get to know visio
TRANSCRIPT
Microsoft® Office Visio® 2003 Training
Get to know Visio
[Your company name] presents:
Get to know Visio
Course contents
• Overview: Communicate in a visual way
• Lesson 1: What Visio can do for you
• Lesson 2: Make your first diagram
• Lesson 3: A closer look at the Visio environment
Each lesson includes a list of suggested tasks and a set of test questions.
Get to know Visio
Discover the variety of diagrams you can make with this powerful software. Then create your first diagram. Plus, learn important basics about shapes and stencils.
Overview: Communicate in a visual way
With Microsoft Office Visio 2003, you’ll have no doubt that a picture is worth a thousand words.
Get to know Visio
Course goals
• Know what Visio does and what kinds of diagrams you can make with it.
• Know which edition of Visio 2003 you have and what that means for using it.
• Know how to make a diagram by dragging shapes into place and connecting them.
• Know how to zoom, resize, and add text to shapes.
Lesson 1
What Visio can do for you
Get to know Visio
What Visio can do for you
Visio is an intelligent diagramming program. It empowers you to communicate in a visual manner, and helps make your diagrams more meaningful, flexible, and responsive to your needs.
You can capture information in ways that are valuable for you and your business.
Visio is more than a diagramming program.
Get to know Visio
Two editions
There are two editions of Visio 2003: Visio Standard 2003 and Visio Professional 2003.
Each edition is specifically designed to address the needs of certain customers.
There are two editions of Visio 2003.
Get to know Visio
Two editions
There are two editions of Visio 2003.
• With Visio Standard, you can create business-related diagrams such as flowcharts, organization charts, and project-scheduling diagrams.
• Visio Professional goes a step further into more technical areas.
Get to know Visio
Business-process diagrams
One of the most popular uses of Visio is to illustrate business processes.
Diagrams for business processes can be found in both Visio Standard and Visio Professional.
A three-step flowchart
Get to know Visio
Business-process diagrams
Creating a diagram like this one is easy. The shapes are already made for you; all you have to do is drag them into place, type some text, and resize them a little.
A three-step flowchartThe lines connecting shapes are called connectors. Connectors are easily glued to shapes. When a shape moves, the connector moves as well.
Get to know Visio
Business-process diagrams, continued
Here's an example of how powerful Visio diagrams can be: If a portion of your diagram needs additional detail, you can create that detailed portion separately and add a hyperlink to it.When you need a large and detailed diagram, Visio is the right program to use. A flowchart with a
hyperlink to more detail
Get to know Visio
Organization charts
Organization charts, available in both Visio Standard and Visio Professional, are another type of diagram frequently used in business.
Sure, the lines and shapes let you easily see the reporting structure of an organization. But here's where Visio really shines: You can also associate data with each shape in the diagram.
An organization chart
Get to know Visio
Organization charts
Data for a shape is called custom properties. In the case of organization charts, you can select an employee shape, and then associate vital information—such as location, phone number, and department—so that this data becomes part of the chart.
An organization chart
Get to know Visio
Organization charts
Another powerful reason for creating organization charts in Visio is that you can automatically create them by using information from a data source.An organization chart
After a few clicks, your chart is made for you. You don't have to enter each name and title by hand. As mentioned, Visio is intelligent.
Get to know Visio
Brainstorming diagrams
A brainstorming diagram, available in both Visio Standard and Visio Professional, can help you record and develop any set of related ideas or information, such as new business strategies, book outlines, meeting minutes, or travel plans.
A brainstorming diagram and its outline
Get to know Visio
Brainstorming diagrams
There are two ways to create this kind of diagram:
• You can create the diagram visually by dragging shapes into place.
• You can create the diagram automatically by typing an outline in the outline window. This way, Visio creates the shapes for you.
A brainstorming diagram and its outline
Get to know Visio
Building plans
You can also create precise building plans in Visio. Notice that this diagram provides an overhead view of walls, doors, windows, and furniture.
Also note that the shapes for furniture, equipment, and even plants are already made for you. You do not have to draw these yourself.
An office layout
Get to know Visio
Building plans
And unlike with other simple diagramming programs, with Visio you can specify a scale of measurement.
An office layout
Another example of Visio intelligence: You can add dimension lines to walls, as shown here. With these lines, you can determine whether larger items will fit in the available space.
