Technology Training Services
Introduction to Visio 2002
Introduction to Visio 2002
Written by Paula Yslas Technology Training Services April, 2003
? April 2003
Maricopa Community Colleges
This training manual may be duplicated or put on the Internet for instructional use. Please give credit to the Maricopa Community Colleges and to the author(s). This training manual is not to be sold for profit. Technology Training Services Maricopa Community Colleges 2411 West 14th Street Tempe, Arizona 85281-6942 (480) 731-8287 http://www.dist.maricopa.edu/training b
Vision
Technology Training Services (TTS) provides the highest quality in-service technology training and support to the faculty, staff and administrators of the Maricopa Community Colleges. Technology Training Services is committed to providing leadership and support to the organization as it implements new technologies and administrative systems.
Mission
TTS delivers quality technology training and support to all employees if the Maricopa Community Colleges. To fulfill this mission we: ?
Provide responsive and accessible technology training on a variety of desktop applications and administrative systems.
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Research and develop comprehensive training and reference materials.
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Meet and support the colleges’ technology training efforts by delivering on-site technology training and providing training materials.
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Cultivate positive partnerships with our colleges to meet and exceed their training needs and expectations.
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Provide technology training support in a variety of ways including, telephone helplines, one-on-one assistance, online help, troubleshooting, consultation and referral services.
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Collaborate with organizational teams to develop strategies to meet future technology training needs.
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Provide consultation and services to the teams implementing new technologies and administrative systems within the organization.
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Expand and update our knowledge and skills in the areas of technology and training.
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Table of Contents Training Objectives............................................................................ 1 Visio Overview and Components ...................................................... 2 Visio Illustration Examples................................................................ 3 Default Visio Screen.......................................................................... 4 General Visio Terms and Concepts ................................................... 6 Create Shapes ..................................................................................... 8 Select Shapes.................................................................................... 10 Selection Handles and Points ........................................................... 12 Resize, Move, and Delete Shapes .................................................... 14 Copy Shapes..................................................................................... 16 Rotate Shapes ................................................................................... 18 Format Shapes.................................................................................. 20 Zoom In and Out .............................................................................. 22 Add Text to Shapes.......................................................................... 24 Edit and Format Text ....................................................................... 26 Rotate, Move, Resize, and Delete Text ............................................ 28 Protect Shapes.................................................................................. 30 Align Shapes .................................................................................... 32 Distribute Shapes ............................................................................. 34 Import, Move, and Delete Graphics................................................. 36 Group and Ungroup Shapes ............................................................. 38 Order Shapes.................................................................................... 40 Flowcharting Overview.................................................................... 42 Sample Flowchart – Soccer Camp Application Process .................. 43 Document and Plan Process ............................................................. 44 Common Flowcharting Shapes ........................................................ 46 Flowchart Shape Components ......................................................... 48 Connect Shapes................................................................................ 50 Connection Methods ........................................................................ 51 d
Table of Contents Continued… Connection Methods Instructions .................................................... 52 Add Text to Connector Lines........................................................... 54 Add Text to Connector Lines........................................................... 55 Add Pages ........................................................................................ 56 Rename, Reorder, and Delete Pages ................................................ 58 Continue Flowchart on Separate Page ............................................. 60 Add Stencils and Connectors ........................................................... 62 Find Shapes...................................................................................... 64 Print a Diagram................................................................................ 66 Overview of Organizational Charts ................................................. 68 Sample Organizational Chart........................................................... 69 Ways to Create an Organizational Chart.......................................... 70 Organizational Chart Shapes............................................................ 72 Interactive Hint Screens ................................................................... 74 Save Visio Diagram as a Web Page................................................. 76 Save Visio Diagram as a Graphic File ............................................. 78 Exit Visio ......................................................................................... 80 Keystroke Shortcuts ......................................................................... 85
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Training Objectives This workshop has been designed to present the following competencies: 1. Define Visio components. 2. Define general Visio concepts and terms. 3. Create, select, and modify shapes. 4. Resize, move, rotate, and delete shapes. 5. Add, modify, and format shape text. 6. Format, align, and distribute shapes. 7. Protect, order, and group shapes. 8. Zoom in and zoom out of a Visio document. 9. Import graphics. 10.
Explain the basic concepts and uses of flowcharting.
11.
Plan and document a process.
12.
Create a flowchart.
13.
Define different connection methods.
14.
Connect shapes.
15.
Add, reorder, rename, and delete pages.
16.
Add Shape Stencils and the Connector Stencil.
17.
Find Shapes.
18.
Explain the basic concepts and uses of an Organizational Chart.
19.
Create an Organizational Chart.
20.
Preview and print a Visio file.
21.
Save a Visio Diagram as a web page.
22.
Save a Visio Diagram as a graphic file.
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Visio Overview and Components Business Graphics
Visio Documents Sharper Images
Visio is an easy-to-use application especially suited for creating business graphics. While it is best known for creating flowcharts and organizational charts, it can also be used for a variety of illustration tasks. Visio documents are referred to as illustrations, drawings, and diagrams. These terms are used interchangeably. Visio is a vector-based illustration tool. This means drawings are composed of lines that are computed mathematically which result in sharper images than with bitmapped tools which are resolutiondependent.
Shapes
The basic drawing unit in an illustration is the shape. Shapes can represent both objects in the real world and objects in concepts. For example, shapes can represent desks on a floor plan, employees in an organizational chart, or processes in a flowchart. Shapes are grouped together in Stencils.
1-D or 2-D
Shapes are either one-dimensional (1-D) or two-dimensional (2-D). A 1-D has two endpoints that you drag to resize the shape. A 2-D has multiple selection handles to drag to resize the shape.
Stencils
Stencils hold the basic Master Shapes used for a specific type of drawing. Stencils are designated by the type of drawing with which they will work best. For example, a flowchart stencil contains shapes used for flow diagramming.
Drawing Tools
There are drawing tools available used to create basic graphic objects like lines, circles, rectangles, arcs, boxes, etc. You can use these tools to create different elements for your drawings.
Styles
Templates
Footnote
Styles are object attributes used to produce special effects and to add character to your illustrations. Styles include color, fill patterns, line properties, and features. Each new Visio file is based on a template. Templates contain the basic elements needed to quickly create your illustration. The most important part of the template is the stencil. The stencil holds the basic Master Shapes used for a specific type of drawing. Templates are organized by drawing type. This information obtained from Learning Visio 20002 Standard Basic Skills by Vince Yokom, Element K Press, Copyright Instrux Corporation, 12/11/99. 2
Visio Illustration Examples
Basic Flowchart
Cross-Functional Flowchart
Block Diagram
Office Layout
Database Model Diagram
Charts & Graphs
Form Design
3D Directional Map
Organizational Chart
Project Calendar
Gantt Chart
Conceptual Website
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Default Visio Screen When you open Visio, the default Viso screen displays. This is called the Task Pane. This screen contains three main areas: a drawing type category, a template section, and a function area. Default Visio Screen
Functions Drawing Types
Templates
Drawing Type Category Templates Function Area Which one? Open Visio
The drawing type category area lists many folders containing many different types of the drawing templates. The templates area provides visual examples, or previews, of the selected drawing category. Each Visio file is based on a template. The function area is used to open previously-created drawings, create new drawings, and hide the template previews. Your document and planning process will help you determine which category and template are best for your project. 1. From the Start menu, select Programs, and then select Microsoft Visio. 2. From the Category column, select a drawing category. 3. From the Templates section, select a template. To return to the Task Pane any time you are in Visio:
Task Pane
1. From the View menu, select Task Pane.
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Exercise - View Different Category Templates 1.
From the Start menu, select Programs, then select Microsoft Visio.
2.
From the Category column, select different categories to view their respective template examples. Think about how the different templates can meet your different illustration needs. Some of the categories have a scroll bar to show additional templates listed below the viewing area. ?
Note the description of the template in the lower- left corner of the screen.
3.
When finished viewing a few of the categories, from the Category column, select the Flowchart category.
4.
From the Templates section, select the Basic Flowchart template.
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Let’s say you made a mistake and selected the wrong template.
5.
Return to the Task Pane to start again:
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From the View menu, select Task Pane.
6. ?
Let’s get back to the flowchart: From the Category column, select the Flowchart category, and from the Templates section, select the Basic Flowchart template.
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General Visio Terms and Concepts Once a drawing type category and a template are selected, Visio displays the respective template. The work area is divided into two main windows: the stencil window and the drawing window. Basic Flowchart Template
A
B
C D Drawing Window
Stencil Window
Template Components
A template contains everything you need including: A. Toolbars and menus provide the commands and tools you need to create, edit, and share diagrams. B. Stencils contain the basic Master Shapes used for a specific type of drawing. The stencil title bar identifies the stencil name. Multiple stencils can be available at the same time. To select a given stencil, click its title bar. (The other stencil title bars may jump to the bottom of your screen.) You may move the shape stencil by pressing and dragging the stencil title bar to its new location on the screen. C. Shapes are the basic drawing units. They are pre-drawn elements that you bring from the stencil onto the drawing page to add detail to your diagram. Shapes may be either conceptual (a process step shape) or figurative (a literal shape like of a desk or file cabinet). D. The Drawing Page is the drawing area on the screen. For many drawing types, your drawing page is set to the same size and orientation as your printer paper.
