Microsoft Office XP – Wikipedia.Beginner tutorial for Visio

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
alternative to Visio for anyone looking to create diagrams for free. The most recent update of Visio Professional (Office version) has the. A practical introduction to Microsoft Visio – Free Course. introduction to Microsoft Visio. Free tutorial An introduction to Microsoft Visio More training. Visio training · LinkedIn Learning ; Additional help. Visio help · Create a basic flowchart ; Visualize your data. Create a Data Visualizer.
 
 

Microsoft visio professional 2016 tutorial free

 

Note: You can also search for templates on Office. To search for templates on Office. In the Search Office. Note: You are in the Backstage view when you first open Visio. If you have just opened Visio, proceed to the next step. When the diagram template opens, most of the space is taken up with a blank diagramming page. Along the side is the Shapes window, which contains several stencils full of shapes.

The stencils are identified by title bars at the top of the Shapes window; you might need to scroll the title bar pane to see them all. When you click a stencil title bar, the shapes appear in the pane below. In the left pane of the Open dialog box, click the drive or folder that contains the drawing.

In the right pane of the Open dialog box, open the folder that contains the drawing that you want. You can save your diagram as a standard Visio file that you can share with other people who have Visio. In addition, there are many different formats that you can save your diagram in directly from the Save As dialog box. Click Save As , and then select a format in the Save as type list. Web page in HTM format. Image files and other resource files are saved in a subfolder of the location where you save the HTM file.

For more information about how to add shapes, see Use the Shapes window to organize and find shapes and Find more shapes and stencils. To add a shape to the drawing page so that it is automatically connected when it is added to the page, do the following:. Hold your pointer over the shape that is already on the page.

Notice that small blue arrows appear on the four sides of the shape. These are AutoConnect arrows that you can use to connect shapes. A mini toolbar that contains four shapes appears, and a preview shape might also appear on the page. As you move the pointer over the shapes in the mini toolbar, previews of the shapes appear.

The shapes on the toolbar are the top four shapes from the Quick Shapes area. To automatically connect two shapes when you drag the second shape onto the page, do the following:. Drag a second shape onto the drawing page and hold it so it covers the first shape, but do not drop it yet. Notice that the AutoConnect arrows appear. Move the second shape down over the AutoConnect arrow that points in the direction that you want, and drop it on the arrow.

The Analyze shape is spaced a standard distance from the Service Request shape, and is connected automatically. When the AutoConnect arrows appear, move the pointer over an arrow that is pointing toward the other shape that you want to connect to. Click and hold the AutoConnect arrow, and then drag a connector from it to the center of the other shape.

When the arrow is over the center of the other shape, a red border appears around the shape. Drop the connector to attach it, or “glue” it, to the shape. For more information about how to connect shapes, see Add connectors between shapes in Visio.

When you start typing, Visio switches the selected shape to text editing mode. Select the shape again. A small yellow control handle appears in the text area. Drag the yellow control handle to move the text.

On the Home tab, in the Tools group, click the Text tool. The text box now has the characteristics of other shapes. You can select it and type to change the text, you can drag it to another part of the page, and you can format the text by using the Font and Paragraph groups on the Home tab.

In addition, when you hold the pointer over the text, AutoConnect arrows appear so you can connect the text to other shapes. For more information about how to add text blocks, see Add, edit, move, or rotate text and text blocks. In the Shape Data window, in the property row that you want, enter the data that you want. In the Type list, select the type of data that you want to be entered into that property.

Right-click the shape again, point to Data , and this time click Shape Data. The Shape Data window opens and displays all the data that has been defined for the shape. If all of the shapes have specific information, you can leave the Shape Data window open and click the shapes you are interested in to see the data that they contain. Adding shape data manually can add a lot of value to your diagram, but if your data is in a database or an Excel workbook, you can pull that data into your diagram automatically and connect the rows of data with specific shapes.

Use the Data Selector wizard to import your data into the External Data window. The data that appears in the External Data window is a snapshot of your source data at the time of import.

You can update the data in your drawing to match the changes in your source data by clicking Refresh All on the Data tab. On the first page of the Data Selector wizard, choose which of the following types of data sources have the data you’re using:.

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Annotated bibliography. Office is incompatible with Windows and earlier versions of Windows. Office includes new applications and server-side tools, including Microsoft Office Groove , a collaboration and communication suite for smaller businesses, which was originally developed by Groove Networks before being acquired by Microsoft in Also included is SharePoint Server , a major revision to the server platform for Office applications, which supports Excel Services , a client-server architecture for supporting Excel workbooks that are shared in real time between multiple machines, and are also viewable and editable through a web page.

