ArcGIS Basics: (India and World Data)Revised 24 January 2011

Tufts UniversityAuthor: Barbara Parmenter and Irina Rasputnis

1 - Introduction....................................................................................................................................1

2 - Mapping the GIS Center data server...............................................................................................2

3 - Using ArcCatalog.............................................................................................................................2

4 - Opening ArcMap and adding data layers........................................................................................6

5 - Defining the general and symbology properties for a layer............................................................8

6 – Setting a Coordinate System for the Data Frame.........................................................................10

7 - Assigning proper layer names.......................................................................................................12

8 - Drawing a layer based on an attribute field..................................................................................13

9 - Selecting and Mapping the Largest Cities in India........................................................................15

10 - Using the Select by Attribute function........................................................................................20

11 – Selecting Towns by their location relative to Railroads.............................................................21

12 – Labeling a layer based on an attribute field...............................................................................23

13 - Using Large Scale Data – Kolkata (Calcutta)...............................................................................23

14 - Using Data from ArcGIS Online...................................................................................................24

15 – Measuring Distance and Area and Drawing a Map to Scale.......................................................24

16 - Creating a layout for printing or graphic export.........................................................................25

17 - Adding a data frame to show two or more maps on a layout.....................................................28

18 - Printing or exporting layouts......................................................................................................30

1 - Introduction

This tutorial shows you how to use the ArcMap module to create a simple map. ArcMap is one of the modules in ArcGIS Desktop. You use ArcMap to create maps, query data, perform analysis, and most of

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the other basic GIS operations. ArcMap is the module that you will use most frequently. The tutorial may take 3-4 hours to complete.

This tutorial is written to be done in the Mugar Computer lab or another Tufts campus computer lab. It is possible to do at home with the ArcGIS 9.3.1 student software on a PC, but in that case you should copy the data sets to a USB thumb drive or other external drive.

2 - Mapping the GIS Center data server

In this tutorial, you will be using data from the Tufts GIS Center data server. You must first map a network drive to this data server. To do this in Mugar Lab (Windows XP computers only):

1. Go to My Computer. (In Mugar Lab, go to Start – Drives and Network Shares to access My Computer.) From the menu bar, select Tools → Map Network Drive.

2. In the drop down menu labeled Drive: choose the drive letter M3. In the Folder: drop down menu manually enter \\quarry\gis\datasets\4. Leave the box checked Reconnect at logon. 5. Click Finish.

Note: if you are in the Tufts GIS Center Lab in Tisch Library, the M: drive is already mapped and you can go to the next step.

Explore your new M: drive folder – you’ll see that it contains data sets for a number of different locations. We are going to be using data from India in this tutorial (in the Country\India folder path) as well as global data (in the World\ESRIDataMaps93\Vector folder path).

3 - Using ArcCatalog

ArcCatalog is a module of ArcGIS Desktop that allows you to manage GIS and related data sets. Using ArcCatalog, you can view available GIS data sets in a catalog tree similar to Windows Explorer, see what the data looks like (Preview tab), and read any available documentation that comes with the data (Metadata tab). You can also use ArcCatalog for copying, renaming, moving, and deleting GIS data sets. Because all GIS data layers actually consist of several files, using ArcCatalog is a better, easier, and more certain way to manage GIS data than the normal Windows file management tools.

Starting ArcCatalogStart ArcCatalog by going to Start – Programs – Applications – GIS Applications – ArcCatalog (note: In the GIS Center Lab in Tisch, go to Start – All Programs – GIS Applications – ArcGIS 9.3 – ArcCatalog. On home computers with the ArcView student license installed, the ArcGIS program may be under Programs – ArcGIS 9.3).

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What you see in the catalog treeThe catalog tree on the left of the ArcCatalog window looks similar to a standard Windows file manager view, but the ArcCatalog tree only shows data that can be read by ArcGIS. In Mugar Lab, you have to connect ArcCatalog to your M: drive data folder (in the GIS lab, the M: drive is already connected). To do this:

1. Click on the Connect to Folder icon

2. Choose the folder - datasets \\quarry\gis (M:) and click OK

Exploring the available data

1. On the left side of the ArcCatalog window, navigate to the M: drive if it is not already visible, and continue to: M:\World\ESRIDataMaps93\Vector

2. Click the cursor on the cities.sdc file. This is a data set showing world cities.

Reading metadata

Metadata is information about data. Click on the metadata tab for the cities.sdc file. When the metadata appears, you should see three more tabs - Description, Spatial, and Attributes. The first tab, Description, has general information - click on any of the bold text to see more information (e.g., scroll down and click on Status of the Data and Time Period for which Data is Relevant).

