ArcGIS Reference Document Connecticut Dept. of Environmental

Creating Maps for Printing October, 2008 CREATING MAPS FOR PRINTING Table of Contents

Introduction

The Layout View

The Data Frame and Its Properties

The Layout Toolbar

o General Navigation Tools

o Toggle Draft Mode Tool

o Focus Data Frame Tool

o Select Template Tool

Inserting Elements and Objects into Your Map

o Insert Title

o Insert Text

o Insert Neatline

o Insert Legend

o Insert North Arrow

o Insert Scale Bar

o Insert Scale Text

o Insert Picture

o Insert Object

o Adding a Table to Your Layout

Clipping to a Feature

Creating Extent Rectangles (Inset Maps)

How to Print Large Size Maps

o Tips and Tricks for Conserving Plotter Resources

Exporting Your Map to a PDF

Summary

Appendix A - Common Paper Sizes

Connecticut Dept. of Environmental Protection ArcGIS Reference Document

Creating Maps for Printing Page 2 of 30


Introduction This document is one in a series of GIS reference documents compiled by the Connecticut Department of Environmental Protection to help users better understand the ArcGIS line of GIS software products available from the Environmental Systems Research Institute (ESRI), Inc. This document explains how to create maps for printing in ArcMap 9.3. Maps are designed in layout view and can be simple or complex in appearance. The key to creating a readable map is a thorough understanding of the tools available to you. A variety of data types and objects can be displayed on a map created in ArcMap 9.3. These include tables, legends, titles, scale bars, images, illustrations, photos, text, and spreadsheets. This document will explain these objects and how to place, size, and format them. Other map-making tools are also discussed, such as printing large format maps, clipping shapes for a cleaner map, creating inset maps, and exporting a map to a different file format such as a PDF file. For more information about this document or its subject matter, please contact Jackie Mickiewicz at 860-424-3085, X2413 or by email: [email protected] .

mailto:[email protected]



The Layout View The layout view is the work area where maps for printing are created in ArcMap. Click on the layout view button at the bottom of the display area to switch to this view. You’ll see that, initially, your view looks exactly like it does in data view. This is because there are no map elements (north arrow, scale bar, text, title, etc.) on your map. There is, however, one major difference between the data view and the layout view. The scale on your layout will be different than your data view scale, depending on the size of your ArcMap window and the size of the page to be printed. For example, if the State of Connecticut is shown in your layout view at 1:1,000,000 scale, then it will be shown on your layout at approx. 1:786,149 scale, if the layout page size is set to 11” X 8.5”. Refer to your scale frequently to ensure that it is correct. When you first switch to layout view, you will notice the solid framed area on the outside of your map. This is the page on which you will print. The default when you first open your project in layout view is letter size. The rulers along the top and left side indicate the size of your page. The inside frame with blue square “handles” is the frame in which your data resides.

Rulers Page boundary Data frame boundary To turn off the handles, click outside of the data frame. Now you will see a solid border. This border is the default style for ESRI layouts.

TIP: Remember that in ArcMap 9.3, you can only have ONE layout per ArcMap project, unlike ArcView 3, where multiple layouts were allowed. You must create another project to create a new map. Or, an alternate solution is to have multiple data frames in your project.



The Data Frame and Its Properties There are several options for formatting the data frame. Right click on the frame area and choose “Properties”. The Frame dialog box is displayed. Here you can select a border, a frame background, or a drop shadow for your data frame. The image below shows changes to all three of these features. A checkerboard border, a yellow frame background, and a grey drop shadow were applied to this data frame in layout view.

Just these minor changes have greatly enhanced the appearance of the map.

If you decide to change your paper size (discussed in a later chapter), you can have ArcMap automatically fit your frame to the new page size. Right click on the data frame, choose “Distribute” and then choose to which margins you would like your frame to be fit. If you would like to have all edges of your data frame fit the page, choose “Fit to Margins”. An example of this function is on the following page.

Tip: Remember that if you have polygons that are set at “No Fill Color”, your frame background will be visible through the map. In this case, the fill color of the Connecticut Towns polygons was changed from No Color to Solid White.



