MODIFYING AND INSERTING DIAGRAMS - Microsoft Office 2016: The Complete Guide (2015)

Microsoft Office 2016: The Complete Guide (2015)


Diagrams can be defined as graphics that convey information. Business documents are often inclusive of diagrams to describe processes, display hierarchical relationships and explain concepts. SmartArt is a wonderful diagramming feature available from Microsoft Word 2016 that is used to create diagrams in your documents. You can create stylish results custom-made to your needs by using vibrant ready-made diagram templates. SmartArt diagrams can exemplify a lot of different kinds of ideas. Smart Art diagrams are only visual vessel for information stored as bulleted lists even though it is graphic in nature. You can also combine pictures and other images to create very remarkable but exquisitely professional diagrams.

Creating a Diagram

The powerful and wonderful SmartArt Graphic tool can be used to make your document clearly demonstrate a cycle, hierarchy or relationship or a concept such as a process. By using the already installed sets of sophisticated formatting of the SmartArt tool, you can basically easily create any diagrams such as a Process, a list, hierarchy, cycle, relationship, picture, pyramid and matrix. A process is a diagram that visually defines the orderly set of steps that are mandatory to complete a task. A list is a diagram that visually signifies a list of independent or related information while a hierarchy is a diagram that demonstrates the structure of an entity or an organization. A cycle is a diagram that signifies a circular sequence of tasks, events, or steps or the relationship of a set of steps, events or tasks to a central, main component. Relationship is a diagram that displays different, overlapping, integrating, containment or convergent elements. A pyramid is a diagram that demonstrates interconnected or proportional relationships while a Matrix is a diagram that displays the relationship of components to a whole. A picture is a diagram that instead of text, depend on pictures to create one of the other diagrams (matrix relationship, list, cycle, pyramid, hierarchy, process).

To Create a SmartArt Diagram in Microsoft Word 2016

First you select the kind of diagram you wish to create from the Choose a SmartArt Graphic dialog box.

The classifications are not equally limited, meaning that some diagrams may appear in more than one classification.

After choosing a layout, Microsoft Word inserts the rudimentary diagram into the document and shows the related list setup in the Text pain, in which you may enter information.

If you want, you can enter less information or more information that what is mandatory by the original diagram; majority of the diagrams support a variety of entries (though not many are formatted to support only a precise number of entries).

If you chose to you can adjust and insert text either straight into the diagram shapes or in the related Text pane. However, reliant on the diagram type, the text appears in or next to its Shapes.

Click to place the cursor at the left end of the Gather Exam Data heading (remember this is just an example and the heading can be anyone you chose based on the file you are using).

In the Illustration group located on the Insert tab, click on the SmartArt button to show all the SmartArt graphic outlines available in the Choose a SmartArt Graphic dialog box.

You then click on each diagram type in the left pane, in turn to show only the available outlines of that specific type in the center pane.

Click on Process, located in the left pane after which in the center pane you click on each process diagram outline in turn to see a sample, along with a depiction of what the diagram best conveys in the right pane.

Then click on the second thumbnail of the seventh row (Vertical Process) and then click on OK to enter the process diagram at the cursor.

How to Enter Text into the Diagram?

You now insert the contents into the diagram. Place the cursor at the first bulleted entry in the Text pane and then enter the words Gather Exam Data then select the Down Arrow key to move the cursor to the following placeholder. While you are entering the letters into the bulleted list they will appear in the matching diagram shape.

Enter the words Organize Questions in the second bulleted list entry then press the Down Arrow key and then enter the words Set Due Date in the third bulleted list entry.

To lengthen the bulleted list and insert a new shape to the diagram, click on Enter while the cursor is at the end of the third bulleted entry in the Text pane. After which you enter the words Meet with Teachers. You will realize that the shapes of the diagram change to hold the new entry and the text in all the shapes resizes so that the lengthiest entry fits.

Click on the Close button located in the Text pane. You will then see that the diagram is strangely located and enclosed by plenty of white space. We then resize the diagram and state how the text will flow around it.

