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Visio 2010 B A SIC
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Visio2010_Basic.indd 1
L E A R N HOW TO: ÂŽ
Explore the Visio interface
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Use stencils and manipulate objects
Work with background pages and hyperlinks
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Import and export data
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Create custom shapes and compound lines
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Apply advanced layout and connection techniques
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Plan and create basic diagrams
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Set properties and create reports
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Format drawings
2/28/11 8:14 AM
Visio 2010: Basic Student Manual
Visio 2010: Basic President, Axzo Press:
Jon Winder
Vice President, Product Development:
Charles G. Blum
Vice President, Operations:
Josh Pincus
Director of Publishing Systems Development:
Dan Quackenbush
Writer:
Brandon Heffernan
Copyeditor:
Cathy Albano
Keytester:
Cliff Coryea
COPYRIGHT © 2011 Axzo Press. All rights reserved. No part of this work may be reproduced, transcribed, or used in any form or by any meansgraphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systemswithout the prior written permission of the publisher. For more information, go to www.axzopress.com.
Trademarks ILT Series is a trademark of Axzo Press. Some of the product names and company names used in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers.
Disclaimer We reserve the right to revise this publication and make changes from time to time in its content without notice. Student Manual ISBN 10: 1-4260-2054-6 ISBN 13: 978-1-4260-2054-4 Student Manual with Disc ISBN-10: 1-4260-2056-2 ISBN-13: 978-1-4260-2056-8 Printed in the United States of America 1 2 3 4 5 GL 06 05 04 03
Contents Introduction
iii
Topic A: About the manual............................................................................... iv Topic B: Setting your expectations...................................................................vii Topic C: Re-keying the course ..........................................................................x
Getting started
1-1
Topic A: The Visio 2010 interface .................................................................. 1-2 Topic B: Windows, stencils, and objects ........................................................ 1-14 Unit summary: Getting started ........................................................................ 1-24
Drawing tools
2-1
Topic A: Basic shapes and lines ...................................................................... 2-2 Topic B: Compound lines ............................................................................... 2-10 Topic C: Editing objects ................................................................................. 2-17 Unit summary: Drawing tools ......................................................................... 2-26
Basic diagrams
3-1
Topic A: Planning a diagram ........................................................................... 3-2 Topic B: Creating a basic diagram .................................................................. 3-4 Topic C: Working with text ............................................................................ 3-16 Topic D: Organization charts.......................................................................... 3-27 Unit summary: Basic diagrams ....................................................................... 3-31
Formatting drawings
4-1
Topic A: Formatting text ................................................................................. 4-2 Topic B: Formatting shapes and lines............................................................. 4-10 Unit summary: Formatting drawings .............................................................. 4-16
Working with pages
5-1
Topic A: File and print properties.................................................................... 5-2 Topic B: Working with background pages ..................................................... 5-13 Topic C: Working with links .......................................................................... 5-22 Unit summary: Working with pages ............................................................... 5-27
Network and brainstorming diagrams
6-1
Topic A: Network diagrams............................................................................. 6-2 Topic B: Rack diagrams ................................................................................. 6-12 Topic C: Brainstorming diagrams................................................................... 6-14 Unit summary: Network and brainstorming diagrams .................................... 6-21
Customization and reporting
7-1
Topic A: Layout and connection techniques.................................................... 7-2 Topic B: Shape properties .............................................................................. 7-13 Topic C: Reporting ......................................................................................... 7-20 Unit summary: Customization and reporting .................................................. 7-26
ii
Visio 2010: Basic
Course summary
S-1
Topic A: Course summary............................................................................... S-2 Topic B: Continued learning after class .......................................................... S-4
Glossary
G-1
Index
I-1
iii
Introduction
After reading this introduction, you will know how to: A Use ILT Series manuals in general. B Use prerequisites, a target student
description, course objectives, and a skills inventory to properly set your expectations for the course. C Re-key this course after class.
iv
Visio 2010: Basic
Topic A: About the manual ILT Series philosophy Our manuals facilitate your learning by providing structured interaction with the software itself. While we provide text to explain difficult concepts, the hands-on activities are the focus of our courses. By paying close attention as your instructor leads you through these activities, you will learn the skills and concepts effectively. We believe strongly in the instructor-led class. During class, focus on your instructor. Our manuals are designed and written to facilitate your interaction with your instructor, and not to call attention to manuals themselves. We believe in the basic approach of setting expectations, delivering instruction, and providing summary and review afterwards. For this reason, lessons begin with objectives and end with summaries. We also provide overall course objectives and a course summary to provide both an introduction to and closure on the entire course.
Manual components The manuals contain these major components: Table of contents Introduction Units Course summary Glossary Index Each element is described below. Table of contents The table of contents acts as a learning roadmap. Introduction The introduction contains information about our training philosophy and our manual components, features, and conventions. It contains target student, prerequisite, objective, and setup information for the specific course. Units Units are the largest structural component of the course content. A unit begins with a title page that lists objectives for each major subdivision, or topic, within the unit. Within each topic, conceptual and explanatory information alternates with hands-on activities. Units conclude with a summary comprising one paragraph for each topic, and an independent practice activity that gives you an opportunity to practice the skills you’ve learned. The conceptual information takes the form of text paragraphs, exhibits, lists, and tables. The activities are structured in two columns, one telling you what to do, the other providing explanations, descriptions, and graphics.
Introduction
v
Course summary This section provides a text summary of the entire course. It is useful for providing closure at the end of the course. The course summary also indicates the next course in this series, if there is one, and lists additional resources you might find useful as you continue to learn about the software. Glossary The glossary provides definitions for all of the key terms used in this course. Index The index at the end of this manual makes it easy for you to find information about a particular software component, feature, or concept.
Manual conventions We’ve tried to keep the number of elements and the types of formatting to a minimum in the manuals. This aids in clarity and makes the manuals more classically elegant looking. But there are some conventions and icons you should know about. Item
Description
Italic text
In conceptual text, indicates a new term or feature.
Bold text
In unit summaries, indicates a key term or concept. In an independent practice activity, indicates an explicit item that you select, choose, or type.
Code font
Indicates code or syntax.
Longer strings of ► code will look ► like this.
In the hands-on activities, any code that’s too long to fit on a single line is divided into segments by one or more continuation characters (►). This code should be entered as a continuous string of text.
Select bold item
In the left column of hands-on activities, bold sans-serif text indicates an explicit item that you select, choose, or type.
Keycaps like e
Indicate a key on the keyboard you must press.
vi
Visio 2010: Basic
Hands-on activities The hands-on activities are the most important parts of our manuals. They are divided into two primary columns. The “Here’s how” column gives short instructions to you about what to do. The “Here’s why” column provides explanations, graphics, and clarifications. Here’s a sample: Do it!
A-1:
Creating a commission formula
Here’s how 1 Open Sales
Here’s why This is an oversimplified sales compensation worksheet. It shows sales totals, commissions, and incentives for five sales reps.
2 Observe the contents of cell F4 The commission rate formulas use the name “C_Rate” instead of a value for the commission rate.
For these activities, we have provided a collection of data files designed to help you learn each skill in a real-world business context. As you work through the activities, you will modify and update these files. Of course, you might make a mistake and therefore want to re-key the activity starting from scratch. To make it easy to start over, you will rename each data file at the end of the first activity in which the file is modified. Our convention for renaming files is to add the word “My” to the beginning of the file name. In the above activity, for example, a file called “Sales” is being used for the first time. At the end of this activity, you would save the file as “My sales,” thus leaving the “Sales” file unchanged. If you make a mistake, you can start over using the original “Sales” file. In some activities, however, it might not be practical to rename the data file. If you want to retry one of these activities, ask your instructor for a fresh copy of the original data file.
Introduction
vii
Topic B: Setting your expectations Properly setting your expectations is essential to your success. This topic will help you do that by providing: Prerequisites for this course A description of the target student A list of the objectives for the course A skills assessment for the course
Course prerequisites Before taking this course, you should be familiar with personal computers and the use of a keyboard and a mouse. Furthermore, this course assumes that you’ve completed the following courses or have equivalent experience: Windows 7: Basic, Windows XP: Basic, or Windows Vista: Basic
Target student This course is for students who have little or no Visio experience. You will get the most out of the course if your goal is to become proficient using Visio to create flow diagrams, basic organization charts, and network diagrams.