While still in the metadata area, click on the Spatial tab - this gives you information about the coordinate system and the area of the earth covered by this data set.

Click on the attributes tab to see the list of attributes. Again, you can click on any of the bold text to see more information - if it exists! Many agencies and data creators do not document their data well or at all. The data developer should document each data set, but sometimes he/she does not do this, or it may not be documented in detail. Metadata is critical to data users - without it, you may not know what a particular data layer represents, when it was created, if it is complete, what the attributes mean, or what format it is in.

Look at some of the other data sets in the World data folder – you will notice that many of them are not documented. Instead, you will see gray text saying something like (under Abstract) “Required: A brief narrative summary of the data set” – this is telling you what is required in that section by the Federal government’s metadata standards, but it has not been filled in by the author of the data set

Navigate to M:\Country\India\IndiaBaseMap. The India_Base_Map data sets are accompanied by metadata documents in PDF format that can

be found in the India_Base_Map\Description folder. This metadata is in a format that ArcCatalog does not read, but you can open it as you would any PDF document. Navigate to these PDF files using the normal file manager software (i.e., My Computer, not ArcCatalog) and look at them.

Note that several of the data sets (State, Town, District, and Sub-District) have metadata documents that describe census information.

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To sum up, metadata is extremely important. The US Federal government has a metadata standard, as does the ISO (http://www.fgdc.gov/metadata). But as you see, US state and local governments and foreign governments may or may not document their GIS data to the same standards.

Previewing geography

Back in ArcCatalog, navigate to the M:\Country\India\IndiaBaseMap folder, and click on the State.shp file.

Next click on the Preview tab above the right screen pane. You’ll see a map of the states of India.

Click on the Information tool ( ) and then click on one of the states. You will see the information stored in the attribute table about that polygon. (Remember, the states.pdf file in the Description folder contained information about what these attribute table codes mean.)

Close the attribute table.

Use the zoom and pan tools ( ) to zoom in and out and pan around in the preview map. With the zoom in tool (magnifying glass with a plus sign), you use the mouse to draw a box around the area you want to zoom in to (click on one corner, keep the mouse button held down, and drag it to the opposite corner of the box before releasing). With the zoom-out tool, you also create a box - the current view will then be "zoomed out" to fit inside the box you created. With the pan tool, you hold down the mouse button while you pan any direction to move the map.

To get back to the first (default) view, you can click on the world icon ( ) - this takes you to the full extent of that particular data layer.

A file ending in .shp is called shape file. This is a very common GIS data format, created by ESRI, the makers of ArcGIS. A shape file actually consists of several files (you will see this if you look at the same folder in a Windows file manager program - for state.shp, you would see state.shx, state.dbf, and state.prj), all of which are necessary for this GIS data set to be readable in a GIS software program). That's one reason why ArcCatalog is a better program than Windows File Manager for managing GIS data. If you copy state.shp in ArcCatalog to another folder, the ArcCatalog program knows to copy all the associated data files with it.

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ArcCatalog View of the State shape file Windows File Manager View of the State shape file

Previewing attribute tables

You can preview the attribute table (table of associated tabular information for a GIS data layer) by going down the Preview form and choosing Table. This shows all the records in the GIS layer. Scroll down and across to see the entire table.

Getting to know your dataNow use what you have learned to look at other data sets M: drive, including data for the Kolkata (Calcutta) - M:\City\Kolkata.

ArcCatalog is simply a data management and documentation program within ArcGIS. You’ll use it for copying, pasting, and deleting data sets and for reading metadata.

The bulk of your work in GIS will take place within the ArcMap module, with which you display, map, and analyze GIS data. The rest of this tutorial focuses on the use of ArcMap.

