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Diagrams in Word

Faculty of HealthAlan Grace

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Overview

Introduction

Landscape

Margins

Drawing toolbar

Gridlines

Rectangles

Squares

Ellipses

Circles

AutoShapes

Rotating objects

Copying objects

Mind maps

Overlapping objects

Arrows

Textboxes

Getting rid of the borders

Grouping objects

Resizing a diagram

Images

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Introduction

A diagram is made up of a number of smaller objects

These objects may be grouped together to make a larger object

The diagram when complete can be resized after all its parts have been grouped together to form one large object

If you want text inside an object, make a textbox, then change the shape

Save your work after every object is added

A large diagram may look better in landscape

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Landscape

Sometimes a diagram may be too big to fit on the page

You can put the page in Landscape so that it is wider

In Word, click on File, Page Setup, Paper size (top of the screen), then choose Landscape

You may even need to make the margins smaller (see next slide)

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Margins

You can fit more on one page if the margins are small

In Word, click on File, Page setup, Margins (this should be the default) then change the left, right, top, and bottom margins to 1 cm or maybe .5 cm (depending on your printer)

If you get a message saying that the margins are too small for the page, click on Fix

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Drawing toolbar

The drawing toolbar allows you to draw shapes and create textboxes and simple shapes (AutoShapes)

First you need to see the drawing toolbar if it is not already visible

The drawing toolbar normally appears at the bottom of word(it contains line, arrow, rectangle, ellipse, WordArt, solid shapes,…)

If the drawing toolbar is not visible, click on View, Toolbars, and make sure there is a tick alongside Drawing

If there is already a tick, look at the screen and see what changes when you get rid of the tick

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Gridlines

There are invisible gridlines on the page

Each object will “snap” to the grid unless you click on Draw, Grid, and get rid of the tick in the box next to “Snap objects to grid”

Once this is done, an object can be positioned more finely

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Rectangles

To draw a rectangle, click on the picture of the rectangle in the drawing toolbar

Move the mouse to where you want the top left corner of the rectangle to be

Hold down the left mouse button until you are where you want the bottom right hand corner to be

When you let go the mouse button the rectangle will have “handles” (boxes) around it

To make the rectangle bigger or smaller drag a corner till it is the correct size

To move a rectangle, move the mouse into the middle (or on the border) of the rectangle and drag it to its new location

For small changes, use the arrow keys on the keyboard

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Squares

A square is a rectangle with all its sides the same length

To get an exact square hold down the shift key while you make a rectangle

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Ellipses

To make an ellipse, click on the picture of the ellipse in the drawing toolbar

Follow the instructions for a square, remembering that the ellipse will fill the imaginary rectangle, from the top left where you start to the bottom right when you take your finger off the mouse button

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Circles

A circle is a perfectly round ellipse

So repeat the process for a square by holding down the shift key while you make an ellipse

If you want to draw a circle from the centre of the circle to the outside, hold down the Ctrl key (as well as the shift key), position the mouse where you want the centre of the circle to be, then drag the mouse to the outside of the circle

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AutoShapes

To make outline shapes, click on “AutoShapes” on the drawing toolbar

Click on the shape you like

Create the shape as for the rectangles and ellipses we have done already

If you want text inside the shape, it is easiest to make a text box with the words (see later) and then change the shape by clicking on “Draw” in the drawing toolbar, then “Change AutoShape”

The text will stay in the new shape

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Rotating objects

To rotate an object, first click on the object to select it

In the drawing toolbar, click on Draw, then “Rotate or Flip”

Click on “Free Rotate”

The object will now appear with small green circles around it

Drag a small green circle clockwise or anticlockwise to rotate the object

Click outside the object to cancel the rotation

You can also choose the next two options to rotate 90 degrees left or right

The bottom two options allow an object to be flipped horizontally or vertically

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Copying objects

Once you have create an object you can make a copy of it and paste it to include more copies in the diagram

You might want several circles in a diagram

First click on the object you have already created so that it is selected- has handles(“boxes”) around it

Make a copy of the object (e.g. Click on Edit, then Copy)

Paste the object (e.g. Click on Edit, Paste)

Drag the object to its new location(if the object is not filled in, you may need to drag the outline)

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Mind maps

For mind maps you might like clouds for thoughts

You can find these under “AutoShapes” and “Callouts”

Add in arrows and lines to complete your mind map

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Overlapping objects

When two circles overlap, you may not be able to see part of the circle underneath

This will be because the top circle is filled with a white colour

We need to tell the computer that we don’t want the circle painted inside

To get rid of the white, click on the top circle, then click on Format, then AutoShape

Click on the arrow next to the white colour (under “Fill”)

Click on “No Fill”

Click Ok and you will be able to see all of the bottom circle

This process can be used for other shapes

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Arrows

To draw a line click on the diagonal line in the Drawing Toolbar

Drag the mouse from where you want the line to start to the end

If you hold down the Shift key, the line can be drawn perfectly horizontal or vertical

For an arrow, click on the arrow next to the line in the drawing toolbar

To make a double-headed arrow, when you have finished a line or arrow, click on the double-headed arrow next to the filled square at the right end of the drawing toolbar, and choose the type of head you like

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Textboxes

A textbox is a rectangle with words inside

To create a textbox, click on the shape next to the ellipse (a rectangle with an “A” in the top left corner)

Draw a rectangle on the screen

Type in your words

To change the textbox to another shape, make sure the rectangle is selected (has boxes around it) by clicking on the textbox

Click on “Draw” in the drawing toolbar, then “Change AutoShape”

Choose your new shape and the text will still be inside it

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Getting rid of the borders

When you use textboxes as labels in diagrams, you may not want the border around the outside

Make sure the textbox is selected (click on it)

Click on Format, then Textbox

Under “Line”, click on the arrow next to the coloured box

Click on the box with “No Line” inside it

Click OK

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Grouping objects

When you are happy with your diagram, you should make all the objects in the diagram into a single object

You need to select the individual objects

Click on the first object to select it

Hold down the shift key while you select the remaining objects

When all the objects are selected, Click on “Draw” in the Drawing toolbar, then click on “Group”

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Resizing a diagram

You can resize a grouped object in the same way as a single object because you will have created a single large object

If you need to make any changes, you will have to ungroup the objects by clicking on “Draw” in the Drawing toolbar, then click on “UnGroup”

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Images

You can also add ClipArt

Click on Insert, Picture, ClipArt to do this

You can make a picture larger by clicking on the picture, then dragging the bottom right hand corner to make the image larger

Remember that photos may become fuzzy or chunky if they are made too big

You can also use the drawing toolbar for circles, rectangles, arrows etc (click on View, Toolbars, Drawing if this toolbar is not visible)

You can also do a search for images in Google (www.google.com) and click on Images (above the box where you type in your keyword)

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This is the End!

This presentation will play again until you press the ESC key on the top right of the keyboard!

Good luck with your computing!