Microsoft Excel 2016

Lesson 13
Adding Pictures and Shapes to a
Worksheet

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Objectives

Skills Exam Objective Objective

Number
Inserting Pictures Insert images 5.3.2
Adding Shapes, Lines, Text Insert text boxes and 5.3.1
Boxes, and WordArt shapes
Formatting Graphics Modify object properties 5.3.3
Adding Graphic Modify object properties 5.3.3
Enhancements Using Picture
Tools
Adding Alternative Text to Add alternative text to 5.3.4
Pictures objects for accessibility
1.5.7
Inspect a workbook for
accessibility issues

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Software Orientation (1 of 2)
• Excel contains a robust set of tools for:
• Turning data into charts
• Turning concepts and processes into diagrams
• Adding photos, shapes, and other drawn content
• All of this can help make worksheets more interesting
and more quickly understood.
• In this lesson, you focus on diagrams, images, shapes,
and text-based graphics such as WordArt and text
boxes, which are used to enhance a worksheet and
help those viewing it to understand its content.

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Software Orientation (2 of 2)
• Most graphical elements you add to an Excel
worksheet are generated from the Insert tab, in the
Illustrations and Text groups. (Click the Text button, as
shown below, if the icons in the Text group aren’t
displayed on the ribbon by default.)
• Everything from pictures, SmartArt, shapes, text
boxes, and WordArt are found in these two clusters of
buttons.
• Once you’ve inserted graphical elements, tools are
presented to allow you to format, size, and position
them as needed.

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Inserting Pictures
• Adding photos is easy in Excel, helping you take a
mind-numbing worksheet packed with numbers and
text
and turn it into something interesting to look at,
compelling to read, and easy to navigate.
• A graphic is an art-related object, such as a drawing,
image, or shape.
• Use the Pictures button on the Insert tab to quickly
and easily add pictures to your worksheet.

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Step by Step: Insert a Picture from
a File
(1 of 2)
GET READY. LAUNCH Excel and OPEN a new, blank
workbook. Download the image files for this lesson and SAVE
them in the Pictures folder. Alternatively, you can create a
subfolder in your student data folder named Lesson 13
Images and then SAVE the images in that subfolder.
1. Click the Insert tab, and then in the Illustrations group,
click the Pictures button. The Insert Picture dialog box
opens.
2. Navigate to the folder that holds the image files for this
lesson. Double-click the 13 Happy Kids image, or click it
once and then click the Insert button. The picture is
inserted into your worksheet.
3. SAVE the workbook in the Excel Lesson 13 folder as
13 Insert Pictures Solution.
PAUSE. LEAVE the
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Step by Step: Insert a Picture from
a File
(2 of 2)
• When you insert a graphic into Excel, the upper-left
corner of the graphic aligns with the active cell.
However, the graphic appears on top of the worksheet
grid.
• Although the graphic might cover up content in the
grid, it doesn’t affect that content and is not actually
inserted into any cell in the worksheet.
• You can move the graphic in the worksheet without
affecting any existing data or other inserted graphics.
• To change photos, select the current picture and on
the Format tab, in the Adjust group, click the Change
Picture button, and select From a File.
• In the Insert Pictures dialog box, locate and select an
alternate
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your worksheet.
Step by Step: Insert an Image via
a Bing Image Search (1 of 3)
You can search Bing’s image library using a simple
keyword search. You also can browse your own OneDrive
to insert an image. It’s all done through the Online
Pictures button on the Insert tab.
GET READY. USE the workbook from the previous
exercise.
1. Click the Insert tab, in the
Illustrations group, click
the Online Pictures
button. The Online Pictures
dialog box opens (see right).
2. Click in the Bing search
box.
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Step by Step: Insert an Image via
a Bing Image Search (2 of 3)
3. Type a keyword or phrase, such as children eating
lunch to search the Internet via the Bing web
browser for images containing those keywords in
their metadata.
4. Click the magnifying glass icon at the right end of
the search box or press Enter to begin the search.
5. The dialog box displays the images that meet the
search criteria. To insert one of the images, click on it
and click the Insert button in the dialog box. You can
also double-click the desired image. Once an image is
inserted, the dialog box closes automatically.
6. Click the newly inserted image to select it and then
press the Delete key on your keyboard.
PAUSE.
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exercise.
Step by Step: Insert an Image via
a Bing Image Search (3 of 3)
• Metadata is information stored about images, such
as:
• Keywords that describe the content of the image
• The name of the photographer
• The type of image
• The date the image was taken
• The date the image was last edited
• Any image search, through Bing or a web browser’s
image search feature, relies on the metadata stored
about each image to return results when a user
searches for an image.