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Exercise – Getting Acquainted with the Visio Work Area There are three sources of interactive information available to you when working in the Visio work area. These are Tool Tips, Shape Tips, and the Status Bar. Tool Tips display each time you mouse-over a tool button in the toolbar. The information provides assistance on how the tool can be used. Shape Tips display each time you mouse-over a shape in the stencil. The information provides assistance on how the selected shape may be used in a drawing. The Status Bar provides information on a shape’s size and position.
1.
Place your mouse over several tools in the toolbar.
2.
Place your mouse over several shapes in the stenc il window. ?
Note:
Notice the purpose of the different shapes. There is no information in the Status Bar yet because no shapes have been drawn.
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Create Shapes Practice
Create Shapes
Drawing Tools
Before you start creating a drawing, practice creating shapes and using the drawing tools.
1. From the stencil, press and drag a shape onto the drawing page, and release. The Drawing Tools are located in the toolbar. Drop-down arrows The drop-down arrows display additional drawing tools.
Use Drawing Tools
1. From the toolbar, select a tool. 2. Place your mouse on the drawing page. ?
If using the rectangle or ellipses tool, press and drag diagonally in a bottom-right direction.
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If using the line or arc tool, press and drag in any direction.
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Hold the Shift key down as you use the rectangle tool to draw a square or when using the ellipses tool to draw a circle.
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Exercise – Creating Shapes
Drawing Page
1.
From the stencil, press and drag a shape onto the drawing page, and release.
2.
Repeat this step several times with different shapes.
3.
From the toolbar, select a tool.
4.
Place your mouse on the drawing page. ?
If using the rectangle or ellipses tool, press and drag diagonally in a bottom-right direction.
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If using the line or arc tool, press and drag in any direction.
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Hold the Shift key down as you use the rectangle tool to draw a square or when using the ellipses tool to draw a circle.
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Select Shapes Select First
In order to work with a shape, it must be selected first. Use the Pointer Arrow from the Drawing Tools to select a shape. Once a shape is selected, selection handles are displayed.
Selected Shape
Select One Shape
1. From the Drawing Tools in the toolbar, select the Pointer tool. 2. Place the Pointer over a shape and click. ?
Select Multiple Shapes
The shape's green selection handles display.
1. From the Drawing Tools in the toolbar, select the Pointer tool. 2. Place the Pointer over a shape and click. 3. Press and hold the SHIFT key as you click on additional shapes. OR 3. Press and drag a rectangle around all the shapes to be selected. ?
Select All Shapes
Cancel a Selection
The primary shape has green selection handles, and all other shapes have blue selection handles.
1. From the Edit menu, select Select All. ?
The primary shape has green selection handles, and all other shapes have blue selection handles.
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If there are more than 25 shapes, they are outlined in magenta.
1. To cancel the entire selection, click a blank area on your drawing page, or press the ESC key. OR 1. To cancel the selection of one shape when several are selected, hold down the SHIFT key and click the selected shape.
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Exercise – Selecting Shapes
1.
From the Drawing Tools in the toolbar, select the Pointer tool
2.
Place the Pointer over a shape and click.
3.
Press and hold the SHIFT key as you click on additional shapes. ?
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Notice the first selected shape has green selection handles, the others have blue.
4.
To cancel one selection, hold down the SHIFT key and click the selected shape.
5.
Select all shapes; from the Edit menu, select Select All.
6.
Deselect all objects by clicking in a blank area on the drawing page.
7.
Save your docume nt:
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From the toolbar, select the Save
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In the Save In field, click the down arrow, and select Desktop.
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From the Desktop list, select the My Documents.
icon.
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Selection Handles and Points Handles
Notice that when a shape is selected, its selection handles display. These handles can be used to modify a shape’s appearance, position, or behavior.
Dimensions
Shapes are one-dimensional or two-dimensional. The two different types have different selection handles and points. Handles and points may be used to reshape, resize, or move objects. Their respective purpose depends on their type.
One-Dimensional 1D
A one-dimensional (1-D) shape behaves like a line. A 1-D shape has two endpoints: a start point and an end point. The endpoints are dragged in either direction to resize the shape. Some 1-D shapes may also have other handles, such as this arc's control handle. This control handle is used to reshape the arc.
Two -Dimensional 2D
A two-dimensional (2-D) shape behaves like a rectangle. A 2-D shape has selection handles surrounding it. Any of the handles can be dragged in different directions to resize or reshape the object.
Control Handles
Some shapes have control handles used to modify the shape. Control handles are yellow diamond shapes. Each control handle has a function unique to the shape on which it displays. For example, use a control handle to adjust the roundness of a shape’s corners or to reshape an arrow or an arc.
Control Handle
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Notes
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Resize, Move, and Delete Shapes Use a shape’s selection handles to resize it. Resize a Shape
1. Select the shape (use the Pointer from the Drawing Tools). 2. If the shape has selection handles, press and drag one of its selection handles until the shape is the desired size. ?
To resize the shape proportionally, press and drag a corner selection handle.
3. If the shape has endpoints, press and drag an endpoint to the desired length. Do not use a shape’s selection handles to move it. Move a Shape
1. Select the shape (use the Pointer from the Drawing Tools). 2. Click in its center. 3. Press and drag the shape to its new location. ?
Move Multiple Shapes
To move a shape incrementally, hold down the SHIFT key, use the keyboard arrows to move the shape up, down, right, or left.
1. Select all of the shapes to be moved (use the Pointer from the Drawing Tools). 2. Click in the center of one of the shapes. 3. Press and drag the group of shapes to the new location. ?
Cancel Selection
Delete a Shape
To move the group of shapes incrementally, hold down the SHIFT key, use the keyboard arrows to move the shape up, down, right, or left.
1. To cancel a selection, click a blank area on your drawing page, or press the ESC key. 1. Select the shape. 2. Press the Delete key.
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Exercise - Resizing and Moving Shapes Resize a shape:
1.
To resize a shape, select it with the Pointer from the Drawing Tools.
2.
If the shape has selection handles, press and drag one of its selection handles until the shape is the desired size.
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To resize the shape proportionally, press and drag a corner selection handle.
3.
If the shape has endpoints, press and drag an endpoint to the desired length.
Move a shape:
1.
To move a shape, select it with the Pointer from the Drawing Tools.
2.
Click in its center.
3.
Press and drag the shape to its new location.
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To move a shape incrementally, hold down the shift key and use the keyboard arrows to move the shape up, down, right, or left.
4.
Select several shapes to be moved.
5.
Click in the center of one of the shapes.
6.
Press and drag the group of shapes to a new location.
7.
Click in a blank area to deselect the shapes.
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Copy Shapes There are several ways to copy a shape. Copy a Shape
To perform a regular Copy and Paste function, 1. Select the shape (use the Pointer from the Drawing Tools). 2. From the Edit menu, select Copy. 3. From the Edit menu, select Paste. 4. Move the copy to its proper location.
Make a Duplicate
To create an offset copy of the shape, 1. Select the shape (use the Pointer from the Drawing Tools). 2. From the Edit menu, select Duplicate. 3. Move the copy to its proper location.
Copy to Another Location
To copy a shape to a specific location on the page, 1. Select the shape (use the Pointer from the Drawing Tools). 2. Hold down the CTRL key and press and drag the shape outline to the copy’s location.
Copy to Another Page
To copy a shape to another page in your drawing, 1. Select the shape (use the Pointer from the Drawing Tools). 2. Hold down the CTRL key and press and drag the shape outline to a page tab. 3. Pause until the other page is displayed. 4. Move the copy to its proper location.
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Exercise - Coping Shapes
1.
Select a shape with the Pointer from the Drawing Tools.
2.
From the Edit menu, select Duplicate.
3.
Move the copy to its proper location.
4.
Select another shape with the Pointer from the Drawing Tools.
5.
Hold down the CTRL key and press and drag the shape outline to the copy’s location.
6.
Click in a blank area to deselect the shape.
7.
From the toolbar, select the Save
icon.
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Rotate Shapes Two Ways to Rotate Rotation Tool
Rotation Handles
There are two ways to rotate shapes: by using the Rotation Tool or by using the options in the Shape menu. The Rotation Tool is located in the toolbar:
When the Rotation Tool is used, rotation handles display. Rotation handles indicate where to drag to rotate a shape. These handles display as round green corner handles. The center of rotation is marked by a pin. This pin can be moved to change the center of rotation. The rotation pin appears as a circle with a small plus sign in the center. Rotation Handle
Rotation Pin
Rotate a Shape using the Rotation Tool
1. Select the shape (use the Pointer from the Drawing Tools). 2. From the toolbar, select the Rotation Tool. 3. Press and drag a rotation handle in a circular motion. ?