The data frame size is 11” X 8.5” (letter landscape). To fit it to the new page size of 14” X 8.5” (legal landscape) automatically, choose the “Fit to Margins” option. Your data frame will snap to the extent of the page, as shown below.

11 X 8.5

to

14 X 8.5, automatically. This function is handy if you need to drastically change your page size, for example,

from 11” X 8.5” to 24” X 36”. You can always manually size your data frame by clicking and dragging on the handles, but it is faster to perform the re-sizing with the “Fit to Margins” function.



The Layout Toolbar To effectively design a map for printing, you should open the layout toolbar. Right click in the toolbar area and choose “Layout”. The following tools are the layout tools. General Navigation Tools The general navigation tools are straightforward and correspond to the general data view tools. The last three tools in the list below are specific to the layout view and are further discussed on the following pages. These include the Toggle Draft Mode tool, the Focus Data Frame tool, and the Select Template tool.

Zoom in on your layout page.

Zoom out on your layout page.

Pan around the layout view.

Fixed zoom-in on your layout.

Fixed zoom-out on your layout.

Full page zoom.

Zoom to actual size (100%).

Back to previous layout view.

Forward to next layout view.

Zoom to a fixed percentage of total layout view.

Toggle draft mode. This allows you to hide your data frame for faster design of your layout.

Focus data frame. To select individual elements on your layout, you first need to focus your data frame.

Change layout. This allows you to choose saved layout templates.

Tip: All of the zoom in/out tools do not zoom the data view, ONLY the layout page itself. Thus, the scale does not change while using the zoom tools on the layout toolbar.



Toggle Draft Mode Tool The toggle draft mode allows you to re-draw your map and design your layout faster. It hides your map view so that your layout elements are quickly available after each change. If, for example, you have a view of the state of Connecticut with DEP Properties that are labeled, it would take some time for the view to re-draw after every element edit. Turn on draft mode and your map view is not re-drawn every time you edit an element.

Draft mode Note that images are not shown in draft mode. In this case, the DEP logo is hidden in the bottom right text box.

Full View



Focus Data Frame Tool The focus data frame tool allows you to work with graphic objects that have been drawn on your data frame as if you were in Data View. It “focuses” the data frame so that text and other graphics can be selected, edited and moved on the map. Normally, when you draw graphics and text on top of a data frame in layout view, they are added onto the layout’s page. They are stored in the units of the page, and will not appear if you switch to data view. By putting a data frame into focus, graphics and text that you draw on top of the data frame will be added into it and stored in its map units. Putting a data frame into focus lets you work with the graphics and text on that data frame as though you were in data view. In this way, you can make additions and modifications within your map layout.

To edit the label that was created in data view without changing back to data view,

focus the data frame and then select the text. To create text or graphics in layout view that will be shown in data view, focus the data frame and then create your graphic.



Select Template Tool The third and last tool in our layout toolbox is the select template tool. Clicking on this tool brings up a dialog box with templates that are out of the box from ESRI, or templates that you have created. To save yourself time with manually creating and placing scale bars, for example, you can choose a template to apply to your map layout and the template will automatically be applied.

By choosing the Landscape Classic template, all of the elements in this layout have been applied automatically.



Inserting Elements and Objects into Your Map To insert objects and elements into your layout, choose Insert from the menu. There are a variety of choices. Each one of these, except for “Data Frame”, will be discussed in this chapter.

Insert Title When you click this option, a text box is placed at the top of your map where you can customize your title. The default font for the title box is Arial, 20 pt. To change this setting, double click on the title box and you will see a Properties dialog box. The first tab is the text format tab. Here you can change any setting for your title, including, background, outline size, font type, shadowing, etc. The second tab is a size and position tab. Here you can change the size of your title box. Examples of map titles



Insert Text Text is inserted in the same way that titles are inserted. Click on this option and then begin typing your text into the text box. The default font for the text box is Arial 10 pt. Change these settings as you would the Title text. There may be times when you would like to format sentences, words, or paragraphs differently within the same text or title box to avoid placing multiple text boxes on your layout. To do this, you must use ArcMap text formatting tags. These tags are inserted into your text box before and after the string of words, sentences or paragraphs that you would like to specially format. Choose the “About Formatting Text” option in the Text Properties dialog box. You’ll see the following help box that lists and describes each tag needed for formatting text.

