7. Insert and modify diagrams and 3D models

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.

• 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.

Word 2019 includes about 140 SmartArt templates

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.

The detailed description of the selected SmartArt diagram can help you choose the right diagram for your needs

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.

When you enter text in either the Text pane or the selected shape, that text also appears in the other location

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.

You can increase or decrease the number of items displayed by a diagram to convey a more precise message

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.

Word keeps your SmartArt diagrams looking professional by automatically adjusting text size as needed

To create a diagram in a document

1. Position the cursor in the document where you want to insert the diagram.

2. 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.

3. 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.

4. Select OK to insert the selected diagram at the cursor.

To enter text into diagram shapes

1. 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.

2. 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.

3. Repeat step 2 until you’ve entered all the diagram content.

   

   You can use the Text pane both to easily enter text and to quickly review your text for errors

   Tip

   For a clean look, don’t use ending punctuation for the text that appears in the SmartArt graphic shapes.

4. In the Text pane, select the Close button (the X).

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.

Some diagrams support only a limited number of text entries

When a SmartArt graphic is active, the SmartArt Tools tab group on the ribbon includes two tabs: Design and Format.

The Design tool tab for SmartArt graphics

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.

The Format tool tab for SmartArt graphics

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

1. Select the diagram and open the Text pane.

2. 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.

3. 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

1. Select the diagram shape next to which you want to add a new shape.

2. 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.

3. 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

1. 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.

2. 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

1. In the diagram, select a shape.

2. 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

1. Select the diagram.

2. 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.

3. 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

1. On the Design tool tab, in the SmartArt Styles group, select Change Colors to display the SmartArt coloring options in the current color scheme.

   

   The options are based on the document color scheme

2. 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

1. Select the diagram. On the Format tool tab, in the Shape Styles group, select the Shape Effects button.

2. 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.

3. 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

1. Right-click the diagram shape you want to change, and then select Change Shape.

2. 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

1. 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.

2. On the Format tool tab, in the WordArt Styles group, select the More button to display the Quick Styles gallery.

3. In the Quick Styles gallery, point to any thumbnail to display a live preview of the effect.

4. Select a thumbnail to apply the effect to the selected shape or shapes.

Diagrams that include spaces for pictures have “Picture” in the layout name

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.

You can magnify the picture within the diagram space, remove the picture background, or apply an artistic effect

To insert a picture diagram in a document

1. Position the cursor in the document where you want to insert a picture diagram.

2. On the Insert tab, in the Illustrations group, select SmartArt to open the Choose A SmartArt Graphic dialog box.

3. 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.

   

   Picture diagram descriptions include information to help you decide how to best display your pictures

4. 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

1. In the Text pane or in a diagram shape, select the Insert Picture icon to open the Insert Pictures window.

   

   Word makes it easy to insert pictures in a picture diagram

2. 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.

   

   The Insert Pictures window provides access to local and online resources

3. Browse to and select the picture you want to use. Then select Insert to replace the picture placeholder.

3D models depict a chicken selecting a treat from a cornucopia

• 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.

The Remix 3D online library is available from Office and 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.

Animated models are indicated by a running person

To insert a 3D model from the online library

1. On the Insert tab, in the Illustrations group, select 3D Models (or select the 3D Models arrow, and then select From Online Sources).

2. 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.

3. Locate the model you want to insert, select the tile, and then select Insert.

To insert a 3D model from a local file

1. 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.

2. In the Insert 3D Model dialog box, browse to the file you want to insert, and then select Insert.

The Play 3D group appears only for animated models

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.

Handles that are specific to 3D model actions

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.

Preset options for displaying a three-dimensional chicken

When working with an animated 3D model, you can also choose the scene or action pattern you want to display.

To rotate a 3D model to a preselected perspective

1. Select the model.

2. On the Format tool tab, in the 3D Model Views gallery, select one of the available perspectives.

To rotate a 3D model freehand

1. Select the model. A rotation handle appears in the center of the drawing object.

2. Drag the rotation handle in the direction you want to rotate the model.

To magnify a 3D model in the existing drawing space

1. Select the model.

2. On the Format tool tab, in the Size gallery, select Pan & Zoom. A magnifying glass handle appears to the right of the model.

3. 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.

4. Drag the model within the drawing space to reveal the portion you want to display.

   

   The original 3D model and a magnification of its foot

To change the motion pattern of an animated 3D model

1. Select the model.

2. 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).

The introduction includes a complete list of practice files and download instructions.

1. Position the cursor below the existing page title.

2. 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.

3. Display the Cycle category of layouts. Select the Hexagon Radial layout, and then select OK to create the diagram in the document.

4. 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.

5. In the Text pane, select the first bullet and then enter My Health. The words appear in the center hexagon.

6. 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.

7. Repeat step 6 to enter Mental and Emotional in the next two hexagons.

8. 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.

9. Repeat step 8 to enter Social and Spiritual in the final two outer hexagons.

10. Save and close the document.

1. 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.

2. 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.

3. In the new shape, enter Sports.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. Experiment with any other modifications you’d like to make to the diagram.

11. Save and close the document.

1. Position the cursor below the existing page title.

2. Open the Choose a SmartArt Graphic dialog box and select the Picture category.

3. Select any picture diagram layout that interests you to display information about it in the right pane.

4. Select the Bending Picture Blocks layout, and then select OK to insert the diagram in the document.

5. Populate the diagram by inserting the Chickens, Penguins, and Tiger pictures from the practice file folder into the picture placeholders.

6. Enter the corresponding animal names next to the pictures.

7. Add a shape to the diagram. Insert the Fish picture and corresponding name in the new shape.

8. Select the four shapes that contain animal names. From the Format tool tab for SmartArt, apply a different shape style.

9. 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.

10. Make any other improvements you want to the graphics.

11. From the Design tool tab, apply a color set and effects of your choice.

12. Save and close the document.

1. From the practice file folder, insert the Astronaut and Globe 3D models.

2. Experiment with rotating the globe model freely. Notice that you can turn the globe in all directions on its axis.

3. Apply the Above Front Left view to the astronaut model.

4. Use the Pan & Zoom tools to display only the astronaut’s head and shoulders within the drawing object.

5. Delete the astronaut model from the document.

6. From the Remix 3D library, insert the animated astronaut 3D model.

7. Apply the different scenes to the animated astronaut.

8. Experiment with ways in which you can work with the animated astronaut and planet within the document.

9. Save and close the document.