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4 - Opening ArcMap and adding data layers

1. To start ArcMap, choose Start – Programs – Applications – GIS Applications – ArcMap (note: in the GIS Center Lab in Tisch, choose Start – All Programs – GIS Applications – ArcGIS 9.3 – ArcMap. On home computers, look under All Programs – ArcGIS 9.3.1 – ArcMap).

2. When the first dialog box comes up, make sure that you have selected to start with a new empty map and press OK.

3. If the Add Data dialog box comes up, press Cancel for now.

4. Choose View – Toolbars, and make sure that Main Menu, Standard, and Tools are visible. Uncheck all the other toolbars for now.

5. On the left side of the screen, you should see your Table of Contents area - right now it should only say "Layers". If you do not see this separate area, choose Window - Table of Contents.

This is the Standard Toolbar:

6. Click on the "plus" sign ( ) to add data (alternatively, choose File — Add Data).

7. You’ll need to add the M: drive data folder in ArcMap just as you did in ArcCatalog (in the GIS lab, the M: drive is already connected). Click on the Connect to Folder icon

8. Choose the folder - datasets \\quarry\gis (M:) and click OK9. In the Add Data dialog box, navigate to M:\World\ESRIDataMaps93\Vector.

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10. Add data layers that are highlighted below (you can hold down the CTRL key and click on each layer in turn to select multiple layers, then press Add):

11. All the data layers added will appear in your map. Click somewhere in the white area of the table of contents to un-highlight all the layers:

12. Uncheck lakes and drainage in the Table of Contents13. Now you should have just the rivers, cities, and countries (cntry08) drawn on the map

(checkmark them if need be).

14. Zoom into a part of Africa using the Zoom In ( ) tool. When using the zoom tool, you can click and drag a box around the area you would like to zoom in to. Use the Zoom In, Zoom Out, and

Pan ( ) tools to move around the map, and the Zoom to Full Extent ( ) to go back to the full view. (In ArcGIS, you can place the cursor over each tool in the menu without clicking to see a description of what it does):

15. Try clicking on the Identify icon ( ) and then click on countries, rivers, or lakes. The Identify tool brings up information from the attribute table for each feature you click on.

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16. Can you find Gulu, Uganda? (Hint: Choose Edit – Find, click on the features tab, and type in Gulu, then click Find. Right-click on one of the results, and choose Pan to Feature or Flash Feature.)

17. Right-click on the rivers layer in the Table of Contents (be sure you right-click on the actual name and not the symbol) and then click on Label Features as you see here – this will label the rivers.

18. Turn on the lakes layer. If you don’t see the lakes, they may be under another layer. You can make them draw on top by left-clicking on the lakes layer, holding down the left mouse button, and dragging it up above other layers. This is how you move layers around on a map. *Note: if you still cannot see the lakes because they are the same color, leave it; you will learn how to change layer colors in the next section and should change the lake color then. Turn the lakes layer off again for now.

19. When you are done looking around, click on the

full extent icon ( ) in the Tools menu.20. Now choose File – Save. In the Mugar Lab, save to

your P: drive - if you have not already, create a folder called ArcGIS Basics to hold your file. (In the GIS Center Lab in Tisch, save to your H: drive.)

Name the map file basemap1.mxd. This action creates a map file (.mxd). A map file is a very small file that contains pointers to your data sets and remembers what you had up in your session. If you quit ArcMap at this point, the next time you start it, you can choose to start with this existing map file and it will automatically pop up all the data layers you added in your first session, with the layers turned on when you last saved the map file, and with the view of the data just as you left it. Thus, map files are easy ways to save work. But beware – map files do not actually contain data layers, they only have pointers to the data layers. If you copied your basemap1.mxd file and tried to open it on a home computer without the appropriate GIS data layers, the ArcMap session would start but nothing would appear. ArcMap would list the layers in the table of contents but be unable to display them because the program would not be able to find the data that the layers are pointing to, which are on the M: drive.

21. Save your map file frequently and always save at the end of a session.

In the next section, you will learn how to color the data layers to start making a more interesting and readable map.

