MICROSOFT VISIO 2010 COURSE MANUAL

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Microsoft Visio 2010

Contents

Contents The Visio Screen................................................................................................................................................. 2 The File Tab ........................................................................................................................................................ 2 The Ribbon ......................................................................................................................................................... 3 Drawing Basic Shapes ....................................................................................................................................... 4 Shapes from Stencil ........................................................................................................................................... 5 Align Option ...................................................................................................................................................... 6 Distributing Shapes ........................................................................................................................................... 7 Shape Distribution Options.............................................................................................................................. 8 Resizing Shapes ................................................................................................................................................. 9 Stacking Order ................................................................................................................................................. 10 Resize Using Size and Position Box .............................................................................................................. 11 Shape Fill and Line .......................................................................................................................................... 12 To Change Line Attribute ............................................................................................................................... 13 Format Line Dialogue Box .............................................................................................................................. 14 Connectors ........................................................................................................................................................ 14 Manual Connect Shapes ................................................................................................................................. 15 Automatically Connect Shapes ...................................................................................................................... 16 Adding Text to Connector Line ..................................................................................................................... 16 Integrating Text with Graphics ...................................................................................................................... 17 Pages.................................................................................................................................................................. 18 Page Size ........................................................................................................................................................... 18 To Change Page Orientation .......................................................................................................................... 19 Background Pages ........................................................................................................................................... 20 To Apply a Background Page ........................................................................................................................ 21 Themes .............................................................................................................................................................. 22 Theme Colour .................................................................................................................................................. 23 To Create a Custom Theme Colour ............................................................................................................... 23 To Create Theme Effect ................................................................................................................................... 24 Stencils/Shapes ................................................................................................................................................ 25 To Access Shape Sets ....................................................................................................................................... 26 Creating Custom Shape Set ............................................................................................................................ 27 Accessing a Custom Stencil ............................................................................................................................ 28 Organisation Charts ........................................................................................................................................ 28 Adding Shapes ................................................................................................................................................. 29 Adding Multiple Shapes ................................................................................................................................. 30 Cross Functional Flow Charts ........................................................................................................................ 31 Adding Bands to Flowchart ........................................................................................................................... 31 Printing ............................................................................................................................................................. 32

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THE VISIO SCREEN Discussion The Microsoft Visio 2007 screen may appear cluttered and overwhelming at first glance. There are, however, three key areas within the screen. These include the menu and toolbar area at the top of the screen, the drawing page occupying the majority of the screen and the stencil area situated to the left of the drawing page.

THE FILE TAB Discussion The file tab replaces the office button in used in Microsoft Office 2007. It allows you to access the backend functions of Visio such as saving and customising.

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THE RIBBON Home Tab Contains the basic key tools such as pointer, fill and text formatting.

Insert Tab Allows you to drop in objects such as graphs and charts

Design Tab Applies themes and backgrounds

Data Tab Allows connection to external data source

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Process Tab Checks diagram and links to SharePoint

Review Tab Used for commenting, shape reports and spell checking

View Tab Allows zoom features, tile documents, switches on and off grid lines, allows access to task panes

Format Tab Will only appear when a graphic or object is selected

DRAWING BASIC SHAPES Discussion Go to the Home tab Click on arrow next to line tool

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From the drop down select the Shape you wish to draw

SHAPES FROM STENCIL Discussion All drawings in Visio are made up of shapes. These may be as simple as lines, or as complex as windows and office furniture. You can either draw the shapes yourself, or take copies from the stencils. The simplest way to place a shape, or copy it on to your drawing, is to drag the shape you require from the stencil on to the drawing page. From there you can modify it as required. Open up a stencil Drag shape onto screen

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You can add extra shapes and auto connect them by clicking on the blue arrows, which appear when you hover over a shape.

