Templates for Industry Specific Diagrams
The latest update to Visio for Office 365 comes with many new, standardized templates for areas such as business processes , software development, computer science and education. These templates are provided by both Microsoft and other third parties extending the capabilities of Visio 2016.
Visio Online and Visio on iPad
Visio diagrams stored on SharePoint or OneDrive for Business can now be opened for review in any modern web browser with Visio Online available with Office 365 or in the free Visio Viewer app for iPad.
Microsoft Visio - User interface
In this chapter we will discover the user interface in Visi o. It is important to fully understand the user interface to get the most out of this tool.
The user interface of Visio is similar to that of other programs in the Office suite. You will be greeted with a start page that lists some of the recent documents you have opened as well as featured templates for creating common types of diagrams.
You can also search Microsoft's website for models directly from the start screen.
The upper right corner shows the accountMicrosoft to which you are signed in, if you are an Office 365 subscriber.
In addition to the templates offered, you can also click Templates to browse the template categories.
Click on one of the above templates to open the document template.
Visio's document interface is similar to other Office programs such as Word or Excel. At the top you have the Quick Access Toolbar, which contains common commands, such as Save, Undo, and Redo. This can be customized as needed.
Below the Quick Access Toolbar is the familiar Office ribbon. The Home tab lists common commands for working with the document. We'll learn more about the other tabs as we go.
In the left pane, there is Shapes, which lists common shapes that go well with the model. To insert a shape, justclick and drag the shape on the canvas. There are many shapes available in Visio and we'll get familiar with them as we go along.
Of course, you can also search for other shapes, if needed online, using the built-in search tool.
As you place shapes on the canvas, you will see guides that will help you align the shapes to objects already on the canvas. You also have a ruler at the top and left of the canvas. gives a sense of perspective and allows you to create perfectly aligned diagrams.
Shapes in Visio are basically vector graphics and so you can enlarge or reduce the size as you need without losing quality. also an idea of the relative dimensions of all other shapes (indicated by green arrows) when trying to change the dimensions of n 'iwhatever shape.
Microsoft Visio - Opening Files
To open a file in Visio, go to the File menu, which opens the backstage view and click Open. The Recent section gives you direct access to recent designs that you have opened or saved.
Depending on your configuration, the Open menu lists some of the file locations that you can search for Visio Drawings. Click Add location to add an Office 365 SharePoint or OneDrive location for quick access. You can also click Browse and select the Visio drawing from a local or network folder. Visio files have the extension .vsdx .
Once As you open a Visio drawing, you will see that the user interface changes depending on the drawing.
In the following example we have opened a flowchart and you can observe that the shape stencils corresponding toThe flowchart are now available in the Shapes pane. In the case of this file, you will also notice an Organization Chart tab in the ribbon which gives you additional options for working with the shapes in the chart and also allows you to link the shapes to data from external sources such as Excel.
You can adjust the spacing between individual shapes and also change the height and width of all shapes with just one click.
You can customize the layout of this flowchart and add additional shapes, if necessary.
The Compare command in the section Organization Data on the Organization Chart tab allows you to compare the contents of this organization chart with another organization chart or diagram open in Visio. The output is generated as an HTML file, which lists the similarities and differences between the two diagrams.
Microsoft Visio - PersonUser interface nalization
The Visio user interface is fully customizable. You can show or hide UI elements whichever works best for you.
The Quick Access Toolbar
The Quick Access Toolbar allows you to easily add frequently used commands so that 'they are always available at hand. Besides the standard Undo, Redo, and Save commands, you can add additional buttons, such as switching between Touch and Mouse modes depending on your display by clicking the arrow icon in the toolbar. quick access. You can also add other commands by clicking on the More commands ... option.
The ribbon can be collapsed to allow more space for the canvas. You can collapse or expand the Shapes pane by clicking and draggingr the edge of the shutter respectively inward or outward.
The ribbon can be customized just like the Quick Access Toolbar, but to do this you need to go to the File menu and click on Options. Then click Customize Ribbon. You can select which tabs you want to display on the workspace. You can also create a new tab or group by clicking New Tab or New Group to accommodate the commands you use frequently.
You can export these customizations and import them into a new instance of Visio by clicking the Import / Export drop-down menu and selecting Export customizations.
Microsoft Visio - Changing View Modes
Visio has a few options to change the way you view the drawing. The View tab lists all the possible view options that you can useon the canvas. We will look at some of the commands useful for changing display modes.
The Slide Snippets pane is only available in the latest Office 365 version of Visio. Basically, Slide Snippets allow you to directly export a Visio diagram as a PowerPoint slide.
To take a slide excerpt, click the Slide Snippets pane on the View tab to open it, then select an area of the drawing you want to export to a PowerPoint slide and click the Add button in the Slide Snippets pane. Add a title in the Enter title here. field. and click Export to export the captured wing drawing to a PowerPoint slide.
The mode Presentation mode displays a full screen view of the drawing without any distraction. This mode can also be togglede by pressing F5 on the keyboard.
Ruler, Grid and Guides
You can toggle between showing vertical and horizontal rulers, grid and guides by toggling the corresponding checkboxes in the Show area of the View tab. The rulers and grid scaling can also be adjusted. The grid makes it easy to capture objects so that they are correctly placed on the canvas.
The Zoom section includes controls that allow you to change canvas zoom levels. You can also fit the content to the window or fit the content to fill the width of the page.
The Window section lists commands that allow you to organize multiple windows on your screen. Yo You can directly open a new window or arrange the windows side by side. You can also cascade windows for easy switching.t between them.
Create and organize Smartshapes
SmartShapes provide contextual shapes that relate to the selected shape. The SmartShapes are connected to the original shape, and the connector also moves whenever the SmartShape is moved.
Creating a SmartShape
Start with a blank document (in this case, a flowchart). You will notice that the Shapes pane has different shapes that apply to org charts. Click and drag a shape onto the empty canvas. You can resize or rotate the shape as you want. You can even align the shape using the alignment guides.
As you drag a shape onto the canvas, you will notice that there are four arrows along the shape. Hovering over one of these arrows will show the possible shapes that can be created and linked to that shape.
Click on the desired shape for cre the form. You will also notice that the shape is automatically connected to the initial shape. If you had to drag the shape manually, you would also have to connect it manually. The connections between shapes are dynamic and they will move depending on the shape's placement.
Layout of SmartShapes
The SmartShape arrow lists the first four shapes of the diagram that can be seen in the Shapes pane. You may want to customize the shapes that appear in the four SmartShape options depending on your workflow. To define the shapes you prefer as SmartShapes, first select the desired shape in the Shapes pane and drag it to one of the first four shapes in the pane.
In this example, suppose the database form should be in the first four. Click and drag the Database shape into one of the four prefirst positions.
Now when you create a SmartShape, you will find that the database shape is made available.
Microsoft Visio - Connecting Smartshapes
SmartShapes allows to automatically connect shapes. If you want to connect shapes that are not directly related, you can connect them manually.
To manually connect shapes, click the Link tool in the Tools section of the Home tab. The mouse pointer now changes to a connector.
Draw a connecting line between the shape origin and destination. You will notice a dotted line representing the connector. You can either glue this connector to the connection point or glue it to the destination shape. Pasting it to the shape will allow you to move the shape to another location on the canvas with the connector.
