To add a clip art image to a document, you can use the Clip Gallery or the Clip Art tab on the Toolbox. The Clip Gallery helps you search for clip art and access additional clip art available on Office Online, a clip gallery that Microsoft maintains on its Web site. The Clip Art tab on the Toolbox provides easy access to a subset of the clip art available in the Clip Gallery. You can limit search results to specific keywords with the Search box, a clip art category, or a type of media file. If you have your own images, you can import them into the Clip Gallery, and then modify their properties for search purposes. After you find the clip art you want, you can insert it.
Do either of the following to start the Clip Gallery:
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In Word and Excel, click the Insert menu, point to Picture, and then click Clip Art.
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In PowerPoint, click the Insert menu, and then click Clip Art.
To narrow your search, do one of the following:
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Category. Click a category with the type of clip art you are looking for.
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Search. Type the keyword(s) associated with the clip you are looking for, and then click Search.
Clips matching the keywords appear in the Results list.
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Online. Click Online. Search and download images from the Office Online Web site.
Select the clip art you want.
To preview the clip art before you insert it, select the Preview check box.
Click Insert to insert the selected clip art and close the Clip Gallery.
Start the Clip Gallery.
Do any of the following:
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Categories. Click Categories, click New Category to create a category or click Delete to remove a selected category, and then OK.
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Properties. Select a clip art image, click Properties, and then use the Description, Categories, and Keywords tabs to modify properties for search purposes, and then click OK.
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Import. Click Import, select the images you want, select an import option, and then click Import.
Click Close.
Office makes it possible for you to insert pictures, graphics, scanned photographs, art, photos, or artwork from a CD, DVD, online source, iPhoto library or other program into a document. You can insert pictures from files or insert photos from your iPhoto library. When you insert pictures from files on your hard disk drive, scanner, digital camera, or Web camera, Office allows you to select multiple pictures, view thumbnails of them, and insert them all at once, which speeds up the process. If you want to insert photos from an iPhoto library, you can access them using the Photos tab under the Object Palette tab on the Toolbox. After you select the picture or photo you want, you can insert it.
Do either of the following to start the Clip Gallery:
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In Word and Excel, click the Insert menu, point to Picture, and then click From File.
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In PowerPoint, click the Insert menu, and then click Picture.
Navigate to the location on the drive and folder that contain the file you want to insert.
To display specific file types, click the Enable drop-down, and then select an option.
Click the file you want to insert.
Specify any of the following:
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To link a picture file, select the Link to File check box.
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To save the picture with the document, select the Save with Document check box.
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If the picture contains layers and you want to keep them separate, select the Treat picture layers as separate objects check box.
Click Insert.
Click the Object Palette tab on the Toolbox.
Click the Photos tab on the Object Palette.
Click the Categories drop-down, and then select the iPhoto library category you want.
To locate a specific photo, enter a keyword in the Search box, and then press Return.
Drag the Zoom slider to change the view percentage for the photos.
Drag the photo to the location where you want it.
Instead of changing individual attributes of a picture—such as shape, border, and effects—you can quickly add them all at once with the Picture Quick Style gallery. The Picture Quick Style gallery (New!) provides a variety of different formatting combinations. When you select a picture, the the Picture Quick Style gallery appears on the Quick Styles tab in the Quick Styles and Effects panel on the Formatting Palette tab on the Toolbox.
Click the picture you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Quick Styles and Effects panel to expand it, and then click the Quick Styles tab.
Click the scroll up or down arrows to see additional styles.
The current style appears highlighted in the gallery.
Click the style you want from the gallery to apply it to the selected picture.
To specify additional picture options, click More Options, select the options you want, and then click OK.
Did You Know?
You can save a shape as a picture in the PNG format. Option-click the shape, click Save as Picture, type a name, and then click Save.
You can quickly return a picture back to its original form. Select the picture, click the Formatting Palette tab on the Toolbox, and then click the Reset button.
