet. As always, take care when reusing pictures you find on the internet to ensure that you don’t violate someone’s copyright.
When you insert or select a picture in a SmartArt graphic, the SmartArt Tools tab group and the Picture Tools tab group are active. You can edit pictures you insert in diagrams the same way you edit those you insert directly into documents.
To insert a picture diagram in a document
Position the cursor in the document where you want to insert a picture diagram.
On the Insert tab, in the Illustrations group, select SmartArt to open the Choose A SmartArt Graphic dialog box.
In the left pane, select Picture to display the picture diagram options. Then in the middle pane, select any thumbnail to display information about the diagram and the number of pictures you can use in it.
In the Choose a SmartArt Graphic dialog box, select OK to insert the selected picture diagram template.
To replace a picture placeholder in a diagram
In the Text pane or in a diagram shape, select the Insert Picture icon to open the Insert Pictures window.
In the Insert Pictures window, which displays the locations from which you can insert pictures into the diagram, select the source you want to use.
Browse to and select the picture you want to use. Then select Insert to replace the picture placeholder.
Word 2019 includes the ability to insert, manipulate, and format three-dimensional models in your documents.
You can select models from the Remix 3D online library or another source, or create your own in Microsoft Paint 3D. Supported 3D model file types include:
3D Manufacturing Format (*.3mf)
Binary GL Transmission Format (*.glb)
Filmbox Format (*.fbx)
Object Format (*.obj)
Polygon Format (*.ply)
StereoLithography Format (*.stl)
Access to the Remix 3D library is free. The library includes a wide variety of objects in categories as diverse as Dinosaurs, Space, and Dioramas—and if you don’t find what you need, you can create your own by using Microsoft Paint 3D.
Some of the 3D models available from the Remix 3D library are animated. Animated models are obviously effective only when you display them on-screen—in a PowerPoint slide show or electronically distributed document—rather than in a printed Word document.
To insert a 3D model from the online library
On the Insert tab, in the Illustrations group, select 3D Models (or select the 3D Models arrow, and then select From Online Sources).
In the Online 3D Models window, do either of the following:
Enter a search term in the search box, and then press Enter to display related models.
Select a category tile to display models in that category.
Locate the model you want to insert, select the tile, and then select Insert.
To insert a 3D model from a local file
On the Insert tab, in the Illustrations group, select the 3D Models arrow (not the button), and then select From a File.
The Insert 3D Model dialog box opens to your 3D Objects folder. This is the default folder for saving three-dimensional models from Paint 3D.
In the Insert 3D Model dialog box, browse to the file you want to insert, and then select Insert.
Commands for working with 3D models are available from the Format tool tab that appears when a 3D model is selected.
The primary actions you take with 3D models are rotating and tilting the model to change the viewer’s perspective of the model, and then panning and zooming to change the display of the model on the drawing board. Selecting a three-dimensional model displays additional handles you can use for these actions.
Animated 3D models have one or more associated motion patterns. The available motion patterns are called scenes. Some animated models have only one scene (for example, the animated toaster shows toast popping out of the toaster). Others have multiple scenes. The available motion patterns for each model are labeled Scene 1, Scene 2, and so on. The motion associated with each scene is specific to the model. If a 3D model has multiple motion pattern scenes, you can easily switch among them.
You can choose from a preset view or rotate the model freely. Preset views include Front, Back, Left, Right, Top, Bottom, and combinations such as Above Back Left.
When working with an animated 3D model, you can also choose the scene or action pattern you want to display.
See Also
For any 3D model, you can add alt text to the image and change its position, text wrapping, alignment, and size by using standard techniques. For information about these techniques, see Chapter 6, “Add simple graphic elements.”
To rotate a 3D model to a preselected perspective
Select the model.
On the Format tool tab, in the 3D Model Views gallery, select one of the available perspectives.
To rotate a 3D model freehand
Select the model. A rotation handle appears in the center of the drawing object.
Drag the rotation handle in the direction you want to rotate the model.
To magnify a 3D model in the existing drawing space
Select the model.
On the Format tool tab, in the Size gallery, select Pan & Zoom. A magnifying glass handle appears to the right of the model.
Point to the magnifying glass. When the pointer changes to a double-headed vertical arrow (the Pan & Zoom handle), drag up or down to increase or decrease, respectively, the size of the model.
After you release the handle, only the portion of the model within the original drawing space is visible.
Drag the model within the drawing space to reveal the portion you want to display.
To change the motion pattern of an animated 3D model
Select the model.
On the Format tool tab, in the Play 3D group, select Scenes, and then select the model animation you want to apply (such as Scene 1 or Scene 2).