Click on the Pointer tool in the sectionn Tools on the Home tab to return the mouse pointer to normal.
Microsoft Visio - Connected Smartshapes
Newer versions of Visio have built-in intelligence to help you place shapes between other shapes. Visio automatically adds the required spacing and connectors to make sure the new shape is inserted in the correct position.
To insert a shape between two shapes, drag the new shape between the desired shapes, until you see green squares on the connectors and release the mouse. The new shape will be inserted with equal spacing and proper ion connection.
If you delete the inserted shape, the connector expands to the next shape.
Microsoft Visio - Smartshapes Alignment
Often times, inserting and deleting shapes can disrupt the alignment of the diagram. It can also create uneven space of elements of the diagram. To work around this problem, Visio provides tools that automatically align and space shapes in your diagram so that it looks perfect.
Align and Space Shapes
To automatically align and space shapes in a diagram, go to the Position drop-down menu in the Organize section of the Home tab. Click Auto Space or Auto Align and Space as needed. You can also hover over these controls to preview how the diagram will look after alignment.
After alignment you You can always move the shapes around in your diagram, if you want a more personalized look.
Microsoft Visio - Page Layout
Visio provides options to automatically change the diagram layout using the ReLayout Page command. The Re-Layout Page command provides commonly used layouts. You can alsoent customize certain aspects of the layout to suit your needs.
Changing the layout of the diagram
Open the diagram and go to the Design tab on the ribbon. Click the Re-Layout Page drop-down menu and select a layout if necessary. You will see that the diagram now changes to the selected layout. You can also preview the appearance before hovering over the layout style.
You can further customize the layout by clicking on More Layout Options layout… in the page layout drop-down menu. This opens a dialog where you can configure the layout properties.
You can change the spacing between shapes by manually modifying the values in the Spacing field.
You can also change the appearance of curved connectors to seselecting Curved from the Appearance drop-down menu. Do not forget to check the box Apply routing style to connectors to be able to modify the appearance of the connectors.
Microsoft Visio - Text Insertion
Visio allows you to insert text into shapes or into the document. You can also format text like any other text editor.
Inserting text into a shape
It's easy to insert text into a shape. Just double click in a shape to enter the text. The text automatically adjusts according to the shape, but you can also press firm returns if you want to have your own skin. Note that Visio automatically zooms in on the shape to enable input and zooms out when you click outside the shape.
Insert text in a document
To insert text into a document, such as a header fromgraphic, click the Text Box drop-down menu in the Insert tab of the ribbon and select the horizontal or vertical text box.
Then place the cursor over the document and draw a text box to start typing.
Microsoft Visio - Inserting backgrounds
Backgrounds are inserted using pages called background pages. Background pages can contain graphics or text such as copyright and copyright information. Other information The background pages are always separate but appear superimposed on the main page.
Inserting a background page
You can modify document background by choosing from predefined backgrounds or by using your own background template. To insert a background, click the Background drop-down menu in the 'Ribbon Design tab and choose a background predefined.
This creates a new page in addition to the diagram page. You can right click on the newly created background page to rename it. The new background will automatically be applied to all newly created pages in the document.
Microsoft Visio - Inserting graphics
Besides the shapes that are part of the diagram, you can add your own images to the document. Images can be from any online or offline source. If you add an image on the background page, the image will appear on all pages of the document.
Adding graphics to a document
To insert your images or graphics, go to to the Insert tab on the ribbon and select one of the commands in the Illustrations section. This could be an image on your local drive, an online source, a graphic or even a CAD drawing.
You can also reproducee the image on all pages by inserting the image in a background page. To do this, select the background page and insert the image as described above. Drag and resize the image as needed.
Now navigate to the page with the diagram and you will find that the 'image appears on this page and on all subsequent added pages.
Insertion of containers and Callou ts
Sometimes you might want to combine two or more diagram elements together. You can use containers to group shapes that depend on each other. Captions help insert more text outside of the shape. Legends are always connected to the form and move with it.
Inserting a container
Start by grouping the shapes by selecting Group in the Organize section of the Home tab.
To insert a container, accGo to the Insert tab on the ribbon and click the Container drop-down menu in the Diagram Parts section. You will see that there are many designs for the container to choose from.
Once you have selected a pattern, you can drag the container around the grouped shapes. Release the mouse to lock the container. The container also contains a text entry area. Double click on the header area to enter the text. In the following example, we have labeled the container as 'End Process '.
Each time you drag the container, the contents of the container move together.
Select the shape for which you want to use the legend. To insert a legend, go to the Insert tab of the ribbon and click the Legend drop-down menu in the Parts section of the diagram. You will see that there are many templatesto choose from for the legend.
Select an appropriate pattern for the legend. The legend will appear connected to the selected shape.
In this example we have added a callout for the Return to Search process called Deep Search. The callout is linked to the shape and can be moved anywhere in the drawing, but it will always stay connected to the shape.
Visio will zoom in when you click the caption to activate typing, and zoom out when you click outside the caption.
Microsoft Visio - Inserting Hyperlinks
In this chapter, we will learn how to create a hyperlink to websites, files and pages.
To insert a hyperlink, first create a text box by going to the Insert tab in the ribbon and draw a horizontal text box for the text that representsa hyperlink such as "Website" or "Click here to visit us". This text should now be converted to a hyperlink.
To do this, select the text in the text box and again in the Insert tab. Click Link to open the Hyperlinks dialog box.
You can specify links to websites or a local file on your computer. Click OK to convert the selected text to a hyperlink.
You can directly create a hyperlink to a text or a shape to a file. Double click on the text or the shape to open the hyperlink file. The procedure is similar to a website hyperlink.
Select the shape or text you want to hyperlink and click the Link button in the 'Insert tab of the ribbon.
In the Hyperlinks dialog box, click on Browse… next to the Address field and clickUse Local File… to browse to the location of the file.
Make sure the Use relative path for hyperlink checkbox is checked to ensure that the file path is updated automatically when you change the file location.
Visio also allows you to create hyperlinks to pages in a multi-page document so that clicking on the link will take you directly to the linked page.
To create a hyperlink to pages, select a text or shape to link and click Links on the Insert tab of the ribbon. In the Hyperlinks dialog box, be sure to click Browse… next to the Sub Address field. Select the landing page in the Page field. You can also set a default zoom level in the Zoom drop-down menu so that navigation to the linked page opens it with the desired zoom.
Double click sur okay to set the hyperlink.
Microsoft Visio - Themes
In this chapter, we will learn how to apply themes in Visio.
Selecting a theme
You don 't need to be satisfied with the default theme. Visio allows you to customize the theme and general appearance of the document. To apply a theme, go to the Design tab and choose one of the many theme options available. You can choose from a selection of professional, hand drawn, trendy and modern themes.
Once you have clicked on one of the available themes, the theme will be applied to the document. You can customize it further by selecting one of the many options in the Variants section.
Changing theme colors
The Variants section allows you to customize the theme colors to your needs. Click on the drop-down menu in the Variants sectionallows you to customize the theme's colors, effects and connectors.
