Introduction to Visio 2002 - Maricopa - Human Resources Introduction to Visio 2002 Written by Paula...

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Introduction to Visio 2002 Technology Training Services

Transcript of Introduction to Visio 2002 - Maricopa - Human Resources Introduction to Visio 2002 Written by Paula...

Introduction to

Visio 2002

Technology Training Services

b

Introduction to Visio 2002

Written by

Paula Yslas

Technology Training Services

April, 2003

Maricopa Community Colleges ? April 2003 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

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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. 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.

? Research and develop comprehensive training and reference materials.

? Meet and support the colleges’ technology training efforts by delivering on-site technology training and providing training materials.

? Cultivate positive partnerships with our colleges to meet and exceed their training needs and expectations.

? Provide technology training support in a variety of ways including, telephone helplines, one-on-one assistance, online help, troubleshooting, consultation and referral services.

? Collaborate with organizational teams to develop strategies to meet future technology training needs.

? Provide consultation and services to the teams implementing new technologies and administrative systems within the organization.

? Expand and update our knowledge and skills in the areas of technology and training.

The Maricopa Community Colleges do not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, handicap/disability, age, or Vietnam era/disabled veteran status in employment or in the application, admission, participation, access and treatment of persons in instructional programs and activities.

Vision

Mission

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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

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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

1

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.

2

Visio Overview and Components

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 resolution-dependent.

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.

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 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.

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 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.

Business Graphics

Visio Documents

Sharper Images

Shapes

1-D or 2-D

Stencils

Drawing Tools

Styles

Templates

Footnote

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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.

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:

1. From the View menu, select Task Pane.

Default Visio Screen

Drawing Type Category

Templates

Function Area

Which one?

Open Visio

Task Pane

Drawing Types

Templates

Functions

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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.

? Let’s say you made a mistake and selected the wrong template.

5. Return to the Task Pane to start again:

? 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.

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.

Basic Flowchart Template

Template Components

A

B

C D

Stencil Window

Drawing Window

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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.

? Notice the purpose of the different shapes.

Note: There is no information in the Status Bar yet because no shapes have been drawn.

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Create Shapes

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.

The drop-down arrows display additional 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.

? If using the line or arc tool, press and drag in any direction.

? 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.

Practice

Create Shapes

Drawing Tools

Use Drawing Tools

Drop-down arrows

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Exercise – Creating Shapes

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.

? If using the line or arc tool, press and drag in any direction.

? 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.

Drawing Page

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Select Shapes

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.

1. From the Drawing Tools in the toolbar, select the Pointer tool.

2. Place the Pointer over a shape and click.

? 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.

? 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.

? 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.

Select First

Selected Shape

Select One Shape

Select Multiple Shapes

Select All Shapes

Cancel a Selection

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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.

? 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 document:

? From the toolbar, select the Save icon.

? In the Save In field, click the down arrow, and select Desktop.

? From the Desktop list, select the My Documents.

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Selection Handles and Points

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.

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.

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.

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.

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.

Handles

Dimensions

One-Dimensional 1D

Two-Dimensional 2D

Control Handles

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.

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.

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.

? 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.

? 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.

Resize a Shape

Move a Shape

Move Multiple Shapes

Cancel Selection

Delete a Shape

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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.

? 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.

? 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.

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.

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.

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.

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.

Copy a Shape

Make a Duplicate

Copy to Another Location

Copy to Another Page

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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

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.

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.

? 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.

? To rotate the shape clockwise, select Rotate Right.

Two Ways to Rotate

Rotation Tool

Rotation Handles

Rotate a Shape using the

Rotation Tool

Rotate a Shape using the

Shape Menu

Rotation Handle

Rotation Pin

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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.

? 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.

? To rotate the shape counterclockwise, select Rotate Left.

? To rotate the shape clockwise, select Rotate Right.

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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.

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

Format Shapes

Format Shapes

Non-Printing Format

Define a Non-printing Shape

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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

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 right-click 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.

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.

A Closer Look

Zoom In

Zoom Out

Zoom Field

Pan & Zoom

Use the Pan & Zoom to View

Different Areas

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Exercise – Zooming In and Out

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.

Pan & Zoom Window

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Add Text to Shapes

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.

? 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.

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.

Easy!

Text Tool

Note:

Add Text to a Shape

Text Box

Add a Text Box

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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.

