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Getting Started with Microsoft Visio Choose the download you want. Download Summary:. Note: Haven't installed Visio yet? If you have Visio Plan 2, you can download and install the Visio desktop app.
Select the template you want, or select Basic Diagram to start from scratch. You can also browse for more templates by clicking Categories , and you can enter terms to search for templates. If you're using the desktop link, you may have to specify a specific type of that template and then select Create. To create your diagram, you drag shapes from the stencil in the Shapes window to the canvas and connect them. There are several ways to connect shapes, but the simplest way is with AutoConnect arrows.
Note: AutoConnect is available by default when your drawing is based on a template for a type that typically requires connections, like a flowchart. If do not see the AutoConnect arrows when you hover the mouse pointer over a shape, AutoConnect is not active. Visio shapes are ready-made objects that you drag onto your drawing page — they are the building blocks of your diagram. When you drag a shape from the Shapes window onto your drawing page, the original shape remains on the stencil.
That original is called a master shape. The shape that you put on your drawing is a copy — also called an instance — of that master. You can drag as many instances of the same shape onto your drawing as you want. Instead of static pictures, you can create data-connected Visio diagrams that display data, are easy to refresh, and dramatically increase your productivity. You can use the wide variety of diagram templates and stencils in Visio to understand, act on, and share information about organizational systems, resources, and processes throughout your enterprise.
The round handle located above a selected shape is called a rotation handle. Drag it right or left to rotate the shape. The connection arrows help you easily connect shapes to one another, as you saw in the previous section.
You can use the square selection handles to change the height and width of your shape. Click and drag a selection handle on the corner of a shape to enlarge the shape without changing its proportions, or click and drag a selection handle on the side of a shape to make the shape taller or wider.
You can add data to each shape by typing it in the Shape Data window — on the View tab, in the Show group, click Task Panes , and then click Shape Data. With Visio Professional Edition, you can also import data from an external data source.
Data is not displayed in the drawing by default. If you want to display the data for lots of shapes at once, you can use a feature called data graphics, also on the Data tab. The following illustration shows the data for two trees at once. Many Visio shapes have special behavior that you can find by stretching, right-clicking, or moving the yellow control handle on the shape. For example, you can stretch a People shape to show more people, or stretch the Growing flower shape to indicate growth.
Tip: A great way to find out what a shape can do is to right-click it to see if there are any special commands on its shortcut menu. The shapes automatically connect to show the hierarchy. Hold your mouse over one of the arrows and a mini toolbar appears with the top four shapes in the Quick Shapes area. Select the shape you want and it'll automatically connect to the arrow you selected.
You can also drag all your shapes onto the canvas. Then hold the mouse over a shape until the arrows appear. Then grab an arrow and drag it to a shape you want to connect to. If you're using the Visio desktop app, you can also drag a new shape directly from the Shapes window to an existing shape's arrows and connect them automatically. Now it's time to add details to your diagram by adding text. For more details about working with text, see Add, edit, move, or rotate text on shapes and Add text to a page.
Add text to a connector the same way. Click and drag it up, down, or beside the connector. To see other available themes, click More. Your diagram gets a new background, and, a new background page called VBackground This page you can see in the page tabs along the bottom of the canvas.
To edit other text in the border, first select the entire border, and then click the text you want to change and start typing. You may have to click more than once to get the text selected.
Click Page-1 in the lower-right corner of the page to return to the drawing. Open Visio on the web. Note: If you have Visio Plan 2, you can also download and install the Visio desktop app. Select Create under the template you want, or select Create under Basic Diagram to start from scratch. To create your diagram, you drag shapes from the stencil in the Shapes pane to the canvas and connect them.
There are several ways to connect shapes, but the simplest way is by auto-connecting them. Note: See Add and connect shapes in Visio for the web or Change the size, rotation, and order of a shape in Visio for the web to learn more about using shapes. For more details about working with text, see Add and format text in Visio for the web. Drag a shape from the Shapes window and drop it on the page. Leave the mouse pointer over the shape until four arrows appear around the sides.
These are AutoConnect arrows, which give you several ways to automatically connect shapes. Hold the mouse pointer over one of the arrows and a mini toolbar appears, holding the top four shapes in the Quick Shapes area. Move the pointer over each to see a preview of that shape on your diagram. Click the one that you want, and that shape appears with a connector between it and your first shape. Drag a shape from the Shapes window and hold it over a shape on the page until the arrows appear, then drop the shape on top of one of the arrows.