On the right side of the frame of the diagram, point on the sizing handle (a square) and when the pointer changes to a double headed arrow, pull it to the left until the frame is almost as wide as the shapes inside the diagram.

How to Change the Size of a Diagram?

The Layout Options button appears to the right of the frame of the diagram whenever you let go of the mouse button. Then click on the Layout Options button to increase the menu.

In the Width Text Wrapping area on the Layout Options menu, click on the first thumbnail (a Square) to transfer the text that follows the graphic to its right side.

Click on the See more link located on the Layout Options menu.

On the Position page of the Layout dialog box, click on Alignment located in the Horizontal area. Then you click on the Alignment arrow and then in the list, click on Right. After which you leave the Relative to setting as Column.

Click on Alignment located in the Vertical area. The Alignment setting should be left as Top and then adjust the Relative to setting to Line.

Click on OK then click away from the diagram to show the results. The diagram should now be neatly situated to the right of the text to support the content without interfering with its flow.

Modifying a Diagram

After creating a diagram and adding the text you want to show in it, you may find that the diagram outline originally selected does not exactly meet your needs. You can effortlessly change to a different diagram outline without having to lose any of your already entered information in the diagram. If a certain outline does not support the amount of information that is related to the diagram, the spare text will be concealed but not erased and will only be accessible when you select another outline that does not support that text amount. When you have an outline you wish to use, you can:

Remove and add shapes and edit text from the diagram by making adjustments in the Text Pane.

You may also tailor the diagram by using the SmartArt Tools options.

You can make changes such as changing the color scheme, adding shapes and changing their hierarchy and adding three dimensional effects to all the shapes in the diagram and shading, by using the commands in the Design tool tab.

Also you can eliminate a shape and its text by clicking it in the Text pane or in the diagram and then press the Delete key.

You can also organize shapes by pulling them. By using commands on the Format tool tab you can modify individual shapes in ways such as applying a built in shape style, changing an individual shape, changing the outline, effects or color of the shape and changing the style of the shape’s text.

The Live Preview feature shows the effects of these variations before you apply them. If you apply adjustments and then chose to use the original version instead, you can select the Reset Graphic button in the Reset group located on the Design tool tab to go back to the unadjusted diagram outline.

How to Change a Diagram’s Outline?

Go through the entire document and adjust the zoom level if needed so that the diagram can be seen in the bottom right corner of the program window.

Click on any blank space in the diagram’s frame (not any of the shapes) to start the diagram and related tool tabs.

On the Design tool tab located in the Layouts group, click on the More button to enlarge the Layouts gallery. This view of the galley only shows the available Process diagram outline because the present diagram outline is from the Process group

Point on every thumbnail in the Layouts gallery to preview the diagram with that outline. Being that adjusting the outline does not change the width of the diagram’s frame; some horizontal outlines create a very little diagram.

Click on the third thumbnail of the fifth row (the Basic Bending Process) in the Layouts gallery to adjust the diagram to two columns with arrows representing the process flow.

Then you point on the sizing handle on the left side of the diagram’s frame (left edge of the Text pane button) and when the pointer changes to a two headed arrow, pull the frame to the left until the diagram fills almost half the width of the page. When you let go of the mouse button, the shapes within the diagram will enlarge to fit the resized frame.

You then pull the sizing handle on the bottom of the diagram’s frame up in order for the diagram to end just above the Questions for Students heading.

How to Change a Diagram’s Style and Color?

In the SmartArt Styles group “O” the Design tool tab, click on the More button to enlarge the SmartArt Styles gallery.

In the gallery, point on every style, seeing the changes to the diagram. Then click on the third thumbnail in the first row (Cartoon) located in the 3-D section.

Click on the Change Colors button located in the SmartArt Styles to show a gallery of color differences based on the present document theme colors.

You then preview some of the color combinations and then in the Colorful section, click on the second thumbnail (Colorful Range-Accent Colors 2-3) to apply the chosen color range to the diagram’s shapes. You then click away from the diagram to show the results.

How to Change the Color and Shape of the Diagram’s Components?

Click on the Gather Exam Data (not the text) located in the upper left corner of the diagram.

