1
Diploma in Excel
Getting into
Shape
2
Contents 3
3
Lesson Objectives
Lesson Introduction
4 Slicers
6 People Graph
8 Illustrations
12 References
3
Lesson Objectives
By the end of this lesson students will:
• understand the benefits of a Slicer
• know when to use slicers
• understand how to insert an infographic
• be able to customise People Graphs
• be able to use the commands available in the Illustrations
group under the Insert tab
The practical outcome is that they will apply the skills learnt
to insert slicers, create people graphs and insert illustrations
including using SmartArt.
Introduction
Memories are made up of tiny moments stitched together by
time. Tiny moments contain elements of sound, taste, smell,
sight, and touch. The things we can see and touch in these
moments are all made up of shapes. So, it is no surprise that
a significant part of our cognitive functioning is ring-fenced
for simply processing visuals. Your brain can identify objects
that are familiar to you within a hundred milliseconds. As
visual beings, working with shapes in Excel is no different.
Did you know: A creative Japanese artist, Tatsuo Horiuchi
created digital masterpieces in a spreadsheet using the
AutoShapes feature. He even claimed the first prize in an
Excel AutoShapes contest for his efforts and has created
many digital artworks since which have become popular not
only in Japan but worldwide.
4
Slicers
• Another way to filter your data
• Faster than the traditional method of filtering
• Add multiple slicers for multi-level filtering
• Looks attractive
• Slicers are customisable to a certain extent
• Intuitive and make your spreadsheets easier to engage with
How to insert a Slicer
• Navigate using the ribbons: Insert > Filter > Slicer
• Convert your data into a table and then in the Table Design contextual tab, select Insert Slicer from the Tools group
• You can select the number of slicers you would like to include by checking the relevant boxes in the Insert Slicers dialogue box
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Contextual tabs:
• You can change the styles, the settings, alignment and resize the slicer
• You can edit the heading
• Activate the Multi-Select to apply more than one filter within a slicer
Note:
If you convert your table to a normal range, you will end up deleting your slicers as well.
NOTES
6
People Graph
• An Add-in
• Introduced in the Excel 2013 version
• An alternative to the regular charts
• You need to be signed in to a Microsoft account to be able to use this feature
• When you use the graph for the first time, select the option to trust the Add-in
• These can be used as infographics
• A means of presenting data in a more interesting design to make users more engaged with the message
• Quick and very easy to create
• Dynamic so if we change the data in the source table the change is immediately reflected in the People Graph
• Save your graph as an image
Limitations
• It accepts data with a maximum of two columns of information
• It is not suitable for large volumes
• Only demonstrate one idea linked to the source data
• Customisable to a certain extent
• Can be quite inflexible, which can be frustrating
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How to insert a People Graph:
• Navigate to Insert > Add-ins
• When you insert the graph, an image appears with some dummy data
• Select the first of two buttons that appear, which looks like a table
• Click on the green button “Select your data”
• Change the heading in the Title box
To customise the People Graph:
• Select the second of two buttons that appear, which looks like a cog
• Here you can change the types, theme and even the shapes
NOTES
8
Illustrations
• These are fun ways to add an extra touch to your spreadsheets
• To insert, navigate using the ribbon Insert > Illustrations
1. Pictures
• Add them directly from your local machine
• Select the appropriate one from a collection of stock images for royalty-free options
• Search for images by using online sources directly from Excel without needing to go into your Internet browser
• Picture Format contextual tab becomes available for further modification
2. Shapes
• Lines
• Arrows
• Basic shapes such as triangles, circles, and squares
• Stars, banners
• Speech bubbles
• Use multiple shapes to create a larger image
• Shape Format contextual tab becomes available for further modification
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Tip
Select your shape but before inserting, hold the Shift key. Then hold the left-click and drag to insert. Now no matter
where you move your mouse, your line or arrow shape will stay straight.
3. Icons
• Black and white
• 2D icons
• Graphics Format contextual tab becomes available for further modification
4. 3D models
• Load them from your local machine
• Search for them from online sources
• Many categories to choose from
• 3D Model contextual tab becomes available for further modification
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5. Screenshot
• Manual screenshots work in a similar way to the Snipping Tool
• Or you can select from windows that are open in the background, which performs a similar function to the Print
Screen command on your keyboard
• Normal formatting options that are available for pictures become available for your screenshots as well in the
Picture Format contextual tab
6. SmartArt
• Predesigned formats made up of various shapes
• Can be used to communicate a thought, idea or set of information in a visual way
• Useful for representing processes, lists, hierarchies, relationships etc.
• Easy to edit and manage
• Every element of a SmartArt graphic is completely customisable
• Consider what message it is that you are trying to present and how you want to display your data
Tip
The Microsoft Office support website has a list of all the SmartArt graphics available and some instructions to help guide
you for selecting the appropriate graphic. (Microsoft, 2020)
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How to insert SmartArt:
• Navigate using the ribbon Insert > Illustrations > SmartArt
• In the Choose a SmartArt Graphic dialogue box you can make your selection from a variety of graphics and
predesigned layouts
• The SmartArt Design and Format contextual tabs become available for further customisation
• Once the graphic is inserted you have two options for entering text
• You can enter text directly within the graphic
• Or select the arrow on the left of the graphic to enter text in the Text pane
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References
Balm, J., 2014. Blog Network BMC The power of pictures. How we can use images to promote and communicate science.
[Online]
Available at: [Link]
promote-and-communicate-science/
Filonia, L., 2020. Chron The Smart Art tutorial in Excel. [Online]
Available at: [Link]
Microsoft, 2020. Microsoft Support Use slicers to filter data. [Online]
Available at: [Link]
12651785d29d
Microsoft, 2020. Microsoft Support: Create a SmartArt Graphic. [Online]
Available at: [Link]
124040594842?ui=en-us&rs=en-us&ad=us#:~:text=On%20the%20Insert%20tab%2C%20in,and%20then%20type%-
20your%20text.
Microsoft, 2020. Microsoft Support: Learn more about SmartArt Graphics. [Online]
Available at: [Link]
662d8af6ca2c?ui=en-us&rs=en-us&ad=us#whattoconsider
Puneet, 2017. Excel Champs How to insert a People Graph. [Online]
Available at: [Link]