drawing tools in microsoft office - a step-by-step tutorial

Drawing Tools in Microsoft Office

- A step-by-step tutorial

1. Finding the drawing tool ribbons

• Activate a picture object• Look for extra ribbons

– Under the heading Picture Tools– Specifically, the Format ribbon

– In the “Adjust” section, look at these tools

– Picture styles– Corrections– Color– Artistic effects

2. Make a WordArt graphic

• Path– Insert ribbon > Text section > WordArt icon– Example:

3. Activate, move and size a graphic

• Click on object to activate– See its handles

• 4-headed arrow cursor moves the object– Where? On the edge or on the graphic

• 2-headed arrow cursor resizes the object– Where? On a handle

4. Deform a shape

• Some graphic objects have extra handles– For instance a small yellow or pink diamond

• These allow you to deform the shape

5. Rotate a graphic

• Activate a graphic object• Use the green circle handle to rotate it

6. Simple shapes: rectangles and ovals

• Path– Insert ribbon > Illustrations section > Shapes icon– Example:

7. Constrained simple shapes: squares and circles

• What if you want to draw a perfect square or a perfect circle?1. Go to the Shapes tool on the Insert ribbon, and click on a shape to

draw2. Before you start drawing the object, press the Shift key

a. Press the mouse button down and start drawingb. Release the mouse button to complete the drawing

3. After you release the mouse button, then you release the Shift key

8. Closed graphics - color/fill effects

• After you draw a shape (rectangle, oval, etc.) you can change the color that fills its interior1. Activate the object2. Go to the Drawing Tools – Format ribbon3. In the Shape Styles section, click on the Shape Fill tool4. Many options

• Color• No fill• Gradient• Etc.

9. Line color and line style

• After you draw a shape (rectangle, oval, etc.) you can change the color that fills its interior1. Activate the object2. Go to the Drawing Tools – Format ribbon3. In the Shape Styles section, click on the Shape Outline

tool4. Many options

• Color• No outline• Weight• Dashes

10. Text boxes - text editing and word processing

• Pure text boxes contain only text and have a rectangular shape

• To create a text box:– Insert ribbon > Illustrations section > Shapes icon

• Click on the rectangle with the “A” in it• Use the cursor to draw a rectangular box on the slide• Start typing in the text box

Try it now!Make a text box & type two cities.

10. Text boxes - text editing and word processing (cont’d)

• If you click on the text in a text box, you go to text editing mode– You will see an insertion bar blinking inside the box– You can do standard text editing and word processing

• Add, remove, revise text• Bold, italic, underline, change font• Bullet a line• Copy and paste

Try it now!Correct two typing errors.Then make California cities bold.

cErritosParisAcapulcoBeverly HillsPalb Springs

11. Text boxes - object selection and changing object properties

• There is another way to activate a text box– Put the focus on the box object, not on the text

• How to do it– Put your cursor on the text box’s dashed outline* &

click– The box’s outline* changes to an unbroken line

• Why this is useful– Any format change affects all of the text

• The text box can be formatted with the Drawing Tools - Format ribbon or the Home ribbon’s Font & Paragraph tools

* NOTE: When we say “outline” here, we are not talking about Outline View of the presentation. We are referring to the line along the outside of a graphic shape.

11. Text boxes - object selection and changing object properties (cont’d)

Try it now! Select the text box object, then:1. Change the text box font size to 20. (Home ribbon)2. Remove all the bullets. (Home ribbon)3. Put a red shape outline on the text box. (Drawing Tools - Format

ribbon)

•Cerritos•Paris•Acapulco•Beverly Hills•Palm Springs

12. Insert picture - from a file or the Internet

• You may add a picture from a file to a slide

• NOTE: You must navigate to the file using “Windows Explorer”

• First method– Click on the Insert

Picture from File icon in an unused “Content Box”OR

– Insert ribbon > Images section > Picture icon

Try it now!Click on the Insert Picture from File icon to find a picture for this slide

12.Insert picture - from a file or the Internet (cont’d)

• Second method– Find an image on the Internet

• Right-click to copy it

– Click on the PowerPoint slide• Give the paste command

Try it now!View this slide in slide-show mode, & click on the “Find Images” button.NOTE: From the Slide Show ribbon, click the “From Current Slide” icon (on the left)

FIND IMAGES

13.Resize picture – and preserve its aspect ratio

• Here is a useful tip for adjusting the size of a picture “proportionally”– DON’T use the handles in the middle of a side– DO use a handle at one of the corners

OR

– DO click on the graphic and look at the Picture Tools – Format ribbon• On the right side you will see width and height numbers• If you type in a new number for one of them, the other one will change

proportionally

Try it now!Click on the lion picture and try both techniques for proportionally changing its size.

