Working with GraphicObjects

You can draw in a worksheet or on a chart using one of several Excel drawingtools. You can add a picture you draw yourself, insert a picture from anotherfile, add an organization chart, as well as ClipArt, AutoShapes and WordArt.Charts, pictures, clip art, and drawn items are all considered graphic objects.

In addition to inserting objects, you can resize and move them. You can alsoformat them and delete objects.P

ART 7

07 9601 chapter 7 8/28/03 2:33 PM Page 148

Inserted Graphic Objects

An example ofWordArt

An example ofa picture file

An exampleof an object(PowerPointpresentation)

An example ofa diagram

An exampleof ClipArt

An example of anorganization chart

An example ofan AutoShape

A Text boxdrawing tool

07 9601 chapter 7 8/28/03 2:33 PM Page 149

Start

Click the Drawing button on the Standard toolbar. The Drawing toolbar appearsabove the window’s Status bar.

Click any of the drawing tools’ buttons—for example, the Arrow button on theDrawing toolbar. The mouse pointer turns into a plus sign.Click and drag in the chart to draw an arrow; release the mouse button when thearrow is the length you want it to be (the pointer end will be at the point of release).

150PA

RT 7

Using Drawing Tools

22

33

11

INTR

OD

UCT

ION

TIP

TIP

Color and styleClick the Line Color and LineStyle buttons in the Drawingtoolbar to change the color andstyle of the lines used to drawobjects.

Excel has drawing tools that youcan use to draw on a worksheetor chart sheet (that is, a worksheetthat contains only a chart). In thistask, you’ll learn about the advan-tages of using Excel’s drawingtools to help point out informationon a worksheet.

Text boxesA text box is an object thatcontains text. You can move atext box, resize it, and evenadd formatting options.

Click

Click

DropClick &Drag

22

33

11

07 9601 chapter 7 8/28/03 2:33 PM Page 150

TIP

Using AutoShapesThe Drawing toolbar includes tools for drawingcommon shapes, such as lines, circles, squares,and so on. If you aren’t much of an artist or ifyou want to try some prefab symbols, insert anAutoShape. You can select from several lines,connectors, basic shapes, arrows, flowchartsymbols, stars, callouts, banners, and more.

151

As another example, click the Text Box button on the Drawing toolbar. The mousepointer turns into an insertion pointer.

Click and drag in the worksheet to draw a text box; release the mouse button whenthe box is the size you want it to be.

Type the text you want to enter in the text box.

Click anywhere outside the chart area to see how your drawings look.End

66

77

55

44

TIP

Modifying drawing objectsA drawn object is just like a picture—you can resize,move, and delete it as needed. To resize a drawnobject, click on the object to see its sizing handles,drag the sizing handles to the size you want, andrelease the mouse button. To move the object, clickon the object and drag it to the desired location inthe worksheet. To delete an object, click on the objectand press the Delete key on the keyboard.

Drop

Click &Drag

Click

66

77

5544

Click

07 9601 chapter 7 8/28/03 2:33 PM Page 151

Start

Open the Insert menu, choose Picture, and select Clip Art to open the Clip Arttask pane.

Type a description for the clip art you are looking for in the Search for text box,and press Enter (or, click the Go button).

If Microsoft has clip art that matches the description you typed, it is displayed in theClip Art task pane. Click an image in the results list to insert it into your worksheet.

The clip art is inserted into your worksheet. (You might need to move or resizethe image; see the tasks “Moving an Object” and “Resizing an Object”.)

152PA

RT 7

Inserting Clip Art

22

33

44

44

11

INTR

OD

UCT

ION Clip art adds visual interest to your Excel worksheets. With Microsoft

clip art, you can choose from numerous professionally preparedimages, sounds, and movie clips. After you have added graphics,you can move them around in the worksheet and even assign textwrapping. (Be aware that the first time you try to use Microsoft’s clipart, you might be asked to set up your collections and organize yourclips. Make sure you do this.)

End

TIP

Using the Picture toolbarWhen you insert a piece of clipart, the Picture toolbar appears;it contains tools you can use tocrop the picture, add a borderto it, or adjust its brightnessand contrast.

Click22

33

11

Click

07 9601 chapter 7 8/28/03 2:33 PM Page 152

Start

153Inserting a Picture from File

Open the Insert menu, choose Picture, and select From File to open the InsertPicture dialog box.

Locate the file you want to use and click it to see a preview (you might need to selectPreview from the dialog box Views button).

Click the Insert button.

The image is inserted into your worksheet.

INTR

OD

UCT

ION With digital cameras and sharing

pictures online becoming morepopular, there will certainly betimes when you want to insert apicture file into a worksheet. Youcan insert all types of graphics files:Windows Metafiles, JPEG files,PNGs, Macintosh PICT files, KodakPhoto CD files, and many more.

End

22

33

44

11

Click

Click

Click

22

33

44

11

TIP

Inserting other thingsYou can insert clip art by opening the Insert menu, choosingPicture, and selecting Clip Art, and then searching through theClip Art task pane to find the image you want. You can also chooseInsert, Picture, Organization Chart to insert an organizationchart ready for you to input information. When you insert a picture,the Picture toolbar appears; it contains tools you can use to crop thepicture, add a border to it, or adjust its brightness and contrast.