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Step by Step: Insert an Image
from OneDrive (1 of 2)
GET READY. USE the workbook from the previous
exercise. You must have a OneDrive account to complete
this exercise. Accounts are free to set up and use at
onedrive.com. OneDrive is Microsoft’s cloud solution for
sharing and collaboration. Office 365 subscribers are
automatically given space within the OneDrive cloud.
You can use this space to store files of all kinds, including
pictures.
1. Connect to your OneDrive account, navigate to the
Pictures folder, and then upload the Excel Lesson 13
images. If a Pictures folder doesn’t exist, create it and
then upload the images.

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Step by Step: Insert an Image
from OneDrive (2 of 2)
2. Click in cell J1 of the 13 Insert Pictures Solution file
from the previous exercise.
3. Click the Insert tab, and then in the Illustrations group,
click the Online Pictures button. The Online Pictures
dialog box opens.
4. Click the Bing button near the upper-left corner of the
dialog box and select OneDrive. Your OneDrive folders
appear.
5. Double-click the Pictures folder or whichever folder
contains the picture you want to insert. The folder opens,
displaying the images.
6. Scroll through the images, select the 13 Canned Veggies
image, and click the Insert button. You can also double-
click the image.
7. Once an imageMicrosoft
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Adding Shapes, Lines, Text Boxes,
and WordArt
• Microsoft offers shapes in several Office products,
which are editable lines, circles, arrows, stars, and
more, used to draw the user’s focus to a particular
part of the worksheet.
• You can also insert a standard text box, a box that
may contain text or graphics and that you can insert
anywhere in a worksheet.
• A text box may be used to explain complex content or
provide the history or source of data, or create an eye-
catching title through the use of WordArt.

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Adding Shapes
• The Shapes feature offers eight different categories of
shapes, along with a group entitled Recently Used
Shapes so you can quickly redraw the same shapes.
• The following categories provide the capability to draw
nearly any shape:
• Lines
• Rectangles
• Basic Shapes
• Block Arrows
• Equation Shapes
• Flowchart
• Stars and Banners
• Callouts
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Step by Step: Add a Shape (1 of 3)
GET READY. LAUNCH Excel
if it’s not already open.
1. OPEN 13 Add Shapes
from the data files for this
lesson.
2. Click the Insert tab, and
then in the Illustrations
group, click the Shapes
button. A gallery of shape
categories displays (see
right).
3. In the Block Arrows
section, click the Arrow:
Up
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Step by Step: Add a Shape (2 of 3)
4. Move the mouse pointer onto the worksheet, just
below the FUNDS RAISED column total. The mouse
pointer displays as a crosshair. Draw the shape by
clicking and dragging down and to the right. The
shape displays as you drag.
5. When the shape is the desired size, release the
mouse button.
6. Click any blank cell. Your block arrow should look
similar to the one shown here.
7. SAVE the workbook
as 13 Add Shapes
Solution.
PAUSE. LEAVE the
workbook
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Step by Step: Add a Shape (3 of 3)
• When inserting a shape, the direction you drag from the
starting point controls the size of the shape and its
proportions.
• If you want to create a perfect square or a circle, hold down
the Shift key as you drag. This applies to any shape, but is
essential for squares and circles. The trick to successful use
of this technique is to release the mouse button and then
the Shift key.
• When a shape is drawn, it has white handles on its
perimeter.
• For graphics, a handle is a white circle on the side and/or
corner of the selected graphic that you click and drag to
increase or decrease the size of the graphic.
• You can also click inside a graphic and drag to move it, and
change the color
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of its fill and/or outline.
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Step by Step: Draw Lines
Lines can be used to point to something or to create a visual
connection between two shapes or two areas of the worksheet. You
can draw them at any angle, at any length, and once drawn, format
their appearance.
GET READY. USE the workbook from the previous exercise.
1. Click the Insert tab, and then in the Illustrations group, click the
Shapes button.
2. In the Lines section, click the Line Arrow.
3. Move the mouse pointer onto the worksheet (it displays as a
crosshair), and click over the left side of cell D22 and drag
diagonally up and to the right, toward cell D19.
4. When your line is complete, release the mouse button and click a
blank cell.
5. SAVE the workbook.
PAUSE. LEAVE the workbook open to use in the next exercise.