14. Comparison of graphics in Excel, Word and PowerPoint

• On a PowerPoint slide graphic objects can be positioned anywhere– The slide is an empty palette

• In Word and Excel, graphic objects must “coexist” with application content

• In Excel, graphics always float in front of the spreadsheet grid– There is complete separation

14. Comparison of graphics in Excel, Word and PowerPoint (cont’d)

• Here is a hyperlink to a practice Word file

Inline Picture vs. Text Wrapping

• Trick: The hyperlink works in slide show modea) Do Shift-F5. This will show the current slide in slide show modeb) Click on the hyperlink. Confirm that you want to open it.c) Then hit the Esc key to cancel the slide showd) Find the Word document on the Task Bar

• Then go to the next slide in this presentation

14. Comparison of graphics in Excel, Word and PowerPoint (cont’d)

• Word is quite different– A graphic object might or might not interact with

the document text– Picture layout options:

• Inline – the object is part of the text stream• Wrapping – the text “flows around the edge of the

graphic• Behind – the text appears printed over the graphic• In front – the graphic blocks out the text

15. Order graphic objects - bring to front, send backward, etc.

• Graphic objects can sit one on top of another– Like sheets of paper

• Sometimes you need a specific stacking order– Here are the commands

• Bring to front• Send to back• Bring forward• Send backward

15. Order graphic objects (cont’d)

• Arrange:– Positioning graphic objects in relation to other

graphic objects

• Locations of arrange commands– Home ribbon > Drawing section > Arrange icon– Drawing Tools / Format ribbon > Arrange section

• Do a Page Down to try an example on the next slide

Middle

15. Order graphic objects (cont’d)

Bottom

Middle

Top

Top

Bottom

16. Select multiple objects

• Usually we select a single graphic object by clicking on it

• What purpose could there be in selecting multiple object?– Move several objects at once– Delete several objects at once– “Group” several objects into a single object

16. Select multiple objects (cont’d)

• There are several methods to select multiple objects– Method 1: click, shift-click, shift-click, etc.– Method 2: draw a “selection box” using the cursor– Method 3: select all objects using Ctrl-A

• Then unselect unnecessary ones using shift-click

16. Select multiple objects (cont’d)

Try it now!Move the 3 triangles as a multiple selection into the rectangle. Method 1: Click on the pink one, then shift-click on the green one, then shift-click on the blue one. Then use the 4-arrow cursor to move them all.

16. Select multiple objects (cont’d)

Try it now!Move the 3 triangles as a multiple selection into the rectangle. Method 2: Click-and drag the cursor from one arrowhead to the other. Notice how the selection box completely surrounds the three objects. Release the mouse button. Then use the 4-arrow cursor to move them all.

16. Select multiple objects (cont’d)

Try it now!Move the 3 triangles as a multiple selection into the rectangle. Method 3: Do Ctrl-A. You can then use shift-click to unselect every object except the 3 triangles. Note: shift-click on the edge of each object. Finally, use the 4-arrow cursor to move them all.

17. Group several objects into a single object

• Grouping allows you to fuse several objects into a super-object

• First you must do a multiple selection to select the grouped objects components

• Here is the path to find the Group command– Drawing Tools Format ribbon > Arrange section >

Group icon• NOTE: If the Group icon is grayed-out, then you are not

allowed to group the selected objects

17. Group several objects into a single object (cont’d)

Try it now!Do a multiple selection of the 3 triangles. Then, group them into one object. Next, use the 4-arrow cursor to move the new object into the rectangle. Finally, make a grouped object of the triangle object and the rectangle.

18. Ungroup a group

• The Ungroup command is found in the same place as the Group command

• It lets you remove a grouping of several objects• If there were several “layers” of grouping, you may

have to do several Ungroups to free up a particular element of the group

• Some keyboard shortcuts– Ctrl-G = Group– Ctrl-Shift-G = Ungroup

18. Ungroup a group(cont’d)

Try it now!Do two levels of ungrouping. Then move each triangle over the label that matches its color.

pink

green

blue

Try it now!Use the green rotate handle to tilt the rectangular grouped object counter-clockwise. Stop when its right edge matches the red line.

19. Rotate a grouped graphic

20. Closed graphics can become text boxes

• If you have a closed geometric shape, you can convert it into a kind of text box

• How? Right-click on it, and use the “Edit Text” command

Try it now!Add this text to the blue shape: How Bob slices pie