Lecture Notes Of Class 5
Using Shapes and SmartArt
Objective:
The objective of this class is to introduce MBA/BBA students to basic
concepts of using shapes and SmartArt in presentations. By the end of this
session, students will know how to insert, format, and work with shapes and
SmartArt to visually represent data, processes, or ideas effectively.
Type 1. Basic Shapes
1. Inserting Basic Shapes
Microsoft PowerPoint provides a wide variety of shapes that can be used to enhance a presentation. These include rectangles, circles, arrows, lines, and many more. These shapes can be customized with colors, effects, and text to fit the needs of your presentation.
Steps to Insert a Shape:
1. Go to the
"Insert" Tab:
o
Open your PowerPoint slide where you want to insert a
shape.
o
Click on the "Insert" tab in the ribbon at
the top.
2. Select
"Shapes":
o
In the "Illustrations" group, click on
"Shapes."
o
A dropdown menu will appear with different categories
of shapes, such as Lines, Basic Shapes, Block Arrows, etc.
3. Choose the
Desired Shape:
o
Select the shape you want (e.g., a rectangle, circle,
or arrow).
o
Click and drag on the slide to draw the shape.
4. Resizing and
Moving Shapes:
o
Click on the shape to activate the sizing handles.
o
Drag the handles to resize or move the shape to the
desired location.
Customizing Shapes:
- Fill
Color: Use the "Shape Fill" option to change the color.
- Outline: Use
the "Shape Outline" option to adjust the border.
- Effects: Apply
3D, shadow, or glow effects using "Shape Effects."
2. Grouping, Aligning, and Layering Shapes
When working with multiple shapes, it is essential to organize them
effectively to create a neat and professional layout.
A. Grouping Shapes:
- Purpose:
Grouping shapes together allows you to move or resize multiple shapes as
if they are a single object.
- Steps to
Group Shapes:
1. Select the
shapes by holding down the "Shift" key and clicking each shape.
2. Right-click
on the selected shapes and choose "Group."
3. Once grouped,
you can move and resize the shapes together.
B. Aligning Shapes:
- Purpose:
Aligning shapes creates a structured and symmetrical design.
- Steps to
Align Shapes:
1. Select the
shapes you want to align.
2. Go to the
"Format" tab and click on "Align."
3. Choose
alignment options such as "Align Left," "Align Center,"
"Align Top," etc.
C. Layering Shapes:
- Purpose:
Layering controls the order of shapes, such as bringing one shape in front
of another or sending one behind.
- Steps to
Layer Shapes:
1. Select the
shape you want to move.
2. Right-click
the shape and choose "Bring to Front" or "Send to Back."
3. You can use
"Bring Forward" or "Send Backward" to move shapes
incrementally.
Type 2 . Using SmartArt for Creating Lists, Processes, and
Hierarchies
1. Inserting SmartArt
A. Inserting SmartArt:
1. Go to the
"Insert" Tab:
o
Click on the "Insert" tab, and in the
"Illustrations" group, click on "SmartArt."
2. Select
SmartArt Graphic:
o
The SmartArt gallery will open, offering various
categories such as "List," "Process," "Cycle,"
and "Hierarchy."
o
Choose a category based on the type of diagram you
want to create.
3. Enter Text:
o
Once you’ve selected the SmartArt, click inside the
text placeholders to enter your information.
o
You can add more shapes to the SmartArt by using the
"Add Shape" button on the "SmartArt Tools" menu.
B. Types of SmartArt:
- Lists: Used
to present information in bullet-point format.
- Processes:
Visualizes the steps in a sequence (e.g., workflow).
- Cycles:
Represents ongoing processes or repeated steps.
- Hierarchies: Shows
organizational structures or relationships.
C. Customizing SmartArt:
- Change
the color scheme by clicking "Change Colors" under the
"Design" tab.
- Use the
"SmartArt Styles" to apply different visual effects such as 3D
or shaded options.
Lab Task:
Objective: Create a visual diagram using
shapes or SmartArt to explain a simple process (e.g., life cycle, workflow).
Instructions:
1. Choose a
Simple Process: Select a process like a "Product Life
Cycle" or "Employee Onboarding Workflow."
2. Using Shapes:
o
Insert shapes like rectangles and arrows to represent
each stage.
o
Use text boxes inside the shapes to label each stage.
o
Group and align the shapes for a neat presentation.
3. Using
SmartArt:
o
Insert SmartArt to visually represent the process. For
example, use "Process" SmartArt to explain the sequence of steps.
o
Customize the colors and styles for a professional
appearance.
4. Submit the
Diagram: After completing the visual, save the PowerPoint and submit it for
review.
SOLUTION:
Here's a step-by-step guide to creating a visual diagram in PowerPoint, using either shapes or SmartArt, to explain a simple process:
Choose a Simple Process
Select a process that is straightforward and easy to break down into steps, like a "Product Life Cycle" or "Employee Onboarding Workflow."
Type 1: Using Shapes to Create the Diagram
Open PowerPoint and Start a New Slide:
- Choose a blank layout or one with a title placeholder for labeling purposes.
Insert Shapes for Each Stage:
- Go to the Insert tab, select Shapes, and choose a shape (like rectangles or circles) to represent each step in the process.
- Draw the shapes on your slide, creating one for each stage of your process.
Add Arrows to Show Progression:
- Go back to Shapes and select an arrow to indicate the flow from one step to the next.
- Position the arrows between your shapes to clearly illustrate the sequence.
Add Text Labels Inside the Shapes:
- Click on a shape to select it, then start typing to add a label for that step (e.g., “Introduction” or “Planning”).
- Adjust font size and color as needed to ensure readability.
Arrange and Align the Shapes for a Neat Presentation:
- Select all shapes and arrows by holding down the Shift key and clicking on each item.
- Go to the Format tab, choose Align, and select Align Center or Align Middle to ensure even spacing and alignment.
Group the Shapes (Optional):
With all shapes and arrows selected, right-click and choose Group to lock them together, which makes moving and resizing the entire diagram easier.
Type 2: Using SmartArt to Create the Diagram
Open PowerPoint and Start a New Slide:
- Choose a blank layout or one with a title placeholder for labeling purposes.
Go to the Insert tab, then select SmartArt.
In the SmartArt Graphic gallery, choose Process from the list on the left. This will display options for sequential layouts.
Select a Suitable SmartArt Layout:
For example, select Basic Process to show a linear flow or Circle Process for cyclical stages.
Click OK to insert your selected SmartArt layout onto the slide.
Enter Text into Each Step:
Click on each shape within the SmartArt diagram and type the name of the stage or step in the process.
Alternatively, use the text pane on the left to quickly type out all steps.
Customize Colors and Styles for a Professional Look:
Click on your SmartArt graphic, then go to the Design tab to change colors and styles.
Choose a Style from the SmartArt Styles section to add effects like shadows or 3D styles.
Use the Change Colors button to apply a color scheme that matches your presentation theme.
Step 4: Submit the Diagram
Save the PowerPoint File:
Click on File and select Save As. Choose a location and name for your file, and save it in your preferred format (e.g., .pptx).
Submit for Review:
Follow any instructions provided for submitting your PowerPoint file, whether through email, a shared drive, or a submission portal.