After you insert a picture into your document, you can select it and apply one of Office’s shapes to it (New!). The picture appears in the shape just like it has been cropped. The Picture Shape gallery makes it easy to choose the shape you want to use. The Picture Shape gallery is organized into categories—including rectangles, basic shapes, block arrows, equation shapes, flowchart, stars and banners, callouts, and action buttons—to make it easier to find the shape you want. You can try different shapes to find the one you want.
You can change the look of a picture by applying effects (New!), such as shadows, glow, reflections, 3-D rotations, and text transformation. You can also apply effects to a shape by using the Picture Shape gallery for quick results, or by using the Format Picture dialog box for custom results. From the Quick Styles and Effects gallery, you can apply a built-in combination of 3-D effects or individual effects to a picture. If you don’t care for the results, you can use undo to remove it.
Click the picture you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Quick Styles and Effects panel to expand it.
Click the one of the following sub-tabs to display an effect:
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Quick Styles to select one of the styles.
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Shadows to select one of the shadow types.
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Glows to select one of the glow variations.
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Reflections to select one of the reflection variations.
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3-D Effects to select one of the 3-D variations.
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Text Transformations to select one of the WordArt variations.
Click the scroll up or down arrows to see additional styles.
Click the effect you want from the gallery to apply it to the selected picture.
To specify additional picture options, click More Options, select the options you want, and then click OK.
Click the picture with the shadow you want to change.
Click the Formatting Palette tab on the Toolbox.
To customize a shadow, click the Shadows panel to expand it, and then specify any of the following options:
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Shadow. Clear the check box to remove the shadow.
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Angle. Drag the dial or specify a degree to adjust the shadow angle.
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Style. Select a shadow style: Inner, Outer, or Perspective.
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Color. Select a color for the shadow.
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Distance. Select a distance (in points) for the shadow.
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Blur. Select a distance (in points) to blur the shadow.
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Transparency. Select an percentage to make the shadow transparent.
To customize a reflection, click the Reflections pane to expand it, and then specify any of the following options:
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Reflection. Clear the check box to remove the reflection.
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Transparency. Select a percentage to make the reflection transparent.
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Size. Select a percentage size for the reflection.
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Distance. Select a distance (in points) for the reflection.
After you insert a picture, you can add and modify the picture border by changing individual outline formatting using the the Colors, Weights, and Fills panel on the Formatting Palette on the Toolbox. The Colors, Weights, and Fills panel provides options to add a border, select a border color, and change border width and style. You can try different border combinations to find the one you want. If you don’t care for the results, you can use undo to remove it.
Click the picture you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Colors, Weights, and Fills panel to expand it.
Specify any of the following options under the Line section of the panel:
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Color. Click the Color button arrow, and then select a color or other color related option.
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Style. Click the Style button, and then select a line style, or click Line Effects for additional options in the Format Picture dialog box.
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Dashed. Click the Dashed button, and then select a dashed line style.
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Weight. Select a line thickness (in points) for the line.
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Transparency. Select an percentage to make the line transparent.
Once you have inserted a picture, you can control the image’s colors, brightness, and contrast using Picture tools on the Formatting Palette tab on the Toolbox. The brightness and contrast controls let you make simple adjustments to the tonal range of a picture. The brightness and contrast controls change a picture by an overall lightening or darkening of the image pixels. You can experiment with the settings to get the look you want. If you don’t like the look, you can use the Reset Picture button to return the picture back to its original starting point.
Click the picture whose brightness you want to increase or decrease.
Click the Formatting Palette tab on the Toolbox.
Click the Picture panel to expand it.
Drag the Brightness slider to a positive brightness to lighten the object colors by adding more white, or to a negative brightness to darken the object colors by adding more black.
Click the picture whose contrast you want to increase or decrease.
Click the Formatting Palette tab on the Toolbox.
Click the Picture panel to expand it.
Drag the Contrast slider to a positive contrast to increase intensity, resulting in less gray, or to a negative contrast to decrease intensity, resulting in more gray.
You can recolor clip art and other objects to match the color scheme of your document. For example, if you use a flower clip art as your business logo, you can change shades of pink in the spring to shades of orange in the autumn. The Picture Recolor gallery (New!) provides a variety of different formatting combinations. You can also use a transparent background in your picture to avoid conflict between its background color and your document’s background. With a transparent background, the picture takes on the same background as your document.