07 9601 chapter 7 8/28/03 2:33 PM Page 153

Start

Open the Insert menu, choose Picture, and select Organization Chart to insert anorganization chart into your worksheet, and to display the Organization Chart toolbar.

An organization chart containing dummy text is inserted into your worksheet. Click achart box and type over the dummy text with your own text.

To add a subordinate, co-worker, or assistant, click the appropriate chart position.Then click the down arrow next to the Insert Shape button on the toolbar.

The new chart box containing dummy text is added to the chart. Click the chartbox and type over the dummy text with your own text.

154PA

RT 7

Adding an Organization Chart

22

33

44

11

INTR

OD

UCT

ION Excel lets you insert an organiza-

tion chart directly into your work-sheet. You can insert the chartand then add the appropriateinformation, in a manner verysimilar to inserting a table andadding data in Word orPowerPoint.

End

Click

Click

22

33

44

11

TIP

Placing new chart boxesWhen adding a subordinate, co-worker, or assistant chart box,click the chart box with which the new chart box should be asso-ciated before choosing the desired option from the Insert Shapedrop-down list. For example, if you’re adding an assistant, startby clicking the chart box for the person to whom that assistantwill report. If you make a mistake, click the new chart box anddrag it to the correct chart position.

07 9601 chapter 7 8/28/03 2:33 PM Page 154

Start

155Inserting an AutoShape

Open the Insert menu, choose Picture, and select AutoShapes to display theAutoShapes toolbar.

Click on an AutoShape button, such as the Basic Shapes button, on the toolbarand select from the different shape options (here, Heart).

The mouse pointer changes to a plus sign. Click and drag the pointer to draw theobject at the desired size; then release the mouse button.

The new shape is added, complete with sizing handles. Click the Close (×) button onthe AutoShape toolbar to close it.

INTR

OD

UCT

ION

TIP

TIP

Resizing and movingobjectsMove the mouse over an objectborder; the pointer becomes afour-headed arrow and you canmove it (see the “Moving Objects”task); a two-headed arrow allowsyou to resize it (see the “ResizingObjects” task).

There are numerous predesignedshapes, called AutoShapes, thatExcel allows you to add to yourworksheets. For example, you caninsert any one of the followingAutoShapes into your worksheet:Lines, Connectors, Basic Shapes,Block Arrows, Flowchart, Starsand Banners, Callouts, and more.

Formatting AutoShapesTo format your AutoShape,right-click the object and selectFormat AutoShape fromthe shortcut menu. Click theColors and Lines tab andchoose from the various colors,line types and arrows.

End

22

33

44

11

Click

Drop

Click

11

Click

Click &Drag

22

33

44

07 9601 chapter 7 8/28/03 2:33 PM Page 155

Start

Open the Insert menu, choose Picture, and select WordArt to open the WordArtGallery.

Double-click on the WordArt style you want to use to open the Edit WordArt Textdialog box.

Type your text into the Text box, and click OK.

The WordArt text is inserted into your worksheet.

156PA

RT 7

Inserting WordArt

22

33

44

11

INTR

OD

UCT

ION

TIP

Formatting WordArtOnce your WordArt is inserted into your worksheet, the WordArttoolbar appears (while the WordArt object is selected). You canuse the various buttons on the toolbar to edit the text, alter thestyle, format the text, and add more WordArt.

WordArt is a text-based objectthat Microsoft provides to applyspecial effects to text. You don’thave to add these text effectsmanually; the different styles ofWordArt are indeed the texteffects themselves.

End

Click

Double-Click

22

33

4411

Click

07 9601 chapter 7 8/28/03 2:33 PM Page 156

Start

157Inserting a Diagram

Open the Insert menu and choose Diagram to open the Diagram Gallery dialogbox.

Double-click the desired diagram type; a diagram of that type containing dummy textis inserted into your worksheet.

Click each instance of dummy text and type over it with text of your own.

INTR

OD

UCT

ION

TIP

Inserting an organization chartYou can choose to insert an organization chart from theDiagram Gallery or open the Insert menu, choosePicture, and select Organization Chart to insert anorganization chart ready for you to input information.

Excel lets you insert diagramsdirectly into your worksheets. Youcan insert the diagram and thenadd the appropriate information,in a manner very similar to insert-ing an organization chart andadding the data.

End

22

33

11

Click11 Double-

Click

22

33

07 9601 chapter 7 8/28/03 2:33 PM Page 157

HIN

T

Start

Open the Insert menu and choose Object to open the Object dialog box.

Scroll through the Object type list and double-click on the object you want toinsert—for example, Microsoft PowerPoint Presentation.

Edit the object according to the individual object properties (in this example, as youwould when creating a PowerPoint presentation).

158PA

RT 7

Inserting an Object

22

33

11

INTR

OD

UCT

ION

TIP

Inserting clip artYou can insert clip art by open-ing the Insert menu, choosingPicture, and selecting ClipArt. Search through the ClipArt task pane; when you find apiece of art you like, click it toinsert it.