5 - Defining the general and symbology properties for a layer

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1. Now add all of the layers from the IndiaBaseMap folder which is in M:\Country\India\IndiaBaseMap folder - you’ll have to back up the navigation path to get to there.

2. Again, the map will be messy. Zoom into India so that it fills the map.3. You can group the India data layers all together. If they are no longer all highlighted, hold the

CTRL key and click on each one in turn to highlight them. (Remember to click on the layer name, not the symbol.) Assuming they are highlighted now, right-click on one of them and choose Group as shown below:

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4. Rename the “New Group Layer” to India as shown below:

5. Perform the same grouping on the World data so that it is in its own group as shown here, then turn off the World data:

6 – Setting a Coordinate System for the Data Frame

The rest of this tutorial focuses on India, so we are going to set a coordinate system that better maps India. This will also ensure that any spatial queries you do will perform correctly.

1. Click on the View menu and choose Data Frame Properties

2. Click on the Coordinate System tab

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3. Under Select a Coordinate System, click on Predefined then on Projected Coordinate Systems

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4. Scroll down and click on UTM then on WGS 1984, and finally on WGS 1984 UTM Zone 44N as shown below:

5. Click OK.

Zoom out to the world (with the World data showing) at this point, you will see that this severely distorts the rest of the world. But it’s a great way to show India!

Zoom back to India when you’re ready.

In the next section of the tutorial, you will learn how to organize your data layers’ properties to start bringing some coherence to the map. To clean up the map, uncheck all the layers except for the railway, district, and state layers.

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7 - Assigning proper layer names

First, you need to give the data layers better names than what they have (e.g. SUB_DISTRICT should say “SUB-DISTRICT”)

1. Right-click on the SUB_DISTRICT layer and choose Properties (alternatively, you can double-click on the data layer name)

2. When you see the Properties dialog box, click on the General tab and for layer name, type in Sub-district instead of SUB_DISTRICT. Press OK when finished.Note: this does not change the name of the original data set – it only changes the name as it appears in this session of ArcMap and as it will appear on your final map.

Coloring the data layersThe map would be a lot better if the district layer were not blocking the state layer, etc. We want the State boundaries to show up on top of the District boundaries.1. Right-click on the STATE layer to bring it up the Properties box again.2. Click on the Symbology tab.3. To change the color of the layer, click on the colored box under Symbol – this should bring up

the Symbol Selector box:

4. Click on the small colored box next to Fill Color to see the colors to choose from. Choose No Color for states:

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5. Make the outline width 2.00.6. Press OK when you are finished, and OK again to return to your map.7. Drag the STATE layer to the top of the India group in the Table of Contents. Now that it is

hollow you can see the layers below.8. Color the District layer beige and give it a 1.0 gray outline width as show below:

9. Using what you have learned, give appropriate colors to your other layers.10. When finished, choose File – Save again. Now your basemap1.mxd file will remember all the

colors and names you assigned. It’s starting to look better…

8 - Drawing a layer based on an attribute field

Each of the layers has an attribute table associated with it. We can color the map based on information in the attribute table.

1. If it’s not already on, turn on the STATE layer.2. Right-click on the STATE layer and choose Open Attribute Table:

Before we proceed, you need to know what the items in the attribute tables for the STATE, DISTRICT, and TOWN attribute tables mean. In the India_Base_Map folder, there is a subfolder called DESCRIPTION. Open up this folder using your Windows File Manager (use My Computer – then go to M:\Country\India\IndiaBaseMap\Description) and take a look at the STATE.PDF to see what the abbreviations in the attribute table columns mean.

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Let’s say we wanted to visualize the population of cultivators. We see that the column (field) name for this data item is TOT_CULT. And that the number of Total Workers is in the field, TOT_W. Close or minimize the attribute table for now.

1. Turn on the STATE layer if it’s not already on.2. Right-click on STATE to bring up the Properties.3. Click on the Symbology tab and fill it out as you see below:

4. Press OK when finished.

The resulting map is interesting. We certainly see the states with larger numbers of cultivators.

What states have the largest numbers? (Hint: use the Identify tool - )

But now we want to map the states by showing the percentage of cultivators out of the total number of workers. To do this, we need to normalize the data by the Total Workers item.