To customize a theme color, go to the Colors submenu in the Variants section and click on Create new theme colors…
It opens the New Theme Colors dialog, which allows you to customize each of the theme's accents. Once you have chosen the color scheme, name the theme and click Apply or OK to save the theme's color scheme and apply it to the diagram.
Microsoft Visio - Text Formatting
If you are familiar With Microsoft Word, you should be at home in Visio when it comes to formatting text. You can format titles and text in shapes. You can also use the Format Painter command to copy the format. format and paste it into another shape or text box.
To format the text,select the text box containing the text or highlight the text itself. Then choose from the options available in the Font and Paragraph sections of the Home tab.
You can change the font, size, color and alignment of paragraphs. If you want to change the font styles of a shape, just double click on the shape to select the text in the shape and change the font styles as you want.
Microsoft Visio - Shape Formatting
You can also format the shapes to make them look more professional or casual depending on your To format shapes, select the shape in the diagram and format using the options available in the Shape Styles section.
You can select predefined shape styles or you can customize shape using the Fill drop-down menu.n the color of the shape's , select a color from the Line drop-down menu. The Effects menu allows you to add special effects to your shape, such as drop shadows or 3D rotations.
Microsoft Visio - Formatting Shape Lines
Visio makes it easy to format shape outlines and connectors. You might be looking to style a shape outline to make it stand out from the rest of the shapes or to highlight something important.
Formatting shape outlines
To format a shape outline, click the shape or hold down the Ctrl key on the keyboard and select multiple shapes. Next, in the Shape Styles section of the Home tab, click Line and select Line Options ... This will open a Format Shape drop-down menu. In the Line section, select the options you need to customize the outline of the shape.
Youcan change the outline color of the shape, increase the width to add more weight, change the rounding, and much more. You can also create gradients for the line based on the diagram.
Just like shape outlines, connectors can also be formatted as needed. To format a connector, select the connector in the diagram and display the Format Shape pane by going to the Line drop-down menu and clicking Line Options ...
In the Line section of the Format Shapes pane, select the type of dashboard you want to change the connector template. You can also change the connector color and adjust the transparency levels as needed.
Microsoft Visio - Rules, grids and guides
Visio comes with visual aids to help align and structure the elements of the diagramme so that it looks excellent both on screen and in print. The main visual aids available include rulers, grids and guides.
Rulers help give perspective to diagram elements. They help orient the shapes to achieve a cohesive and crisp look. Rules can be enabled or disabled with a simple checkbox in the Show section of the View tab.
When you move a shape, you will notice that there are 3 dotted lines (shown in the following example in red rectangles) on the vertical and the rulers These 3 dotted lines denote the left, middle and right parts of the diagram. When you drag the shape vertically or horizontally, these 3 dotted lines allow you to position the shape exactly where you need it.
You can deactivate the Rule checkbox if you haveYou need some screen space.
Like rulers, guides help orient the different shapes in the diagram correctly. You can create any number of guides from the vertical and horizontal rulers. To create a guide, simply drag a line from the vertical or horizontal rulers.
Guides are represented by lines, which appear thick when selected. You can remove a guide by simply selecting the guide and pressing the Delete key on the keyboard Uncheck the Guides box in the View tab to remove all guides from the view.
Dragging a shape onto a guide will allow you to align the shape on the guide. When a shape is hooked to a guide, it moves with the guide.
Grids not only help line up shapes in the drawing, but can also be an important measuring tool.Grids consist of square boxes of defined area, which can be adjusted. Therefore, the grids help you to have an estimate of the area likely to be occupied by the shape, which allows you to size the shapes as needed.
To enable or disable grids, simply check or uncheck the Grid checkbox in the View Tab.
You can also customize the size of each grid by adjusting the spacing between the grids. To do this, click on the little down arrow pointing towards the bot to the right of the Show section in the View tab.
This opens a Ruler and Grid dialog where you can adjust settings such as subdivisions in a grid, horizontal and vertical spacing, etc.
Microsoft Visio - Using visual aids
Besides commonly used visual aids such as ruler, guides and grids, Visioalso comes with a few other visual aids to help you organize your diagram better. These include auto-connect, dynamic grid, and connection points.
One of the benefits of using SmartShapes is the ability to quickly and easily connect one shape to the four favorite shapes. AutoConnect allows you to quickly select a shape from the first four and instantly establish a connection with the new shape. Sometimes you may not need this feature. In such cases, you can turn off the AutoConnect feature by simply unchecking the AutoConnect checkbox in the Visual Aids section of the View tab.
When the AutoConnect checkbox is unchecked, SmartShapes and connection arrows do not appear when a shape is selected.
The dynamic gride provides a relative alignment mark when you insert a new shape. When the Dynamic Grid option is enabled, you will see guides and indicators related to the shape.
Dynamic Grid can be used in conjunction with the actual grid. The actual grid is more of an absolute measurement and should be considered when precise measurements are important in deciding the placement of shapes. Rather, the dynamic grid is a relative measure.
In the example above we see that activating the dynamic grid allows us to see the relative distance of the new shape from to pre-existing shapes.
Connection points help connect shapes to specific points along the surface of a shape. For example, a shape can have four connection points along its perimeter to which connectors can be attached. Enabling connection points allowsconnect shapes precisely to defined connection points.
Connection points can be identified by green squares that appear on all sides If you want to connect directly to the shape rather than a connection point on the shape, uncheck the Connection points checkbox on the View tab of the ribbon.
Microsoft Visio - Panes Tasks
Task panes provide additional functionality to the user interface. You can use task panes to customize or add parameters to an object. The Shapes pane that exists by default is an example task pane.
Task panes can be floating or docked and can be resized as needed. In addition to the Shapes task pane, there are many other panes, which you can access from the drop-down menu Task panes on the View tab of the ribbon.
VShape data olet
The Shape data pane allows entry of additional shape data. This data is contextual and depends on the selected form.
Pan & Zoom pane
The Pan & Zoom pane allows you to easily navigate and zoom to any part of the drawing . The Pan & Zoom slider makes it easy to zoom exactly to a specific part of the diagram. This is especially useful when working with complex diagrams.
Size and Position Pane
The Size and Position pane allows you to change the dimensions of a selected shape. allows you to define precise measurements of a shape. You can also change the orientation angle of the shape and the position of the pin from which the measurements are to be taken.
The navigation pane is available only in the Office 365 version of Visio.Basically lists all the elements of the diagram and makes it easy to navigate to each one. This is especially useful if the diagram has various shapes and you want to go to a specific type of shape. Selecting the shape name in the navigation pane selects it on the canvas.
Microsoft Visio - Using Windows
It is easy to work with multiple windows or multiple versions of a document in Visio. You can easily switch between windows or arrange them side by side side for a comparative look. Window rearrangement options can be found in the Window section of the View tab.
New window basically allows you to create a new copy of existing window. The new copy will not show the stencils directly, however, they can be selected by clicking the More Shapes arrow in the Shapes pane.
The new window can be identified by the presence of a number in the title bar of the window. In the following example, the original file name was BlkDiagm.vsd . Using the New Window command creates a new window with BlkDiagm: 2 in the title bar.
This function allows you to organize all windows side by side. This function is useful for comparing two windows. However, if you have a high resolution display, you will be able to maybe fit more windows next to each other. The Shapes pane and other panes can be collapsed to allow more screen space.
