When you install Office, you have the option of installing one or more of a group of Office Tools programs. These programs are designed to generate various types of information that you can embed in your Office documents. The Office Tools programs can't be run independently, nor can they create their own documents. You can run them only from an application, and the data they generate can be stored only as embedded objects. To run an Office Tools program, perform the following general steps:
Table 35-1. The Office Tools Programs
|Office Tools Program||Object Description Displayed in the Object Dialog Box||Purpose of Program|
|Clip Gallery||Microsoft Clip Gallery||Locates and inserts picture, sound, or motion (video) clips into your documents|
|Equation Editor||Microsoft Equation 3.0||Enters mathematical expressions into your documents|
|Microsoft Graph||Microsoft Graph 2000 Chart||Creates charts for displaying data|
|Organization Chart||MS Organization Chart 2.0||Creates organization charts and other types of hierarchical charts|
Try Another Way to Run Office Tools Programs
Some of the Office applications let you quickly run one or more of the Office Tools programs by choosing a command from the Picture submenu of the Insert menu. For example, in Excel you can run the Clip Gallery by choosing Clip Art from this submenu, or you can run the Organization Chart program by choosing Organization Chart. Likewise, in Word you can run the Clip Gallery by choosing Clip Art, or you can run Microsoft Graph by choosing Chart.
To edit an object embedded by an Office Tools program, use any of the methods discussed previously in the chapter under "Embedding Data" Note that when you "edit" a Clip Gallery object, you replace the current clip with another one, rather than actually editing the graphic, sound, or video data.
The following sections introduce you to each of the Office Tools programs. Keep in mind that each program provides extensive online Help from which you can learn the details of using the program's commands.
The Clip Gallery program can help you to find and organize picture, sound, and motion clips, and to insert them into your Office documents. When you select the Microsoft Clip Gallery item in the Object dialog box and click OK, the Clip Gallery program is displayed in a separate window. Here are the basic steps for using the program:
Figure 35-13. The Pictures tab of the Clip Gallery window, displaying the categories of clips.
Figure 35-14. Selecting a clip in the Nature category.
The Clip Gallery program comes with a variety of picture, sound, and motion clips. You can add additional clips to the program by importing them from picture, sound, or motion files, or by downloading them from Microsoft's Clip Gallery page on the Web.
The Equation Editor lets you add mathematical expressions to your documents. When you select the Microsoft Equation 3.0 item in the Object dialog box and click OK, a working area is inserted into the receiving document, and the Equation Editor toolbar and menus are displayed within the receiving program's window. See Figure 35-15.
To create a mathematical expression, do the following:
Figure 35-15. Embedding an Equation Editor object in a Word document.
to add a plus or minus symbol (±) to the example equation:
to add a square-root expression to the example equation:
Then enter the desired numbers and variables into the area marked by dotted lines within the template. For example, you could type the following into the radical expression in the example equation:
You can insert templates within other templates to create nested operator expressions, such as a fraction within a square-root operator.
The Equation Editor won't let you enter space characters when you're typing an expression because it automatically sets the spacing between the numbers and symbols that you enter (for consistency). You can adjust the spacing or alignment of symbols, however, by selecting symbols from the Spaces And Ellipses palette, as shown below, or by choosing commands from the Format menu.
You can also modify the font, font size, or format (that is, normal, bold, or italic) of characters or symbols by choosing commands from the Style and Size menus.
Using the Graph program, you can insert charts into your Office documents. Graph supports a wide variety of chart types and provides a handy alternative to using Excel charts. The easiest way to create a chart using the Graph program is to use a Word table, as follows:
Figure 35-16. Selecting a Word table containing the data that you want to graph.
Graph will immediately embed a chart into the document that depicts the data contained in the Word table. Graph will also display a datasheet containing the chart data. See Figure 35-17.
ON THE WEB
The GraphTab.doc example file is on the Running Office 2000 Reader's Corner page.
Figure 35-17. Embedding a Chart object in a Word document. This chart is based on the Word table shown in Figure 35-16.
If you later want to modify the chart, simply double-click the embedded chart object. The Graph commands will return, and you can change the features of the chart. If the datasheet isn't visible (and you need to change the numbers shown on the chart), you can display it by choosing Datasheet from the View menu or by clicking the View Datasheet button on the Graph toolbar. If you want to display the chart within another Office document (for example, in a PowerPoint presentation), select the Chart object, cut or copy it, and then paste it into the other document.
Note that if you embed a new Graph object within a program other than Word (by choosing the Object command from the program's Insert menu), or if you embed a new Graph object in a Word document without first selecting a table containing valid chart data, Graph will create an example chart displaying example data. You'll then need to enter the actual data, as well as the row and column headings, into the Graph datasheet.
For information on Word tables, see "Using Tables." For details on creating charts in Excel, see Chapter 21, "Creating Worksheet Charts."
You can use the Microsoft Organization Chart program to add organization charts and other types of hierarchical charts to your Office documents. When you select the MS Organization Chart 2.0 object type in the Object dialog box and click OK, the Organization Chart program opens a separate window, which displays a template for a new chart, as shown in Figure 35-18.
Figure 35-18. The Organization Chart program window when you first start the program.
The following are the basic procedures for creating an organization chart:
You can then change the chart type using the Styles menu, the formatting and alignment of text using the Text menu, the appearance of boxes using the Boxes menu, the appearance of lines using the Lines menu, or the chart background color using the Chart menu.
When you have finished creating the chart, choose Exit And Return To Document (where Document is the name of your Office document) from the File menu, and answer Yes when asked if you want to update the object in the document. The organization chart will be inserted into your Office document.