Get to know Visio
Network diagrams
Another business diagram that you can make with Visio Professional is a network diagram. You can make a simple diagram or a very detailed one. In addition, if you add custom properties to each shape (like asset number, network address, or computer name), you can then run detailed inventory reports right within Visio.A network map
Get to know Visio
Web diagrams
Visio Professional also helps you make Web diagrams, such as a Web site map. Each shape in the map represents a link on a Web site and includes information about the link type and location.
You can use the map to analyze your site's organization or to classify the site's content.
A Web site map
Get to know Visio
Suggestions for practice
We've shown you just a small sampling of what you can do with Visio. But there is so much more. You can also make charts, graphs, maps, project schedules, calendars, even software and database diagrams.
To see more examples of what you can make in Visio, take a look at the Diagram Gallery. To do so:
• Start Visio, and then click Diagram Gallery on the Help menu.
Get to know Visio
Test 1, question 1
Which of the following is true about shapes in Visio? (Pick one answer.)
1. You have to create shapes from scratch.
2. Visio shapes are already made for you. You don't have to make them yourself.
Get to know Visio
Test 1, question 1
Which of the following is true about shapes in Visio? (Pick one answer.)
3. There are some basic shapes already made in Visio, but if you need something really detailed—like a piece of computer equipment—you need to make it yourself.
4. Visio Standard doesn't come with shapes already made, but Visio Professional does.
Get to know Visio
Test 1, question 1: Answer
Visio shapes are already made for you. You don't have to make them yourself.
You can make your own shapes if you want to, but in many cases it's not necessary because there's a variety of shapes to choose from.
Get to know Visio
Test 1, question 2
With Visio, you can associate data with shapes in a diagram. What is this data called? (Pick one answer.)1. Custom properties.
2. Special data.
3. Shaped data.
4. Data properties.
Get to know Visio
Test 1, question 2: Answer
Custom properties.
In an organization chart, the custom properties for a shape might include department name, phone number, and office location. In a network diagram, the custom properties might include computer asset number, location, network address, and computer name.
Lesson 2
Make your first diagram
Get to know Visio
Make your first diagram
Select, drag, move, resize, type, zoom, connect. By now, you're probably ready to see how to create a diagram. Let's investigate the details of working with Visio.
Get to know Visio
Choose a template
You begin creating a diagram by choosing a template. Things to notice in the animation on the left:
Animation: Right-click, and click Play.
Start a diagram by choosing a template.
• After you choose a template, a blank drawing page appears.
• To the left of that page, a collection of shapes appears that you can use in the diagram.
Get to know Visio
Choose a template
You begin creating a diagram by choosing a template.
Start a diagram by choosing a template.
• After you choose a template, a blank drawing page appears.
• To the left of that page, a collection of shapes appears that you can use in the diagram.
Get to know Visio
Drag shapes onto the page
After you choose a template, the drawing page appears blank. This is different from templates in many other programs.
But in a Visio template, shapes appear to the left of the empty drawing page—waiting for you to drag them onto the page. Play this animation to see a demonstration.
Animation: Right-click, and click Play.
How to drag shapes onto the page
Get to know Visio
Drag shapes onto the page
After you choose a template, the drawing page appears blank. This is different from templates in many other programs.
But in a Visio template, shapes appear to the left of the empty drawing page—waiting for you to drag them onto the page.
How to drag shapes onto the page
Get to know Visio
Move the shapes
Moving a shape is easy: Just click any shape to select it, and then drag it to a new location.
You can also move many shapes at once. To do that, click a blank area of the drawing page, and then drag to create a selection rectangle around the shapes. This animation shows you how.
Animation: Right-click, and click Play.
How to move several shapes at once
Get to know Visio
Moving a shape is easy: Just click any shape to select it, and then drag it to a new location.
You can also move many shapes at once. To do that, click a blank area of the drawing page, and then drag to create a selection rectangle around the shapes.
How to move several shapes at once
Move the shapes
Get to know Visio
Resize shapes
You can resize shapes by dragging their corner, side, or bottom selection handles. The animation demonstrates this.
You can also resize many shapes at once. To do that, select more than one shape, and then drag a selection handle. That's rectangle first, handle next.
Animation: Right-click, and click Play.
How to resize a shape
Get to know Visio
Resize shapes
You can resize shapes by dragging their corner, side, or bottom selection handles.
