visio 2010 basic student manual

M I C R O S O F T ®

L E A R N H O W T O :

� Explore the Visio interface

� Use stencils and manipulate objects

� Create custom shapes and compound lines

� Plan and create basic diagrams

� Format drawings

� Work with background pages and hyperlinks

� Import and export data

� Apply advanced layout and connection techniques

� Set properties and create reports

Visio® 2010B A SIC

E N S U R I N G Y O U R S U C C E S S I N T H E C L A S S R O O M

y Hands-on learning through real-world activities.

y Clear, concise, and consistent instructions.

y Time-tested instructional design.

y Comprehensive teaching tools.

Visio2010_Basic.indd 1 2/28/11 8:14 AM

V i s i o 2 0 1 0 : B a s i c Student Manual

Visio 2010: Basic

President, Axzo Press: Jon Winder

Vice President, Product Development: Charles G. Blum

Vice President, Operations: Josh Pincus

Director of Publishing Systems Development: Dan Quackenbush

Writer: Brandon Heffernan

Copyeditor: Cathy Albano

Keytester: Cliff Coryea

COPYRIGHT © 2011 Axzo Press. All rights reserved.

No part of this work may be reproduced, transcribed, or used in any form or by any meansgraphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systemswithout the prior written permission of the publisher.

For more information, go to www.axzopress.com.

Trademarks ILT Series is a trademark of Axzo Press.

Some of the product names and company names used in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers.

Disclaimer We reserve the right to revise this publication and make changes from time to time in its content without notice.

Student Manual ISBN 10: 1-4260-2054-6 ISBN 13: 978-1-4260-2054-4

Student Manual with Disc ISBN-10: 1-4260-2056-2 ISBN-13: 978-1-4260-2056-8

Printed in the United States of America

1 2 3 4 5 GL 06 05 04 03

Contents

Introduction iii Topic A: About the manual............................................................................... iv Topic B: Setting your expectations...................................................................vii Topic C: Re-keying the course ..........................................................................x

Getting started 1-1 Topic A: The Visio 2010 interface .................................................................. 1-2 Topic B: Windows, stencils, and objects ........................................................ 1-14 Unit summary: Getting started ........................................................................ 1-24

Drawing tools 2-1 Topic A: Basic shapes and lines ...................................................................... 2-2 Topic B: Compound lines ............................................................................... 2-10 Topic C: Editing objects ................................................................................. 2-17 Unit summary: Drawing tools ......................................................................... 2-26

Basic diagrams 3-1 Topic A: Planning a diagram ........................................................................... 3-2 Topic B: Creating a basic diagram .................................................................. 3-4 Topic C: Working with text ............................................................................ 3-16 Topic D: Organization charts.......................................................................... 3-27 Unit summary: Basic diagrams ....................................................................... 3-31

Formatting drawings 4-1 Topic A: Formatting text ................................................................................. 4-2 Topic B: Formatting shapes and lines............................................................. 4-10 Unit summary: Formatting drawings .............................................................. 4-16

Working with pages 5-1 Topic A: File and print properties.................................................................... 5-2 Topic B: Working with background pages ..................................................... 5-13 Topic C: Working with links .......................................................................... 5-22 Unit summary: Working with pages ............................................................... 5-27

Network and brainstorming diagrams 6-1 Topic A: Network diagrams............................................................................. 6-2 Topic B: Rack diagrams ................................................................................. 6-12 Topic C: Brainstorming diagrams................................................................... 6-14 Unit summary: Network and brainstorming diagrams .................................... 6-21

Customization and reporting 7-1 Topic A: Layout and connection techniques.................................................... 7-2 Topic B: Shape properties .............................................................................. 7-13 Topic C: Reporting ......................................................................................... 7-20 Unit summary: Customization and reporting .................................................. 7-26

ii Visio 2010: Basic

Course summary S-1 Topic A: Course summary............................................................................... S-2 Topic B: Continued learning after class .......................................................... S-4

Glossary G-1

Index I-1

iii

Introduction

After reading this introduction, you will know how to:

A Use ILT Series manuals in general.

B Use prerequisites, a target student description, course objectives, and a skills inventory to properly set your expectations for the course.

C Re-key this course after class.

iv Visio 2010: Basic

Topic A: About the manual

ILT Series philosophy Our manuals facilitate your learning by providing structured interaction with the software itself. While we provide text to explain difficult concepts, the hands-on activities are the focus of our courses. By paying close attention as your instructor leads you through these activities, you will learn the skills and concepts effectively.

We believe strongly in the instructor-led class. During class, focus on your instructor. Our manuals are designed and written to facilitate your interaction with your instructor, and not to call attention to manuals themselves.

We believe in the basic approach of setting expectations, delivering instruction, and providing summary and review afterwards. For this reason, lessons begin with objectives and end with summaries. We also provide overall course objectives and a course summary to provide both an introduction to and closure on the entire course.

Manual components The manuals contain these major components:

Table of contents

Introduction

Units

Course summary

Glossary

Index

Each element is described below.

Table of contents

The table of contents acts as a learning roadmap.

Introduction

The introduction contains information about our training philosophy and our manual components, features, and conventions. It contains target student, prerequisite, objective, and setup information for the specific course.

Units

Units are the largest structural component of the course content. A unit begins with a title page that lists objectives for each major subdivision, or topic, within the unit. Within each topic, conceptual and explanatory information alternates with hands-on activities. Units conclude with a summary comprising one paragraph for each topic, and an independent practice activity that gives you an opportunity to practice the skills you’ve learned.

The conceptual information takes the form of text paragraphs, exhibits, lists, and tables. The activities are structured in two columns, one telling you what to do, the other providing explanations, descriptions, and graphics.

Introduction v

Course summary

This section provides a text summary of the entire course. It is useful for providing closure at the end of the course. The course summary also indicates the next course in this series, if there is one, and lists additional resources you might find useful as you continue to learn about the software.

Glossary

The glossary provides definitions for all of the key terms used in this course.

Index

The index at the end of this manual makes it easy for you to find information about a particular software component, feature, or concept.

Manual conventions We’ve tried to keep the number of elements and the types of formatting to a minimum in the manuals. This aids in clarity and makes the manuals more classically elegant looking. But there are some conventions and icons you should know about.

Item Description

Italic text In conceptual text, indicates a new term or feature.

Bold text In unit summaries, indicates a key term or concept. In an independent practice activity, indicates an explicit item that you select, choose, or type.

Code font Indicates code or syntax.

Longer strings of ► code will look ► like this.

In the hands-on activities, any code that’s too long to fit on a single line is divided into segments by one or more continuation characters (►). This code should be entered as a continuous string of text.

Select bold item In the left column of hands-on activities, bold sans-serif text indicates an explicit item that you select, choose, or type.

Keycaps like e Indicate a key on the keyboard you must press.

vi Visio 2010: Basic

Hands-on activities The hands-on activities are the most important parts of our manuals. They are divided into two primary columns. The “Here’s how” column gives short instructions to you about what to do. The “Here’s why” column provides explanations, graphics, and clarifications. Here’s a sample:

Do it! A-1: Creating a commission formula

Here’s how Here’s why 1 Open Sales This is an oversimplified sales compensation

worksheet. It shows sales totals, commissions, and incentives for five sales reps.

2 Observe the contents of cell F4

The commission rate formulas use the name “C_Rate” instead of a value for the commission rate.

For these activities, we have provided a collection of data files designed to help you learn each skill in a real-world business context. As you work through the activities, you will modify and update these files. Of course, you might make a mistake and therefore want to re-key the activity starting from scratch. To make it easy to start over, you will rename each data file at the end of the first activity in which the file is modified. Our convention for renaming files is to add the word “My” to the beginning of the file name. In the above activity, for example, a file called “Sales” is being used for the first time. At the end of this activity, you would save the file as “My sales,” thus leaving the “Sales” file unchanged. If you make a mistake, you can start over using the original “Sales” file.

In some activities, however, it might not be practical to rename the data file. If you want to retry one of these activities, ask your instructor for a fresh copy of the original data file.

Introduction vii

Topic B: Setting your expectations Properly setting your expectations is essential to your success. This topic will help you do that by providing:

Prerequisites for this course

A description of the target student

A list of the objectives for the course

A skills assessment for the course

Course prerequisites Before taking this course, you should be familiar with personal computers and the use of a keyboard and a mouse. Furthermore, this course assumes that you’ve completed the following courses or have equivalent experience:

Windows 7: Basic, Windows XP: Basic, or Windows Vista: Basic

Target student This course is for students who have little or no Visio experience. You will get the most out of the course if your goal is to become proficient using Visio to create flow diagrams, basic organization charts, and network diagrams.

Course objectives These overall course objectives will give you an idea about what to expect from the course. It is also possible that they will help you see that this course is not the right one for you. If you think you either lack the prerequisite knowledge or already know most of the subject matter to be covered, you should let your instructor know that you think you are misplaced in the class.

After completing this course, you will know how to:

Navigate in a file, change view settings, identify interface components, use Visio Help; work with windows and stencils; and select, scale, and resize objects.

Draw and reshape objects; work with compound lines; duplicate objects; and align, distribute, group, and rotate objects.

Plan a flowchart; use master shapes; connect shapes in a diagram; work with text; and create a simple organization chart.

Format text and text blocks, control attributes including font size, text color, margins, alignment, and line spacing, apply style themes and effects, and format shapes and lines.

Set file, page, and print properties; use Print Preview; create print headers and footers; print a drawing; work with background pages; use fields to display information; and create hyperlinks.

Create network, rack, and brainstorming diagrams, and import and export data.

Use guides to precisely align and glue shapes, add new connection points to a shape, set properties for shapes, create and apply custom properties, create and run reports, format a report table, and update a report.

viii Visio 2010: Basic

Skills inventory Use the following form to gauge your skill level entering the class. For each skill listed, rate your familiarity from 1 to 5, with 5 being the most familiar. This is not a test. Rather, it is intended to provide you with an idea of where you’re starting from at the beginning of class. If you’re wholly unfamiliar with all the skills, you might not be ready for the class. If you think you already understand all of the skills, you might need to move on to the next course in the series. In either case, you should let your instructor know as soon as possible.

Skill 1 2 3 4 5

Creating a new file

Identifying interface components

Using Visio Help

Navigating in a Visio drawing

Changing View settings

Modifying stencils

Selecting, scaling, and resizing objects

Drawing objects and changing their size

Working with compound lines

Duplicating objects

Aligning, distributing, grouping, and rotating objects

Planning a flowchart

Using master shapes

Connecting shapes in a diagram

Working with text

Creating an organization chart

Formatting text and text blocks

Formatting shapes and lines

Applying style themes and effects

Setting file properties

Creating and applying background pages

Creating hyperlinks

Introduction ix

Skill 1 2 3 4 5

Using Print Preview

Creating print headers and footers

Printing a diagram

Creating network diagrams

Creating rack diagrams

Creating brainstorming diagrams

Importing and exporting XML data

Using guides to precisely align and glue shapes

Creating new connection points

Setting properties for shapes

Creating custom properties

Creating and modifying reports

x Visio 2010: Basic

Topic C: Re-keying the course If you have the proper hardware and software, you can re-key this course after class. This section explains what you’ll need in order to do so, and how to do it.

Hardware requirements Your personal computer should have:

A keyboard and a mouse

500 MHz processor (or higher)

At least 256 MB RAM

At least 1.5 GB of available hard disk space

A CD-ROM or DVD drive

An SVGA monitor (1024×768 or higher resolution)

Software requirements You will also need the following software:

Windows 7, Windows XP, or Windows Vista, updated with the most recent service packs

Note: This course was written using Windows 7. If you use another version of Windows, the screens will look different.

Microsoft Visio Professional 2010

Microsoft Excel 2010 or later (If this is not installed, you will not be able to complete activities C-2, C-3, and C-4 in the unit titled “Customization and reporting.”)

If you are using a version of Windows older than Windows 7, install a printer driver. (An actual printer is not required, but if a printer driver is not installed on older versions of Windows such as XP or Vista, activities A-2 and A-3 in the unit titled “Working with pages” might not work as written.)

Network requirements The following network components and connectivity are also required for rekeying this course:

Internet access, for the following purposes:

– Downloading the latest critical updates and service packs

– Downloading the student data files from www.axzopress.com (if necessary)

Introduction xi

Setup instructions to re-key the course Before you re-key the course, you will need to perform the following steps.

1 Use Windows Update to install all available critical updates and service packs.

2 If using a flat panel display, we recommend using the panel’s native resolution for best results. Color depth/quality should be set to High (24 bit) or higher.

Please note that your display settings or resolution may differ from the author’s, and so your screens might not exactly match the screen shots in this manual.

3 If necessary, reset any Visio defaults that you have changed. If you do not wish to reset the defaults, you can still re-key the course, but some activities might not work exactly as documented.

4 If you have the data disc that came with this manual, locate the Student Data folder on it and copy it to the desktop of your computer.

If you don’t have the data disc, you can download the student data files for the course:

a Connect to www.axzopress.com.

b Under Downloads, click Instructor-Led Training.

c Browse the subject categories to locate your course. Then click the course title to display a list of available downloads. (You can also access these downloads through our Catalog listings.)

d Click the link(s) for downloading the student data files.

e Create a folder named Student Data on the desktop of your computer.

f Double-click the downloaded zip file(s) and drag the contents into the Student Data folder.

xii Visio 2010: Basic

1–1

U n i t 1 Getting started

Unit time: 50 Minutes

Complete this unit, and you’ll know how to:

A Identify components of the Visio 2010 interface, navigate a Visio drawing, and get help using Visio.

B Manipulate windows and stencils, and select, scale, and resize objects.

1–2 Visio 2010: Basic

Topic A: The Visio 2010 interface Explanation With Visio 2010, you can create a variety of complex diagrams that are dynamic and

data-driven. For example, you can create organizational charts, floor plans, circuit diagrams, network diagrams, and Web site maps, to name just a few. After you create a diagram in Visio, you can use it in other Office applications, such as Word, Excel, and PowerPoint. Before you begin creating graphics in Visio, you should become familiar with the Visio interface and tools.

The Fluent interface and Ribbon Visio 2010 uses Microsoft’s “Fluent interface,” which makes it faster and easier for you to find the commands you need. The Ribbon is the main feature of the interface and shows the most frequently used commands rather than hiding them inside menus.

When you click a Ribbon tab (such as Home, Insert, or Design), the Ribbon displays separate groups of related commands. For example, Exhibit 1-1 points to the Tools and Shape groups on the Home tab. Some tools are buttons you click to take an immediate action, while others expand to display menus, lists, or galleries with more options. (A gallery is a collection of style options represented graphically to provide a simple preview.) While most of Visio’s interface components are unique to Visio, several features and commands are common to all Microsoft Office 2010 applications.

Shapes window Ribbon groups Ribbon tabs Drawing window Ribbon

Exhibit 1-1: The Visio 2010 interface

Getting started 1–3

Components of the interface

The Visio workspace is divided into two main sections, the Shapes window and the Drawing area or “page.” The elements of the workspace are described in the following table.

Item Description

Ribbon Contains Visio’s tools and commands, which are organized in logical groups and divided across separate tabs, which change based on the current file or template in use.

Ribbon tabs Each tab displays groups of related commands. Visio’s main Ribbon tabs are File, Home, Insert, Design, Data, Review, and View. Some Ribbon tabs are contextual—they appear only if the object they control is inserted or selected.

Ribbon groups Commands on each Ribbon tab are organized logically in groups. For example, commands for formatting text are arranged together in the Font and Paragraph groups on the Home tab.

Shapes window Displays the stencils associated with the current file or template. Stencils are collections of related shapes. Each stencil is specialized for a specific type of drawing. You can open multiple stencils with each drawing.

Drawing window

The area of the interface that displays the page you’re working on. The top and left sides of the Drawing window show rulers that display measurement units to help you precisely position objects in a drawing. Rulers also provide access to guides that help you align objects and shapes while drawing. Page tabs at the bottom of the Drawing window allow you to switch between pages in a multi-page drawing. To switch to a different page, click one of the tabs. You can also use the navigation buttons to the left to scroll page tabs.

Visio also incorporates standard Office application components such as the title bar, which displays the name of the current document at the top of the window, and the status bar, which is located at the bottom of the application window and displays the page number, View commands, and the Zoom controls.

Minimizing the ribbon

While the Ribbon makes it easy to access frequently used commands, it also takes up a lot of space on the screen. You might prefer to minimize the Ribbon at times to have more screen space in which to work. You can minimize the Ribbon either by clicking the Minimize the Ribbon button or by double-clicking the active tab. The Minimize the Ribbon button is the caret-shaped button at the right end of the Ribbon.

When the Ribbon is minimized, you can click a tab to temporarily show it to access a command. The Ribbon will be displayed until you click a command or click elsewhere in the window. Then it will be hidden again. To expand the Ribbon and keep it expanded, click the Expand the Ribbon button (the downward-pointing caret) or double-click a tab.


The Quick Access toolbar

The Quick Access toolbar, shown in Exhibit 1-2, provides a convenient location for frequently used commands. By default, the Save, Undo, and Repeat/Redo commands are available. You can personalize the Quick Access toolbar by adding commands that you use frequently. The Quick Access toolbar is located above the Ribbon by default, but you can display it below the Ribbon. To do so, click the arrow on the right side of the toolbar and choose Show Below the Ribbon from the Quick Access Toolbar menu.

Quick Access

toolbar Dialog box launchers

Exhibit 1-2: Additional interface components

Dialog box launchers

In some Ribbon groups there are more commands and settings than can be displayed on the Ribbon. Dialog boxes are available to display more options when necessary. To open a dialog box, click the dialog box launcher in the lower-right corner of a Ribbon group, as shown in Exhibit 1-2. In this example, the launchers in both groups open the Text dialog box, with either the Font tab or Paragraph tab active by default.

The Backstage view

The “Backstage view” displays commonly used file-management commands, such as Open, Save As, and Print. This is where you manage your documents and related data. To open the Backstage view, click the File tab. In Backstage view, you can also create a file or see a list of recently opened files, manage information about a file, such as permissions and properties, and change application settings.

Visio file types

There are three types of Visio files: drawings (.vsd files), stencils (.vss files), and templates (.vst files). Templates contain the associated stencils, page layout, and styles used to format shapes, text, and other drawing objects. You can use one of Visio’s built-in templates, or you can create your own.

By default, the Open dialog box displays only Visio drawing files. To select a different file type, use the File types list, which includes all Visio file types as well as file types from some other applications. When you import a drawing from another application, the file is converted to Visio format.


Do it! A-1: Exploring the Visio 2010 interface The files for this activity are in Student Data folder Unit 1\Topic A.

Here’s how Here’s why 1 Click Start (The Start button.) To display the Start menu.

Choose All Programs, Microsoft Office, Microsoft Visio 2010

To start Visio.

2 Locate the File tab The blue File tab is active by default. This displays the Backstage view, which provides options for creating new files and managing documents.

3 Click Open The Open dialog box appears.

Navigate to the current topic folder

Select Overview.vsd

Click Open To open the file.

4 Locate the title bar

The title bar shows the name of the open file and the application name.

5 Locate the Quick Access toolbar This area of the interface provides a convenient location for the most frequently used commands. You can customize the commands that appear on the Quick Access toolbar.

6 Locate the Ribbon The Ribbon is divided into tabs. When you open a file, the Home tab is active by default.

7 Locate the Shapes window (The left pane.) This area displays the stencils associated with the current file or template. Stencils are collections of related shapes.

8 Observe the Home tab The Home tab is divided into groups: the Clipboard, Font, Paragraph, Tools, Shape, Arrange, and Editing groups. Each group contains related commands and menus.


9 Click the Insert tab To display its command groups on the Ribbon.

In the Illustrations group, point as shown

After a few moments, a ScreenTip appears, describing the functionality of the Picture button. You can point to any command to view information about that command.

10 Locate the Drawing window This area displays the pages that you’ll create and edit. By default, a grid is visible on empty areas of the page. You can use the grid to help you place objects precisely.

Locate the rulers (On the top and left sides of the Drawing window.) The rulers can help you to line up and arrange objects precisely.

11 Click the Design tab To view the design-related commands and options.

12 In the Page Setup group, click

(The dialog box launcher is in the lower-right corner of the Page Setup command group.) To open the Page Setup dialog box. You can use dialog boxes to access additional options.

Click Cancel To close the dialog box.

13 At the right end of the Ribbon, click

To minimize the Ribbon, giving you more space to work with your diagrams.

14 Click To expand the Ribbon.

15 Double-click the Design tab To minimize the Ribbon.

16 Click the Insert tab To temporarily expand the Ribbon.

Click an empty area on the page The Ribbon is minimized again. Clicking a tab once does not return the Ribbon to its default state.

17 Double-click the Home tab To expand the Ribbon.

Click an empty area on the page The Ribbon is not minimized—double-clicking a tab when the Ribbon is minimized returns the Ribbon to its default state.