26

Edit and Format 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.

Text is easily formatted by using options 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.

Easy!

Edit Text

Format Options

Format Text

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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 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.

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.

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.

1. Double-click the shape containing the text (with the Pointer).

2. Press the Delete key.

3. Click in a blank area.

1. Select the text box (with the Pointer from the Drawing Tools).

2. Press the Delete key.

Text Box

Rotate Text

Rotate a Text Box

Move a Text Box

Resize a Textbox

Delete Text in a Shape

Delete a Text Box

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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.

? 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.

30

Protect Shapes

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.

Padlocks

Note

No Protection

Protect a Shape

31

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.

32

Align Shapes

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.

? 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.

Alignment

Guides

Align and Glue Shapes

to a Guide

Align and Glue Shapes to a

Primary Shape

33

Exercise - Aligning Shapes

Align and glue shapes to a 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.

Guide

34

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.

Distribution

Distribute Shapes

35

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.

36

Import, Move, and Delete Graphics

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.

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.

1. Select the graphic (using the Pointer from the Drawing Tools).

2. Press the Delete key.

Graphics

Import a Graphic

Move a Graphic

Delete a Graphic

37

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.

38

Group and Ungroup 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: 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!) ?

1. Select the group to be separated.

2. From the Shape menu, select Grouping, then select Ungroup.

Group Shapes

Group Shapes

Ungroup Shapes

39

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.

40

Order Shapes

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.

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.

Shape Order

Order Options

Order Shapes

41

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.

42

Flowcharting Overview

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.

Making Coffee Process Flow

What is a Flowchart?

Why create a flowchart?

Flowchart

Example

43

Sample Flowchart – Soccer Camp Application Process

44

Document and Plan Process

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:

? 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.

Document First, Flowchart Second

Ready!

45

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?

46

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.

PositionIdentifier

Position Identifier: identifies the name of the position that will be performing the process step.

ExternalEntity

External Entity: an entity outside the process that provides or receives input to or from the process.

ExternalProcess

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.

Some Common Flowcharting

Shapes

47

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?

48

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.

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 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.

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.

Master Shapes

Flowchart Shapes

Flowchart Shape Components

Control Handles

Connectors

Create a Flowchart Shape

Rubber Stamp

Tool

49

Exercise – Creating a Flowchart

Using the information from your planning process, create a flowchart for Making Coffee.

1. Open a new blank flowchart diagram first:

? From the File menu, select New, then select Flowchart, then select Basic Flowchart.

2. 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.

50

Connect Shapes

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.

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.

To ensure that shapes are properly connected, attach shapes at special connection points. The connection points are blue x’s displayed around the shape.

? If you cannot see a shape’s connection points, from the View menu, select Connection Points.

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.

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. Begin and end points turn red when they are glued to a shape.

Connectors

Connection Direction

Connection Points

Glued Connectors

The Glue Process

Are they glued?

Connection Points

51

Connection Methods

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 which 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.

Connection Methods

Dynamic Connector

52

Connection Methods Instructions

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.

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.

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.

? 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.

? The shapes are automatically connected with the Dynamic Connector shape.

1. Select the connector line, and press the Delete key.

Connect Shapes with the

Connector Tool

Connect Shapes with the

Connect Shapes Command

Connect Shapes with the

Connector Master Shapes

Connect Shapes Automatically

with the Connector Tool

Disconnect Shapes

53

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.

54

Add Text to Connector 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 is done in the same way as it is for shapes. Please refer to the previous sections of this manual for instructions.

Useful Text

Same as shapes

Add Text to Connection Lines

Formatting Text

55

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.

56

Add Pages

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.

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.

Add Pages

Same as Previous

Page Navigation

Add a Page

57

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:

58

Rename, Reorder, and Delete Pages

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:

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.

1. In the bottom-left corner of the window, press and drag the page tabs to the desired order.

? 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.

Page Menu

Rename a Page

Reorder Pages with a right-click

Reorder Pages on the page bar

Delete a Page

59

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.

60

Continue Flowchart on 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 Off-page Reference shape on either page or use the page navigation bar in the bottom-left corner of the window.

Continue

Continue a Flowchart on a Separate Page

61

Exercise – Continuing a Flowchart on Separate Page

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.

Off-page Reference Shape

62

Add Stencils and Connectors

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.

? The new shape stencil now displays with your other stencils.

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.