Rotate a Shape using the Shape Menu
The shape rotates around the pin. To move the pin, place the Rotation Tool over the pin and press and drag it to the new location.
1. Select the shape (use the Pointer from the Drawing Tools). 2. From the Shape menu, select Rotate or Flip. 3. From the submenu, select the appropriate options. ?
To rotate the shape counterclockwise, select Rotate Left.
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To rotate the shape clockwise, select Rotate Right.
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Exercise – Rotating a Shape
1.
Select a shape with the Pointer from the Drawing Tools.
2.
From the toolbar, select the Rotation Tool.
3.
Press and drag a rotation handle in a circular motion.
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The shape rotates around the pin. To move the pin, place the Rotation Tool over the pin and press and drag it to the new location.
4.
Select a different shape with the Pointer from the Drawing Tools.
5.
From the Shape menu, select Rotate or Flip.
6.
From the submenu, select Flip Horizontal.
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To rotate the shape counterclockwise, select Rotate Left.
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To rotate the shape clockwise, select Rotate Right.
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Format Shapes Format Shapes
Format Shapes
Shapes can be formatted in a number of ways. The Format menu includes several options for formatting a shape’s lines, color and pattern fills, shadows, and corners.
1. Select the shape(s) to be formatted (with the Pointer tool). 2. From the Format menu, select the appropriate option: Text, Line, Fill, Shadow, or Corner Rounding. 3. Select the desired formatting options. ?
You can see a preview of the formatting in the preview area.
4. Click OK. 5. Click in a blank area to deselect the shape.
Non-Printing Format Define a Nonprinting Shape
A shape can be defined as nonprinting, so it displays on the screen but not on the printed page. 1. Select a Shape. 2. From the Format menu, select Behavior. 3. Under Miscellaneous, select Non-printing shape. 4. Click OK
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Exercise - Formatting Shapes
1.
Select the shape(s) to be formatted with the Pointer from the Drawing Tools.
2.
From the Format menu, select the appropriate option: Line, Fill, Shadow, or Corner Rounding. The screen print below is of the Line formatting options:
3.
Select the desired formatting options with the Pointer from the Drawing Tools.
4.
Click OK.
5.
Click in a blank area to deselect the shape.
6.
From the toolbar, select the Save
icon.
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Zoom In and Out A Closer Look
Zoom In
Zoom Out
Zoom Field
When you're working in a detailed diagram, you may want a closer look at certain elements to work with them more easily. There are several ways to do this. 1. To see closer (Zoom In), press CTRL+SHIFT and click the drawing area to be magnified. 1. To see farther away (Zoom Out), press CTRL+SHIFT and rightclick the drawing area to be minimized. A different way to zoom in and out of a diagram is to use the Zoom field located in the toolbar.
1. In the toolbar, press the down arrow next to the Zoom field, and select the appropriate zoom percentage. Pan & Zoom
Use the Pan & Zoom to View Different Areas
There is another way to magnify and minimize your drawing area. It’s called Pan and Zoom. The Pan and Zoom option displays a miniature drawing window. In the window, resize the red rectangle around the area to be viewed. 1. From the View menu, select Pan & Zoom Window. 2. In the Pan & Zoom window, press and drag the red box around the area you want to see closer. 3. Change the size of the area, and the level of magnification, by pressing and dragging a corner of the red box in or out. 4. To pan to a different area of the diagram, place the four-headed arrow inside the red box and drag it to the new area. 5. To close the Pan & Zoom window, click the X close box in the lower- left corner of the window.
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Exercise – Zooming In and Out
Pan & Zoom Window
1. To see your shapes closer (Zoom In), press CTRL+SHIFT and click the drawing area to be magnified. 2. To see a broader view farther away (Zoom Out), press CTRL+SHIFT and right-click the drawing area to be minimized. 3. In the toolbar, press the down arrow next to the Zoom field, and select the appropriate zoom percentage.
4. From the View menu, select Pan & Zoom Window. 5. In the Pan & Zoom window, drag the red box around the area you want to see closer. 6. Change the size of the area, and the level of magnification, by dragging a corner of the red box in or out. 7. To pan to a different area of the diagram, place the four-headed arrow inside the red box and drag it to the new area. 8. To close the Pan & Zoom window, click the X close box in the lower- left corner of the window.
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Add Text to Shapes Easy!
Text Tool
Note:
Add Text to a Shape
Text can easily be added to any shape.
To add text to a shape, use the Text tool from the Drawing Tools.
Please keep in mind that when text is added to a shape, the text becomes a part of that shape. The text will be moved and resized whenever the shape is moved or resized. However, the text can be selected and deleted any time. 1. Select the shape (use the Pointer from the Drawing Tools). 2. From the toolbar, select the Text Tool. 3. Type the text. 4. Click in a blank area to deselect the shape. ?
Text Box
Keep in mind that the Text Tool is still selected.
Text can also easily be added anywhere on your drawing page by using the Text tool to create a Text Box. This is a text-only shape. When text is created in its own text box, it is not part of any shape.
Add a Text Box 1. From the toolbar, select the Text tool. 2. Place the text plus sign tool anywhere on the drawing page, and press and drag to create a text block the size you want. 3. Type the text. ?
A text-only shape is created.
5. Click in a blank area to deselect the text-only shape. 6. If necessary, from the Drawing Tools select the Pointer, then press and drag the text box to a location, including on a shape.
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Exercise - Adding Text to Shapes Add text to a shape.
1.
Select the shape with the Pointer from the Drawing Tools.
2.
From the toolbar, select the Text Tool.
3.
Type the text.
4.
Click in a blank area to deselect the shape.
?
Keep in mind that the Text Tool is still selected.
Add a text box to the drawing page.
1.
Place the text plus sign tool anywhere on the drawing page, and press and drag to create a text block the size you want.
2.
Type the text.
?
A text-only shape is created.
3.
Click in a blank area to deselect the text-only shape.
?
Keep in mind that the Text Tool is still selected.
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Edit and Format Text Easy!
Edit Text
Text can easily be edited and formatted.
1. Double-click the shape or the text box (use the Pointer tool). 2. Type the new text, or click where you want to add or edit text. 3. Move the insertion point by clicking anywhere in the text or by pressing the arrow keys. 4. Edit the text. 5. When finished, click in a blank area to deselect the shape.
Format Options
Format Text
Text is easily formatted by using optio ns in the Format menu or by right-clicking on the shape.
1. Double-click the shape or the text box (use the Pointer tool). 2. Select the text to be formatted. 3. From the Format menu, select Text. ?
You can also right-click on the text and select format options from the submenu.
4. When finished, click in a blank area to deselect the shape.
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Exercise – Editing and Formatting Text Edit text on a shape.
1.
With the Pointer tool, double-click the shape that contains text.
2.
Type the new text.
3.
When finished, click in a blank area to deselect the shape.
Format Text
1.
With the Pointer tool, double-click the shape or the text box.
2.
Select the text to be formatted.
3.
Right-click on the text and select format options from the submenu.
4.
When finished, click in a blank area to deselect the shape.
?
Keep in mind that the Text Tool is still selected.
5.
From the toolbar, select the Save
icon.
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Rotate, Move, Resize, and Delete Text Text Box
Rotate Text
Rotate a Text Box
Text can be rotated and moved if it is a separate text box. If it is part of the shape, it cannot be rotated or moved separately from the shape. If you try to move or rotate text that is part of the shape, the shape will move or rotate along with the text. Text in a text box is rotated using the Rotate Text Tool from the Drawing Tools.
1. Select the text box (with the Pointer from the Drawing Tools). 2. From the toolbar, select the Rotation tool. 3. Press and drag a corner rotation handle in a circular motion.
Move a Text Box
1. Select the text box (with the Pointer from the Drawing Tools). 2. Click in its center, and press and drag it to a new location.
Resize a Textbox
1. Select the text box (with the Pointer from the Drawing Tools). 2. Click on a corner selection handle, and press and drag out or in, depending on whether you want the box bigger or smaller. Text can easily be deleted whether it is part of a shape or whether it is a separate text box.
Delete Text in a Shape
1. Double-click the shape containing the text (with the Pointer). 2. Press the Delete key. 3. Click in a blank area.
Delete a Text Box
1. Select the text box (with the Pointer from the Drawing Tools). 2. Press the Delete key.
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Exercise – Rotating, Moving, Resizing, and Deleting Text Rotate a Text Box.
1.
Select the text box (with the Pointer from the Drawing Tools).
2.
From the toolbar, select the Rotation tool.
3.
Press and drag a corner rotation handle in a circular motion.
Move a Text Box 1.
Select the text box (with the Pointer from the Drawing Tools).
2.
Click in its center, and press and drag it to a new location.
Resize a Text Box 1.
Select the text box (with the Pointer from the Drawing Tools).
2.