Click the picture whose color you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Picture panel to expand it.
Click the Recolor button.
Click one of the Color options.
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Color Modes. Click an option to apply a color type:
Grayscale. Converts colors into whites, blacks and shades of gray between black and white.
Sepia. Converts colors into very light gold and yellow colors like a picture from the old west.
Washout. Converts colors into whites and very light colors.
Black and White. Converts colors into only white and black.
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Dark and Light Variations. Click an option to apply an accent color in light or dark variations.
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More Variations. Point to this option to select a specific color.
Click the picture you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Picture panel to expand it.
Click the Transparent Color button.
Move the pointer over the object until the pointer changes shape.
Click the color you want to set as transparent.
Move the pointer over the picture where you want to apply the transparent color, and then click to apply it.
When you’re done, click outside the image.
Did You Know?
Why is the Set Transparent Color command dimmed? Setting a color as transparent works only with bitmaps. If you are working with an object that is not a bitmap, you will not be able to use this feature.
You can’t modify some pictures in Office. If the picture is a bitmap (.BMP, .JPG, .GIF, or .PNG), you need to edit its colors in an image editing program, such as Adobe Photoshop, Microsoft Paint, or Paint Shop Pro.
You can reset a picture back to its original state. Click the picture you want to reset, click the Formatting Palette tab on the Toolbox, expand the Picture panel, and then click the Reset button.
Once you have inserted a picture, clip art and other objects into your document, you can adapt them to meet your needs. Like any object, you can resize a picture. You can use the sizing handles to quickly resize a picture or use height and width options in the Size section on the Size, Rotation, and Ordering panel to resize a picture more precisely. If you want to set unique or multiple options at the same time, you can use the Format Picture dialog box. These options allow you to make sure your pictures keep the same relative proportions as the original and lock size proportions.
Click the object you want to resize.
Click the Formatting Palette tab on the Toolbox.
Click the Size, Rotation, and Ordering panel to expand it.
Click the up and down arrows or enter a number (in inches) in the Height and Width boxes under Size (in), and then press Return.
If the Lock aspect ratio check box is selected, height or width automatically changes when you change one of them.
Click the object you want to resize.
Click the Formatting Palette tab on the Toolbox.
Click the Picture panel to expand it.
Click the Format button.
Click Size in the left panel.
To keep the picture proportional, select the Lock aspect ratio check box.
To keep the picture the same relative size, select the Relative to original picture size check box.
Click the up and down arrows or enter a number in the Height and Width boxes in one of the following:
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Size. Enter a height and width size in inches.
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Scale. Enter a percentage size.
If the Lock aspect ratio check box is selected, height or width automatically changes when you change one of them.
Click OK.
Did You Know?
Resizing bitmaps can cause distortion. Bitmap images are made up of dots, and do not lend themselves as easily to resizing because the dots can’t expand and contract, which can lead to distortion. To avoid distortion, resize bitmaps proportionally and try to resize smaller instead of larger.
You can crop clip art to isolate just one portion of the picture. Because clip art uses vector image technology, you can crop even the smallest part of it and then enlarge it, and the clip art will still be recognizable. You can also crop bitmapped pictures, but if you enlarge the area you cropped, you lose picture detail. Use the Crop button to crop an image by hand. You can also crop using the Format Picture dialog box, which gives you precise control over the dimensions of the area you want to crop. You can also rotate a picture by increments or freehand.
Click the object you want to rotate.
Position the pointer (which changes to the Free Rotate pointer) over the green rotate lever at the top of the object, and then drag to rotate the object.
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You can also use the Rotation button on the Size, Rotation, and Ordering panel on the Formatting Palette tab, or click the Format button on the Picture panel and use the Rotation dial under Size in the Format Picture dialog box.
Click outside the object to set the rotation.