Visio overview Explanation Visio is a vector-based illustration tool. Vector images are composed of mathematically

computed lines, resulting in sharp images that are not resolution-dependent (as bitmap images are). Bitmap images are composed of dots called pixels, the smallest unit of color that a monitor can display. The number of pixels per square inch determines the resolution, or fineness of detail. The more pixels per inch an image has, the greater its resolution. High-resolution images are sharp but can result in large files. Although Visio is a vector-based application, you can include bitmap images, such as photographs, in your illustrations.

Shapes, stencils, and styles

The basic drawing object in a Visio file is a shape. Shapes are grouped together on stencils. Stencils hold the basic master shapes, or building blocks, used for specific types of drawings. Stencils are designated by the type of drawing they’re best suited for. For example, for flowchart diagramming, you use the flowchart stencil.

In addition, you can use drawing tools to create basic objects such as lines and boxes. By drawing and editing basic shapes, you can create different elements that you can combine with other objects to create complex drawings.

By modifying object attributes, called styles, you can produce a variety of design features and effects. For example, you can apply colors, shadows, fill patterns, line properties, and many other formats.

Navigation and viewing tools As you work, you’ll likely need to open or close certain windows, or zoom in and out of certain areas of a drawing to see things more clearly. Visio provides several tools that you can use to view and navigate a drawing.

The View tab

You can quickly change view settings by using the commands and options on the View tab. For example, you can show or hide various elements of the work area, enable or disable visual aids, and zoom in and out of a particular region.


Zooming

While working on a drawing, you might want to zoom in to see certain areas more clearly. One way to zoom in and out is to use the Zoom dialog box. On the View tab, click the Zoom button to open the Zoom dialog box, which contains several magnification levels to choose from, as shown in Exhibit 1-3. You can also select Percentage and then enter your own zoom level. Another way to open the Zoom dialog box is to click the percentage value on the right side of the status bar.

Exhibit 1-3: The Zoom dialog box

Zooming with the keyboard

You can also zoom in and out of drawings quickly by using combined keyboard commands and mouse clicks. To zoom in, press Ctrl+Shift and click the drawing. To zoom out, press Ctrl+Shift and right-click the drawing.

The Zoom slider

Another option for adjusting the display magnification is the Zoom slider, shown in Exhibit 1-4. The Zoom slider is located on the right side of the status bar, at the bottom of the Visio window. You can click the minus sign to zoom out or the plus sign to zoom in. Or, you can drag the slider to the left or right to set the desired zoom level. The current zoom level is displayed to the left of the Zoom slider.

Zoom level Zoom slider Pan & Zoom

Exhibit 1-4: The Zoom slider

Pan & Zoom

You can also use the Pan & Zoom tool to navigate a drawing. When you click the Pan & Zoom Window button, shown in Exhibit 1-4, a small window opens, showing a thumbnail of the current drawing. A red box represents the area on the drawing currently in view in the Drawing window. You can click anywhere on the thumbnail to move the focus to that region, or drag from inside the red box to move the focus. This is called panning. You can also use the keyboard arrow keys to control panning in the Pan & Zoom window.


You can drag on the thumbnail to define a new panning region (red box). To close the Pan & Zoom window, click the X in the lower-right corner of the Pan & Zoom window.

Do it! A-2: Changing view settings

Here’s how Here’s why 1 Click the View tab To display the View commands and options.

In the Show group, uncheck Ruler

To turn off the rulers. The rulers can help you to arrange items precisely.

Uncheck Grid To turn off the grid display on empty areas of the page. The grid is another visual aid to help to you place and arrange items precisely.

2 Turn the ruler and grid back on

3 Click Zoom To open the Zoom dialog box.

Select 100% and click OK To view the page at actual size.

4 In the status bar, click 100% To open the Zoom dialog box again. (The status bar displays the current zoom level.)

Select Percentage You’ll specify a magnification value that is not a default option in the list.

Type 67 and press e To set the zoom level to 67%.

5 Press and hold c + s The mouse pointer changes to a magnifying glass with a plus sign in the middle.

Click the yellow diamond shape three times

(While continuing to hold Ctrl+Shift.) To zoom in on the diamond shape.

What is the current zoom level?

6 Press and hold c + s

Using the right mouse button, drag the pointer across the page

(While continuing to hold Ctrl+Shift and the right mouse button.) The pointer changes to a small hand and drags the page around the drawing area. You might prefer this method to using the horizontal and vertical scroll bars.


7 Right-click an area of the page three times

(While continuing to hold Ctrl+Shift.) To zoom out.

Release c + s

8 On the Status bar, click a few

times

To zoom out.

9 Drag the slider to the right, as shown

To zoom in.

10 On the status bar, click (The Pan & Zoom Window button.) The Pan & Zoom window opens in the lower-right corner. A red rectangle shows the area currently visible in the Drawing window.

From inside the red box, drag to another location in the thumbnail

To pan to that region of the drawing.

Click any shape in the thumbnail outside of the red box

The red box moves to that location, bringing the shape into view in the Drawing window.

11 Close the Pan & Zoom window Click the “X” in the lower-right corner.

12 Click (To the right of the Zoom slider.) To fit the page into the current window size.


Page navigation Explanation Drawings may contain more than one page. To navigate through a multi-page drawing,

click the page tabs at the bottom of the Drawing window. You can also cycle through drawing pages by pressing Ctrl+Page Up and Ctrl+Page Down.

If your file contains many pages, some of the page tabs might be hidden, and you’ll need to scroll to view them. You can navigate page tabs by using the controls on the left side, shown in Exhibit 1-5. Using these controls brings only page tabs into view, not actual drawing pages.

Page tabs Page tab

controls

Exhibit 1-5: Page tabs and controls

Renaming pages

By default, pages are numbered (Page-1, Page-2, Page-3, etc.), but you can rename them more descriptively. Renaming pages is useful if the drawing has many pages, because you can locate the exact chart or diagram you want based on the page title instead of cycling through to find the one you want.

To rename a page, double-click the page tab, type the new name, and press Enter. Or, you can right-click the page tab, choose Rename from the menu, type the new name, and press Enter.

Do it! A-3: Navigating through drawing pages

Here’s how Here’s why 1 Locate the Page tabs (At the bottom of the Drawing area.) Page-1 is

active; it’s the default name of the active page.

2 Click the Page-2 tab To go to the second page.

3 Press c + v To go to the third page.

Press c + v again To go to the fourth page.

4 Double-click the Page-1 tab To return to the first page and select the page title. You’ll rename this page.

5 Type Production

Press e To rename the page.


Visio Help Explanation As you begin to work with Visio on your own, you’ll likely encounter windows or

stencil objects that you aren’t familiar with. Visio provides a comprehensive Help system to support you as you work. There are several ways you can get information about Visio components and techniques.

The Help window

The Visio Help window, shown in Exhibit 1-6, provides assistance and information on practically all Visio-related topics. You can use it to search for specific content by using keywords or by selecting from a list of topics in the table of contents.

To open the Visio Help window, click the question-mark icon in the upper-right corner of the Visio window, or press F1. You can also open the Help window by clicking the “More…” links in the ScreenTips.

Exhibit 1-6: The Visio Help window with an expanded table of contents

ScreenTips

ScreenTips are another way you can get more information about components of the Visio environment. As shown in Exhibit 1-7, ScreenTips appear when you point to Ribbon tools or stencil shapes.


Exhibit 1-7: An example of a ScreenTip

Do it! A-4: Getting help using Visio 2010

Here’s how Here’s why 1 In the Shapes window, click

Quick Shapes To display basic and frequently used shapes.

Point to the Rectangle shape A ScreenTip appears, indicating that you can drag the shape onto the page.

2 Click More… To open the Visio Help window.

3 On the Help toolbar, click (The Show Table of Contents button.) To show the contents of the Help system, organized by topics.

4 Under Table of Contents, click Creating diagrams

To display subtopics and documents for shapes and text.

5 Click Find more shapes and stencils

Information on the selected topic appears in the window.

6 Close the Visio Help window Click the Close button in the upper-right corner of the window.

7 Click (At the top of the Visio window.) To open the Visio Help window again. The Table of Contents pane is open if it was open when the window was last closed.

8 Click in the Search box (Under the Help toolbar.) To place the insertion point.

9 Type ribbon and press e Several topics about the Ribbon appear in the Help window.

10 Click Customize the Ribbon To view information on customizing the Ribbon.

11 Close the Visio Help window

12 Close Overview.vsd Don’t save changes.


Topic B: Windows, stencils, and objects Explanation As you work on a diagram, you might want to change the default layout of the Shapes

window or individual stencils. You can customize many items of the workspace to suit your preferences.

Docked windows vs. anchored windows You can either dock windows or anchor them. A docked window is attached to the left or right side of the application window, and it stretches across the entire height of the screen, regardless of its content. The default position of the Shapes window is an example of a docked window.

To dock a window, drag it to the left or right side of the application window until it snaps into place.

An anchored window is attached to an edge of the Drawing window, and you can manually change its width and height. You can also temporarily hide or expand anchored windows by clicking the AutoHide button. With AutoHide activated, the window’s contents are shown only when you point to the window. When you point outside the window, it collapses automatically.

To anchor a window, slowly drag from its title bar toward an edge of the Drawing window until it snaps into place.

Floating windows

A floating window is neither docked nor anchored, but floats independently wherever you want it on screen. For example, Exhibit 1-8 shows the Basic Shapes stencil as a floating window. You can manually resize a floating window by pointing to any of its four edges and then dragging.

Exhibit 1-8: A floating stencil window

To float a docked or anchored window, drag its title bar toward the center of the Drawing window. You can also right-click the title bar and choose Float Window. After you have floated a window, you can drag it anywhere in the work area. However, if you drag too close to an edge of the work area, the window will automatically snap to that edge and will be either anchored or docked. You can prevent this by holding down the Ctrl key as you drag. To dock a floating window, right-click its title bar and choose Dock Window.


Working with stencils When you create a drawing based on a template, only the stencils associated with the template are shown by default. You can open new stencils by choosing them from the More Shapes menu. By default, open stencils are grouped together in the Shapes window, and only one set of stencil shapes is visible at a time. To switch stencils, click the title bar of the stencil you want to view. To close a stencil, right-click its title bar and choose Close.

You can arrange stencil windows using the same techniques mentioned earlier, except there’s no Dock Window command. To dock a floating stencil, drag it onto the Shapes window.

Changing the stencil display

You can view additional information on individual stencil shapes by right-clicking a stencil’s title bar and choosing an option from the View submenu. The options are Icons and Names (the default option), Names Under Icons, Icons Only, Names Only, and Icons and Details.


Do it! B-1: Working with windows The files for this activity are in Student Data folder Unit 1\Topic B.

Here’s how Here’s why 1 Open Operations.vsd From the current topic folder.

2 Observe the Shapes window Several stencils are open: Quick Shapes, Network and Peripherals, Basic Shapes, and Cross-Functional Flowchart Shapes.

3 Click Network and Peripherals

The shapes in the Network and Peripherals stencil are displayed.

4 Click Basic Shapes To view the shapes in the Basic Shapes stencil. You can open and close stencils as you need them.

5 Click More Shapes To open a menu of stencils.

6 Choose Business, Brainstorming, Brainstorming Shapes (US units)

The Brainstorming Shapes stencil is added to the Shapes window.

7 Point to the Shapes window title bar, as shown

The pointer changes to indicate that you can move the Shapes window.

8 Press and hold c

Drag the Shapes window onto the Drawing window

The Shapes window is now a floating window. Pressing Ctrl as you drag prevents the window from docking to other parts of the work area.

9 Double-click the Shapes window title bar

To re-dock the Shapes window.

10 Right-click the Brainstorming Shapes stencil’s title bar

A menu opens.

Choose Float Window The stencil becomes a floating window.

Drag the floating window to the center of the Drawing window

(Drag from its title bar.) You’ll anchor the stencil to the left edge of the drawing area.


11 Slowly drag the floating stencil to the lower left corner so that it snaps into place, as shown

12 Point to the right edge of the anchored window, as shown

The pointer changes to indicate that you can resize the window.

Drag to the right until the window widens to show more shapes

13 On the left side of the window, click

The Turn On AutoHide button.

14 Point away from the window When you move the pointer away, the window automatically collapses so that just the title bar is visible.

Point to the Brainstorming Shapes title bar

To expand the window again.

15 On the title bar, click

To close the Brainstorming Shapes stencil.

16 Close Operations.vsd


Editing objects Explanation In Visio, objects are shapes, connector lines, or any other items in a drawing. You need

to select objects before you can change them. For example, after you select an object or group of objects, you can move or resize them.

Selection methods

To select an object, first verify that the Pointer tool is selected and then click the object you want to select. (The Pointer tool is on the Home tab, in the Tools group.) When you select an object, a selection box appears around it, as shown in Exhibit 1-9. The selection box has eight selection handles. You can use the handles to resize or rotate the object.

Selection box

Selection handles

Exhibit 1-9: A selected object

At times you’ll need to select more than one object. For example, you might want to move objects simultaneously or change their color. Instead of selecting and changing each object individually, you can select them all and make your changes to all of them at the same time.

You can select multiple objects by:

Holding the Shift key as you click the objects

Dragging a marquee around the objects

You can also use the options in the Select menu, in the Editing group on the Home tab.

Click Select and choose Select All. This selects all objects on the page.

Click Select and choose Select by Type. Then select the desired options and click OK.

Click Select and choose Lasso Select. Then draw a freeform shape around the objects.

Moving an object

After you select one or more objects, you can drag them to a new location in the drawing. When you want to move an object, remember to point to the middle of the object. Otherwise, if the pointer gets too close to a selection handle, you might accidentally resize the object instead of moving it. If you inadvertently resize or move an object, press Ctrl+Z to undo the change, or click the Undo button on the Quick Access toolbar.


Saving a Visio file

You should save your work regularly. To save a file, you have two options: Save and Save As. When you use the Save command, Visio updates the open file with its current name in its current location. You can use the Save button on the Quick Access toolbar or press Ctrl+S.

Use the Save As command to save the active file with a different name and/or in a different location. (This creates a copy of the file, unless you’re saving it for the first time.) If you’re working on a new drawing that has never been saved, you’ll automatically be prompted to provide a name and location for the file in the Save As dialog box.


Do it! B-2: Selecting and moving objects The files for this activity are in Student Data folder Unit 1\Topic B.

Here’s how Here’s why 1 Open Selecting.vsd From the current topic folder.

Save the file as My Selecting

2 On the Home tab, in the Tools group, verify that the Pointer tool is selected

This is the default selection tool.

3 Click the yellow star To select it. Selection handles appear around the shape.

4 Drag the selected star to the bottom of the drawing

Drag from the center of the shape.

5 Press c + Z To undo the move.

6 Point between the blue triangle and the star

You’ll drag to select the star, square, polygon, and line shapes.

7 Drag the pointer diagonally (down and to the right) to select the three shapes and the line

(Do not include the text.) A pink border appears around each object, and selection handles appear around the entire group of objects.

8 Point to the square It’s always best to drag from the middle of the selected object or group.

Drag the objects below the text

9 Click a blank area of the drawing To deselect the objects. Next, you’ll explore other selection methods.

10 In the Editing group, click Select

Choose Select by Type… To open the Select by Type dialog box. If you have several different types of objects, you can use this dialog box to narrow down the selection.

Click Cancel


11 Press and hold s

12 Click the star, square, polygon, and line shapes

To select all of these objects.

Move the objects above the text

13 Deselect the objects Click a blank area of the drawing.


Scaling and resizing Explanation You can scale and resize an object by dragging its selection handles. Scaling maintains

the height-to-width proportions, while resizing changes the size without maintaining the proportions.

Scaling an object

To scale an object, select it and point to any corner selection handle until the pointer changes to a double-headed arrow. Then, drag away from the object to increase the size proportionally, or drag toward the center of the object to decrease the size proportionally.

Use corner handles

to scale objects

Use center handles to resize objects

Exhibit 1-10: Scaling and resizing an object

Resizing an object

Use the center selection handles to resize an object without maintaining its proportions. This is useful if you want to stretch an object or otherwise change one of its proportions. To resize an object, point to any of the center selection handles and drag.

You can also maintain an object’s proportions by holding down the Shift key and dragging a center selection handle.


Do it! B-3: Scaling and resizing an object

Here’s how Here’s why 1 Select the star

2 Point to a corner selection handle The pointer changes to a double-headed arrow.

Drag the handle away from the shape

(When you’re done, release the mouse button.) To increase the size of the star. The shape is scaled proportionally.

3 Deselect the star Click a blank area of the drawing.

4 Select the polygon

5 Point to the center selection handle at the top of the shape

Drag the handle up To increase the height of the polygon.

Observe the polygon The height increases but the width does not. Unlike rescaling the star, this isn’t a proportional change.

Deselect the polygon

6 Select the square

Press and hold s

Point to a center selection handle and drag toward the center

(While continuing to hold Shift.) To decrease the size of the square proportionally.

7 Save and close the file


Unit summary: Getting started Topic A In this topic, you learned that Visio is a vector-based illustration tool, and you learned

the difference between vector and bitmap images. You learned how to start Visio, open a file, and navigate in a drawing. You learned how to change view settings and navigate between pages. You also learned about the Visio interface and Help system.

Topic B In this topic, you learned how to manipulate windows and stencils. You learned how to reposition stencils in the Shapes window and how to float and dock stencils in the work area. Finally, you learned how to select objects by using several methods, and you learned how to scale and resize objects.

Independent practice activity In this activity, you’ll open a file, change view settings, rename a page, move shapes, navigate between pages, and resize a shape.

The files for this activity are in Student Data folder Unit 1\Unit summary.

1 Open Selection practice.

2 Save the file as My Selection practice.

3 Change the view setting in the Shapes window to Names Under Icons.

4 Zoom in to 100%.

5 Rename Page-1 as My shapes.

6 Move the triangle and the square shapes together to the bottom of the page, without moving the circle.

7 Go to the More shapes page.

8 Resize the star shape proportionally.

9 Make the oval long and thin by resizing it.

10 Save and close the drawing. (Don’t close Visio.)


Review questions 1 Which of the following is not true about Visio?

A Visio is a vector-based drawing program.

B Most new drawings are based on templates.

C Visio cannot work with bitmap images.

D Stencils are collections of shapes.

2 What are Ribbon groups?

Groups of related commands on each Ribbon tab

3 The three types of Visio files are ___________, stencils, and templates.

drawings

4 Which of the following view techniques magnifies a portion of a drawing and enables you to move the page freely in any direction, without using the scroll bars?

A Interactive zooming

B Panning

C Scaling

D Magnifying

5 What’s the shortcut key to open the Visio Help window?

A F5

B F4

C F10

D F1

6 Where are stencils located by default?

In the Shapes window, to the left of the Drawing page

7 Name two ways you can select multiple objects.

Answers may include:

Dragging to create a selection marquee

Using the Shift key with the mouse

Using options in the Select menu

8 What is the difference between scaling and resizing?

Scaling maintains an object’s height-to-width proportions. Resizing changes an object’s size without maintaining its proportions.

2–1

U n i t 2 Drawing tools



A Draw and manipulate shapes.

B Work with compound lines and use several methods to duplicate objects.

C Align, distribute, group, and rotate objects.


Topic A: Basic shapes and lines Explanation If the stencils don’t provide all the shapes you need, you can draw your own. Visio

provides several tools for drawing shapes and lines.

Drawing tools To draw your own shapes, you use the Drawing tools, located in the Tools group on the Home tab. The drawing tools are described in the following table.

Tool Button Use it to…

Line

Create single-segmented lines.

Arc

Create simple arcs.

Rectangle

Draw rectangles and squares. Hold the Shift key while using this tool to create a square.

Ellipse

Create ovals and circles. Hold the Shift key while using this tool to create a circle.

Pencil

Draw lines and arcs without changing tools, and reshape other objects.

Freeform

Create multi-segmented curved lines.

To create basic shapes, select the Rectangle, Ellipse, Arc, or Line tool, and then drag on the drawing area. An example is shown in Exhibit 2-1.

Drag to create the shape.

Starting point

Exhibit 2-1: Using a drawing tool to create a basic shape

Drawing tools 2–3

Do it! A-1: Drawing basic shapes The files for this activity are in Student Data folder Unit 2\Topic A.

Here’s how Here’s why

1 Open Drawing.vsd From the current topic folder.

Save the file as My Drawing

Observe the first page The shape outlines are guides to help you practice drawing.

Observe the Shapes window There are currently no stencils associated with this file. You’ll practice creating shapes manually.

2 In the Tools group, point as shown

A ScreenTip indicates that this is the Rectangle tool. You can drag on the page to draw a rectangle.

Click the Rectangle tool and point anywhere on the page

The pointer changes to a crosshair with a small rectangle next to it.

3 Point to the upper-left corner of the rectangle, as shown

You’ll begin drawing from this corner.

