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Visio basics
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- 2. COURSE CONTENTS • Overview:Communicate in a visual way • Lesson 1:WhatVisio can do for you • Lesson 2: Make your first diagram • Lesson 3:A closer look at theVisio environment Each lesson includes a list of suggested tasks and a set of test questions.
- 3. OVERVIEW: COMMUNICATE INAVISUAL WAY •Discover the variety of diagrams you can make with this powerful software. Then create your first diagram. Plus, learn important basics about shapes and stencils. With Microsoft Office Visio 2007, you’ll have no doubt that a picture is worth a thousand words.
- 4. COURSE GOALS • KnowwhatVisio does and what kinds of diagrams you can make with it. • Know which edition ofVisio 2007 you have and what that means for using it. • Know how to make a diagram by dragging shapes into place and connecting them. • Know how to zoom, resize, and add text to shapes.
- 5. LESSON 1 WHATVISIO CANDO FORYOU
- 6. WHATVISIO CAN DOFORYOU •Visio is an intelligent diagramming program. It empowers you to communicate in a visual manner, and helps make your diagrams more meaningful, flexible, and responsive to your needs. •You can capture information in ways that are valuable for you and your business. Visio is more than a diagramming program.
- 7. BUSINESS-PROCESS DIAGRAMS •One ofthe most popular uses ofVisio is to illustrate business processes. A three-step flowchart
- 8. BUSINESS-PROCESS DIAGRAMS •Creating adiagram like this one is easy.The shapes are already made for you; all you have to do is drag them into place, type some text, and resize them a little. A three-step flowchart The lines connecting shapes are called connectors. Connectors are easily glued to shapes. When a shape moves, the connector moves as well.
- 9. BUSINESS-PROCESS DIAGRAMS, CONTINUED •Here'san example of how powerful Visio diagrams can be: If a portion of your diagram needs additional detail, you can create that detailed portion separately and add a hyperlink to it. When you need a large and detailed diagram, Visio is the right program to use. A flowchart with a hyperlink to more detail
- 10. ORGANIZATION CHARTS •Organization chartsare another type of diagram frequently used in business. •Sure, the lines and shapes let you easily see the reporting structure of an organization. But here's whereVisio really shines:You can also associate data with each shape in the diagram.An organization chart
- 11. ORGANIZATION CHARTS •Data fora shape is called custom properties. In the case of organization charts, you can select an employee shape, and then associate vital information—such as location, phone number, and department—so that this data becomes part of the chart. An organization chart
- 12. ORGANIZATION CHARTS •Another powerfulreason for creating organization charts inVisio is that you can automatically create them by using information from a data source.An organization chart After a few clicks, your chart is made for you. You don't have to enter each name and title by hand. As mentioned, Visio is intelligent.
- 13. BRAINSTORMING DIAGRAMS •A brainstormingdiagram, available in both Visio Standard andVisio Professional, can help you record and develop any set of related ideas or information, such as new business strategies, book outlines, meeting minutes, or travel plans. A brainstorming diagram and its outline
- 14. BRAINSTORMING DIAGRAMS •There aretwo ways to create this kind of diagram: • You can create the diagram visually by dragging shapes into place. • You can create the diagram automatically by typing an outline in the outline window. This way, Visio creates the shapes for you. A brainstorming diagram and its outline
- 15. BUILDING PLANS •You canalso create precise building plans inVisio. Notice that this diagram provides an overhead view of walls, doors, windows, and furniture. Also note that the shapes for furniture, equipment, and even plants are already made for you. You do not have to draw these yourself. An office layout
- 16. BUILDING PLANS •And unlikewith other simple diagramming programs, withVisio you can specify a scale of measurement. An office layout Another example of Visio intelligence: You can add dimension lines to walls, as shown here. With these lines, you can determine whether larger items will fit in the available space.
- 17. NETWORK DIAGRAMS •Another businessdiagram that you can make withVisio Professional is a network diagram.You can make a simple diagram or a very detailed one. In addition, if you add custom properties to each shape (like asset number, network address, or computer name), you can then run detailed inventory reports right within Visio. A network map
- 18. WEB DIAGRAMS •Visio Professionalalso helps you make Web diagrams, such as a Web site map. Each shape in the map represents a link on a Web site and includes information about the link type and location. •You can use the map to analyze your site's organization or to classify the site's content. A Web site map
- 19. LESSON 2 MAKEYOUR FIRSTDIAGRAM
- 20. MAKEYOUR FIRST DIAGRAM •Select,drag, move, resize, type, zoom, connect. By now, you're probably ready to see how to create a diagram. Let's investigate the details of working withVisio.
