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Adding Pictures and Shapes to a Worksheet

Adding Pictures and Shapes to a Worksheet. Lesson 11. Objectives. Software Orientation: The Insert Tab.

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Adding Pictures and Shapes to a Worksheet

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  1. Adding Pictures and Shapes to a Worksheet Lesson 11

  2. Objectives

  3. Software Orientation: The Insert Tab • Microsoft Office includes a gallery of images you can insert into worksheets such as pictures, clip art, shapes, and SmartArt graphics. You can also insert a text box that can be positioned anywhere on the worksheet or insert WordArt to call attention to a worksheet or chart’s primary message. Use the Insert tab (see the figure) to insert illustrations and text. • Use this figure as a reference throughout this lesson as you become skilled in inserting and formatting illustrations within a worksheet.

  4. Inserting Pictures • While the old adage a picture is worth a thousand words is perhaps an exaggeration, a visual feature adds interest and calls attention to statistical data presented in worksheets. • Unlike a worksheet background that is displayed but does not print, pictures, clip art, shapes, and SmartArt graphics are included in worksheet printouts. • Graphic objects can be used with charts to focus attention on relevant data.

  5. Inserting a Picture from a File • Pictures can be an integral part of creating a compelling worksheet. • You can insert or copy pictures into a worksheet from image providers or files on your computer, such as your favorite digital photographs. • A well-chosen picture can portray a powerful message, or it can be used to enhance a chart or other Excel graphic display. • Using Excel’s Insert Picture command, you can customize the presentation of worksheet data with selected photographs. • In the next exercise, you will insert pictures from a file.

  6. Inserting a Picture from a File • The manager of Margie’s Travel is preparing a worksheet with detailed travel arrangements for a client’s annual sales meeting to be held at a hotel in Yosemite National Park. • The client wants to combine the business travel with a family vacation package. • The manager will use your worksheet with photos of the area and add the financial data related to the proposal. • The visuals can be formatted to enhance the data and call attention to the most important aspects of the workbook.

  7. Step-by-Step: Insert a Picture from a File • Before you begin these steps, LAUNCH Microsoft Excel and create a new Blank workbook. • Click the Sheet1 tab. Click Format in the Cells group on the Home tab and click Rename Sheet from the drop-down menu that appears. Key Vernal Fall to replace the selected Sheet1 text, and press Enter. Use the same process to rename Sheet2 to El Capitan and to rename Sheet3 to Sequoias. • Select A1 on the Vernal Fall worksheet. On the Insert tab, click Picture. The Insert Picture dialog box opens.

  8. Step-by-Step: Insert a Picture from a File • In the dialog box directory, navigate to the data files for this lesson, and then click Vernal Fall. Click Insert. The picture is inserted and, as shown in the figure, the Format tab with Picture Tools is added to the Ribbon. • Select the number in the Shape Height text box, key 5, and press Enter. The image changes to a height of 5 inches, with its width automatically proportioned.

  9. Step-by-Step: Insert a Picture from a File • Select A1 on the El Capitan worksheet. Click the Insert tab and click Picture. In the Insert Picture dialog box, navigate to the data files for this lesson and click the El Capitan image, then click Insert. The picture is inserted and the Picture Tools become available. • Select the Shape Height value, key 5, and press Enter. • Select A1 on the Sequoias worksheet. Click the Insert tab and click Picture. In the dialog box, click Sequoias to select it from the data files. Click Insert to insert the picture. • Select the Shape Height value, key 5, and press Enter. • Create a Lesson 11 folder and SAVE as Yosemite. • LEAVE the workbook open to use in the next exercise.

  10. Inserting a Clip Art Picture • A clip refers to a single media file including art, sound, animation, or movies. • A clip art image is a single piece of readymade art, often appearing as a bitmap or a combination of drawn shapes. • You can insert a clip art image into a worksheet from Microsoft Office Online, other image providers, or files on your computer. • When you search for clip art in Excel, your search results can include clip art, photographs, movies, and sound files. • In the next exercise, you will insert clip art into your worksheet.

