Working with Organizational Charts

Starting a Chart
To create an organizational chart you first want to choose Organizational Chart as your slide layout or click on the Insert Menu select Pictures and then select Organization Chart.

Double click on the chart area to begin creating your organizational chart. When you do, you will enter into a subprogram of PP. Below is a diagram of the organizational chart window, where the toolbar buttons are described.

As you begin there is already a small chart started for you. To change the names within the boxes or to change the title of the chart, click in the box and start typing. Each box gives you four lines, the first line is where you put the person’s name. The second line is for their job title. The third and fourth lines are for any comments. You do not have to follow this design, it is only there to help you. Type whatever information you like.

Adding People
To add more boxes in your chart you need to first select the type: the subordinate, coworker, manager, or assistant level. Next click on one of the boxes in your chart, and your new box will be connected to it.

Deleting People
To delete a box, click on the box to highlight it and then hit the DELETE key on the keyboard.

Formatting
Any of the items in the chart can be formatted (font size, font, font color, etc.). However, the computer has chosen colors for you according to the color scheme that fits with the background of your slide.

Text
To change the formatting of text, click in the box. The entire text within the box automatically becomes highlighted. If you like, you can click and drag on specific words or letters to highlight only certain text. Once you have highlighted the text you want to change, you can choose Font or Color from the Text Menu. You can also change the text alignment by choosing Left, Right, or Center from the Text Menu.

Boxes
You also have the option of reformatting the box surrounding the text. Once again, select on a box by clicking anywhere in it. Next select on the various commands under the Boxes Menu.

Lines
To change the lines that connect the boxes, you can click on a specific line and choose options from the Line Menu.

Chart Background
Lastly, you can change the background color of the chart by choosing Background Color from the Chart Menu.

To exit the Organizational Chart subprogram and return to PP, click on the X in the top right corner or choose Close and Return to Presentation or Exit and Return to Presentation from the File Menu. When you choose on either one of these, PP will ask if you want to have the changes you made appear in your presentation. Answer YES or NO.

Working with Pictures

To add pictures to your slide make sure you have chosen the Clip Art slide layout.

Inserting
You can also click on  to insert clip art or choose Insert Menu select Pictures and then select Clip Art.

When you click on the toolbar button or double click on the Clip Art slide layout the Clip Art dialog box appears. On the left hand side of the window there are many clip art categories, select the appropriate category for the type of picture you are looking for. On the right, all of the pictures within that category are displayed. When you see a picture that you like, click on it and choose Insert. The picture is then placed on your slide. If you change your mind and want another picture you can always double click the picture again to choose another one.

Since there are many different pictures you may find it easier to click on the Find button and type in a subject for the type of picture you are interested in. The computer will display all of the relevant pictures.

You can also click on the Picture tab to insert photographs into your slide rather than Clip Art.

Deleting
To delete a picture, click on it so that there are boxes that appear around the picture letting you know you have properly highlighted the picture, then hit the DELETE key.

Moving
To move a picture and place it in a different location, click on the picture to highlight it, then click and drag on the picture to move it. Note your mouse should look like a four-sided pointer before you click and drag. Also, don’t forget about Cut, Copy, and Paste.

Resizing
To resize a picture, click on the picture and place you mouse on top of the tiny white squares around the picture. Your mouse should turn into a double-sided arrow. Only when this happens, then click and drag your mouse to the desired size. Note, to resize the picture in proportion, click and drag on the squares in the Four Corners of the picture rather than the squares on the sides.

Pictures from files
If you want to insert a picture that is not located within the Clip Art file, for example a picture you created or scanned in, then you need to go to the Insert Menu select Pictures and then select From File or click on  in the toolbar. Next you need to locate the file by selecting the appropriate drives and folders. Once you have found your file, double click on it to insert it into your document.

Auto Shapes/Auto Shapes with Text
You can add Auto Shapes to your document by clicking on  or choosing AutoShapes from the Insert Menu à Pictures. If you do not see the AutoShapes toolbar button then right-click on the toolbar and choose Drawing or choose Drawing from the View Menu à Toolbars. A new toolbar on the bottom of the screen should appear.

Once you have clicked on AutoShapes you can choose any shape you are interested in by clicking on it. To place the shape on your document, click and drag the mouse and the shape will appear. You can then move and resize the shape as if it were a picture.

Also, if you want to add text inside of any shape, right-click on top of a shape and choose Add Text. A cursor will appear in the shape. You can select a font, font size, font color, etc. and then start typing.

Notice there are many new buttons to choose from on the Drawing toolbar. Below is a list of buttons and a brief description of their function.

This button has many options, here you can set the layer order and rotate and flip the shapes

.  Rotates objects.

Creates lines

Creates arrows

Creates squares

Creates ovals

Inserts text

Inserts Word Art

Changes the objects color or texture

Changes the color of an objects outline

Changes the font color

Changes the thickness of a line

Changes style of a line

Changes the style of an arrowhead

Adds and changes a shadow for an object. Shadow setting further allows you to change the shadow color and more.

Makes an object look three-dimensional. Choose 3-D settings for more options.

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