4 Drag the pointer diagonally to the lower-right corner of the outline

A black, dashed line appears, outlining the shape you’re drawing. As you drag, the status bar displays information about the size of the object.

Release the mouse button To view the rectangle and its control handles.

5 Click a blank area of the drawing page

To deselect the rectangle. By default, the shape is drawn with a thin black line.

6 Observe the shape of the pointer The pointer still has a rectangle next to it.

Press s The pointer shape changes to a square.

Release s The pointer changes back to a rectangle.

7 Point to the upper-left corner of the square


8 Press and hold s You’ll draw a square.

Drag to the lower-right corner of the outline

Release the mouse button and the s key

9 Click the arrow next to the Rectangle tool

(On the Ribbon, in the Tools group.) To open a menu of shape tools.

Select Ellipse and point anywhere on the page

The pointer now has an ellipse next to it.

10 Point to the start of the red guideline for the ellipse, as shown

11 Following the guideline, drag down diagonally

Release the mouse button To complete the ellipse shape. (You can click the Undo button or press Ctrl+Z if you want to start over.)

Deselect the ellipse

12 Using the same method, draw the circle

To draw the circle, you’ll need to press and hold the Shift key.

13 Save your changes Click the Save button on the Quick Access toolbar or press Ctrl+S.

Drawing tools 2–5

Lines and arcs Explanation You can create and edit lines and arcs by using the Line and Arc tools. To draw straight

lines, select the Line tool and drag on the page. By default, Visio is configured to snap lines to 45-degree increments. When the line is at a 45-degree angle, a gray guideline appears and extends across the page. To constrain lines to 45-degree increments only, press and hold the Shift key as you drag.

You can draw curved lines with the Arc tool. The direction of the arc depends on the direction you drag, as illustrated in Exhibit 2-2. For example, if you drag up and to the right, the arc will bend up and to the right. If you drag slightly down, and then up and to the right, the arc will bend in the opposite direction.

Exhibit 2-2: Drawing curved lines with the Arc tool


Do it! A-2: Creating lines and arcs

Here’s how Here’s why 1 Go to Page-2 At the bottom of the drawing, click the Page-2

tab.

2 Open the Tools menu In the Tools group, click the arrow to the right of the currently selected tool.

Click To select the Line tool.

3 Point to a blank area near the upper-left side of the page

4 Drag to the right to begin creating a horizontal line

At 45-degree increments, a gray guideline extends across the page.

Without releasing the mouse button, slowly drag down until a guideline appears again

The guideline indicates a 45-degree angle.

Release the mouse button To create the line.

5 Press c + Z To undo the line.

6 Press and hold s To constrain the line to only 45-degree increments.

Drag in any direction

7 When the line is at a 45-degree angle, release the mouse button

Endpoints appear at both ends of the line.

Release s

8 Select the Pointer tool

Point to one of the endpoints The pointer changes to four arrows pointing in opposite directions.

9 Drag the endpoint up or down To change the angle of the line. You can use the Pointer tool to modify existing lines and shapes.

10 From the Tools menu, select the Arc tool

Drawing tools 2–7

11 In a blank area of the page, drag up and to the right

To create an arc. The direction you drag determines the direction of the arc. When you complete the arc, release the mouse button. Endpoints appear at both ends of the arc.

12 Press c + Z To undo the arc.

13 In the same area, drag to the right and up

To create an arc in the opposite direction.

14 Save your changes


Reshaping an arc Explanation You can fine-tune an arc by reshaping and rotating it. If you select an arc with the

Pointer tool, a control handle appears in the middle of the arc, in addition to endpoints at both ends. To change the curve of the arc, drag the center control handle, as shown in Exhibit 2-3.

Drag the center control handle to reshape the

arc’s curve

Exhibit 2-3: Reshaping an arc

Reshaping with the Pencil tool

You can also reshape arcs by using the Pencil tool. When you select the Pencil tool, the control handle in the center of the arc changes from a square to a circle, and eccentricity handles extend from it, as shown in Exhibit 2-4. You can drag the eccentricity handles to reshape the arc’s curve.

Eccentricity handles

Exhibit 2-4: Adjusting an arc with the Pencil tool

Drawing tools 2–9

Do it! A-3: Reshaping an arc

Here’s how Here’s why 1 Select the Pointer tool

2 Click the arc (If necessary.) To select it. Endpoints appear at both ends, and a control handle appears in the center.

3 Drag either endpoint up or down

The arc pivots on its other endpoint and snaps at 45-degree increments, as lines do. If you drag around in a circle, you can rotate the arc.

Release the mouse button

4 Point to the control handle in the center of the arc

The pointer changes to a two-headed arrow.

Drag the control handle To reshape the arc’s curve. You can adjust the arc more precisely by using the Pencil tool.

5 From the Tools menu, select Pencil

When you select the tool, the control handle in the arc changes from a square to a circle.

6 Click the center control handle Two eccentricity handles appear, extending outward from the arc.

7 Drag either eccentricity handle up or down

To change the shape of the curve.



Topic B: Compound lines Explanation Simple lines consist of a single line segment. Compound lines consist of multiple line

segments. You can create two types of compound lines in Visio. You can create a freeform line with the Freeform tool, or you can connect line segments by using the Line, Arc, and Pencil tools.

Freeform lines If you want to create a free-flowing compound line, use the Freeform tool. This tool creates exactly what you draw as you drag the pointer, similar to the way you draw with a pencil and paper. When you drag with the tool, Visio automatically creates multiple control points as needed to shape the curves, as shown in Exhibit 2-5.

Control points

Exhibit 2-5: A freeform line

Drawing tools 2–11

Do it! B-1: Creating a freeform line The files for this activity are in Student Data folder Unit 2\Topic B.

Here’s how Here’s why 1 Open Lines.vsd From the current topic folder.

Save the files as My Lines

2 From the Tools menu, select Freeform

You’ll draw a freeform line.

3 Point to the left end of the curved line at the top of the page

Using a smooth motion, drag to trace the curves of the line

As your hand changes direction, the line bends with it.

4 Observe the line (It does not need to exactly match the template line. You’ll continue to adjust the line later.) Visio automatically creates control points as necessary to control the curves of the line.

5 Save your changes


Using the Line and Arc tools to create compound lines Explanation Another way you can create compound lines is to use the Line and Arc tools. Select the

tool you want and then create each segment in succession. To begin a new segment, point to the endpoint of the previous segment and then drag. When you use this technique, the segments are connected by vertex points, the diamond-shaped points shown in Exhibit 2-6.

Vertex points

Exhibit 2-6: A compound line drawn with the Line and Arc tools


Do it! B-2: Creating a compound line with the Line and Arc tools

Here’s how Here’s why 1 Select the Line tool From the Tools menu, select Line.

2 Drag to draw the straight line, as shown

3 Select the Arc tool

4 Point to the right endpoint of the new line

You’ll continue the line by drawing the first half of the arc.

Drag to the center point of the tracing arc and release the mouse button where shown

To draw half of the arc. The endpoints of both lines change to vertex points, indicating that the line is now a compound line.

5 Using the same technique, draw the second half of the arc

Start at the vertex point at the end of the first arc.

Observe the line There are now four vertex points.

6 Save your changes


Using the Pencil tool to create compound lines Explanation You can also create compound lines with the Pencil tool, which can function as both the

Line and Arc tools combined. The type of line segment you create is determined by the way you drag with the tool. Drag in a straight line to create straight line segments, and drag in the shape of an arc to create curved segments.

Do it! B-3: Creating a compound line with the Pencil tool

Here’s how Here’s why 1 Verify that the compound line is

selected If necessary, click it to select it.

Press d To delete the line. You’ll create the same line by using only the Pencil tool.

2 Select the Pencil tool

3 Draw the straight portion of the compound line

4 Point to the right endpoint You’ll create the first part of the curve.

Using a smooth motion, drag slightly left, and then up and to the right, as shown

5 Using the same technique, draw the second half of the arc

Again, the curves don’t need to match the tracing line exactly.

6 Save your changes


Adjusting compound lines Explanation You can adjust compound lines by manipulating the control and vertex points. If you

created a freeform line, you can make adjustments by moving the control points with either the Pointer tool or the Pencil tool. If you created a compound line with the Line, Arc, or Pencil tools, you can move control points as well as vertex points.

In both types of compound lines, you can convert control points to vertex points, and you can add vertex points where there previously weren’t any. To do both, you need to use the Pencil tool. To convert a control point to a vertex point, Ctrl+click the control point you want to convert. To add a vertex point, point to a location on a segment where you want to add the point, and then Ctrl+click the segment.


Do it! B-4: Manipulating compound lines

Here’s how Here’s why 1 Select the freeform line Click it.

Drag any control handle To change the curve for a portion of the line.

2 Reposition the other control points As necessary to more precisely align the curves of the line with the curves in the tracing line.

3 Press and hold c, and click a blank portion of the line

To create a new vertex point. Eccentricity handles extend from the vertex point.

Drag the eccentricity handles to change the shape of the line

4 Click the compound line at the bottom of the page

To select it.

5 Drag the control point on the left side of the curve, as shown

To change the curve.

6 Press and hold c, and click the control point

To convert it to a vertex point. The segment is divided into two segments, and control points appear on both sides of the vertex point.

7 Drag the right control point down, as shown

To change the direction of the second segment.

8 Click a blank area of the page To deselect the line and view the results.



Topic C: Editing objects Explanation There are many ways you can edit shapes and lines. Some of the common techniques

include duplicating, aligning, distributing, grouping, and rotating shapes.

Duplicating an object You can duplicate an object by using several methods. You can use the Copy and Paste commands on the Home tab (or use the keyboard shortcuts Ctrl+C and Ctrl+V). Or, you can hold down the Ctrl key as you drag an object. When you do this, Visio creates a duplicate of the object. You can also select an object and press Ctrl+D.

Maintain alignment when duplicating

If you duplicate an object by pressing Ctrl as you drag it, you can also use the Shift key to maintain its alignment. Be sure you do not press Shift until after you start dragging; otherwise, the tool will change to the Magnification tool.

Using the F4 key to duplicate objects

The F4 key functions as a Repeat key. In many cases, it repeats your last action. This can be useful when you’re duplicating an object by dragging because you not only get a duplicate of the object, but you also duplicate the distance you dragged that object.


Do it! C-1: Duplicating objects The files for this activity are in Student Data folder Unit 2\Topic C.

Here’s how Here’s why 1 Open Objects.vsd From the current topic folder.

Save the file as My Objects

Select the Pointer tool If necessary.

2 Select the circle You’ll duplicate it.

3 Point to the center of the circle and then press and hold c

A plus sign appears next to the pointer.

Drag the circle to the other end of the dotted line

To create a copy of the circle on the other end.

Release the mouse button; then release c

Otherwise, you will move the circle rather than copy it.

4 Press c + D To create a duplicate circle that is offset from the original.

Press c + D two more times

To create two more copies of the circle.

5 Select the leftmost circle The original circle.

6 Point to the center of the circle; then press and hold c

A plus sign appears next to the pointer.

Slowly begin dragging down To begin creating a duplicate.

As you drag, press and hold s

To maintain vertical alignment for the duplicate circle.

7 Position the duplicate circle as shown and release the mouse button

After you release the mouse button, you can also release the Ctrl and Shift keys.


8 Press $ To create a duplicate circle that is spaced the same distance that you spaced the original.

Press $ two more times To create two more evenly spaced duplicates.

9 Save your changes


Object alignment Explanation You’ll probably spend a lot of time moving and aligning objects in your drawings.

There are many ways to accomplish these actions, but the easiest way to align objects is to use the options in the Position menu. For example, you can select several adjacent objects and then select Align Center from the Position menu to center the objects precisely.

Reference objects

When you align objects, the order in which you select them is critical. The first object you select is the reference object: all other objects you select will be aligned to it. When you select multiple objects, the reference object has a thick pink border, while the other selected objects have thin pink borders, as shown in Exhibit 2-7.

Reference object

Exhibit 2-7: A reference object in a group of selected objects

Use the Shift key to select multiple objects

Earlier you learned how to select multiple objects by dragging to create a marquee. However, if you want to select specific objects but leave others unselected, you can hold down the Shift key and click the objects you want to select. You can also remove an object from a group of selected objects by Shift+clicking it.

Live preview

You can preview the effect of an alignment command by pointing to an option in the Position menu. For example, if you have selected multiple objects, open the Position menu and point to different alignment options; the objects move on the page to show you how that selected command will affect the shapes.


Do it! C-2: Aligning objects

Here’s how Here’s why 1 Go to Page-2 You’ll left-align the three shapes.

2 Select the yellow shape You’ll use this shape as the reference object.

3 Hold down s and click the other two shapes

The thick pink border around the yellow shape indicates that it’s the reference object.

In the Arrange group, click Position

(On the Home tab.) To open the Position menu.

Point to Align Left The shapes move on the page to show you the effect of this command on the selection.

Point to Align Top The objects are aligned to the top of the reference object.

4 Select Align Left To align the selected objects with the left side of the reference object.

5 Save your changes


Object distribution Explanation Distributing objects evenly spaces them from either their centers or their edges. The

distance between the first and last objects determines the overall distance. All other objects are distributed evenly to fill the space between the first and last objects. You can distribute objects vertically or horizontally.

To distribute objects, open the Position menu, point to Space Shapes, and select an option from the submenu. Or, you can select More Distribute Options to open the Distribute Shapes dialog box. The following table shows the buttons you’ll find in the Distribute Shapes dialog box and describes their function.

Button Function

Top and bottom inside edges are spaced evenly apart.

Top edges of objects are spaced evenly apart.

Vertical centers of objects are spaced evenly.

Bottom edges are spaced evenly apart.

Left and right inside edges are spaced evenly apart.

Left edges are spaced evenly apart.

Horizontal centers of objects are spaced evenly apart.

Right edges are spaced evenly apart.


Do it! C-3: Distributing objects

Here’s how Here’s why 1 Go to Page-3

2 Select all of the light blue shapes The leftmost shape should be the reference object. You’ll distribute these shapes vertically.

3 Open the Position menu

Choose Space Shapes, More Distribute Options…

To open the Distribute Shapes dialog box.

4 Under Vertical distribution, click

This setting will distribute the selected shapes evenly based on their bottom edges.

5 Click OK

6 Select only the dark blue shapes

Add the light blue diamond shape to the selection

You’ll distribute these shapes horizontally.

7 From the Position menu, choose Space Shapes, More Distribute Options…

To open the Distribute Shapes dialog box.

Under Horizontal distribution, click

This setting will distribute the selected shapes evenly according to their horizontal centers.

Click OK The diamond shape is no longer vertically aligned with the light blue rectangles. To fix this, you’ll realign the light blue shapes, using the diamond shape as a reference object.

8 Deselect the shapes

Select only the light blue diamond

Add the other light blue shapes to the selection

9 From the Position menu, choose Space Shapes, Distribute Vertically

From the Position menu, choose Align Center

To align the shapes under the diamond.



Grouping Explanation You can avoid the problem of staggered arrangements by grouping objects before you

align or distribute them. Grouping holds objects together and allows them to act as a single object. Then, when you distribute or align the group, all of the objects in the group move together.

To group objects, select the objects you want to group, click Group, and choose Group. To ungroup objects, select the group, click Group, and choose Ungroup. You can also group and ungroup objects by using the keyboard shortcuts Ctrl+G (to group) and Shift+Ctrl+U (to ungroup).

Do it! C-4: Grouping objects

Here’s how Here’s why 1 Go to Page-4

2 Select the orange diamond and the shapes below it

3 Align the selected shapes to the center of the reference object

Choose Position, Align Center.

4 Press c + G To group the selected shapes. Now there is only one set of selection handles.

5 With the group selected, press and hold s

You’ll select the other yellow objects.

Select the three yellow shapes

Release s

6 Choose Position, Space Shapes, Distribute Horizontally

The yellow shapes are distributed uniformly using the group as a reference object.

7 Save your changes


Rotating objects Explanation You rotate objects around a point called the center of rotation by using rotate handles.

When you select an object with the Rotate tool, the center of rotation appears in the middle of the object. In addition, a round Rotate Shape tool appears at the top of the selected object. You can use this tool to rotate the object clockwise or counterclockwise around the center of rotation.

Moving the center of rotation

You can move an object’s center of rotation. You might want to do this if you need to rotate one object around another. To move a center of rotation, you drag it to a new location. It’s still associated with the original shape.

Do it! C-5: Rotating an object

Here’s how Here’s why 1 Switch to Page-5

2 Select the airplane A circle appears above it.

3 Point to the circle To activate the Rotate Shape tool. You’ll use it to rotate the airplane around its center of rotation.

Drag clockwise until the plane is rotated 45 degrees

Use the status bar to determine the angle.

4 Press c + Z To undo the rotation.

Point to the circle To activate the Rotate Shape tool again.

5 Point to the plane’s center of rotation

Observe the pointer It changes to a Center of Rotation icon.

6 Drag the center of rotation to the center of the earth shape

To move the center of rotation.

Rotate the plane Around the earth shape.



Unit summary: Drawing tools Topic A In this topic, you learned how to use drawing tools to create different shapes. You drew

closed and open shapes and objects, and you learned how to reshape objects.

Topic B In this topic, you learned how to use the Freeform tool. You also created compound lines by using the Line, Arc, and Pencil tools.

Topic C In this topic, you learned how to duplicate, align, and distribute objects. You also learned how to group and rotate objects.

Independent practice activity In this activity, you’ll draw and duplicate shapes. You’ll also align, distribute, and rotate shapes.


1 Open Drawing practice.

2 Save the file as My Drawing practice.

3 Use the drawing tools to draw the shapes on Page-1. (Hint: Use the Freeform tool for Shape D.)

4 Go to Page-2 and draw the compound line shape. (Hint: You can use the Arc and Line tools or the Pencil tool.)

5 Go to Page-3 and create two duplicates of the circle. Place the duplicates under the original, and group the duplicates.

6 Go to Page-4 and align the shapes under the yellow diamond.

7 Distribute the shapes based on their vertical centers.

8 Go to Page-5 and rotate the sun around the earth.

9 Save and close the file. (Don’t close Visio.)


Review questions 1 Which of the following tools can you use to draw a square in one stroke?

A Rectangle

B Line

C Arc

D Ellipse

2 What is the difference between simple and compound lines?

Simple lines consist of a single line segment. Compound lines consist of multiple line segments.

3 Which key can you use to constrain the Line tool to draw lines in 45-degree increments?

A Ctrl

B Alt

C Shift

D Ctrl+Shift

4 What is the difference between a control handle and an eccentricity handle?

The control handle symmetrically changes the curvature and acts as a pivot point when you’re using the eccentricity handles. The eccentricity handles change the angle and magnitude of the elliptical line from the arc, and they are used to lean the arc in a specific direction. They also maintain the symmetry of the arc.

5 Which of the following can you add to a freeform line to hold the line in place and provide control of each eccentricity handle?

A Eccentricity handles

B Vertex points

C Control handles

D Arc handles

6 Which of the following techniques holds objects together and allows them to act as one?

A Rotating

B Aligning

C Distributing

D Grouping

3–1

U n i t 3 Basic diagrams



A Plan a diagram.

B Create a basic diagram and insert, connect, and modify shapes.

C Insert and format text.

D Create and modify organization charts.


Topic A: Planning a diagram Explanation With diagrams, you can present complex information graphically. One type of diagram

is a flowchart, which typically represents a process. For example, a flowchart could depict the assembly of a motor on an assembly line. Another type of diagram is an organization chart, which shows a company’s structure. Visio provides other types of charts and diagrams you can use to represent a variety of information.

Design tips Effective design begins with an audience analysis. Ask yourself these questions to identify and understand your audience:

Who will use this diagram?

Why will they use it?

What information is most important to them?

The answers to these basic questions will help you target the right diagram to the right people. If you have a wide audience, the questions might be harder to answer. No matter who your audience is, it’s typically best to keep the diagram as simple as possible.

Next, consider the design and purpose of your diagram. Will it be distributed online across a company network? Will you be printing the diagram? If so, will you print in color or black and white? If you are printing in color, use highly contrasting colors to make it easy for your audience to read the diagram and distinguish its components.

Diagram shapes

Each step, action, or idea in a diagram is represented by a shape. Some shapes are standard across most processes, such as those used in process mapping. If you’re creating a flowchart, your company might have a standardized set of flowchart symbols that you can use as a guide. Visio organizes commonly used shapes in stencils and incorporates these stencils into diagram templates. When you use a Visio template, the stencils most commonly used for that type of diagram are included in the file.

The following guidelines can help you to select the proper shapes for your diagram:

First, check to see if the shape you want to use is a standard shape for a particular action or function. Often the shapes found on the Basic stencil are enough to get started. If they’re not, many other stencils are available.

Don’t try to reinvent the wheel. Research what your company has done in the past, and find out if there are any company standards you should be following.