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Step by Step: Add Text to a Shape
(1 of 3)
• Shapes of all kinds can be turned into geometric text
boxes by typing text directly into the shape.
• Once in place, the text in a shape can be formatted to
any font, size, or color, and positioned within the
shape using the same alignment tools that align text
in your worksheet cells.
GET READY. USE the workbook from the previous
exercise.
1. Click the Insert tab, and then in the Illustrations
group, click the Shapes button.
2. In the Stars and Banners section, click the
Explosion: 8 Points shape (the first shape in the
category).
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Step by Step: Add Text to a Shape
(2 of 3)
3. Click and drag the mouse pointer under the FUNDS
NEEDED column, so the shape looks similar to the
image below.
4. With the shape still selected, type Goal Exceeded!.
The text begins in the upper left of the shape and
wraps within the shape if the width is too small to
display all
text on one line. Don’t press Enter unless
you want to force the text onto a new line to
create a new paragraph or to place words
or phrases on separate lines.

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Step by Step: Add Text to a Shape
(3 of 3)
5. To format the text in the shape, select the text by clicking
just to the left of the “G” in Goal and dragging through all
text. Note that when you’re within the shape that contains
text, the mouse pointer turns to an I-beam cursor.
6. With the text selected, use the formatting tools on the Mini
Toolbar or on the Home tab to bold and center the text,
and change the font size to 14. Grab a sizing handle on
either side of the shape and pull to the left, right, or down
until all text displays.
7. SAVE the workbook.
PAUSE. LEAVE the workbook open to use in the next
exercise.
• You can apply special effects to a shape by right-clicking
the shape and choosing Format Shape from the shortcut
menu. Use the options
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Step by Step: Add a Text Box (1 of
2)
Shapes with text in them can function as a text box, but give
you the freedom to make that box appear as a circle, a star,
an arrow, a banner, or any polygon. If all you need is a basic
white box that contains text, insert a text box and type the
text into it.
GET READY. USE the workbook from the previous exercise.
1. Click the Insert tab, and then in the Text group, click the
Text Box button. (If necessary, click the Text button to
access the Text group commands.)
2. Move the mouse pointer onto the worksheet over cell B20.
The mouse pointer turns into a vertical cursor.
3. Click and drag to cell C24 to draw a small box. If you draw
a box that’s too big or too small for the text you will type
into the box, you can resize the box after typing the text.
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Step by Step: Add a Text Box (2 of
2)
4. The text box contains a blinking cursor. Type These
numbers are preliminary. I need to check with
the director before releasing the worksheet to
the board for review. See the figure at right.
5. Click in cell A1 to make the text
box non-active and to prepare for
the next exercise.
6. SAVE the workbook.
PAUSE. LEAVE the workbook open
to use in the next exercise.
• You can use the formatting tools on the Home tab or
on the Mini Toolbar to format text in a text box.

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Using WordArt
• WordArt is a Microsoft Office feature that combines
words and artistic effects.
• Utilizing an extensive series of preset colored fills,
drop shadows, outlines, and 3D looks, WordArt makes
it easy to create a specialized text object quickly.
• You can add phrases like “Great job!” next to high
sales numbers or include staff or product names and
short titles on your worksheet.

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Step by Step: Use WordArt (1 of 3)

GET READY. USE the workbook from the previous

exercise.
1. Click the Insert tab, and then in the Text group, click
the Insert WordArt button. The WordArt styles
gallery displays, as shown below.

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Step by Step: Use WordArt (2 of 3)

2. Select the Fill: Blue, Accent color 1; Shadow

style.
3. A box of sample text displays on the worksheet. Drag
the border of the text box to position the WordArt
above the worksheet data. Then, triple-click in the
box to select all sample text and type Great
Fundraisers!. Notice in the figure below that the
style you chose in Step 2 is applied to the text.