  11. Inserting a Clip Art Picture • The professional-quality photos returned by a clip art search are usually more appropriate in a business document than caricature-type artistic designs. • Some of the photos in the clip art gallery have been sized to easily insert into a document, and you do not always need to adjust the size, as you did in the first exercise, to easily view the picture. • If you frequently use illustrations in your worksheets, you can organize your favorites in the Microsoft Clip Organizer. The Clip Organizer is a way to gather and store your own clips so that you can easily locate and insert them into documents. You can access the Clip Organizer from the Clip Art task pane.

  12. Inserting a Clip Art Picture • The first time you open the Clip Organizer, you are asked if you want the organizer to scan your computer for photos and other media files and organize them into separate collections. • Clip Organizer creates a shortcut to the files in their original location; it does not copy or move the files on your computer. • The shortcuts let you preview, open, or insert a media file without going to its installed location. You can let the Clip Organizer decide which folders and hardware drives to scan for files, or you can specify where to search.

  13. Inserting a Clip Art Picture • The folders in the Clip Organizer have the same names as the folders in which the original files are stored. • Clip Organizer automatically adds keywords to media files. • You can modify, delete, or add new keywords to ensure that you will find the clip when you want to insert it into a document. • When you download or copy files from a clip art source such as Microsoft Online, the image will be stored in the Clip Organizer. • Clips organized and saved in Excel can then be used in Microsoft Word and PowerPoint documents and on the Margie’s Travel Website.

  14. Step-by-Step: Insert a Clip Art Picture • USE the workbook from the previous exercise. • Click on any blank cell in the Sequoia worksheet. On the Home tab, click Insert and click Insert Sheet. Click the rename option in the Cells group, and then click Insert Sheet from the drop-down menu that appears. Click to select the text in the new worksheet’s tab, and then rename the sheet Clip Art. • On the Insert tab, click Clip Art. The Clip Art task pane opens on the right side of the Excel window.

  15. Step-by-Step: Insert a Clip Art Picture • Click the Results should bedrop-down arrow and place a check mark in all media types. In the Searchfor field, key waterfall and click Go. Results are displayed similar to those shown in the figure. • Your results will return more than just graphics. Be sure not to select any audio or video file. Click any image in the search results to insert a waterfall into the Clip Art worksheet.

  16. Step-by-Step: Insert a Clip Art Picture • In the Clip Art task pane, click the arrow in the Resultsshould be field. Deselect all media types except Illustrations (as shown in the figure). Click Go. The results include only clip art images. • Scroll through the list and click an image to insert a waterfall clip art image. • SAVE and CLOSE the workbook. CLOSE the Clip Art task pane. • LEAVE Excel open to use in the next exercise.

  17. Using SmartArt Graphics • A SmartArt graphic is a visual representation of information and ideas. • SmartArt graphics can be used with other images and decorative text. • When you insert a SmartArt image into your worksheet, the Text pane should appear to the left of a SmartArt graphic, containing bullets that represent the shapes in the graphic. • The Text pane works like an outline or a bulleted list that maps information directly to the graphic. • You can use the pane to enter and edit the text that appears in the graphic.

  18. Using SmartArt Graphics • SmartArt should not be confused with clip art. Clip art is an actual image. SmartArt is a graphical representation of something other than an image that you would want to add to a worksheet. An example would be a flowchart. • The SmartArt library has many different styles and themes that can be applied to the worksheet. • You can build the flowchart, add text to it, change its appearance, move the objects on the worksheet, and make it ready for presentation. • In the next exercise, you will apply SmartArt graphics.

  19. Using SmartArt Graphics • When choosing a layout for a SmartArt graphic, determine what you want to convey and how your information should appear, then try different layouts until you find the one that best illustrates your message. Your graphic should be clear and easy to follow. Single descriptive words and short descriptive phrases are recommended for your graphic. The table lists the seven types of SmartArtgraphics and a short description of the purpose of each type.

  20. Using SmartArt Graphics • If you cannot find the exact layout that you want, you can add and remove shapes in your SmartArt graphic to adjust the structure of the layout. • When you add or remove shapes and edit the text, the arrangement of the shapes and the amount of text within those shapes is updated automatically. • The original design and border of the layout is maintained. • Although you cannot drag text into the Text pane, you can copy and paste to the pane. • Also, you can copy from the Text pane to any Microsoft Office program.