The WordArt feature lets you create stylized text to draw attention to your most important words. Most users apply WordArt to a word or a short phrase, such as Make a Difference. You should apply WordArt to a document sparingly. Its visual appeal and unique look requires uncluttered space. When you use WordArt, you can choose from a variety of text styles that come with the WordArt Style gallery (New!), or you can create your own using tools in the WordArt Styles group. You can also use the free angle handle (pink diamond) inside the selected text box to adjust your WordArt text angle.
In Excel or PowerPoint, click the WordArt tab on the Elements Gallery.
Click the 2-D Styles or 3-D Styles button to display the type of WordArt style you want.
Click one of the WordArt styles.
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You can click the arrows on the right to display more styles.
A WordArt text box appears on the document with selected placeholder text.
Type the text you want WordArt to use.
If applicable, use the Font and Paragraph options on the Font panel on the Formatting Palette tab to modify the text you entered.
To edit WordArt text, click to place the insertion point where you want to edit, and then edit the text.
In Word, click the WordArt tab on the Elements Gallery.
Click one of the style buttons (All, Simple, Bold, Enhanced, or Elegant) to display the type of WordArt style you want.
Click one of the WordArt styles.
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You can click the arrows on the right to display more styles.
A WordArt text box appears on the document with selected placeholder text.
Double-click the WordArt text box to modify the text.
Type the text you want WordArt to use.
Click OK.
Use the WordArt options on the WordArt panel on the Formatting Palette tab to modify the text you entered.
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Format as Shape. Click the button, and then select a shape for the text.
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Format WordArt. Click the button to change colors, lines, size, and layout.
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Equalize Character Height. Click the button to toggle equalize character height on and off.
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Stack Text Vertically. Click the button to toggle vertical text on and off.
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Align Text. Click the button to align text in the text box.
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Set Character Spacing. Click the button to tighten or loosen character spacing.
You can change the look of WordArt text by applying effects (New!), such as shadows, glows, reflections, glows, 3-D rotations, and text transformations. You can apply effects to a shape by using the Quick Styles and Effects gallery for quick results. From the Quick Styles and Effects gallery you can apply a built-in combination of 3-D effects or individual effects to WordArt text. In addition to applying one of the preformatted WordArt styles, you can also create your own style by shaping your text into a variety of shapes, curves, styles, and color patterns. The Colors, Weights, and Fills panel on the Formatting Palette tab gives you tools for changing the fill and outline of your WordArt text.
In Excel or PowerPoint, click the WordArt object you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Quick Styles and Effects panel to expand it.
Click the one of the following sub-tabs to display an effect:
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Quick Styles to select one of the styles.
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Shadows to select one of the shadow types.
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Glows to select one of the glow variations.
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Reflections to select one of the reflection variations.
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3-D Effects to select one of the 3-D variations.
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Text Transformations to select one of the WordArt style variations.
Click the scroll up or down arrows to see additional styles.
Click the effect you want from the gallery to apply it to the selected shape.
To specify additional picture options, click More Options, select the options you want, and then click OK.
In Excel or PowerPoint, click the WordArt object you want to change.
Click the Formatting Palette tab on the Toolbox.
Click the Colors, Weights, and Fills panel to expand it.
Click the Color Fill button arrow, and then click one of the following:
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No Fill to remove a fill color.
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Color to select a theme or standard color.
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Fill Effects to select a solid fill color, picture file, gradient, or texture using the tabs on the Format Shape dialog box.
Click the Line Color button arrow, and then click one of the following:
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No Fill to remove a line color.
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Color to select a theme or standard color.
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Line Effects to select a solid fill color, gradient, or weights & arrows using the tabs on the Format Shape dialog box.
You can apply a number of text effects to your WordArt objects that determine alignment and direction. The effects of some of the adjustments you make are more pronounced for certain WordArt styles than others. Some of these effects make the text unreadable for certain styles, so apply these effects carefully. You can apply effects to a shape by using the Format Shape dialog box for custom results. You can also use the free rotate handle (green circle) at the top of the selected text box to rotate your WordArt text. In addition, you can use the Rotation button on the Size, Rotation, and Ordering panel on the Formatting Palette tab to rotate your WordArt text left or right or flip it.