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Step by Step: Use WordArt (3 of 3)

4. SAVE the workbook and then CLOSE the file.

PAUSE. LEAVE Excel open to use in the next exercise.
• You can change your WordArt style, simply by
selecting the WordArt object on your worksheet and
then choosing another style in the WordArt Styles
gallery on the Format tab.
• To get rid of the style entirely and just use plain text,
choose Clear WordArt from the bottom of the WordArt
Styles gallery on the Format tab.

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Formatting Graphics
• In addition to moving or copying graphics, you will
most likely need to change their appearance at some
point.
• From styles to the use of the mouse and keyboard to
change the appearance, placement, and stacking
order of overlapping graphics, Excel offers great tools
to make your graphics look exactly as you’d imagined
them.
• Once you’ve drawn a shape, the Excel ribbon changes
to display Drawing Tools with the Format tab selected.

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Step by Step: Apply a Style to a
Shape
(1 of 2)
GET READY. LAUNCH Excel if it’s not
already open.
1. OPEN 13 Format Graphics from the
data files for this lesson.
2. In the Fundraising Events worksheet,
click the starburst shape to select it.
3. Click the Format tab, and then in the
Shape Styles group, hold your mouse
over each of the styles in the Shape
Styles mini gallery. Excel previews
each style using the selected shape.
4. To see the full list of styles, click the
More arrow in the lower-right corner
of the Shape Styles mini gallery. The
Shape Styles gallery displays (see
right).
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Step by Step: Apply a Style to a
Shape
(2 of 2)
5. From the gallery, select Light 1 Outline, Colored Fill - Red,
Accent 2. Use the ScreenTips to locate this style.
6. To change the shape’s fill color, in the Shape Styles group, click
the Shape Fill button. The color palette displays.
7. From the palette under Theme Colors, select Dark Blue, Text 2 in
the top row. The object’s background color changes to dark blue.
8. To change the shape’s outline (border) color, in the Shape Styles
group, click the Shape Outline button. The color palette displays.
9. From the palette under Theme Colors, select Red, Accent 2 in the
top row. The color of the object’s border changes.
10.SAVE the workbook as 13 Format Graphics Solution.
PAUSE. LEAVE the workbook open to use in the next exercise.
• To apply a shape effect, in the Shape Styles group, click the Shape
Effects button and select an effect from the gallery that displays.
Examples of effects are Shadow, Reflection, and Glow.

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Step by Step: Resize a Graphic (1 of
3)
You can control the size of graphics when you initially
draw them, such as the width and height of polygons,
the length of lines, and the size of text boxes and
WordArt objects.
GET READY. USE the workbook from the previous
exercise.
1. Select the starburst shape.
2. Point to the lower-left corner handle. When the mouse
pointer turns to a two-headed arrow, drag inward to
make the graphic smaller. With the handle still
selected, drag outward to make the graphic larger. By
pressing the Shift
key while using a corner handle, you maintain the
current
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3. To change the height of the shape, drag a top or
Step by Step: Resize a Graphic (2 of
3)
4. To change the width of the shape, drag a side handle.
Drag outward to widen it and inward to make it
narrower. Adjust your starburst shape so it resembles
the figure below, with the text appearing on one line.
5. SAVE the workbook.
PAUSE. LEAVE the workbook
open to use in the next
exercise.

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Step by Step: Resize a Graphic (3 of
3)
• To change the length of a line you’ve drawn, select the line
and then point to either of its two handles.
• When the mouse pointer turns to a two-headed arrow, drag
outward to lengthen the line, or drag toward the center of
the line to shorten it.
• Certain polygons, such as stars, block arrows, and triangles
have more than just the standard white handles on their
corners and sides when selected.
• These shapes also have control handles, which are yellow
circles used to change the depth of sides.
• Use these yellow handles to make your block arrow pointier
or to deepen the sides of your stars, dragging inward to
make the angles more acute, or outward to make the
angles more obtuse or shallow.
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Step by Step: Rotate a Graphic
GET READY. USE the workbook from the previous exercise.
1. Select the starburst shape.
2. Point to the rotation handle.
The mouse pointer turns to a
circular arrow.
3. Drag the mouse
counterclockwise. As you
drag, the mouse pointer
changes to a series of arrows
in a circle.
4. When the shape is rotated to the desired angle (see above),
release the mouse button. Move the shape down, so it doesn’t
overlap the table data.
5. SAVE the workbook.
PAUSE. LEAVE the workbook open to use in the next exercise.

