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> 1 Diagrams in Word Faculty of Health Alan Grace.

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1 > 1 Diagrams in Word Faculty of Health Alan Grace

2 > 2 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

3 > 3 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

4 > 4 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)

5 > 5 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

6 > 6 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

7 > 7 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

8 > 8 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

9 > 9 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

10 > 10 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

11 > 11 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

12 > 12 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

13 > 13 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

14 > 14 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)

15 > 15 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

16 > 16 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

17 > 17 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

18 > 18 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

19 > 19 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

20 > 20 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”

21 > 21 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”

22 > 22 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 ( and click on Images (above the box where you type in your keyword)

23 > 23 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!

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