Its designer-oriented counterpart, Microsoft Expression Web , is targeted for general web development. However, neither application has been included in Office software suites. Speech recognition functionality has been removed from the individual programs in the Office suite, as Windows Speech Recognition was integrated into Windows Vista.

Windows XP users must install a previous version of Office to use speech recognition features. Mainstream support for Office ended on October 9, , and extended support ended on October 10, It included an updated user interface, better accessibility support, improvements in the robustness of the platform, and greater functionality.

Office was released to volume licensing customers on November 30, , and to the general public on January 30, Since the initial release of Microsoft Office , three service packs containing updates as well as additional features have been released. Microsoft Office Service Packs are cumulative, so previous Service Packs are not a prerequisite for installation. Microsoft Office Service Pack 1 was released on December 11, Eligible employees of companies with volume license agreements for Microsoft Office receive additional tools, including enterprise content management , electronic forms, Information Rights Management capabilities and copies for use on a home computer.

The new user interface UI , officially known as Fluent User Interface , [28] [29] has been implemented in the core Microsoft Office applications: Word , Excel , PowerPoint , Access , and in the item inspector used to create or edit individual items in Outlook.

These applications have been selected for the UI overhaul because they center around document authoring. The Office button, located on the top-left of the window, replaces the File menu and provides access to functionality common across all Office applications, including opening, saving, printing, and sharing a file.

It can also close the application. Users can also choose color schemes for the interface. A notable accessibility improvement is that the Office button follows Fitts’s law.

The ribbon , a panel that houses a fixed arrangement of command buttons and icons, organizes commands as a set of tabs , each grouping relevant commands. The ribbon is not user customizable in Office Each application has a different set of tabs that exposes functions that the application offers. For example, while Excel has a tab for the graphing capabilities, Word does not; instead it has tabs to control the formatting of a text document.

Within each tab, various related options may be grouped together. The ribbon is designed to make the features of the application more discoverable and accessible with fewer mouse clicks [34] as compared to the menu-based UI used prior to Office Moving the mouse scroll wheel while on any of the tabs on the ribbon cycles—through the tabs.

The ribbon can be minimized by double clicking the active section’s title, such as the Home text in the picture below. Third party add-ins, however, can bring menus and toolbars back to Office or customize the ribbon commands. Some tabs, called Contextual Tabs , appear only when certain objects are selected. Contextual Tabs expose functionality specific only to the object with focus.

For example, selecting a picture brings up the Pictures tab, which presents options for dealing with the picture. Similarly, focusing on a table exposes table-related options in a specific tab.

Contextual Tabs remain hidden except when an applicable object is selected. Microsoft Office also introduces a feature called Live Preview , which temporarily applies formatting on the focused text or object when any formatting button is moused-over. The temporary formatting is removed when the mouse pointer is moved from the button.

This allows users to have a preview of how the option would affect the appearance of the object, without actually applying it. The new Mini Toolbar is a small toolbar with basic formatting commands that appears within the document editing area, much like a context menu. When the mouse selects part of the text, Mini Toolbar appears close to selected text.

It remains semi-transparent until the mouse pointer is hovered on it, to avoid obstructing what is underneath. Mini Toolbar is not customizable in Office , but can be turned off. It is customizable, although this feature is limited, compared to toolbars in previous Office versions. Any command available in the entire Office application can be added to the Quick Access toolbar , including commands not available on the ribbon as well as macros.

Keyboard shortcuts for any of the commands on the toolbar are also fully customizable, similar to previous Office versions. SmartArt, found under the Insert tab in the ribbon in PowerPoint, Word, Excel, and Outlook, is a new group of editable and formatted diagrams. There are preset SmartArt graphics layout templates in categories such as list, process, cycle, and hierarchy. When an instance of a SmartArt is inserted, a Text Pane appears next to it to guide the user through entering text in the hierarchical levels.

Each SmartArt graphic, based on its design, maps the text outline, automatically resized for best fit, onto the graphic. There are a number of “quick styles” for each graphic that apply largely different 3D effects to the graphic, and the graphic’s shapes and text can be formatted through shape styles and WordArt styles. In addition, SmartArt graphics change their colors, fonts, and effects to match the document’s theme.

Such files are saved using an extra X letter in their extension. However, it can still save documents in the old format, which is compatible with previous versions. Alternatively, Microsoft has made available a free add-on known as the Microsoft Office Compatibility Pack that lets Office , XP, and open, edit, and save documents created under the newer format.