Course objectives These overall course objectives will give you an idea about what to expect from the course. It is also possible that they will help you see that this course is not the right one for you. If you think you either lack the prerequisite knowledge or already know most of the subject matter to be covered, you should let your instructor know that you think you are misplaced in the class. After completing this course, you will know how to: Navigate in a file, change view settings, identify interface components, use Visio Help; work with windows and stencils; and select, scale, and resize objects. Draw and reshape objects; work with compound lines; duplicate objects; and align, distribute, group, and rotate objects. Plan a flowchart; use master shapes; connect shapes in a diagram; work with text; and create a simple organization chart. Format text and text blocks, control attributes including font size, text color, margins, alignment, and line spacing, apply style themes and effects, and format shapes and lines. Set file, page, and print properties; use Print Preview; create print headers and footers; print a drawing; work with background pages; use fields to display information; and create hyperlinks. Create network, rack, and brainstorming diagrams, and import and export data. Use guides to precisely align and glue shapes, add new connection points to a shape, set properties for shapes, create and apply custom properties, create and run reports, format a report table, and update a report.
viii
Visio 2010: Basic
Skills inventory Use the following form to gauge your skill level entering the class. For each skill listed, rate your familiarity from 1 to 5, with 5 being the most familiar. This is not a test. Rather, it is intended to provide you with an idea of where you’re starting from at the beginning of class. If you’re wholly unfamiliar with all the skills, you might not be ready for the class. If you think you already understand all of the skills, you might need to move on to the next course in the series. In either case, you should let your instructor know as soon as possible. Skill Creating a new file Identifying interface components Using Visio Help Navigating in a Visio drawing Changing View settings Modifying stencils Selecting, scaling, and resizing objects Drawing objects and changing their size Working with compound lines Duplicating objects Aligning, distributing, grouping, and rotating objects Planning a flowchart Using master shapes Connecting shapes in a diagram Working with text Creating an organization chart Formatting text and text blocks Formatting shapes and lines Applying style themes and effects Setting file properties Creating and applying background pages Creating hyperlinks
1
2
3
4
5
ix
Introduction Skill Using Print Preview Creating print headers and footers Printing a diagram Creating network diagrams Creating rack diagrams Creating brainstorming diagrams Importing and exporting XML data Using guides to precisely align and glue shapes Creating new connection points Setting properties for shapes Creating custom properties Creating and modifying reports
1
2
3
4
5
x
Visio 2010: Basic
Topic C: Re-keying the course If you have the proper hardware and software, you can re-key this course after class. This section explains what you’ll need in order to do so, and how to do it.
Hardware requirements Your personal computer should have: A keyboard and a mouse 500 MHz processor (or higher) At least 256 MB RAM At least 1.5 GB of available hard disk space A CD-ROM or DVD drive An SVGA monitor (1024×768 or higher resolution)
Software requirements You will also need the following software: Windows 7, Windows XP, or Windows Vista, updated with the most recent service packs Note: This course was written using Windows 7. If you use another version of Windows, the screens will look different. Microsoft Visio Professional 2010 Microsoft Excel 2010 or later (If this is not installed, you will not be able to complete activities C-2, C-3, and C-4 in the unit titled “Customization and reporting.”) If you are using a version of Windows older than Windows 7, install a printer driver. (An actual printer is not required, but if a printer driver is not installed on older versions of Windows such as XP or Vista, activities A-2 and A-3 in the unit titled “Working with pages” might not work as written.)
Network requirements The following network components and connectivity are also required for rekeying this course: Internet access, for the following purposes: – Downloading the latest critical updates and service packs – Downloading the student data files from www.axzopress.com (if necessary)
Introduction
xi
Setup instructions to re-key the course Before you re-key the course, you will need to perform the following steps. 1 Use Windows Update to install all available critical updates and service packs. 2 If using a flat panel display, we recommend using the panel’s native resolution for best results. Color depth/quality should be set to High (24 bit) or higher. Please note that your display settings or resolution may differ from the author’s, and so your screens might not exactly match the screen shots in this manual. 3 If necessary, reset any Visio defaults that you have changed. If you do not wish to reset the defaults, you can still re-key the course, but some activities might not work exactly as documented. 4 If you have the data disc that came with this manual, locate the Student Data folder on it and copy it to the desktop of your computer. If you don’t have the data disc, you can download the student data files for the course: a Connect to www.axzopress.com. b Under Downloads, click Instructor-Led Training. c Browse the subject categories to locate your course. Then click the course title to display a list of available downloads. (You can also access these downloads through our Catalog listings.) d Click the link(s) for downloading the student data files. e Create a folder named Student Data on the desktop of your computer. f Double-click the downloaded zip file(s) and drag the contents into the Student Data folder.
xii
Visio 2010: Basic
1–1
Unit 1 Getting started Unit time: 50 Minutes Complete this unit, and you’ll know how to: A Identify components of the Visio 2010
interface, navigate a Visio drawing, and get help using Visio. B Manipulate windows and stencils, and
select, scale, and resize objects.
1–2
Visio 2010: Basic
Topic A: The Visio 2010 interface Explanation
With Visio 2010, you can create a variety of complex diagrams that are dynamic and data-driven. For example, you can create organizational charts, floor plans, circuit diagrams, network diagrams, and Web site maps, to name just a few. After you create a diagram in Visio, you can use it in other Office applications, such as Word, Excel, and PowerPoint. Before you begin creating graphics in Visio, you should become familiar with the Visio interface and tools.
The Fluent interface and Ribbon Visio 2010 uses Microsoft’s “Fluent interface,” which makes it faster and easier for you to find the commands you need. The Ribbon is the main feature of the interface and shows the most frequently used commands rather than hiding them inside menus. When you click a Ribbon tab (such as Home, Insert, or Design), the Ribbon displays separate groups of related commands. For example, Exhibit 1-1 points to the Tools and Shape groups on the Home tab. Some tools are buttons you click to take an immediate action, while others expand to display menus, lists, or galleries with more options. (A gallery is a collection of style options represented graphically to provide a simple preview.) While most of Visio’s interface components are unique to Visio, several features and commands are common to all Microsoft Office 2010 applications. Ribbon tabs
Shapes window
Ribbon Drawing window
Exhibit 1-1: The Visio 2010 interface
Ribbon groups
Getting started
1–3
Components of the interface The Visio workspace is divided into two main sections, the Shapes window and the Drawing area or “page.” The elements of the workspace are described in the following table. Item
Description
Ribbon
Contains Visio’s tools and commands, which are organized in logical groups and divided across separate tabs, which change based on the current file or template in use.
Ribbon tabs
Each tab displays groups of related commands. Visio’s main Ribbon tabs are File, Home, Insert, Design, Data, Review, and View. Some Ribbon tabs are contextual— they appear only if the object they control is inserted or selected.
Ribbon groups
Commands on each Ribbon tab are organized logically in groups. For example, commands for formatting text are arranged together in the Font and Paragraph groups on the Home tab.
Shapes window
Displays the stencils associated with the current file or template. Stencils are collections of related shapes. Each stencil is specialized for a specific type of drawing. You can open multiple stencils with each drawing.
Drawing window
The area of the interface that displays the page you’re working on. The top and left sides of the Drawing window show rulers that display measurement units to help you precisely position objects in a drawing. Rulers also provide access to guides that help you align objects and shapes while drawing. Page tabs at the bottom of the Drawing window allow you to switch between pages in a multi-page drawing. To switch to a different page, click one of the tabs. You can also use the navigation buttons to the left to scroll page tabs.
Visio also incorporates standard Office application components such as the title bar, which displays the name of the current document at the top of the window, and the status bar, which is located at the bottom of the application window and displays the page number, View commands, and the Zoom controls. Minimizing the ribbon While the Ribbon makes it easy to access frequently used commands, it also takes up a lot of space on the screen. You might prefer to minimize the Ribbon at times to have more screen space in which to work. You can minimize the Ribbon either by clicking the Minimize the Ribbon button or by double-clicking the active tab. The Minimize the Ribbon button is the caret-shaped button at the right end of the Ribbon. When the Ribbon is minimized, you can click a tab to temporarily show it to access a command. The Ribbon will be displayed until you click a command or click elsewhere in the window. Then it will be hidden again. To expand the Ribbon and keep it expanded, click the Expand the Ribbon button (the downward-pointing caret) or doubleclick a tab.