5. Go back to the STATE Layer Properties and to the Symbology tab, and in the box for Normalization, choose the field, TOT_W – when you use this Normalize function, it simply

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divides the top value by the normalization value, so in this case Total Cultivators/Total Workers:

6. Press OK.

The resulting map shows the number of cultivators in each state as a fraction of the total workers (e.g., 0.541022 means 54% of workers are cultivators).

Try making the same map (fraction of workers who are cultivators) by DISTRICT instead of STATE. Compare the two maps.

How would you create a population density map (total population divided by area)? Note: we believe the Tot_Area column is the square miles of the district.

Try creating other maps based on the attribute table values by State, District, or Sub-District – the field (column) names in the attribute table are the same for all of these. Save your map file when finished.

9 - Selecting and Mapping the Largest Cities in India

In this section, we’ll use the TOWN layer which includes all of India’s towns to select out and map only the towns having more than 1 million people.

1. Turn on (checkmark) the TOWN layer.2. Right-click on the TOWN layer and choose Open Attribute Table.

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3. Scroll to the right in the table until you see the TOT_POP column:

4. Right-click on the Tot_POP column heading and choose Sort Descending.

5. Now you’re going to select all the towns in India with 1 million or greater total population:

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6. You should have 31 towns selected, as it says at the bottom of the table after highlighting the rows:

7. Close the table.8. You should see the “over 1 million” towns highlighted on your map:

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9. To create a layer with just these large towns, right-click on Town and the choose Selection – Create Layer from Selected Features (as shown below):

10. You’ll see the new layer at the top of the Table of Contents, called TOWN selection. Rename it Large Cities (double-click on TOWN selection to get its layer properties, then click on the General tab, and rename it there.

11. Drag the Large Cities layer into the India group of data layers so that they are at the top of that group.

12. Click on the Clear Selection icon to turn off your original selected towns:

13. To draw the large cities with symbols graduated by population size, right-click on the Large Cities layer to get the layer properties, and then click on the Symbology tab.

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14. Fill out the symbology properties as you see below – you want a map showing Quantities using Graduated Symbols, using the TOT_POP field as your value:

15. Press OK to see the results on the map. What do you see? Do you see any problems in the map? 16. Turn the full TOWN layer back on. Using the full set of towns, not selecting for size, create a

graduated symbol map of total population. You’ll see it’s quite messy when looking at India as a whole, but provides better visual information when you zoom into one state.

Note: if you want to change the colors of the symbols, in the Symbology properties box, above the symbol window, click on Symbol and choose Properties for All Symbols as show below:

You can change the starting/ending size in the boxes immediately above the symbol window.Save your map file.

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10 - Using the Select by Attribute function

In the last section, we sorted the table by town total population to select out our largest towns. But there is another way to query data in ArcGIS – we can use a selection query.

1. Turn your Large Cities layer off2. Turn on the TOWN layer again3. Click on Selection in the Tools menu and then choose Select by Attributes

4. Follow the steps in the graphic below:

5. You should see that the results are exactly the same as when you selected the cities of over 1 million people in the table. It’s just another way to do this.

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6. To clear this select, click on the Clear Selection icon

You can use the Select by Attribute function to select features based on any attribute value.

11 – Selecting Towns by their location relative to Railroads

Let’s say we wanted to see which towns in India have good access to railroads and which do not, and to estimate the population in each group. You can use the Select by Location function to select features based on their spatial relationship to other features.

1. Turn on the TOWN layer and the RAILWAY layer2. Click on Select – Select by Location in the menu3. Fill out the dialog box as you see below and press OK when finished:

4. You’ll see that most towns are within 5 miles of a railroad. How many people live within these selected towns? Let’s find out

5. Right-click on the Towns layer and choose Open Attribute Table

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6. Scroll to the Tot_Pop column and right click on its column name and choose Statistics as shown below:

7. You’ll see descriptive statistics for the selected features, including a “sum” value of something like 246 million people. That’s our answer! But how many people don’t live in a town within 5 miles of a railroad?

8. Close the Statistics box9. Click on the Options button at the bottom of the table.10. Choose Switch Selection

11. All the towns that were not selected before are now selected – these are more than 5 miles from a railroad. Right-click on the Tot_Pop column name to get the statistics for this group – you should see the figure is around 40 million people.