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Stacking Overlapping Graphics
• When graphics overlap, their stacking order is
determined, by default, by the order in which they
were drawn or inserted.
• If you insert a photo and then draw a block arrow that
points from it to a portion of the worksheet, if the
objects overlap, the arrow will be on top of the photo.
• If you want to change this stacking order, use the
Arrange group of tools on the Drawing Tools Format
tab.

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Step by Step: Control Stacking
Order when Graphics Overlap (1 of
4)
GET READY. USE the workbook from the previous
exercise.
1. In the 13 Format Graphics Solution workbook,
click the Overlap sheet tab. The worksheet contains
several overlapping graphics.
2. Select the border of the WordArt graphic (Great
Fundraisers!), which has other graphics stacked on
top of it. This figure shows
the stack of graphics.
The WordArt object,
which is further down
in the stack, is selected.

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Step by Step: Control Stacking
Order when Graphics Overlap (2 of
4)
3. On the Drawing Tools Format tab, in the Arrange
group, click the Bring Forward button. The WordArt
graphic moves up one level in the stack.
4. Click the Bring Forward arrow button and select
Bring to Front. The WordArt graphic displays at the
top of the stack (see below).

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Step by Step: Control Stacking
Order when Graphics Overlap (3 of
4)
5. With the WordArt graphic still selected, click the
Send Backward button to move it back one level.
The Food Drive shape is now on top.
6. SAVE the workbook and then CLOSE the file.
PAUSE. LEAVE Excel open to use in the next exercise.

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Step by Step: Control Stacking
Order when Graphics Overlap (4 of
4)
• Use the Selection pane to see the shape that’s beneath
another graphic on the worksheet.
• To display it, select any graphic, and on the Format tab, in
the Arrange group, click the Selection Pane button.
• The pane contains a list of the graphics on the active
worksheet.
• To restack the shapes using this pane, drag them, by name
up or down in the list.
• If you want to align objects, select all of the graphics you
want to align (using Shift+Click) and then click the Align
button in the Arrange group. Choose between aligning them
by their sides, tops, bottoms, or centers.
• If you want to keep objects together when copying or
moving them, select them and choose Group > Group in
the Arrange group.
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Adding Graphic Enhancements
Using Picture Tools
• Excel provides simple tools for making quick changes
to any photo, drawing, or shape you might add.
• Use the Corrections options on the Picture Tools
Format tab to correct lighting and sharpness.
• You can also use options in the Format Picture pane to
make further corrections.

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Step by Step: Make Corrections to a
Graphic (1 of 3)
GET READY. LAUNCH Excel if it’s not already open.
1. OPEN 13 Enhancements from the data files for this
lesson.
2. In the Correction worksheet, select the photo.
3. Click the Picture Tools Format tab, and then in the
Adjust group, click the Corrections button. The
menu shown here displays.

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Step by Step: Make Corrections to a
Graphic (2 of 3)
4. Using the thumbnails of your selected photo from the
Sharpen/Soften corrections section, make a choice that
represents the adjustment you’re looking for—more
sharpness for a blurry picture or perhaps softening for an
image that’s too sharp or where the exposure was too
harsh. At the far right end of the Sharpen/Soften section,
select Sharpen: 50%.
5. To adjust a photo that’s too dark or too light, use the
Brightness/Contrast settings, also represented by
thumbnails showing your selected photo in varying stages
of correction. Hold your mouse over each of the settings to
see their effect on your photo, but don’t select any of the
settings.
6. SAVE the workbook in the Excel Lesson 13 folder as
13 Enhancements Solution.
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PAUSE.
Inc. LEAVE the workbook 2016 open to use in the next
exercise.
Step by Step: Make Corrections to a
Graphic (3 of 3)
• To access the Format Picture pane, at the bottom of the
Corrections menu, click the Picture Corrections Options command.
• The Format Picture pane also includes a Crop setting.
• Click this option and enter values for desired width and
height and the offset (amount
and location of cropping), or
use the Crop tool, found in the
Size group on the Format tab.
• With the Crop tool, use
crop handles to crop away
unwanted portions of the photo.
• Drag a crop handle inward and
click the Crop button again
(or press Esc) to remove
portions of a photo.