1–4
Visio 2010: Basic The Quick Access toolbar The Quick Access toolbar, shown in Exhibit 1-2, provides a convenient location for frequently used commands. By default, the Save, Undo, and Repeat/Redo commands are available. You can personalize the Quick Access toolbar by adding commands that you use frequently. The Quick Access toolbar is located above the Ribbon by default, but you can display it below the Ribbon. To do so, click the arrow on the right side of the toolbar and choose Show Below the Ribbon from the Quick Access Toolbar menu. Quick Access toolbar
Dialog box launchers
Exhibit 1-2: Additional interface components Dialog box launchers In some Ribbon groups there are more commands and settings than can be displayed on the Ribbon. Dialog boxes are available to display more options when necessary. To open a dialog box, click the dialog box launcher in the lower-right corner of a Ribbon group, as shown in Exhibit 1-2. In this example, the launchers in both groups open the Text dialog box, with either the Font tab or Paragraph tab active by default. The Backstage view The “Backstage view” displays commonly used file-management commands, such as Open, Save As, and Print. This is where you manage your documents and related data. To open the Backstage view, click the File tab. In Backstage view, you can also create a file or see a list of recently opened files, manage information about a file, such as permissions and properties, and change application settings. Visio file types There are three types of Visio files: drawings (.vsd files), stencils (.vss files), and templates (.vst files). Templates contain the associated stencils, page layout, and styles used to format shapes, text, and other drawing objects. You can use one of Visio’s builtin templates, or you can create your own. By default, the Open dialog box displays only Visio drawing files. To select a different file type, use the File types list, which includes all Visio file types as well as file types from some other applications. When you import a drawing from another application, the file is converted to Visio format.
Getting started Do it!
A-1:
1–5
Exploring the Visio 2010 interface
The files for this activity are in Student Data folder Unit 1\Topic A.
Here’s how 1 Click Start Choose All Programs, Microsoft Office,
Here’s why (The Start button.) To display the Start menu. To start Visio.
Microsoft Visio 2010
2 Locate the File tab
The blue File tab is active by default. This displays the Backstage view, which provides options for creating new files and managing documents.
3 Click Open
The Open dialog box appears.
Navigate to the current topic folder Select Overview.vsd Click Open
To open the file.
4 Locate the title bar The title bar shows the name of the open file and the application name.
5 Locate the Quick Access toolbar
This area of the interface provides a convenient location for the most frequently used commands. You can customize the commands that appear on the Quick Access toolbar.
6 Locate the Ribbon
The Ribbon is divided into tabs. When you open a file, the Home tab is active by default.
7 Locate the Shapes window
(The left pane.) This area displays the stencils associated with the current file or template. Stencils are collections of related shapes.
8 Observe the Home tab
The Home tab is divided into groups: the Clipboard, Font, Paragraph, Tools, Shape, Arrange, and Editing groups. Each group contains related commands and menus.
1–6
Visio 2010: Basic 9 Click the Insert tab
To display its command groups on the Ribbon.
In the Illustrations group, point as shown
After a few moments, a ScreenTip appears, describing the functionality of the Picture button. You can point to any command to view information about that command.
10 Locate the Drawing window
Locate the rulers
This area displays the pages that you’ll create and edit. By default, a grid is visible on empty areas of the page. You can use the grid to help you place objects precisely. (On the top and left sides of the Drawing window.) The rulers can help you to line up and arrange objects precisely.
11 Click the Design tab
To view the design-related commands and options.
12 In the Page Setup group, click
(The dialog box launcher is in the lower-right corner of the Page Setup command group.) To open the Page Setup dialog box. You can use dialog boxes to access additional options.
Click Cancel
To close the dialog box.
13 At the right end of the Ribbon, click
To minimize the Ribbon, giving you more space to work with your diagrams.
14 Click
To expand the Ribbon.
15 Double-click the Design tab
To minimize the Ribbon.
16 Click the Insert tab
To temporarily expand the Ribbon.
Click an empty area on the page
17 Double-click the Home tab Click an empty area on the page
The Ribbon is minimized again. Clicking a tab once does not return the Ribbon to its default state. To expand the Ribbon. The Ribbon is not minimized—double-clicking a tab when the Ribbon is minimized returns the Ribbon to its default state.
Getting started
1–7
Visio overview Explanation
Visio is a vector-based illustration tool. Vector images are composed of mathematically computed lines, resulting in sharp images that are not resolution-dependent (as bitmap images are). Bitmap images are composed of dots called pixels, the smallest unit of color that a monitor can display. The number of pixels per square inch determines the resolution, or fineness of detail. The more pixels per inch an image has, the greater its resolution. High-resolution images are sharp but can result in large files. Although Visio is a vector-based application, you can include bitmap images, such as photographs, in your illustrations. Shapes, stencils, and styles The basic drawing object in a Visio file is a shape. Shapes are grouped together on stencils. Stencils hold the basic master shapes, or building blocks, used for specific types of drawings. Stencils are designated by the type of drawing they’re best suited for. For example, for flowchart diagramming, you use the flowchart stencil. In addition, you can use drawing tools to create basic objects such as lines and boxes. By drawing and editing basic shapes, you can create different elements that you can combine with other objects to create complex drawings. By modifying object attributes, called styles, you can produce a variety of design features and effects. For example, you can apply colors, shadows, fill patterns, line properties, and many other formats.
Navigation and viewing tools As you work, you’ll likely need to open or close certain windows, or zoom in and out of certain areas of a drawing to see things more clearly. Visio provides several tools that you can use to view and navigate a drawing. The View tab You can quickly change view settings by using the commands and options on the View tab. For example, you can show or hide various elements of the work area, enable or disable visual aids, and zoom in and out of a particular region.
1–8
Visio 2010: Basic Zooming While working on a drawing, you might want to zoom in to see certain areas more clearly. One way to zoom in and out is to use the Zoom dialog box. On the View tab, click the Zoom button to open the Zoom dialog box, which contains several magnification levels to choose from, as shown in Exhibit 1-3. You can also select Percentage and then enter your own zoom level. Another way to open the Zoom dialog box is to click the percentage value on the right side of the status bar.
Exhibit 1-3: The Zoom dialog box Zooming with the keyboard You can also zoom in and out of drawings quickly by using combined keyboard commands and mouse clicks. To zoom in, press Ctrl+Shift and click the drawing. To zoom out, press Ctrl+Shift and right-click the drawing. The Zoom slider Another option for adjusting the display magnification is the Zoom slider, shown in Exhibit 1-4. The Zoom slider is located on the right side of the status bar, at the bottom of the Visio window. You can click the minus sign to zoom out or the plus sign to zoom in. Or, you can drag the slider to the left or right to set the desired zoom level. The current zoom level is displayed to the left of the Zoom slider. Zoom level
Zoom slider
Pan & Zoom
Exhibit 1-4: The Zoom slider Pan & Zoom You can also use the Pan & Zoom tool to navigate a drawing. When you click the Pan & Zoom Window button, shown in Exhibit 1-4, a small window opens, showing a thumbnail of the current drawing. A red box represents the area on the drawing currently in view in the Drawing window. You can click anywhere on the thumbnail to move the focus to that region, or drag from inside the red box to move the focus. This is called panning. You can also use the keyboard arrow keys to control panning in the Pan & Zoom window.
Getting started
1–9
You can drag on the thumbnail to define a new panning region (red box). To close the Pan & Zoom window, click the X in the lower-right corner of the Pan & Zoom window. Do it!
A-2:
Changing view settings
Here’s how 1 Click the View tab
Here’s why To display the View commands and options.
In the Show group, uncheck
To turn off the rulers. The rulers can help you to arrange items precisely.
Uncheck Grid
To turn off the grid display on empty areas of the page. The grid is another visual aid to help to you place and arrange items precisely.