Choose a graphic whenever you can’t find the right shape. Often, a graphic can effectively convey a simple idea or action. Consider using a universal type of graphic, such as an industry icon.

As you create the diagram, you don’t need it to be perfect. You might find a shape that’s better suited to the idea you want to convey after you’ve created the drawing. You can always go back and replace a shape without rebuilding the entire diagram.

Basic diagrams 3–3

Do it! A-1: Discussing diagram planning

Questions and answers 1 What kind of information is typically best represented by a flowchart?

2 What is the first step you should take when planning a diagram?

3 If your diagram will be printed, what color factors should you consider?

4 If you can’t find the right shape to use, what’s a good alternative?


Topic B: Creating a basic diagram Explanation Master shapes are the basic building blocks of a Visio diagram. When you begin a

diagram, stencils containing specific master shapes are automatically displayed in the Shapes window.

Inserting and connecting shapes You can add shapes to a diagram by dragging shapes from the stencils onto the page. Each shape serves a specific purpose and demonstrates a particular process or function in the diagram. For example, decision shapes in flowchart diagrams represent decisions within a flow of events, while process shapes represent specific steps or tasks.

AutoConnect

You can save time by using AutoConnect to connect shapes as you add them to the page. AutoConnect is optional but active by default in Visio 2010. When you point to a shape, direction handles appear, as shown in Exhibit 3-1.

AutoConnect handles

Exhibit 3-1: AutoConnect handles

When you point to any of these handles, a toolbar of shapes is displayed, as shown in Exhibit 3-2. The shapes that are displayed are from the currently selected stencil. You can point to a shape to preview a connection, or click one to add and connect the shape.

Exhibit 3-2: The AutoConnect toolbar

You can also add and connect new shapes by using the following techniques:

Point to a shape on the page and click an AutoConnect handle. When you do, the last shape you selected in the stencil will automatically be added to the drawing and connected to the shape.

Drag a shape from the stencil and hold it over an existing shape until the AutoConnect handles appear. Then move the shape over any of the AutoConnect handles and release the mouse button to add and connect it to the shape.


Moving and deleting shapes

You will likely need to make ongoing adjustments as you work on a diagram. To delete a shape, select it and press delete. To move a shape, drag it to a desired location. When you move a shape, orange guides appear, indicating the alignment and spacing for precise shape placement. If you want to move multiple shapes at once, select them and drag the selection box to the desired location. Moving shapes does not remove their connections to other shapes.

Do it! B-1: Adding, connecting, and moving shapes The files for this activity are in Student Data folder Unit 3\Topic B.


1 Open Diagram.vsd From the current topic folder.

Save the file as My Diagram

2 Drag the Process shape onto the page

(From the Basic Flowchart Shapes stencil.) As you drag, the shape snaps to the grid increments.

3 Point to the shape you added When you point to a shape, four blue AutoConnect handles appear, one on each side.

Click the bottom AutoConnect handle

Another Process shape is added below the existing one. However, you want to add a Decision shape.

4 Press c + Z To undo the change.

5 In the Basic Flowchart stencil, click Decision

To select the Decision shape.

6 Point to the shape on the page To view the AutoConnect handles.


To add and connect a Decision shape.

7 Point to the new shape To view the AutoConnect handles.

Point to the bottom AutoConnect handle

A toolbar appears with shapes from the currently selected stencil.

8 Point to the diamond shape

To preview adding and connecting this shape.

Click the diamond To add and connect another Decision shape.


9 Drag a Process shape and hold it over the first diamond

(Don’t release the mouse button.) When you position the new shape over the existing one, the AutoConnect handles appear.

Center the new shape over the right AutoConnect handle

The AutoConnect handle darkens to indicate that the shape will be connected off that point.

Release the mouse button To add and connect the new shape.

10 Press g To deselect the shape. Again, because you used AutoConnect, the new shape is automatically connected to the previous one.

11 Select the bottom Decision shape (The diamond.) You’ll delete this shape.

Press d To remove the shape.

12 Complete the flowchart as shown


13 Select the Process shape shown

Drag the shape down, as shown

The orange guides indicate the alignment and spacing of the shape relative to the other shapes.

14 Select the shapes shown (Drag a marquee around them, or hold down the Shift key and click each shape.) You’ll move these shapes.


15 Point to the right edge of the selection

The pointer changes to a four-sided arrow, indicating that you can move the shapes in any direction.

Drag the selection to the right To add space between steps in the diagram.



Manually connecting shapes Explanation After you have added shapes to a drawing, you can connect them to illustrate their

relationship or flow. You have already connected shapes by using AutoConnect features. You can also manually connect drawings with the Connector tool.

The Connector tool

At times, you’ll probably want to connect shapes that are not next to each other. You can use the Connector tool to connect shapes that are not adjacent. On the Home tab, in the Tools group, select the Connector tool and then drag the pointer from a connection point on one shape to a connection point on another shape. Connect shapes in the direction of the process flow because arrows are automatically added to connecting lines that point in the direction in which the connection is made.

To ensure that your shapes are properly connected, you can attach them at their connection points. When connected properly, the shapes are “glued.” This secures the shapes together so that when a shape is moved, the connection is not broken.

Point-to-point connections

When the Connector tool is selected and you point to a shape, the shape’s connection points come into view—the small blue x on each side. When you point to a connection point, it’s highlighted by a red box. You can drag a connector from one shape’s connection point to the connection point of another shape to create a point-to-point connection. With this type of connection, the connector remains “glued” to those connection points even if a shape is moved.

Shape-to-shape connections

You can also create a shape-to-shape connection if you want the connector to stay glued to the shape if it’s moved, but not necessarily glued any particular connection point on the shape. To create a shape-to-shape connection, select the Connector tool and drag from the center of a shape to the center of another shape.

Using AutoConnect for adjacent shapes

If two shapes are next to each other, you can quickly connect them by using AutoConnect. With the Pointer tool, simply point to one of the shapes to display the AutoConnect handles. Then click the handle that points to the other shape.


Do it! B-2: Manually connecting shapes

Here’s how Here’s why 1 Point to the Process shape below

the Decision shape, as shown

Three AutoConnect handles are displayed. The top AutoConnect handle is not displayed because there’s already a connection there. You want to indicate flow back to the first Process shape, so you’ll need to use the Connector tool.

2 In the Tools group, click Connector

To select the Connector tool.

3 Point to the same Process shape The shape has a bold red border and the pointer changes to a crosshair with a connection line.

4 Point to the left edge of the shape, as shown

A red box highlights the connection point. You’ll create a connection from this point back up to the first Process shape.

5 Drag slightly to the left and then up toward the first shape

To begin drawing a connection.


6 Point to the left connection point in the top Process shape

Release the mouse button To make a point-to-point connection. Two red boxes appear at the connections to indicate that the shapes are properly connected, or “glued.”

7 Press g To deselect the connection line. Notice that the arrow flows upward, in the direction you made the connection.

8 Save your changes


Connector shapes Explanation You can use various connector shapes to achieve specific results. For example, if you

want to add text to a connector shape you can use large arrows that provide space for text, as shown in Exhibit 3-3. Connector shapes are located on various stencils, but you can view them all at once on the Connectors stencil.

To open the Connectors Stencil, click More Shapes in the Shapes window. Then choose Visio Extras, Connectors.

Exhibit 3-3: An example of alternate connector shapes


Do it! B-3: Applying connector shapes

Here’s how Here’s why 1 Select the Pointer tool

2 Click the connector between the two shapes shown

Press d To delete the connector.

3 Delete the connector between the Decision shape and the Process shape to its right

You’ll use connector shapes to indicate “Yes” or “No” decisions.

4 Select the Connector tool In the Tools group, click Connector.

5 In the Shapes window, click More Shapes

Choose Visio Extras, Connectors (US Units)

To open the Connectors stencil.

6 In the Stencil, scroll down To view the connector shapes near the bottom of the stencil. You’ll add the 1-D single connector shape.


7 Drag a 1-D single connector to the connection point shown

A red box and a ScreenTip indicate that the connector will be glued to the shape at the indicated connection point.

Release the mouse button The connection point remains red, indicating that it’s glued to the Decision shape.

8 Drag the control handle to the right, as shown

To glue the connector shape to the Process shape. You can also add connector shapes by using AutoConnect.

Press g To deselect the connection.

9 Verify that the 1-D single connector shape is selected

(In the stencil.) You’ll create another connection.

10 Point to the Decision shape’s bottom connection point

Drag down to the top of the Process shape, as shown

To add a 1-D single connector between the two shapes.

11 Deselect the connector Press Esc or click a blank area of the page.



13 Click where shown

You’ll move this connector. The connector’s endpoints are highlighted red.

Point to the endpoint, as shown

The pointer changes to a four-sided arrow and a ScreenTip indicates that you can move the endpoint.

Drag the endpoint down to the Decision shape, as shown

Deselect the connector



Topic C: Working with text Explanation You can add text to a diagram, format the text, and apply text to shapes and connectors

to provide important information and instruction.

Text blocks Unlike in a typical word processor, text in Visio is contained in a text block, a container for the text. When you add text to a drawing, there are two things at work: the text block and the text itself. Each has its own properties and can be formatted separately. You can add text blocks to shapes, connectors, and other objects. Exhibit 3-4 shows an example of text in shapes and connectors.

Exhibit 3-4: Examples of text in objects

Text blocks give you added flexibility in how text is displayed. For example, you can rotate a text block so that the text is diagonal or vertical. You can format a text block independently of the shape that it’s associated with.

Editing text

If you need to change text after you’ve added it to a drawing, you can return to text mode. Simply select the Text and then click the text you want to edit. When you’re finished editing, press Esc or click outside the text block.

Formatting text

To format text, select the text block and then use the options in the Font and Paragraph groups to apply the desired formatting. For example, if you want to change the text size, select the text block and select a new font size from the Font Size list in the Font group. To align text in its text block, select the text block and then click an alignment button in the Paragraph group.

You can also format specific sections of text within a text block. For example, you can make a single letter or word larger than other text in a text block, or change the text color or font face. You can also resize a text box as needed by selecting it and then dragging a handle with the Pointer tool.


Do it! C-1: Inserting and formatting text The files for this activity are in Student Data folder Unit 3\Topic C.

Here’s how Here’s why 1 Open Diagram2.vsd From the current topic folder.

Save the file as My Diagram2

2 In the Tools group, click Text To select the Text tool.

3 Click the blank area at the top of the page, near the center

The page magnification automatically increases, and a text box with an insertion point appears.

Type Product development process

4 Press g To exit text mode. The text block appears with handles around it.


Drag the right handle to the right until the text fits on one line

6 In the Font group, click as shown

To open the Font Size list.

Select 16pt. To increase the text size to 16 points.

7 Resize the text box so that the text fits on one line

8 Point to the middle of the text box The pointer changes to a four-sided arrow, indicating that you can move the text box in any direction.

Move the text box near the top left edge of the page


9 Click where shown

To open the Font list.

Point to various fonts in the list Live Preview shows how the text will appear.

Select Arial Black

10 Resize the text box so that the text fits on one line

11 Deselect the text box Press Esc or click a blank area of the page.



Paragraph text Explanation When you need to add a large amount of text, such as a long paragraph, you can select

the text tool, click on the page where you want to add the text, and begin typing until you’re finished. The text box will increase in size to accommodate the text that you enter. You can then move and resize the text block as needed by using the Pointer tool.

Or, you can create a large text block first, and then begin typing. In this way, you can control how large the text area will be before you add text. Select the Text tool and drag to draw a text box of the desired size. The insertion point will be placed in the center of the text box automatically so that you can begin typing immediately. Text automatically wraps when it reaches the end of the text block area.


Do it! C-2: Adding paragraph text

Here’s how Here’s why 1 Select the Text tool

2 Point as shown

You’ll create a text block here.

Drag down and to the right to create a text box 1 inch high and 2 inches wide

Use the status bar to view the size of the box as you drag.

3 Type To help increase our productivity and quality, we are adopting this new process. Your feedback is appreciated.

In the text block.

Press e twice To create a new line.

4 Type E-mail feedback to [email protected]

Press g

5 Observe the text block

By default, the text is centered in the text block.

6 In the Paragraph group, click To align the text to the left of the text block.

Click as shown

To align the text to the bottom of the text block.

7 Save your changes


Shape text Explanation You can add text to shapes to describe the steps in a diagram or provide other important

information. As soon as you add a new shape to a drawing, you can type to add text in the center of the shape. To add text to an existing shape, select the shape with the Pointer tool or the Text tool and then start typing. (You can also double-click a shape with the Pointer tool.) Visio automatically enters text mode and if necessary, zooms in so that you can see the text more easily.

Exhibit 3-5 shows a Decision shape in text mode—the text block becomes visible. When you’re done adding text, you can click away from the shape or press Esc to exit text mode and return to the previous page magnification.

Double-click a

shape to enter text mode

In text mode, the text block border

is visible

Exhibit 3-5: Adding text to a shape

Do it! C-3: Adding text to shapes

Here’s how Here’s why 1 Verify that the Text tool is

selected

2 Click (Next to the Zoom slider in the lower-right corner of the program window.) To fit the page to the current window size.

3 Click the top Process shape The view zooms in automatically and the insertion point is centered in the shape.

4 Type Project kickoff

Press g To exit text mode. The shape is still selected and the page returns to its previous zoom level.

5 Select the Pointer tool You can also enter text by using the Pointer tool.

6 Click the first Decision shape To select it.

Type Design approved? As soon as you begin typing, Visio enters text mode.

7 Press g To exit text mode and view the entire page again.


8 Select the Process shape below the Decision shape

Type Modify design

9 Enter text in the rest of the shapes, as shown



Connectors and text Explanation Connectors are also considered shapes. This means you can add text to connectors by

using the same methods you use for adding text to shapes. There are advantages to adding text to connectors: The text moves with the connector, and if the connector length is changed, the text is adjusted automatically.

Do it! C-4: Adding text to connectors

Here’s how Here’s why 1 Switch to the Pointer tool If necessary.

2 Select the connector shown

Type Resubmit The text runs perpendicular to the connector. You’ll learn how to rotate text in another activity.

3 Press g To exit text mode.


Type Yes and press g To define the flow of the decision.



Type No and press g With this shape, the connector text automatically aligns with the orientation of the shape.

6 Save your changes


Manipulating shape text Explanation Every shape contains a text block area you can move and manipulate by using either the

Text tool or the Text Block tool.

The Text tool vs. the Text Block tool

Use the Text tool when you want to add or edit text. When you use the Text tool to select a text block, you enter text mode. You can press Esc to exit text mode and select the text block itself. You can then move, resize, or rotate the text block as needed. When you use the Text Block tool, the text block is selected, not the text inside the block. Like the Text tool, you can use the Text Block tool to rotate the text within its shape, and move and resize a text block.

Rotating a text block

You can rotate a text block by selecting it with either the Text tool or the Text Block tool. A round rotation handle appears outside the text block, as shown in Exhibit 3-6. Drag this handle to rotate the text. It’s best to use the Text Block tool when you want to rotate text because you don’t need to exit text mode before you rotate the text. As soon as you click a text block with the Text Block tool, it’s selected and ready to be moved, rotated, or resized.

You can’t rotate text by using the Pointer tool. When you use the Pointer tool to select a shape, the rotation handle rotates the shape, not the contents of the shape.

Rotation handle

Exhibit 3-6: A rotation handle


Do it! C-5: Rotating text

Here’s how Here’s why 1 Click (The Text Block tool.) In the Tools group.

2 Click Resubmit

To select the text block.

3 Point to the rotation handle

The pointer changes to indicate that you can rotate from this point and a ScreenTip appears.

4 Rotate the text block counterclockwise, as shown

5 Deselect the text block Notice that the connector line automatically adjusts to show all of the text along the line.



Topic D: Organization charts Explanation An organization chart depicts the systematic flow of authority and responsibility. You

can use these charts to show superior-subordinate relationships, report hierarchies, and inter-department links in an organization. For example, you can use an organization chart to show the hierarchy of your company’s department structure.

Creating organization charts To create an organization chart, you use the Organization Chart template. When you use this template, the Organization Chart stencil opens and the Org Chart tab is added to the Ribbon.

To get started with the Organization Chart template, click the File tab, click New, select Organization Chart, and click Create. Then start building the organization chart by dragging shapes from the Organization Chart stencil to the page. Each organization chart shape typically contains the name and title of a particular person in the organization.

Adding multiple shapes

You can add more than one shape of the same type to an organization chart. For example, you might need five Manager shapes under an Executive shape. You can insert all of the Manager shapes at once by dragging the Multiple Shapes shape onto the page. This opens the Add Multiple Shapes dialog box, shown in Exhibit 3-7. In this dialog box, enter the number of shapes you want to create, select the shape type, and click OK.

Exhibit 3-7: The Add Multiple Shapes dialog box

Automatic linking

If you want to create a reporting relationship automatically when you add a new organization shape, you can drag the new shape onto the shape that represents the person or position to which it reports.


Do it! D-1: Creating an organization chart

Here’s how Here’s why 1 Click the File tab To open the Backstage view.

Click New If necessary.

Click Organization Chart (US Units)

You’ll create a new file based on the Organization Chart template.

Click Create The Organization Chart Shapes stencil appears in the Shapes window.

2 Observe the Ribbon tabs A new tab, Org Chart, is displayed. The Visio environment changes based on the type of file or template you’re working with.

3 Save the file as My organization chart

In the current topic folder.

4 Drag an Executive shape near the top center of the page

(From the Organization Chart Shapes stencil.) The Connecting Shapes dialog box appears.

Check Don’t show this message again

To prevent this dialog box from appearing each time you drag a shape from the Organization Chart Shapes stencil.

Click OK

5 Observe the shape It contains default text for Name and Title.

6 Type Kathy Sinclair

Press e To go to the next line within the shape.

Type President To enter the title of the executive.

Press g

7 Drag Multiple shapes on top of the Kathy Sinclair shape

The Add Multiple Shapes dialog box appears.

8 From the Shape list, select Manager

You’ll add multiple Manager shapes.

Set the Number of shapes to 4 Click the up-arrow to the right of the box, or click the default value and type 4.

Click OK Four Manager shapes appear, linked under the Executive shape to show the reporting structure.

Deselect the shapes


9 Add two Position shapes under the leftmost Manager shape

Drag the Multiple Shapes shape onto the leftmost Manager shape. In the dialog box, select Position, change the value to 2, and click OK.

10 Add two more Position shapes under the third Manager shape


Click the chart shapes twice To zoom in on them.

12 Add text to the shapes, as shown



Modifying layouts Explanation A layout defines the way in which shapes are arranged. You might want to change the

layout of the shapes to change the hierarchy in an organization chart. The options on the Org Chart tab provide various layout styles, such as horizontal and vertical layouts. Changing the layout of a superior shape changes the layout of all subordinate shapes.

Do it! D-2: Changing the layout of an organization chart

Here’s how Here’s why 1 Select the James Anderson

shape You’ll change the layout of this shape and its subordinates.

2 Click the Org Chart tab

In the Layout group, click Vertical

To open a menu of Vertical layout options.

Select Right To right-align the James Anderson shape relative to its subordinate shapes.

3 Select the Peter Schmidt shape

From the Vertical menu, choose Left

To left-align the Manager shape relative to its subordinate shapes.



Unit summary: Basic diagrams Topic A In this topic, you learned how to plan a basic flowchart. You also learned some tips for

using flowchart shapes.

Topic B In this topic, you learned how to create a basic diagram. You learned how to insert shapes by dragging from stencils and by using AutoConnect. Then you learned how to connect and move shapes, and apply different connector types.

Topic C In this topic, you learned how to add text to a drawing and format text. You learned how to apply text to a page, and to individual shapes and connectors. You also learned how to rotate text blocks.

Topic D In this topic, you learned how to create and modify an organization chart.

Independent practice activity In this activity, you’ll create a diagram by adding shapes and connectors. Then you’ll add and modify text to complete the diagram.


1 Open Process flow and save it as My Process flow.

2 Insert and link the shapes as shown in Exhibit 3-8.

3 Using the Connector tool, add a connector line to connect the bottom Process shape in the second column to the Process shape in the first column, as shown in Exhibit 3-9.

4 Open the Connectors stencil and add the 1-D single connector shapes shown in Exhibit 3-10.

5 Add text to the shapes and connectors, as shown in Exhibit 3-10.

6 Add the text New Process at the top of the drawing. Change the font face and increase the font size.

7 Move the text block to the lower-left side of the page, and rotate it at a 90-degree angle.

8 Save and close the drawing.

Exhibit 3-8: The diagram after step 2


Review questions 1 What is the grid?

The grid is a series of horizontal and vertical lines, similar to graph paper, that help you to position shapes precisely. The grid does not print.

2 What’s the difference between a point-to-point connection and a shape-to-shape connection?

With a point-to-point connection, the connector remains “glued” to its connection points even if a shape is moved. With a shape-to-shape connection, the connector stays glued to the shape if it’s moved, but not necessarily glued any particular connection point on the shape.