Click on a corner selection handle, and press and drag out or in, depending on whether you want the box bigger or smaller.
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Resizing the text box may alter the way the text is displayed. For example:
Delete Text in a Shape 1.
Double-click the shape containing the text (with the Pointer).
2.
Press the Delete key.
3.
Click in a blank area.
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Protect Shapes Padlocks
Note
No Protection Protect a Shape
When a shape is protected, or locked, against specific changes, padlocks display instead of selection handles. For example, some shapes are locked against flipping, rotating, sizing, or other changes that would destroy their programmed behavior.
When a shape is locked against sizing or rotating, its selection handles appear as padlocks. When a shape is locked against repositioning, deleting, or selecting, no padlocks display, but you still cannot perform those functions. There is no Selection or Text protection. This means that protected shapes can still be selected and their text can still be edited. 1. Select the shape with the Pointer from the Drawing Tools. 2. From the Format menu, select Protection. 3. Select the appropriate options, or click the All button. 4. Click OK. ?
A dialog box displays letting you know that the shape is not protected against being selected. (Text is not protected either.)
5. In the Protection dialog box, click OK. ?
Padlocks display on the shape.
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Exercise - Protecting Shapes
1.
Select the shape with the Pointer from the Drawing Tools.
2.
From the Format menu, select Protection.
3.
Select the appropriate options, or click the All button.
4.
Click OK.
?
A dialog box displays letting you know that the shape is not protected against being selected:
5.
In the Protection dialog box, click OK.
?
Padlocks display on the shape.
31
Align Shapes Alignment
Guides
Align and Glue Shapes to a Guide
One of the most fundamental editing techniques is aligning shapes. Shapes can be aligned vertically (Up/Down) or horizontally (Left/Right). Shapes can be aligned by using guides. Guides are nonprinting lines that can be placed anywhere on a drawing page. When shapes are “glued” to a guide, you can move the guide to move all the shapes at once. This keeps all of the shapes in order. 1. Press and drag a guide from the horizontal or vertical ruler onto the drawing page. (The Pointer changes to a double-arrow.) 2. Press and drag a shape to the guide. 3. When you see a red square, release the mouse button.
Align and Glue Shapes to a Primary Shape
?
This red square “glues” the shape to the guide.
?
Test moving the shapes with the guide by pressing and dragging the guide to a new location on the drawing page. Make sure the double-arrow is displayed on the guide before moving it.
Shapes can be aligned, and glued, to a primary shape. 1. With the Pointer tool, select the primary shape to which other shapes will be aligned. 2. Press SHIFT+click to select the shapes to be aligned to it. ?
Primary shape has green selection handles; others have blue.
3. From the Shape menu, select Align Shapes. 4. Select the appropriate alignment options. ?
You can select both an Up/Down and a Left/Right Alignment.
5. To cancel a selection, click the red X. 6. To create a guide and glue the shapes to it, select that option. ?
With this option, you can move all the shapes and maintain their alignment by selecting and moving the guide.
7. Click OK.
32
Exercise - Aligning Shapes Align and glue shapes to a guide.
Guide
1.
Press and drag a guide from the horizontal or vertical ruler onto the drawing page.
2.
Press and drag a shape to the guide.
3.
When you see a red square, release the mouse button.
4.
Test moving the shapes with the guide by pressing and dragging the guide to a new location on the drawing page. Make sure the double-arrow is displayed on the guide before moving it.
Align and glue shapes to a primary shape. 1.
With the Pointer tool, select the shape to which you want to align other shapes.
2.
Press the SHIFT key and click on the shapes you want to align to it.
3.
From the Shape menu, select Align Shapes.
4.
Select the appropriate alignment options.
5.
To create a guide and glue the shapes to it, select that option.
6.
Click OK.
33
Distribute Shapes Distribution
Distribute Shapes
Distributing shapes has to do with the spacing between shapes. The overall distance is decided by the distance between the first and last shape. All other shapes in between are adjusted to evenly fill the space between the first and last shape. Like aligning, you work either horizontally (Left/Right) or vertically (Up/Down).
1. Select three or more shapes (use the Pointer tool). 2. From the Shape menu, select Distribute Shapes. 3. Select the appropriate distribution option. ?
For horizontal distribution, the leftmost and rightmost shapes in the selection define the boundaries.
?
For vertical distribution, the top and bottom shapes in the selection define the boundaries.
8. To create a guide and glue the shapes to it, select that option. ?
With this option, you can move all the shapes and maintain their alignment by selecting and moving the guide.
34
Exercise - Distributing Shapes
1.
Select three or more shapes (use the Pointer tool).
2.
From the Shape menu, select Distribute Shapes.
3.
Select the appropriate distribution option.
?
For horizontal distribution, the leftmost and rightmost shapes in the selection define the boundaries.
?
For vertical distribution, the top and bottom shapes in the selection define the boundaries.
4.
To create a guide and glue the shapes to it, select that option.
?
With this option, you can move all the shapes and maintain their alignment by selecting and moving the guide.
5.
From the toolbar, select the Save
icon.
35
Import, Move, and Delete Graphics Graphics
Import a Graphic
There may be times when you want to import graphics into your Visio document. They may be digital images, scanned photos, clipart, and just about any format. Examples may include a company logo, employee pictures, building images, etc.
1. From the Insert menu, select Picture, then select From File. 2. Locate and select your graphic. 3. Click the Open button. ?
The graphic is inserted into the middle of your page, and it is selected.
A graphic is moved the same way as any other shape. Move a Graphic
1. Select the graphic (using the Pointer from the Drawing Tools). 2. Click in its center. 3. Press and drag the graphic to its proper location.
A graphic is deleted the same way as any other shape. Delete a Graphic
1. Select the graphic (using the Pointer from the Drawing Tools). 2. Press the Delete key.
36
Exercise – Importing and Moving Graphics
1.
From the Insert menu, select Picture, then select From File.
2.
Locate and select your graphic.
3.
Click the Open button.
?
The graphic is inserted into the middle of your page.
4.
The graphic is already selected, so click in its center.
5.
Press and drag the graphic on top of a shape.
6.
From the toolbar, select the Save
icon.
37
Group and Ungroup Shapes Group Shapes
Grouping shapes allows you to keep several shapes together as one object. When the group is selected all of the shapes in that group are also selected. Any action performed on the group affects all of the shapes in that group. Ungrouped Shapes:
Group Shapes
Grouped Shapes:
1. Select the shapes to be grouped together. 2. From the Shape menu, select Grouping, then select Group.
If the group thing isn’t working out, you can easily ungroup! (Ah, if it were only that easy in life!) ? Ungroup Shapes
1. Select the group to be separated. 2. From the Shape menu, select Grouping, then select Ungroup.
38
Exercise – Grouping and Ungrouping Shapes
Ungrouped
Grouped
1.
Select the shapes to be grouped together.
2.
From the Shape menu, select Grouping, then select Group.
3.
Click the center of the group and move to a new location.
4.
Resize the group by pressing and dragging one of its corner selection handles.
5.
To separate the shapes, from the Shape menu, select Grouping, then select Ungroup.
6.
From the toolbar, select the Save
icon.
39
Order Shapes Shape Order
Shapes can be layered on top of each other. You can determine the order of how they’re stacked together. For example, this computer logo is in front of the square shape.
In the picture below, the computer logo has been sent to the back of the square shape.
Order Options
Order Shapes
There are four order options: ?
Bring to Front
brings a shape all the way to the front of the layer; it will be the first shape in the stack.
?
Send to Back
sends the shape all the way to the back of the layer; it will the last shape in the stack.
?
Bring Forward brings a shape forward one layer at a time.
?
Send Backward sends a shape backward one layer at a time.
1. Select the shape to affected. 2. From the Shape menu, select Order, then select the appropriate order option.
40
Exercise - Ordering Shapes
1.
Select the shape to affected.
2.
From the Shape menu, select Order, then select the appropriate option.
3.
From the toolbar, select the Save
icon.
41
Flowcharting Overview What is a Flowchart?
Why create a flowchart?
A basic flowchart identifies the starting and ending points of a process, the sequence of actions in the process, and the decision points along the way. Flowcharts are used to graphically document procedures, processes, workflow and much more. Common reasons for flowcharting: ?
To understand cycles of a process.
?
To understand paperwork flow.
?
To identify delays.
?
To identify process omissions.
?
To identify duplication of effort.
?
To identify areas for improvement.
?
To understand labor- intensive processes.
?
To simplify training of new staff.
?
To avoid a loss of process knowledge due to the process expert leaving the job function.
Flowchart Example
Making Coffee Process Flow
42
Sample Flowchart – Soccer Camp Application Process
43
Document and Plan Process Document First, Flowchart Second
Before working in Visio, document the actual process for which you want to create a flowchart. To help you with documenting your process, keep the following points in mind:
Ready!
?
Keep your audience in mind. Analyze your audience. Who is going to use the flowchart? What will they be using it for? What information is most important to them?
?
