Despite its name, Microsoft Word has always done more than processing words. Most recently, Microsoft introduced a range offive business diagrams, which can be found in Word 2003 and Word 2007. We'll be using Word 2003, however earlier and later versions will be covered. Although Word's in-built charting tools are not as sophisticated as those in dedicated diagramming programs, they're easy to use and free. Charts are created at the position in a document where they're needed, without launching a separate program, and because Word's charts and diagrams are embedded documents, they never have to be explicitly named and saved, and can be updated easily.


STEP 1
TO CREATE A CHART that graphically displays figures, the Chart tool is needed.To invoke it,click the Insert menu in Microsoft Word, click Picture, then select Chart.This inserts a 3D-column chart based on sample data that is displayed in a spreadsheet-like grid.To remove the grid and leave the chart in place, simply click the X in the top right-hand corner of the grid.To redisplay the grid, first double-click the chart to select it (if it not already selected), then right-click on the chart and select Datasheet.

STEP 2
REMOVE UNWANTED ROWS AND columns by right-clicking tr relevant row or column in the data sheet and selecting Delete.To blank the entire sheet, right-click the top-left cell and select Delet Failing to follow these procedures will result in unexplained blank categories appearing in your charts. New data has been entered h and the chart has been resized by dragging one corner.lncreasin~ the chart size also increases font sizes, so to display the missing lal for Manchester it is necessary to right-click on London or Edinbur and select Format Axis, then reduce the font size until all the label visible.

STEP 3
EACH PART OF THE chart can be individually tailored by right-clicking on it and selecting the Format option.To change the chart to a different type,open the Chart menu and select ChartType, and then use the options in the Chart Type dialogue box to make your selections. If you select a 3D chart type, you may wish to interactively change the orientation of the chart using the 3D View option, which is also on the Chart menu.

STEP 4
ON THE CHART MENU, click Chart Options to display a dialogue box in which many aspects ofthe chart can be customised, including the display of titles, gridlines and labels (as seen here). Even though the datasheet disappears when the chart is deselected, it is possible to display the chart's source figures by clicking the Data Table tab in the Chart Options dialogue box and then s electing 'Show data table:This disturbs any formatting you may have already applied, so if you're 90ing to use this option it's best to do so before starting to format.

STEP 5
CHARTS THAT ILLUSTRATE CONCEPTS and relationships rather than numerical data are produced using the Diagram option on the Insert menus of Word XP and Word 2003, or the SmartArt option on the Insert menu of Word 2007.ln the Diagram Gallery are six chart types, five of which can be used interchangeably with the same data. These are the cycle, radial, pyramid, Venn and target diagrams. Before proceeding, create a new document, and then use the Diagram option to select Pyramid Diagram. Click OK.

STEP 6
TEXT IS ADDED BY clicking on the place-markers and overtyping. Extra pyramid sections are added using the Insert Shape button on the Diagram toolbar. Use these techniques to add two extra sections, and then type the text shown here to create a food pyramid for healthy eating. Various parts of the diagram can be formatted using the options on the formatting toolbar at the top of the screen, the buttons on the Diagram toolbar,and the options on the Drawing toolbar displayed at the bottom of the screen.

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STEP 7
SELECT THE BOTTOM LAYER ofthe pyramid and click the chevron next to the Fill Color icon (paint can) on the Drawing tool bar. Select Bright Green.Use similar techniques to colour the remaining sections, selecting Lime, Yellow, Light Orange and Red if following our example exactly.The text in the example has been changed to 12 point Arial bold. Next, hold down the Shift key while clicking on each of the five sections in turn,and then click the 3D Style icon on the Drawing toolbar and select a 3D style. We've used 3D Style 3.

STEP 8
IN THIS EXAMPLE, CHANGING the style to a Venn,cycle or radial diagram makes no sense, but a food pyramid does work quite well as a target diagram. Unfortunately, if using the'Change to'button on the Diagram tool bar to change into target mode the colours just defined will be lost it's better to choose the diagram type before applying any formatting.To add a title box to the chart, click the text box icon on the Drawing tool bar. Formatthe textto Arial Bold 18 points.

STEP 9
ANY VERSION OF WORD can produce organisation charts, butthe method of starting them has changed over time. For versions prior to Word Xp, use the Insert menu, click Object, then select MS Organization Chart 2.0. From Word XP onwards use Insert, Picture, Organization Chart (or select Organization chart from the Diagram Gallery. Click on the labels provided to add names and job titles. Add new labels by selecting the box of an existing worker and then choosing Subordinate,Coworker or Assistant from the Insert Shape button of the Organization Charttoolbar.

STEP 10
ON THE ORGANIZATION CHART tool bar, use the AutoFormat butt to select a ready-made style that adds class to your chart,and use the Layout button to switch between the standard tree-like structure and three styles of hanging layout.The text style in a box can be adjusted t selecting the box and assigning text characteristics using Word's standard formatting controls,or select individual words and lines to apply different formats within the same box.

STEP 11
IF YOU NEEDTO create a flowchart,or a chart that can't be generated automatically using the built-in tools already described, make use of Word's extensive drawing tools combined with AutoShapes.To duplicate the chart shown here, create a new blank document and make sure the Drawing tool bar is on display.lfit isn't, select it by choosing View, Toolbars, Drawing. We used Word 97 for this example. Later versions of Word offer even more facilities and a separate drawin~ canvas that makes charts easier to move or reslze.

STEP 12
ON THE DRAWING TOOLBAR click on the Text Box icon and then drag out a rectangle close to the top of the page. Click AutoShapes, click Block Arrows, then select Curved Right Arrow and drag out an arrow from the left edge of the text box. With the arrow still selected, press Ctrl and C to copy it and Ctrl and V to paste a copy. Click the Draw button on the tool bar and select Rotate or Flip, then Flip Horizontal. Position the flipped arrow on the right of the text box, and then drag the arrow downwards using one of the square handles on its bottom edge.

STEP 13
GRAB THE TOPMOST OF the three yellow diamonds on the right arrow, then drag it downwards until the width of the right arrow matches the width of the left arrow where they meet the text box. Hold down a Shift key and click on each of the three shapes drawn to select them all, then apply a colour using the paint pot on the tool bar. Add two more text boxes, one at the point of each arrow, then between these two text boxes add an Up-Down Arrow from the Block Arrows section of AutoShapes.

STEP 14
USE THE PAINT POT to fill the two new text boxes and the Up¬Down Arrow with colour (the Fill Effects dialogue box shows the options needed to create the graduated fill of the Up-Down arrow).Type suitable text into the text boxes and format it using the options on Word's standard formatting toolbar. Add the red/white text box shown on the left, and then select the arrow icon on the Drawing tool bar and drag an arrow from the red text box to the centre of the Up-Down Arrow.To finish, add and format a title at the top of the page.