You can also resize many shapes at once. To do that, select more than one shape, and then drag a selection handle. That's rectangle first, handle next.
How to resize a shape
Get to know Visio
Add text to shapes
You can add text to shapes. There are a couple of ways to accomplish this. The easiest way is to just click the shape, and start typing.
Play the animation to see this demonstrated.Animation: Right-click, and click
Play.
How to add text to shapes
Get to know Visio
Add text to shapes
You can add text to shapes. There are a couple of ways to accomplish this. The easiest way is to just click the shape, and start typing.
How to add text to shapes
Get to know Visio
Zoom to see better
If the shapes in your diagram are too small to work with, you'll want to zoom in closer.
To zoom in on the shapes in your diagram, hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes. The animation shows you how.
Animation: Right-click, and click Play.
How to zoom in on shapes
Get to know Visio
Zoom to see better
If the shapes in your diagram are too small to work with, you'll want to zoom in closer.
To zoom in on the shapes in your diagram, hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes.
How to zoom in on shapes
Get to know Visio
Connect shapes
Connecting shapes is one of the hallmark strengths of Visio. As the animation shows, you:
Animation: Right-click, and click Play.
How to connect shapes
• Switch from the Pointer Tool to the Connector Tool on the Standard toolbar.
• Draw a line from one connection point to another.
• When you're done, switch back to the Pointer Tool.
Get to know Visio
Connect shapes
How to connect shapes
• Switch from the Pointer Tool to the Connector Tool on the Standard toolbar.
• Draw a line from one connection point to another.
• When you're done, switch back to the Pointer Tool.
Connecting shapes is one of the hallmark strengths of Visio. To do it, you:
Get to know Visio
Suggestions for practice
1. Choose a template, and start dragging shapes.
2. Add text to the shapes, and zoom.
3. Zoom in and out some more.
4. Connect shapes.
Online practice (requires Visio 2003)
Get to know Visio
Test 2, question 1
To zoom in on the shapes, you need to: (Pick one answer.)
1. Press CTRL+Z.
2. Hold down CTRL+SPACEBAR while you drag a selection rectangle around the shapes.
3. Hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes.
4. Press CTRL+W.
Get to know Visio
Test 2, question 1: Answer
Hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes.
And remember, to zoom back so that the whole page is visible, press CTRL+W.
Get to know Visio
Test 2, question 2
As seen in the practice session, what may happen when you type text on a shape? (Pick one answer.)
1. Visio asks which font you would like to use, and then recommends a font size for you.
2. Visio zooms in.
3. The Text dialog box appears. Here you can specify font, size, and other formatting options.
4. Visio moves the shape to where your text is.
Get to know Visio
Test 2, question 2: Answer
Visio zooms in.
If you are zoomed out and start typing text for a shape, Visio zooms in on the shape so that you can see what you are typing. You can turn this option off if you want. On the Tools menu, click Options, and then click the General tab. Under Drawing window options, in the Automatically zoom text when editing under box, enter 0 (zero) for the point size.
Get to know Visio
Test 2, question 3
Which of the following tools do you use to add connectors to shapes? (Pick one answer.)
1. The Connecting Line Tool.
2. The Connector Tool.
3. The Line Tool.
4. The Pointer Tool.
Get to know Visio
Test 2, question 3: Answer
The Connector Tool.
Lesson 3
A closer look at the Visio environment
Get to know Visio
A closer look at the Visio environment
Sure, it's fun to create diagrams, label them, and move the parts around. But you really want to understand Visio because you know there's more you can do.
This is your chance to get a closer look at templates, stencils, and shapes—three very important parts of the Visio program.
Take a closer look at Visio.
Get to know Visio
A closer look at templates
Let’s take a closer look at the concept of a Visio template. As you saw in a previous lesson, when you choose a template in Visio, you get a blank drawing page and a handful of shapes to the left of the page.
But that's not all your choice brings you. With a template, you get other special tools to help you with your diagram.
Special tools come with the Organization Chart template.
Get to know Visio
A closer look at templates
For example, when you choose an organization chart template, you get the following:
Special tools come with the Organization Chart template.