This feature allows window cascading to give an overview of open windows. The active window is in the foreground, while inactive windows are in the background with visible title bars. The cascaded viewade is useful for knowing which documents are open at a glance.
Microsoft Visio - Printing diagrams
To print a drawing, simply go to the File Menu and click Print or press the keyboard shortcut Ctrl + P. The Print menu provides several options to select the layout of the printed page and the printer you want to send the file to. document for printing.
The right side of the Print menu shows a preview of the output. You can change the page orientation, page size and select only pages to print.
Depending on your printer, you can also print in color or grayscale. Remember that printing in black and white may not produce a good result. It is better to print in grayscale, if you want to save on ink on your printer.
Microsoft Visio - Publish as PDF
Visio includes several ways to create a PDF of the drawing, which is extremely useful for sharing with others. You can directly save the document as PDF, print it as PDF or send the drawing directly by e-mail its PDF.
Save as PDF
You can save the drawing as a Visio drawing (.vsd or .vsdx) by default or save it as as a PDF, which can then be opened by any freely available PDF reader such as Adobe Reader. To save as PDF, go to the File menu, click Save As, then click Browse. This opens the Save As dialog box. Select PDF in the Save As type field to save the document in PDF format.
Print to PDF
You can also print directly to PDF if you have a compatible software printer such as Adobe PDF or MicrosoftPrint to installed PDF. You might want to use it if you need to have fine control over PDF document, like PDF version or compatibility properties.
You can also email the diagram directly to a recipient. , go to the File menu, click Share, then click Send as PDF. This creates a new email in your default email client with the PDF file easily attached. Just enter the recipient email address to Send attachment.
Export diagrams as JPG or GIF
Similar to PDF, Visio can also export image formats such as JPG, GIF, TIFF, PNG and Bitmap. Exporting picture formats is useful while easily sharing the design with other people or viewing it on a web page.
To export a drawing, go to the File menu, clickon Save As and in the Save As type field, choose from the list of supported formats. You can choose any of the graphics formats mentioned above.
Once you have chosen a graphics format to export to, you will be given some options depending on the capabilities of the graphics format. In the following example, we see that selecting the JPEG file interchange format displays many options to customize the output.
The options in the Operation and Color Format fields are format specific. You can leave them mostly by default. Set the background color to white if you have a background for the drawing. Define the quality according to your needs. You can also rotate the drawing or flip it horizontally or vertically.
The resolution and the output diagram size can be adapted to screen, printer orsource. You can also enter a custom resolution or size. Click on OK.
Exporting to web pages using HTML
You can also export designs to web pages that can be hosted on a website. Visio allows you to customize what goes into the web page. Go to the Save As dialog box from the File menu and select Web Page from the Save As field. Then, in the same dialog box, click Publish… to open the HTML publishing options.
You can select which diagram components 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 with a folder containing the supporting files. The HTML file and the folder are linked together.
Creating layers with SmartShapes
Adding SmartShapes creates automatically layers. Layers are basically overlays, which can be individually customized and turned on or off. Each shape and each connector in the diagram forms a layer whose properties can be customized.
For the list of diagram layers, in the Edit section of the Home tab, click on the Layers drop-down menu and click on Layer Properties ...
This opens the Layer Properties dialog box, which you can use to customize the different layers of the diagram.
The Layer Properties dialog box lists the different layers in the document and lets you change individual layer properties.
Microsoft Visio - Working with Layers
Layers are automatically assigned to shapes. However, Visio allows you to assign layers to shapes as needed. You can also create your own shapes.alques. First, let's create a new layer and then assign shapes to the new layer.
Creating a new layer
Go to the Layer Properties… dialog box in the Layers drop-down menu from the Edit section of the Home tab and click 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 no shape, as they still need to be assigned. Click OK.
Assigning shapes to a layer
Shapes can be assigned to any layer. To assign a shape to a layer, click the shape or connector in the diagram, then click Assign to layer in the Layers drop-down menu in the Edit section of the Home tab.
It opens the Layer dialog box from which a the form can be assigned to an existing or newly created layer.
NoPlease note that the new layer that was created previously is now in the list. A shape can also be assigned to multiple layers. To assign a shape to all layers in the document, click All, and then click OK.
Microsoft Visio - Layer Settings
The Layer Properties dialog box lets you modify the properties of each layer. It includes several checkboxes such as Name, #, Visible, Print, Active, Lock, Snap, Paste and Color.
The Name field lists the type of layer, while the # field lists the number of shapes of that type. In the following example, we see that there are nine forms of equipment in this diagram.
There is a row of checkboxes for each type of layer that can be selected or deselected. Unchecking the Visible box makes the shape invisible in the drawing. If the Print box is checked, the shape will be printed with the others.Check the Print box, the shapes of the layer will not be printed.
Likewise, layers can be made active or locked. Shapes on an active layer can be manipulated without affecting other shapes or layers. When you lock a shape, Visio prevents any changes to the shape. You cannot drag the shape or edit its content. Snap and Glue will be checked if shapes are allowed to snap to a grid. You can also represent a layer with 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 one set of shapes from another.
Microsoft Visio - Themes and Styles
Themes and styles are useful for giving the diagram a design overhaul and making it stand out. Visio provides a standard set of themes andstyles, which are customizable.
Themes apply to the whole diagram. Themes include a set of colors and effects that generally blend well with each other. They are a great way to quickly give the diagram a neat look. Themes also affect other parts of the document such as titles, headings, text, etc.
To apply a theme, go to Design t ab and select a theme in the Themes section. The drop-down arrow offers more choices classified by type of theme. When you click on a theme, all aspects of the diagram and other parts of the document reflect the theme's settings.
A theme can have many variations, which can be selected in the Variants section of the Design tab.
Styles are different from themes as they apply to a selected shape or to a groupe of shapes. Styles help to personalize aspects of a particular style.
To change the style of a shape, select the shape and in the Home tab, then select a style in the Shape Styles section. The style can be applied to both shape elements of the diagram as well as to individual text boxes. You can select multiple shapes to apply the style to them all together.
When you change a theme after applying a style to a shape, the shape takes over the characteristics of the theme but remains distinct from other shapes. Of course, you can continue to customize the style even after applying a theme.
Applying theme colors and effects
Themes are useful for customizing the appearance of the document. Visio goes a step further and allows you to customize themes themselves.
Themes come with variations that can be customized further.age as needed. Theme variations can be accessed from the Variants section of the Design tab. You can use the stock variants or click the drop-down menu to customize many other aspects.
In the Colors menu, you will find that there are many color combinations to choose from.
The Effects menu shows some of the effects that can be applied to the selected shape.
You can also choose from a range of connectors.
Prevent themes from affecting shapes
Sometimes it becomes necessary to prevent themes from affecting a shape or group of shapes, especially if they contain important information that needs to be presented in a particular way. Visio helps protect a shape, thus preventing any theme modification affect the intended design of the shape.
To enable protection of a shape, clickUse a shape or a group of shapes. Go to the Developer tab in the ribbon, click Protection in the Shape Design section. (Note - You may need to activate the Developer tab first by customizing the ribbon).
This opens the Protection dialog which allows you to select which shape components to protect from overwriting.