Try to keep it simple. Even if it’s a long process, make it easy to understand. Long doesn’t have to mean complicated.
?
Assumptions and details should be included in the documentation.
?
Include mental steps in the process such as decisions. These steps are sometimes left out because of familiarity with the process. However, if these mental steps are left out, different people may make different decisions.
?
If trying to identify areas for improvement, always document the actual processes before documenting the ideal process. If the ideal process is documented first, problems with the existing process will not be recognized and areas of improvements cannot be identified.
?
Determine who (or what job position) is responsible for action required in the process.
?
Test your documentation by having someone unfamiliar with the process follow the documentation and see whether they understand the process. Note questions or problems found. Revise the documentation as necessary.
Once your process has been documented, you are ready to work in the Visio application.
44
Exercise – Documenting a Process Document the process for making coffee. (The steps are already documented for you, but they’re not in the right order.) ?
Add cream to the coffee? If yes, then what? If no, then what?
?
Pour coffee.
?
Add water to coffee maker.
?
Drink coffee.
?
Add filter to coffee maker.
?
Add coffee to coffee maker.
?
Pour cream.
?
Get mug.
?
Brew coffee.
?
Notes:
Where are the filters? Where’s the coffee? Where’s the cream? Who cleans the coffee pot and when?
1.
Determine the proper order of the steps above.
2.
If applicable, determine the person responsible for the process.
3.
How can the notes be incorporated in the process?
45
Common Flowcharting Shapes Some Common Flowcharting Shapes
Process Step
Process Step: identifies the name of the process step.
Decision Point
Decision Point : identifies a major decision point within a process.
Position Identifier
Position Identifier: identifies the name of the position that will be performing the process step.
External Entity
External Entity: an entity outside the process that provides or receives input to or from the process.
External Process
External Process: indicates an entire process outside of the current process. Process Flow: process flow from one process step to another. Process Flow: process flow from one process step to another.
46
Exercise – Assigning Shapes to Process Steps Assign a flowchart shape to each of your process steps.
Process Step
Flowchart Shape
Add filter to coffee maker. Add coffee to coffee maker. Add water to coffee maker. Brew coffee. Get mug. Pour coffee. Add cream to coffee? Yes/No Pour cream. Drink coffee. Don’t forget about the notes – maybe a text box. ?
Notes:
Where are the filters? Where’s the coffee? Where’s the cream? Who cleans the coffee pot and when?
47
Flowchart Shape Components Master Shapes
Flowchart Shapes Flowchart Shape Components
Master shapes are the basic building blocks of any diagram. When a category template is selected, stencils containing specific shapes are automatically added to the work window. These shapes are the Master Shapes for that type of diagram. Flowchart shapes have special properties that are specific to that type of diagram. Each shape consists of three basic components: a symbol, text block, and connection points. ?
Symbol
is the shape representing a function or process within the flowchart.
?
Text block
holds shape text used to label a function or process within a flowchart.
?
Connection Points
are displayed as small blue x’s along the outline of the shape. They provide a fast and accurate way to connect the various parts of your diagram.
Control Handles
Some shapes have special control handles. These function differently from shape to shape. Control handles also display on lines. It would be quite a task to describe each possible function for the different shapes. Experimenting with the control handles is the best way to find out how they work for particular shapes.
Connectors
Connectors show a relationship between shapes in a drawing. They are used to demonstrate the flow, or direction, of a process. Connectors will be discussed in more detail in the next section.
Create a Flowchart Shape Rubber Stamp Tool
1. From the flowchart stencil, press and drag a shape onto the drawing page, and release. When you have several shapes of the same type in a drawing, you can save time by using the Rubber Stamp Tool. 1. From the toolbar, click the down arrow next to the Connector tool, and select Stamp Tool. 2. From the stencil, select the Process shape, and press and drag it onto the drawing page and release the mouse button. 3. Place the rubber stamp tool underneath the first process shape and click.
48
Exercise – Creating a Flowchart Using the information from your planning process, create a flowchart for Making Coffee. 1. ? 2.
Open a new blank flowchart diagram first: From the File menu, select New, then select Flowchart, then select Basic Flowchart. Use the Rubber Stamp tool to create several Process shapes: ?
From the toolbar, click the down arrow next to the Connector tool, and select the Stamp Tool.
?
From the stencil, select the Process shape, and press and drag it onto the drawing page and release the mouse button.
?
Place the rubber stamp tool underneath the first process shape and click.
?
Continue to use the rubber stamp tool until you have added all the process steps.
?
When finished with the rubber stamp tool, from the toolbar, select the Pointer tool.
3.
Continue adding shapes to your flowchart. (We’ll work with connectors next.)
4.
Add the appropriate text to your shapes:
?
Double-click on the shape and enter text.
?
Your flowchart may look something like this:
3.
Save your diagram to the My Documents folder.
49
Connect Shapes Connectors
Connectors show a relationship between shapes in a diagram. They are used to demonstrate the flow, or direction, of a process. Different types of drawings may have different connector shapes that work best for that particular drawing type.
Connection Direction
Connectors and other types of 1-D shapes are the only shapes that have begin points and end points. The connector's begin and end points show the direction of the connection.
Connection Points
To ensure that shapes are properly connected, attach shapes at special connection points. The connection points are blue x’s displayed around the shape. Connection Points
?
If you cannot see a shape’s connection points, from the View menu, select Connection Points.
Glued Connectors
Gluing connectors to shapes secures the shapes together. So when the shape is moved, the connection is not broken. This saves you from reattaching connectors every time a shape is moved.
The Glue Process
How you place the connector determines the direction of the flow. Glue the begin point to the parent shape (the shape you are connecting from), and glue the end point to the child shape (the shape you are connecting to.) That shows that the process goes from parent shape to child shape.
Are they glued?
Begin and end points turn red when they are glued to a shape.
50
Connection Methods Connection Methods
Dynamic Connector
Shapes can be connected in one of four ways: Connector Tool
used to manually connect any shapes; probably best used when shapes are indirectly connected such as when there is a loop in the process, or when connecting one shape to multiple other shapes.
Connect Shapes Command
used when there is a straight connection between two or more shapes; best used to connect multiple shapes simultaneously.
Connector Shapes
used only to connect shapes; many stencils include some master connector shapes, but there is a Connector stencil available that can be added to any diagram work window.
Connect Automatically
used when a straight series of shapes need to be connected as they are added to the flowchart; fast and effective way to connect shapes.
The most commonly used connector is the Dynamic Connector master shape. This connector automatically adjusts around shapes as you move the shapes to whic h it is glued. When it encounters a shape between the two shapes it connects, it draws a path around the shape rather than crossing through it. The Dynamic Connector automatically adjusts its “lines’ around shapes. If the Dynamic Connector crosses a connector, it created a line jump. This makes it clear which shapes are connected.
The specific instructions on how to perform these methods are on the next page.
51
Connection Methods Instructions Connect Shapes with the Connector Tool
1. From the toolbar, select the Connector Tool. ?
If it is not showing, click the down arrow next to the Rubber Stamp tool and select Connector Tool.
2. Place the Connector tool over the connection point of the parent shape (make sure it turns red), and press and drag a line to the connection point of the child shape (make sure it turns red), and release the mouse button. Connect Shapes with the Connect Shapes Command
1. Using the Pointer tool and the Shift+Click method, select the shapes to be connected. ?
The key is to select in the direction you want to connect. Select the parent shape first.
2. From the Shape menu, select Connect Shapes. Connect Shapes with the Connector Master Shapes
1. From the Stencil, select a Connector shape. (Use the Pointer.) 2. Place the Connector shape over the connection point of the parent shape (make sure it turns red), and press and drag a line to the connection point of the child shape (make sure it turns red), and release the mouse button. ?
Connect Shapes Automatically with the Connector Tool
The most common connector is the Dynamic Connector.
1. From the toolbar, select the Connector tool. 2. From the stencil, press and drag a shape onto the drawing page. 3. With the first shape still selected, from the stencil, press and drag another shape onto the drawing page. ?
Disconnect Shapes
The shapes are automatically connected with the Dynamic Connector shape.
1. Select the connector line, and press the Delete key.
52
Exercise – Connecting Shapes 1.
From the toolbar, select the Connector Tool.
?
If it is not showing, click the down arrow next to the Rubber Stamp tool and select Connector Tool.
2.
Place the Connector tool over the middle connection point at the bottom of the first process shape. (This is the parent shape (make sure it turns red).
3.
Press and drag a line to the connection point of the next process shape, the child shape (make sure it turns red), and release the mouse button.
?
These shapes are now connected.
4.
Using the Pointer tool and the Shift+Click method, select the rest of the process shapes to be connected.
?
The key is to select in the direction you want to connect. Select the parent shape first.
5.
From the Shape menu, select Connect Shapes.
?
Now connect the Decision shape to the Yes and No shapes.
6.
Using the Pointer, from the Stencil, select the Dynamic Connector shape
7.