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Using the Color Feature to Enhance
Images
• To make improvements to a photo’s color or to apply
special color effects, such as turning a four-color
image into a duotone (an image with two colors), you
need to start with a photo.
• These color adjustments are intended for use in
photos, where changing from color to black and white
or to greater or reduced levels of color (also known as
saturation) are useful.

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Step by Step: Change the Color of
an Image (1 of 2)
GET READY. USE the workbook from the previous
exercise.
1. Click the Color sheet tab and select the top photo,
which shows a baby holding a spoon.
2. Click the Picture Tools
Format tab, and then in
the Adjust group, click
the Color button. The
menu shown here displays.
3. Hold your mouse over each
thumbnail of your photo
to see its effect.

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Step by Step: Change the Color of
an Image (2 of 2)
4. In the Recolor section of the Color menu, on the first
line of the gallery, select Sepia. The image takes on
brown tones.
5. On the Picture Tools Format tab, in the Adjust group,
click the Color button and then select Picture Color
Options at the bottom of the menu.
6. In the Format Picture pane on the right, move the
Sharpness slider to the right until you reach the 33%
value. Use the spin arrows to fine-tune your selection,
if necessary.
7. CLOSE the Format Picture pane.
8. SAVE the workbook.
PAUSE. LEAVE the workbook open to use in the next
exercise.
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46
Step by Step: Apply Artistic
Effects (1 of 2)
In order to apply artistic effects, which are various artistic mediums
and special effects, such as Paint Brush, Glass, and Pencil Sketch, you
need to start with a photo.
GET READY. USE the workbook
from the previous exercise.
1. In the Color worksheet,
select the donation box
photo. Scroll the worksheet
as necessary so you can see
the entire photo.
2. On the Picture Tools Format
tab, in the Adjust group,
click the Artistic Effects
button. The gallery of effects
thumbnails is shown here.

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Step by Step: Apply Artistic
Effects (2 of 2)
3. Hold your mouse pointer over each effect to see its
preview on the photo. Select the Line Drawing
effect.
4. You can customize the applied effect using the
Format Picture pane. To display the pane, open the
Artistic Effects menu and select Artistic Effects
Options. In the Format Picture pane that displays on
the right, in the Artistic Effects section, move the
Pencil Size slider to the right to observe its effect on
the photo, stopping at the value 28. Then move the
Transparency slider to the right, stopping at the value
51%.
5. CLOSE the Format Picture pane.
6. SAVE
© 2018, John Wileythe
& Sons,workbook.
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PAUSE. LEAVE the workbook open to use in the next
Step by Step: Apply Picture Styles
(1 of 2)
Picture styles add borders, frames, shadows, and similar effects with
one click of any of the Picture Style icons on the Picture Tools Format
tab.
GET READY. USE the workbook from the previous exercise.
1. In the Color worksheet, select the donation box photo.
2. On the Picture Tools
Format tab, in the Picture
Styles group, hold your
mouse over each of the
styles in the mini gallery
to see their effect on
your photo.
3. In the lower-right corner
of the mini gallery, click
the More button to
display the Picture Styles
gallery
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Step by Step: Apply Picture Styles
(2 of 2)
4. Select Drop Shadow Rectangle, which is probably
located on the first row, fourth from the left. The style
is applied to your picture.
5. To change the picture border, click the Picture
Border button, point to Weight, and select 3 pt.
6. SAVE the workbook.
PAUSE. LEAVE the workbook open to use in the next
exercise.
• To change a picture’s effects, click the Picture Effects
button arrow and choose an effect from any of the
available palettes that appear.
• To apply a picture layout, click the Picture Layout
button and make a selection from the palette of 30
Inc.
layouts.
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2016
50
Step by Step: Reset a Picture
If you regret some of your picture changes and want to
go back to the picture’s original state, use the Reset
Picture button in the Adjust group on the Picture Tools
Format tab.
GET READY. USE the workbook from the previous
exercise.
1. In the Color worksheet, scroll down and select the
third photo (Give, Gain, Grow).
2. On the Picture Tools Format tab, in the Adjust group,
click the Reset Picture arrow button. Two options
appear.
3. Select Reset Picture & Size to remove all changes
made since the photo was initially inserted in the
worksheet.
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4. SAVE the workbook.
Step by Step: Modify a Picture’s
Properties
(1 of 3)
Picture Properties tell Excel how you want it to deal with the
graphics you add to your worksheets, how they should relate
to the worksheet itself, whether or not they’ll print with the
worksheet content, and whether or not the text in shapes or
text boxes can be edited after insertion.
GET READY. USE the workbook you modified in the previous
exercise.
1. In the Color worksheet, right-click the baby feeding
photo and select Size and Properties from the shortcut
menu. The Format Picture pane displays on the right side
of the workspace.
2. Scroll down if necessary and click the Properties
category.
3. Select the Move and size with cells option. This option
associates the Microsoft
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object with the cells it overlays.
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Step by Step: Modify a Picture’s
Properties
(2 of 3)
4. CLOSE the Format Picture pane.
5. Grab the column border between column headings K and L
and drag to the right to widen column K. Notice that the
picture becomes wider as well.
6. On the Quick Access Toolbar, click the Undo icon to undo
the column width setting.
7. SAVE the workbook and CLOSE the file.
PAUSE. LEAVE Excel open to use in the next exercise.