Ruler
2 Turn the ruler and grid back on 3 Click Zoom Select 100% and click OK 4 In the status bar, click 100%
To open the Zoom dialog box. To view the page at actual size. To open the Zoom dialog box again. (The status bar displays the current zoom level.)
Select Percentage
You’ll specify a magnification value that is not a default option in the list.
Type 67 and press e
To set the zoom level to 67%.
5 Press and hold c + s
The mouse pointer changes to a magnifying glass with a plus sign in the middle.
Click the yellow diamond shape three times
(While continuing to hold Ctrl+Shift.) To zoom in on the diamond shape.
What is the current zoom level? 6 Press and hold c + s Using the right mouse button, drag the pointer across the page
(While continuing to hold Ctrl+Shift and the right mouse button.) The pointer changes to a small hand and drags the page around the drawing area. You might prefer this method to using the horizontal and vertical scroll bars.
1–10
Visio 2010: Basic 7 Right-click an area of the page three times
(While continuing to hold Ctrl+Shift.) To zoom out.
Release c + s 8 On the Status bar, click
a few
To zoom out.
times 9 Drag the slider to the right, as shown To zoom in.
10 On the status bar, click
(The Pan & Zoom Window button.) The Pan & Zoom window opens in the lower-right corner. A red rectangle shows the area currently visible in the Drawing window.
From inside the red box, drag to another location in the thumbnail
To pan to that region of the drawing.
Click any shape in the thumbnail outside of the red box
The red box moves to that location, bringing the shape into view in the Drawing window.
11 Close the Pan & Zoom window
Click the “X” in the lower-right corner.
12 Click
(To the right of the Zoom slider.) To fit the page into the current window size.
Getting started
1–11
Page navigation Explanation
Drawings may contain more than one page. To navigate through a multi-page drawing, click the page tabs at the bottom of the Drawing window. You can also cycle through drawing pages by pressing Ctrl+Page Up and Ctrl+Page Down. If your file contains many pages, some of the page tabs might be hidden, and you’ll need to scroll to view them. You can navigate page tabs by using the controls on the left side, shown in Exhibit 1-5. Using these controls brings only page tabs into view, not actual drawing pages. Page tab controls
Page tabs
Exhibit 1-5: Page tabs and controls Renaming pages By default, pages are numbered (Page-1, Page-2, Page-3, etc.), but you can rename them more descriptively. Renaming pages is useful if the drawing has many pages, because you can locate the exact chart or diagram you want based on the page title instead of cycling through to find the one you want. To rename a page, double-click the page tab, type the new name, and press Enter. Or, you can right-click the page tab, choose Rename from the menu, type the new name, and press Enter. Do it!
A-3:
Navigating through drawing pages
Here’s how
Here’s why
1 Locate the Page tabs
(At the bottom of the Drawing area.) Page-1 is active; it’s the default name of the active page.
2 Click the Page-2 tab
To go to the second page.
3 Press c + v
To go to the third page.
Press c + v again 4 Double-click the Page-1 tab
To go to the fourth page. To return to the first page and select the page title. You’ll rename this page.
5 Type Production Press e
To rename the page.
1–12
Visio 2010: Basic
Visio Help Explanation
As you begin to work with Visio on your own, you’ll likely encounter windows or stencil objects that you aren’t familiar with. Visio provides a comprehensive Help system to support you as you work. There are several ways you can get information about Visio components and techniques. The Help window The Visio Help window, shown in Exhibit 1-6, provides assistance and information on practically all Visio-related topics. You can use it to search for specific content by using keywords or by selecting from a list of topics in the table of contents. To open the Visio Help window, click the question-mark icon in the upper-right corner of the Visio window, or press F1. You can also open the Help window by clicking the “More…” links in the ScreenTips.
Exhibit 1-6: The Visio Help window with an expanded table of contents ScreenTips ScreenTips are another way you can get more information about components of the Visio environment. As shown in Exhibit 1-7, ScreenTips appear when you point to Ribbon tools or stencil shapes.
Getting started
1–13
Exhibit 1-7: An example of a ScreenTip Do it!
A-4:
Getting help using Visio 2010
Here’s how 1 In the Shapes window, click
Here’s why To display basic and frequently used shapes.
Quick Shapes
Point to the Rectangle shape
A ScreenTip appears, indicating that you can drag the shape onto the page.
2 Click More…
To open the Visio Help window.
3 On the Help toolbar, click
(The Show Table of Contents button.) To show the contents of the Help system, organized by topics.
4 Under Table of Contents, click
To display subtopics and documents for shapes and text.
Creating diagrams
5 Click Find more shapes and stencils
Information on the selected topic appears in the window.
6 Close the Visio Help window
Click the Close button in the upper-right corner of the window.
7 Click
(At the top of the Visio window.) To open the Visio Help window again. The Table of Contents pane is open if it was open when the window was last closed.
8 Click in the Search box
(Under the Help toolbar.) To place the insertion point.
9 Type ribbon and press e
Several topics about the Ribbon appear in the Help window.
10 Click Customize the Ribbon
To view information on customizing the Ribbon.
11 Close the Visio Help window 12 Close Overview.vsd
Don’t save changes.
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Visio 2010: Basic
Topic B: Windows, stencils, and objects Explanation
As you work on a diagram, you might want to change the default layout of the Shapes window or individual stencils. You can customize many items of the workspace to suit your preferences.
Docked windows vs. anchored windows You can either dock windows or anchor them. A docked window is attached to the left or right side of the application window, and it stretches across the entire height of the screen, regardless of its content. The default position of the Shapes window is an example of a docked window. To dock a window, drag it to the left or right side of the application window until it snaps into place. An anchored window is attached to an edge of the Drawing window, and you can manually change its width and height. You can also temporarily hide or expand anchored windows by clicking the AutoHide button. With AutoHide activated, the window’s contents are shown only when you point to the window. When you point outside the window, it collapses automatically. To anchor a window, slowly drag from its title bar toward an edge of the Drawing window until it snaps into place. Floating windows A floating window is neither docked nor anchored, but floats independently wherever you want it on screen. For example, Exhibit 1-8 shows the Basic Shapes stencil as a floating window. You can manually resize a floating window by pointing to any of its four edges and then dragging.
Exhibit 1-8: A floating stencil window To float a docked or anchored window, drag its title bar toward the center of the Drawing window. You can also right-click the title bar and choose Float Window. After you have floated a window, you can drag it anywhere in the work area. However, if you drag too close to an edge of the work area, the window will automatically snap to that edge and will be either anchored or docked. You can prevent this by holding down the Ctrl key as you drag. To dock a floating window, right-click its title bar and choose Dock Window.
Getting started
1–15
Working with stencils When you create a drawing based on a template, only the stencils associated with the template are shown by default. You can open new stencils by choosing them from the More Shapes menu. By default, open stencils are grouped together in the Shapes window, and only one set of stencil shapes is visible at a time. To switch stencils, click the title bar of the stencil you want to view. To close a stencil, right-click its title bar and choose Close. You can arrange stencil windows using the same techniques mentioned earlier, except there’s no Dock Window command. To dock a floating stencil, drag it onto the Shapes window. Changing the stencil display You can view additional information on individual stencil shapes by right-clicking a stencil’s title bar and choosing an option from the View submenu. The options are Icons and Names (the default option), Names Under Icons, Icons Only, Names Only, and Icons and Details.
1–16 Do it!
Visio 2010: Basic
B-1:
Working with windows
The files for this activity are in Student Data folder Unit 1\Topic B.
Here’s how
Here’s why
1 Open Operations.vsd
From the current topic folder.
2 Observe the Shapes window
Several stencils are open: Quick Shapes, Network and Peripherals, Basic Shapes, and Cross-Functional Flowchart Shapes.
3 Click Network and
The shapes in the Network and Peripherals stencil are displayed.
Peripherals
4 Click Basic Shapes
To view the shapes in the Basic Shapes stencil. You can open and close stencils as you need them.
5 Click More Shapes
To open a menu of stencils.
6 Choose Business, Brainstorming,
The Brainstorming Shapes stencil is added to the Shapes window.