  21. Using SmartArt Graphics • When you click away from the SmartArt graphic, the Text pane disappears. • You can show or hide the Text pane by clicking the control on the left side of the SmartArt graphic or by clicking Text Pane on the Design tab. • In general, SmartArt graphics work best with small amounts of text. Larger amounts of text detract from the visual appeal of the graphic and make it more difficult to convey your message visually.

  22. Step-by-Step: Use SmartArt Graphics • OPEN the Cruise Dates file for this lesson. • On the Mexico worksheet, select C24. • On the Insert tab, in the Illustrations group, click SmartArt. The Choose a SmartArt Graphicdialog box is displayed as shown in the figure.

  23. Step-by-Step: Use SmartArt Graphics • In the Choose a SmartArt Graphic dialog box, click Cycle in the type pane on the left side of the dialog box. • Click Block Cycle (top row, third from left) in the layout pane on the right side of the dialog box. Click OK. The Cycle graphic image is inserted and SmartArt Tools are available on the Design and Format tabs. When it is inserted, the graphic is joined by its Text pane. This pane allows the user to enter the information to be contained in the SmartArt graphic.

  24. Step-by-Step: Use SmartArt Graphics • On the Design tab, shown in the figure, click the Text Pane button in the Create Graphic group if the Text pane is not displayed when the graphic is inserted. Point to the Block Cycle layout name at the bottom of the Text Pane to see a ScreenTip; holding a description of the best use for the selected SmartArt layout.

  25. Step-by-Step: Use SmartArt Graphics • The Text pane and the SmartArtgraphic have placeholder text that you can replace with your information. The first Text placeholder will be selected as shown in the figure. Key May 20. As you key text in the Text pane, it is displayed in the first block of the Cycle graphic.

  26. Step-by-Step: Use SmartArt Graphics • Click, hold, and drag the SmartArt graphic to rest below the cells in the worksheet. Select E5 in the data range and click Copy. • Click the graphic, select the second [Text] placeholder, and click Paste. The date of June 17 that you copied has now been pasted into the second graphic. • Copy E6 and paste the date in the third [Text] placeholder. • Copy the text in E7 to the fourth [Text] placeholder. • Copy the text in E8 to the last [Text] placeholder. Press Enter to add an additional text placeholder and an additional block to the Cycle graphic.

  27. Step-by-Step: Use SmartArt Graphics • Copy the text in E9 to the last block. • Click outside the image to view the Cycle graphic image as it is displayed in the worksheet. The text pane is hidden from view and only the graphic with its formatting remains. The deselected graphic is shown in the figure. Refer to the previous screen for the graphic with its text pane. • SAVE the workbook as Cruise 1. • LEAVE the workbook open to use in the next exercise.

  28. Adding Shapes • You can add a shape to a workbook or combine multiple shapes to create a drawing or a more complex shape. • Available shapes include lines, basic geometric shapes, arrows, equation shapes, flowchart shapes, stars, banners, and callouts.

  29. Inserting Basic Shapes • You can use a shape to call attention to an important aspect of worksheet data. Excel provides a variety of basic shapes that you can insert. • You can add shapes to a chart or on top of a SmartArt graphic to customize the chart or SmartArt graphic. • When you use more than one shape, it does not matter which shape you insert first. You can use the Bring to Front and Send to Back commands to place the shape containing text on top so that the text is visible. • In the next exercise, you insert and format basic shapes in Excel, and place one shape on top of another to achieve a desired result.

  30. Step-by-Step: Insert Basic Shapes • USE the workbook from the previous exercise. • On the Alaska worksheet, click A5. Click Shapes in the Illustrations group on the Insert tab. The Shapes gallery shown in the figure opens. • Click Rounded Rectanglein the Rectangles group in the Shapes gallery and click A5 to place the rectangle in that cell. Use the rectangle’s handles to resize it to hide the text in row 5 from A5 to the right boundary of F5 of the worksheet.

  31. Step-by-Step: Insert Basic Shapes • On the Format tab, in the Shape Styles group, click Colored Outline – Orange, Accent 6 (first outline style). This places the colored border around the graphic. • Click Shape Fill in the Shape Styles group and click No Fill. Click an empty cell to deselect the rectangle. The cell’s text is now visible since you chose the no fill option. The colored outline shape calls attention to the Southbound Glacier Discovery cruise that leaves Seattle on June 4. • Click WordArt in the Text group on the Insert tab. In the WordArt gallery, click Fill – Orange, Accent 6 Outline – Accent 6, Glow – Accent 6 (second row, second style). The WordArt sample text Your Text Here is placed.