1. A special Organization Chart toolbar that makes chart layout easier.
2. An Organization Chart menu that provides commands to help you work with the chart.
Get to know Visio
A closer look at shapes and stencils
Shapes are another reason why Visio is so powerful. So let's take a closer look at them.1. The Shapes window is to the left of your
drawing page. This window contains stencils. Stencils aren't the actual shapes themselves. Stencils are useful groupings of shapes.
Where to find shapes and stencils
Get to know Visio
A closer look at shapes and stencils
2. These are stencils. In this illustration, you see three stencils. The Organization Chart Shapes stencil is the active one. The other two stencils are Borders and Tiles and Backgrounds. To see those stencils' shapes, click the name of the stencil you want.
Where to find shapes and stencils
Get to know Visio
A closer look at shapes and stencils
Where to find shapes and stencils
3. Inside each stencil are shapes. Shapes are what you drag onto the page.
Get to know Visio
Shapes that are smart
Visio enables you to format, fill, rotate, and resize shapes. And with several of the shapes, Visio does much, much more.
Many shapes are smart—they have special built-in features that help out with the particular kind of diagram you're working on.
The animation demonstrates this.
Animation: Right-click, and click Play.
Shapes in an organization chart
Get to know Visio
Shapes that are smart
Shapes in an organization chart
Visio enables you to format, fill, rotate, and resize shapes. And with several of the shapes, Visio does much, much more.
Many shapes are smart—they have special built-in features that help out with the particular kind of diagram you're working on.
Get to know Visio
A closer look at the New button
You're probably used to clicking the New button in various programs to quickly open a new document or file. In Visio, things are a bit different.
The Visio New button can be used in several ways.
The New button is different in Visio.
Get to know Visio
A closer look at the New button
Start without a template: If you don't have any diagrams open, clicking the New button will open a new drawing page with no associated template. You can then search for shapes in the Shapes window, as the illustration on the left shows.
The New button is different in Visio.
Get to know Visio
A closer look at the New button
Borrow a template: If you have a diagram open that is based on a template, clicking the New button will open a new drawing page that is based on that same template.
The New button is different in Visio.
Get to know Visio
A closer look at the New button
Pick a template: The New button has a small arrow on it. If you click that arrow, you'll see the same list of templates that you worked with earlier in this course. Choose a template from that list, and you'll get a new drawing page based on that template.
The New button is different in Visio.
Get to know Visio
Suggestions for practice
1. Start a diagram based on an organization chart template.
2. Create an organization chart quickly.
3. Experiment with the New button.
Online practice (requires Visio 2003)
Get to know Visio
Test 3, question 1
What do most Visio templates look like? (Pick one answer.)
1. Templates are files you can open in Visio that contain premade diagrams. All you have to do is fill in the blanks.
2. A template is a diagram type that opens with the stencils and settings you need to create a particular diagram.
Get to know Visio
Test 3, question 1
What do most Visio templates look like? (Pick one answer.)
3. A template is a collection of shapes that you can drag onto the page.
4. A template is a master shape that you can use over and over again.
Get to know Visio
Test 3, question 1: Answer
A template is a diagram type that opens with the stencils and settings you need to create a particular diagram.
Templates also come with special toolbars and menus to help with the diagram you want to make.
Get to know Visio
Test 3, question 2
What is a Visio stencil? (Pick one answer.)
1. A stencil is a collection of shapes available in the Shapes window.
2. A stencil is a premade shape that you can drag onto a page.
Get to know Visio
Test 3, question 2
What is a Visio stencil? (Pick one answer.)
3. A stencil is a file you can open in Visio that contains an already created drawing. All you have to do is fill in the blanks.
4. A stencil is a cutout shape that you can fill with any color you want.
Get to know Visio
Test 3, question 2: Answer
A stencil is a collection of shapes available in the Shapes window.
Remember that many stencils are available in the Shapes window. To make any stencil active, click the title bar for the one you want.
Get to know Visio
Test 3, question 3
What is the Shapes window? (Pick one answer.)1. The Shapes window is the window that contains templates.
2. The Shapes window is the window that contains stencils.
3. The Shapes window is the window that contains templates and stencils.
4. The Shapes window is the window that contains shaping tools.
Get to know Visio
Test 3, question 3: Answer
The Shapes window is the window that contains stencils.
If you ever lose the Shapes window, you can get it back by selecting the Shapes Window command on the View menu.
Get to know Visio
Quick Reference Card
For a summary of the tasks covered in this course, view the Quick Reference Card.