Option-click the WordArt object you want to change, and then click Format Shape or Format WordArt.
If necessary, click Text Box in the left pane.
Click the Vertical alignment or Horizontal alignment list arrow, and then select an option: Top, Middle, Bottom, Top Center, Middle Center, or Bottom Center.
Click the Text direction list arrow, and then select an option: Horizontal, Rotate all text 90°, Rotate all text 270°, or Stacked.
Click OK.
SmartArt graphics (New!) allow you to create diagrams that convey processes or relationships. Office provides a wide variety of built-in SmartArt graphic types, including graphical lists, process, cycle, hierarchy, relationship, matrix, and pyramid. Using built-in SmartArt graphics makes it easy to create and modify charts without having to create them from scratch.
Click the SmartArt Graphics tab on the Elements Gallery.
Click one of the buttons (All, Recently Used, List, Process, etc.) to display the type of SmartArt style you want.
Click one of the SmartArt styles.
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You can click the arrows on the right to display more styles.
The SmartArt graphic appears in the document.
Did You Know?
You can change a SmartArt diagram type. Select the SmartArt graphic, expand the SmartArt Graphics Styles panel, click the Styles tab, click the up or down arrow to display more styles, and then select a diagram type.
You cannot drag text into the Text pane. Although you can’t drag text into the Text pane, you can copy and paste text.
You can create a blank SmartArt graphic. In the Text pane, press
to select all the placeholder text, and then press Delete.
SmartArt Graphic Purposes
|
Type |
Purpose |
|---|---|
|
List |
Show non-sequential information |
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Process |
Show steps in a process or timeline |
|
Cycle |
Show a continual process |
|
Hierarchy |
Show a decision tree or create an organization chart |
|
Relationship |
Illustrate connections |
|
Matrix |
Show how parts relate to a whole |
|
Pyramid |
Show proportional relationships up and down |
Click the Text Pane button, or click the control with two arrows along the left side of the selection to show the Text pane.
Label the shapes by doing one of the following:
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Type text in the [Text] box.
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You can use the arrow keys to move around the Text pane, or use the Promote or Demote buttons to indent.
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At the end of a line, press Return to insert a line (shape), or select line text, and then press Delete to remove a line (shape).
You can use the Add or Delete buttons to add or remove a line.
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Click a shape, and then type text directly into the shape.
When you’re done, click outside of the SmartArt graphic.
In PowerPoint, select the text box with the text you want to convert to a SmartArt graphic.
Click the SmartArt Graphics tab on the Elements Gallery.
Click one of the buttons (All, Recently Used, List, Process, etc.) to display the type of SmartArt style you want.
Click one of the SmartArt styles to apply it to the selected text.
If your current SmartArt graphics don’t quite convey the message or look you want, you can change layouts by using the SmartArt Graphic Quick Styles (New!) on the Elements Gallery and selecting layout variations on the Styles tab (New!). If you only want to change the color, you can choose different color schemes using theme colors by using the Colors tab (New!). In addition to modifying shapes, you can also use familiar commands on the Font, and Alignment and Spacing panes on the Formatting Palette tab to format the text in a SmartArt graphic.
Click the SmartArt graphic you want to modify.
Click the SmartArt Graphics tab on the Elements Gallery.
Click one of the buttons (All, Recently Used, List, Process, etc.) to display the type of SmartArt style you want.
Click the layout for the SmartArt graphic you want from the gallery.
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You can click the arrows on the right to display more styles.
Did You Know?
You can quickly return a SmartArt graphic back to its original form. Select the SmartArt graphic, click the Formatting Palette tab on the Toolbox, expand the SmartArt Graphic Styles pane, and then click the Reset Graphic button.
You can format text in a SmartArt graphic like any other text. Select the text in the SmartArt graphic you want to format, click the Formatting Palette tab on the Toolbox, and then use the formatting options on the Font, and Alignment and Spacing panels.