Hold the pointer over a shape until the arrows appear, then grab an arrow, drag it to a shape you want to connect to, and drop it in the middle of the second shape. Note: Some templates have other handy ways to add and connect shapes. Click a shape once and start typing.
Select a shape that has text. Click Home and use tools in the Font and Paragraph groups to format the text. On the Design tab, in the Themes group, move the pointer slowly over the different themes. Each theme adds different colors and effects to the diagram. Click the one you want to apply. Click one of the background designs. Now look down at the bottom of Visio, just under the drawing page. There are two tabs: Page-1 and VBackground Page-1 is the page with the shapes on it, and VBackground-1 is a background page you just added.
Click VBackground-1 to see just the background page, and then click Page-1 to go back to the diagram. Click one of the options to add it to the diagram. Remember that printing in black and white might not produce a good output. Visio includes several ways to create a PDF of the drawing, which is extremely useful for sharing with others.
You can save the drawing as a Visio drawing. This opens the Save As dialog box. You might want to use this if you need to have fine grain control over the PDF document such as PDF version or compatibility properties.
You can also directly email the diagram to a recipient. This creates a new email in your default email client with the PDF file readily attached. Just enter the email address of the recipient to send the attachment. Exporting image formats is useful while sharing the drawing easily with others or to put it up on a web page. To export a drawing, go to the File menu, click Save As and in the Save As type field, choose from the list of supported formats.
You can choose from any of the abovementioned graphics formats. Once you choose a graphics format to export to, you will get some options to choose from depending on the capabilities of the graphic format.
The options in the Operation and Color format fields are format specific. You can leave them mostly as default. Set the Background color as white if you have a background for the drawing. Set the Quality as needed. You can also rotate the drawing or flip it horizontally or vertically. The resolution and size of the output diagram can be matched with the screen, printer, or source.
You can also input a custom resolution or size. Click OK. You can also export drawings to web pages which can be hosted on a web site. Visio allows customizing what goes into the web page. You can select which of the components of the diagram that you want to publish and the number of pages to publish.
You can also provide a page title. The HTML file is created in the chosen location along with a folder containing the supporting files.
Both the HTML file and the folder are linked together. Adding SmartShapes automatically creates layers. Layers are basically overlays, which can be individually customized and turned on or off.
Each shape and connector in the diagram forms a layer whose properties can be customized. To know the list of layers in the diagram, in the Editing section of the Home tab, click the Layers dropdown menu and click Layer Properties This opens the Layer Properties dialog box, which you can use to customize the different layers in the diagram.
The Layer Properties dialog box lists the different layers in the document and allows changing the individual properties of the layers. Layers are automatically assigned to shapes.
However, Visio allows to assign layers to shapes as needed. You can also create your own layers. Let us start by creating a new layer and then assign some shapes to the new layer. Go to the Layer Properties… dialog box in the Layers dropdown menu from the Editing section of the Home tab and click New… Type a name for the new layer. The new layer will be created in the Layer Properties dialog box and will initially have zero shapes, as they are yet to be assigned. Shapes can be assigned to any layer.
To assign a shape to a layer, click the shape or connector in the diagram and then, click Assign to Layer in the Layers dropdown menu from the Editing section of the Home tab.
It opens the Layer dialog box from which a shape can be assigned to either an existing or a newly created layer. Note that the New Layer that was created earlier is now in the list. A shape can be assigned to more than one layer as well. To assign a shape to all the layers in the document, click All and then click OK. The Layer Properties dialog box allows to change the properties of individual layers. The Name field lists the type of layer, while the field lists the number of shapes in that type.
In the following example, we see that there are nine equipment shapes in this diagram. There is a row of checkboxes for each layer type that can be selected or deselected.
Unchecking the Visible checkbox makes the shape invisible in the drawing. If the Print checkbox is checked, the shape will be printed along with the others.
Unchecking the Print checkbox will not print the shapes in the layer. Similarly, layers can be made active or locked. Shapes in an active layer can be manipulated without affecting the other shapes or layers.
When you lock a shape, Visio prevents any changes from happening to the shape. You cannot drag the shape or change its contents. Snap and Glue will be checked, if the shapes are allowed to snap to a grid. You can also represent a layer by a color for easy recognition. When you represent a layer by its color, the shapes belonging to that layer will also be colored in the diagram.
This is useful if you want to differentiate a set of shapes from another. Themes and Styles are useful to give the diagram a design makeover and make it stand out. Visio provides a standard set of themes and styles, which are customizable. Themes apply to the entire diagram. Themes comprise of a set of colors and effects that generally blend well with each other. They are a great way to quickly give the diagram a polished look.