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Step by Step: Modify a Picture’s
Properties
(3 of 3)
The picture properties are described as follows:
• Move and size with cells: If you change the width of columns or
the height of rows, the adjacent graphic changes as well. Moving
cells from one area to another area takes the graphic along for the
ride.
• Move but don’t size with cells: This option connects the
graphic with adjacent data. Changes to cell sizes don’t impact the
size of the graphic.
• Don’t move or size with cells: This option makes the graphics
entirely independent of the worksheet content and leaves them
behind if content is moved, and doesn’t cause any automatic
resizing if cells are resized.
• Print object: If you choose to print the worksheet or set a print
area that contains the graphic, the graphic is printed.
• Locked: This option pins the graphic to its current location. This
option doesn’t take effect unless you also have the worksheet
protected.
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• Lock text: This option pertains only to shapes that contain text or
Using SmartArt Graphics
• Explaining complex procedures and relationships using
Excel worksheet data can be challenging.
• A SmartArt graphic is a visual representation of
information and ideas, such as an organization chart,
a flow chart, or a process or Venn diagram.
• Using SmartArt, you can tell your worksheet’s story
visually, through a combination of shapes and simple
strings of text.

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Step by Step: Create a SmartArt
Graphic
(1 of 4)
GET READY. LAUNCH Excel if it’s not already open.
1. OPEN 13 SmartArt from the data files for this lesson.
2. At the bottom of the workbook, click the New sheet
icon to create a new sheet. Rename it Process and
move it to the end of the worksheet tabs.
3. Click the Insert tab, and then in the Illustrations
group, click the Insert a SmartArt Graphic button.
The Choose a SmartArt Graphic dialog box opens.
4. The list of SmartArt categories displays on the left
side of the dialog box. Click the Process category.

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Step by Step: Create a SmartArt
Graphic
(2 of 4)
5. Click the Alternating Flow diagram (see below).
This flowchart pairs a colored box with the name of a
step in the process with a bulleted list of the tasks
related to the process.
6. Notice that each
diagram displays
a preview and
description to
help you make
a choice. Click
OK to begin
building the
flowchart.
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Step by Step: Create a SmartArt
Graphic
(3 of 4)
7. On the left edge of the SmartArt graphic, click the
arrow control to open the Text pane if it isn’t
already displayed. In the Text pane, enter the names
of each step in the process (the top-most bullet) and
the tasks related to each step (the sub-bullets
under each
main bullet).
Enter the text
shown in the
figure. Excel
builds the
flowchart as
you type text.
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Step by Step: Create a SmartArt
Graphic
(4 of 4)
8. SAVE the workbook in the Excel Lesson 13 folder as
13 SmartArt Solution.
PAUSE. CLOSE the workbook and LEAVE Excel open to
use in the next exercise.
• Each SmartArt diagram starts with a default number of
objects.
• You can add more objects quickly by clicking the Add
Shape button in the Create Graphic group on the
Design tab (under SmartArt Tools).
• If your diagram also requires text beyond the label
that will appear in the shape you’re adding, an Add
Bullet button is available as well.