Files containing macros are saved with an extra M letter in their extension instead. However, due to legal objections from Adobe Systems , Office originally did not offer PDF support out of the box, but rather as a separate free download. Office documents can also be exported as XPS documents.

This is part of Service Pack 2 and prior to that, was available as a free plug-in in a separate download. Microsoft backs an open-source effort to support OpenDocument in Office , as well as earlier versions up to Office , through a converter add-in for Word, Excel and PowerPoint, and also a command-line utility.

Section 8. Peter Amstein and the Microsoft Office team are reluctant to make liberal use of extension mechanisms, even though provided in ODF 1. They want to avoid all appearance of an embrace-extend attempt. In Office , Microsoft introduced the Document Inspector , an integral metadata removal tool that strips Word, Excel, and PowerPoint documents of information such as author name and comments and other “metadata”. In Microsoft Office , the Office Assistants were eliminated in favour of a new online help system.

One of its features is the extensive use of Super Tooltips, which explain in about one paragraph what each function performs. Some of them also use diagrams or pictures. These appear and disappear like normal tooltips, and replace normal tooltips in many areas. The Help content also directly integrates searching and viewing Office Online articles.

Microsoft Office includes features geared towards collaboration and data sharing. As such, Microsoft Office features server components for applications such as Excel, which work in conjunction with SharePoint Services , to provide a collaboration platform. NET 2.

Excel server exposes Excel Services, which allows any worksheet to be created, edited and maintained via web browsers. It features Excel Web Access , the client-side component which is used to render the worksheet on a browser, Excel Calculation Service which is the server side component which populates the worksheet with data and perform calculations, and Excel Web Services that extends Excel functionalities into individual web services.

SharePoint can also be used to host Word documents for collaborative editing , by sharing a document. SharePoint can also be used to hold PowerPoint slides in a Slide Library , from which the slides can be used as a formatting template.

It also notifies users of a slide automatically in case the source slide is modified. Also by using SharePoint, PowerPoint can manage shared review of presentations. Any SharePoint hosted document can be accessed from the application which created the document or from other applications such as a browser or Microsoft Office Outlook.

Microsoft Office also includes Groove , which brings collaborative features to a peer-to-peer paradigm. Groove can host documents, including presentations, workbooks and others, created in Microsoft Office application in a shared workspace, which can then be used in collaborative editing of documents.

Groove can also be used in managing workspace sessions, including access control of the workspace. To collaborate on one or more documents, a Workspace must be created, and then those who are to work on it must be invited. Any file shared on the workspace are automatically shared among all participants. The application also provides real-time messaging, including one-to-one as well as group messaging, and presence features, as well as monitoring workspace activities with alerts, which are raised when pre-defined set of activities are detected.

Groove also provides features for conflict resolution for conflicting edits. Schedules for a collaboration can also be decided by using a built-in shared calendar, which can also be used to keep track of the progress of a project.

However, the calendar is not compatible with Microsoft Outlook. The Document Theme defines the colors, fonts and graphic effects for a document. Almost everything that can be inserted into a document is automatically styled to match the overall document theme creating a consistent document design. The new Office Theme file format. Similar themes are also available for data reports in Access and Project or shapes in Visio. Quick Styles are galleries with a range of styles based on the current theme.

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Microsoft Visio Tutorial

 

The options for window rearrangement can be found in the Window section of the View tab. New Window basically allows to create a new copy of the 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. Using the New Window command creates a new window with BlkDiagm: 2 in the title bar. This function allows you to arrange all windows side by side. This feature is useful for comparing two windows, however, if you have a high-resolution display, you might be able to accommodate more windows beside each other.

The Shapes pane and other panes can be minimized to allow more screen real estate. This function allows cascading of windows to give an overall view of the open windows. The active window is in the foreground, while inactive windows are in the background with title bars visible. Cascade view is useful to know which documents are open at a glance. The right side of the Print menu shows a preview of the output.

You can change the orientation of the page, page size, and select only the pages that you need to print. Depending on your printer, you can also print in color or in greyscale. 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. If you have just opened Visio, proceed to the next step. When the diagram template opens, most of the space is taken up with a blank diagramming page. Along the side is the Shapes window, which contains several stencils full of shapes.

The stencils are identified by title bars at the top of the Shapes window; you might need to scroll the title bar pane to see them all. When you click a stencil title bar, the shapes appear in the pane below. In the left pane of the Open dialog box, click the drive or folder that contains the drawing. In the right pane of the Open dialog box, open the folder that contains the drawing that you want.