We'll focus on protecting the shape theming for now, so check the Text, Format, From Colors boxes From Theme Effects, From Theme Fonts, and finally From Theme Index Click OK.
If you now select a theme in the Design tab, you will notice that the protected form is not affected by the change of theme.
To undo the changes, just go to the Protection dialog again, click None and finally clickOKAY.
Custom color scheme for themes
Visio comes with a good selection of themes and variations to meet almost any need. However, sometimes you might need to create a specific color scheme that reflects your organization.
To do this, select a theme in the Design tab and choose a variation in the Variants section that closely matches what you intend to create. Then, in the Colors menu in the Variants section, click Create new theme colors…
In the New Theme Colors dialog box, give the theme a name in the Name field. There are 5 accent colors to customize. Depending on the colors 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 still edit this color scheme by right-clicking the custom scheme and clicking Edit.
Microsoft Visio - Using flowcharts
The Organization charts or organizational charts are a great way to represent hierarchy in an organization. Visio provides ready-made templates to help you create organizational charts. In the next series of chapters, we will learn different aspects of creating and of using organizational charts.
Using Organizational Chart Template
The easiest way to get started is to use an organizational chart template and build on it . In Visio 2016, 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 Template tabs, go to the Business category and click Organizational Chart.
This will open a dialog where you can choose which chart to create in metric or US units . Select the units you are comfortable with and click Create to load the org chart shapes into a new diagram.
Inserting a top level executive form
Once the graph is created, you will notice that the ribbon has a new Organization Chart tab that lists the shape styles you can use.
The Pane Shapes contains all the shapes needed to be used in an org chart. The shapes change depending on the shape style selected in the Organization Chart tab of the ribbon. In this example the currently selected shape style is Belt.
To insert a shape level one, drag the steering belt shape onto the canvas and align it with theu center of the page.
Inserting a Manager Forms sub-manager
Once the top-level executive form is created, it is easy to create sub -manager forms. The executive belt form will not offer SmartShapes as it is a hierarchical diagram with defined positions.
To insert a manager, just drag The manager belt shape on the steering belt shape. You will notice that Visio automatically connects the two shapes. You can add other manager belt shapes on the steering belt shape and Visio will connect, space and align automatically all shapes.
You can then enter details in the shapes in zooming and double-clicking on the shape to activate the text box. Unlike the Executive Belt shape, the Manager shapes will offer the choice to use SmartShapes.
Microsoft Visio -Subordinate layouts
We can continue to build on the flowchart created previously. Depending on the organizational hierarchy, corresponding shapes can be added to existing shapes. Visio will then automatically create the connection and align the new shape in the diagram.
Adding a position belt
A position belt is used to indicate a position under a ruler. In the following example, several position belts have been added to each of the three manager subforms. To add a positional shape, simply drag the Positioning belt shape from the Shapes pane to any subform in the manager. Visio automatically creates the position belt shape and connects it to the manager shape above.
Addition of a holiday belt
In an organization, not all positions will always be full. There will be somevacant positions to be filled. You can indicate a vacancy by dragging the Vacancy Belt shape onto one of the management shapes. A form of vacancy is different from other forms and can be easily identified.
Added consultant and secretary forms
Likewise, you can also add the consultant and assistant shapes to the org chart. In the following example, a consultant has been added to the CTO and an assistant to the CEO. Drag the consultant shape to the- above the CTO shape and the Assistant shape above the CEO. Visio will automatically adjust the spacing and connections between the shapes.
Microsoft Visio - Team member reorganization
It may be necessary to rearrange the team members in the org chart. Shapes can be moved left and right or up and down, depending on how you want them to be ordered. 'it's aboutof an organization chart, there will be an Organization chart tab in the ribbon. Click on the tab and in the Arrange section, click on one of the arrows of the Move command.
Depending on the position of the shape in the drawing, moving left or right can also mean moving up and down. one shape, all subforms move with it too. In the following example, the COO shape has been moved to the right and with it all positions below move too.
Adding team frames à une diagram
A team framework is used to designate the members of different teams who work on a common project. To add a team frame, drag the team frame shape from the Shapes pane to the teams you want to include.
The frame of team can be adjusted along its handles to accommodate as many members asnecessary. The team frame line and label can be formatted as needed. To format the team frame , click on the team frame and go to the Home tab and in the Shape Styles section select the necessary shape formatting.
Microsoft Visio - Creating Report Metrics
A dashed report helps by identifying individual team members who report to multiple people. To add a dashed line, drag the shape Dashed report of the Shapes pane on the canvas.
You will see that there are two ends on the dotted line. Drag one end to the first shape and the other and point to another shape to create a dotted line indicating that the team member relates to multiple positions.
Creation of SmartShapes with three and several positions
GoodSo that you can create individual shapes by dragging the shapes you want from the Shapes pane, Visio makes it easy to create multiple shapes at once. All added shapes will be automatically connected and aligned.
Creating a Three-Position SmartShape
To create a three-position SmartShape, drag the three-position shape onto one of the top shape managers.
This creates three shapes directly under the top shape. You will notice that the shapes can die on the next page. This can be rectified by clicking the Re-Layout button in the Layouts section of the Org Chart tab.
Creating a SmartShape with multiple positions
Similar to a three-position SmartShape, Visio also helps create a multi-position SmartShape in which you can select as many positions as you want., click and drag multiple shapes from the Shapes pane onto a selected shape on the canvas.
It opens a Add Multiple Shapes dialog box where 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.
Microsoft Visio - Adding executive images
You can add images at different levels of your org chart to make it more attractive. To add executive photos, double click the shape to zoom in on it, then click the field image in the form.
Then click on the Insert button to select an image to add to a shape. To prevent an image from being s ' display in a shape, click the Show / Hide button.
After adding an image, you can use the usual image formatting tools to adjust the brightness and contrast or rframe the image.
If you want to automatically import direction images into their respective hierarchies, just make sure the file names of the direction images match the names of the shapes . Then import the entire folder and Visio will automatically place the executive in its corresponding hierarchy.
Breaking up structures using sync copies
It may be necessary break down the flowchart so that each frame has its own page to avoid cluttering the chart. Synchronization allows any changes to frames in other pages to stay in sync with the main page.
To synchronize a shape, click on the shape and then on the Synchronize button in the Organization chart tab.
This opens the Create New dialog box. synchronized copy, which creates a copy of the form and its subordinates on a nnew page or an existing page.
Check the Hide subordinates on original page checkbox, if you want to reduce the shape on the main page. Any changes made to the synchronized shape pages will also be visible on the main page.
Microsoft Visio - Report Structure Views
Individual manager shapes can be collapsed and shown as needed. Collapsing shapes is useful for reducing clutter in the diagram.
To collapse the hierarchy under one shape, right-click a shape, go to the Subordinates menu, and click Hide Subordinates.
The subordinate forms then collapse into the manager form. This is indicated by a tree icon in the form of the manager.
If the shapes are synchronized, all changes that are made elsewhere will be automatically reflected in the pri formncipale.
To reveal the subordinates again, right-click on the manager form, go to the Subordinates menu and click on Show Subordinates.
Microsoft Visio - Using the Organization Chart Wizard
Although you can manually create the organization chart using different shapes in the pane Shapes, Visio also provides an automated way to import information about your organization from an external source.In this chapter, we will look at importing data from information into an Excel spreadsheet. .