ALIGN OPTION Discussion When you place shapes on a drawing page, it is not always possible to align them accurately. Drawings are far more impressive if the shapes are aligned carefully. In Microsoft Visio, you can align shapes horizontally and/or vertically along their edges or through their centres. The first shape that you select becomes the reference point, and all other shapes are aligned with it

Procedure 1. Select Shapes

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2. Select the Home tab 3. Click the Position button 4. Select the Align option

DISTRIBUTING SHAPES Discussion Shape distribution allows you to evenly space objects on the page. The shapes are spaced between the first and last object. You can either distribute using the basic commands or you could go into the distribute options and control the distribution points and add guidelines.

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Procedure To Distribute Shapes 1. Select Shapes 2. Select the Home tab 3. Click Position. 4. Click Space Shapes, 5. Select the Distribution option

SHAPE DISTRIBUTION OPTIONS Discussion Shape distribution option will give you more control about distributing shapes. This will allow you to add guide lines to distributed shapes. These guides can be adjusted allowing control over the space between shapes.

Procedure To Use Distribute Options 1. Select shapes that are to be distributed 2. Go to Home ribbon 3. Select position>space options>more distribute options

4. From dialogue box select alignment options 5. Tick “create guides and glue shape to them”

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The objects will now be distributed with guidelines attached to them. The two end lines can be moved to adjust the space between objects.

RESIZING SHAPES Discussion You have two options to resize a shape either the mouse or the resize dialogue box. Using the mouse will manually resize the object whilst the size and position window will allow you to type in specific coordinates.

Procedure Resizing with the mouse 1. Select the object using the selection tool 2. Click on the corner handle 3. Click and drag to resize. If you keep the shift key down whilst dragging the object will scale proportionally

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STACKING ORDER Discussion Stacking order determines which shape sits on another. Every time you draw a shape, it is automatically placed on top of the “pile.” This order can be easily adjusted; it can be sent to the bottom of the pile or in between shapes. The stacking order can be changed at any time within the drawing.

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Procedure To send to back or front 1. Select the shape that you wish to adjust 2. Go to home tab and select either Bing Forward or Send backward 3. From drop down select “Send To Back” or “Bring To Front” To send to back or front by one layer 1. Select the shape that you wish to adjust 2. Go to home tab and select either Bing Forward or send backward 3. From drop down select “Send backwards” or “Bring Forward”

RESIZE USING SIZE AND POSITION BOX Discussion The size and position window will give you the option to type in the exact coordinates of an object. It will also allow you to adjust rotation and position on screen

Procedure To access the Size and Position window. 1. Go to view menu 2. Click on “task Pane” 3. From Drop down menu, select size and position. The Size and Position window will appear.

4. Select shape on screen. Its information will be displayed in the window 5. Type in new coordinates 6. The shape will now be resized

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SHAPE FILL AND LINE Discussion A shape can be formatted by changing its line style and fill style. The line style properties would include thickness, style and colour. The fill would include colour, shade, pattern and shadow

Procedure To Change Fill Attributes 1. Select the shape on screen 2. Go to home ribbon

3. Select fill icon. You can either use basic colours or use fill options. The fill options box will allow to access various aspects such as

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

pattern,



transparency,



shadow



effects

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TO CHANGE LINE ATTRIBUTE Procedure 1. Select the shape 2. Select Line from the Shape section on the Home Ribbon – 3. From menu select Line options 4. The Format Line window will appear:

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FORMAT LINE DIALOGUE BOX Discussion Line 

Dash Type

Changes the style of the line, e.g. dotted, dashed etc.



Weight

Controls the thickness of the line



Colour

Sets the line colour



Cap

adjust the line ends to either square or round

Transparency

Measured from 0 to 100. Sets the opacity level of line

Line Ends 

Begin/End

Changes the style of the beginning and end of the line,



Begin/End Size

Changes the size of the beginning and end of line



Round Corners

smoothes the corners of the line or shape.

CONNECTORS Discussion In some drawings, for example flowcharts and organisational charts, you need to connect shapes together to indicate the flow of the operation, procedure or logic. In Microsoft Visio, these lines are called connector lines. A connector line attaches itself to a connector point on a shape. Shapes can be connected as they are drawn or you can place the shapes on the page first and then draw the connector lines at a later stage.

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MANUAL CONNECT SHAPES Discussion One method of connecting shapes is manually. This involves using the connector tool to add connectors individually to shapes.