The most common tags are <fnt> for font formatting, <clr> for color, <bol> for bold, <ita> for italic, and <und> for underline.



For example, if you would like a map text box to look exactly like this: Then you would type the following tags and text into your Properties text box:

<fnt size="28"><bol><und><clr red="31" blue="125" green="73">Map of Connecticut</clr></und></bol></fnt> <ita><clr red="98" green="58" blue="67">published by the Dept. of Environmental Protection</clr></ita>

This may look complicated, but when you break it down, it’s easily understood. The tag for formatting font type and size is <fnt>. You must insert this tag just before the text you are formatting. You must also insert an ending tag in order for the formatting to take effect. The ending tag is the same except for a forward slash: </fnt>. Within the <fnt> tag, you can set size, name of the font type, scale, etc. In our example, we set the font size to 28 point. The <bol> tag bolds our text. It is inserted just after <fnt> but before the actual text. The ending tag must also be inserted (</bol>). The underline <und> and italic <ita> tags are similar to the bold tag.

Map of Connecticut published by

the Dept. of Environmental Protection



Tip: The case of tag pairs must match exactly or the formatting will not work. For example, <BOL> and </bol> will not yield bold formatting since the cases do not match.

To change the color of text, you must insert the rgb values themselves. In our first <clr> tag in the above example, the rgb values are 31, 125, and 73 respectively. To find the rgb value of any color, click on the color box, then choose “More colors”. You’ll see the rgb values with the color bars.

“Base” Format Since there is always a “base” font type, which is what you specified initially in your text box, any of the extra formatting you apply will not be reflected in the descriptions of the text attributes. For example, if you open the text Properties dialog box and you have one word in your text box that is bolded, but the “base” text is not bolded, the dialog box will not have the bold button highlighted, even if you have placed your cursor on that bolded word.



Insert Neatline A neatline is a line that can be drawn around a data frame and all of the elements on your layout to give your map a more professional look. When you choose Insert Neatline, you can apply formatting such as where the line is to be placed, the border background and drop shadow characteristics, the gap between the elements and the neatline and whether you prefer any rounding. A neatline might look like the following example.



Insert Legend Choose Insert, Legend to view the dialog box at right. As a default, all of the layers that are visible are included as legend items. To add more items, or to delete items, use the keys in the center of the dialog box. The order of the items is arranged so that points are on top, lines are next, and polygons are on the bottom. To change the item order, use the black arrow keys on the right. After finishing, click the Next button.

This dialog box allows you to choose a title for your legend and to set the font and the justification for that title. Click Next to view the Legend Frame dialog box show below. You can set a border, background, shadow, gap or rounding for your legend frame.



The next dialog box allows you to edit the symbol itself as displayed on the legend. The patch size for polygons can be set, and the line characteristics for polylines can be set.

The final dialog box contains formatting options for spacing of all components in your legend. These include title, legend items, columns, headings and classes, labels and descriptions, patches and labels. An illustration gives you an example of each component.

Click Finish to insert your legend into your layout view. Now you can move your legend around on your map. Tip: You can convert the components of your legend to graphic objects if you need to individually move or size an item. Right click on the legend and choose “Convert to Graphics”. Then you can ungroup any additional elements and move each around on your map. Be aware, however, that you cannot convert your legend elements back to an actual legend. This means that when you need to turn a layer off and therefore no longer want it in your legend, you must manually remove the legend component for that layer. The same applies for any changes you make to your layer legends. You must manually edit the graphic components. The graphic objects are no longer “connected” to your actual layers’ legends.



Insert North Arrow There are many styles of north arrows that can be placed on a map. To place a north arrow on a layout, choose Insert North Arrow. Choose an arrow from the list. When you click OK, the arrow is placed on the map and can then be moved and/or sized. Some examples of north arrows: Insert Scale Bar Choose Insert Scale Bar to open the dialog box for choosing your scale bar style. There are many styles to choose from. To further refine your choices, click on Properties and the following dialog boxes are available. You can choose the scale and units, the numbers and marks, and the format of your bar. Remember especially to choose a meaningful scale bar than can be easily understood. For example, if you have a map of the entire state, you might want your scale bar in miles or kilometers, not feet.



