© 2008 The McGraw-Hill Companies, Inc. All rights reserved. EXCEL 2007 THE PROFESSIONAL APPROACH S E R I E S M I C R O S O F T ® O F F I C E Lesson 10 Inserting Shapes

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Add and format a callout shape. Create and format text boxes. Insert basic shapes and arrows. Use the Drawing Tools Format tab. Use comments. Insert WordArt.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Adding and Formatting a Callout A shape is a common, recognizable figure, form, or outline. Shapes are placed on a draw layer, an invisible transparent working area that is separate from and on top of the worksheet. A callout is explanatory or descriptive text enclosed in a shape.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Shape Features Shapes have a bounding box, a rectangular outline around the object. Shapes have selection handles, small circles or rectangles at the corners and edges of the bounding box. Shapes have an adjustment handle, a yellow diamond used to adjust the appearance and design of the shape. Shapes have a rotation handle, a small green circle used to reset the angle of the shape.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Shape Features Rotation handle Selection handles Bounding box Adjustment handle

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Adding and Formatting a Callout You can insert a callout or any shape by clicking the Shapes button on the Insert command tab. The Shapes Gallery opens.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Formatting a Callout The callout itself or all the text in it can be formatted when the bounding box shows a solid line. Rotation handle Adjustment handle Bounding box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Formatting a Callout The text or portions of it can be formatted when the bounding box shows a dashed line. Selection handles Bounding box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 The Format Shape Dialog Box Formatting can be applied from the Ribbon or from the Format Shape dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Using Text Boxes A text box is similar to a callout but has no connector lines or arrows. The Text Box button is on the Insert command tab in the Text group.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Using Text Boxes Text box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Inserting Basic Shapes and Arrows The Basic Shapes group includes geometric shapes, a sun, a moon, a smiley face, and more. There is a Block Arrows group. The Lines group has straight, zig-zag, and wavy lines.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Resizing the Name Box The Name Box can be resized to show shape names.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Using the Selection and Visibility Pane Shapes can be selected on the worksheet or in the pane.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Using the Drawing Tools Format Tab This context-sensitive command tab appears when a shape is selected.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Using the Drawing Tools Format Tab Depending on the shape’s design, you can set its fill, special effects, and its outline.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Using the Drawing Tools Format Tab The Shape Styles Gallery includes preset arrangements of fill, outline, and effects.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Using the Drawing Tools Format Tab From the Size group, you can click the Dialog Box Launcher to open the Size and Properties dialog box for a shape.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Using the Drawing Tools Format Tab The Align commands are available when two or more shapes are selected. The Distribute commands require that three or more shapes be selected.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Using the Drawing Tools Format Tab Many shapes can be changed into another shape. Click the Edit Shape button and choose the new shape.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Using the Drawing Tools Format Tab You can rotate a shape by dragging its rotation handle or by choosing an option from the Rotate button. Rotating with the handle

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Using Comments A comment is pop-up text attached to a cell. Comments can be set to show only a small red triangle in the upper-right corner of the cell. Comments appear when you hover over the cell. Comment display choices are set on the Advanced pane in the Excel Options dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Using Comments A comment set to display at all times

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Using the Document Inspector The Document Inspector finds metadata and personal information that can be removed before saving a workbook.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Inserting WordArt WordArt is shaped text. It has most of the same features as other shapes.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Inserting WordArt The WordArt Gallery

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Summary A shape is a common figure or form. A callout is used to attach an explanation to a cell or other object. Shapes are placed on an invisible draw layer, a transparent work area separate from the worksheet data. You can change the font within a shape or change its size, shape, rotation angle, and colors.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Summary Shapes that have a closed interior can have a fill color, as well as an outline or border color. Text within a shape has a color, too. A line shape cannot have fill or text. The Format Shape dialog box includes most of the same commands that are on the Drawing Tools Format tab. Shape effects include bevels (3-D appearance), shadows, reflections, and more. Not all shapes can use all effects.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Summary A text box is a rectangle shape for displaying text on the sheet. It can have a fill, a line (border), and special effects. Lines, with or without arrows, are shapes. The Selection and Visibility pane lists all objects on a worksheet and provides a way to select and reorder the shapes.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Summary Shapes can be aligned and distributed for a balanced appearance on the sheet. They can also be rotated. Most shapes have at least one adjustment handle to redesign the shape into a variation of itself.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Summary Comments can be used as annotations, notes, or explanations for data on a worksheet. Comments are attached to cells and display when the mouse pointer touches a cell with the comment.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Summary The Document Inspector looks for personal and other information that might not be easily visible in a document. You can remove all information found by the Document Inspector before sharing a workbook with other workers.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Summary Use WordArt to create a design object that is shaped text. WordArt is a shape and can be edited and formatted like most shapes.