3 Where can text blocks be placed?

Text blocks can be placed along a connector, within a connector, within a shape, our anywhere on the page.

4 Which tools can you use to rotate a text block? (Choose all that apply.)

A The Text tool

B The Connector tool

C The Text Block tool

D The Alignment tool

5 True or false? The Visio 2010 environment changes based on the template or file that’s currently open.

True. For example, if you use the Organization Chart template, the Org Chart tab appears on the Ribbon and organization chart stencils are displayed.

4–1

U n i t 4 Formatting drawings



A Format text and text blocks, and apply themes and effects.

B Format shapes and lines, create a shadow effect, and use the Format Painter.


Topic A: Formatting text Explanation A Visio drawing has three basic elements: shapes, lines, and text. You can format each

of these elements to make your diagrams appealing and impactful. For example, you can apply different font faces, alignments, colors, shadows, and line properties.

To format the elements of a drawing, you can use the tools in the Font, Paragraph, and Shape groups on the Home tab, or you can use the Text dialog box.

Basic text formatting To apply basic text formatting such as bold and italic, or change fonts, font sizes, and text color, you can use the commands in the Font group on the Home tab.

You can select a text block to apply formatting to the entire block of text, or you can select and format individual letters or words. To format specific letters or words, double-click the text to enter text mode, and then select the letters or words that you want to format.

Formatting drawings 4–3

Do it! A-1: Applying basic text formats The files for this activity are in Student Data folder Unit 4\Topic A.

Here’s how Here’s why 1 Open DevProcess.vsd From the current topic folder.

Save the file as My DevProcess

2 Select the Pointer tool If necessary.

Click Product development process

To select the text block.

3 In the Font group, click (The Increase Font Size button.) To increase the font size one increment, which forces it to wrap to the next line.

4 Drag the right resize handle until the text fits on one line

5 Select the paragraph text block

Increase the font size two increments

Click the Increase Font Size button twice.

Re-size the text block downward

To increase the space between this text and the heading text.

6 Press c + s

Click the page twice To zoom in.

7 Select the Project kickoff shape

You’ll make the text in this shape blue.


8 In the Font group, click as shown

To open the Font Color palette.

Under Standard Colors, select the dark red color swatch

To change the text color in the selected shape.

9 Click To make the selected text bold.

10 Select the Design approved shape

11 Select the Text tool To enter text mode.

Double-click approved To select only this word. You’ll format this word and not the rest of the text.

Make the text bold

Press g twice To exit text mode and deselect the shape.


Select the Yes connector

Click as shown

To decrease the font size one increment.

Click To make the text italic.

13 Apply the same formatting to the No connector

Select the connector, decrease the font size one increment, and make the word italic.



The Text dialog box Explanation You can also click the dialog box launcher in the Font or Paragraph groups to open the

Text dialog box, shown in Exhibit 4-1. With this dialog box you can apply additional formatting options that aren’t available by default on the Ribbon, such as transparency, spacing, margins, and background color.

Exhibit 4-1: The Text dialog box with the Font tab active

The Text dialog box contains six tabs. Choose the desired options from each tab and then click Apply. When you’re finished, click OK to close the dialog box. The tabs and their functions are described in the following table.

Tab Use it to…

Font Change font styles, such as font face, size, style, color, casing, and transparency.

Character Set character spacing and scaling.

Paragraph Set paragraph alignment, spacing, and indentation.

Text Block Set margins, alignment, background color, and background transparency.

Tabs Define the position and alignment of tab stops in text blocks.

Bullets Select bullet styles and related options.


Text block formatting

As mentioned earlier, you can format text blocks by using the Text Block tab in the Text dialog box. The following table describes the options on the Text Block tab.

Option Used to…

Alignment Position text vertically within the text box. The options are top, middle, and bottom.

Margins Specify the distance between the text and each of the four sides of the text box. This option is useful if you have visible borders on a text box and you want to ensure that the text is sufficiently offset from the edges of the text box.

Text background Specify a background color for the selected text. This does not fill the entire text box, but only the text background. You can also control the transparency level of the background color by dragging the Transparency slider.

Paragraph formatting

On the Paragraph tab of the Text dialog box, you can control horizontal alignment, indents, and spacing. If you select the text box, the formatting you apply affects all the text in that text block. You can also select only certain paragraphs in a text block and then open the Text dialog box to format only the selected paragraphs. The following table describes the formatting options on the Paragraph tab.

Option Used to…

Alignment Align the selected paragraphs horizontally. The options are left, right, centered, and justified.

Indentation Set paragraph indentation. You can indent from the left or the right margin, or only the first line of a paragraph.

Spacing Specify the gap between paragraphs.

Do it! A-2: Using the Text dialog box to format text

Here’s how Here’s why 1 Select the text block shown


2 In the Paragraph group, click as shown

To open the Text dialog box with the Paragraph tab active.

Move the text box so that you can see the selected text block

3 Under Spacing, in the After box, click the up arrow

To increase the spacing after paragraphs to 6 points (6pt.)

Click Apply To apply the formatting without closing the dialog box. There is now more space between the two paragraphs in the text box.

4 Click the Text Block tab

From the Alignment list, select Middle

Click Apply To align both paragraphs to the middle of the text block.

5 Set the margin on all four sides of the text box to 8 pt.

Under Margins, click the up-arrow next to each value three times, or enter the values manually.

Click Apply To view the result.

6 Click the Font tab

In the Font list, scroll to the bottom and select Verdana

To change the font face.

From the Size list, select 12 pt.

Click Apply

7 Click OK To apply the changes and close the dialog box.

8 Move the text box to the right side of the page

Press g To deselect the text block.

9 Save your changes


Themes and effects Explanation Themes are predefined sets of colors and styles that you can quickly apply to a drawing.

Each theme consists of a color scheme and styles for fonts, shadows, and connectors. To apply a theme, click the Design tab and then point to a theme in the Themes group. Live Preview shows you the effect the theme will have on your drawing. Click a theme to apply it. Or, click the downward-pointing arrow at the end of the Themes group to open the Themes gallery, which displays all available pre-configured themes, as shown in Exhibit 4-2.

Exhibit 4-2: The Themes Gallery

The Effects list

In addition to the pre-built themes in the Themes gallery, you can use the options in the Effects list to quickly apply eye-catching effects and styles. Pre-built effects will override any existing line, connector, text, and shadow styles.


Do it! A-3: Applying themes and effects

Here’s how Here’s why 1 Click the Design tab

2 In the Themes group, point to the first theme

Live Preview shows the effect this theme will have on the drawing. The shapes have color, rounded edges, and a slight shadow to create depth.

Point to the next theme To preview it.

3 Click as shown

To open the Themes gallery.

Point to the blue rounded theme in the middle of the bottom row

(The “Technic colors” theme.) To preview this theme. A ScreenTip showing the name of the theme appears.

4 Click the theme To apply it to the drawing and close the gallery. Notice that the red text you applied to the “Project kickoff” shape is not affected.

5 Open the Effects list To the right of the Themes gallery.

Select Bevel Highlight To apply the effect. Notice that the new styles override some of the theme styles.



Topic B: Formatting shapes and lines Explanation In addition to the pre-built formats available in the Themes gallery, you can create your

own shape, line, and connector styles by using the tools in the Shape group on the Home tab. You can also use the commands on the Design tab to apply colors and effects, and customize the background and layout.

The Fill, Line, and Shadow tools When applying colors, each shape has a separate line and fill. The line color is the border around the shape; you can also customize the line style and thickness. The fill color is the shape’s background color. If your shape contains text, it’s important that the text color and the fill color have sufficient contrast so that the text is easy to read and does not strain the eyes.

Exhibit 4-3: The Fill, Line, and Shadow tools, in the Shape group on the Home tab

You can use the Line dialog box, shown in Exhibit 4-4, to customize the appearance of a selected line. For example, you can apply rounded corners, set dashed or dotted lines, and control the line fill transparency. To open the Line dialog box, open the Line list and choose Line Options.

Exhibit 4-4: The Line dialog box


Do it! B-1: Applying Line and Fill styles The files for this activity are in Student Data folder Unit 4\Topic B.

Here’s how Here’s why 1 Open New Process.vsd

Save the file as My New Process

2 Using the Pointer tool, select the “Project kickoff” shape

3 In the Shape group, open the Fill list, as shown

A color palette is displayed.

Select a light blue color (Click it.) To change the color of the shape.

4 Open the Line list (In the Shape group, click Line.) You’ll apply a thin, black border around the shape.

Select Weight To open a submenu of different line weight (width) options.

Point to 1pt Live Preview shows how a 1-point border width will look on the selected shape.

Point to 3pt To see how a 3-point border will look on the selected shape.

5 Click 1 1/2 pt To apply a 1 1/2 border to the selected shape.

6 From the Line Color list, select a dark blue color

Deselect the shape To view the results.

7 Select the shape again

8 From the Line list, choose Line Options…

To open the Line dialog box.


9 Open the Dash type list

Scroll to the bottom and select line style 23

10 Under Round corners, click the last option in the first row

11 Deselect the shape To view the results.



The Shadow dialog box Explanation You can use the Shadow dialog box to create a custom shadow effect. For example, you

can control the shadow color, transparency, and angle. To open the Shadow dialog box, click Shadow and choose Shadow Options.

Exhibit 4-5: The Shadow dialog box


Do it! B-2: Applying a shadow effect

Here’s how Here’s why 1 Select the “Project kickoff”

shape again You’ll apply a custom drop shadow effect.

2 Press and hold c + s and click the shape twice

To zoom in on it.

3 Click Shadow (In the Shape group.) To open the Shadow Color list.

Choose Shadow Options… To open the Shadow dialog box.

4 From the Style list, select Offset, lower right

The preview on the right shows how the shadow will be applied to the shape.

5 From the Color list, select a gray color

6 Drag the Transparency slider to about 40%

Click Apply To preview the shadow effect. (You might have to move the dialog box to see the shape.)

7 Under Size & Position, triple-click the value in the X Offset box

To select it.

Enter .05 To decrease the offset amount for the X axis. This will decrease the depth of the shadow.

8 Change the value in the Y Offset box to -.05

(Be sure to type a dash before the value to make it negative.) To decrease the depth of the shadow on the Y axis.

9 Click Apply To preview the change.

Click OK To close the dialog box.

10 Deselect the shape To preview the results.



The Format Painter Explanation After you have formatted a shape, you might want to apply the same styles to other

shapes in the drawing. You can do this by using the Format Painter, which applies the formatting attributes of one shape to one or more other shapes. To use the Format Painter, first select the shape that contains the formatting attributes you want to copy, and then click the Format Painter button, located in the Clipboard group on the Home tab. Then, click another shape in the drawing to apply the same formatting.

If you want to format multiple shapes, double-click the Format Painter button. This prevents Visio from switching back to the previous tool after you format a shape. To deselect the Format Painter, press Esc.

Do it! B-3: Using the Format Painter

Here’s how Here’s why 1 Zoom to 100%

2 Click the “Project kickoff” shape (Use the Pointer tool.) To select it.

3 In the Clipboard group, click (The Format Painter button.) To copy the formatting of the selected shape.

4 Click the “Document progress” shape

To apply all the same styles.

5 Click the “Project closure” shape The styles are not applied. To copy formatting to multiple shapes, you need to double-click the Format Painter.

6 Click (On the Quick Access toolbar.) To undo the changes.

7 Select the “Project kickoff” shape

8 Double-click the Format Painter So that you can format multiple shapes without having to reselect the tool.

9 Click the “Document progress” shape

To copy the formatting to it.

Click the “Project closure” shape To copy the formatting to it.

Press g To deselect the shapes.



Unit summary: Formatting drawings Topic A In this topic, you learned how to format text and text blocks, control attributes such as

font size, text color, margins, alignment, and line spacing, and apply style themes and effects.

Topic B In this topic, you learned how to format shapes and lines. You learned how to apply line and corner styles, create a custom shadow effect, and use the Format Painter to copy formatting to one or more other shapes.

Independent practice activity In this activity, you’ll format text and resize shapes containing text. You’ll also apply color to connector lines and shape backgrounds.


1 Open Flowchart.vsd and save it as My Flowchart.

2 Increase the size of the text “Resubmit” to 12 pt. (Hint: Double-click the text to enter text mode.)

3 Give the “Yes” connector a green fill color. (Hint: Open the Fill list.)

4 Apply the red fill color in the first row under Theme Colors to the “No” connector.

5 Give the “Design Approved?” shape the orange fill color under Theme Colors.

6 Give the “Modify design” shape the pale blue color under Theme Colors.

7 Give the “Modify design” shape an Offset lower-right shadow using the dark blue color under Theme Colors as the shadow color. Set the Transparency to 30%.

8 Set the X Offset to .05 and the Y Offset to -.05.

9 Copy all the formatting of the “Modify design” shape to the four remaining unstyled shapes. (Hint: Double-click the Format Painter.)

10 Apply the “Bevel Highlight” effect to the drawing. (Hint: Click the Design tab.)



Review questions 1 How can you select individual letters or words in a text block for formatting?

Double-click the text to enter text mode, and then select the letters or words that you want to format.

2 What are themes?

Themes are predefined sets of colors and styles that you can quickly apply to a drawing. Each theme consists of a color scheme and styles for fonts, shadows, and connectors:

3 True or false? When you apply effects from the Effects list, the new styles might override existing theme styles.

True

4 True or false? When the amount of text is too much for a text block to contain, the text becomes hidden from view.

False

5 How can you copy formatting to multiple shapes by using the Format Painter?

A Click the Format Painter button and then click the shapes you want to format.

B Select all the shapes you want to format and then click the Format Painter button.

C Click the Format Painter button and then Ctrl+click the shapes you want to format.

D Double-click the Format Painter button and then click the shapes you want to format.

5–1

U n i t 5 Working with pages



A Set file, page, and print properties, use Print Preview, create headers and footers, and print a diagram.

B Create and apply background pages, use fields to display information, and add a graphic to a page.

C Create hyperlinks to internal detail pages, external files, multiple files, and specific locations in a file.


Topic A: File and print properties Explanation When you create a diagram, you might want to add important information about the file.

For example, you might want to put your name and company name on the file, the manager for the project, and a brief title or description. In addition, you should prepare your diagram to print successfully, which entails checking and modifying page and printer properties.

Viewing and setting file properties To view and set properties for a file, click the File tab to open the Backstage view. Then click Info to view information about the file. As shown in Exhibit 5-1, a thumbnail preview of the page is shown, followed by various properties such as file size, the company name, the file’s title and subject matter, and the people working on the file. To specify a property, click the prompt to the right of the property and enter a value.

Exhibit 5-1: File properties in the Info category of the File tab

Working with pages 5–3

Do it! A-1: Setting file properties The files for this activity are in Student Data folder Unit 5\Topic A.

Here’s how Here’s why 1 Open New Flow.vsd From the current topic folder.

Save the file as My New Flow

2 Click the File tab

Click Info To view information about the file.

3 Observe the preview (In the right pane.) Visio shows a thumbnail preview and a list of information about the file.

4 Click Specify the company

Type Outlander Spices

5 Click Add a title

Type New process flowchart

6 Click Specify the subject

Type Product development

7 Under Related People, in the Author field, enter your name

Specify Kim Matha as the manager


Page and print settings Explanation It’s important to consider the page size and orientation. When printing a diagram, you’ll

want to choose a page orientation and size that best suits the size or layout of the diagram. You can use the commands in the Page Setup group on the Design tab, and the Page Setup dialog box, to make sure that the printer paper size is optimized for the drawing page you want to print. If the drawing extends beyond the printer paper size, content will be cut off and printed on a separate page.

Page orientation

The page orientation defines how the drawing will be printed on the page. The options are Portrait (8.5”×11”) or Landscape (11”×8.5”). For example, if your diagram is wider than it is long, you can change its orientation to Landscape so that as much content as possible can be printed on a page. The default orientation depends on the template in use. To change the page orientation, click the Design tab, click the Orientation button in the Page Setup group, and select either Portrait or Landscape.

Exhibit 5-2: The Page Setup command group on the Design tab

The Auto Size feature

With the Auto Size feature enabled, the page expands if you add or move content beyond the current page boundaries, which can be helpful when you’re working with a large diagram. This feature is on by default. To turn it off, click the Auto Size button in the Page Setup group on the Design tab, shown in Exhibit 5-2.

The Page Setup dialog box

You can use the Page Setup dialog box to control page size and printer settings. In many templates, the option “Let Visio expand the page as needed” is selected by default, as shown in Exhibit 5-3. This is the Auto Size feature. You can disable this by selecting Pre-defined size and then selecting a page size from the lists below it.


Exhibit 5-3: The Page Setup dialog box with the Page Size tab active

The Page Setup dialog box contains six tabs, each described in the following table.

Tab Description

Print Setup Contains settings for the current printer. The Preview window shows the orientation of the paper against the drawing page.

Page Size Contains size and orientation settings for the drawing page. You can define the page size for each page in a drawing. The Preview window shows the orientation of the paper against the drawing page.

Drawing Scale Defines a scale for the drawing. This is helpful for floor plans and other architectural drawings.

Page Properties Use this tab to specify a name for the page, set the desired measurement units, and assign a background page.

Layout and Routing Use this tab to define how shapes and lines will appear in print.

Shadows Use this tab to define shadow settings for a page.

Printer paper size

You can change the printer paper size by using the Size options in the Page Setup command group. Click the Size button and select a page size. Or, open the Page Setup dialog box, click the Print Setup tab, and select a paper size from the list.


Do it! A-2: Defining page size and print settings

Here’s how Here’s why 1 Click the Design tab

Observe the Page Setup command group

These commands provide quick access to the most commonly used options in the Page Setup dialog box. The Auto Size button is active by default. This feature automatically resizes the page if content extends beyond the page boundaries.

2 Click Orientation Notice that Landscape is selected. This is the default orientation when the flowchart template is used.

3 Click Size To open a list of paper size options. Letter size (8.5” × 11”) is the default selection.

4 Click as shown

To open the Page Setup dialog box. The Print Setup tab is active.

5 Observe the Printer paper list This is the same setting you viewed using the Size list. Letter size is the default paper size.

6 Click the Page Size tab

Observe the settings The default selection is “Let Visio expand the page as needed.” This option relates to the AutoSize feature, which is currently enabled.


7 Select Pre-defined size

From the second list, select Legal: 14 in. x 8.5 in.

To change the size of the drawing page.

Observe the preview window

The preview shows that the drawing page and the printer page do not match. You can use the Page Setup dialog box to make sure that the printer paper size is optimized for the page you want to print. If the drawing extends beyond the printer paper size, content will be cut off and printed on a separate page.

8 Click the Print Setup tab

Change the size of the Printer paper to Legal 8.5 in x 14 in.

(From the Paper size list, select Legal 8.5 in. × 14 in.) The preview window shows that the size of the printer paper now matches the size of drawing page.

Click OK To close the Page Setup dialog box. The drawing page is resized.

9 Save your changes


Print Preview Explanation You can use Print Preview to see how a page will look before you print it. You can also

use Print Preview to add headers and/or footers. To open Print Preview, click the File tab and select the Print category. Then click Print Preview. The application window changes to show only the File tab and a new Print Preview tab, which contains several print options and controls, as shown in Exhibit 5-4.

Exhibit 5-4: The Print Preview window

Headers and footers

You can add headers and footers to your printed pages. Headers appear at the top of each page, and footers appear at the bottom of each page. To add page headers and/or footers in Print Preview, click the Header & Footer button to open the Header and Footer dialog box. Under Header and Footer, type values in the Left, Center, and Right boxes, as needed. Or, click the arrows next to each position and select an option from the list. For example, to show the file name in the top center of the page, select File name. The box displays a variable that will be replaced with the file name when the page is printed. Headers and footers created in Print Preview appear only in print.


Exhibit 5-5: The Header and Footer dialog box


Do it! A-3: Adding headers and footers in Print Preview The files for this activity are in Student Data folder Unit 5\Topic A.


Select the Print category

2 Click Print Preview To open the Print Preview window.

Observe the Ribbon The Print Preview tab is active and all other tabs except for the File tabs are absent in this view.

3 Click Header & Footer To open the Header and Footer dialog box.

4 Under Header, in the Left box, type DRAFT COPY

To add the text “DRAFT COPY” to the header.

5 Under Header, click the arrow at the end of the Right list

Select Current date (short) This variable will display the current date in the header.

6 Under Footer, click the arrow at the end of the Right list

Select Page number To display the page number in the lower-right corner of the page.

Click OK To close the Header and Footer dialog box.

7 Observe the preview (Zoom in, if necessary.) The header text and the current date appear at the top corners of the page, and the page number is displayed in the lower-right corner.

Click Close Print Preview To return to the drawing page. Notice that the header and footer are not displayed on the actual diagram. They appear in print only.