Place the Connector shape over the connection point of the Decision shape (make sure it turns red), and press and drag a line to the connection point of the No shape (make sure it turns red), and release the mouse button.
8.
Now, press and drag a line to the connection point of the Yes shape (make sure it turns red), and release the mouse button.
?
This one gets a little tricky! Just keep trying and you’ll get it.
9.
To disconnect your shapes, select one of your connector lines, and press the Delete key.
10.
Reconnect your shape.
11.
Save your diagram.
53
Add Text to Connector Lines Useful Text
Same as shapes Add Text to Connection Lines
To clarify the process flow, or to describe the action taking place, or to clarify other aspects in your flowchart, you may want to add text to your connection lines.
Text is added to connector lines the same way it is to other shapes: double-click on the shape and enter your text. 1. Double-click on the connection line. (Use the Pointer tool.) 2. Enter your text.
Formatting Text
Formatting text is done in the same way as it is for shapes. Please refer to the previous sections of this manual for instructions.
54
Add Text to Connector Lines
1.
Double-click on the Yes connection line. (Use the Pointer tool.)
2.
Enter the word Yes.
3.
Double-click on the No connection line.
4.
Enter the word No.
5.
Save your diagram.
55
Add Pages Add Pages
Same as Previous Page Navigation
Pages can easily be added to your drawings. Pages can be renamed and reordered. Pages are listed in the bottom- left corner of the working window. A new page inherits the size, orientation, scale, and other properties of the page displayed in the drawing window. You can navigate quickly through your diagram by using the Page Navigation buttons in the bottom- left corner of the window:
displays the tab of the very first page in your diagram. displays the tab of the previous page in your diagram. displays the tab of the next page in your diagram. displays the tab of the very last page in your diagram. displays the name of the current page in your diagram. press and drag this bar right or left to see more or less, respectively, of the pages in your diagram. It’s at the end of the navigation bar:
To view and work on a particular page, click its tab. Add a Page
1. In the bottom- left corner of the window, right-click a page tab, and select Insert Page. ?
A new page inherits the size, orientation, scale, and other properties of the page displayed in the drawing window.
2. In the Page Setup window, enter a name for the page. 3. To change the properties for this new page, click the respective tabs, and make the necessary changes. 4. When finished, click the OK button.
56
Exercise - Adding Pages Add a page for making decaffeinated coffee. 1.
In the bottom- left corner of the window, right-click a page tab, and select Insert Page.
2.
In the Page Setup window, enter Decaffeinated for the name of the page. ?
A new page inherits the size, orientation, scale, and other properties of the page displayed in the drawing window. We want it that way, so we won’t make any changes.
3.
Click the OK button. The new page is blank.
4.
Press and drag the navigation page bar to the right to see both pages in your diagram. The page bar is at the end of the navigation bar:
57
Rename, Reorder, and Delete Pages Page Menu
Rename a Page
Pages can easily be renamed, reordered, and deleted in your drawings by using the options in the right-click Page menu:
1. In the bottom- left corner of the window, right-click the page tab to be renamed. 2. Enter the new name. There are two ways to reorder pages:
Reorder Pages with a right-click
1. Right-click on a page tab, and select Reorder Pages. 2. Select a page. 3. Click the Move Up or Move Down button. 4. Repeat steps 2 and 3 for any additional pages to be moved. 5. Click OK.
Reorder Pages on the page bar
1. In the bottom- left corner of the window, press and drag the page tabs to the desired order. ?
Delete a Page
You may have to press and drag the page bar to the right to see all of the pages in your diagram. The page bar is at the end of the navigation bar:
1. In the bottom- left corner of the window, right-click the page tab to be deleted. 2. Select Delete Page.
58
Exercise - Renaming, Reordering, and Deleting Pages 1. Press and drag the page bar to the right to see all of the pages in your diagram. The page bar is at the end of the navigation bar:
2. In the bottom- left corner of the window, click the previous page button to view the Page 1 tab. 3. Right-click the Page 1 tab, and select Rename Page. 4. Rename it Regular. 5. From the Edit menu, select Select All. 6. From the Edit menu, select Copy. 7. Click the Decaffeinated page tab. 8. From the Edit menu, select Paste. 9. Double-click the Add coffee to coffee maker process step. 10. Edit the text to say Add decaffeinated coffee to coffee maker. 11. In the bottom- left corner of the window, right-click the Decaffeinated page tab. 12. Select Insert Page. 13. Name the page Expresso. 14. Click OK. 15. Right-click on a page tab, and select Reorder Pages. 16. Select the Expresso page. 17. Click the Move Up button twice. 18. Click OK. 19. In the bottom- left corner of the window, press and drag the Expresso page tab to the end of the page navigation bar. 20. In the bottom- left corner of the window, right-click the Expresso page tab. 21. Select Delete page. 22. Save your diagram.
59
Continue Flowchart on Separate Page Continue
Continue a Flowchart on a Separate Page
There may be times when you need to continue your flowchart on a separate page. You can do this by using the Off-page reference shape to create a hyperlink form one page to the next. 1. On the first page of the flowchart, press and drag the Off-page Reference shape near the last shape in the flowchart. 2. In the Off-page Reference dialog box, name the new page. 3. Click OK. ?
This adds the Off-page Reference shape to the current page, and creates a new drawing page that has its own Off-page Reference shape.
4. On the new drawing page, continue creating your flowchart. 5. To move between the pages of the flowchart, double-click the Offpage Reference shape on either page or use the page navigation bar in the bottom- left corner of the window.
60
Exercise – Continuing a Flowchart on Separate Page
Off-page Reference Shape 1. In the bottom- left corner of the window, click the Regular page tab. 2. Press and drag the Off-page Reference shape
near the last shape in the flowchart.
3. In the Off-page Reference dialog box, name the new page Decaf Cont inued. 4. Click OK. ?
This adds the Off-page Reference shape to the current page, and creates a new drawing page that has its own Off-page Reference shape.
5. On the new drawing page, continue creating your flowchart. 6. To move between the pages of the flowchart, double-click the Off-page Reference shape on either page or use the page navigation bar in the bottom- left corner.
61
Add Stencils and Connectors More Shapes
Add a Stencil
A Visio template contains standard stencils for that particular drawing type. The stencils store the Master Shapes for that type. If you need more shapes, you can add stencils to your window. Stencils are added with the Stencil tool located in the toolbar.
1. From the toolbar, click the down arrow next to the Stencils tool, then select the solution folder that contains the stencil to be added, then select a particular stencil. ?
More Connectors Add the Connectors Stencil
The Connector Stencil contains most of your Visio connectors. This stencil can be added to any of your working diagrams. 1. From the toolbar, click the down arrow next to the Stencil tool, then select Visio Extras, then select Connectors. ?
Delete a Stencil
The new shape stencil now displays with your other stencils.
The Connector stencil now displays with your other stencils.
1. Right-click on the Stencil title bar, and select Close.
62
Exercise - Adding Stencils and Connectors
Added Stencils
Added Stencils
1. From the toolbar, click the down arrow next to the Stencils tool, then select a solutio n folder, then select a particular stencil. ?
The stencil now displays with your other stencils.
2. From the toolbar, click the down arrow next to the Stencils tool, then select the Visio Extras, then select Connectors. ?
The Connector Stencil now displays with your other stencils.
3. From the toolbar, click the down arrow next to the Stencils tool, then select a different solution folder, then select a different stencil. ?
The Connector Stencil now displays with your other stencils.
4. Delete a stencil: Right-click on its title bar, and select Close.
63
Find Shapes To find a shape, use the Find Shape tool in the toolbar.
Find a Shape
1. From the toolbar, select the Find Shape tool. 2. In the Stencil area, in the Search For field, enter the name of the desired shape. 3. For a more inclusive search, select Any of these words. ?
This option provides you with more found shapes. It finds shapes containing any of your search criteria words.
4. For a more exclusive search, select All of these words. ?
This option provides you with fewer found shapes. It finds shapes containing all of your search criteria words.
5. Click the Go button. ?
The found shapes are listed below the Search For field. You may have to use the scroll bar to view all of the found shapes.
6. To use the found shape in your drawing, press and drag it onto your drawing page. 7. To close the Find Shapes window, right-click the Find Shape title bar, and select Close.
64
Exercise – Finding a Shape
1. From the toolbar, select the Find Shape
tool.
2. In the Stencil area, in the Search For field, enter the name of the desired shape; stop sign for example. 3. For a more inclusive search, select Any of these words. ?
This option provides you with more found shapes. It finds shapes containing any of your search criteria words.
4. For a more exclusive search, select All of these words. ?
This option provides you with fewer found shapes. It finds shapes containing all of your search criteria words.
5. Click the Go button. ?
The found shapes are listed below the Search For field. You may have to use the scroll bar to view all of the found shapes.
6. To use the found shape in your drawing, press and drag it onto your drawing page. 7. To close the Find Shapes window, right-click the Find Shape title bar, and select Close.