Brainstorming Shapes (US units)
7 Point to the Shapes window title bar, as shown The pointer changes to indicate that you can move the Shapes window.
8 Press and hold c Drag the Shapes window onto the Drawing window 9 Double-click the Shapes window title bar 10 Right-click the Brainstorming Shapes stencil’s title bar
The Shapes window is now a floating window. Pressing Ctrl as you drag prevents the window from docking to other parts of the work area. To re-dock the Shapes window.
A menu opens.
Choose Float Window
The stencil becomes a floating window.
Drag the floating window to the center of the Drawing window
(Drag from its title bar.) You’ll anchor the stencil to the left edge of the drawing area.
Getting started
1–17
11 Slowly drag the floating stencil to the lower left corner so that it snaps into place, as shown
12 Point to the right edge of the anchored window, as shown
The pointer changes to indicate that you can resize the window.
Drag to the right until the window widens to show more shapes
13 On the left side of the window, click
The Turn On AutoHide button.
14 Point away from the window
When you move the pointer away, the window automatically collapses so that just the title bar is visible.
Point to the Brainstorming Shapes title bar 15 On the title bar, click 16 Close Operations.vsd
To expand the window again.
To close the Brainstorming Shapes stencil.
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Visio 2010: Basic
Editing objects Explanation
In Visio, objects are shapes, connector lines, or any other items in a drawing. You need to select objects before you can change them. For example, after you select an object or group of objects, you can move or resize them. Selection methods To select an object, first verify that the Pointer tool is selected and then click the object you want to select. (The Pointer tool is on the Home tab, in the Tools group.) When you select an object, a selection box appears around it, as shown in Exhibit 1-9. The selection box has eight selection handles. You can use the handles to resize or rotate the object. Selection box
Selection handles
Exhibit 1-9: A selected object At times you’ll need to select more than one object. For example, you might want to move objects simultaneously or change their color. Instead of selecting and changing each object individually, you can select them all and make your changes to all of them at the same time. You can select multiple objects by: Holding the Shift key as you click the objects Dragging a marquee around the objects You can also use the options in the Select menu, in the Editing group on the Home tab. Click Select and choose Select All. This selects all objects on the page. Click Select and choose Select by Type. Then select the desired options and click OK. Click Select and choose Lasso Select. Then draw a freeform shape around the objects. Moving an object After you select one or more objects, you can drag them to a new location in the drawing. When you want to move an object, remember to point to the middle of the object. Otherwise, if the pointer gets too close to a selection handle, you might accidentally resize the object instead of moving it. If you inadvertently resize or move an object, press Ctrl+Z to undo the change, or click the Undo button on the Quick Access toolbar.
Getting started
1–19
Saving a Visio file You should save your work regularly. To save a file, you have two options: Save and Save As. When you use the Save command, Visio updates the open file with its current name in its current location. You can use the Save button on the Quick Access toolbar or press Ctrl+S. Use the Save As command to save the active file with a different name and/or in a different location. (This creates a copy of the file, unless you’re saving it for the first time.) If you’re working on a new drawing that has never been saved, you’ll automatically be prompted to provide a name and location for the file in the Save As dialog box.
1–20 Do it!
Visio 2010: Basic
B-2:
Selecting and moving objects
The files for this activity are in Student Data folder Unit 1\Topic B.
Here’s how 1 Open Selecting.vsd
Here’s why From the current topic folder.
Save the file as My Selecting 2 On the Home tab, in the Tools group, verify that the Pointer tool is selected
This is the default selection tool.
3 Click the yellow star
To select it. Selection handles appear around the shape.
4 Drag the selected star to the bottom of the drawing
Drag from the center of the shape.
5 Press c + Z
To undo the move.
6 Point between the blue triangle and the star
You’ll drag to select the star, square, polygon, and line shapes.
7 Drag the pointer diagonally (down and to the right) to select the three shapes and the line
(Do not include the text.) A pink border appears around each object, and selection handles appear around the entire group of objects.
8 Point to the square
It’s always best to drag from the middle of the selected object or group.
Drag the objects below the text 9 Click a blank area of the drawing
To deselect the objects. Next, you’ll explore other selection methods.
10 In the Editing group, click Select Choose Select by Type…
Click Cancel
To open the Select by Type dialog box. If you have several different types of objects, you can use this dialog box to narrow down the selection.
Getting started 11 Press and hold s 12 Click the star, square, polygon, and line shapes
To select all of these objects.
Move the objects above the text 13 Deselect the objects
Click a blank area of the drawing.
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Visio 2010: Basic
Scaling and resizing Explanation
You can scale and resize an object by dragging its selection handles. Scaling maintains the height-to-width proportions, while resizing changes the size without maintaining the proportions. Scaling an object To scale an object, select it and point to any corner selection handle until the pointer changes to a double-headed arrow. Then, drag away from the object to increase the size proportionally, or drag toward the center of the object to decrease the size proportionally. Use corner handles to scale objects
Use center handles to resize objects
Exhibit 1-10: Scaling and resizing an object Resizing an object Use the center selection handles to resize an object without maintaining its proportions. This is useful if you want to stretch an object or otherwise change one of its proportions. To resize an object, point to any of the center selection handles and drag. You can also maintain an object’s proportions by holding down the Shift key and dragging a center selection handle.
Getting started Do it!
B-3:
1–23
Scaling and resizing an object
Here’s how
Here’s why
1 Select the star 2 Point to a corner selection handle
The pointer changes to a double-headed arrow.
Drag the handle away from the shape
(When you’re done, release the mouse button.) To increase the size of the star. The shape is scaled proportionally.
3 Deselect the star
Click a blank area of the drawing.
4 Select the polygon 5 Point to the center selection handle at the top of the shape Drag the handle up
To increase the height of the polygon.
Observe the polygon
The height increases but the width does not. Unlike rescaling the star, this isn’t a proportional change.
Deselect the polygon 6 Select the square Press and hold s Point to a center selection handle and drag toward the center 7 Save and close the file
(While continuing to hold Shift.) To decrease the size of the square proportionally.
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Visio 2010: Basic
Unit summary: Getting started Topic A
In this topic, you learned that Visio is a vector-based illustration tool, and you learned the difference between vector and bitmap images. You learned how to start Visio, open a file, and navigate in a drawing. You learned how to change view settings and navigate between pages. You also learned about the Visio interface and Help system.
Topic B
In this topic, you learned how to manipulate windows and stencils. You learned how to reposition stencils in the Shapes window and how to float and dock stencils in the work area. Finally, you learned how to select objects by using several methods, and you learned how to scale and resize objects.
Independent practice activity In this activity, you’ll open a file, change view settings, rename a page, move shapes, navigate between pages, and resize a shape. The files for this activity are in Student Data folder Unit 1\Unit summary. 1 Open Selection practice. 2 Save the file as My Selection practice. 3 Change the view setting in the Shapes window to Names Under Icons. 4 Zoom in to 100%. 5 Rename Page-1 as My shapes. 6 Move the triangle and the square shapes together to the bottom of the page, without moving the circle. 7 Go to the More shapes page. 8 Resize the star shape proportionally. 9 Make the oval long and thin by resizing it. 10 Save and close the drawing. (Don’t close Visio.)
Getting started
1–25
Review questions 1 Which of the following is not true about Visio? A Visio is a vector-based drawing program. B Most new drawings are based on templates. C Visio cannot work with bitmap images. D Stencils are collections of shapes. 2 What are Ribbon groups? Groups of related commands on each Ribbon tab
3 The three types of Visio files are ___________, stencils, and templates. drawings
4 Which of the following view techniques magnifies a portion of a drawing and enables you to move the page freely in any direction, without using the scroll bars? A Interactive zooming B Panning C Scaling D Magnifying 5 What’s the shortcut key to open the Visio Help window? A F5 B F4 C F10 D F1 6 Where are stencils located by default? In the Shapes window, to the left of the Drawing page
7 Name two ways you can select multiple objects. Answers may include:
Dragging to create a selection marquee Using the Shift key with the mouse Using options in the Select menu 8 What is the difference between scaling and resizing? Scaling maintains an object’s height-to-width proportions. Resizing changes an object’s size without maintaining its proportions.