You can use the SmartArt feature to easily create a sophisticated diagram that conveys a process or the relationship between hierarchical elements.
Diagrams are dynamic illustrations you can customize to produce precisely the effect you are looking for.
You can use a picture diagram to neatly lay out pictures on a page.
You can insert sophisticated three-dimensional models into documents and position them at the angle you want. You can format 3D models as you can other graphic elements.
Before you can complete these tasks, you need to copy the book’s practice files to your computer. The practice files for these tasks are in the Word2019SBSCh07 folder. You can save the results of the tasks in the same folder.
The introduction includes a complete list of practice files and download instructions.
Open the CreateDiagrams document, and then perform the following tasks:
Position the cursor below the existing page title.
Open the Choose a SmartArt Graphic dialog box and review the available layouts. Select any layout that interests you to display information about it in the right pane.
Display the Cycle category of layouts. Select the Hexagon Radial layout, and then select OK to create the diagram in the document.
If the Text pane for the SmartArt graphic isn’t already open, open it. Notice that the Text pane displays two levels of bullets. The first-level bullet populates the center hexagon and the second-level bullets populate the six surrounding hexagons.
In the Text pane, select the first bullet and then enter My Health. The words appear in the center hexagon.
In the Text pane, select the second bullet, enter Physical, and then press the Down Arrow key to move to the third bullet. The word appears in one of the outer hexagons.
Repeat step 6 to enter Mental and Emotional in the next two hexagons.
In the diagram, click one of the empty outer hexagon shapes to select it, and then select it again to activate the text insertion point. In the hexagon, enter Financial.
Repeat step 8 to enter Social and Spiritual in the final two outer hexagons.
Save and close the document.
Open the ModifyDiagrams document, and then perform the following tasks:
The Balance diagram on the page displays balance scales that can have up to four shapes stacked on each side. Select the Balance diagram. If the Text pane doesn’t automatically open, open it.
In the Text pane, click at the end of the word Family, and then press Enter to create a new second-level bullet and add a corresponding shape to the diagram. Notice that with three shapes on each side, the scale moves to show that the two sides are balanced.
In the new shape, enter Sports.
From the Design tool tab, add a shape to the Work side of the diagram. Notice that the scale tips to show that there are more shapes on the Work side. In the new shape, enter Household management. Notice that the text resizes to fit the default size of the shape.
In the diagram, select the word Life. From the Format tool tab, apply a WordArt style of your choice. Then apply a WordArt style to the word Work.
Select the entire diagram. On the Design tool tab, display the Change Colors gallery, and select the thumbnail of the color and pattern you want to use.
Display the SmartArt Styles gallery. Point to each of the thumbnails to display a live preview of the style. Then apply the style you like best.
Move the Troop leader and Coach shapes from the Work side of the diagram to the Life side. Notice that when there is more content than the shape supports, the unused content is dimmed and preceded by an X.
Select the diagram and expand the Layouts gallery. Point to each of the other layouts to find one you can use to illustrate this same information. Select the layout you like best.
Experiment with any other modifications you’d like to make to the diagram.
Save and close the document.
Open the CreatePictograms document, and then perform the following tasks:
Position the cursor below the existing page title.
Open the Choose a SmartArt Graphic dialog box and select the Picture category.
Select any picture diagram layout that interests you to display information about it in the right pane.
Select the Bending Picture Blocks layout, and then select OK to insert the diagram in the document.
Populate the diagram by inserting the Chickens, Penguins, and Tiger pictures from the practice file folder into the picture placeholders.
Enter the corresponding animal names next to the pictures.
Add a shape to the diagram. Insert the Fish picture and corresponding name in the new shape.
Select the four shapes that contain animal names. From the Format tool tab for SmartArt, apply a different shape style.
Close the Text pane, and then select the Tiger picture. From the Format tool tab for pictures, crop the picture so the animal fills the width of the picture shape.
Make any other improvements you want to the graphics.
From the Design tool tab, apply a color set and effects of your choice.
Save and close the document.
Open the Create3DModels document, and then perform the following tasks:
From the practice file folder, insert the Astronaut and Globe 3D models.
Experiment with rotating the globe model freely. Notice that you can turn the globe in all directions on its axis.
Apply the Above Front Left view to the astronaut model.
Use the Pan & Zoom tools to display only the astronaut’s head and shoulders within the drawing object.
Delete the astronaut model from the document.
From the Remix 3D library, insert the animated astronaut 3D model.
Apply the different scenes to the animated astronaut.
Experiment with ways in which you can work with the animated astronaut and planet within the document.
Save and close the document.