  32. Step-by-Step: Insert Basic Shapes • Click the Home tab, place your insertion point in the number in the Font Size box and key 36. Press Enter. • The Your text here text is still selected; replace it by keying Lowest Price of the Summer in the WordArt text box. • Move the WordArt text box so that it is several rows directly below the last row of data and aligned with the data range. • On the Insert tab, click Shapes and click Double Arrow (third option from the left) in the Lines group. Click C5 to position the arrow from C5 to the WordArt below the data range (see the figure).

  33. Step-by-Step: Insert Basic Shapes • Click the Insert tab. On the Mexico worksheet, click Shapes. In the Rectangles group, click Snip Same Side Corner Rectangle (fourth from left) in the Rectangles section of the gallery. Click in the center of the existing SmartArt to place the new shape. • Click Colored Outline – Orange, Accent 6 in the Shape Styles group. • Use the shape’s handles to resize the rectangle and drag the rectangle to cover the SmartArt graphic. Click Send Backward in the Arrange group on the Format tab. • SAVE your workbook. • LEAVE the workbook open to use in the next exercise.

  34. Drawing Lines • You may want to add a line to point to data in a specific location, create a signature line, or separate text. • A connector is a line that has connection points at the ends of the line and stays connected to the shape to which you have connected it. Straight, elbow, and curved lines are available. • In the next exercise, you add two text boxes to your worksheet, and then insert connector lines to connect the text boxes.

  35. Drawing Lines • When you rearrange shapes that are joined by connectors, the connectors move with the shapes. • You can move the end of a connector to detach it from the shape. You can then attach it to another connection site on the same shape, attach it to another shape, or delete the connector. • When you select the connector, you can click the diamond shape in the center of the connector and change the angle of the connector line.

  36. Drawing Lines • If you want to draw a line without connection points, click Freeform in the Shapes gallery. Click one position in the document, move your pointer to a different location, and click again. When you are finished drawing the line, double-click. • If you attach shapes with a line without arrow points, you can add an arrowhead to the line after it has been attached to a shape. Under Drawing Tools on the Format tab, click the arrow next to Shape Outline and point to Arrows. Click the arrow style you want.

  37. Step-by-Step: Draw Lines • USE the workbook from the previous exercise. • On the Advertising worksheet, on the Insert tab, in the Text group, click Text Box. • Select A2 and draw a text box that covers A2:A4. Your cursor will become an upside-down cross when you have chosen the text box option. You simply point to the place where you want to start the box, click, hold, and drag to the area of the worksheet where you want the text box to end and then release the mouse. It might take several tries before you get used to the process (see the figure).

  38. Step-by-Step: Draw Lines • Click inside the box and then key Cruise in the text box. • Click the Insert tab. Click Text Box and select C5. As in step 2, draw a text box that covers C5:C7. • Key Relax in the text box. • Click the Insert tab. Click Text Box and select E8. Draw a text box that covers E8:E10. • Key Enjoy in the text box. • On the Insert tab, click Shapes in the Illustrations group. In the Lines section of the gallery, click Elbow Double-Arrow Connector (sixth from the left). Red circular dots (the connection points) appear on the text boxes as you move your pointer over them.

  39. Step-by-Step: Draw Lines • Click on the Cruise textbox to reveal the connection points. Black indicators show where you can attach a connector. • Click the right connection point on the Cruise text box and drag the connection arrow to the left connection point on the Relax text box. • Use the same procedure in step 8 to connect the Relax text box to the Enjoy text box. Your worksheet should look like the figure.

  40. Step-by-Step: Draw Lines • Click the border of the Cruise text box to display the move arrow. Drag the box to A8. The connection line remains with the text box. • Move the Cruise text box to A2:A4. • SAVE your workbook. • LEAVE the workbook open to use in the next exercise. NOTE: After you have connected the text boxes, you can move the connection line independently, but not the boxes that the connector links.