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Adding Alternative Text to
Pictures
• If your Excel workbook files contain pictures, shapes,
diagrams, or other objects, you can use the
Accessibility Checker to locate possible accessibility
issues in your files.
• Making adjustments suggested by the Accessibility
Checker will help to ensure that someone with a
disability can read and understand your content.
• You can add alternative text, also called alt text, to
your graphic objects to make them accessible.

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Step by Step: Add Alt Text to
Pictures and Other Graphics (1 of
2)
GET READY. LAUNCH Excel if it’s not already open.
1. OPEN 13 Accessibility from the data files for this lesson.
2. In the Fundraising Events worksheet, right-click the picture
in the top-left corner and select Size and Properties.
3. In the Format Picture pane that displays on the right side of
the worksheet, scroll down if necessary and then click Alt
Text. Excel displays two text boxes—Title and Description.
Use these options to specify what is read aloud to describe
the object.
4. In the Title text box, type Give Gain Grow. In the
Description text box, type Fundraising incentive
graphic.
5. Click the starburst graphic below the table data. The pane
changes to the Format Shape pane with the Alt Text options
already expanded.
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In the Title text box, type Goal
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Exceeded. Leave the Description text box blank.
2016
Step by Step: Add Alt Text to
Pictures and Other Graphics (2 of
2)
6. Click the arrow shape that appears in column F. In the
Format Shape pane, in the Title text box, type Up arrow.
In the Description text box, type Points to total
amount of funds raised. Compare
your worksheet with
the figure. Close the
Format Shape task
pane.
7. SAVE the workbook
as 13 Accessibility
Solution.
PAUSE. LEAVE the
workbook open to use
in the next exercise.

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Step by Step: Use the Accessibility
Checker
(1 of 3)
Before or after you add alternative text to a workbook,
you can run the Accessibility Checker to find out if you
have possible accessibility issues in your file that might
need to be addressed before you distribute the
workbook. The Accessibility Checker is located on the
Info tab in Excel’s Backstage view.
GET READY. USE the workbook from the previous
exercise.
1. Click the File tab and then click Info, if necessary.
2. Click the Check for Issues button and then click
Check Accessibility. The Accessibility Checker pane
opens on the right side of the worksheet.

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Step by Step: Use the Accessibility
Checker
(2 of 3)
3. In the Inspection Results box, under Missing alternative
text, click Straight Arrow Connector 6 and read the
additional information at the bottom of the pane. Notice
that the small arrow is selected in the worksheet (see
below).

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Step by Step: Use the Accessibility
Checker
(3 of 3)
4. Press Delete to delete the small arrow—it is not
needed. The related entry disappears from the
Accessibility Checker pane.
5. In the Inspection Results box, under Merged Cells,
click B9:H9 (Fundraising Events) and read the
additional information at the bottom of the pane.
6. With the merged cell B9 selected in the worksheet,
on the Home tab, click the Merge & Center button
to unmerge the text. The entry disappears from the
Accessibility Checker pane, and Excel states that no
additional accessibility issues were found.
7. SAVE the workbook.
PAUSE. CLOSE the workbook and CLOSE Excel.
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Skill Summary

Skills Exam Objective Objective

Number
Inserting Pictures Insert images 5.3.2
Adding Shapes, Lines, Text Insert text boxes and 5.3.1
Boxes, and WordArt shapes
Formatting Graphics Modify object properties 5.3.3
Adding Graphic Modify object properties 5.3.3
Enhancements Using Picture
Tools
Adding Alternative Text to Add alternative text to 5.3.4
Pictures objects for accessibility
1.5.7
Inspect a workbook for
accessibility issues

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