Diagramming in Word Shultz PDF

Create sophisticated professional Version 1.
0
diagrams with Microsoft Word tools January 31, 2006
By Greg Shultz
Takeaway
This document introduces you to Word's basic diagramming features and explains how to use them to create
great diagrams. Along the way, it creates an illustrative example.
Table of Contents
DIAGRAMS ...............................................................................................................................................................................2
PREREQUISITES .......................................................................................................................................................................2
GETTING STARTED ...................................................................................................................................................................2
Figure A:............................................................................................................................................................................................. 2
Table A: The Diagram Gallery contains six diagram types.........................................................................................3
LOOKING OVER THE DIAGRAM WORK AREA .............................................................................................................................3
Figure B:............................................................................................................................................................................................. 3
Figure C: ............................................................................................................................................................................................ 4
Figure D: ............................................................................................................................................................................................ 5
Figure E:............................................................................................................................................................................................. 5
CREATING A DIAGRAM .............................................................................................................................................................6
Figure F:............................................................................................................................................................................................. 7
Figure G: ............................................................................................................................................................................................ 8
CONCLUSION ...........................................................................................................................................................................8
ADDITIONAL RESOURCES ..................................................................................................................................................9
Version history...................................................................................................................................................................9
Tell us what you think .......................................................................................................................................................9
Page 1
Copyright 2006 CNET Networks, Inc. All rights reserved.
For more downloads and a free TechRepublic membership, please visit http://techrepublic.com.com/2001-6240-0.html
Create sophisticated professional diagrams with Microsoft Word tools
Diagrams
On a recent consulting job, I had a client asked me if I could recommend a good, easy-to-use, and affordable
diagramming software application other than Microsoft Visio. He then went on to say that he only needed the
basics for his project and couldn't justify the cost of a copy of Visio nor could he afford the amount of time that it
would take to get up and running with Visio.
After giving it a bit of thought, I recommended that he just use Microsoft Word. His puzzled stare immediately clued
me in that he had no idea that Word could do basic diagramming.
After I spent some time acquainting him with Word's diagramming features, which include the ability to create
Cycle, Radial, Pyramid, Venn, and Target diagrams as well as the more standard flow and organizational charts,
he was quickly creating the diagrams that he needed for his project. The fact that my client wasn't aware of
Word's diagramming features reminded me that most of the folks who use Word only take advantage of a small
fraction of all the features that are packed into Word and that Visio, while it is the most recognizable, isn't the only
diagramming tool you have at your disposal.
In this document, I'll introduce you to Word's basic diagramming features and explain how to use them to create
great diagrams. Along the way, I'll create an example.
Prerequisites
The diagramming features that I'll describe in this article are only available in Word XP and Word 2003. Keep in
mind, that the other applications in both the Office XP and Office 2003 suites also provide the same diagramming
features. However, since Word is probably the most commonly used application, and in this case, the more
appropriate application, I'll use Word to demonstrate the diagramming features. More specifically, I'll be using
Word 2003 for my examples and screen shots.
Getting started
To get started, launch Word and create a new document. Then, pull down the Insert menu and select the Diagram
command. When you do so, you'll see the Diagram Gallery dialog box, as shown in Figure A.
Figure A:
The Diagram Gallery displays the six basic diagrams that you can create with Word's diagramming feature.
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As you can see, the Diagram Gallery contains six diagram types. Each of these diagram types is described in
Table A.
Table A: The Diagram Gallery contains six diagram types

Diagram Type Description
Organizational Chart Use this to illustrate hierarchical relationships
Cycle Diagram Use this to illustrate a process with a continuous cycle
Radial Diagram Use this to illustrate relationships of a core element
Pyramid Diagram Use this to illustrate foundation-based relationships
Venn Diagram Use this to illustrate areas of overlap between elements
Target Diagram Use this to illustrate steps toward a goal
Looking over the diagram work area