After you create a SmartArt graphic, you can add, remove, change, or rearrange shapes to create a custom look. For shapes within a SmartArt graphic, you can change the shape from the Shape gallery and modify the shape text using familiar commands on the Font, and Alignment and Spacing panes on the Formatting Palette tab to create your own custom SmartArt graphic (New!). If you no longer want a shape you’ve added, simply select it, and then press Delete to remove it.
Select the shape in the SmartArt graphic you want to modify.
In the Text Pane, click to place the insertion point, and then click the Add or Delete button to insert or remove a shape.
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You can select a shape, and then press Delete to remove it.
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You can also use the Promote or Demote buttons to indent the text, which changes the shape position.
An organization chart shows the reporting relationships between individuals in an organization. For example, you can show the relationship between a manager and employees within a company. You can create an organization chart using a SmartArt graphic (New!) or using Microsoft Organization Chart (in Excel), which is available on the Picture submenu on the Insert. A SmartArt graphic organization chart makes it easy to add shapes using the graphic portion or the Text pane.
Click the SmartArt Graphics tab on the Elements Gallery.
Click the Hierarchy button on the SmartArt Graphics tab.
Click one of the SmartArt Hierarchy styles.
The SmartArt graphic appears with a Text pane to insert text.
Label the shapes by doing one of the following:
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Type text in the [Text] box.
You can use the arrow keys to move around the Text pane.
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Click a shape, and then type text directly into the shape.
To add shapes from the Text pane, place the insertion point at the beginning of the text where you want to add a shape, type the text you want, press Return, and then to indent the new shape, press Tab or to promote, press Shift+Tab.
You can also click the Org Chart button on the SmartArt Graphic Styles panel, and then select the type of shape you want to add.
When you’re done, click outside of the SmartArt graphic.
Like any SmartArt graphic, you can add special effects—such as soft edges, glows, or 3-D effects, and animation—to an organization chart. If your organization chart doesn’t quite look the way you want, you can change layouts by using the SmartArt Graphic Quick Styles (New!) on the Elements Gallery and selecting layout variations on the Styles tab (New!). If you only want to change the color, you can choose different color schemes using theme colors by using the Colors tab (New!).
Click the SmartArt graphic you want to modify.
Click the Styles tab on the SmartArt Graphics Styles panel.
Click the layout for the SmartArt graphic you want from the gallery.
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You can click the up or down arrow to display more styles.
Click the Colors tab on the SmartArt Graphics Styles panel.
Click the color layout for the SmartArt graphic you want from the gallery.
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You can click the up or down arrow to display more styles.
A chart provides a visual, graphical representation of numerical data. Charts add visual interest and useful information represented by lines, bars, pie slices, or other markers. A group of data values from a worksheet row or column of data makes up a data series. Each data series has a unique color or pattern on the chart. Titles on the chart, horizontal (x-axis), and vertical (y-axis) identify the data. Gridlines are horizontal and vertical lines to help the reader determine data values in a chart. When you choose to place the chart on an existing sheet, rather than on a new sheet, the chart is called an embedded object. You can then resize or move it just as you would any graphic object. Office 2008 programs now use Microsoft Excel (New!) to embed and display a chart instead of Microsoft Graph.
Select the data you want to use to create a chart (Excel).
Click the Charts tab on the Elements Gallery.
Click one of the tabs (All, Area, Bar, Bubble, Column, Doughnut, Line, Pie, Radar, Stock, Surface, X Y (Scatter)) to display the type of Chart style you want.
Click one of the Chart styles.
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You can click the arrows on the right to display more styles.
Microsoft Excel opens (from Word or PowerPoint), displaying sample data, which you can change.
Use Excel commands to import or enter the chart data you want.
If you inserted the chart from Word or PowerPoint, switch back.
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A chart appears on the document as an embedded chart.
To delete the chart, select it, and then press Delete.
To create a chart sheet (Excel), click the Insert menu, point to Sheet, and then click Chart Sheet.
Your chart is what your audience sees, so make sure to take advantage of Office’s pre-built chart layouts and styles (New!) to make the chart appealing and visually informative. Start by choosing the chart type that is best suited for presenting your data. There are a wide variety chart types, available in 2-D and 3-D formats, from which to choose. For each chart type, you can select a predefined chart layout and style to apply the formatting you want. If you want to format your chart beyond the provided formats, you can customize a chart. Save your customized settings so that you can apply that chart formatting to any chart you create. You can change the chart type for the entire chart, or you can change the chart type for a selected data series to create a combination chart.
