Category Archives: Word 2016 Tutorials

How to Create an Organization Chart using SmartArt in Word 2016

SmartArt is one of Word’s designer features that allows you to create attractive illustrations very simply by using the Insert Tab in Word.  This capability is also available in Excel, PowerPoint and also while formatting an email in Outlook.  You can create a variety of SmartArt graphics in Word and the type you use would depend on what type of information you want to convey.  The different types,  as you can see below,  include Lists, Processes, Cycles, Hierarchy, Relationships, Matrix, Pryamid, Picture or Office.com.  Each type contains several different layouts.

In this tutorial, we will be creating an organizational chart using one of Word’s SmartArt organization chart layouts, such as Organization Chart.  Word’s SmartArt graphic capability is an easy and efficient way to create and update your organization chart as it allows you to graphically represents the management structure of your organization.

Using SmartArt graphics in Word

As we want to create an organizational chart in Word in this tutorial, we will be using the Hierarchy type. The Hierarchy type allows you to select a variety of organizational chart styles showing the reporting relationships in an organization, such as director, managers and non-management employees.

  1. Click the Insert tab > Illustrations group and select SmartArt.
    Adding SmartArt Graphics in Word 2016
  2. In the Choose a SmartArt Graphic gallery, click Hierarchy
  3. Select an organization chart layout of your choice.  As you click on the different charts, notice the preview on the right hand side.  In this example. we’ll select the first option which is simply called Organization Chart.  Click OK.
    Create an organizational chart using SmartArt in Word
  4. The text pane will appear to the left of your SmartArt graphic.  You will be using the Text pane to enter and edit the text that appears in your SmartArt graphic.  As you add and edit your content in the Text pane, your SmartArt graphic will be updated automatically.  You can also enter the text directly in the text boxes in the SmartArt graphic.  Click in the first Text Box in the SmartArt graphic and type Director.

Adding text to SmartARrt graphic

5.  Now click [Text] in the Text pane, and then type the name Manager.  Finish entering the text in the other Text boxes by typing Employee.
Adding Text to a SmartArt graphic

Add Additional Text Boxes

Your organizational chart is likely to be a lot bigger and more complicated than the example shown above so you’ll need to add additional text boxes to accommodate additional staff members.   New text boxes can easily be added or removed as needed.

  1. Click the text box located in the row where you want to add additional text boxes.  It is usually the text box that is located closest to where you want to add the new box.  The SmartArt Tools contextual tab will appear.
  2. Click the Design tab under the SmartArt Tools tab > Create Graphic group,
  3. Click the down arrow next to the Add Shape button, and choose Add Shape After.  The new text box will appear in your chart.Add text boxes to the SmartArt

    Type the name Manager and then continue to build your organizational chart.   The following is our completed Organizational Chart.  Use the techniques described below this chart to add in the additional text boxes and Assistants as shown.

    Adding text boxes and assistant boxes to SmartArt graphic in Word 2016

    • Add Shape Below – Inserts a text box one level below the selected box
    • Add Shape Before – Inserts a text box at the same level as the selected box but before it.
    • Add Shape Above – Inserts a text box one level above the selected box. The new box takes the position of the selected box, and the selected box and all the boxes directly below it are each demoted one level.
    • Add Assistant – You can also add an assistant box.  The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level.

Delete and Moving Text Boxes

  • Deleting a box is easy.  Just click the border of the box you want to delete, and then press the Delete key on your keyboard.
  • Moving boxes is just as easy.  To move a box, click the box that you want to move and then drag the box to its new location.  You can also move or “nudge” a text box in very small increments by simply holding down Ctrl while you press the arrow keys on your keyboard.

Styling Organizational Charts

  1. Click the SmartArt graphic to select it then click the Design tab under the SmartArt Tools contextual tab Create Graphic group,
  2. Click the Change Colors down arrow and then select Color Fill Accent 2 or a color style theme of your choice.
    Add Color to SmartArt graphic
  3. With the SmartArt graphic still selected, apply a style by displaying the SmartArt Style Gallery and selecting a style of your choice.  Your final organizational chart should look something like the example below.
    Applying a SmartArt graphic style in Word 2016
Embed an Excel chart in Word

How to Link and Embed Excel Charts in Word 2016

When preparing monthly or quarterly reports, it is often useful to know how to share the data among the different applications in the Office 2016 suite.  In this tutorial, you will learn how to place the data and chart objects created in an Excel file into a Word document.   There are basically two ways that you can accomplish this.  The first way is to simply embed the Excel table or chart into Word and you will get a snapshot of the data at the time you embedded the chart.  The second way is to link the data and chart to its original Excel file.  By doing this, your Word document will be updated whenever the Excel file is modified and stay current with any changes.