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Visio 2010: Basic
2–1
Unit 2 Drawing tools Unit time: 45 Minutes Complete this unit, and you’ll know how to: A Draw and manipulate shapes. B Work with compound lines and use several
methods to duplicate objects. C Align, distribute, group, and rotate objects.
2–2
Visio 2010: Basic
Topic A: Basic shapes and lines Explanation
If the stencils don’t provide all the shapes you need, you can draw your own. Visio provides several tools for drawing shapes and lines.
Drawing tools To draw your own shapes, you use the Drawing tools, located in the Tools group on the Home tab. The drawing tools are described in the following table. Tool
Button
Use it to…
Line
Create single-segmented lines.
Arc
Create simple arcs.
Rectangle
Draw rectangles and squares. Hold the Shift key while using this tool to create a square.
Ellipse
Create ovals and circles. Hold the Shift key while using this tool to create a circle.
Pencil
Draw lines and arcs without changing tools, and reshape other objects.
Freeform
Create multi-segmented curved lines.
To create basic shapes, select the Rectangle, Ellipse, Arc, or Line tool, and then drag on the drawing area. An example is shown in Exhibit 2-1. Starting point
Drag to create the shape.
Exhibit 2-1: Using a drawing tool to create a basic shape
Drawing tools Do it!
A-1:
2–3
Drawing basic shapes
The files for this activity are in Student Data folder Unit 2\Topic A.
Here’s how 1 Open Drawing.vsd
Here’s why From the current topic folder.
Save the file as My Drawing Observe the first page
The shape outlines are guides to help you practice drawing.
Observe the Shapes window
There are currently no stencils associated with this file. You’ll practice creating shapes manually.
2 In the Tools group, point as shown
A ScreenTip indicates that this is the Rectangle tool. You can drag on the page to draw a rectangle.
Click the Rectangle tool and point anywhere on the page
The pointer changes to a crosshair with a small rectangle next to it.
3 Point to the upper-left corner of the rectangle, as shown
You’ll begin drawing from this corner.
4 Drag the pointer diagonally to the lower-right corner of the outline Release the mouse button
A black, dashed line appears, outlining the shape you’re drawing. As you drag, the status bar displays information about the size of the object. To view the rectangle and its control handles.
5 Click a blank area of the drawing page
To deselect the rectangle. By default, the shape is drawn with a thin black line.
6 Observe the shape of the pointer
The pointer still has a rectangle next to it.
Press s
The pointer shape changes to a square.
Release s
The pointer changes back to a rectangle.
7 Point to the upper-left corner of the square
2–4
Visio 2010: Basic 8 Press and hold s
You’ll draw a square.
Drag to the lower-right corner of the outline Release the mouse button and the s key 9 Click the arrow next to the Rectangle tool Select Ellipse and point anywhere on the page
(On the Ribbon, in the Tools group.) To open a menu of shape tools. The pointer now has an ellipse next to it.
10 Point to the start of the red guideline for the ellipse, as shown
11 Following the guideline, drag down diagonally Release the mouse button
To complete the ellipse shape. (You can click the Undo button or press Ctrl+Z if you want to start over.)
Deselect the ellipse 12 Using the same method, draw the circle
To draw the circle, you’ll need to press and hold the Shift key.
13 Save your changes
Click the Save button on the Quick Access toolbar or press Ctrl+S.
Drawing tools
2–5
Lines and arcs Explanation
You can create and edit lines and arcs by using the Line and Arc tools. To draw straight lines, select the Line tool and drag on the page. By default, Visio is configured to snap lines to 45-degree increments. When the line is at a 45-degree angle, a gray guideline appears and extends across the page. To constrain lines to 45-degree increments only, press and hold the Shift key as you drag. You can draw curved lines with the Arc tool. The direction of the arc depends on the direction you drag, as illustrated in Exhibit 2-2. For example, if you drag up and to the right, the arc will bend up and to the right. If you drag slightly down, and then up and to the right, the arc will bend in the opposite direction.
Exhibit 2-2: Drawing curved lines with the Arc tool
2–6 Do it!
Visio 2010: Basic
A-2:
Creating lines and arcs
Here’s how
Here’s why
1 Go to Page-2
At the bottom of the drawing, click the Page-2 tab.
2 Open the Tools menu
In the Tools group, click the arrow to the right of the currently selected tool.
Click
To select the Line tool.
3 Point to a blank area near the upper-left side of the page 4 Drag to the right to begin creating a horizontal line
At 45-degree increments, a gray guideline extends across the page.
Without releasing the mouse button, slowly drag down until a guideline appears again
The guideline indicates a 45-degree angle.
Release the mouse button
To create the line.
5 Press c + Z
To undo the line.
6 Press and hold s
To constrain the line to only 45-degree increments.
Drag in any direction 7 When the line is at a 45-degree angle, release the mouse button
Endpoints appear at both ends of the line.
Release s 8 Select the Pointer tool Point to one of the endpoints 9 Drag the endpoint up or down 10 From the Tools menu, select the Arc tool
The pointer changes to four arrows pointing in opposite directions. To change the angle of the line. You can use the Pointer tool to modify existing lines and shapes.
Drawing tools
2–7
11 In a blank area of the page, drag up and to the right
To create an arc. The direction you drag determines the direction of the arc. When you complete the arc, release the mouse button. Endpoints appear at both ends of the arc.
12 Press c + Z
To undo the arc.
13 In the same area, drag to the right and up
To create an arc in the opposite direction.
14 Save your changes
2–8
Visio 2010: Basic
Reshaping an arc Explanation
You can fine-tune an arc by reshaping and rotating it. If you select an arc with the Pointer tool, a control handle appears in the middle of the arc, in addition to endpoints at both ends. To change the curve of the arc, drag the center control handle, as shown in Exhibit 2-3. Drag the center control handle to reshape the arc’s curve
Exhibit 2-3: Reshaping an arc Reshaping with the Pencil tool You can also reshape arcs by using the Pencil tool. When you select the Pencil tool, the control handle in the center of the arc changes from a square to a circle, and eccentricity handles extend from it, as shown in Exhibit 2-4. You can drag the eccentricity handles to reshape the arc’s curve.
Eccentricity handles
Exhibit 2-4: Adjusting an arc with the Pencil tool
Drawing tools Do it!
A-3:
2–9
Reshaping an arc
Here’s how
Here’s why
1 Select the Pointer tool 2 Click the arc
(If necessary.) To select it. Endpoints appear at both ends, and a control handle appears in the center.
3 Drag either endpoint up or down
The arc pivots on its other endpoint and snaps at 45-degree increments, as lines do. If you drag around in a circle, you can rotate the arc.
Release the mouse button 4 Point to the control handle in the center of the arc Drag the control handle 5 From the Tools menu, select Pencil
The pointer changes to a two-headed arrow.
To reshape the arc’s curve. You can adjust the arc more precisely by using the Pencil tool. When you select the tool, the control handle in the arc changes from a square to a circle.
6 Click the center control handle
Two eccentricity handles appear, extending outward from the arc.
7 Drag either eccentricity handle up or down
To change the shape of the curve.
8 Save and close the file
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Visio 2010: Basic
Topic B: Compound lines Explanation
Simple lines consist of a single line segment. Compound lines consist of multiple line segments. You can create two types of compound lines in Visio. You can create a freeform line with the Freeform tool, or you can connect line segments by using the Line, Arc, and Pencil tools.
Freeform lines If you want to create a free-flowing compound line, use the Freeform tool. This tool creates exactly what you draw as you drag the pointer, similar to the way you draw with a pencil and paper. When you drag with the tool, Visio automatically creates multiple control points as needed to shape the curves, as shown in Exhibit 2-5.
Control points
Exhibit 2-5: A freeform line
Drawing tools Do it!
B-1:
2–11
Creating a freeform line
The files for this activity are in Student Data folder Unit 2\Topic B.
Here’s how 1 Open Lines.vsd
Here’s why From the current topic folder.
Save the files as My Lines 2 From the Tools menu, select
You’ll draw a freeform line.