Procedure 1. Select the shape 2. From the home toolbar select connector 3. Drag from one connector point to another. The red squares denotes that the shape is glued

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AUTOMATICALLY CONNECT SHAPES Discussion The auto connect feature in Visio allows you to automatically connect a shape to its nearest neighbour. When you hover over a shape blue arrows will appear. When you click on an arrow, it will try to connect with its nearest neighbour.

Procedure 1. Hover mouse over shape; wait until blue arrow appears. 2. Click and drag from the AutoConnect arrow to another shape, and drop the endpoint of the connector onto the middle of the shape. A Live Preview of a shape appears when you hold the pointer over the blue arrow, but you can ignore the shape; it will disappear when the pointer moves away

ADDING TEXT TO CONNECTOR LINE Discussion There are two ways of adding text to objects or connector lines. You can either create a separate text box or type directly into the object.

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1. Creating text box 2. Click on the Text tool 3. Move the mouse pointer over the connector line 4. Click once. A small text box will appear with a flashing cursor 5. Type Yes 6. Press

twice to deselect text editing mode and the object

INTEGRATING TEXT WITH GRAPHICS Procedure 1. Double click on line or box, a text box will automatically appear

This text is now linked to object and will move with the line. To adjust position of text 1. Go to the Home tab, in the Tools group, select the Text Block tool

.

2. Select the shape and click and drag text to new position

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PAGES Discussion Visio 2010 permits you to work with multiple page drawings. This is a useful tool, for instance, if you want to create different versions of the one drawing and keep all the information together in a single file. The multiple page features also enables you to design background pages that are applied to (foreground) pages to display standard elements, such as a company logo.

PAGE SIZE Discussion In Visio 2010, it is possible to change size of a drawing. You can either you a pre made size such as A3 alternatively you can type in a custom size. Visio also has the facility to resize a page automatically in relationship to the drawing

Procedure Pre made sizes 1. Go to the Design tab, in the Page Setup group, click Orientation or Size. 2. Click an option in the list to apply it to the current page, or right-click it and then click Apply to All Pages if you want to use the size or orientation throughout the document. To create a custom size 1. Go to design tab

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2. Press page set up 3. From the drop down menu select more page sizes 4. In the dialogue box type in your page coordinates

TO CHANGE PAGE ORIENTATION Discussion Visio allows you to have either landscape or portrait pages. This pages can be changed at any time and it is possible to have mixed orientation ie. some pages landscape and some portrait.

Procedure To change orientation 1. Go to design tab 2. Press the orientation button 3. Select either landscape or portrait

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BACKGROUND PAGES Discussion A Visio drawing contains at least one foreground page and may also contain one or more backgrounds. A background is a page that appears behind another page. The background page is very similar to a background slide in PowerPoint as it can be used as a template to hold graphics and text. You can choose whether a page has background and you can create multiple background pages.

Procedure To create a background page. 1. Go to insert ribbon 2. Click on blank page 3. From drop down select “Background page” 4. In the dialogue box tick “background” 5. Give the page a name 6. Click ok You can now design the page to your own specifications

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TO APPLY A BACKGROUND PAGE Discussion If a page does not have a background assigned to it, you can manually assign a background page to it. This method can also be used to remove a background as well.

Procedure To assign a background to an existing page 1. Go to the page to which you would like to assign the background 2. Go to design ribbon 3. Click on “Page Set Up” 4. The “Page Set Up dialogue” box will appear 5. From the box choose “Page Properties” tab

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From the background drop down list select the background page that you wish to apply. This method can also be used to remove a background

THEMES Discussion The built-in themes apply both colour formatting for text and graphics. They also apply shape effects (border style, shadow) objects. When applying themes you have a chose between just applying effects or colours. Themes are used to generate design consistency throughout your document.

Procedure To apply a Theme Select object 1. Go to design ribbon 2. Select theme 3. From drop down select a theme

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THEME COLOUR Discussion A theme colour controls the fill effect of the object. You can use the preinstalled colours or create your own custom colour sets

Procedure To apply a theme colour 1. Go to design ribbon 2. Click on colour 3. From drop down list select colour

TO CREATE A CUSTOM THEME COLOUR Discussion A theme colour can be customised. You can set the colour for various aspects such as line, fill and shadow.