8 Save your changes


Printing Explanation After you’ve previewed your document and confirmed that its content and layout are

correct, you’re ready to print. You can print from inside the Print Preview window by clicking the Print button. If Print Preview is not open and you’re ready to print, click the File tab and then select the Print category. Then click Quick Print to send the document to the default printer, or click Print to open the Print dialog box, shown in Exhibit 5-6. In the Print dialog box, you can select the printer and choose which pages to print and the number of copies to print. Click OK to send the document to the selected printer. You can also press Ctrl+P to open the Print dialog box.

Exhibit 5-6: The Print dialog box


Do it! A-4: Printing a diagram


Select the Print category

Click Print To open the Print dialog box. You can also press Ctrl+P from any view.

2 Observe the Name box The default printer is selected. You can select a different printer if necessary.

Observe the Page range options By default, all pages in the document will print. You can specify the pages you want to print.

3 Select Current page You would select this option if you want to print only the current page.

Observe the Number of copies box

You can print one or more copies of your drawing by specifying a number in this box.

4 Click Cancel If your computer is connected to a printer and you’re directed to do so by your instructor, click OK to print the diagram.

5 Save and close the drawing


Topic B: Working with background pages Explanation You can use background pages to display information you want to repeat on multiple

pages in a drawing.

Background pages Background pages provide additional information for foreground pages. When you designate a page as background, the fields you add to the page appear on multiple foreground pages, as illustrated in Exhibit 5-7. You can use background pages to consistently display important information such as a company logo or page numbers.

You can have more than one background page in a file, but you can apply only one background page to a foreground page. The same background page is automatically applied to each new page that you add to a drawing. You can use the Page Properties tab in the Page Setup dialog box to remove a background page from a foreground page.

Drawing pages

Background page

Exhibit 5-7: A background page and foreground pages

Background headers and footers

You can use background pages to create headers and footers in your drawings. These differ from headers and footers created in Print Preview, which only appear in print. When you create headers and footers using a background page, the content appears on each drawing page.


Do it! B-1: Creating a background page The files for this activity are in Student Data folder Unit 5\Topic B.

Here’s how Here’s why 1 Open Development.vsd From the current topic folder.

Save the file as My Development

2 Click the Insert tab

In the Pages group, click Blank Page

Choose Background Page… To open the Page Setup dialog box with the Page Properties tab active.

3 Verify that Background is selected

You’ll create a background page.

4 In the Name box, type Header/Footer

You’ll use this background page to display headers and footers on each drawing page.

5 Click OK A blank page is displayed. You’ll create the background in the next activity.

Save your changes


Fields Explanation Fields are variables that provide information about a drawing, such as the company

name, the file name, or the file’s author. You can also use fields to display information such as the current date and page numbers. Field data is automatically updated in a drawing. After you add fields, you can format them as ordinary text.

To add a field:

1 Create a text box or select an existing text box.

2 On the Insert tab, click Field to open the Field dialog box, shown in Exhibit 5-8.

3 In the Category list, select a category for the information you want to add.

4 In the Field name list, select a field.

5 Click OK. Repeat these steps to add more fields.

Exhibit 5-8: The Field dialog box

Page breaks

Displaying page breaks can help you arrange items in a drawing. With page breaks showing, you can avoid placing objects or fields too close to margins. Page breaks are determined by the page’s print margins.


Do it! B-2: Adding fields to a background page

Here’s how Here’s why 1 Click the View tab

In the Show group, select Page Breaks

A border is displayed around the grid, and the white space indicates the page margins that are currently set for the page.

2 Maximize the Visio window If necessary.

3 On the Home tab, click as shown

Select Line You’ll draw a horizontal line on the page.

4 Drag to draw a line near the bottom of the page, as shown

5 In the Shape group, click Line To open the Line menu.

From the Theme Colors palette, select a dark red color

6 In the Shape group, click Shadow

To open the Shadow menu. Many Visio 2010 templates have default line and shape styles that include a slight shadow effect.

Select No Shadow To turn off the default shadow for this line.

7 Deselect the line Press Esc.


8 Select the Text tool You’ll create a text box.

Below the line, draw a text box approximately 3” × 0.25”

Use the status bar to guide you.


Click Field To open the Field dialog box.

10 Under Category, select Document Info

To display a list of fields in this category.

Under Field name, select Company

(Scroll down.) To add the company name as a field.

Click OK To insert the Company field in the footer. “Outlander Spices” replaces the Company variable.

11 Type two spaces, followed by /

Type another two spaces You’ll add another field here.

12 Open the Field dialog box

Select Document Info

Select Subject and click OK To add the Subject field to the footer.

13 Press g To exit text mode.


14 Verify that the text box is selected

On the Home tab, click the Align Left button

To align the text to the left of the text box.

Press c + D To duplicate the text box.

15 In the status bar, click To fit the page in the current window size.

16 Drag the duplicate to the right side of the page

Under the right edge of the red line.

Press c + s

Click the duplicate text box twice To zoom in.

17 On the Home tab, select the Text tool

Verify that the text is selected, as shown

If it’s not, select the text as shown.

18 Type Page You’ll add page numbers to the footer.

Press q

19 On the Insert tab, click Field To open the Field dialog box.

Select Page Info

Under Field name, select Page Number

To insert the Page Number field in the footer.

Click OK The page number is zero because you’re viewing a background page.

20 Press q

Type of

Press q

21 Insert the Number of Pages field

From the Page Info category.


22 Right-align the text On the Home tab, click the Align Right button.

Press g twice

23 Save your changes Next, you’ll apply the background page to a foreground page.

Applying background pages to drawing pages Explanation After you create a background page, you can apply it to any drawing page. You need to

manually apply each background page to the desired drawing page by using the Page Properties tab in the Page Setup dialog box. After you apply a background page, each new foreground page that you add to the drawing will use this same background.

Do it! B-3: Applying a background page

Here’s how Here’s why 1 Switch to the Development

flowchart page Click the page tab.

2 Press s + % To open the Page Setup dialog box.

Click the Page Properties tab

3 From the Background list, select Header/Footer

To apply this page as the background page for your drawing.

4 Click OK To close the Page Setup dialog box.

Observe the page (Zoom in, if necessary.) The items from the background page appear.

5 Try to select the red line You cannot select the line because it’s on the background page.

Save your changes


Editing background pages Explanation You can edit the lines and shapes on a background page in the same way you would edit

them on a foreground page. You can also add graphics, such as a logo, to a background page.

To insert a graphic on a page:

1 On the Insert tab, click Picture. The Insert Picture dialog box opens.

2 Navigate to the location of the file you want to insert.

3 Select the file and click Open. (Or double-click the file.)

4 Resize and position the graphic if necessary.


Do it! B-4: Inserting a graphic on a background page The files for this activity are in Student Data folder Unit 5\Topic B.

Here’s how Here’s why 1 Switch to the Header/Footer

background page Click the Header/Footer page tab.


Click the page number text box To select it.

3 Make the text bold and italic In the Font group on the Home tab, click the B button and the I button.

4 Change the font size to 10 pt.

5 Apply the same formatting to the other footer text box

6 Scroll to view the top-left corner of the page


Click Picture To open the Insert Picture dialog box.


8 Select OutlanderLogo.gif This is a logo graphic in .gif format.

Click Open To insert the file.

9 Drag the logo to the upper-left corner of the page

10 Switch to the foreground page (Click the Development flowchart page tab.) To view the results.



Topic C: Working with links Explanation When you create a complex drawing in Visio, the drawing might extend over several

pages. If this happens, you can link the pages. You can also link diagrams to other Visio files, to Internet addresses, or to files of other types, such as Excel worksheets.

Hyperlinks Hyperlinks connect a shape to another page, an external file, an Internet address, or a network address. To link a shape to another page or external resource:

1 Select the shape that you want to contain a hyperlink.

2 On the Insert tab, click Hyperlink to open the Hyperlinks dialog box, shown in Exhibit 5-9.

3 In the Address box, enter an Internet address or the path of the file to which you want to link. Or, click Browse to navigate to the file you want to link to.

4 Click OK.

Exhibit 5-9: The Hyperlinks dialog box

Linking to detail pages When a drawing does not fit on one page, you can create additional pages, each containing varying degrees of detail. Typically, you begin with an overview and then expand the detail based on logical sections. For example, the main drawing page might depict an organization’s structure, and additional pages would show the structure of the various departments. You can then link shapes from the main page to detail pages by using the Sub-address field in the Hyperlinks dialog box.

Testing links in Visio

To test your links, press and hold the Ctrl key and then click the shape that contains the link. Page links will open in the same Visio window. Links to external files open in a new Visio window.


Do it! C-1: Creating links to pages and external files The files for this activity are in Student Data folder Unit 5\Topic C.

Here’s how Here’s why 1 Open OutlanderOrg.vsd From the current topic folder.

Save the file as My OutlanderOrg

2 Select the Pointer tool If necessary.

Select the West Coast Regional Headquarters shape

3 On the Insert tab, click Hyperlink

To open the Hyperlinks dialog box.

Next to Sub-address, click Browse

(The second Browse button.) You’ll link the shape to another page in this file.

From the Page list, select WC Operations

Click OK To return to the Hyperlinks dialog box.

Click OK

4 Select the East Coast Regional Headquarters shape

Link the shape to the EC Operations page

5 Point to the East Coast Regional Headquarters shape

A hyperlink icon appears next to the pointer and a ScreenTip appears showing the name of the internal page that the shape links to.

Hold c and click the shape The EC Operations page opens in the same Visio window.

6 Go back to the OrgChart page Next, you’ll link a shape to an external file.

7 Select the Westfield Facility shape

(In the third row of the orange shapes.) You’ll link this shape to an external file.

8 Open the Hyperlinks dialog box

Next to the Address box, click Browse

Choose Local File… To open the Link to File dialog box.



9 Select WestfieldFloorplan.vsd

Click Open To link to the Visio file.

Click OK To create the hyperlink.

Deselect the shape Press Esc or click a blank area of the page.

10 Point to the Westfield Facility shape

A ScreenTip shows the name of the file that the shape links to.

Hold c and click the shape The file opens in a new Visio window.

11 Close the file To return to the OrgChart page.

12 Verify that the Westfield Facility shape is still selected

Open the Hyperlinks dialog box You’ll modify the link to go to a specific page in the external file.

13 Next to Sub-address, click Browse

From the Page list, select FirstFloor

From the Zoom list, select Page To zoom to Page view.

Click OK To create the hyperlink.


14 Test the Westfield Facility link (Hold Ctrl and click the shape.) The file opens to the FirstFloor page.

15 Close the WestfieldFacility file


Link multiple files Explanation You can link multiple files to a single shape. This is helpful if there are several files that

are related to one shape in a drawing. To link a shape to multiple files, select the shape, open the Hyperlinks dialog box, and click New. Then create the desired links and click OK. To delete a link, select the link in the Hyperlinks dialog box and click Delete.

Do it! C-2: Linking to multiple files The files for this activity are in Student Data folder Unit 5\Topic C.

Here’s how Here’s why 1 Select the Westfield Facility shape If necessary.


Click New To add a new link to the shape.

3 Next to the Address box, click Browse

Choose Local File…


If necessary.

4 Double-click WestfieldSalesOrg.vsd

Click OK To add the link.

5 Hold c and click the Westfield shape

Both WestfieldFloorplan.vsd and WestfieldSalesOrg.vsd appear in the menu.

Choose WestfieldSalesOrg.vsd

Close the file

6 Save your changes


Linking to other file types Explanation If you have supporting information in another format, such as an Excel worksheet, you

can link your Visio drawing to it. You can also designate a specific location that the linked file should display when it opens.

Do it! C-3: Linking to an Excel file The files for this activity are in Student Data folder Unit 5\Topic C.


1 Select the Westfield Facility shape (If necessary.) You’ll link an Excel file that contains Human Resources information for the facility.


Click New To add a new link to the shape.

3 Next to the Address box, click Browse

Choose Local File…


If necessary.

4 At the bottom of the dialog box, click Visio Files

To open the file type list.

Select Office Files

5 Double-click WestfieldHR.xls

6 In the Sub-address box, type B7 To specify cell B7 in the Excel spreadsheet as the location to go to when the file is opened.

Click OK To add the link.

7 Open the linked Excel file (Hold Ctrl, click the shape, and choose WestfieldHR.xls.) A security dialog box opens.

Click OK After a moment, the Excel file opens and cell B7 is selected.

Close Excel



Unit summary: Working with pages Topic A In this topic, you learned how to set file properties, set page and printer settings, use

Print Preview, create print headers and footers, and print a drawing.

Topic B In this topic, you learned how to work with background pages. You learned how to create background headers and footers, and use fields to display information. You also learned how to apply a background page to a drawing page, edit a background, and insert a graphic in a background page.

Topic C In this topic, you learned how to add hyperlinks to a drawing. You learned how link to pages within a drawing, link to external files, and link a shape to multiple files. You also learned how to test links. Finally, you learned how to create a link to a specific location in a file and link to different file types.

Independent practice activity In this activity, you’ll open a file and edit its properties. You’ll change the paper orientation and add a background page. Then you’ll add new content and fields to the background page, apply the background page to a foreground page, and create a link to an external file.


1 Open ProdDev.vsd and save it as My ProdDev.

2 Rename Page-1 as Flowchart.

3 Edit the following file properties: Set the Company name to Outlander Spices and use your name for the Author field.

4 Change the paper orientation to Landscape.

5 Add a new background page and name it Chart background.

6 Draw a blue line at the bottom of the background page.

7 Add the date to the lower-left corner, below the blue line. After the date, include the Author variable to display your name.

8 Add fields in the format “Page Number of Number of Pages” at the bottom right, below the blue line.

9 Apply the Chart background page to the foreground page.

10 Insert the image OutlanderLogo.gif in the upper-right corner of the page.

11 Link the Check inventory shape to the Excel file Inventory.xlsx.

12 Test the link and then close the Excel file.



Review questions 1 True or false? The headers and footers that you apply in Print Preview are the same

as those you can apply using the Field dialog box.

False. Headers and footers that you create in Print Preview are displayed only in print and are not actual page content.

2 How many background pages can be applied to a drawing page?

One

3 What type of information might be useful on a background page?

Answers might include:

Headers and footers

Page numbers

Company name

Graphic or logo

4 What are the steps to add a graphic to a page?

a On the Insert tab, click Picture. The Insert Picture dialog box opens.

b Navigate to the location of the file you want to insert.

c Select the file and click Open.

d Resize and position the graphic if necessary.

5 How do you open Print Preview?

Click the File tab and select the Print category. Then click Print Preview.

6 What are fields?

Fields are variables that provide information about a drawing, such as the company name, the file name, or the file’s author.

6–1

U n i t 6 Network and brainstorming diagrams



A Create and modify network diagrams.

B Create and modify rack diagrams.

C Create brainstorming diagrams, and import and export XML data.


Topic A: Network diagrams Explanation Visio makes it easy to illustrate complex network layouts for documentation and

visualization purposes. A clear and well-documented network diagram is helpful to a network administrator.

Network shapes Many of Visio’s network diagram shapes are industry-standard topology shapes. Topology shapes represent industry configurations such as ring and pipeline topologies often used in a network designs. These shapes provide connection points for the devices that are arranged according to the network layout. Because these are industry-standard shapes, their use in network diagrams ensures common understanding.

Topology shapes have square shape handles at their ends and in the middle, as shown in Exhibit 6-1. They also have diamond-shaped connection handles that you can use to connect to other shapes.

Shape handles

Connection handles

Ring network shape

Ethernet shape

Exhibit 6-1: Examples of topology shapes

Network and brainstorming diagrams 6–3

Do it! A-1: Applying topology shapes in a network diagram

Here’s how Here’s why 1 Click the File tab

Click New

2 Under Template Categories, click Network

Click Basic Network Diagram

Click Create To create a new file based on the Basic Network Diagram template. The Network and Peripherals stencil appears in the Shapes window.

Save the file as My Net diagram


3 Drag an Ethernet shape to the center of the page

From the Network and Peripherals stencil.

4 Zoom in to 100%

5 Click the View tab

In the Visual Aids group, clear AutoConnect

To turn off the AutoConnect feature.

6 Point to the center-right shape handle, as shown


Drag to the right to make it approximately 4.5” wide

Use the status bar to determine the size of the shape as you drag.


7 Drag a Server shape above the top-left connection handle

The yellow diamond-shaped handles are connection handles.

8 Type Finance To name the Server shape.

Press g

9 Select the Ethernet shape

Drag the connection handle to the center of the Server shape, as shown

Verify that a red highlight appears, indicating that the connection handle is glued to the center of the Server shape.

10 Activate the Computers and Monitors stencil

(In the Shapes window, click the stencil’s title bar.)

Drag a PC shape below the bottom-left connection handle

11 Name the PC shape Computer Verify that the shape is selected, type the name, and press Esc.

12 Connect the Ethernet shape to the connection point on the Computer

Select the Ethernet shape and drag the connection handle to the center of the PC shape. Make sure you see the red highlight before you release the mouse button.


13 Select the Finance server shape

Press and hold c and drag to the right

To duplicate the shape.

Position the duplicate shape above the next connection handle

14 Create a third duplicate above the rightmost connection handle

15 Connect the new servers to the Ethernet server shape

Select the Ethernet shape and glue the connection handles to the other shapes.

16 Rename the middle Server shape Marketing

Select the shape and type the text. Press Esc to exit text mode.

Rename the right Server shape Sales

17 Create a duplicate of the PC shape next to the existing PC shape

Connect the PC shape to the Ethernet server shape

You do not need to rename this duplicate shape.



Working with connection handles Explanation When you’re working with topology shapes, you can create additional connections to

expand the network diagram. Simply drag a yellow diamond connection handle from inside the shape, as shown in Exhibit 6-2. You can also move connection handles by dragging them to new locations.

To create a new connection, drag from a connection handle inside the topology shape.

Exhibit 6-2: Creating a new connection


Do it! A-2: Creating a new connection


1 Select the Ethernet shape If necessary.

2 Point to the connection handle on the left side, as shown

3 Drag it to the left and down, as shown

4 Open the Network and Peripherals stencil

Click the stencil’s title bar in the Shapes window.

5 Drag a Printer shape below the new connection handle

6 Name the Printer Printer 1

Connect the Printer shape to the Ethernet shape

Select the Ethernet shape and drag the connection handle to the center of the Printer shape.

7 Select the Ethernet shape If necessary.

Verify that all connected shapes have a red connection point

(In the center of each shape.) This indicates that the connection points are properly glued.

8 Save your changes


Add and connect topology shapes Explanation You can add more topology shapes to a diagram in several ways. You can drag a shape

from the stencil, copy and paste a shape, or press the Ctrl key while dragging a shape already on the drawing page. When you create a duplicate of a topology shape, the duplicate maintains the same shape connections as the original. If you want a duplicate that has no connections, then duplicate the shape before using the connection handles or drag a new shape from a stencil. If you add a shape from a stencil, you can often quickly make connections by using the AutoConnect feature.

Hide extra connection lines

Topology shapes will often have connection lines that you don’t need. You can hide extra connections by dragging the connection handles to the center of the shape. The connection handles are still visible when the shape is selected, but the lines are hidden, as shown in Exhibit 6-4.

To hide connection lines, drag the handles

to the center of the topology shape

Exhibit 6-3: Hiding an extra connection handle

Do it! A-3: Adding and connecting topology shapes

Here’s how Here’s why 1 Click (To the right of the Zoom slider, or in the Zoom

group on the View tab.) To fit the entire page in the window.

2 Press c + A To select all the shapes in the drawing.

Move the shapes near the right side of the page

(Drag from the center of the selection.) You’ll add another Ethernet shape on the left side of the page and connect it to the existing Ethernet shape.

Press g To deselect the shapes.

3 On View tab, select AutoConnect

To turn on the AutoConnect feature.

4 In the Network and Peripherals stencil, click the Ethernet shape

To make it active.


5 On the drawing page, select the Ethernet shape

AutoConnect handles appear on each side of the shape.

Point to the leftmost AutoConnect handle

A short menu of shapes appears.

In the menu, click the Ethernet shape

To add a new Ethernet shape to the left of the existing one.

6 Hold down s To keep the Ethernet shapes aligned as you drag.

Drag the new Ethernet shape to the left side of the page

The two Ethernet shapes are connected, but no other connections are added.


Click the new Ethernet shape To zoom in.

8 Point to its top-right connection handle

Drag the connection handle near the center of the Ethernet shape

To hide the connection line.

9 Hide two more of the connection lines, leaving the two shown


10 Drag a Router shape below the bottom connection handle

Name it Router 1

Connect it to the Ethernet shape

11 Add a Server shape above the top connection handle

Either duplicate one of the existing Server shapes, or drag a new one from the stencil.

Name it IIS Server

Connect it to the Ethernet shape

12 Drag a Firewall shape between the two Ethernet shapes, as shown

Press g To deselect all shapes.

