SmartArt

Thanks to SmartArt, there’s now a whole new level of professional graphics available for use in Word. If this book had color screen shots, you would be dazzled by the kinds of sparkling, shiny, bubbly diagrams you can now make with Word. Best of all, although the SmartArt is seemingly bottomless in variety, the techniques are intuitive and simple to use.

SmartArt replaces Word 2003’s (and earlier) Insert Diagram and Insert Organization Chart feature. The six-item Diagram Gallery has been completely revamped and replaced with SmartArt. Moreover, the plain two-dimensional formatting has been replaced by 3-D formatting that’s so slick it looks like something you’d find in the pages of a major magazine. Let’s just hope that Word users have some excellent data and content to go with all this newfound slickness.

Inserting SmartArt

To insert SmartArt, on the Insert tab, click SmartArt. As shown in Figure 9-49, there are seven categories, plus All, which enables you to peruse the entire gallery. Clicking on a thumbnail preview in the middle panel reveals a larger preview displayed on the right. A description lists the intended use. When you find something that looks appropriate, either double-click it or click on it and then choose OK. Note that SmartArt is inserted like other graphics, such as pictures, and will use your default wrapping style. See “Wrapping” earlier in this chapter.

Word inserts the shape into your document with the text entry area ready to accept information, as shown in Figure 9-50. To enter text for the SmartArt diagram, click in the Type Your Text Here box (the Text Pane) and start typing. As you type on the left, text is displayed in the corresponding SmartArt component on the right.

There are a variety of different ways to enter and format text. The following is not intended to be exhaustive; it’s simply a list of things that work. Note that some actions can also be performed using the Create Graphic group in the SmartArt Tools Design tab, shown at the left in Figure 9-50.

• To move to the next item, press the down arrow. Use the other arrow keys to navigate in the text entry box as well.

• To add a new item to the list, press Enter, either at the end of the list of items, or above an existing item.

• To demote the current item, press the Tab key.

• To promote the current item, press Shift+Tab.

• To delete an item, select it and press the Backspace key.

• To change the font for an item, select the text you want to change, mouse over the selection, and use the Mini toolbar.

• The Text Pane can be moved and resized if it’s in the way; drag it to a more convenient location or drag any of the four sides to resize the text area.

• To dismiss the Text Pane, click the X. To redisplay the Text Pane, click either of the arrows at the left end of the diagram (see Figure 9-51).

You can also enter text directly, without using the Text Pane. Click in the SmartArt item and type. Right-click the item to see a list of options, shown in Figure 9-52. To add a shape above the selected item, right-click and choose Add Shape Add Shape Before.

Note that basic paragraph and character formatting can be applied to SmartArt shapes. Indents, bullets, and numbering cannot be, nor can styles. You can assign a style to the overall diagram; however, effects are limited unless the SmartArt item is In Line with Text.

To change the font used in all of the text in a SmartArt object, display the Text Pane, click in it, press Ctrl+A to select the contents of the text area, and then right-click and set the desired font.

You’re not limited to the shapes you start out with, nor must each item be the same shape. To change the shape of any given item, select the item, right-click it, choose Change Shape, and select an alternative. Keep in mind, however, that not every shape works for every type of diagram.

Changing layout

You can change layout at any time. Select the SmartArt graphic and use the Layouts Gallery, shown in Figure 9-53, to choose a different layout. Note that the gallery provides a Live Preview. You aren’t limited to applying the same class (List, Hierarchy, Process, Cycle, etc.). SmartArt will adapt the different designs using the relationship levels currently applied.

SmartArt Quick Styles

SmartArt Quick Styles apply a variety of preset formatting to your SmartArt diagrams—again, using Live Preview. As suggested by Figure 9-54, a great deal of care, thought, and artistry has gone into the design of SmartArt Quick Styles.

SmartArt formatting

SmartArt provides a number of additional tools for further sculpting your diagrams. Shown in Figure 9-55, use the SmartArt Tools Format tab to add the finishing touches.

Use the Format tools as follows:

Shapes

• Edit in 2-D— When you click on a shape, a 2-D version appears for more direct editing.

• Change Shape— Change the selected shape into any of dozens of Word’s shapes.

• Make Larger or Smaller— Expand or shrink the selected shape.

Shape styles

• Shape Style Gallery— Choose from three dozen different patterns of outlines and fill.

• Shape Fill— Choose your own custom fill for the selected shape.

• Shape Outline— Choose a custom outline for the selected shape.

• Shape Effects— Choose from a variety of effects—shadow, reflection, glow, soft edges, bevel, and 3-D—to change individual shapes.

• WordArt Styles— Choose from a number of different filled-block lettering styles.

In addition to these tools, SmartArt shapes also can be formatted using the Format Shape dialog box that you can display by right-clicking the SmartArt and clicking Format Shape. This tool is especially useful for honing rotation in 3-D objects.