The document provides tips and tricks for using Microsoft Visio, including how to use the Equation Editor for math equations, remove personal information to reduce file size, enable the Developer tab for advanced features, use the ShapeSheet to configure shape properties, add ScreenTips to shapes, save images as metafiles while maintaining clarity, enable the Document Stencil, set double-click actions for shapes, use keyboard shortcuts, and additional Visio resources.

1. Exploring MS-Visio
Tips & Tricks
Compiled by:
Raghunath Soman
www.persistentsys.com

2. Use Equation Editor for Math & Science
• Equation Editor is a formula editor that allows users to construct
math and science equations in a WYSIWYG environment.
• To use Equation Editor in Visio, go to Insert | Object | Microsoft
Equation 3.0
• Select “Create new” radio button to create a new equation.
• Note: Equation Editor is now superseded by MathType, a more
powerful formula editor.
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3. Remove personal info and reduce file size
• Go to File | Info • Go to File | Info
• Click Remove Personal Info • Click Reduce File Size
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4. Enable Developer tab
• Developer tab offers a number of advanced features that make life
easier!
• By default, this tab is not enabled in Visio. To enable this tab, go to
File | Help | Options | Advanced
• In the General section, select Run in developer mode.
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5. Use ShapeSheet
• ShapeSheet is a powerful tool
that enables you configure ALL
the properties of the shape
precisely from a single window.
• Developer tab needs to be
enabled to view ShapeSheet.
• To view the ShapeSheet for a
particular shape, select it and
go to Developer tab. Click
Show ShapeSheet.
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6. Add a ScreenTip
• ScreenTips are just like ToolTips and enable you to provide short
notes about the image.
• Select the shape to which you wish to add the screen tip. Go to
Insert | ScreenTip
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7. Save images as Metafile
• Visio files are often bulky in size.
• Saving an image as a JPG/PNG/GIF often leads to loss of clarity.
• Save the image as a Metafile to maintain the clarity while reducing
the file size.
• Press CTRL + A to select entire Visio diagram. Go to MS-Word (or
any other MS-Office application). Click Paste Special and select
Picture (Enhanced Metafile)
• Note that once pasted as metafile, you cannot edit the image in
Visio.
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8. Enable Document Stencil
• Document Stencil shows the
individual shapes used in a
Visio document.
• Even if a shape has been used
multiple times, only one
instance for it is shown in the
stencil.
• Even if a shape has been
deleted from the document, the
stencil still shows the shape.
• To view document stencil, go
to Developer tab and select
Document Stencil checkbox.
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9. Set double-click action
• Usually, when you double-click
a shape, the default action for
that shape is performed.
• Using Behavior function of
Developer tab, you can
specify the action to be
performed when user double-
clicks a shape.
• You can choose to open the
shape in a new window, or
open the ShapeSheet, run a
macro, go to a target page or
display some help text for the
shape.
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10. Use Keyboard shortcuts
Action Shortcut Action Shortcut
Zoom In Ctrl + Shift + Left click Pointer tool Ctrl + 1
Zoom Out Ctrl + Shift + Right click Text Block tool Ctrl + 2
Close document Ctrl + W Connector tool Ctrl + 3
Switch windows Ctrl + Tab Repeat last F4
Print Preview Ctrl + F2 action
Duplicate shape Ctrl + D Insert picture Alt + N, P
Page Setup Shift + F5
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11. Visio Resources
• http://blogs.msdn.com/b/visio/
• http://www.visiozone.com
• http://www.visguy.com
• … and of course, the MS-Visio online help!
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