Creating information in an Excel spreadsheet
Create an Excel spreadsheet or use an existing sheet with some of the important information in the row. - header that is used to create an organization chart. Important information includes employee, title, manager and department. Employee and Manager fields are obligatories and the others are optional.
Additionally, you can also include a field called Master_Shape, which indicates the exact shape to use for a particular employee. Note that the Name, Master_Shape field must be used as is for Visio to designate an employee specific shape.
Starting the Organization Chart Wizard
There are two ways to start the Organization Chart Wizard organization, the first method is to use the Organization Chart wizard in the Templates section of the New menu.
The other way is to use the Import command in the Organization Data section of the Organization Chart tab of the ribbon, if you have already created an organization chart.
The second method is recommended if you need the background formatting to be carried over to all pages of the flowchart. The first method creates all the required pages, but you have to format eachpage individually, which can get tedious if your organization is large.
E In both cases, the Organization Chart Wizard appears where you can specify the characteristics of your organization chart.
Using the Organization Chart Wizard
The first screen of the Organization Chart wizard offers the option to select existing information from '' a file or enter the information manually. For this example, we will choose the first option. Click Next to go to the next wizard screen.
In the next screen, you can choose the source the organization information is stored in. It can be a location on a Microsoft Exchange server, local text, 'a CSV or Excel file or an ODBC compatible data source. Select the second option and click Next.
Now enter the location where the chemin of the excel file a nd click Next.
In this screen, in the Name field drop-down list, select the excel worksheet field that contains the name of the 'employee. From the drop-down list in the Reports To field, select the field in the Excel worksheet that designates the Report Manager. If the first and last names are in different fields, specify the field containing the employee 's first name in the First name drop-down list.
Visio will combine the first and last name fields to generate the employee's full name. Click Next to continue.
The Columns of the data file area lists all the data fields found in the header of the Excel file. You can select which fields to display in the Displayed Fields section by selecting the required fields and then clicking Add. Click Next, once the desired fields have been added.
In the following screent, you can choose which 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 them as such. You can also add additional fields if needed.
In the next screen, you can choose to include employee photos. If you have tagged images in the same format as employee names, you can point to the location of the employee. folder containing pictures of all employees. Or you can simply choose not to include pictures.
In this screen, yo You can choose the amount of organization information to be displayed on one page, if there are many employees
After clicking Finish, Visio will start processing the information from the Excel spreadsheet and create the flowchart according to the parameters specified in the wizard. You will see a progress indicator showing the creation status.
Publication of flowcharts
The completed flowchart can be saved in PDF format or in one of the image formats by going to the File menu and clicking Save As. Select one 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 , which allows you to further specify the output options.
Structure of Brainstorming Diagrams
A brainstorming diagram is similar to a flowchart, but it is more usefulilized to convey different ideas on a subject. To create a brainstorming diagram, click on File and go to the New menu. In the Templates section, select Business, then in the list of templates, select Brainstorming Diagram, choose the 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 from the flowchart. First, the number of shapes is smaller than that of a flowchart. Second, there is an outline window that appears in the drawing showing the outline of the diagram. Third, there is a Brainstorming tab added to the ribbon, which contains the tools needed to use the brainstorming diagram.
To create the central subject of the diagram of brainstorming, drag the Main Topic shape onto the canvas.the flowchart where you had to double click on the shape to enter text, you can start typing text in a brainstorming diagram as soon as you drag the shape on the canvas.
Adding, modifying and placing subthemes
In this chapter we will learn how add, edit, and place subtopics in the brainstorming diagram using Visio.
In a brainstorming diagram, the subtopics forms are not directly inserted on top of the main form. A sub-form is inserted as a sub-topic. To insert a sub-topic, click first on the Main topic shape, then click on the Brainstorming tab of the ribbon. In the Add topics section, click Subtopic.
It creates a sub-theme in the form Main Subject, which is ready to be entered.
You can also create multiple subtopics at once in cliquant on Several sub-topics in the Add topics section. This opens the Add Multiple Topics dialog box, where you can enter the names of each of the subtopics.
Each subtopic is automatically connected to the Main Topic shape.
Modification and placement subtopics
Subtopics can be edited by simply clicking and tapping on the subtopic title. You can also edit a subtopic by double-clicking its name in the Outline window The Outline window represents the hierarchy of brainstorming topics. Subtopics can be moved by their connectors and placed anywhere on the canvas. They will always be linked to the main topic shape.
Editing topics in the Outline window
The Outline window makes it easy to change the order of subjects or subject names in the diagram.made to the Outline window will be easily reflected in the actual diagram.
The Outline window can be pinned or untied by clicking the pushpin icon at the bottom left of the window. This allows the window to automatically hide when it is not in use.
Topics can be edited by double-clicking the topic name in the window and typing them. The order of the topics can also be changed by clicking and dragging the topic from one subtopic to another. You can also right-click on a topic and Move Up or Down to change the order of the topics.
To delete a topic, right-click a topic and then click Remove Topic or just select a topic and press the Delete key on the keyboard.
Customize topic shape, style and layout
You can customize the brainstorming diagram of the samesame way as other types of diagr ams by changing the shape, style and layout.
Customize topic shape
Individual topic shapes 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 Organize section.
This opens the Edit Shape dialog box, which lists the types of shapes you can edit. Select a shape type and click OK.
Customize topic style
The brainstorming diagram can be customized by choosing different themes and theme variations. To choose a theme, go to the Design tab of the ribbon and select a theme. You can also choose different variations for the theme by selecting a variation in the Variants section. The Variant section has a drop-down listante with the help of which you can further customize colors and effects such as drop shadows.
Customizing Topic Layout
You can also customize the style of the diagram so that it looks more elegant and professional. On the Brainstorming tab, click Diagram Style to open the Brainstorming Style dialog box. You can choose from a variety of brainstorming styles and also a few mosaic options, which include a mix of all styles. Select a style and click Apply to see the result. Click OK to close the dialog box.
You can also customize the layout by clicking on Layout in the 'Brainstorming tab. Select a layout in the Select a layout section. You can also choose the connector type in the Connectors section. Select a layout and clickClick Apply to see the result. Click OK to close the dialog box.
Sending data to Word and Excel
You can send brainstorming data directly to Word and Excel and, in fact, to any program that accepts XML input. Data in the Outline window is exported to a Word or Excel document and is opened as an XML file. All changes can be saved in this XML file, which can then be imported back into Visio.
To export data as an XML file, in the Manage section of the Brainstorming tab, click Export Data and select Microsoft Word or Microsoft Excel. Note that these options are only available if the 2016 versions of Word and Excel are installed on your computer. For other versions of Word and Excel or to use all another compatible program, select Instead.
For example, when voUs export the data to Excel, Visio will automatically open Excel after you save the XML file. In Excel, data is organized into field levels. For example, T1 represents the main topic, T1.1 represents the first subtopic under the main topic, T1.1.1. represents other sub-topics under the sub-topic and so on. You can add or remove topic hierarchies here and save the XML file, which can then be imported back into Visio.
Creating and configuring timelines
Similar to flowcharts and brainstorming diagrams, you can also create timelines in Visio for represent a calendar or a series of events.