Embed an Excel Chart in a Word Document

  1. Start Word and create a new document using the blank document template.
    New Blank document in Word 2016
  2. Type the following title then Tap the ENTER key on your keyboard and then select both lines
    Bayshore Travel Dance Cruises
    Fourth Quarter 2015 Revenue Report
  3. Click the Home tab > Styles Group > More down arrow on the Quick Styles Gallery and choose the Title style
  4. Click the Home tab > Paragraph Group and Center the headings
    Insert title style in Word 2016
  5. Position the insertion in the blank line below the title lines and type the following
    This report is generated by the Bayshore Travel agency and documents the quarterly revenue from sales of dance cruises for the fourth quarter 2015.  Below you will find a snapshot of the revenue generated from sales of dance cruises to Alaska, Caribbean, Mexico, Europe and Hawaii.
  6. Tap the ENTER key once

Embed an Excel Object

  1. Click the Insert tab > Text Group > Object menu and choose Object
  2. From the popup window, click the Create from File tab
  3. Click the Browse button and navigate to the folder where your Excel spreadsheet and chart are located
  4. Double click the Excel file to open it and click OK.

Insert an Excel Chart in Word

A snapshot of the Excel file containing the spreadsheet and chart will be embedded in your document and it should now look like the following:

Embed an Excel chart in WordInsert a Linked Object

If you want the Excel spreadsheet and chart to update in your Word document whenever a change is made to the Excel file, you can insert the Excel file using linking and embedding.  One way to do this is to insert a linked object using the Ribbon commands as follows:

    1. Click the Insert tab > Text Group > Object menu arrow and choose Object
    2. Click the Create from File tab
    3. Click the Browse button and navigate to the folder where your Excel spreadsheet and chart are located
    4. Check the Link to File checkbox and then click the OK button.  The Excel file should be inserted into your Word document.
      “Check that the linking is working by making a change in your Excel spreadsheet and verify that the change is reflected in your Word document”.

Link an Excel file into Word

Link an Object using Paste Special

Another way to use an Excel chart or spreadsheet in a Word document is to copy the spreadsheet and chart in Excel and then use the Paste Special option in Word as follows:

  1. Open the Excel workbook you want to embed and select and the spreadsheet and chart to be linked
  2. Click the Home tab > Clipboard Group > Copy command to copy the spreadsheet and chart
    copy an excel spreadsheet and chart in Excel 2016
  3. Switch to the Word document and then Click the Home tab > Clipboard Group > Paste menu down arrow  and choose Paste Special
  4. From the popup window, make sure you choose the Microsoft Excel Worksheet Object
  5. Choose Paste Link option and then click OK.  The spreadsheet and chart should now be embedded in your Word document.
    Check that the linking is working by making a change in your Excel spreadsheet and verify that the change is reflected in your Word document”.

 

Insert an Excel file into Word using paste special

How to Create a Columnar Newsletter with Word 2016

In this tutorial, you’ll use Word’s Columns feature to create a newsletter for a travel company advertising dance cruises.  You’ll learn how to utilize WordArt and Clip Art to add visual appeal to your newsletter.  You’ll also add pizzazz to the three column newsletter by inserting a you-tube video, a picture and a drop cap.  In order to make the formatting work properly we’ll be using section breaks to separate the top of the document that is typed between the margins which word considers one column from the body of the newsletter which is formatted into three columns.

Requirements:  Word 2010, 2013 or 2016.  To work along with this tutorial, you may use the newsletter-start.docx

Create a newsletter in Word 2016

 

Using WordArt

WordArt allows you to create interesting looking text objects that make great titles in a newsletter or flyer.