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You see that the Statistics function gives you descriptive statistics for the selected features. If no features are selected, it gives you descriptive statistics for the entire set of features. If you clear the selection of TOWN (the Options button also has a “clear selection” choice), you can click on Tot_pop and see the statistics for the total population living in Indian towns.

12 – Labeling a layer based on an attribute field

You can label features based on attribute values. Let’s label the States.1. Right-click on the STATES layer and choose Label Features.

Note that the names for some states are repeated – that’s because the state may have islands or other non-contiguous sections that are represented twice in the database, and so get double names.

2. To get rid of the double names, right-click on the STATES layer to access its Properties and click on the Labels tab.

3. Click on Placement Properties and then on Remove duplicate labels as shown below:

4. Note that in the Label Properties, you can also change the font, color, size, etc., or choose a pre-formatted pattern by clicking on Symbol.

5. Save your map file.

13 - Using Large Scale Data – Kolkata (Calcutta)

We also have more detailed (large-scale) data available for Calcutta (Kolkata) under M:\City\Kolkata. Add all the data in the Kolkata folder to your ArcMap session. Group the data into a Calcutta group. Zoom in on the city to get a good view of the new layers.

Make sure that your parks are green and your water blue. Try making some maps of census data by ward.

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14 - Using Data from ArcGIS Online

Increasingly, ESRI other agencies are setting up online GIS data servers that you can access from ArcGIS. We’re going to use one of these services now.

Click on File – Add Data from ArcGIS Online.

A web site will open for the ArcGIS Resource Center – s, click on the Imagery graphic.

Click OK on the dialog box that appears – the default option is what you want (ArcGIS File Handler). Digital imagery (for the entire world) will eventually appear – be patient!

Try adding the World Shaded Relief layer from ArcGIS online. This is set up to provide a nice shaded relief background for mapping. This will be more interesting if you are mapping the mountainous part of India – try zooming to that region (north).

To remove a data set you don’t want, right click on the data layer main name (e.g., World Imagery) and choose Remove.

Note that there are many other data sets available on ArcGIS Online.

15 – Measuring Distance and Area and Drawing a Map to Scale

Using the Measuring Tool

Click on the Measure tool ( ) in the Tools toolbar. Click somewhere on the map to start a measuring line. Drag the line somewhere else and click again. You will see two measurements reported in the Measurement window. The first, Segment, gives the distance of the line you just drew. The second, Length, gives the total distance. Click on a third point in the map. You will see the new segment distance plus the total distance of both segments. Double-click on the map to stop measuring (or choose a different tool). Depending on the settings of your map, the distance units might be in decimal degrees, which isn’t very helpful.

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If you want to measure in a different unit, click on the little black triangle as show below and select a new distance unit:

Drawing a map to scale As long as the data frame has a known coordinate system, you can draw a map to scale by setting the scale in the scale area of the Standard toolbar:

Click on the 1:10,000 scale and view your results. This is very “large scale” (lots of detail, small area displayed) so it would work well for a map of downtown Calcutta but not for a map of a state or the entire country. Try other scales. You can also type in a scale yourself (you only have to type the denominator, e.g, 24000, no commas). These are unitless scales. 1:24,000 means that one unit on the map (or your computer screen) equals 24,000 of those same units in the real world. For example, one inch on the map equals 24,000 inches in the real world, or 2000 feet. The scales provided are standard paper map scales in the United States. 1:24,000 is the map scale of the USGS topographic quadrangle maps (sometimes known as 7.5 minute maps because they cover 7.5 minutes of latitude and longitude). If you typed in 12000 in the scale box, you would be drawing a scale of 1:12,000 (1 unit onscreen = 12,000 units in the real world) which is the same as 1 inch = 1000 feet.

16 - Creating a layout for printing or graphic export

You create a layout when you want to actually create a map for printing or inclusion in another document. It is a view of your data, much like viewing the page layout when you are working in a word

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processing software. You should use the layout view when you are ready to create a map – do all the preliminary work and analysis in the data frame view (where you have been up to now in this tutorial).

