Wednesday, April 24, 2013

Four Generation Chart in Word SmartArt...Altering the Chart


Click here to see post 1 in this series--The Introduction.
Click here to see post 2 in this series--Layout Page and Insert SmartArt

As noted in my last post, you can use two different methods to alter the graph.
  • Replace [TEXT] with the text you want.
  • Add text using a text dialog. 
In addition, you can use the text dialog to add new text boxes to the chart and rearrange text boxes to alter the display.

Default Hierarchy Chart

Template You Want to Create
The double arrows that you click to open the text dialog are circled in this graphic.

To replace [TEXT]: 
  1. In the chart, click [TEXT] in the first text box. 
  2. Type the following text:
    --Name, and then press the Enter key.
    --b. DatePlace, and then press the Enter key.
    --d. DatePlace, and then press the Enter key. 
This method is fine as long as you don't want to add boxes or adjust the display. To do that you need to display and use the text dialog. 

To use the text dialog:
  1. Click anywhere inside the chart but not in a [TEXT] box.
    --The chart frame appears, with double arrows on the left side of the frame.
    --The SmartArt Tools tab opens on the ribbon with two tabs: Design and Format. 
  2. Click the double arrows and the text dialog opens. The double arrows are circled in the graphic above.
  3. In the text dialog, click the first [Text] entry and type the following text:
    --Name, and then press the Shift + Enter combination.
    --b. DatePlace, and then press the Shift + Enter combination.
    --d. DatePlace.
    You may have already completed this step above when you replaced [TEXT] directly in the graphic. 
  4. Click the second [Text] entry and type the following text:
    --FatherName, and then press the Shift + Enter combination.
    --b. DatePlace, and then press the Shift + Enter combination.
    --d. DatePlace
  5. Click the third [Text] entry and type the following text:
    --Grandfather, and then press the Shift + Enter combination.
    --b. DatePlace, and then press the Shift + Enter combination.
    --d. DatePlace
  6. Click the fourth[Text] entry and type the following text:
    --Grandmother, and then press the Shift + Enter combination.
    --b. DatePlace, and then press the Shift + Enter combination.
    --d. DatePlace
  7. Add a new [Text] entry to create a parent entry for the paternal grandmother.
    --Press the Enter key. Word adds a [Text] entry below the Grandmother text entry.
    --On the SmartArt Tools tab, click the Design tab.
    --In the Create Graphic group, click Demote to move the [Text] to the fourth column position.

  8. Type the following text:
    --GreatGrandfather, and then press the Shift + Enter combination.
    --b. DatePlace, and then press the Shift + Enter combination.
    --d. DatePlace
  9. Press Enter to add a new [Text] entry, and then type the following text:
    --GreatGrandmother, and then press the Shift + Enter combination.
    --b. DatePlace, and then press the Shift + Enter combination.
    --d. DatePlace
  10. Add the great grandparents for the grandfather.
    --In the chart, click once in the Grandfather text box. In the text dialog, Word moves your cursor to the Grandfather text entry.
    --Be sure to click your cursor at the end of d. DatePlace.
    --Press the Enter key. Word adds a [Text] entry below the Grandfather text entry.
    --On the SmartArt Tools tab, click the Design tab.
    --In the Create Graphic group, click Demote to move the [Text] to the fourth column position.
    --Complete the GreatGrandfather entry.
    --Press the Enter key. Word adds a [Text] entry below the GreatGrandfather text entry.
    --Complete the GreatGrandmother entry. 
  11. Repeat steps 7 to 10 to add more [Text] entries and text boxes and use the Demote (or Promote) buttons to arrange and rearrange text boxes in columns one, two, three, and four. 
You might need to fuss with the Demote and Promote buttons to move text boxes around in the graphic to get the four column display that you see in the samples above. 

As long as you have the text dialog open, each time you press Enter, Word adds a new text entry and a text box to the graphic. If you close the text entry dialog (click the X in the upper right corner of the dialog), you can click in a text box and press Enter as you add text to the box. However, you should notice that you affect the spacing in the text boxes. 

In these instructions, I've had you add text using the text box as we went along. Another option you have is to use the text dialog to add and arrange all of the text boxes you need in the graphic, and then close the text box and click in each text box to create your template...clicking Enter after each entry or Shift + Enter, depending on the spacing you want.

The other thing you should notice is that each entry has one word placeholder text; for example, DatePlace. When using the form, you just double-click the one word and start typing. The text dialog opens automatically. You can use it or ignore it and type only in the text boxes. 

Any of the hierarchy charts that you pick will work the same way as the one you've completed for this post. In subsequent posts, we can look at additional things you can do. For example, you might need to resize text boxes to accommodate your text.  

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