You can save your diagram as a standard Visio file that you can share with other people who have Visio. In addition, there are many different formats that you can save your diagram in directly from the Save As dialog box. Click Save As , and then select a format in the Save as type list. Web page in HTM format. Image files and other resource files are saved in a subfolder of the location where you save the HTM file.

For more information about how to add shapes, see Use the Shapes window to organize and find shapes and Find more shapes and stencils.

To add a shape to the drawing page so that it is automatically connected when it is added to the page, do the following:. Hold your pointer over the shape that is already on the page. Notice that small blue arrows appear on the four sides of the shape. These are AutoConnect arrows that you can use to connect shapes. A mini toolbar that contains four shapes appears, and a preview shape might also appear on the page. As you move the pointer over the shapes in the mini toolbar, previews of the shapes appear.

The shapes on the toolbar are the top four shapes from the Quick Shapes area. To automatically connect two shapes when you drag the second shape onto the page, do the following:. Drag a second shape onto the drawing page and hold it so it covers the first shape, but do not drop it yet.

Notice that the AutoConnect arrows appear. Move the second shape down over the AutoConnect arrow that points in the direction that you want, and drop it on the arrow. The Analyze shape is spaced a standard distance from the Service Request shape, and is connected automatically. When the AutoConnect arrows appear, move the pointer over an arrow that is pointing toward the other shape that you want to connect to. Click and hold the AutoConnect arrow, and then drag a connector from it to the center of the other shape.

When the arrow is over the center of the other shape, a red border appears around the shape. Drop the connector to attach it, or “glue” it, to the shape. For more information about how to connect shapes, see Add connectors between shapes in Visio. When you start typing, Visio switches the selected shape to text editing mode.

Select the shape again. A small yellow control handle appears in the text area. Drag the yellow control handle to move the text. On the Home tab, in the Tools group, click the Text tool. The text box now has the characteristics of other shapes. You can select it and type to change the text, you can drag it to another part of the page, and you can format the text by using the Font and Paragraph groups on the Home tab.

In addition, when you hold the pointer over the text, AutoConnect arrows appear so you can connect the text to other shapes. For more information about how to add text blocks, see Add, edit, move, or rotate text and text blocks. In the Shape Data window, in the property row that you want, enter the data that you want.

In the Type list, select the type of data that you want to be entered into that property. Right-click the shape again, point to Data , and this time click Shape Data. The Shape Data window opens and displays all the data that has been defined for the shape. If all of the shapes have specific information, you can leave the Shape Data window open and click the shapes you are interested in to see the data that they contain.

Adding shape data manually can add a lot of value to your diagram, but if your data is in a database or an Excel workbook, you can pull that data into your diagram automatically and connect the rows of data with specific shapes.

Use the Data Selector wizard to import your data into the External Data window. The data that appears in the External Data window is a snapshot of your source data at the time of import. You can update the data in your drawing to match the changes in your source data by clicking Refresh All on the Data tab.

On the first page of the Data Selector wizard, choose which of the following types of data sources have the data you’re using:.

Microsoft Windows SharePoint Services list. After you click Finish on the last page of the Data Connection wizard, the External Data window appears with your imported data shown in a grid. Drag a row of data onto a shape to add automatically the data to the Shape Data for that shape.

Or, in the Shapes window, select a shape that you want to hold the data, and then drag a row of data and drop it on an empty area of the page. The selected shape is added to the page, connected to the data. Click the background that you want. A new background page is added to the diagram, which you can see in the page tabs along the bottom of the diagramming area. To apply a border or title to your drawing:. The title and border are added to the background page named VBackground-1 by default.

To change the title and other text, you must make the changes on the background page; you can’t change the title on any other pages. Click the title text. The entire border is selected, but if you start typing it changes the default title text.

To apply a unified color scheme and other formatting effects:. On the Design tab, in the Themes group, hold your pointer over the various themes. A preview of the theme shows up on the page. Appropriate grid size and ruler measurements Some drawings require a special scale.

Special tabs Some templates have unique features that you can find on special tabs in the ribbon. Wizards to help you with special types of drawings In some cases when you open a Visio template, a wizard helps you get started.

Rotating and resizing shapes Rotation handles The round handle located above a selected shape is called a rotation handle. Connection arrows for AutoConnect The connection arrows help you easily connect shapes to one another, as you saw in the previous section. Selection handles for resizing shapes You can use the square selection handles to change the height and width of your shape.

Visio shapes can hold data 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. Visio shapes with special behavior Many Visio shapes have special behavior that you can find by stretching, right-clicking, or moving the yellow control handle on the shape. On the Design tab, hover the mouse pointer over the various themes. We have worked with thousands of students from all over the world.

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