? The Connector stencil now displays with your other stencils.

1. Right-click on the Stencil title bar, and select Close.

More Shapes

Add a Stencil

More Connectors

Add the Connectors

Stencil

Delete a Stencil

63

Exercise - Adding Stencils and Connectors

1. From the toolbar, click the down arrow next to the Stencils tool, then select a solution 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.

Added Stencils

Added Stencils

64

Find Shapes

To find a shape, use the Find Shape tool in the toolbar.

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.

Find a Shape

65

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.

66

Print 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.

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.

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.

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.

Print Preview

Preview a Diagram

Page Setup

Set Page Properties and

Options

Print Options

Print a Diagram

Printing Note:

Define a Non-printing Shape

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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

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 levels. Individuals sharing a horizontal level are usually peers in the organization.

Common reasons for creating organizational charts:

? To identify functional areas in an organization

? To identify names and job titles

? 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.

? Use different shape styles to indicate different organizational levels with larger shapes being used for higher positions.

? Experiment with layouts to determine the best fit.

? Keep peers on the same horizontal row, regardless of their title.

? If beneficial, embed additional information in the chart such as phone number, job title, etc.

? Use the organization chart template to automatically establish reporting relationships.

What is an Organizational

Chart?

Reasons for Creating

Organizational Charts

Keys to Successful

Organizational Charting

69

Sample Organizational Chart

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Ways to Create an Organizational Chart

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.

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!

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.

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.

Two Ways

Manually

Chart Wizard

Start Visio

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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

ExecutiveTitle

Executive Title is used for the most senior position on your chart. The Executive shape is identified by the double outline and the shadow.

ManagerTitle

Manager Title is used for management positions. The Manager shape is identified by the double outline.

PositionTitle

Position Title is used for most non-managerial positions reporting to a Manager.

ConsultantTitle

Consultant Title is used for consultants. The Consultant shape is identified by its dashed outline.

VacantTitle

Vacant Title is used for vacant job positions. The Vacant shape is identified by its dotted outline.

AssistantTitle

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

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

Organizational Chart Shapes

73

Exercise – Assigning Employees to Org Chart Shapes

Figure out who goes where in your department.

ExecutiveTitle

Executive Title is used for the most senior position on your chart. The Executive shape is identified by the double outline and the shadow.

ManagerTitle

Manager Title is used for management positions. The Manager shape is identified by the double outline.

PositionTitle

Position Title is used for most non-managerial positions reporting to a Manager.

ConsultantTitle

Consultant Title is used for consultants. The Consultant shape is identified by its dashed outline.

VacantTitle

Vacant Title is used for vacant job positions. The Vacant shape is identified by its dotted outline.

AssistantTitle

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

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.

Consider the following shortcuts:

? To change a position shape type, right click on the position shape and select Change Position Type.

? To quickly create multiple reporting relationships to an individual manager, consider dropping the Multiple Shapes or Three Positions shapes instead of a single shape.

? To assign a position to a different supervisor, drag and drop the position onto the shape to which it now should report.

? To move a position but keep its reporting structure, right click the shape and click Move Shape Left or Move Shape Right.

? 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.

? 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.

Org Chart Template

Interactive Hint Screen

Useful Shortcuts to Consider

75

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:

? 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.

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

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.

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.

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!

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.

File Sharing

Components

Functionality

Save Visio Diagram as a

Web Page

77

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

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.

Graphic File Formats

File Size

Easy File Sharing

Save Visio Diagram as a Graphic File

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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.

81

Exercise - Exiting Visio

1. From the toolbar, click the Save icon .

2. From the File menu, select Exit.

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83

Appendix A

Keystroke Shortcuts

84

85

Keystroke Shortcuts

Command Keystrokes Actual Size CTRL+SHIFT+I Align Shapes F8 Bring to Front CTRL+SHIFT+F Cascade ALT+F7 Copy CTRL+C Cut CTRL+X Delete previous word CTRL+BACKSPACE Duplicate CTRL+D Field CTRL+F9 Fill F3 Flip Horizontal CTRL+H Flip Vertical CTRL+J Display Text dialog box, Font tab F11 Toggle Glue on or off F9 Group CTRL+G Group CTRL+SHIFT+G Display Help F1 Insert hyperlink CTRL+K Line SHIFT+F3 Macros ALT+F8 Open new drawing based on open drawing CTRL+N Open CTRL+O Close drawing file CTRL+F4 Restore the size of the program window. ALT+F5 Maximize program window ALT+F10 Full Screen view F5 Go To Page SHIFT+F4 Display Text dialog box, Paragraph tab SHIFT+F11 Paste CTRL+V Print CTRL+P Print Preview CTRL+F2 Display Page Setup dialog box, Print Setup tab

