Topic 20 – Notes

WORK WITH GRAPHICS

 

After completing this lesson, you should know:

  • How to insert and format Shapes
  • How to insert and format Pictures
  • How to insert and format SmartArt graphics

 

Graphics, such as Shapes or Pictures or SmartArt can enhance worksheets. The same principles that we will cover in this topic, apply for the use of graphics in other MS Office programs like Word and PowerPoint.

 

SHAPES

Shapes are graphic objects such as arrows, circles or squares that you choose from a list and then draw by hand on the sheet.

 

To insert a shape:

  • Insert ribbon tab → Illustrations group → Shapes

 










  • Click once on the chosen shape
  • Use the mouse to draw the shape on the sheet
  • To draw a perfect shape, hold Shift while drawing


To modify a shape:

When the shape is selected, the Drawing Tools Format ribbon tab will display:






Use the Shape Styles group:








  • Open the gallery to see all the predefined styles available to quickly add a visual style to the shape.
  • Use Shape Fill to fill the selected shape with a solid colour, picture, gradient etc.
  • Use Shape Outline to pick the colour, style and width of the outline of the selected shape.
  • Use Shape Effects to apply a visual effect to the shape, such as shadow, glow, reflection etc.

Use the Arrange group:








  • Use Bring Forward or Send Backward to layer objects.

 






  • Use Align to distribute shapes or to align them horizontally or vertically.










In this example there are three circles. We want to align them to be on the same height and change the space between them to be equal.

Click on the first shape, hold shift and click on the other two to select all three shapes.

Click on Align in the Arrange group.

Choose Top or Middle or Bottom to align them horizontally.

Click on Align in the Arrange group again and choose Distribute Horizontally to make sure the spaces between the shapes are equal.






  • Use Group to group two or more shapes into one shape.

In this example there are three triangles. We want to group them into one shape.

Click on the first shape, hold shift and click on the other two to select all three shapes.

Click on Group in the Arrange group and choose Group.

The three triangles are now grouped into one shape.

To ungroup them: click on Group and choose Ungroup.





  • Use Rotate to flip the shape vertically or horizontally or to rotate 90° left or right.

Select the shape.

Click on Rotate in the Arrange group.

Choose an option.

 





Use the Size group:

The options in this group can be used to resize the height or the width of the shape.

 

 





Use the shape handles:

There are a few handles available on the shape to rotate, resize or change the shape:

 









Insert text:

Text can be inserted in a shape. Select the shape and start to type.

 

 






To resize and format the text:

  • Triple-click on the text (double-click to select one word, triple-click to select more than one word)
  • Use the mini toolbar to change the font size or to apply bold or italics

 







To align the text to the middle of the shape vertically:

  • Click on the text
  • Home ribbon tab → Alignment group → click on Middle Align

 




Result:

 






Remember:

To draw a perfect shape, hold Shift while drawing.

To select more than one shape, select the first shape, hold Shift and click on the other shapes.

 

PICTURES

Pictures can be inserted and modified in Excel the same way we do in PowerPoint for example.

 

To insert a picture:

  • Insert ribbon tab → Illustrations group → Pictures

 




  • Navigate to the folder where the picture is saved → select the picture → click on Insert (or double-click on the picture to insert it)

 

To modify a picture:

When the picture is selected, the Picture Tools Format ribbon tab will display:

 

 





Use the Adjust group:

 

 




  • Use Remove Background to only keep the part of the picture you need.

The parts of the picture that will be removed, display in pink. Use the Refine tools to mark the areas to keep or remove.

 

 













  • Use Corrections to change the brightness and/or contrast of the picture.

 








  • Use “Color” to change the colour of the picture to grayscale, sepia, black and white etc. The colour saturation and tone can also be changed.

 








  • Use Compress Picture to remove the cropped areas and change the resolution of the picture.

 








  • Use Change Picture to replace the current picture with a new one. The size and position of the picture will be maintained.
  • Use Reset Picture to discard all the formatting changes you made to the selected picture.


Use the Picture Styles group:

 





  • Open the gallery to see all the predefined picture styles.
  • Use Picture Border to change the colour, width and style of the border for the picture.
  • Use Picture Effects to apply a visual effect to the picture, such as reflection, shadow, glow etc.
  • Use Picture Layout to convert the picture(s) to a SmartArt graphic where captions and shapes can be added.


Use the Arrange group:

 




 

  • Use Bring Forward or Send Backward to layer pictures.

 







  • Use Align to distribute pictures or to align them horizontally or vertically.

In this example there are three pictures. We want to align and change the space between them to be equal.

Click on the first picture, hold shift and click on the other two to select all three pictures.

Click on Align in the Arrange group.

Choose Left or Centre or Right to align them vertically.

Click on Align in the Arrange group again and choose Distribute Vertically to make sure the spaces between the pictures are equal.











 

  • Use Group to group two or more shapes into one shape


In this example there are four pictures. We want to group them into one picture.

Click on the first picture, hold shift and click on the other three to select all four pictures.

Click on Group in the Arrange group and choose Group.

The four pictures are now grouped as one picture.

To ungroup them: click on Group and choose Ungroup.

 








Use the Size group:

 




  • Use Crop to remove any unwanted areas:

 





  • Use Crop to Shape:

 





  • Use the resizing tools to change the height and the width of the picture.


SMARTART

SmartArt graphics are used to visually communicate information.

 

To insert a SmartArt graphic:

  • Insert ribbon tab → Illustrations group → SmartArt

 




  • Choose one of the graphics → OK






 

  • The chosen graphic will be inserted on the sheet.

 






To modify a SmartArt graphic:

When the graphic is selected, the SmartArt Tools Design and Format ribbon tabs will display. For this example we will focus on the Design ribbon tab.

 





Insert Text

There are two options for entering text:

  • Text can be typed directly in the shapes.
  • Text can be typed in the text pane (to open the text pane, click on the arrow to the left of the graphic).

 







Insert Pictures

Some of the graphics make provision for pictures to be inserted.

  • Click on the “Insert Picture” icon and choose the picture you want to insert.

 










Use the SmartArt Styles group:

 



  • Use “Change Colors” to change the colour of the shapes.

 









  • Open the Style gallery to choose a visual style for the graphic.

 







Examples:

 








Use the Layouts group:

Open the gallery to change the layout of the graphic. Click on More Layouts at the bottom of the gallery to display all the possible graphic layouts.

 








Examples:










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Last modified: Friday, 30 April 2021, 3:24 PM