In addition to inserting all the dif-ferent types of graphic objects thatyou’ve learned about in this part,you can also insert objects thataren’t as commonly added to Excelworksheets. For example, you caninsert a media clip, a PowerPointslide, a Microsoft Works chart, avideo clip, and much more.

End

Click

Double-Click

22

33

11

07 9601 chapter 7 8/28/03 2:33 PM Page 158

Start

159Selecting an Object

Click the object you want to select; selection handles appear around the edges of theobject.Move the mouse over the object border; the pointer becomes a four-headed arrowand you can move it; a two-headed arrow allows you to resize it.

INTR

OD

UCT

ION

TIP

TIP

Selecting multiple objectsTo select multiple objects, clickthe first object, press and holddown the Shift key, and clickon the second object. Continueuntil all the objects you wantare selected.

As you have seen, you can addcharts to a worksheet, draw objects,insert pictures, and more. Each ofthese items exists on a separate layeron top of the worksheet and is gener-ically called an object. As you willdiscover in the next several tasks, youcan format, move, resize, and deleteobjects; first, however, you must selectthe object you want to modify.

ReselectIf you select a cell instead of anobject by accident, try again—this time, making sure to put thepointer right on the edge of theobject. Alternatively, click theSelect Objects button on theDrawing toolbar and then clickthe object.

End

22

11

Click

Click22

11

07 9601 chapter 7 8/28/03 2:33 PM Page 159

Start

Click the object you want to format; selection handles appear around the edges ofthe object.

Right-click the object and select Format [object name] (here, AutoShape) from theshortcut menu.

A Format [object name] dialog box opens. Click the available tabs and alter theformatting options and click OK.

The formatting changes are applied to the object.

160PA

RT 7

Formatting an Object

22

33

44

11

INTR

OD

UCT

ION You can format objects just as easily as you format text, data, and work-

sheets. Depending on the object, the standard formatting options you canchange are as follows: font (text changes in the object), alignment (wheretext aligns in the object), colors and lines (whether lines are filled or coloredor have arrows), size (the height, width, and scale of the object), protection(whether others can alter your object), properties (how you position theobject and whether you can print it), and Web (text to display while theobject loads online).

End

TIP

FormattingYou can also double-clickdirectly on the object to auto-matically open the Format dia-log box associated with it.

Click

Click

Click

Click22

33

11

RightClick44

07 9601 chapter 7 8/28/03 2:33 PM Page 160

Start

161Moving an Object

Select the object you want to move; selection handles appear around the edges ofthe object.

Click directly on the object or its border (not the selection handles) and hold the leftmouse button while dragging the object to the new location.

Release the mouse button to drop the object in the new location. The object ismoved.

INTR

OD

UCT

ION

TIP

TIP

Copying objectsTo copy an object, press andhold down the Ctrl key on yourkeyboard as you drag; a copyof the original object will bemoved, with the originalremaining intact where it is.

When you draw an object on oradd an object to a worksheet, youmight not like its placement.Perhaps the object obscures theworksheet data, or maybe itneeds to be moved a little closerto (or farther away from) thedata. Fortunately, you can easilymove an object.

Moving an object toanother worksheetSelect the object, and then openthe Edit menu and choose Cut.Move to the new sheet or work-book, click in the spot whereyou want the object to appear,and then open the Edit menuand choose Paste.

End

22

33

11

Click

Click &Drag

Drop

22

33

11

07 9601 chapter 7 8/28/03 2:33 PM Page 161

Start

Select the object you want to resize; selection handles appear around the edges ofthe object.

Move the pointer over one of the selection handles (here, a corner handle). Whenthe pointer is in the right spot, it changes to a two-headed arrow.

Click on the handle, drag it, and release the mouse button when the object is thedesired size.

The object is resized.

162PA

RT 7

Resizing an Object

22

33

44

11

INTR

OD

UCT

ION

TIP

TIP

Corners versus sidesDragging the sides increases ordecreases the height or width ofan object, while dragging thecorners increases or decreasesthe height and width of anobject at the same time.

If an object is too big (or toosmall), change the size. You canmodify any type of object, includ-ing a picture you have added, achart, or a drawn object. In addi-tion, you can continue to resizethe object over and over until it isthe size you want.

Resizing proportionallyIf you hold the Shift key downwhile dragging a corner, theimage enlarges or decreases inproportion.

End

Click

DropClick &Drag

22

3344

11

07 9601 chapter 7 8/28/03 2:33 PM Page 162

HIN

T

Start

163Deleting an Object

Select the object you want to delete; selection handles appear around the edges ofthe object.

Press the Delete key on your keyboard. Excel deletes the object.

INTR

OD

UCT

ION

TIP

Undoing a deletionIf you delete an object by acci-dent, click the Undo button onthe Standard toolbar to undothe deletion.

As you experiment with charts,drawings, and pictures, you maygo overboard, or you might makea mistake and want to start over.In any case, if you add an objectand no longer want to include it,you can delete it, as describedhere.

End

22

11

11Click

22

07 9601 chapter 7 8/28/03 2:33 PM Page 163