        1. Select the title in the document
        2. Click the Insert tab > Text Group > WordArt button
        3. Choose Fill – White,  Outline – Accent 5 Shadow
          Using WordArt in Word 2016
        4. When you insert a piece of WordArt into a document, it appears in your document already selected with a solid border.  A smart tag also appears to the right of the object.  If you click the smart tag, six text-wrapping options appear that determine how the text surrounding the object appears in your document.  You will also see an anchor icon that indicates the object is attached to text.  With the WordArt object still selected, click the Layout Options smart tag.
        5. Choose IN Line with Text
          Smart Tags with WordArt
        6. Deselect the smart tag by clicking anywhere in the document and then click the WordArt object border again to re-select it.  The border should now be a solid line.
        7. Click the Drawing Tools contextual tab > Format > Shape Styles Group
        8. Click the Shape Fill down arrow menu button
        9. Choose Light Blue from the standard colors palette
          Formatting WordArt

Change the Text Effects of the WordArt Object

  1. With the object still selected, choose Drawing Tools contextual tab > Format > WordArt Styles Group
  2. Choose Text Effects to display the gallery
  3. Click Transform
  4. Choose Double Wave 1

Text Effects

Format the Headings

  1. Position the mouse pointer in the left margin area next to the WordArt object and then click and drag the left mouse to select the WordArt object and the two other headings.
  2. Click the Home tab > Paragraph Group and choose Center
  3. Click the Home tab > Text Group and format the headings with the Cambria, Bold, 18 pt font

Format headings in Word 2016

Adding a Video to your Newsletter

There may be an occasion where you may wish to add a video to your documents.  You can find videos on websites, blogs and YouTube. Your readers can view the video from within your document or if you save your document as a PDF, it will create a link to the video.  In the following example, we will insert a YouTube video into the Word document.

  1.  Click the Insert tab > Media Group > Online Video button
  2. In the Insert Video screen, click on YouTube and in the search box,  type in the video you are looking for.  In this example we searched for dance cruise.
  3. Click on a video of your choice and then click the Insert button.  The video will  be inserted into your document.

Insert a YouTube Video into a Word 2016 document

insert-video2

Inserting Section Breaks

Section breaks define a portion of the document that will have separate formatting from the rest. Section breaks help you to control the overall look of the document. Section breaks can be inserted or deleted. Word automatically adds section breaks when you add columns into your document

  1. First click the Home tab > Paragraph Group > Show/Hide button to display formatting marks.  Then Click the Layout tab > Page Setup Group > Breaks and under Section Breaks, Choose Continuous from the menu.  A section break will appear.
    Show hide button in Word 2016

Adding section breaks in Word 2016

Adding Columns

Columns are often used for formatting newsletters, magazines, brochures and flyers. Also known as newspaper style, formatting in columns will give your documents a more polished and professional look.

You can create one, two or three columns of equal size. Word fills one column full of text before spilling into the next column unless you insert a column break. You can change the width of your columns to suit your needs and apply any character and paragraph formatting in the same way as you would in a normal page style.

  1. Select all of the body text on the next 3 pages of the document located below the section break.
  2. Click the Layout tab > Page Setup group > Columns
  3. Choose Three from the menu.

Adding columns in Word 2016

Your newsletter should now look like the following with the text flowing into three columns.

Adding columns in word

Add a Drop Cap

You can add a drop cap to the first letter of a paragraph.  A drop cap is nothing more than a large, uppercase first letter of a paragraph that is usually applied to the first letter of the first paragraph in a newsletter or other document.

  1. Select the M in the word Main in the first column.
  2. Click the Insert tab > Text Group
  3. Choose Add a Drop Cap > Dropped
  4. Click anywhere in the document to deselect the drop cap.

Add a drop cap in Word 2016

Add a Picture

  1. Click where you want to add the picture in the newsletter
  2. Click the Insert tab > Illustrations Group > Pictures
  3. Navigate to the folder where your picture resides and choose the picture you want to insert then click the insert button.  The picture will be inserted in your newsletter.

Add a picture to a newsletter in Word 2016

Formatting Columns

The first draft of your newsletter should now be displayed with your main body text flowing into three columns with a drop cap and a small picture. You can now format your columns in the same way as you would in a normal page style.  To learn more about how to format text in columns, view the tutorial on Working with Columns and Section Breaks.