- 21. STARTVISIO • Go toStart->Programs->Microsoft Office->Visio
- 22. CHOOSE A TEMPLATE •Youbegin creating a diagram by choosing a template. Start a diagram by choosing a template. • After you choose a template, a blank drawing page appears. • To the left of that page, a collection of shapes appears that you can use in the diagram.
- 23. DRAG SHAPES ONTOTHE PAGE •After you choose a template, the drawing page appears blank.This is different from templates in many other programs. •But in aVisio template, shapes appear to the left of the empty drawing page— waiting for you to drag them onto the page. How to drag shapes onto the page
- 24. MOVE THE SHAPES •Movinga shape is easy: Just click any shape to select it, and then drag it to a new location. •You can also move many shapes at once.To do that, click a blank area of the drawing page, and then drag to create a selection rectangle around the shapes. How to move several shapes at once
- 25. RESIZE SHAPES •You canresize shapes by dragging their corner, side, or bottom selection handles. •You can also resize many shapes at once.To do that, select more than one shape, and then drag a selection handle. That's rectangle first, handle next. How to resize a shape
- 26. ADD TEXT TOSHAPES •You can add text to shapes.There are a couple of ways to accomplish this.The easiest way is to just click the shape, and start typing. How to add text to shapes
- 27. ZOOM TO SEEBETTER •If the shapes in your diagram are too small to work with, you'll want to zoom in closer. •To zoom in on the shapes in your diagram, hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes. How to zoom in on shapes
- 28. CONNECT SHAPES •Connecting shapesis one of the hallmark strengths ofVisio.To do it, you: How to connect shapes • Switch from the Pointer Tool to the Connector Tool on the Standard toolbar. • Draw a line from one connection point to another. • When you're done, switch back to the Pointer Tool.
- 29. LESSON 3 A CLOSERLOOK ATTHEVISIO ENVIRONMENT
- 30. A CLOSER LOOKAT THEVISIO ENVIRONMENT •Sure, it's fun to create diagrams, label them, and move the parts around. But you really want to understandVisio because you know there's more you can do. •This is your chance to get a closer look at templates, stencils, and shapes—three very important parts of theVisio program. Take a closer look at Visio.
- 31. A CLOSER LOOKAT TEMPLATES •Let’s take a closer look at the concept of aVisio template.As you saw in a previous lesson, when you choose a template in Visio, you get a blank drawing page and a handful of shapes to the left of the page. •But that's not all your choice brings you.With a template, you get other special tools to help you with your diagram. Special tools come with the Organization Chart template.
- 32. A CLOSER LOOKAT TEMPLATES •For example, when you choose an organization chart template, you get the following: Special tools come with the Organization Chart template. 1. A special Organization Chart toolbar that makes chart layout easier. 2. An Organization Chart menu that provides commands to help you work with the chart.
- 33. A CLOSER LOOKAT SHAPES AND STENCILS •Shapes are another reason whyVisio is so powerful. So let's take a closer look at them. 1. The Shapes window is to the left of your drawing page. This window contains stencils. Stencils aren't the actual shapes themselves. Stencils are useful groupings of shapes. Where to find shapes and stencils
- 34. A CLOSER LOOKAT SHAPES AND STENCILS 2. These are stencils. In this illustration, you see three stencils. The Organization Chart Shapes stencil is the active one. The other two stencils are Borders and Tiles and Backgrounds. To see those stencils' shapes, click the name of the stencil you want. Where to find shapes and stencils
- 35. A CLOSER LOOKAT SHAPES AND STENCILS Where to find shapes and stencils 3. Inside each stencil are shapes. Shapes are what you drag onto the page.
- 36. SHAPES THAT ARESMART •Visio enables you to format, fill, rotate, and resize shapes.And with several of the shapes,Visio does much, much more. •Many shapes are smart—they have special built-in features that help out with the particular kind of diagram you're working on. Shapes in an organization chart
- 37. A CLOSER LOOKAT THE NEW BUTTON •You're probably used to clicking the New button in various programs to quickly open a new document or file. In Visio, things are a bit different. •TheVisio New button can be used in several ways. The New button is different in Visio.
- 38. A CLOSER LOOKAT THE NEW BUTTON •Start without a template: If you don't have any diagrams open, clicking the New button will open a new drawing page with no associated template.You can then search for shapes in the Shapes window, as the illustration on the left shows. The New button is different in Visio.