When you create a map, you should include the map itself (which is the same as your data frame), a title, a legend, a scale, and a north arrow. You should also provide the name of the cartographer (you), a date, and acknowledgements about data sources.

It is important in a map not to include too much information. You would not want a map that includes all the data layers you have in your ArcMap session from this tutorial.

You may also include other elements on your map – for example, more explanatory text, charts, tables, photos, or other images.

For detailed information about layouts, see Help – ArcGIS Desktop Help – Contents tab – ArcMap - Laying Out and Printing Maps.

If you don't already have it open, start ArcMap and bring up your map file from the earlier part of this tutorial.

Setting up a layout Before you start a layout, it is important to have thought through what you want to do and how you want your map to look. What do you want to show? How large do you want your final map to be? Portrait or landscape? Do you need space for additional text or graphics? This tutorial example will assume a paper size (8x11 inch) map but you can choose any size.

In ArcMap, choose View - Layout View from the main menu.

The view changes to show your data frame on a page layout and a new toolbar appears - the Layout toolbar.

The first thing you should do is to set up your Page properties. Choose File – Page and Print Setup.

In the Page Setup dialog box, make sure that the page size is set to Letter. Also check either Portrait or Landscape (which would be better for the map you want to create?) Press OK to return to the map.

Moving around in the page and the data frameIt is very important to understand the difference between the Layout toolbar and the regular (data frame) Tools toolbar. They share similar tools (zoom in and out, pan) but the layout tools work on the layout as if you were zooming in and out of the paper itself, while the same tools on the Tools toolbar work on the data inside the data frame (e.g., zoom into downtown). You will get confused occasionally, but once you get the hang of the two toolbars, you will be off and running. For now experiment with both to see what happens.

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Layout Tools

Data FrameTools

<=Use these to navigate around the page layout.

The 1:1 tool is particularly useful to see what the map features and text looks like at actual print size.

The Zoom to Whole Page tool ( ) will take you back to the entire page view.

<=Use these to navigate within the data frame on your map

. Inserting title, scale, north arrow, and legendThese are all usually required elements on a map. You access them by going to the Insert item on the main menu bar.

You can read more about how to use the elements by going to Help - ArcGIS Desktop Help - Contents tab - ArcMap - Laying Out and Printing Maps. But a few tips:

Selecting elements

Remember, you always have to select an element before you can move, resize, or change

its properties. Use the select pointer icon on either the Draw or Tools toolbars.

You can select more than one element by holding down the CTRL key as you click on each element.

Text font properties and graphics

You can change font properties on selected elements by using the Draw toolbar (usually at the bottom of the screen).

If you don't see the Draw toolbar, bring it up by choosing View-Toolbars and clicking on Draw.

You can also add graphics to the map using this toolbar.Finding elements after insertion

When you insert a title or other element, it is often very small and hard to see if it inserts into the data frame area.

If you don't see your title at first, just type your title anyway, press Enter. It will automatically be selected, so that if you make its font bigger using the Draw tools, you can see it better and then move it.

Insert Scale Bar

The scale bar you select will be in the Display units of your data frame (e.g., feet). If you want a different unit, click on Properties in the Scale Bar Selector dialog box, and select a

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different Division Unit.Insert Legend

There are lots of ways to improve your legend - we will work on a Legend Tips section of its own. For now, just experiment with changing the number of columns so that the legend box fits well on your map

You may not have to have all the layers on your map feature on your legend - often water is self-evident is colored blue, and sometimes roads are as well (but not if you have different line color or width for different types).

Note that in the Legend Wizard you can control what items go into the legend, and the order in which they are listed.

You can modify a legend by double-clicking on it to bring up the legend properties.Modifying an element after insertion

You can usually modify an element after you have inserted it by selecting it and then double-clicking on it. The relevant dialog box will appear for that element (e.g., title, legend, scale bar).

Delete and trying again!

If modifying an existing element doesn't work, remember that you can always select an item and delete it if you don't like it. Select it using the select pointer, and press delete. I do this repeatedly for legends - just delete and insert the item again.

Inserting text

To put in your name as the cartographer, and any other information, use the Insert -Text function.

Remember also to put a date

Add more text for any more descriptions or explanation.Insert Picture

Note that you can also insert images into the data frame.