Procedure To Create Theme Colour 1. Go to design ribbon 2. Select colour 3. From drop down choose “create new theme colour”

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4. From dialogue box choose the colours that you would like to specify

TO CREATE THEME EFFECT Discussion A theme effect will control elements such as typeface, line style, and connectors. As with colours, these features can be customised.

Procedure To Create Theme Effect 1. Go to design ribbon

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2. Select effects 3. From drop down choose “Create New Theme Effect” 4. From dialogue box, choose tab for each effect eg. “Text”

STENCILS/SHAPES Discussion Microsoft Visio is based on stencils. Stencils are palettes of shapes that can be used to create almost any diagram you require. Visio is supplied with various templates but it is also possible to create your own custom set.

Procedure To access stencils. Normally the template pallet would be available on the left hand side of screen. If it is hidden, follow this procedure 1. Go to view menu 2. Click on task pane

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From the drop down menu, select “Shapes”. The shapes palette will appear on the left hand side of screen

TO ACCESS SHAPE SETS Discussion You can access the shapes library move the mouse over the shapes pallet and selecting “More Shapes”. A list of categories will appear and from that list, you can select a subset.

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CREATING CUSTOM SHAPE SET Discussion Alongside the pre-made stencils, you can create a custom set. This set could comprise of other stencil shapes, diagrams or shapes that you have created, or even graphics taken from the internet. These shapes can be stored as stencil files and be accessed at any time.

Procedure To create custom stencil 1. Select either quick shapes or more shapes 2. From the fly out menu, select new shape metric. A blank stencil untitled stencil will appear 3. You can now directly drag and drop shapes into this stencil 4. Once finished, you can save a stencil set by clicking on the floppy disc icon . A dialogue box will appear prompting you to name the file and specify location. 5. “My Shapes” folder makes it easy for you to access the stencils

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ACCESSING A CUSTOM STENCIL Procedure 1. Move mouse over more shapes tab and click 2. From the fly out menu select “My Shapes” 3. Select the relevant stencil

ORGANISATION CHARTS Discussion Organisation charts are an essential tool for documenting structures and hierarchies within organisations. Using the Microsoft Visio Organisation Chart stencil, you can easily create drawings that depict these structures. The Organisation stencil works on simple dragging and dropping principle, all you need to do is define its position within the hierarchy

Procedure To create an Organisation Chart 1. Go to file tab 2. Select new 3. Choose organisation chart from template list

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ADDING SHAPES Discussion In most instances, you will probably just want to add a single shape at a time as you construct an organisational chart hierarchy on the drawing page. By placing a superior shape first, you can then create single subordinate shapes by dropping them on top. Microsoft Visio will automatically connect the two shapes to indicate the reporting relationship.

Procedure To add Shapes to a graph 1. Select a shape from stencil 2. Drag and drop on top of another shape. Visio will automatically align, distribute and connect the shape

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ADDING MULTIPLE SHAPES Discussion This function allows you place multiple shapes of the same type into the diagram at the same time. Procedure 1. From Organisation Chart diagram select multiple shapes 2. Click and drag on top of relevant shape 3. Once mouse is release a dialogue box will appear 4. Type in number of shapes and type of shape, Visio will create the shapes within the diagram

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CROSS FUNCTIONAL FLOW CHARTS Procedure To Create A Cross Functional Flowchart 1. Go to file 2. Select new 3. Choose the cross flowchart template

ADDING BANDS TO FLOWCHART Procedure 1. Once template is created, you will be asked choose vertical or landscape layout 2. Drag over any extra lanes that you may need 3. Add in shapes and connect them

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PRINTING Discussion When printing large drawings it is possible to adjust the print zoom to fit on to specific paper size and adjust other page properties.

Procedure To access Page Setup 1. Go to file and print 2. Click on print preview 3. From print preview window select page set up 4. In “page set “up dialogue box chose print options

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Page set up

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