Themes also affect other parts of the document such as titles, headings, text, etc. To apply a theme, go to the Design tab and select a theme from the Themes section.
The dropdown arrow provides more choices categorized by theme type. When you click a theme, all the aspects of the diagram and other parts of the document reflect the theme settings.
A theme can have many variants, which can be selected from the Variants section of the Design tab. Styles are different from themes such that, they are applicable to a selected shape or a group of shapes. Styles help in customizing the aspects of a particular style. To change a style of a shape, select the shape and from the Home tab, then select a style from the Shape Styles section. Style can be applied to both shape elements in the diagram as well as to individual text boxes.
You can select multiple shapes to apply the style to all of them together. When you change a theme after applying a style to a shape, the shape will take up the characteristics of the theme but will still remain distinct from other shapes.
Of course, you can continue to customize the style even after applying a theme. Themes are useful to customize the appearance of the document. Visio goes a step further and allows to customize the themes themselves. Themes come with variants that can be further customized as needed. Theme variants can be accessed from the Variants section in the Design tab.
You can use the stock variants or click the dropdown menu to customize many other aspects. Sometimes, it becomes necessary to prevent themes from affecting one shape or a group of shapes, especially if they have important information that has to be presented in a particular way. To enable protection for a shape, click a shape or a group of shapes. This opens the Protection dialog box that allows to select which components of the shape to protect from being overridden.
We will focus on protecting the theming of the shape for now. So, select the checkboxes for Text, Format, From theme colors, From theme effects, From theme fonts and finally, From theme index. If you now select any theme from the Design tab, you will notice that the shape that is protected is unaffected by the theme change.
To reverse the changes, simply go to the Protection dialog box again, click None and finally click OK. Visio comes with a good selection of themes and variants to suit almost any need. However, sometimes you might have the need to create a specific color scheme that reflects your organization. To do this, select a theme from the Design tab and choose a variant from the Variants section that closely matches to what you intend to create. In the New Theme Colors dialog box, give a name for the theme in the Name field.
There are 5 accent colors to customize. Depending on the colors that you want to customize, choose a color for each accent. Click Apply to see a preview of the effect. Once you are satisfied with the color scheme, click OK to save the color scheme.
The new color scheme can be found in the Custom section of the Colors menu. You can always edit this color scheme by right-clicking the custom scheme and clicking Edit. Organization charts or org charts are a great way to depict hierarchy in an organization.
Visio provides ready-made templates to help you get started in creating org charts. In the following series of chapters, we will learn different aspects of creating and working with org charts.
The easiest way to get started is to use an inbuilt org chart template and build upon it. In Visio , the org chart template can be found by going to the New menu. Click the Home button, click New and select the Templates tab. In the Templates tab, go to the Business category and click Organization Chart.
It will open a dialog box in which you can choose the chart to be created in either Metric or US units. Select the units you are comfortable with and click Create to load the org chart shapes in a new diagram. Once the chart is created, you will notice that the Ribbon has a new Org Chart tab that lists the shape styles you can use. The Shapes pane has all the shapes necessary to use in a org chart. The shapes change based on the shape style selected in the Org Chart tab in the Ribbon.
In this example, the currently selected shape style is Belt. To insert a top-level shape, drag the Executive Belt shape over to the canvas and align it to the center of the page.
Once the top-level executive shape is created, it is easy to create manager sub-shapes. The Executive Belt shape will not offer SmartShapes as this is a hierarchical chart with defined positions. To insert a manager, simply drag the Manager Belt shape onto the Executive Belt shape. You will notice that Visio automatically connects both the shapes.
You can add more Manager Belt shapes onto the Executive Belt shape and Visio will automatically connect, space, and align all the shapes. You can then enter details into the shapes by zooming in and double-clicking the shape to activate the text box.
Unlike the Executive Belt shape, the manager shapes will offer the choice of using SmartShapes. We can continue building on the org chart previously created. Based on the organizational hierarchy, corresponding shapes can be added to the existing shapes.
Visio will then automatically create the connection and align the new shape in the diagram. A position belt is used to indicate a position under an executive. In the following example, several position belts have been added to each of the three manager sub-shapes. To add a position shape, simply drag the Position Belt shape from the Shapes pane over any of the manager sub-shape.
Visio automatically creates the Position Belt shape and connects it to the manager shape above. In an organization, not all positions will be always full. There will be a few vacant positions that need to be filled. You can indicate a vacancy by dragging the Vacancy Belt shape onto any of the managerial shapes. A vacancy shape is different from the other shapes and can be easily identified. Similarly, you can also add the consultant and assistant shapes to the org chart.