Once you select a diagram type, a template will appear in your document, as shown in Figure B, which is ready
for you to begin customizing to your specific needs. However, before we actually create a diagram, let's take a
few moments to look around the work area.
Figure B:
Once you insert a diagram into your document, you'll see the work area and the Diagram toolbar.
Looking at the diagram itself, you'll see that it has a border around it that defines the work area. This border will
disappear once you select anything outside the work and it will not print. You'll notice that there are eight sizing
handles, represented by circles, around the border that you can use, via a click and drag operation, to resize the
entire diagram.
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The Diagram toolbar, which only appears when the work area is selected, provides you with a host of
configuration and design tools. As you can see in Figure B, the first item on the toolbar is the Insert Shape
button, which when clicked automatically places an appropriate element type to the diagram. For example, if
you're creating a Radial diagram, the Insert Shape button will add an additional circle to the diagram. (While I'm
on the topic, to delete a shape, simply select the element and press [Delete].)
The next two buttons on the toolbar, Move Shape Backward and Move Shape Forward, allows you to move
individual elements around within the diagram. For example, if you're creating a Pyramid diagram, you can use
these buttons to move individual elements up and down the pyramid.
The Reverse Diagram button allows you to reorient the entire diagram at once. For example, if you're creating a
Cycle diagram, in which the arrows point to the right by default, clicking the Reverse Diagram button will reorient
the diagram so that the arrows point to the left.
Next up we have the Layout drop-down menu, as shown in Figure C. The Fit Diagram to Contents command
automatically tightens the border around the diagram without resizing the diagram itself while the Expand
Diagram command automatically add space, at preset intervals, between the border and the diagram without
resizing the diagram. The Resize Diagram command adds resizing handles to the border that allow you to
manually change the border spacing, via a click and drag operation, without resizing the diagram. The fourth
command on the Layout menu is actually a toggle switch labeled AutoLayout, which is a setting that must be
enabled in order to use the Insert Shape, AutoFormat and Change To features. However, if the AutoLayout
setting is disabled when you select any of these three features, a dialog box will prompt you to enable it.
Figure C:
The Layout drop-down menu allows you to alter the spacing between the diagram and the border.
When you click the AutoFormat button, you'll see the Diagram Style Gallery dialog box, as shown in Figure D,
and can select from a variety of theme-like styles. Typically, you'll use feature once you've completed your
diagram and want to spice it up.
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Figure D:
Word provides a variety of theme-like styles that you can use to change the appearance of your diagram.
The Change To drop-down menu allows you to reformat a diagram using one of four other diagram types
Organization Chart isn't included. For example, if you've created a Radial diagram and then want to see how it
would look as a Target diagram, you'd just click the Change To drop-down menu, as shown in Figure E, and
select Target. When you do, your diagram, along with all its text, is instantly converted.
Figure E:
Using the selections on the Change To drop-down menu allows you to easily experiment with the various
diagrams.
Page 5
Like elsewhere in Word, the Text Wrapping drop-down menu provides you with eight ways to configure how you
want to wrap text around your diagram. This comes in handy if you're planning on embedding your diagram in the
middle of a report.
Note: Organizational charts

As I mentioned, the Change To drop-down dialog box doesn't contain an option for converting a diagram to an
Organizational Chart. The reason is being that an Organizational Chart is a completely different type of diagram.
In fact, when you select Organizational Chart from the Diagram Gallery dialog box, you'll see the same work
area, but a different toolbar titled Organizational Chart. This toolbar contains options that are similar to those
on the Diagram toolbar, but the controls are specific to an organization chart. In order to stay focused on
Word's new diagramming features, I won't cover Organizational Charts in this article.
Creating a Diagram
Now that you have a good idea of how to use Word's diagramming features, let's take a look at the process of
creating an example diagram. As I work through this example, Ill describe a set of techniques that you can use in
Word as you go about creating your own diagrams.
Let's suppose that you've been asked to create a document detailing all the brands associated with the parent
company. In order to instantly convey the number of brands associated with the parent company you decide to
use a Radial diagram. For the sake of a real world example, let's use CNET Networks as our example parent
company and create a Radial diagram that shows the company's 18 brands.
To begin, launch Word and open a new document. In order to get the most out of the available document space
when you create such a large diagram, youll need to first prepare the page. To do so, pull down the File menu
and select the Page Setup command. On the Margins tab of the Page Setup dialog box, select the Landscape
orientation, set the Top, Bottom, Left, and Right Margins to 0.25 and click OK
When you return to the document, click the Center alignment button on the toolbar. Now, access the Diagram
Gallery dialog box as described earlier, select the Radial diagram type, and click OK.
By default, the Radial diagram template displays a central element surrounded by three nodes. Since you need to
have a total of 18 nodes, you'll need to click the Insert Shape button 15 times. As you do, you'll notice that Word
automatically scales the size of the diagram work area to fit the page. In order to better work with the diagram as
a whole at this stage in the process, click the Zoom box on the Standard toolbar and set the factor to 40%. Now,
use the sizing handles to resize the diagram to fit the entire page, as shown in Figure F.
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Figure F:
By zooming in, you'll be able see the entire image as you resize and format diagram.
Then next thing that youll want to do while you have the diagram in this configuration is set the font and font size
in each of the nodes. To do so, hold down [Shift] as you successively click each node. Then, set the font and font
size on the Formatting toolbar. In this particular diagram, Ill use Arial Narrow and 12 pt. You can then Zoom back
out to 100% and begin entering text in the nodes.
As you begin entering text, you can alter positioning and size as you see fit. In the case of my example, there
were so many nodes and some of the names were quite long, so I went to the Diagram Style Gallery and selected
the Square Shadows style, which provides a bit more room for text. I then centered the text in each of the
squares. The end result is a very nice diagram that clearly illustrates the number of brands in the CNET stable, as
shown in Figure G.
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Figure G:
By switching to the Square Shadows style and tweaking the text layout a bit, I've created a very nice looking
diagram.
Conclusion
The next time you need to create a basic diagram, remember that Word XP and Word 2003 provide excellent
diagramming features. Keep in mind that it may take a little bit of time to get used to creating diagrams in Word,
but it's actually very easy once you get a handle on the process. To help you get started, you can look at the
CNET Radial Diagram.doc file which includes the Radial diagram that I created for this article's example.
Page 8
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Published: January 31, 2006
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Create sophisticated professional Version 1.

Table A: The Diagram Gallery contains six diagram types

Looking over the diagram work area

Note: Organizational charts

Tell us what you think

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