In this section you will learn how to:

        ·          Insert and edit SmartArt

       ·          Create organisation charts

       ·          Format and modify tables

       ·          Insert and design charts and graphs

       ·          Work with Excel – linking tables and charts

Inserting and Editing SmartArt

Inserting SmartArt

SmartArt is a quick, efficient way to make information more visual on your slide.

To insert a SmartArt:

1)     Click the SmartArt icon  in the middle of your placeholder - this will automatically size and align your Smart Art, and resize if you change your layout

2)     OR Go to Insert>Illustrations>SmartArt

3)     Choose SmartArt design

4)     Click OK

To populate your SmartArt:

1)     Click in the Smart Box to the left of your SmartArt – if you cannot see the Smart Box, click the small arrow on the left

2)     Type in your content as a list of bullet points, you will see it auto-populate your SmartArt shapes

3)     Press Enter on your keyboard to add new bullets, press Shift to create a sub-bullet

Add, edit or remove points at any time and the SmartArt will automatically update.

SmartArt Design

When you select your SmartArt you will see a SmartArt Tools Ribbon appear, with both Design and Format options. In the Format ribbon you can edit every element of your SmartArt as individual shapes. However, in the Design ribbon you can update the look and style of your whole SmartArt in one go, which is much quicker and more efficient.

Using Organisation Charts

Organisation Charts – a special type of SmartArt

Organisation charts or hierarchies can be added to your presentation by adding a SmartArt as above and choosing the Hierarchy layout.

When adding content to your organisation chart, we recommend clicking on the shapes in your SmartArt and typing into them directly. This is the most complex SmartArt design, and using the Smart Box can become confusing.

To add and edit shapes:

1)     Click on the shape where you would like to add a new member to the chart

2)     Go to Design>Create Graphic>Add Shape dropdown

a.     Add Shape After – same level, to the right

b.     Add Shape Before – same level, to the left

c.      Add shape Above – level above

d.     Add Shape Below – level below

e.     Add Assistant – will be shown as sitting between this level and the one below, as a support to this shape

3)     If you have a shape in the wrong place, simply select that shape and move it following the labels below:

To change the hanging style of a branch:

1)     Select the ‘boss’ of a branch

2)     Go to Design>Create Graphic>Layout

3)     Select your preferred layout

Formatting and Modifying Tables

Inserting a Table in PowerPoint

Insert a table on the slide and directly type in information/data to vary the look of your slides.

To insert a table on your slide:

1)     Go to Insert>Tables>Insert table from dropdown

2)     OR select the table button  in your placeholder

3)     Select number of rows/columns
(this can be changed later)

4)     Type in your headings and data

When you select the table, you will see two contextual ribbons appear at the top of the screen – the Design options and the Layout options. Use the Design options to quickly change the visuals and formatting of the table.

Table Tools Design options:

Editing the layout of the table:

Use the options in the Layout Ribbon to change the setup and structure of the table. It is possible to add/remove rows and columns, set the size and text options of each cell and even merge cells. A useful option to make your table visually pleasing is the Distribute Rows/Distribute Columns option in the Cell Size section. This makes all your rows/columns equal size, making your slide look neater overall.

Copying Table Data from Excel

Rather than manually retyping data out from the source, it is often quicker to copy and paste the data straight from the Excel file into your presentation. There are several ways the data can be presented, detailed below.

1)     Copy your data in Excel

2)     Right-click on your PowerPoint slide

3)     Select a paste option:

a.     Use Destination Theme – Pastes in a table, and updates all colours, fonts and effects to match presentation theme

b.     Keep Source Formatting – Pastes in a table, and keeps the colours and formatting used in the source

c.      Embed – Pastes a copy of the data as information that can later be edited in an Excel window within PowerPoint

d.     Picture – Pastes the table of data as a picture, which will look exactly as it did in Excel and cannot be edited

e.     Keep Text Only – Pastes the data into a text box, removing all table formatting