Select the chart you want to change.
Click the Charts tab on the Elements Gallery.
Click one of the tabs (All, Area, Bar, Bubble, Column, Doughnut, Line, Pie, Radar, Stock, Surface, X Y (Scatter)) to display the type of Chart style you want.
Click the layout for the chart you want from the gallery.
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You can click the arrows on the right to display more styles.
Office’s pre-built chart layout styles (New!) can make your chart more appealing and visually informative. Start by choosing the chart type that is best suited for presenting your data. There are a wide variety chart types, available in 2-D and 3-D formats, from which to choose. For each chart type, you can select a predefined chart layout style to apply the formatting you want. If you want to format your chart beyond the provided formats, you can customize a chart. Save your customized settings so that you can apply that chart formatting to any chart you create.
Select the chart you want to change.
Click the Chart Style panel to expand it.
Click the layout style for the chart you want from the gallery.
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You can click the up or down arrow to display more styles.
Select the chart element, such as a title or data series, you want to change.
Click the Quick Styles and Effects panel to expand it.
Click one of the tabs (Quick Styles, Shadows, Glows, Reflections, 3-D Effects, or text transformation).
Click the style for the chart element you want from the gallery.
The layout of a chart typically comes with a chart title, axis titles, and a legend. However, you can also include other elements, such as data labels, and a data table. You can show, hide, or change the positions of these elements to achieve the look you want. The chart title typically appears at the top of the chart. However, you can change the title position to appear as an overlap text object on top of the chart. When you position the chart title as an overlay, the chart is resized to the maximum allowable size. In the same way, you can also reposition horizontal and vertical axis titles to achieve the best fit in a chart. If you want a more custom look, you can set individual options using the Format dialog box.
Select the chart you want to modify.
Click the Chart Options panel to expand it.
Click Titles drop-down, and then click one of the following:
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Chart Title to insert a title on the chart.
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Horizontal (Category) Axis to insert a title on the horizontal axis of the chart.
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Vertical (Value) Axis to insert a title on the vertical axis of the chart.
Click the text box to place the insertion point, and then modify the text.
A legend is a set of text labels that helps the reader connect the colors and patterns in a chart with the data they represent. Legend text is derived from the data series plotted within a chart. You can rename an item within a legend by changing the text in the data series. If the legend chart location doesn’t work with the chart type, you can reposition the legend at the right, left, top or bottom of the chart or overlay the legend on top of the chart on the right or left side. Data labels show data values in the chart to make it easier for the reader to see, while a Data table shows the data values in an associated table next to the chart. If you want a customized look, you can set individual options using the Format dialog box.
Select the chart you want to modify.
Click the Chart Options panel to expand it.
Click any of the following buttons to show axis: Primary Vertical Axis, Primary Horizontal Axis, Depth Axis, Secondary Vertical Axis, and Secondary Horizontal Axis.
Click any of the buttons for the major and minor gridlines.
Click Labels drop-down, and then click one of the following:
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None to hide the labels on the chart elements.
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Value to display labels on the vertical axis chart elements.
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Category Name to display labels on the horizontal axis chart elements.
Click Legend drop-down, and then click one of the following: None, Bottom, Top Right, Top, Right, and Left.
You can edit chart data in a worksheet one cell at a time, or you can manipulate a range of data. If you’re not sure what data to change to get the results you want, use the Edit Data Source dialog box to help you. You can work with data ranges by series, either row or column, which you can switch around. The Row series is the data range displayed on one axis, while the Column series is the data range displayed on the other axis. Use the Collapse Dialog button to temporarily minimize the dialog to select the data range you want. After you select your data, click the Expand Dialog button to return back to the dialog box.
Click the chart you want to modify.
Click the Chart Data panel to expand it.
Click the Edit in Excel button.