Visio will automatically adjust the spacing and connections between the shapes. It may be necessary to re-order team members in the org chart.
Since this is an org chart, there will be an Org Chart tab in the Ribbon. Click the tab and in the Arrange section, click either of the arrows in the Move command. Depending on the position of the shape in the drawing, moving left and right can also mean moving up and down. When you move a shape, all sub-shapes also move along with it.
In the following example, the COO shape was moved to the right and with it, all positions below it also move. A team frame helps to denote members of different teams who work on a common project. To add a team frame, drag the team frame shape from the Shapes pane onto the teams that you want to include.
The team frame can be adjusted along its handles to accommodate as many members as needed. The team frame border line and the label can be formatted as needed. To format the team frame border, click the team frame and go to the Home tab and in the Shape Styles section, select the shape formatting needed. A dotted line report helps in identifying individual team members who report to multiple people. To add a dotted line, drag the Dotted-line Report shape from the Shapes pane onto the canvas.
You will see that there are two endpoints to the dotted line. Drag one of the endpoints to the first shape and the other endpoint to another shape to create a dotted line that indicates the team member reports to more than one position. Although you can create individual shapes by dragging the desired shapes from the Shapes pane, Visio facilitates creating multiple shapes at one go. All shapes added together will be automatically connected and aligned.
To create a three-position SmartShape, drag the Three Positions shape onto any of the higher manager shapes. This creates three shapes directly below the higher shape.
You will notice that the shapes can spill over onto the next page. Similar to a three-position SmartShape, Visio also helps to create a multi-position SmartShape in which you can select as many positions as you want.
To create a multiposition SmartShape, click and drag the Multiple shapes from the Shapes pane onto a selected shape on the canvas. It opens an Add Multiple Shapes dialog box in which you can select the type of shapes and the number of shapes to be added.
Click OK to add the shapes to the selected shape. You can add pictures to different levels in your org chart to make it more visually appealing. To add executive pictures, double-click the shape to zoom into it and then click the picture field within the shape. Then click the Insert button to select a picture for adding into a shape. After adding an image, you can use the usual picture formatting tools to adjust the brightness and contrast or crop the image.
If you want to automatically import executive pictures into their respective hierarchies, simply make sure the file names of the executive pictures match that of the names in the shapes. Synchronization allows any change made to the executives in other pages to remain in sync with the main page. This opens the Create Synchronized Copy dialog box, which allows to create a copy of the shape and its subordinates on a new or an existing page.
Click the Hide subordinates on original page checkbox, if you want to collapse the shape on the main page. Any changes made on the synchronized shape pages will be seen on the main page as well. Individual manager shapes can be collapsed and shown as needed. Collapsing shapes is useful to reduce the clutter in the diagram. To collapse the hierarchy under a shape, right-click a shape, go to the Subordinates menu and click Hide Subordinates.
The subordinate shapes then collapse under the manager shape. This is indicated by a tree icon under the manager shape. If the shapes are synchronized, any changes made to them elsewhere will be automatically reflected in the main shape.
To reveal the subordinates again, right-click the manager shape, go to the Subordinates menu and click Show Subordinates.
Although you can manually create the org chart using different shapes in the Shapes pane, Visio also provides an automated way of importing information about your organization from an external source.
In this chapter, we will look into importing data from information in an Excel spreadsheet. Create an Excel spreadsheet or use an existing one containing some of the important information in the header row that goes into creating an org chart.
Important information includes Employee, Title, Manager and Department. The Employee and Manager fields are mandatory and the others are optional. There are two ways of starting the Organization Chart wizard. The first method involves using the Organization Chart Wizard from the Templates section in the New menu. The other method is to use the Import command in the Organization Data section from the Org Chart tab in the Ribbon, if you have already created an org chart.
The second method is recommended if you need the background formatting to carry over onto all the pages in the org chart. The first method creates all the pages required, but you need to individually format each page, which can get tedious if your organization is large.
Either ways, the Organization Chart Wizard appears in which you can specify the features of your org chart. The first screen of the Organization Chart Wizard gives the option of either selecting the existing information from a file or manually entering information.
For this example, we will choose the first option. Click Next to proceed to the next screen in the wizard. In the following screen, you can choose the source in which the organizational information is stored.
Select the second option and click Next. In this screen, in the Name field dropdown, select the field in the Excel spreadsheet that contains the name of the employee. In the Reports to field dropdown, select the field in the Excel spreadsheet that denotes the reporting manager. If the name and first names are in different fields, specify the field containing the first name of the employee in the First name dropdown.
