Exploring Visio

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Exploring MS-Visio Tips & Tricks

Compiled by: Raghunath Soman

www.persistentsys.com© 2010 Persistent Systems Ltd 2

Use Equation Editor for Math & Science

• Equation Editor is a formula editor that allows users to construct math and science equations in a WYSIWYG environment.

• To use Equation Editor in Visio, go to Insert | Object | Microsoft Equation 3.0

• Select “Create new” radio button to create a new equation.

• Note: Equation Editor is now superseded by MathType, a more powerful formula editor.


Remove personal info and reduce file size

• Go to File | Info• Click Remove Personal Info

• Go to File | Info• Click Reduce File Size


Enable Developer tab

• Developer tab offers a number of advanced features that make life easier!

• By default, this tab is not enabled in Visio. To enable this tab, go to File | Help | Options | Advanced

• In the General section, select Run in developer mode.


Use ShapeSheet

• ShapeSheet is a powerful tool that enables you configure ALL the properties of the shape precisely from a single window.

• Developer tab needs to be enabled to view ShapeSheet.

• To view the ShapeSheet for a particular shape, select it and go to Developer tab. Click Show ShapeSheet.


Add a ScreenTip

• ScreenTips are just like ToolTips and enable you to provide short notes about the image.

• Select the shape to which you wish to add the screen tip. Go to Insert | ScreenTip


Save images as Metafile

• Visio files are often bulky in size. • Saving an image as a JPG/PNG/GIF often leads to loss of clarity.• Save the image as a Metafile to maintain the clarity while reducing

the file size.• Press CTRL + A to select entire Visio diagram. Go to MS-Word (or

any other MS-Office application). Click Paste Special and select Picture (Enhanced Metafile)

• Note that once pasted as metafile, you cannot edit the image in Visio.


Enable Document Stencil

• Document Stencil shows the individual shapes used in a Visio document.

• Even if a shape has been used multiple times, only one instance for it is shown in the stencil.

• Even if a shape has been deleted from the document, the stencil still shows the shape.

• To view document stencil, go to Developer tab and select Document Stencil checkbox.


Set double-click action

• Usually, when you double-click a shape, the default action for that shape is performed.

• Using Behavior function of Developer tab, you can specify the action to be performed when user double-clicks a shape.

• You can choose to open the shape in a new window, or open the ShapeSheet, run a macro, go to a target page or display some help text for the shape.


Use Keyboard shortcuts

Action ShortcutZoom In Ctrl + Shift + Left click

Zoom Out Ctrl + Shift + Right click

Close document Ctrl + W

Switch windows Ctrl + Tab

Print Preview Ctrl + F2

Duplicate shape Ctrl + D

Action ShortcutPointer tool Ctrl + 1

Text Block tool Ctrl + 2

Connector tool Ctrl + 3

Repeat last action

F4

Insert picture Alt + N, P

Page Setup Shift + F5


Visio Resources

• http://blogs.msdn.com/b/visio/• http://www.visiozone.com• http://www.visguy.com

• … and of course, the MS-Visio online help!

http://blogs.msdn.com/b/visio/

http://www.visiozone.com/

http://www.visguy.com/

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