In the Shape Styles group on the Format tool tab, click on the Shape Fill button and then in the Standard Colors row, click on the first color swatch (Dark Red) to adjust the color for the chosen diagram shape.

Click on the Shape Effects button located in the Shape Styles group and ten click on Glow. In the Glow Variations section, click on the first thumbnail in the third row (Orange, 11pt glow Accent Color 1). After which you click away from the diagram to show the results.

Go to page 2 and click the left of the Organize Questions heading and then in the Clipboard group, click on the Paste button to paste a duplicate of the diagram in the document.

Click on the See More link located on the Layout Options menu to show the Position tab of the Layout dialog box. Adjust the vertical alignment to Top relative to Line and the horizontal alignment to Right relative to Column and then click on OK.

Click on the Gather Exam Data (not the text). Click on the Shape Fill button located in the Shape Styles group and then in the Theme Colors row, click on the first swatch color below the maroon swatch (Dark Red, Accent 2, Lighter 80%).

Click on Glow and then click on No Glow thumbnail, located on the Shape Effects menu. The shape conforming to the prior heading is now muted to display that it has already been deliberated.

Click on the Organize Questions shape (Not the text) and then repeat steps M and N to highlight the shape that matches to the adjacent topic.

If you wish, you can repeat steps O and P to enter a modified copy of the diagram adjacent to every one of the outstanding headings in the Process section.

How to Create a Picture Diagram?

Microsoft Word 2016 SmartArt Graphics tool includes many outlines that are specially designed to hold pictures. These diagrams can be used for business purposes such as creating an organizational chart with names, titles and pictures and personal purposes such as making a page of family Christmas photographs. In order to create a page of photographs, you:

First, you must display the whole document in the page window. To do so you go to the View tab and then click on the One Page button.

Click on anywhere of the document heading (you will see this because you opened the whole document), then you press the Down Arrow key to place the cursor in the empty paragraph under the heading.

Click on the SmartArt button, in the illustrations group located on the Insert tab. Then click on Picture, which is located in the left pane of the Choose a SmartArt Graphic dialog box. To add the template for the chosen diagram at the cursor, double click on the first thumbnail of the first row (Accented Pictures), located in the middle pane.

Click on any blank part inside of the diagram frame to choose a diagram. Click on the Size group button located on the Format tool tab to set the width at 9” and the height at 5.75” in order to adjust the frame’s size.

To select the largest shape, click on any blank area of the shape. Show the Size settings and then set the width at 8” and the Height at 5” to adjust the size of the shape. After which you drag down the shape to the left until it stays in the lower left corner of the frame of the diagram.

At the top of the circle, click on any blank area and then press and hold on the Ctrl key, then click on bottom and middle circles. You then go to the Size settings and click on the arrows in the Width and Height boxes to increase both their settings to 1.7”.

Now that all three circles are selected, pull them to the right edge of the frame. If you need more defined positioning, press the arrow keys located on the keyboard.

Click on Browse, located in the form a file area. Go to the Insert Picture dialog box then you navigate to the Document File and then double click on your first picture.

You then repeat steps G and H to insert the second picture in the top circle, the third picture in the middle circle and the last picture in the bottom circle.

After clicking on the any blank part of the diagram to select it, you then go to the Diagram tool tab, located in the Create Graphic group and from there you click on the Text Pane button. The Text pane will show a thumbnail of each picture next to the bullet point signifying the text in that specific shape.

To insert the captions on the diagram in the format and position stated by the diagram template, change the placeholder bullet points located in the Text pane with the First, Second, Third and last pictures.

Click on any entry within the Text pane. In the Editing group located on the Home tab, click on Select and then click on Select All to choose all the labels.

In the Font group located on the Home tab, click on the Text Effect and Typography button and then click on the first thumbnail of the third row in the gallery.

In the Font list located in the Font group, click on the font Candara and in the Font Size listing, select 36 as the size.

Click the Center button found in the Paragraph group and then close the Text pane.

If you wish, you can make any additional adjustments to the document after you have added a shadow effect to each shape and customize a custom left margin of 1.25”.