Office X for Macintosh: The Missing Manual

chapter 18: the graphics programs of office x 663

Tip: When creating an embedded picture, you can use any of Word’s drawing tools, as described earlier

in this chapter. However, when you close the window, the result is a picture, not a drawing. To edit it with

picture tools, you must double-click to open its window, as described below. This is a great way to use both

drawing tools and picture tools (picture effects, brightness, and so on) on the same object.

If, on the other hand, you simply want to insert a drawing object in a Word, Excel, or PowerPoint docu-

ment, just open the Drawing toolbar (see page 650) and draw away!

Editing Embedded Objects

Like a linked object, an embedded object has a frame around it. You can format it

using Office’s picture tools (see page 657).

To edit it, though, you must double-click it. (Or click it and choose

Edit→Object→Edit. The Edit menu changes to specify the type of object you’ve

selected—Document Object, Worksheet Object, and so on.) The object opens in a

separate document window, where you can edit it using the appropriate menus and

toolbars.

You can edit an embedded object in any compatible program on your Mac. Just

click the object and then choose Edit→Object→Convert. Choose a program in the

list that appears, and then click OK. (Most of the time, the Microsoft Office pro-

grams will be the only ones available.)

Organization Chart

MS Organization Chart is dedicated to creating that unique artifact of corporate

culture: the organization chart. These charts detail the hierarchy inside a company,

noting, with a series of boxes and lines, who reports to whom. Each employee is

represented by a rectangle containing a name, title, and notes.

This rather unpolished, sometimes cranky program is in the Microsoft Office

X→Office folder. The only way to launch it, though, is by choosing Insert→Object

from within Word, Excel, or PowerPoint, and then selecting it from the list in the

Object dialog box.

Creating a Chart

When first inserting an organization chart, you get a sparse window containing a

toolbar and an area for creating your chart (see Figure 18-12).

You start out with a chart showing positions for a manager and three subordinate

co-workers. Use the toolbar button to add employee boxes to your chart, which

expands to accommodate new boxes. Here’s how:

•Select. This arrow-shaped tool lets you select boxes or lines in your organization

chart. It also allows you to select text inside a chart item, before copying, cutting,

dragging, or formatting it.

Object Linking &

Embedding (OLE)

664 office x for macintosh: the missing manual

• Enter Text. This tool lets you type text snippets directly on your organization

chart without putting them in an “employee box.”

•Zoom. This tool toggles between larger and smaller images of your chart. (With

the Zoom tool selected, click the chart itself.)

• Subordinate. Click this button, then an existing employee box, to create a box

below the box you just clicked, creating a subordinate employee.

Tip: Clicking the Subordinate button (or one of the other box-name buttons) more than once before

clicking a box in the diagram creates multiple boxes simultaneously. For example, click the Subordinate

button four times and then click a box in your diagram to give that box four underlings.

• Left Co-worker, Right Co-worker. These tools add a box for a co-worker to the

left or right, respectively, of the box you click.

• Manager. This tool creates a box above the box you click in, which indicates a

manager for that employee.

Tip: c-click this icon to insert a box between a manager box and its subordinate. (Highlight the subordi-

nate box first.)

• Assistant. This tool creates a box below and to the side of an employee box, indi-

cating an assistant to that employee.

Figure 18-12:

To move someone’s box

(because of a

promotion or

reassignment), use the

Select (arrow) tool to

drag it. Most of the

time, you’ll want to

drag a box so that it’s

squarely superimposed

on another box. Move

the cursor to the bottom

edge of the target box

to make the box you’re

moving an underling, or

to the left edge to make

it an equal, and so on.

To delete an box, click it

and then press Delete.

What a feeling of

power!

Organization

Chart