13 Zoom out to view the entire page



Move shape text Explanation In addition to using the Text tool to move text blocks, many shapes provide control

handles that you can use to move shape text interactively. To move shape text, select the shape whose text you want to move, and then drag the yellow control handle to the new text location. Moving text can often improve the readability of your diagram, especially if the text overlaps lines or other shapes.

Do it! A-4: Moving shape text


1 On the View tab, clear AutoConnect

To turn off the AutoConnect feature.


Click the IIS Server shape To zoom in.

3 Select the IIS Server shape

Point to the yellow diamond control handle

A ScreenTip that reads “Reposition Text” appears.

4 Drag the yellow control handle above the shape

To move the text above the Server shape.

5 Move the text above the other server shapes, as shown

Place the text on the same horizontal line as the IIS Server text block.



Topic B: Rack diagrams Explanation You can create diagrams to show the structure of a rack system. Network administrators

use rack diagrams to show or model the configuration of computer components. They also use them to optimize storage space because they can clearly view the space requirements for each component.

Creating rack diagrams A rack diagram documents a rack system, as shown in Exhibit 6-4. A rack system is a collection of computer hardware devices and components mounted in a rack. Visio’s network equipment shapes conform to industry standards and are designed to fit together precisely. The rack diagram template is available in the Network category.

Exhibit 6-4: A rack diagram

Do it! B-1: Creating a rack diagram

Here’s how Here’s why 1 Click the File tab

Select the New category

Under Template Categories, select Network

To view the Network templates.

2 Double-click Rack Diagram (Or select it and click Create.) To create a blank file based on the Rack Diagram template. The Rack-mounted Equipment stencil appears in the Shapes window.

Save the file as My rack diagram



3 Drag a Rack shape to the center of the page

To add a Rack shape to the drawing.

4 Right-click the border of the Rack shape

Choose Hide U sizes To hide the information about the U height for the Rack shape. The U height attribute indicates the height of the rack system.

5 Point as shown

Drag down until the height of the rack is approximately 4 ft.

Use the status bar to determine the height as you drag.

6 Drag a Power supply/UPS shape to the bottom of the Rack shape

(Scroll down in the Shapes window to locate the shape, if necessary.) The connection points of the shape are automatically glued to the Rack.

Type Power supply To name the shape. The text appears to the right of the shape automatically.

Press g

7 Place a Power strip shape above the Power supply shape

Press g

8 Add the remaining components to the diagram

As shown in Exhibit 6-4.



Topic C: Brainstorming diagrams Explanation Brainstorming is a method commonly used to solve problems or generate ideas. You

can use Visio to document a brainstorming session to help you to capture ideas, evaluate options, and determine the best course of action.

Elements of a brainstorming diagram In a brainstorming diagram, the main topic represents the central problem statement or the core heading that forms the basis for planning. For example, to document ideas for new products, the main topic in a brainstorming session might be “New product line.” Topics are consideration points or factors that you need to discuss to solve the problem.

Legend shapes provide additional information about the items in a diagram, such as the priority level, exceptions, or a factor that you define. When you add Legend shapes to a diagram, the legend is automatically updated.

The Brainstorming tab

When you create a file based on the Brainstorming template, the Brainstorming tab appears on the Ribbon. This tab contains commands you can use to create and manage brainstorming diagrams. The following table describes some of the commands on the Brainstorming tab.

Command Description

Auto-Arrange Automatically arranges topics in a brainstorming diagram.

Main Inserts a Main Topic shape in the diagram.

Subtopic Attaches a subtopic to the selected topic.

Peer Inserts a topic at the same level as the selected topic.

Multiple Subtopics Opens the Add Multiple Subtopics dialog box, which you can use to insert several subtopics simultaneously.

Change Topic Opens the Change Shape dialog box, which you can use to change the shape of a selected topic.

Creating brainstorming diagrams As mentioned earlier, brainstorming diagrams provide a visual way of understanding a problem and potential solutions. For example, if you’re the manager of an organization and you need to determine how to most effectively allocate resources among various departments, you can create a brainstorming diagram that shows all the departments, similar to the example shown in Exhibit 6-5. Then, you can experiment with various resource allocations to visualize possible solutions.


Exhibit 6-5: A brainstorming diagram

Do it! C-1: Creating a brainstorming diagram The files for this activity are in Student Data folder Unit 6\Topic C.

Here’s how Here’s why 1 On the File tab, select New

Under Template Categories, click Business

2 Double-click Brainstorming Diagram

To create a file based on the Brainstorming Diagram template. The Brainstorming Shapes and Legend Shapes stencils appear in the Shapes window. An Outline window is also opened, and the Brainstorming tab appears on the Ribbon.

3 Observe the Outline window This window provides an outline of the relationship between various shapes added to the diagram.

Close the Outline window Click the X in the lower-left corner.

4 Click the Brainstorming tab To view the Brainstorming tools.

5 Save the file as My brainstorming diagram

In the current unit folder.

6 Drag a Main Topic shape onto the page

(From the Brainstorming Shapes stencil.) Refer to Exhibit 6-5 for the general locations and sizes of shapes in this activity.

Name the Main Topic shape Business Administration



Select AutoConnect (If necessary.) You’ll use AutoConnect to add other shapes to the diagram.

8 In the stencil, select the Topic shape

To make it active.

9 On the page, point to the Main Topic shape

AutoConnect handles appear around it.


To add the Topic shape below the Main Topic shape.

10 Drag the shape slightly to the right

To reverse the direction in which the Topic shape is connected to the Main Topic shape.

11 Type Resources for Sales Administration

Press g

12 In the stencil, select the Multiple topic shape

To make it active. You’ll add multiple topics to the left of the Business Administration shape.

13 Click the left AutoConnect handle, as shown

The Add Multiple Topics dialog box appears. You’ll use it to add subtopics.

14 Type Marketing Cost To name the Topic shape.

Press e

15 Type Human Resources

Press e


16 Type MIS and press e

17 Type Total Production and press e

Click OK To close the dialog box and link the subtopics to the Business Administration shape.

18 Activate the Legend Shapes stencil

(Click the stencil’s title bar.) You’ll add a legend to the diagram.

19 Zoom in on the MIS topic Press and hold Ctrl+Shift and click it.

20 Drag a Star shape to the right of the MIS topic, as shown

(Scroll down in the Legend Shapes stencil.) You’ll use the Star shape to indicate that input is required.

21 Click (To the right of the Zoom slider, or in the Zoom group on the View tab.) To view the entire page.

22 Drag a Legend shape near the lower-left corner of the page

The Legend describes all the Legend shapes added to the drawing. In this case, the Star shape is visible. If you add more Legend shapes to the drawing, each shape description is added automatically.

23 Zoom in on the Legend shape

Double-click the description Star To select it.

Type Require input To change the star’s description in the Legend.

24 Complete the diagram As shown in Exhibit 6-5.



Applying brainstorming data Explanation You can export the data in a brainstorming diagram to a Microsoft Word document, a

Microsoft Excel workbook, or an XML file. XML stands for Extensible Markup Language and is a widely accepted standard for exchanging data across applications and platforms.

To export a brainstorming diagram to an XML file:

1 Open the brainstorming diagram you want to export.

2 On the Brainstorming tab, click Export Data and choose To XML. The File Save dialog box opens.

3 Navigate to the location where you want to save the XML file.

4 Click Save. Visio exports the data to XML. A message box appears indicating that the export is complete.

5 Click OK.

Do it! C-2: Exporting a brainstorming diagram to XML

Here’s how Here’s why 1 Click the Brainstorming tab

Click Export Data

Choose To XML… To open the File Save dialog box.

2 Navigate to the current topic folder

Edit the File name box to read Draft plan

Click Save The Brainstorming message box appears when the export is completed.

Click OK To complete the export process.



Importing XML Explanation Visio’s XML import and export features allow you to exchange XML data between

Visio and many other applications. XML data is simple text made up of tags that describe the data they contain. Exhibit 6-6 shows the XML in the file “Organization structure.xml” when viewed in Notepad, the default text editor in Windows. Visio can display this XML data as a brainstorming diagram when you import the file.

Exhibit 6-6: XML data viewed in Notepad

To import XML data into a brainstorming diagram:

1 Create a drawing based on the Brainstorming Diagram template.

2 On the Brainstorming tab, click Import Data. The File Open dialog box appears.

3 Navigate to the location of the XML file you want to import.

4 Double-click the file, or select it and click Open.


Do it! C-3: Importing XML data into a brainstorming diagram The files for this activity are in Student Data folder Unit 6\Topic C.

Here’s how Here’s why 1 Create a new file based on the

Brainstorming Diagram template On the File tab, select New, and double-click Brainstorming Diagram.

Save the file as Import org plan


Close the Outline window

2 On the Brainstorming tab, click Import Data

To open the File Open dialog box.

3 Navigate to the current unit folder If necessary.

4 Double-click Organization structure.xml

Visio automatically generates a brainstorming diagram from the XML data in the file.



Unit summary: Network and brainstorming diagrams

Topic A In this topic, you learned how to use network topology shapes to create a basic network diagram. You learned how to move control handles to create different connection points and move text blocks connected to shapes.

Topic B In this topic, you learned how to create a rack diagram for a rack system in a network.

Topic C In this topic, you learned how to create and modify a brainstorming diagram. You learned the commands and options on the Brainstorming tab, and you learned how to import and export XML data.

Independent practice activity In this activity, you’ll create a network diagram. Then you’ll create a brainstorming diagram and export it to XML. Finally, you’ll import XML data into a Visio file.


1 Create a new file based on the Basic Network Diagram template. Save the file as My Network in the current Unit summary folder.

2 Create a network diagram similar to the example shown in Exhibit 6-7.


4 Create a new file by using the Brainstorming Diagram template. Save the file as My brainstorm.

5 Add several shapes to the drawing so that it looks similar to the example shown in Exhibit 6-8.

6 Export the brainstorming diagram to XML. Name the file Brainstorm data.


8 Create a new file by using the Brainstorming Diagram template. Save the file as New Brainstorm.

9 Import the Brainstorm data XML file.

10 Edit the topics and legends as shown in Exhibit 6-9.

11 Save and close the drawing. (Don’t close Visio.)


Exhibit 6-7: A network diagram

Exhibit 6-8: A brainstorming diagram


Exhibit 6-9: The revised brainstorming diagram

Review questions 1 What is the purpose of a rack diagram?

Network administrators use rack diagrams to show or model the configuration of computer components.

2 What is a legend?

A legend provides additional information about the items in a diagram, such as the priority level, exceptions, or a factor that you define.

3 What is XML?

XML stands for Extensible Markup Language; it’s a widely accepted standard for exchanging data across applications and platforms.

4 What methods can you use to add topology shapes to a diagram? (Choose all that apply.)

A Drag a shape from the stencil.

B Copy and paste an existing shape.

C Press the Ctrl key and drag an existing shape.

D On the Insert tab, click Add Shape.

5 True or false? When you create a duplicate of a topology shape, the duplicate maintains the same shape connections as the original.

True

7–1

U n i t 7 Customization and reporting



A Use guides to arrange objects, and customize shape connections.

B Set shape properties and create and apply custom properties.

C Create and modify property reports.


Topic A: Layout and connection techniques Explanation You can add guides to a drawing page to make it easier to position and align shapes

precisely. Other techniques you can use to fine-tune a diagram include creating your own connection points on shapes and formatting connectors to clarify a message.

Guides Guides are non-printing lines that divide a drawing page into sections to help you precisely arrange shapes and lines. For example, Exhibit 7-1 shows three horizontal guides and one vertical guide. You can add guides to a drawing by dragging from the horizontal or vertical ruler onto the page. Guides are development aids only; they are not part of the final product and do not print. You can move guides as needed by dragging them on the page.

Exhibit 7-1: One vertical and three horizontal guides

Gluing shapes to guides

Just as you glue shapes to connector lines, you can glue shapes to guides. This technique can help you to align objects precisely and move multiple shapes in unison.

It’s typically best to place guides before adding shapes to a drawing page. If you place guides on a drawing page that already contains shapes, you’ll need to manually reposition the shapes on the guide to glue them. If you glue multiple shapes to a guide, all the shapes will move together if you move the guide.

Do it! A-1: Using guides The files for this activity are in Student Data folder Unit 7\Topic A.

Here’s how Here’s why 1 Open Network.vsd From the current topic folder.

2 Save the file as My Network

Customization and reporting 7–3

3 Point to the vertical ruler

(Use the Pointer tool.) The pointer changes to a double-headed arrow.

Drag to the right, to the 9” mark on the horizontal ruler

(Watch the horizontal ruler as you drag to place the guide.) To create a vertical guide.

4 Point to the horizontal ruler

Drag a horizontal guide to the 7” mark on the vertical ruler

To create a horizontal guide on the page.

5 Add two more horizontal guides at the 2” and 4.5” marks

There should be three horizontal guides and one vertical guide on the drawing page.

6 Drag a Server shape onto the page From the Network and Peripherals stencil.

7 Place it at the top intersection of the guides, as shown

The red squares indicate that the shape will be glued to both guides. When you release the mouse button, red control handles indicate that the shape is glued to the guides.

8 Add two more Server shapes to the drawing

As shown in Exhibit 7-1.

9 Click the vertical guide To select it.

Drag the guide to 8.5” (On the horizontal ruler.) The shapes move with the guide because they are glued to it.

10 Add a Router shape to the page Do not glue the shape to any guides yet.

Enlarge the Router shape to approximately 1” wide

Drag a corner shape handle to make the shape larger. Use the status bar to determine the size.

11 Glue the Router shape to the top horizontal guide, under the logo


12 Create two duplicates of the Router shape

Place the duplicates as shown

13 Name the top Server shape Comm Server

Move the shape text to the right of the shape, as shown

Drag the yellow control handle to move the text.

14 Name the middle Server shape Apple Talk

Move the text to the right of the shape

15 Name the last Server IPX Only and move the text to its right

Drag the top horizontal guide down by 0.5”

Both shapes glued to this guide move as well.


In the Show group, clear Guides To hide the guides. They are no longer visible, but they remain on the page.

17 Make the guides visible again On the View tab, select Guides.



Creating new connection points Explanation Most shapes have only one connection point on each side. If you want to create your

own connection points, select the Connection Point tool on the Home tab. To add connection points, click the shape to select it. Then, press and hold Ctrl and click where you want to add the connection point. To remove a connection point, click it to select it and press Delete. You can move connection points by dragging them with the Connection Point tool.


Do it! A-2: Adding connection points

Here’s how Here’s why 1 Press and hold c

Click the three router shapes To select them.

Drag the shapes closer to the vertical guide, as shown

2 Add three PC shapes to the page From the Computers and Monitors stencil.

Glue the shapes to the top horizontal guide, as shown

3 Zoom in on the top router shape Press Ctrl+Shift and click it.

4 Select the top router shape

5 On the Home tab, in the Tools group, click as shown

The Connection Point tool is in the Tools group.

6 Press and hold c

Point to the edges of the Router shape

A plus sign (+) appears on the pointer.

Click the top-left part of the shape, as shown

To add a new connection point.

Release c The new connection point appears red.


7 Add two more connection points to the router, as shown

Remember to hold Ctrl as you click to add the connection points.

8 Add the same connection points to the other two Router shapes

You need to select each shape before you can add connection points to it.


View the entire page Click the Fit page to current window button, to the right of the Zoom slider.

10 Name the three PCs PC 1, PC 2, and PC 3

11 Name the three Routers Router 1, Router 2, and Router 3

12 Glue three Laptop computer shapes to the guide shown

From the Computers and Monitors stencil.

Name the three laptops Lap 1, Lap 2, and Lap 3

13 Glue three Tablet computer shapes to the third guide

Name them Tablet 1, Tablet 2, and Tablet 3



Select objects by Type Explanation Sometimes you might want to select similar objects and shapes. For example, you might

be working on a complex drawing and need to select multiple objects of the same type for editing. You can select each shape one by one, or you can use the Select by Type dialog box, shown in Exhibit 7-2. To open this dialog box, click Select in the Editing group on the Home tab, and choose Select by Type.

Exhibit 7-2: The Select by Type dialog box

Do it! A-3: Selecting objects by type

Here’s how Here’s why 1 On the Home tab, in the Editing

group, click Select

Choose Select by Type… To open the Select by Type dialog box. By default, all shape types are selected.

2 Click None To deselect all shape types.

3 Next to the Shape type, check Guides

Click OK To select only the guides.

4 Press d To delete the guides from the page.

Save your changes


Shape connections Explanation You can connect shapes to new connection points by using the same techniques you

would use to connect unaltered shapes. However, if you want to precisely position the connections, you can use the Connector tool to draw the connections manually. AutoConnecting the shapes can produce undesired results. If you’ve already positioned shapes in a drawing, using the Connector tool can often produce better results.

Do it! A-4: Connecting shapes to new connection points

Here’s how Here’s why 1 Select the Connector tool In the Tools group on the Home tab.

2 Point to the center of the Comm Server shape, as shown

A red box appears around the center connection point, indicating that the connection will be glued to it.

3 Connect it to the center of the Router 1 shape

Click the connector To select it. Control handles appear so that you can re-shape the connection line.

4 Adjust the shape of the connector, as shown

5 Select the Connection Point tool

Add a new connection point to the upper-right side of PC 3, as shown

You need to click the shape first to select it.


6 Select the Connector tool

Connect PC 3 to the leftmost connection point on Router 1

7 Select the Connection Point tool

Move the center connection point in PC2 to the top of the shape

8 Select Router 1

Move the center connection point to the right side, as shown

So that the connection to the Server shape is a straight line.

9 Select the Connector tool

Connect PC 2 to the middle connection point on Router 1

You might need to adjust the line.



Snap & Glue Explanation By default, when you position and adjust objects in a drawing, they snap to different

items, such as the grid or ruler subdivisions. You can modify glue settings to use other parts of selected shapes as well.

Glue settings

You can use more than connection points to glue shapes. For example, you can glue to shape handles instead of, or in addition to, gluing to connection points. To control the way items snap, use the Snap & Glue dialog box, shown in Exhibit 7-3. To open the Snap & Glue dialog box, click the View tab and then click the dialog box launcher in the Visual Aids group.

Exhibit 7-3: The Snap & Glue dialog box


Do it! A-5: Changing Snap & Glue settings

Here’s how Here’s why 1 Zoom in on Router 1 If necessary.

Select the Connector tool

2 Select the connector between Router 1 and PC 2

Using the center connector control handle, drag the line up and down

As you drag, the connector snaps to the grid increments.


In the Visual Aids group, click the dialog box launcher

To open the Snap & Glue dialog box.

4 Clear Grid To turn off the Snap to Grid option.

Clear Ruler subdivisions To turn off the Snap to Ruler subdivisions option.

Click OK

5 Drag the connector line up and down again

The connector moves smoothly and does not snap to any visual aid. It snaps only to its original location.

6 Drag the connector close to the shapes, as shown

If necessary.



Topic B: Shape properties Explanation You can define properties to store and track information about elements of a drawing.

For example, you can store information about a server, such as its manufacturer, CPU speed, hard drive space, and IP address.

Define shape properties There are several pre-defined properties that you can set, as shown in Exhibit 7-4. You can also create custom properties. To define properties for a shape:

1 Right-click the shape and choose Properties to open the Shape Data panel.

2 In the appropriate data fields, enter the information you want to track.

3 Click the “X” in the corner to close the panel, if necessary.

Exhibit 7-4: The Shape Data panel


Do it! B-1: Adding custom properties to shapes The files for this activity are in Student Data folder Unit 7\Topic B.

Here’s how Here’s why 1 Open Outlander network.vsd From the current topic folder.

Save the file as My Outlander network

2 Right-click the Comm Server shape and choose Properties

To open the Shape Data panel. You’ll expand the panel.

3 Point to the bottom edge of the panel


Drag downward To increase the height of the panel.

4 Increase the width of the panel (Drag from the edge of the panel.) You’ll add information about the Comm Server shape.

5 In the Manufacturer box, enter MicroCom

To record the name of the manufacturer.

In the Serial Number box, enter 12345

To record the server’s serial number.

In the Location box, enter First floor

To record the server’s location.

In the Department box, enter Communications

(Scroll to the bottom of the list.) To record the department to which the server belongs.

6 Point to the Shape Data panel’s title bar

The pointer changes to a four-headed arrow, indicating that you can move the panel.

Drag to the lower-left corner of the drawing window

The panel docks to the left side of the work area

7 Select the Apple Talk shape

In the Shape Data panel, specify the following properties: Manufacturer: Apple Serial Number: 33456 Location: Second floor Department: IS

8 Save your changes


Custom properties Explanation As mentioned earlier, all shapes have a predefined set of fields you can use to set

properties. However, you might want to store information that isn’t defined in the default set. You can create one or more custom properties to track information that’s important to you or your organization. You can apply custom properties to multiple shapes.