  41. Inserting a Block Arrow • Insert block arrows when you want to show steps in a process or show a timeline. • You can insert a block arrow from the Shapes gallery, or you can insert a SmartArt graphic and select the Continuous Arrow Process. The SmartArt Continuous Arrow Process arrow is used to show a timeline or sequential steps in a task, process, or workflow. • The standard block arrow can serve the same purpose or be used to call attention to data in the worksheet. • In the next exercise, you will insert block arrows into the worksheet.

  42. Step-by-Step: Insert a Block Arrow • USE the workbook from the previous exercise. • On the Hawaii worksheet, click the Insert tab if necessary and then click Shapes. Under Block Arrows, click Right Arrow. • Move the insertion crosshairs to A11 and drag the block so that the arrow point touches the right corner boundary of B12. • The arrow will remain selected. Key Explore the Islands!. • On the Insert tab, click SmartArt, and click Process in the SmartArt type pane.

  43. Step-by-Step: Insert a Block Arrow • Click Continuous Arrow Process (third row, third from left) and click OK. See the figure. • Click any edge of the SmartArt image to display the move pointer and click and drag the pointer to move the image below the block arrow shape.

  44. Step-by-Step: Insert a Block Arrow • The first placeholder is already active. Key Call Today!. • In the second placeholder, key Sail this Summer!. • Select the third [Text] placeholder and press Backspace to delete the third placeholder bullet. • SAVE and CLOSE the workbook. • LEAVE Excel open to use in the next exercise.

  45. Creating a Flowchart • A flowchart is a schematic representation of a process—a working map for reaching your final product or decision. • A flowchart shows the steps in a process, such as in the instructions for assembling a new computer, a diagram of a manufacturing plant’s work flow, or the required steps for responding to a request for proposal (RFP). • You can create a flowchart by inserting Flowchart shapes and connectors or use a Process SmartArt graphic. • You can add more detail when you create a flowchart by using the flowchart shapes. • The SmartArt graphic saves time but provides less detail.

  46. Creating a Flowchart • The flowchart’s intended use and the amount of detail needed determine which style should be used. In the next exercise, you construct a flowchart. • Flowchart shapes provide an indication of what happens during the flow of work. In the Flowchart worksheet, for example, the chart begins with a Preparation shape. Use a diamond shape to indicate a decision. Connector arrows point one direction if the decision is no, and point the other direction for yes. See the figure.

  47. Step-by-Step: Create a Flowchart • OPEN the Graphics workbook file for this lesson. • On the Flowchart 1 worksheet, click the Insert tab, and then click Shapes to produce the Shapes gallery. • In the Block Arrows section of the gallery, click Down Arrow. The arrow is now in the work-sheet. Move the newly inserted arrow to the bottom point of the last diamond. Adjust the arrow’s size to resemble the arrows. Move to have the arrow reside below the point of the diamond (see the figure).

  48. Step-by-Step: Create a Flowchart • Click the Insert tab and click Shapes. In the Shapes gallery, click the Flowchart: Process shape. Insert the image below the arrow. Make the newly inserted arrow the approximate size of the existing arrows. • Click in the Process shape, then key Prepare worksheet to calculate potential earnings. • Click Sheet2 and rename it Flowchart 2. • With the Flowchart 2 worksheet the active sheet, click the Insert tab, and click SmartArt. The Choose a SmartArt Graphic dialog box opens.

  49. Step-by-Step: Create a Flowchart • Click Process in the Type pane. Scroll through the list, pointing to the process to locate and click Vertical Process (sixth row, third from left) in the Layout pane. The Vertical Process layout is used to show a progression or sequential steps in a task, process, or work flow from top to bottom. This SmartArt layout works best with Level 1 text without a great deal of detail. Click OK to insert the graphic. The SmartArt Tools tab is now active on the Ribbon. • With the insertion point in the first [Text] placeholder in the Text pane, key Review RFP. • In the second placeholder, key Personnel?.

  50. Step-by-Step: Create a Flowchart • In the third placeholder text box, key Time?. Press Enter. You have now added another text box in the text pane. • Key Prepare Worksheet. The size and shape of the rectangles in the diagram change as you enter a longer text string. • SAVE the workbook as Graphics 1. • LEAVE the workbook open to use in the next exercise.

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