Insert Scale Text Rather than inserting or in addition to, a scale bar, you might want to place scale text on your map. Choose Insert Scale Text and choose a style. When you click on Properties, the following dialog box choices become available to you.

You can choose the page units and map units, along with the label. Number format and separator is available also. A text format tab is in the Properties box also to allow for easy access to text formatting for your scale text.



Insert Picture There are times when a picture is necessary or desirable on your map. Any type of file with a picture format is acceptable, such as .bmp, .gif, .jpg, .png, and .tif. To add the picture, choose it from a folder location. The picture is placed on the layout. You can now size it and/or move it as desired. The following layout shows several examples of pictures. Note that the logo on the bottom of this map is also considered a picture.

Tip: Make sure that your picture is the appropriate size for your map. For example, if your picture is a 6 inch square logo, it will not be appropriate on an 8.5 X 11 inch map. And downsizing it may make it grainy or unreadable. Try re-sizing your picture in photo or image software such as Adobe Illustrator or Photoshop first.



Insert Object Many times you need to insert information from another application, such as an Excel spreadsheet, Word document, Adobe document, PowerPoint document, etc. into your layout. Click Insert, then Object and the following dialog box appears.

The default choice is “Create New”. If you now choose Microsoft Excel Chart, for example, that application will open and allow you to create a new chart.

If you would like to insert an existing object, select “Create from File”. Then choose the file that you want to insert. You can also link the file to your map so that when your file is edited, it is updated in your layout.



The example below illustrates a portion of a layout with a Word document inserted and linked. Each time the Word document is edited, it is updated in your map. Word Document



Adding a Table to Your Layout To add a table that is already in your Table of Contents, first format the table as you would like it to be displayed in your map. For example, turn off fields that you do not want displayed, set the font size and column size, etc. To do this open the table, choose Options, then Appearance. When you are finished editing the appearance of your table, click Options again, and select Add Table to Layout. Your table is now inserted into your map and can be moved and sized as you wish. Your map might now look like the layout below.

Inserted Table



Clipping to a Feature To “unclutter” your map, you might want to show only one feature, for example, one town. This is called clipping a feature. In this way, the reader will not be distracted by surrounding towns’ data and you will have more clear space for other map elements. You can also clip your data to a graphic shape or to an entire layer. In this section we will discuss clipping a selected feature.

To begin, select the feature. Next, right click on the name of the data frame directly in the Table of Contents. This will usually be “Layers”, the first data frame in your Table of Contents. Choose Properties. Then choose the Data Frame tab. Check the Enable box in the Clip to Shape section. Then choose Specify Shape.

In this dialog box, choose Outline of Features. Choose the layer (e.g. Town Poly). Choose “Selected”. Click OK. Your data will be clipped and only your selected feature will display.

Tip: Remember that EVERYTHING gets clipped to the shape or feature you choose. This includes labeling. If an important label is clipped that needs to be shown, you might want to convert some of your labels to graphics and then move them so that they will display.



The maps below show both an unclipped feature and a clipped feature. In this case, the City of Hartford has been clipped. Which map looks better and is easier to read?

Unclipped Clipped



Creating Extent Rectangles (Inset Maps) You may decide that the reader of your map needs to see exactly where in the state your current area exists. This can be done by creating extent rectangles, also known as inset maps. To accomplish this you first need to insert a new Data Frame to your project. Click Insert, Data Frame. This places a new data frame in the center of your layout. Now you must add to the data frame the base map data that you will use for your inset map. Right click on the name of your new data frame within the Table of Contents. Choose Properties. Then select Extent Rectangles.

You will see that your first data frame, “Layers”, is located in the list of Other data frames. Move this to the “Show extent rectangle…” area by first clicking on the word “Layers”, then clicking on the > symbol. You will now see your Layers data frame in the “Show…” area. Highlight “Layers” and then click on the Frame button to format the rectangle that will be seen on your inset map. Click OK.

See the example at right. The City of Hartford is shown as the main focus. The inset map tells its location relative to the entire state.