In the Select Data Source dialog box, use any of the following:
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Chart data range. Displays the data range of the plotted chart.
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Switch Row/Column. Click to switch plotting the data series from rows or columns.
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Add. Click to add a new Legend data series to the chart.
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Remove. Click to remove the selected Legend data series.
Click OK.
Did You Know?
You can sort data by row or column. Select the chart, expand the Chart Data panel, and then click Row or Column button.
You can display a data table along with the chart. Select the chart, expand the Chart Data panel, and then click Data Table drop-down, and then select Data Table or Data Table with Legend Keys.
Office can convert data or text from one format to another using a technology known as object linking and embedding (OLE). OLE allows you to move text or data between programs in much the same way as you move them within a program. The familiar cut and paste or drag and drop methods work between programs and documents just as they do within a document. In addition, all Office programs have special ways to move information from one program to another, including importing, exporting, embedding, linking, and hyperlinking.
Importing and exporting information are two sides of the same coin. Importing copies a file created with the same or another program into your open file. The information becomes part of your open file, just as if you created it in that format. Some formatting and program-specific information such as formulas may be lost. Exporting converts a copy of your open file into the file type of another program. In other words, importing brings information into your open document, while exporting moves information from your open document into another program file.
Embedding inserts a copy of a file created in one program into a file created in another program. Unlike imported files, you can edit the information in embedded files with the same commands and toolbar buttons used to create the original file. The original file is called the source file, while the file in which it is embedded is called the destination file. Any changes you make to an embedded object appear only in the destination file; the source file remains unchanged.
For example, if you place an Excel chart into a PowerPoint presentation, Excel is the source program, and PowerPoint is the destination program. The chart is the source file; the document is the destination file.
Linking displays information from one file (the source file) in a file created in another program (the destination file). You can view and edit the linked object from either the source file or the destination file. The changes are stored in the source file but also appear in the destination file. As you work, Office updates the linked object to ensure you always have the most current information. Office keeps track of all the drive, folder, and file name information for a source file. However, if you move or rename the source file, the link between files will break.
Once the link is broken, the information in the destination file becomes embedded rather than linked. In other words, changes to one copy of the file will no longer affect the other.
Embedding and Linking
|
Term |
Definition |
|---|---|
|
Source program |
The program that created the original object |
|
Source file |
The file that contains the original object |
|
Destination program |
The program that created the document into which you are inserting the object |
|
Destination file |
The file into which you are inserting the object |
Information created using other Office programs can be shared among them. This means that data created in an Office document, and can be included in a Excel worksheet without being retyped. This makes projects such as annual or departmental reports simple to create. Information can be either linked or embedded. Data that is linked has the advantage of always being accurate because it is automatically updated when the linked document is modified.
Click the Insert menu, and then click Object.
Click From File.
Click the Where drop-down, and then select the location that contains the file you want.
Select the file that you want to link.
To create a link to the object, select the Link to File check box.
To display the object as an icon, select the Display as icon check box.
Click OK.
If you have an Office document that you need to work on later or get feedback from a co-worker, you can flag the document for follow up as an Entourage task. You can use the Office Reminder program to schedule a date and time for a pop-up reminder. When the date and time for the reminder takes place, the Office Reminder window appears—even if Office isn’t running—displaying options to dismiss the reminder, dismiss all reminders, snooze the reminder for a short period of time, open the item, or do nothing.
Open the Office document that you want to flag for follow up.
Click the Tools menu, and then click Follow Up.
Specify the date and time at which you want to get a reminder.
Click OK.
The flagged document is setup for follow up as a new Entourage task.
At the designated date and time, the Office Reminder window appears. Do one of the following:
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Complete. Select the Complete check box to indicate the task is done or clear it to leave the task as incomplete.
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Dismiss. Click Dismiss to remove the reminder.
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Dismiss All. Click and hold Dismiss, and then click Dismiss All to remove all listed reminders.
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Snooze. Click Snooze to display the reminder again in the specified time.
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Open the item. Double-click the document name in the reminder to open and edit the item.
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Do nothing. Click the Close button to exit the Office Reminder window.