Visio will combine the name and first name fields to generate the full name of the employee. Click Next to continue. The Data File Columns box lists all the data fields that are present in the header of the Excel file. You can select the fields that you need to be displayed in the Displayed Fields section by selecting the required fields and then click Add. Click Next, once the desired fields are added. In the next screen, you can choose the fields the shape data should be based on. The shape data fields will be similar to the fields selected in the previous step so in most cases, you can leave it as such.
You can also add any additional fields if needed. In the following screen, you can choose to include pictures of the employees. If you have labelled pictures in the same format as the employee names, you can point to the location of the folder containing pictures of all the employees. Or you can simply choose not to include any pictures. In this screen, you can choose how much of organization info can be displayed on one page, if there are many employees spanning many pages.
You can also choose to allow Visio to automatically break the org chart across pages. Make sure that Hyperlink employee shapes across pages and Synchronize employee shapes across pages are selected. Click Finish to finally create the org chart. After clicking Finish, Visio will start processing information from the Excel spreadsheet and create the org chart based on the parameters specified in the wizard.
You will see a progress indicator showing the status of the creation. The completed org chart can be saved as a PDF or any of the image formats by going to the File menu and clicking Save As. Select from any of the file types in the Save As type field.
If you save the drawing as a JPG or GIF file, you will get another dialog box, which allows to further specify the output options. A brainstorming diagram is similar to an org chart but is used more to convey different ideas about a topic. To create a brainstorming diagram, click File and go to the New menu. In the Templates section, select Business, and then in the list of templates, select Brainstorming Diagram, choose the desired units to work with and click Create.
You will notice that the brainstorming diagram document is created and ready to use. This has a few notable differences compared to the org chart. Firstly, the number of shapes are lesser than an org chart. Secondly, there is an Outline Window that appears in the drawing showing the outline of the diagram. Thirdly, there is a Brainstorming tab added to the ribbon, which contains tools required to use the brainstorming diagram. To create the central topic for the brainstorming diagram, drag the Main topic shape onto the canvas.
Unlike the org chart where you had to double-click the shape to enter text, you can start typing text in a brainstorming diagram as soon as you drag the shape onto the canvas. In this chapter, we will learn how to add, edit and place subtopics in the brainstorming diagram using Visio. In a brainstorming diagram, sub-shapes are not directly inserted on top of the main shape.
A sub-shape is inserted as a subtopic. To insert a subtopic, first click the Main topic shape and then click the Brainstorming tab on the Ribbon. In the Add Topics section, click Subtopic.
You can also create multiple subtopics at once by clicking the Multiple Subtopics in the Add Topics section. This opens the Add Multiple Topics dialog box, where you can enter the names of each of the subtopics. Subtopics can be edited simply by clicking the title of the subtopic and typing over it. You can also edit a subtopic by clicking its name twice in the Outline Window. The Outline Window represents the topic hierarchy of the brainstorm. The subtopics can be dragged by their connectors and placed anywhere on the canvas.
They will always be linked to the Main topic shape. The Outline Window makes it easy to edit the order of topics or topic names in the diagram. Any changes made in the Outline Window will be readily reflected in the actual diagram. The Outline Window can be pinned or unpinned by clicking on the push pin icon to the bottom left of the window.
This enables the window to auto-hide when not in use. Topics can be edited by clicking twice on the topic name within the window and typing. The order of the topics can also be changed by clicking and dragging the topic from one subtopic into another. You can also right-click a topic and Move Up or Move Down to change the order of the topics. To delete a topic, right-click a topic and then click Delete Topic or simply select a topic and press the Delete key on the keyboard.
You can customize the brainstorming diagram in a similar manner to other types of diagrams by changing the shape, style, and layout. The shapes of individual topics can be customized into a variety of built-in shapes. Hold down the Shift key, select the topics one by none and in the Brainstorming tab, click Change Topic in the Arrange section. This opens the Change Shape dialog box, which lists the shape types you can change to.
Select a shape type and click OK. The brainstorming diagram can be customized by choosing different themes and theme variants. To choose a theme, go to the Design tab on the Ribbon and select a theme. You can also choose different variants for the theme by selecting a variant in the Variants section. The Variant section has a dropdown using which you can further customize the colors and effects such as drop shadows.
You can also customize the style of the diagram so that it looks more elegant and professional. You can choose from a variety of brainstorming styles and also a couple of mosaic options, which includes a mix of all the styles.
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