Archive for March, 2016

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Word: Resize a SmartArt graphic or a chart

March 17, 2016

In more recent versions of Word, you can use commands on the Insert tab to add a chart or SmartArt. When these objects are inserted into your document, they automatically resize to fit the page width. However, you can’t resize them exactly the same way you can resize an inserted graphic. You know if you’ve got one of these objects because when you click on them, you get a thick border around them (graphics have a very thin border), as shown below.

word_chart01

Below are some of the methods you can use to resize one of these SmartArt or chart objects. Choose the method that best suits your way of working.

Method 1: Drag a handle

The simplest method is to click on a ‘handle’ indicated by the three dots on the sides and corners of the object, then drag the handle in or out to resize the object. I’ve circled the handles in red on the image below.

NOTES:

  • Drag a corner handle to keep the height and width in proportion.
  • Drag a side handle to make the object wider or narrower while maintaining the height.
  • Drag a top or bottom handle to increase or decrease the height while maintaining the width.
  • This method is not exact, and depends on your skills with the mouse.

word_chart01a

Method 2: Resize by percentage or value

This method is more exact and doesn’t rely on fine motor skills with a mouse. It’s similar to a method you can use to resize a graphic, but the options are harder to find.

  1. Right-click on the object’s border.
  2. Select More Layout Options.
    word_chart02
  3. On the Layout window, select the Size tab.
    word_chart04
  4. Either adjust the absolute height and width, OR the scale.
    • My preference is Scale, as you can enter a percentage to increase or decrease the size by. To keep the proportion, either make both percentages the same, or select the Lock Aspect Ratio check box, then just change one of the percentages — the other will automatically adjust.
  5. Click OK.

Method 3: Resize by percentage or value (ribbon)

This method is very similar to Method 2, except for how you get to the Layout window.

  1. Select the object to display the SmartArt Tools ribbon.
  2. Select the Format tab on the SmartArt Tools ribbon.
  3. Click Size on the far right of the ribbon.
  4. Although you can specify exact measurements on the fly-out ‘menu’, if you want to specify a percentage, click the tiny icon in the lower right corner (I’ve circled it in red in the image below).
    word_chart03
  5. This opens Size tab on the Layout window.
  6. As for Method 2 above, either adjust the absolute height and width, OR the scale.
  7. Click OK.

 

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PowerPoint: Link to a specific place in a Word document

March 14, 2016

I’m doing a presentation at a conference later this month. As I’m a Windows and Microsoft Office user, the presentation will be in PowerPoint, but I’ll be demonstrating some things in Microsoft Word.

I know how to create a link to my example Word document (see Create a standard hyperlink to a Word document below), but I want to link to a specific place in the document. In PowerPoint 2013, a standard link to a Word document opens the document at the top of the first page — every time. At various stages in my presentation, I want it to open to specific places so I can demonstrate the function I’m talking about and not waste time scrolling to that location.

Off to the internet, where after quite a bit of searching I found an answer for another application, but it works beautifully for my circumstances with Word and PowerPoint too.

Before you start

  • I strongly recommend that you put the Word document into the same folder as the PowerPoint presentation. That way, you just move the whole folder to your thumb drive/laptop and the two documents will maintain their links.
  • If you want to use an image for the link (e.g. the word ‘Demo’ in a starburst shape), either create it outside PowerPoint, or insert a PowerPoint shape (Insert > Shapes) on one slide and style it how you want (outline and fill color, shadow, etc.) — you can then copy that shape to other slides and change the hyperlink destination as required.

Create a standard hyperlink to a Word document

Note: This standard hyperlink will only open your Word document at the beginning. To open to a specific place, do the steps below AND all the steps in the Link to a specific place… subsection.

  1. Open your PowerPoint presentation and go to the slide where you want to add the link.
  2. Optional: Insert an image for the link (see Before your Start above), then select it.
  3. On the Insert tab, click Hyperlink.
  4. Settings:
    • Link to: Existing File or Web Page
    • Look in: Current Folder (see Before you start above)
  5. Select the Word document you want to link to from the folder — the file name goes into the Address field.
  6. Click OK.
  7. Test your presentation to make sure the link works as you expect.

word_ppt01

Link to a specific place in the Word document

  1. Open the Word document you want to link to.
  2. Insert your cursor where you want it to open.
  3. On the Word ribbon, go to the Insert tab, then click Bookmark.
  4. Type a name for the bookmark — no spaces, no punctuation characters (e.g. DemoPassive). (Hint: Copy this name as you’ll use it in step 8 and it must be exact.)
  5. Click Add.
    word_ppt02
  6. Save the Word document.
  7. Open the PowerPoint presentation and add a hyperlink to the Word document (as per steps 1 to 5 in the Create a standard hyperlink to a Word document above).
  8. At the end of the file name, add a hash symbol followed immediately by the bookmark name you added at step 4 (e.g. <filename.docx>#DemoPassive). DO NOT add any spaces and make sure the bookmark name is exactly as you typed in step 4; if you copied it at step 4, paste it after the hash symbol.word_ppt03
  9. Click OK to save the hyperlink.
  10. Save your PowerPoint presentation.
  11. If you need to add links to other specific places in the Word document in other slides, repeat the steps above for each new location. (Hint: If you want to use the same location for different slides, copy the hyperlinked image to those other slides.)
  12. Test your presentation to make sure the links work as you expect.

Related

[Link last checked June 2016]