Creating a timeline
To create a timeline, go to the New menu in the File tab and click on Templates Go to the Planning category, click Timeline, then click Create to create thee work of the chronology. Since timeline is primarily a measure of time, selecting units is irrelevant.
Setting up a timeline shape
Once the timeline template is created, click and drag the block timeline shape from the Shapes pane onto the canvas. This opens a dialog box. Configure Timeline dialog, where you can select the timeline duration and timescale. Click Ok.
It creates a timeline block with equal intervals between the selected dates.
Microsoft Visio - Adding Milestones
Milestones represent specific times when an important event has occurred or is planned to occur. To add a milestone, click and drag the Milestone line shape on a chosen interval on the timeline. It is not necessary to delete it exactly at a specific interval because you canz manually configure the exact date and time of the event.
When you drag the milestone onto the timeline, the Configure Milestone dialog appears, where you can specify the exact date and time of the milestone with a deion of the event. You can also choose from standard date formats to better represent the time and date. Click OK to create the milestone on the timeline. The milestone can be dragged along the timeline, and the milestone date and time will be updated accordingly.
Microsoft Visio - Manage Collisions
When adding many milestones, it is possible that the deion text of the milestones will meet, creating a messy appearance. Collisions can be avoided by changing the position of the milestone text .
If you have colliding text, just grab the yellow end of the milestone and drag it to a separate position, like the bas or higher. You can also tilt the yellow end y simply by rotating your mouse to the desired angle. The idea is to make sure that the text does not collide and is represented as clearly as possible.
Once the yellow end is moved and released, the Line milestone shape adjusts accordingly. You can also use the guides to glue the yellow ends of multiple milestones so that they all line up.
Adding intervals to a timeline
An interval is a block of time during which an event occurs or is scheduled. To add an interval, drag the Block Interval shape to a location on the timeline. It opens the Configure Interval dialog box.
In the Configure Interval dialog box, you can select the duration of the interval , format the date and add a deion. Click OK to addadd the interval to the timeline. The intervals may overlap with milestones or other events. By formatting the interval shape to make it transparent, any other shape behind it can be made visible.
Adding markers and indicators to a timeline
Markers and indicators can be used to denote events such as the current date or elapsed time. Markers help you get a perspective of where you are now in relation to your goals in the current timeline.
To add a marker such as today 's date, drag the Today marker shape onto the timeline. You may want to adjust the yellow end to make sure the marker text does not overlap with your milestone or other information. The Today marker moves as the days progress, giving you a real-time perspective on your statcurrent ut.
Another marker or indicator that can be useful is: Elapsed time. The elapsed time indicator helps to measure the time elapsed since the start of the timeline. It is indicated by a green rectangle along the length of the elapsed time. Of course, like any other shape, the color of the Elapsed Time shape can be customized.
To display the elapsed time, drag the shape Elapsed time of the Shapes panel on the timeline.
Microsoft Visio - Extended Timelines
Extended timelines are useful for getting a magnified view of the finer aspects of a period. For example, the expanded timeline may show many details of events from a particular time period, which may not be visible on the main timeline.
To create an expanded timeline, drag the Extended Timeline shape onto the main tim eline.This opens the familiar Configure Timing dialog.timeline in which you can specify the start and end dates. Since this is an expanded timeline, you can choose a lower scale such as weeks instead of months if you have a busy schedule for the week.
The extended timeline is connected to the main timeline at using two dotted connectors with yellow ends. The yellow ends can be used to move or change the orientation of the expanded timeline. You can also add milestone events to the expanded timeline. However, any event or interval added to the expanded timeline. Extended timeline will not appear in the main timeline.
More extended timelines can also be added in addition to existing expanded timelines.
Microsoft Visio - Timeline Formatting
You can apply the usual formatting techniques, such as themes andthe variants, to a chronology. You can also select a b ackground so that all successive timelines are created using the background template.
For example, in the Design tab, click Borders and Titles to set a professional looking that includes a title header so that all pages in that timeline have the same background and header information.
It creates a background page which overlaps all the other pages of the document.
You can also change the timeline and other shapes to make it look like 'a block, cylinder, or hook by right-clicking on the shape and selecting the corresponding type from the menu.
Microsoft Visio - Share timelines
Timelines can be shared like other Visio drawings as PDF, Visio drawings or graphic files. Visio youalso allows other people to edit the drawing, if access is provided. This happens through Microsoft OneDrive and you must be signed in to Visio to access this feature.
To share a drawing for editing or review, go to the File menu and click Share. The document needs to be saved to the cloud first, so click Save to Cloud to save the document to your personal or official OneDrive folder.
Once the document is saved to your OneDrive folder, you can invite others by sending them the link to the shared drawing. You can set whether users can just view or edit it as well. Your collaborators can then open the shared drawing in the cloud and open the drawing directly in their Visio installation.
Note - Visio Online is available for Office 365 customers who havet Visio included in their cloud subion. They can open and review the design online in their browser; however, any changes to the drawing itself require that users have a local copy of Visio installed.
Mi crosoft Visio - Creating Calendars
You can create calendars in Visio to help you better organize and distribute information. To create a calendar, go to the New menu in the File tab and click on Templates, then on Schedule. In the Schedule category, click Multi-week task calendar, and then click Create to create the calendar workspace. Depending on your version of Visio, you might just notice that the template is a calendar.
You will see that a default calendar has been created. You can however create your own calendar by dragging the Month shape onto a empty canvas. This opens the dia boxLogue Configure, in which you can specify the calendar month. The days of the month are automatically filled in and weekends are differentiated from days of the week.
Adding appointments to a calendar
In this chapter, we will learn how to add appointments to a calendar.
Adding a one-day appointment
To add a one-day appointment, click on the Appointment shape in the Shapes pane and drag it to a location in the calendar.
This opens the Configure Dialog, where you can enter the appointment details. Click OK to add the appointment to the prescribed date.
Adding an appointment Over multiple days
Sometimes appointments can
Microsoft Visio - Calendar Customization
Calendars can be personalized like any other Visio design by applying themes and variations. Calendars can also be customized to show weather conditions or even moon phases.
To add a shape such as weather icons, scroll through the list of shapes in the Shapes pane and drag the desired icon to a date in the calendar. You can align multiple shapes using the dynamic grids that appear when you try to align shapes next to each other.
You can also change the look and feel of the calendar by selecting themes and variations from the Design tab of the ribbon.
Microsoft Visio - Adding extra months
Adding extra months is easy in Visio. To add an extra month, first create a new page by clicking the insert page symbol at the bottom of the screen or by pressing Shift + F11 to add a new page. You can rename the page by double-clicking on the page title.
Once you've added a new page, create a new calendar by clicking and dragging the Month shape on the new page. Configure the calendar for the new month.
To add additional months, simply create new pages by duplicating the current page. To duplicate a page, right-click the name of the page and click Duplicate. This creates un duplicate of the current calendar page.
Now just reconfigure the calendar on the new page by going to the Calendar menu on the ribbon and clicking Configure. When you change the month, you receive a warning message stating that all schedule information will be lost. Click OK to reconfigure the calendar on the new page.