65
Print a Diagram Print Preview
Preview a Diagram
Before you print, it is recommended you view your diagram in Print Preview. Print Preview provides a realistic view of the way your diagram will print. Use the Zoom options to zoom in and out. 1. From the File menu, select Print Preview. 2. To close return to the drawing page, click the Close button.
Page Setup
Set Page Properties and Options
You can set a variety of page and printing properties for your diagrams. These options include Print setup, page size, drawing scale, page properties, and layout and routing. These options are found in the Page Setup window, under the File menu. 1. From the File menu, select Page Setup. 2. Click on the respective tabs and make your selections. 3. Click OK.
Print Options
Print a Diagram
There are several printing options in Visio. You can print an entire diagram, the current page in a diagram, only specified pages of the diagram, and sometimes, a diagram’s background. 1. From the File menu, select Print. 2. If necessary, in the Name list, select a printer. 3. Under Page range, select the appropriate option. 4. Under Number of copies, enter the number of copies to print. 5. Click OK.
Printing Note: Define a Nonprinting Shape
A shape can be defined as nonprinting, so it displays on the screen but not on the printed page. 1. Select a Shape. 2. From the Format menu, select Behavior. 3. Under Miscellaneous, select Non-printing shape. 4. Click OK.
66
Exercise – Printing a Diagram 1. From the File menu, select Print Preview. 2. Use the Zoom In option at the top of the page
to view the shape text.
3. To close return to the drawing page, click the Close button. 4. Select a Shape. 5. From the Format menu, select Behavior. 6. Under Miscellaneous, select Non-printing shape, and click OK. 7. Check it out in Preview Mode: from the File menu, select Print Preview. 8. Notice the non-printing shape does not display in Preview mode. 9. To close return to the drawing page, click the Close button. 10. From the File menu, select Page Setup.
11. If necessary, click on the respective tabs and make any changes, and click OK. 12. From the File menu, select Print. 13. All is well with the printing setup so click OK.
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Overview of Organizational Charts What is an Organizational Chart?
Organizational charts are tree diagrams that show organizational structures and relationships between divisions, departments and individuals. Typically, these charts have a pyramid shape. The person in charge is located at the top and subordinates are shown below in smaller boxes on different le vels. Individuals sharing a horizontal level are usually peers in the organization.
Reasons for Creating Organizational Charts
Common reasons for creating organizational charts:
Keys to Successful Organizational Charting
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To identify functional areas in an organization
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To identify names and job titles
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To identify reporting relationships
A few basic recommendations can help make the basic process for creating organization charts simple and effective. ?
Plan your organizational chart. Figure out who goes where.
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Use different shape styles to indicate different organizational levels with larger shapes being used for higher positions.
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Experiment with layouts to determine the best fit.
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Keep peers on the same horizontal row, regardless of their title.
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If beneficial, embed additional information in the chart such as phone number, job title, etc.
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Use the organization chart template to automatically establish reporting relationships.
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Sample Organizational Chart
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Ways to Create an Organizational Chart Two Ways
There are two ways to create an Organizational Chart in Visio: creating the chart manually using the Organizational Chart template and using the Organizational Chart wizard.
Manually
When creating an organizational chart manually, there are several semi-automated ways to create the chart using interactive hint screens. These hint screens make creating charts quick and easy!
Chart Wizard
The Organizational Chart Wizard extracts data from existing files, such as a tab-delimited text file or a spreadsheet. However, a conversion process still has to take place. In addition, your existing file has to be set up very precise in order to import correctly into Visio. We have found it much easier to use the Organizational Chart template and enter your data manually! In this training class, we will create an organizational chart manually.
Start Visio
1. From the Start menu, select Programs, and then select Microsoft Visio. 2. From the Category column, select the Organization Chart category. 3. From the Templates section, select Organization Chart.
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Exercise – Open the Organizational Chart Template
1. From the View menu, select Task Pane. 2. From the Category column, select the Organizational Chart catego ry. 3. From the Templates section, select Organization Chart.
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Organizational Chart Shapes Organizational Chart Shapes
Executive Title is used for the most senior position on yo ur chart. The Executive shape is identified by the double outline and the shadow.
Executive Title
Manager Title
Manager Title is used for management positions. The Manager shape is identified by the double outline.
Position Title
Position Title is used for most nonmanagerial positions reporting to a Manager.
Consultant Title
Consultant Title is used for consultants. The Consultant shape is identified by its dashed outline. Vacant Title is used for vacant job positions. The Vacant shape is identified by its dotted outline.
Vacant Title
Assistant Title is used for administrative assistants.
Assistant Title
Team Frame is used to indicate shapes that are part of a team. Staff shape is used to add additional staff to a drawing Title/Date shape is used to add a title and date to a drawing Multiple Shapes shape is used to add shapes to a manager. You can select the number and type of shape. Three Positions shape is used to add three reporting positions to a manager Title is used to add a title to the drawing
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Exercise – Assigning Employees to Org Chart Shapes Figure out who goes where in your department.
Executive Title
Executive Title is used for the most senior position on your chart. The Executive shape is identified by the double outline and the shadow.
Manager Title
Manager Title is used for management positions. The Manager shape is identified by the double outline.
Position Title
Position Title is used for most non- managerial positions reporting to a Manager.
Consultant Title
Consultant Title is used for consultants. The Consultant shape is identified by its dashed outline.
Vacant Title
Vacant Title is used for vacant job positions. The Vacant shape is identified by its dotted outline.
Assistant Title
Assistant Title is used for administrative assistants. Team Frame is used to indicate shapes that are part of a team. Staff shape is used to add additional staff to a drawing Three Positions shape is used to add three reporting positions to a manager
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Interactive Hint Screens Org Chart Template Interactive Hint Screen
After selecting the Organizational Template, use the Organizational shape stencil to create your organizational chart. When you press and drag an organizational shape onto your drawing page, an interactive screen displays:
It displays a shortcut for connecting shapes. You have the option to select the Don’t show this message again box to keep the dialog box from displaying each time you add a shape. Click OK to close the box. Useful Shortcuts to Consider
Consider the following shortcuts: ?
To change a position shape type, right click on the position shape and select Change Position Type.
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To quickly create multiple reporting relationships to an individual manager, consider dropping the Multiple Shapes or Three Positions shapes instead of a single shape.
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To assign a position to a different supervisor, drag and drop the position onto the shape to which it now should report.
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To move a position but keep its reporting structure, right click the shape and click Move Shape Left or Move Shape Right.
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To change the name or title of a person holding a position, double click the shape; click the text you wish to change and type over that text with the new information.
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To change the layout positions in a reporting structure, right click the manager’s position, click Arrange Subordinates, click the style you want and click OK.
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Exercise – Creating an Organizational Chart Use your information to create an organizational chart for your department.
1. From the Organizational Chart Stencil, press and drag the respective shapes onto your drawing page. ?
Every time you press and drag an organizational shape onto your drawing page, an interactive screen displays:
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It displays a shortcut for connecting shapes.
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You have the option to select the Don’t show this message again box to keep the dialog box from displaying each time you add a shape. Click OK to close the box.
2. To add text, double-click on a shape, and enter the employee’s name and title. 3. Use the Title/Date shape to add a title to your organizational Chart. 4. Save your organizational chart to the Desktop in the My Documents folder. 5. From the File menu, select Print Preview. Click Close. 6. From File menu, select Print, and click OK.
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Save Visio Diagram as a Web Page File Sharing
In order to be viewed and edited, Visio drawing files must be opened with the Visio application. Because Visio isn’t a standard software within the Microsoft Office Suite, many users do not have the application. However, most users do have a web browser. You can still share files and allow people to view your Visio drawings on the internet or from their desktop by saving the file as a web page. In this instance, you are able to open the Visio drawing as a web page and view it either on the Internet or using a browser. Please note that you cannot make edits to the Visio diagram when it is an HTML file.
Components
Saving a Visio drawing file as a web page creates an html file along with a folder of numerous images and components that make up the html file. For example, if you have a Visio flowchart made up of 3 pages, you can save it as a web page. Once it is saved, you will have numerous files that make up that new web page. There will be one webpage file and a folder that contains all of the graphics and navigational images needed to view the web page properly.
Functionality
To open the webpage and view the drawing, you will need to click on the webpage file. In the example used previously, the Visio drawing had 3 pages. Your Visio web page will display the first page of your drawing and navigational buttons will display at the bottom of the page that allow you to move to the next two pages.
The navigational buttons are automatically added to the drawing once you save the file as a web page! Save Visio Diagram as a Web Page
1. From the File Menu, select Save as Web Page. 2. In the Save As window, you can makes edits to the Page Title, File Name and the File Type. 3. Find the saving location and click on the Save button. ?
A status bar will display the progress of the save and then the default browser will automatically open to display the Visio drawing as a web page.
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Exercise - Saving as a Web Page
1.
From the File Menu, select Save as Web Page.
2.
Find the saving location.
3.