How to Print Large Size Maps DEP has several large format plotters (printers) that can print up to 42 inches wide with unlimited length. To print from these plotters you must first ensure that it is available to you on your pc. Call the Help Desk (X4169) to ask that they assist you in mapping to a plotter. If any of you absolutely needs a large format plotter in a hurry, please contact Jackie Mickiewicz at 424-3085 X2413 for assistance. Because plotter ink and paper is so expensive, we all need to minimize the resources we use when we decide to print “large”. There are some basic tips and tricks to large format printing that we will discuss in this chapter that will aid in conserving our printing supplies. In order to begin to format a large document, the first step is to set your page size in layout view to large format paper BEFORE you begin to design your map. This way you will not need to re-size your elements for better large format visibility after you have already created a small page layout.

Click File, then choose Page and Print Setup. Click on Properties and choose the large format plotter. Then choose the paper size. A list of paper sizes is in Appendix A. In this example, we will choose Arch D, which is 24 in x 36 in. Choose your orientation, portrait or landscape. In the Map Page Size section, check off “Use Printer Paper Settings”. This makes it easier to print your document correctly. ArcMap will defer to your paper settings in the previous section. Now check the sample map element illustration on the right. Make sure that your map area covers the entire paper and is aligned



properly. Choose OK. You are now ready to print your document. Choose File, then Print and your document will be sent to the plotter. Tips and Tricks for Conserving Plotter Resources Save Paper Rotate your map so that it prints with the longest edge across the front of the plotter. To verify how the plotter will be printing your map, click File, Page and Print Setup, Properties. Since every plotter has a different menu, find the “Rotate” setting. In this example, the HP5500 plotter has a Page Layout tab. Here you will see the orientation of your map as it is on the plotter. If the plotter does not automatically choose the most conservative method of printing, check on the Rotate box to change the orientation. Remember, this box does not change how the map elements will look, merely which edge the plotter will print from. Proof Read Your Map Before You Print Look carefully at all components, elements, and data on your map. Make sure everything is exactly as you like it before you print. It is a good idea to view your map at 1:1 (100%) in layout view so that you can see exactly how it will look. While you’ll only be viewing a small area at a time, it is worth doing to eliminate having to re-print due to mistakes or edits. While you are moving around the map, use the Layout Pan tool. Use Less Color Use less color by making the map and element backgrounds white, if at all possible. If you do print color backgrounds, use a lighter color. If you need to print out a draft of your map, set your printer on draft, if it has that setting. And, print out your draft without the color in the background.



Exporting Your Map to a PDF (or other format) If you need to save your map as an image document, there are many formats that are available. To do this, choose File, Export Map from the menu, choose a folder in which to save your map, a name, and then choose a document type. Your pdf or other document will be automatically created.

TIP: You should choose the option “Embed All Document Fonts” in the Format tab. Although the file size will be larger, all of your graphic objects and unsupported fonts will be converted as they are displayed.



Summary Although designing a map can be a tedious process, ArcMap makes it simple. There are a variety of tools that help with creating simple or complex maps in the most efficient way possible. This document provides some detail into which tools to use when, and how to use them. For more information on this topic, visit ESRI’s website or access ArcMap Help.

Appendix A

Common Paper Sizes

Paper Size Name Size ANSI-A (Letter) 11 in x 8.5 in ANSI-B (Ledger, Tabloid) 17 in x 11 in ANSI-C (Broadsheet) 22 in x 17 in ANSI-D 34 in x 22 in ANSI-F 40 in x 28 in Arch-A 12 in x 9 in Arch-B 18 in x 12 in Arch-C 24 in x 18 in Arch-D 36 in x 22.5 in Arch-E 48 in x 36 in Letter (ANSI-A) 11 in x 8.5 in Legal (Legal-2) 14 in x 8.5 in Photo 5x3 5 in x 3 in Photo 5x4 5 in x 4 in Photo 6x4 6 in x 4 in Photo 7x5 7 in x 5 in Post Card 5.82 in x 3.92 in Statement 8.5 in x 5.5 in

Documents

ArcGIS Reference Document Connecticut Dept. of Environmental