SHIFT+F5

Display Reorder Pages dialog box CTRL+ALT+P Redo ALT+SHIFT+BACKSPAC

E Redo CTRL+Y Repeat F4 Find CTRL+F Rotate Left CTRL+L Rotate Right CTRL+R Save CTRL+S Save As F12 Save Workspace ALT+F12 Select All CTRL+A Send to Back CTRL+SHIFT+B Toggle Snap on or off SHIFT+F9 Snap & Glue ALT+F9

Menu Commands

86

Command Keystrokes Spelling checker F7 Display Text dialog box, Tabs tab CTRL+F11 Tile Horizontally SHIFT+F7 Tile Vertically CTRL+SHIFT+F7 Undo CTRL+Z Undo ALT+BACKSPACE Ungroup CTRL+SHIFT+U Open Microsoft Visual Basic Editor ALT+F11 Close Microsoft Visual Basic Editor and Return to Visio

ALT+Q

Display entire page CTRL+W Zoom F6

Command Keystrokes Move from shape to shape to the end of a row or column

ARROW KEYS

Move to first shape in a stencil HOME Move to last shape in a stencil END Move to top shape in a column PAGE UP Move to bottom shape in a column PAGE DOWN Copy shape(s) to the Clipboard CTRL+C Paste Clipboard contents into the drawing CTRL+V Select all shapes in the stencil CTRL+A Deselect all shapes in the stencil ESC Insert selected shape(s) into drawing CTRL+ENTER

Command Keystrokes Bold CTRL+B Italic CTRL+I Underline CTRL+U Double underline CTRL+SHIFT+D All caps CTRL+SHIFT+A Small caps CTRL+SHIFT+K Decrease font size CTRL+SHIFT+, Increase font size CTRL+SHIFT+. Subscript CTRL+= Superscript CTRL+SHIFT+=

Command Keystrokes Align text left CTRL+SHIFT+L Center text horizontally CTRL+SHIFT+C Align text right CTRL+SHIFT+R Justify text horizontally CTRL+SHIFT+J Top-align text CTRL+SHIFT+T Center text vertically CTRL+SHIFT+M Bottom-align text CTRL+SHIFT+V

Shapes in a Stencil

Formatting Text

Aligning text

87

Command Keystrokes

Arc tool CTRL+7 Connection Point tool CTRL+SHIFT+1 Connector tool CTRL+3 Crop tool CTRL+SHIFT+2 Ellipse tool CTRL+9 Freeform tool CTRL+5 Line tool CTRL+6 Pencil tool CTRL+4 Pointer tool CTRL+1 Rectangle tool CTRL+8 Rotation tool CTRL+0 (zero) Stamp tool CTRL+SHIFT+3 Text tool CTRL+2 Text Block tool CTRL+SHIFT+4

Command Keystrokes Zoom in CTRL+SHIFT+click Zoom out CTRL+SHIFT+right-click Zoom in selected area CTRL+SHIFT+drag a rectangle Pan CTRL+SHIFT, right-click, and drag the page

Command Keystrokes Beginning single-quote CTRL+LEFT BRACKET Ending single-quote CTRL+RIGHT BRACKET Beginning double-quote CTRL+SHIFT+LEFT BRACKET Ending double-quote CTRL+SHIFT+RIGHT BRACKET Bullet CTRL+SHIFT+8 En dash CTRL+ALT+= Em dash CTRL+SHIFT+ALT+= Discretionary hyphen CTRL+HYPHEN Nonbreaking hyphen CTRL+SHIFT+HYPHEN Nonbreaking slash CTRL+SHIFT+FORWARD SLASH Nonbreaking backslash CTRL+SHIFT+BACKSLASH Section marker CTRL+SHIFT+6 Paragraph marker CTRL+SHIFT+7 Copyright symbol CTRL+SHIFT+ALT+C Registered trademark CTRL+SHIFT+ALT+R

Drawing Tools

Zooming

Special Text Characters

88

89

Index

90

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

2

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