Make edits to any or all of the fields in this window and click on the Save button.
4.
The default browser will load and display the web page, use the navigation arrows at the bottom of the page to navigate through the pages. ?
The navigation arrows will not display if you only have one page.
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Save Visio Diagram as a Graphic File Graphic File Formats
File Size
Easy File Sharing
Save Visio Diagram as a Graphic File
Saving a Visio diagram as a graphic is the quickest and most efficient way to share the final diagram you create in Visio with a person who doesn’t have access to the application. You can save your Visio diagram as a variety of different formats. Most commonly used graphic formats are gifs and jpgs. As a rule of thumb, gif files are usually about half the size of a jpg file. For example, a gif file that is 4.3K will be at 9.8K if saved as a jpg. Saving the Visio diagram as a graphic file will result in the smallest file size attainable when working with Visio files. When saving a Visio diagram as a graphic file, you will need to save each page of the diagram as a single and separate graphic file. Unlike saving as a webpage, graphic files do not use linking navigational arrows. This is the reason that the graphic files stay so small, and also the reason why they are so easy to share and transport through email or on a disk. 1. From the File Menu, select Save As. 2. In the Save As window, select a graphic file format from the Save as type: drop-down list. 3. Click on the Save button. 4. View the graphic by finding it in the saved location and opening it.
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Exercise - Saving a Visio Diagram as a Graphic File
1.
From the File Menu, select Save As.
2.
From the Save as type: drop-down list, select one of the graphic formats: gif or jpg.
3.
Click on the Save button.
4.
View the Graphic File by finding it in the saved location and opening it. ?
The default photo-editing program will open the graphic file.
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Exit Visio 1. Make sure you have saved all of your documents. 2. From the File menu, select Exit.
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Exercise - Exiting Visio
1. From the toolbar, click the Save icon . 2. From the File menu, select Exit.
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Appendix A Keystroke Shortcuts
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Keystroke Shortcuts Menu Commands
Command Actual Size Align Shapes Bring to Front Cascade Copy Cut Delete previous word Duplicate Field Fill Flip Horizontal Flip Vertical Display Text dialog box, Font tab Toggle Glue on or off Group Group Display Help Insert hyperlink Line Macros Open new drawing based on open drawing Open Close drawing file Restore the size of the program window. Maximize program window Full Screen view Go To Page Display Text dialog box, Paragraph tab Paste Print Print Preview Display Page Setup dialog box, Print Setup tab Display Reorder Pages dialog box Redo Redo Repeat Find Rotate Left Rotate Right Save Save As Save Workspace Select All Send to Back Toggle Snap on or off Snap & Glue
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Keystrokes CTRL+SHIFT+I F8 CTRL+SHIFT+F ALT+F7 CTRL+C CTRL+X CTRL+BACKSPACE CTRL+D CTRL+F9 F3 CTRL+H CTRL+J F11 F9 CTRL+G CTRL+SHIFT+G F1 CTRL+K SHIFT+F3 ALT+F8 CTRL+N CTRL+O CTRL+F4 ALT+F5 ALT+F10 F5 SHIFT+F4 SHIFT+F11 CTRL+V CTRL+P CTRL+F2 SHIFT+F5 CTRL+ALT+P ALT+SHIFT+BACKSPAC E CTRL+Y F4 CTRL+F CTRL+L CTRL+R CTRL+S F12 ALT+F12 CTRL+A CTRL+SHIFT+B SHIFT+F9 ALT+F9
Shapes in a Stencil
Formatting Text
Aligning text
Command Spelling checker Display Text dialog box, Tabs tab Tile Horizontally Tile Vertically Undo Undo Ungroup Open Microsoft Visual Basic Editor Close Microsoft Visual Basic Editor and Return to Visio Display entire page Zoom
Keystrokes F7 CTRL+F11 SHIFT+F7 CTRL+SHIFT+F7 CTRL+Z ALT+BACKSPACE CTRL+SHIFT+U ALT+F11 ALT+Q
Command Move from shape to shape to the end of a row or column Move to first shape in a stencil Move to last shape in a stencil Move to top shape in a column Move to bottom shape in a column Copy shape(s) to the Clipboard Paste Clipboard contents into the drawing Select all shapes in the stencil Deselect all shapes in the stencil Insert selected shape(s) into drawing
Keystrokes ARROW KEYS
Command Bold Italic Underline Double underline All caps Small caps Decrease font size Increase font size Subscript Superscript
CTRL+B CTRL+I CTRL+U CTRL+SHIFT+D CTRL+SHIFT+A CTRL+SHIFT+K CTRL+SHIFT+, CTRL+SHIFT+. CTRL+= CTRL+SHIFT+=
Command Align text left Center text horizontally Align text right Justify text horizontally Top-align text Center text vertically Bottom-align text
CTRL+SHIFT+L CTRL+SHIFT+C CTRL+SHIFT+R CTRL+SHIFT+J CTRL+SHIFT+T CTRL+SHIFT+M CTRL+SHIFT+V
CTRL+W F6
HOME END PAGE UP PAGE DOWN CTRL+C CTRL+V CTRL+A ESC CTRL+ENTER
Keystrokes
Keystrokes
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Drawing Tools
Zooming
Special Text Characters
Command Arc tool Connection Point tool Connector tool Crop tool Ellipse tool Freeform tool Line tool Pencil tool Pointer tool Rectangle tool Rotation tool Stamp tool Text tool Text Block tool
CTRL+7 CTRL+SHIFT+1 CTRL+3 CTRL+SHIFT+2 CTRL+9 CTRL+5 CTRL+6 CTRL+4 CTRL+1 CTRL+8 CTRL+0 (zero) CTRL+SHIFT+3 CTRL+2 CTRL+SHIFT+4
Keystrokes
Command Zoom in Zoom out Zoom in selected area Pan
Keystrokes CTRL+SHIFT+click CTRL+SHIFT+right-click CTRL+SHIFT+drag a rectangle CTRL+SHIFT, right-click, and drag the page
Command Beginning single-quote Ending single-quote Beginning double-quote Ending double-quote Bullet En dash Em dash Discretionary hyphen Nonbreaking hyphen Nonbreaking slash Nonbreaking backslash Section marker Paragraph marker Copyright symbol Registered trademark
Keystrokes CTRL+LEFT BRACKET CTRL+RIGHT BRACKET CTRL+SHIFT+LEFT BRACKET CTRL+SHIFT+RIGHT BRACKET CTRL+SHIFT+8 CTRL+ALT+= CTRL+SHIFT+ALT+= CTRL+HYPHEN CTRL+SHIFT+HYPHEN CTRL+SHIFT+FORWARD SLASH CTRL+SHIFT+BACKSLASH CTRL+SHIFT+6 CTRL+SHIFT+7 CTRL+SHIFT+ALT+C CTRL+SHIFT+ALT+R
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Index
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Assistant Shape ............................................................................ 72, 73 Connectors .......................................................................................... 50 Control Handles .................................................................................. 12 Control Points ............................................................................... 30, 31 Drawing Page ........................................................................................ 6 Flowchart Reasons for Using ..................................................................... 42, 68 What Is a Flowchart .................................................................. 42, 68 Guides ................................................................................................. 32 Keystroke Shortcuts ............................................................................ 85 Aligning Text .................................................................................. 86 Drawing Tools ................................................................................. 87 Formatting Text ............................................................................... 86 Menu Commands ............................................................................ 85 Shapes in a Stencil .......................................................................... 86 Special Text Characters .................................................................. 87 Menus.................................................................................................... 6 Multiple Shapes Shape ..................................................................... 72 Organizational Charts Reasons ........................................................................................... 68 What is it? ....................................................................................... 68 Rotation Handles................................................................................. 18 Selecting Shapes ................................................... 10, 32, 33, 35, 62, 63 Shapes ................................................................................. 6, 46, 72, 74 Assistant Shapes...................................................................... 72, 73 Cancel Selection.............................................................................. 10 Connecting ...................................................................................... 50 Decision Point ................................................................................. 46 External Entity ................................................................................ 46 External Process .............................................................................. 46 Multiple Shapes Shape ................................................................. 72 Organizational Charts ..................................................................... 72 Position Identifier............................................................................ 46 Process Flow................................................................................... 46 Process Step .................................................................................... 46 Select All Shapes ............................................................................ 10 Select One Shape ............................................................................ 10 Staff Shape ............................................................................... 72, 73 Team Frame ............................................................................. 72, 73 Three Position Shape .............................................................. 72, 73 Title / Date Shapes ........................................................................ 72 Title Shape ..................................................................................... 72 Staff Shape ................................................................................... 72, 73 Stencils .................................................................................................. 6 Team Frame ................................................................................. 72, 73
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Text Adding a Text Box (Text-Only Shape)........................................... 24 Three Positions Shape ................................................................. 72, 73 Title Shape ......................................................................................... 72 Title/Date Shape.................................................................................. 72 Toolbars ................................................................................................ 6 Zoom................................................................................................... 22
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