To create a property set:

1 Right-click in the Shape Data panel and choose Shape Data Sets to open the Shape Data Sets panel, shown in Exhibit 7-5.

2 Click Add to open the Add Shape Data Set window.

3 Enter a descriptive name for the property set, select “Create a new set,” and click OK.

Exhibit 7-5: The Shape Data Sets panel


To add custom properties to a property set:

1 In the Shape Data Sets panel, select the property set you want to define custom properties for.

2 Click Define to open the Define Shape Data dialog box, shown in Exhibit 7-6.

3 Specify the information for the property.

4 Click New to add the property and reset the dialog box.

5 Using the same steps, add more properties if needed.

6 Click OK to close the dialog box.

Exhibit 7-6: The Define Shape Data dialog box

Custom properties for individual shapes

When you create custom properties for a shape, the custom properties will be associated with that shape only. However, you can copy the properties of an individual shape into a custom property set if you want to use them for other shapes.


Do it! B-2: Creating custom property sets

Here’s how Here’s why 1 Right-click in the Shape Data

panel

Choose Shape Data Sets… To open the Shape Data Sets window.

2 In the Shape Data Sets window, click Add

To open the Add Shape Data Set dialog box.

Type Servers To name the property set.

Select Create a new set You can create a new set or use an existing set.


3 In the Shape Data Sets window, click Define

To open the Define Shape Data dialog box.

4 In the Label box, enter Installation Date

From the Type list, select Date

From the Format list, select Oct. 3, 93

This is not an actual date, but a date format.

In the Prompt box, type Specify date when server was placed into service.

5 Click New You’ll add another custom property to the set.

6 Enter the following information: Label: Storage Type: Number Format: Whole number (3) Prompt: Specify storage capacity in gigabytes.

7 Click OK To close the dialog box.

8 Save your changes


Applying custom properties Explanation After creating a custom property set, you can apply the properties to the shapes in your

drawing. The new property set will be added to the existing property set for the shape.

To apply a custom property set to a shape:

1 Select the shape to which you want to apply the custom property set.

2 In the Shape Data Sets panel, check each property set you want to add to the selected shape.

3 Select whether to apply the checked property set(s) to shapes selected in the drawing or to shapes selected in the stencil.

4 If you want to remove a property set, check “Remove existing data sets.”

5 Click Apply.


Do it! B-3: Applying custom properties

Here’s how Here’s why 1 In the Shape Data Sets panel,

check Servers

2 Verify that “Shapes selected in drawing” is selected

3 Move the Shape Data Sets panel to the left side of the work area

Drag the panel’s title bar to move the panel.

4 Select the Comm Server shape

In the Shape Data Sets window, click Apply

5 In the Shape Data panel, scroll to the bottom of the list

The new custom properties, Installation Date and Storage, have been added at the bottom of the list.

6 Click the Installation Date box To make the property active. A small button appears on the right side.

Click the button To display a calendar.

Select a date from the calendar

7 In the Storage box, enter 100 You’ll add the custom properties to the other two server shapes.

8 Ctrl+click the Apple Talk and IPX Only shapes

Click the Server 1 Apple Talk shape; then press Ctrl and click the Server 2 IPX Only shape.

In the Shape Data Sets window, click Apply

9 Enter values for the Storage and Installation Date properties for the other two servers

Enter different values. (You’ll need to select each of the server shapes individually.)

10 Close the Shape Data Sets and Shape Data panels



Topic C: Reporting Explanation You can include shape property data in a drawing report. You can also modify a report,

sort data, format report shapes, and update a report with modified data.

Creating reports To create a report, you use the Report Definition Wizard, which guides you through the steps for creating a report. As you create a report, you define the information that will be included and the layout for displaying and sorting the data.

To run the Report Definition Wizard:

1 On the Review tab, click Shape Reports to open the Reports dialog box, shown in Exhibit 7-7.

2 Click New to open the Report Definition Wizard.

3 Make the selections you want on each page of the wizard, and click Next to continue to the next page.

4 Click Finish to close the wizard.

Exhibit 7-7: The Reports dialog box


Do it! C-1: Creating a report The files for this activity are in Student Data folder Unit 7\Topic C.

Here’s how Here’s why 1 Open Network Layout.vsd From the current topic folder.

Save the file as My Network Layout

2 Select all three server shapes Hold down Ctrl and click each shape.

3 Click the Review tab

Click Shape Reports To open the Reports dialog box.

4 Click New To start the Report Definition Wizard.

Select Shapes that are selected

To run a report on all selected shapes.

Click Next To move to the next page of the wizard.

5 Check Installation Date, Manufacturer, Serial Number, and Storage

(Scroll down.) To select the data to be included in the report. The properties are in alphabetical order.

Click Next

6 Type Server storage capacity

To create a title for the report.

7 Click Sort You’ll define sorting options for the report.

Under Column order, select Storage

Click Move Up three times To move the Storage column to the top of the list. The columns will be arranged from left to right in the order of the list.

8 Under Row order, from the first Sort by list, select Storage

To sort the rows by storage capacity in ascending order.

Click OK To return to the Report Definition Wizard.

9 Click Next You’ll specify where the report will be saved.

Type Server storage This name will appear in the Reports dialog box list.

Verify that “Save in this drawing” is selected

To save the report as part of the drawing.

10 Click Finish To close the wizard and return to the Reports dialog box. Leave the Reports dialog box open.


Running reports Explanation After you’ve defined a report, you need to run it to view the results. To run a report:

1 If necessary, open the Reports dialog box.

2 In the list, select the report you want to run.

3 Click Run to open the Run Report dialog box, shown in Exhibit 7-8.

4 From the list, select the format you want for the report. In order to add the report as a shape within a Visio drawing, you must have Microsoft Excel installed on your computer.

5 Select whether you want to create a copy of the report or specify a link to the report.

6 Click OK.

Exhibit 7-8: The Run Report dialog box


Do it! C-2: Running a report

Here’s how Here’s why 1 In the Reports dialog box, select

Server storage If necessary.

Click Run To open the Run Report dialog box.

2 Select Visio shape To insert the report as a Visio shape.

Verify that “Link to report definition” is selected

To maintain a link between the report and the output shape.

3 Click OK A progress bar is displayed momentarily.

Observe the report A Visio table shape is added to the page.

4 Move the table to the lower left corner of the page

So that it doesn’t overlap any shapes.

5 Zoom in on the table The information is sorted by the storage size in ascending order.

6 Save your changes


Report updates Explanation You might need to update a report for a variety of reasons, such as changes in values or

the addition of new shapes to a drawing. The process for updating a report will depend on the modifications you want to make.

Linked reports

If you link a report to a shape containing property data, when you run the report, you can update any property data that has changed. To do so, right-click the report and choose Update Report.

Do it! C-3: Updating a report

Here’s how Here’s why 1 Open the Shape Data panel for the

IPX Only server Right-click the shape and choose Properties.

2 Change the Storage value to 600

Close the Shape Data window Next, you’ll update the report to reflect the change.

3 Select the report table

4 Ctrl+click the three Server shapes To add them to the selection. You need to select the shapes that you want to update, along with the report table.

5 Right-click the report table and choose Update Report…

The Update Report dialog box opens.

6 Verify that Server storage is selected

7 Click Run

Verify that the report is updated

8 Save your changes


Modifying a Visio Table Report shape Explanation A Visio Table Report shape is actually an embedded Excel worksheet. You can format a

Visio Table Report shape with colors other than the default colors used in the cells. Double-click the shape to activate the Excel chart and show Excel commands on the Ribbon. To format a cell, you must first select it by clicking it. If you want to apply formatting to multiple cells, press and hold Shift while selecting each cell and then apply the desired formatting. When you’re finished, press Esc.

Do it! C-4: Formatting a Visio Table Report

Here’s how Here’s why 1 Zoom in to 100%

2 Double-click the report table It’s displayed as an Excel worksheet.

3 Observe the Ribbon The Ribbon changes to the Excel Ribbon so that you can use Excel’s tools and commands on the report table.

4 Click 1 To select row 1.

5 On the Home tab, click as shown

To open the Fill Color palette.

Select a light green color

6 Press g To close Excel and return to the drawing.

Save and close the file


Unit summary: Customization and reporting Topic A In this topic, you learned how to use guides to precisely align and glue shapes. You also

learned how to add new connection points to a shape, select objects by type, and set Snap & Glue options.

Topic B In this topic, you learned how to set properties for shapes. You also learned how to create and apply custom properties.

Topic C In this topic, you learned how to create and run reports on shape properties. You also learned how to format a report table and update a report.

Independent practice activity In this activity, you’ll connect shapes, add custom property data to shapes, create a custom property set, and run a report.


1 Open New network.vsd from the unit summary folder and save it as My New network.

2 On Router 3, move the center connection point to the right side so that it matches the location on the other router shapes. (Hint: Use the Connection Point tool.)

3 Use the Connector tool to connect Router 3 to the IPX Only shape so that the connection line is straight.

4 Connect Router 3 to the Tablet shapes, as shown in Exhibit 7-9.

5 Add the following property data to each Tablet shape:

Manufacturer: Dell

Location: Seattle

Department: Support

6 Create a custom property set called Configured by. (Hint: In the Shape Data dialog box, click Define.)

7 Use a name of your choice to indicate that the same person configured each Tablet.

8 Run a report that displays all the properties you modified for the Tablet shapes.

9 Arrange the report on the page so there are no overlapping shapes. Move other shapes as needed.


11 Close Visio.


Exhibit 7-9: The Network drawing after step 5

Review questions 1 What are guides?

Guides are non-printing lines that divide a page into sections to help you arrange shapes and lines precisely.

2 True or false? Guides are not part of the drawing and do not print.

True

3 How do you add a guide to help you arrange objects precisely?

Drag from the horizontal or vertical ruler to place a guide on the page.

4 When shapes are glued to a guide, what happens if the guide is moved?

The shapes move along with the guide.

5 What tool do you use to add connection points to a shape?

The Connection Point tool

6 How do you set properties for a shape?

Right-click the shape and choose Properties. Then, in the appropriate data fields, enter the information you want to track.

S–1

Course summary

This summary contains information to help you bring the course to a successful conclusion. Using this information, you will be able to:

A Use the summary text to reinforce what you’ve learned in class.

B Determine the next courses in this series, as well as any other resources that might help you continue to learn about Visio.

S–2 Visio 2010: Basic

Topic A: Course summary Use the following summary text to reinforce what you’ve learned in class.

Unit summaries

Unit 1

In this unit, you learned how to start Visio and create a file. You identified interface components and you learned how to use Visio Help. You also learned how to navigate in a drawing, change view settings, open stencils, move stencils in the Shapes window and float stencils in the drawing window. Then, you learned how to select, move, scale, and resize objects.

Unit 2

In this unit, you learned how to use drawing tools to create different shapes and reshape objects. You learned how to use the Freeform tool, create compound lines, and duplicate, align, and distribute objects. You also learned how to group and rotate shapes.

Unit 3

In this unit, you learned how to plan a basic flowchart. You learned how to create a basic diagram and insert shapes by dragging from stencils and by using AutoConnect. Then you learned how to connect and move shapes, apply different connector types, and insert and format text. You learned how to apply text to individual shapes and connectors, rotate text blocks, and create and modify an organization chart.

Unit 4

In this unit, you learned how to format text and text blocks, control attributes such as font size, text color, margins, alignment, and line spacing, and apply style themes and effects. You learned how to format shapes and lines, apply line and corner styles, create a custom shadow effect, and use the Format Painter to copy formatting to one or more other shapes.

Unit 5

In this unit, you learned how to set file properties, set page and printer settings, use Print Preview, create print headers and footers, and print a drawing. You also learned how to work with background pages, create background headers and footers, and use fields to display information. Then you learned how to apply a background page to a drawing and insert a graphic. Finally, you learned how to add hyperlinks to a drawing.

Unit 6

In this unit, you learned how to create a basic network diagram, move control handles to create different connection points, and move text blocks connected to shapes. Then you learned how to create rack diagrams and brainstorming diagrams. You also learned how to import data into and export data from a diagram.

Course summary S–3

Unit 7

In this unit, you learned how to use guides to precisely align and glue shapes. You also learned how to add new connection points to a shape, select objects by type, and set Snap & Glue options. You learned how to set properties for shapes, create and apply custom properties, and create and run reports. Finally, you learned how to format a report table and update a report.

S–4 Visio 2010: Basic

Topic B: Continued learning after class It is impossible to learn how to use any software completely in a single day. To get the most out of this class, students should begin working with Visio to perform real tasks as soon as possible. We also offer resources for continued learning.

Next courses in this series This is the first course in this series. The next course in this series is:

Visio Professional 2010: Advanced

Other resources For more information, visit www.axzopress.com.

G–1

Glossary

Background page A Visio page you can use to display background

elements such as page numbers and borders—elements that you want to repeat on multiple pages in a drawing.

Brainstorming A problem-solving technique in which people try

to generate a wide variety of ideas or solutions (without initially judging their suitability).

Brainstorming diagrams Diagrams used to develop ideas, solve logical

problems, and show relationships between various topics.

Center of rotation The point that you rotate objects around, using

rotate handles.

Compound line A line that consists of multiple line segments.

Connection points The small blue x shapes that appear when the

Connection Tool is selected and you point to a shape. Connection points determine how shapes are connected.

Control handles Components that appear on a shape when it’s

selected and that are used to modify the shape.

Custom properties Data fields that store information about shapes.

You define these data fields by using the Custom Properties dialog box.

Eccentricity handles Controls that appear at the ends of a dotted line that

runs through a round control handle. Eccentricity handles are used to refine the curvature of a line or arc.

Fields Placeholders that can contain details about a

drawing file, such as its file name and location.

File properties Information about a file, such as its location,

creation date, author, and subject.

Floating The state of a stencil or toolbar when you can

move it anywhere in the work area and resize it as needed.

Footer Text that appears at the bottom of each page.

Headers and footers are typically placed on background pages.

Format Painter tool A tool used to copy formatting from one shape to

another.

Gluing Securing shapes together so that when one of them

is moved, the connections remain intact.

Grid A series of horizontal and vertical lines, similar to

graph paper, on the drawing page. Grids can help you place shapes accurately.

Guides Non-printing lines that divide a drawing page into

sections to help you accurately place shapes and lines.

Header Text that appears at the top of each page. Headers

and footers are typically placed on background pages.

Hyperlinks Connect a shape or page to a drawing, a document,

an Internet address, or a file.

Master shapes The basic building blocks of any Visio diagram or

drawing.

Open shape A one-dimensional shape that has a begin point (a

green box with an “×”) and an endpoint (a green box with a “+”). Lines, arcs, and curved lines are examples of open shapes.

Organization chart A diagram used to show superior-subordinate

relationships, reporting hierarchies, and inter-department links within an organization.

Page orientation A setting that defines whether a page will print in

portrait orientation (8.5”×11”) or landscape orientation (11”×8.5”).

Page tabs Controls that appear at the bottom of the drawing

page and that you can use to navigate in a drawing with multiple pages.

G–2 Visio 2010: Basic

Panning Moving the page freely in any direction, without

using the scroll bars.

Pixel The smallest unit of display of a color on a

monitor.

Property set A collection of properties.

Reference shape The first object you select in a selection net. The

thick pink border identifies it as the first shape selected in the group.

Resizing Changing a shape’s height and/or width.

Resolution The level of detail provided by a monitor or in an

image or drawing. On screen, resolution is defined by the number of pixels per square inch. The more pixels per inch an image has, the greater its resolution.

Scaling Changing the height and width of a shape while

maintaining the height-to-width proportions.

ScreenTip Information that appears when you point to a

command or a shape on a stencil.

Selection handles The squares that appear on the selection box. You

can resize an object by dragging a selection handle.

Selection marquee A temporary boundary created by dragging the

pointer around multiple objects. When you release the mouse button, a selection box appears around all of the objects, and all of the objects are selected.

Shapes window The window that displays the stencils associated

with the current template.

Snap A feature that improves the accuracy of placing

objects and shapes by making them align with the grid lines and rulers.

Stencil A collection of shapes that are related to a drawing

type or template. Stencils have the file-name extension .vss.

Template A file that provides a starting point for a drawing;

the template contains the basic elements needed to create an illustration. Templates have the file-name extension .vst.

Text block (1) A container for text. (2) A shape component

that is used to label or define a shape.

Topology shapes Shapes that represent common configurations, such

as ring and star topologies, used in creating a network structure. These shapes provide connection points for the device shapes that are arranged according to the layout of the network.

Vector-based illustrations Drawings composed of mathematically computed

lines. Unlike bitmap images, vector-based images are not resolution-dependent.

Vertex point A line component that is added where a line

changes direction, anchoring one segment and beginning another segment in any direction.

XML Extensible Markup Language, a standard markup

language for transferring data across applications and platforms.

I–1

Index

A Anchored windows, 1-14 Arcs

Creating, 2-5 Reshaping, 2-8

AutoConnect, 3-4, 3-9 AutoHide, 1-14

B Background pages, 5-13

Adding graphics to, 5-20 Applying, 5-19

Bitmap images, 1-7 Brainstorming diagrams, 6-14

Exporting to XML, 6-18 Importing XML data into, 6-19

C Center of rotation, moving, 2-25 Compound lines, 2-10

Adjusting, 2-15 Connection handles

Adding, 6-6 Hiding, 6-8

Connection points Adding, 7-5

Connector shapes, 3-12 Connector tool, 3-9 Control handles, 2-8 Control points, 2-10

Converting to vertex points, 2-15

D Diagrams

Brainstorming, 6-14 Design tips for, 3-2 Network, 6-2 Organization charts, 3-27 Rack, 6-12

Docked windows, 1-14 Drawing toolbar, 2-2

E Eccentricity handles, 2-8

F Fields, 5-15 Files

Saving, 1-19 Types of, 1-4

Fills, adding, 4-13 Footers, 5-13 Format Painter, 4-15 Freeform lines, 2-10

G Gallery, 1-2 Gluing shapes

To guides, 7-2 To other shapes, 3-9

Grouping shapes, 2-24 Guides, adding, 7-2

H Headers, 5-13 Help system, 1-12 Hyperlinks, 5-22, G-1

L Layouts, changing, 3-30 Lines

Compound, 2-10 Compound, adjusting, 2-15 Creating, 2-5 Formatting, 4-10 Freeform, 2-10

M Master shapes, 1-7, 3-4

N Navigating among pages, 1-11 Network diagrams, 6-2

O Objects

Aligning, 2-20 Defined, 1-18 Distributing, 2-22 Duplicating, 2-17 Grouping, 2-24

I–2 Visio 2010: Basic

Moving, 1-18 Resizing, 1-22 Rotating, 2-25, G-1 Scaling, 1-22 Selecting, 1-18 Selecting by type, 7-8

Organization charts, creating, 3-27

P Page breaks, showing, 5-15 Pages

Navigating among, 1-11 Renaming, 1-11

Panning, 1-8 Paragraph formats, 4-6 Pixels, 1-7 Print Preview, 5-8 Properties

Defining for a shape, 7-13 File, 5-2

Property sets Applying to shapes, 7-18 Creating, 7-15

Q Quick Access toolbar, 1-4

R Rack diagrams, 6-12 Reference object, 2-20 Repeat key, 2-17 Reports

Creating, 7-20 Linking to shapes, 7-24 Running, 7-22 Updating, 7-24

Resolution, 1-7 Ribbon, 1-2, 1-3

Minimizing, 1-3 Rotation handles, 3-25

S ScreenTips, 1-12 Selection handles, 1-18 Shadows, adding, 4-13 Shapes

Adding to a diagram, 3-4 Aligning, 2-20 Choosing which to use, 3-2 Connecting to new connection points, 7-9 Connecting with AutoConnect, 3-4, 3-9 Connecting with the Connector tool, 3-9

Connectors, 3-12 Defining properties for, 7-13 Distributing, 2-22 Gluing, 3-9 Grouping, 2-24 Master, 1-7, 3-4

Snap & Glue toolbar, 7-11 Standard toolbar, 4-10 Stencils

Changing the display of, 1-15 Defined, 1-7 Floating vs. docked vs. anchored, 1-15 Opening and closing, 1-15

T Text

Adding to connectors, 3-23 Adding to shapes, 3-21 Editing, 3-16 Formatting, 4-2 Formatting with Text dialog box, 4-5 Paragraphs, 3-19

Text blocks Formatting, 4-6 Moving, 6-11 Overview of, 3-16 Rotating, 3-25 Working with, 3-25

Toolbars Drawing, 2-2 Snap & Glue, 7-11 Standard, 4-10

Topics, in brainstorming diagrams, 6-14 Topology shapes, 6-2

Duplicating, 6-8

V Vertex points, 2-12

Adding, 2-15

W Windows, anchored vs. docked vs. floating, 1-14

X XML files

Exporting to, 6-18 Importing, 6-19

Z Zooming in on a drawing, 1-8

visio 2010 basic student manual

Documents