- 39. A CLOSER LOOKAT THE NEW BUTTON •Borrow a template: If you have a diagram open that is based on a template, clicking the New button will open a new drawing page that is based on that same template. The New button is different in Visio.
- 40. A CLOSER LOOKAT THE NEW BUTTON •Pick a template:The New button has a small arrow on it. If you click that arrow, you'll see the same list of templates that you worked with earlier in this course. Choose a template from that list, and you'll get a new drawing page based on that template. The New button is different in Visio.
- 41. THANKYOU Get to knowVisio
Editor's Notes
- #2 [Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Because this presentation contains a Macromedia Flash® animation, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
- #7 Microsoft Visio® does diagrams. So that means it just lets you string together a bunch of boxes and arrows, right? Wrong. Visio offers so much more.
- #8 An example is shown here. This is a flowchart that explains a company's pharmaceutical development process.
- #9 In this example, the shapes are the rectangles in the flowchart.
- #10 In this example, there's a hyperlink on the Trials shape. By clicking it, people can discover more details concerning that particular step in the process. Other Microsoft Office programs, such as Microsoft PowerPoint® and Microsoft Word, also help you make diagrams. However, those programs don't give you as much room to create a diagram as Visio does. They also don't have as many sophisticated options for diagrams. If all you need is to make a modest diagram in a hurry, use your favorite other Office program.
- #11 An example of an organization chart is shown here.
- #13 For example, you can base an organization chart on a database, a Microsoft Excel® workbook, or even your company's e-mail system (if it uses Microsoft Exchange Server).
- #15 Tip: You can also import a Word outline into Visio as a brainstorming diagram, or export a Visio brainstorming diagram as a Word outline, which makes it easy to repurpose your work. [Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]
- #16 For example, with Visio Standard, you can make an office layout, as shown here. With Visio Professional, you can do that and also make electric and telecommunication plans, HVAC plans, and more.
- #17 For example, if you want every half-inch to represent one foot, you can tell Visio to do that. Also, if you resize a wall that has a dimension line, the line will dynamically change as well—relieving you from retyping the number of feet and inches.
- #18 A small portion of a detailed network diagram is shown here. Of course, the shapes for the computers, servers, and so on are already made in Visio. Just think what a pain it would be if you had to draw those yourself.
- #19 And to show you just how powerful and intelligent Visio is—you don't have to create this diagram yourself. Instead, you can use a special template that asks you for the Web address of your site. Visio will open your Web site, read its code, find all links, and generate the map for you.
- #23 Note: In this example, the shapes are specific to flowcharts. If you were to choose another category of template, shapes specific to that category would appear instead. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #24 Goes with the first paragraph For example, when you choose a template in Microsoft Office Word, it opens with text, styles, and other items ready for your use. Note: There are a few exceptions to the rule of a drawing page appearing blank after you choose a template. For example, if you choose the Cause and Effect template, the page starts out with shapes on it. There are also downloadable Visio templates on the Microsoft Office Online Web site that begin with shapes on the page. But these are exceptions—most Visio templates don't start with shapes on the page. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #25 Note: If you want to select more than one shape but you don't want to select all shapes in between, you don't have to create a selection rectangle. Instead, you can just hold down the SHIFT key to select the shapes by clicking. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #26 To resize many shapes at once, use the selection rectangle as shown on the previous slide. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #27 [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #28 Tip: You can quickly zoom out by pressing CTRL+W. This is helpful if you're working with a large diagram (for example, a building plan) and you need a quick, high-level view of the diagram. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #29 Remember: The value of connectors is that they reroute, bending automatically, when you move one of the connected shapes. It's as though the road to your house followed you whenever you changed your address. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #33 The page orientation is also set automatically to landscape, the typical orientation for organization charts. Other templates provide other special tools and menus.
- #37 Example of shapes that are smart In an organization chart, for example, if you drag a Position shape on top of an Executive or Manager shape, the subordinate shape automatically positions itself below the supervisory one. Note: This special feature is unique to diagrams created with Organization Chart templates. If you start a diagram with another template, this special feature is not available. Often, the special features of shapes depend directly on the kind of template you choose. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
- #39 Remember that because your diagram is not based on a template, you will not get template-specific menus or toolbars. And you may not get smart-shape features that depend on a template.
- #40 For example, if you had an organization chart open, the Organization Chart menu, toolbar, and stencils would appear for the new page too. You'd also get smart-shape features for Executive, Manager, and Position shapes.