Freeform
3 Point to the left end of the curved line at the top of the page
Using a smooth motion, drag to trace the curves of the line 4 Observe the line
5 Save your changes
As your hand changes direction, the line bends with it. (It does not need to exactly match the template line. You’ll continue to adjust the line later.) Visio automatically creates control points as necessary to control the curves of the line.
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Visio 2010: Basic
Using the Line and Arc tools to create compound lines Explanation
Another way you can create compound lines is to use the Line and Arc tools. Select the tool you want and then create each segment in succession. To begin a new segment, point to the endpoint of the previous segment and then drag. When you use this technique, the segments are connected by vertex points, the diamond-shaped points shown in Exhibit 2-6.
Vertex points
Exhibit 2-6: A compound line drawn with the Line and Arc tools
Drawing tools Do it!
B-2:
2–13
Creating a compound line with the Line and Arc tools
Here’s how 1 Select the Line tool
Here’s why From the Tools menu, select Line.
2 Drag to draw the straight line, as shown
3 Select the Arc tool 4 Point to the right endpoint of the new line
You’ll continue the line by drawing the first half of the arc.
Drag to the center point of the tracing arc and release the mouse button where shown
To draw half of the arc. The endpoints of both lines change to vertex points, indicating that the line is now a compound line.
5 Using the same technique, draw the second half of the arc Observe the line 6 Save your changes
Start at the vertex point at the end of the first arc. There are now four vertex points.
2–14
Visio 2010: Basic
Using the Pencil tool to create compound lines Explanation
You can also create compound lines with the Pencil tool, which can function as both the Line and Arc tools combined. The type of line segment you create is determined by the way you drag with the tool. Drag in a straight line to create straight line segments, and drag in the shape of an arc to create curved segments.
Do it!
B-3:
Creating a compound line with the Pencil tool
Here’s how 1 Verify that the compound line is selected Press d
Here’s why If necessary, click it to select it.
To delete the line. You’ll create the same line by using only the Pencil tool.
2 Select the Pencil tool 3 Draw the straight portion of the compound line 4 Point to the right endpoint
You’ll create the first part of the curve.
Using a smooth motion, drag slightly left, and then up and to the right, as shown
5 Using the same technique, draw the second half of the arc 6 Save your changes
Again, the curves don’t need to match the tracing line exactly.
Drawing tools
2–15
Adjusting compound lines Explanation
You can adjust compound lines by manipulating the control and vertex points. If you created a freeform line, you can make adjustments by moving the control points with either the Pointer tool or the Pencil tool. If you created a compound line with the Line, Arc, or Pencil tools, you can move control points as well as vertex points. In both types of compound lines, you can convert control points to vertex points, and you can add vertex points where there previously weren’t any. To do both, you need to use the Pencil tool. To convert a control point to a vertex point, Ctrl+click the control point you want to convert. To add a vertex point, point to a location on a segment where you want to add the point, and then Ctrl+click the segment.
2–16 Do it!
Visio 2010: Basic
B-4:
Manipulating compound lines
Here’s how 1 Select the freeform line Drag any control handle
Here’s why Click it. To change the curve for a portion of the line.
2 Reposition the other control points
As necessary to more precisely align the curves of the line with the curves in the tracing line.
3 Press and hold c, and click a blank portion of the line
To create a new vertex point. Eccentricity handles extend from the vertex point.
Drag the eccentricity handles to change the shape of the line
4 Click the compound line at the bottom of the page
To select it.
5 Drag the control point on the left side of the curve, as shown
To change the curve.
6 Press and hold c, and click the control point
To convert it to a vertex point. The segment is divided into two segments, and control points appear on both sides of the vertex point.
7 Drag the right control point down, as shown
To change the direction of the second segment.
8 Click a blank area of the page 9 Save and close the file
To deselect the line and view the results.
Drawing tools
2–17
Topic C: Editing objects Explanation
There are many ways you can edit shapes and lines. Some of the common techniques include duplicating, aligning, distributing, grouping, and rotating shapes.
Duplicating an object You can duplicate an object by using several methods. You can use the Copy and Paste commands on the Home tab (or use the keyboard shortcuts Ctrl+C and Ctrl+V). Or, you can hold down the Ctrl key as you drag an object. When you do this, Visio creates a duplicate of the object. You can also select an object and press Ctrl+D. Maintain alignment when duplicating If you duplicate an object by pressing Ctrl as you drag it, you can also use the Shift key to maintain its alignment. Be sure you do not press Shift until after you start dragging; otherwise, the tool will change to the Magnification tool. Using the F4 key to duplicate objects The F4 key functions as a Repeat key. In many cases, it repeats your last action. This can be useful when you’re duplicating an object by dragging because you not only get a duplicate of the object, but you also duplicate the distance you dragged that object.
2–18 Do it!
Visio 2010: Basic
C-1:
Duplicating objects
The files for this activity are in Student Data folder Unit 2\Topic C.
Here’s how 1 Open Objects.vsd
Here’s why From the current topic folder.
Save the file as My Objects Select the Pointer tool
If necessary.
2 Select the circle
You’ll duplicate it.
3 Point to the center of the circle and then press and hold c
A plus sign appears next to the pointer.
Drag the circle to the other end of the dotted line
To create a copy of the circle on the other end.
Release the mouse button; then release c
Otherwise, you will move the circle rather than copy it.
4 Press c + D Press c + D two more times
To create a duplicate circle that is offset from the original. To create two more copies of the circle.
5 Select the leftmost circle
The original circle.
6 Point to the center of the circle; then press and hold c
A plus sign appears next to the pointer.
Slowly begin dragging down
To begin creating a duplicate.
As you drag, press and hold s
To maintain vertical alignment for the duplicate circle.
7 Position the duplicate circle as shown and release the mouse button
After you release the mouse button, you can also release the Ctrl and Shift keys.
Drawing tools 8 Press $ Press $ two more times 9 Save your changes
2–19
To create a duplicate circle that is spaced the same distance that you spaced the original. To create two more evenly spaced duplicates.
2–20
Visio 2010: Basic
Object alignment Explanation
You’ll probably spend a lot of time moving and aligning objects in your drawings. There are many ways to accomplish these actions, but the easiest way to align objects is to use the options in the Position menu. For example, you can select several adjacent objects and then select Align Center from the Position menu to center the objects precisely. Reference objects When you align objects, the order in which you select them is critical. The first object you select is the reference object: all other objects you select will be aligned to it. When you select multiple objects, the reference object has a thick pink border, while the other selected objects have thin pink borders, as shown in Exhibit 2-7. Reference object
Exhibit 2-7: A reference object in a group of selected objects Use the Shift key to select multiple objects Earlier you learned how to select multiple objects by dragging to create a marquee. However, if you want to select specific objects but leave others unselected, you can hold down the Shift key and click the objects you want to select. You can also remove an object from a group of selected objects by Shift+clicking it. Live preview You can preview the effect of an alignment command by pointing to an option in the Position menu. For example, if you have selected multiple objects, open the Position menu and point to different alignment options; the objects move on the page to show you how that selected command will affect the shapes.
Drawing tools Do it!
C-2:
2–21
Aligning objects
Here’s how
Here’s why
1 Go to Page-2
You’ll left-align the three shapes.
2 Select the yellow shape
You’ll use this shape as the reference object.
3 Hold down s and click the other two shapes
The thick pink border around the yellow shape indicates that it’s the reference object.
In the Arrange group, click
(On the Home tab.) To open the Position menu.
Position
Point to Align Left
The shapes move on the page to show you the effect of this command on the selection.
Point to Align Top
The objects are aligned to the top of the reference object.
4 Select Align Left 5 Save your changes
To align the selected objects with the left side of the reference object.
2–22
Visio 2010: Basic
Object distribution Explanation
Distributing objects evenly spaces them from either their centers or their edges. The distance between the first and last objects determines the overall distance. All other objects are distributed evenly to fill the space between the first and last objects. You can distribute objects vertically or horizontally. To distribute objects, open the Position menu, point to Space Shapes, and select an option from the submenu. Or, you can select More Distribute Options to open the Distribute Shapes dialog box. The following table shows the buttons you’ll find in the Distribute Shapes dialog box and describes their function. Button
Function Top and bottom inside edges are spaced evenly apart. Top edges of objects are spaced evenly apart. Vertical centers of objects are spaced evenly. Bottom edges are spaced evenly apart. Left and right inside edges are spaced evenly apart. Left edges are spaced evenly apart. Horizontal centers of objects are spaced evenly apart. Right edges are spaced evenly apart.