Importing calendars from Outlook
You can import existing calendars from Outlook directly into Visio. Note - To import Outlook data, you must have installed and configured Microsoft Outlook with the same Microsoft account.
To import Outlook calendar data, go to Calendar tab in the ribbon and click Import Outlook Data.
Follow the steps in the 'wizard to import the calendar into Visio. You can import into a Visio calendar existant or create a new calendar with Outlook data.
If you are importing into an existing Visio calendar, be sure to select the correct date range for the import, otherwise the data will not appear in the Visio calendar.
Microsoft Visio - Creating a floor plan
Floor plans allow you to visualize the layout of a room or a floor in a building. Floor plans help architects understand the placement of objects on the floor, the design of doors and windows, and other rooms.
Visio provides lots of great features for working with all kinds of floor plans and maps. To create a floor plan, go to the File menu and click New. In the Templates section, click Map & Floor Plans. Select Floor Plan from the list of available templates. Select the units of your choice and click on Create to create the floor plan.
You will notice that the options for the floor plans are varied. Rulers now measure in feet instead of inches. The Shapes pane shows different shapes classified under different headings for each component of the floor plan as shown in the following screenshot.
Scaling and adding structural elements to a floor plan
Before adding elements to a floor plan, it is important to correctly define the floor plan. 'scale. Setting the correct scale ensures that floor plan elements are properly scaled to the dimensions of the output paper.
To change the dimensions of scale, click the Design tab and in the Layout section click the down arrow icon to open the Layout dialog or press Shift + F5.
In the Page Setup dialog box, click the Drawing Scale tab todefine a defined scale. You can use a predefined scale or enter a custom value. You can set the Page Size (in measurement units) fields to the appropriate page size.
Click Apply to see the changes to the ruler dimensions and click OK to close the Page Setup dialog box.
Adding dimensions to a floor plan
In architectural drawings, it Knowing the correct measurements is important. Visio helps you accurately measure the different shapes of your floor plan. For accurate dimensions, it is important to set the scale of the diagram correctly.
To see dimension shapes, click Sizing - Architecture category in the Shapes pane to display the measurement tools. In this example, we will measure the vertical dimension of a wall.
Measure the vertical dimension of a wall
To measure the vertical dimensionvertically, click and drag the vertical shape in the Sizing - Architectural shape category and release it along the wall to be measured. You will see that the vertical shape now has two yellow dots and two white dots.
White dots are used to glue one end of the vertical shape to the top and bottom length of the wall. The first yellow point allows you to view the vertical shape of the real wall separately. The second yellow point allows to clearly visualize the value of the dimension.
Paste the white dots at the top and in bottom of the wall. Then drag the yellow dots as needed to properly visualize the dimensions.
If the scaling is done correctly, you will see the exact dimensions of the desired shape.
Adding furniture to a floor plan 'floor
You can add objects, such as furniture and office equipment to the floorn upstairs to get a full perspective. Visio offers many shapes, which can be scaled to fit the dimensions of the floor plan diagram.
To start with, we need to make sure that the shapes required for the office furniture and equipment are visible in the Shapes pane. To do this, click on More Shapes in the Shapes pane and in the menu, go to Maps and Floor Plans, then to Construction Plan.
In the submenu, make sure Office furniture and if necessary, Office equipment options are checked. You can then select the Office Furniture category in the Shapes pane to view a list of commonly used furniture.
You can now select the Office Furniture category in the Shapes pane to display a list of commonly used furniture. Drag the desired furniture shape into the floor plan and adjust the positionif necessary.
Make sure the shape data is visible so that you can adjust the length and depth of the shape to suit the scale.
Adding titles and other information
You can add titles and other textual information to a floor plan to convey information, like scale of diagram, title of design company, etc.
Add text to floor plan
To add text information on the floor plan, select the text box from the Insert tab of the ribbon and draw a text box in an empty area of the diagram.
The text box can be used to then enter information, such as l Diagram scale, so that the reader has a perspective of the actual size of the object. Scale information can be derived from the Drawing Scale tab of the Page Setup dialog box. 'weglet Design.
Adding page titles and backgrounds
You can also add page titles and backgrounds as a page background so that it reflects on all pages of the diagram. In the following example we will add background title information. Go to the Design tab and under the Background section -plans, click Borders and Titles. In the drop-down list of templates, select the one that matches your theme.
It creates a background layer that applies to all pages of the document. Double click on the text box to zoom in and type in the document title. You can also change the date if needed and even apply themes and variations to the floor plan for a more sophisticated look.
Prototyping software using wireframes
Wireframe diagrams are generally used by developers ofsoftware for prototyping the design of the software user interface. Wireframes help visualize the position and behavior of
Opening the wireframe template
Click on the File menu and then on New. In the Templates section, click on the Software and Database category and scroll down to select the Wireframe template.
It opens the Wireframe Diagram template and the Shapes pane lists all the commonly used controls and buttons in a software user interface as shown in the screenshot next screen.
Creating a dialog Wireframe
In the following example, we will create a wireframe dialog for the Print command. Click the Dialogs category in the Shapes pane and drag the shape from the Form Box toe dialogue on the canvas. You can resize the default shape as needed. Double click on the header text in the dialog box and type Print. We now have the outer frame of the dialog box.
Adding elements and controls to structures wireframes
Once you have created an outline for a wireframe dialog box, you can add items, such as text boxes and drop-down menus. We create a wireframe for a box dialog box, so the first drop-down menu should be the one where the user can select the printer from a list of printers.
Added drop-down menu
Drag the Label shape in the dialog box first. You can use horizontal and vertical guides to help you position the shape. Then drag the shape drop-down menu to the extreme right of thelabel shape so that it sticks to it. Double click on the Label shape to enter the text. In this case, the name of the printer. Note - This is just a prototype for viewing a dialog box and the menus will not actually work.
Added more buttons and commands
Now that a drop down menu is added, you can continue to add another drop down menu to indicate printer presets. You can also drag a box in the dialog box to designate an area document preview.
Most print dialogs will also have a layout button to set
You can also add backward and forward arrows as navigation guides below the document preview pane.
You can keep adding as many elements as you want to get an idea of the prototype. Remember not to clutter the wireframe with too many buttons.
List shapes used in diagrams
Visio has robust built-in auditing and inventory tools that help quickly review the different components of a diagram. You can extract information such as that the quantity of each of the shapes used in the diagram, the properties of the shapes, the text on the shapes, etc. in tabular form which can help you quickly review and make sure that the document meets the prescribed specifications. this example we will extract an example report which shows the names of the shapes used and their quantity.
To get an iDocument inventory, go to the Review tab of the ribbon and in the Reports section, click Form Reports.
This opens the Reports dialog box. You can create a new report definition by clicking New ... or modify an existing report style by clicking Edit…
After selecting the required report functionality, click Run… to start create the report.
After the report is compiled, the Run Report dialog box opens, which allows you to select the report format. In general, it is best to export the report as an Excel file for easy sorting of the data fields, but you also have the choice of exporting as HTML, XML or a Visio form. Select Copy of report definition in the Save report section use to save a copy of the report to the document and click OK.
Visio creates a report table detailing the features we have selected. In this case, the name of the form and the quantity. If you chose to save the report as an Excel file in the previous step, click the report to open an Excel window in Visio where you can work with the contents of the report.