17 - Adding a data frame to show two or more maps on a layout

You can add a second (or more) data frames to your ArcMap session. Only one data frame will appear at a time in the data frame view (right-click on the data frame name and choose Activate to see the data frame you want). But in the layout, all the data frames will appear. This can be handy for showing two maps on one poster, or for putting in a small "locator" map.

Before you begin this section, use what you learned above to create a map zoomed in either to Calcutta or to a state showing a variable from the census by Ward (if you are focusing on Calcutta) or by District or Sub-District if you are focusing on a State.

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Adding a second data frameMultiple data frames can get a little tricky, and will take some practice. Play with them some, and remember to save map files frequently in case you mess up and want to return to a previous view.

1. To add a second data frame, I recommend that you go back to the Data view (choose View - Data View).

2. Choose Insert - Data Frame.

3. Your map disappears because a new empty data frame has taken its place. The new data frame can be found by scrolling to the bottom of the table of contents.

4. You can add data to this data frame just as you did to the first one, or you can copy layers from the first frame to the second. Right click on the State Layer in your original data frame and choose Copy.

5. Right click on the new data frame name and choose Paste Layer.

6. Alternatively, you can simply click on State and drag to the new data frame.

7. Make the STATE boundaries hollow and set the outline width to 1.0 (remember you do this by right-clicking on the State layer and going to the Symbology properties (be sure to change the state layer’s symbology from quantities to features). If the state name labels are turned on in this new data frame, turn them off (right-click on the State layer and uncheck Label Features)

8. Now go to Layout View (View - Layout View) and you will see both data frames in the layout.

9. You can select one data frame for moving or resizing by using the Select pointer icon ( ). Play around with moving and resizing data frames. To switch data frames, you must select it with the pointer icon. This is what can get confusing, but when you finally get the hang of it, it can be a very powerful tool.

10. Try making a small locator map using a second data frame that has only the Indian states in it. Make that data frame a small box in one of the lower corners, and the other data frame a larger box covering most of the page.

As you play, make sure you save your map file, preferably under a new name so that if you mess up you can reload an earlier version.

Setting up a locator boundary boxIf you have two data frames, including one that is a locator map for the larger map, you can set up a boundary. To do this:

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1. Go to the Data Frame Properties for the new data frame (the one that will be the locator map – right-click on the Frame name to get its properties).

2. Click on the Extent Rectangles tab.

3. Under the Other Data Frame column, highlight the data frame for which you want a bounding box and then click on the right-pointing arrow to put it in the right-hand column under Show extent rectangle for these data frames:

4. Click OK.

Work as necessary on your layout to make it show what you want it to show – some census variable for Calcutta or for a State by District or Sub-district, with the location shown on the locator map.

18 - Printing or exporting layouts

You can print directly from ArcMap or you can export to a digital graphic format like .pdf. Printing works just like any other Windows program. The ability to export to a digital format is very useful. If exporting to an image, remember to set your page size to the appropriate dimensions – this may mean custom dimensions, e.g., a small image to fit on a computer screen, a PowerPoint presentation, a web site, or Word document. When creating a layout for digital export, you should think ahead about what size you want your final image and lay out the map accordingly.

When you have your layout the way you want it, choose File – Export. In the Export dialog box that appears, navigate to your personal folder and give the image a

name. For Save as Type:, choose a format – we recommend .pdf format because they come out well

(often better than jpg's), they print easily, and are readable across a variety of platforms. The only problem with .pdf formats is that they do not recognize all text fonts, so stay simple with your font types – e.g., Arial or Times New Roman.

Before you export, press the Options button to adjust resolution. Digital images meant to be seen on a computer screen do not need high resolution. 96 or 150 should be fine depending on image size, 300 should be the maximum.

For .jpg formats, set the Quality scroll bar to somewhere in the middle. The higher the quality the larger the file size and the longer it will take to load on a viewer's screen or to print/plot.

Press Export when you are ready to go. The process will take a few moments.

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Check your results. If not pleased, experiment with different resolutions and compare file sizes.

That's the basics. Now practice what you have learned by creating maps of Calcutta, India, or the world.

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