Drawing tools Do it!
C-3:
2–23
Distributing objects
Here’s how
Here’s why
1 Go to Page-3 2 Select all of the light blue shapes
The leftmost shape should be the reference object. You’ll distribute these shapes vertically.
3 Open the Position menu Choose Space Shapes, More
To open the Distribute Shapes dialog box.
Distribute Options…
4 Under Vertical distribution, click
This setting will distribute the selected shapes evenly based on their bottom edges.
5 Click OK 6 Select only the dark blue shapes Add the light blue diamond shape to the selection 7 From the Position menu, choose Space Shapes, More
You’ll distribute these shapes horizontally.
To open the Distribute Shapes dialog box.
Distribute Options…
Under Horizontal distribution, click
This setting will distribute the selected shapes evenly according to their horizontal centers.
Click OK
The diamond shape is no longer vertically aligned with the light blue rectangles. To fix this, you’ll realign the light blue shapes, using the diamond shape as a reference object.
8 Deselect the shapes Select only the light blue diamond Add the other light blue shapes to the selection 9 From the Position menu, choose Space Shapes, Distribute Vertically
From the Position menu, choose Align Center
10 Save your changes
To align the shapes under the diamond.
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Visio 2010: Basic
Grouping Explanation
You can avoid the problem of staggered arrangements by grouping objects before you align or distribute them. Grouping holds objects together and allows them to act as a single object. Then, when you distribute or align the group, all of the objects in the group move together. To group objects, select the objects you want to group, click Group, and choose Group. To ungroup objects, select the group, click Group, and choose Ungroup. You can also group and ungroup objects by using the keyboard shortcuts Ctrl+G (to group) and Shift+Ctrl+U (to ungroup).
Do it!
C-4:
Grouping objects
Here’s how
Here’s why
1 Go to Page-4 2 Select the orange diamond and the shapes below it 3 Align the selected shapes to the center of the reference object
Choose Position, Align Center.
4 Press c + G
To group the selected shapes. Now there is only one set of selection handles.
5 With the group selected, press and hold s
You’ll select the other yellow objects.
Select the three yellow shapes Release s 6 Choose Position, Space Shapes, Distribute Horizontally
7 Save your changes
The yellow shapes are distributed uniformly using the group as a reference object.
Drawing tools
2–25
Rotating objects Explanation
You rotate objects around a point called the center of rotation by using rotate handles. When you select an object with the Rotate tool, the center of rotation appears in the middle of the object. In addition, a round Rotate Shape tool appears at the top of the selected object. You can use this tool to rotate the object clockwise or counterclockwise around the center of rotation. Moving the center of rotation You can move an object’s center of rotation. You might want to do this if you need to rotate one object around another. To move a center of rotation, you drag it to a new location. It’s still associated with the original shape.
Do it!
C-5:
Rotating an object
Here’s how
Here’s why
1 Switch to Page-5 2 Select the airplane
A circle appears above it.
3 Point to the circle
To activate the Rotate Shape tool. You’ll use it to rotate the airplane around its center of rotation.
Drag clockwise until the plane is rotated 45 degrees 4 Press c + Z Point to the circle
Use the status bar to determine the angle.
To undo the rotation. To activate the Rotate Shape tool again.
5 Point to the plane’s center of rotation
Observe the pointer 6 Drag the center of rotation to the center of the earth shape Rotate the plane 7 Save and close the file
It changes to a Center of Rotation icon. To move the center of rotation.
Around the earth shape.
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Visio 2010: Basic
Unit summary: Drawing tools Topic A
In this topic, you learned how to use drawing tools to create different shapes. You drew closed and open shapes and objects, and you learned how to reshape objects.
Topic B
In this topic, you learned how to use the Freeform tool. You also created compound lines by using the Line, Arc, and Pencil tools.
Topic C
In this topic, you learned how to duplicate, align, and distribute objects. You also learned how to group and rotate objects.
Independent practice activity In this activity, you’ll draw and duplicate shapes. You’ll also align, distribute, and rotate shapes. The files for this activity are in Student Data folder Unit 2\Unit summary. 1 Open Drawing practice. 2 Save the file as My Drawing practice. 3 Use the drawing tools to draw the shapes on Page-1. (Hint: Use the Freeform tool for Shape D.) 4 Go to Page-2 and draw the compound line shape. (Hint: You can use the Arc and Line tools or the Pencil tool.) 5 Go to Page-3 and create two duplicates of the circle. Place the duplicates under the original, and group the duplicates. 6 Go to Page-4 and align the shapes under the yellow diamond. 7 Distribute the shapes based on their vertical centers. 8 Go to Page-5 and rotate the sun around the earth. 9 Save and close the file. (Don’t close Visio.)
Drawing tools
2–27
Review questions 1 Which of the following tools can you use to draw a square in one stroke? A Rectangle B Line C Arc D Ellipse 2 What is the difference between simple and compound lines? Simple lines consist of a single line segment. Compound lines consist of multiple line segments.
3 Which key can you use to constrain the Line tool to draw lines in 45-degree increments? A Ctrl B Alt C Shift D Ctrl+Shift 4 What is the difference between a control handle and an eccentricity handle? The control handle symmetrically changes the curvature and acts as a pivot point when you’re using the eccentricity handles. The eccentricity handles change the angle and magnitude of the elliptical line from the arc, and they are used to lean the arc in a specific direction. They also maintain the symmetry of the arc.
5 Which of the following can you add to a freeform line to hold the line in place and provide control of each eccentricity handle? A Eccentricity handles B Vertex points C Control handles D Arc handles 6 Which of the following techniques holds objects together and allows them to act as one? A Rotating B Aligning C Distributing D Grouping
2–28
Visio 2010: Basic
3–1
Unit 3 Basic diagrams Unit time: 75 Minutes Complete this unit, and you’ll know how to: A Plan a diagram. B Create a basic diagram and insert, connect,
and modify shapes. C Insert and format text. D Create and modify organization charts.
3–2
Visio 2010: Basic
Topic A: Planning a diagram Explanation
With diagrams, you can present complex information graphically. One type of diagram is a flowchart, which typically represents a process. For example, a flowchart could depict the assembly of a motor on an assembly line. Another type of diagram is an organization chart, which shows a company’s structure. Visio provides other types of charts and diagrams you can use to represent a variety of information.
Design tips Effective design begins with an audience analysis. Ask yourself these questions to identify and understand your audience: Who will use this diagram? Why will they use it? What information is most important to them? The answers to these basic questions will help you target the right diagram to the right people. If you have a wide audience, the questions might be harder to answer. No matter who your audience is, it’s typically best to keep the diagram as simple as possible. Next, consider the design and purpose of your diagram. Will it be distributed online across a company network? Will you be printing the diagram? If so, will you print in color or black and white? If you are printing in color, use highly contrasting colors to make it easy for your audience to read the diagram and distinguish its components. Diagram shapes Each step, action, or idea in a diagram is represented by a shape. Some shapes are standard across most processes, such as those used in process mapping. If you’re creating a flowchart, your company might have a standardized set of flowchart symbols that you can use as a guide. Visio organizes commonly used shapes in stencils and incorporates these stencils into diagram templates. When you use a Visio template, the stencils most commonly used for that type of diagram are included in the file. The following guidelines can help you to select the proper shapes for your diagram: First, check to see if the shape you want to use is a standard shape for a particular action or function. Often the shapes found on the Basic stencil are enough to get started. If they’re not, many other stencils are available. Don’t try to reinvent the wheel. Research what your company has done in the past, and find out if there are any company standards you should be following. Choose a graphic whenever you can’t find the right shape. Often, a graphic can effectively convey a simple idea or action. Consider using a universal type of graphic, such as an industry icon. As you create the diagram, you don’t need it to be perfect. You might find a shape that’s better suited to the idea you want to convey after you’ve created the drawing. You can always go back and replace a shape without rebuilding the entire diagram.
Basic diagrams Do it!
A-1:
Discussing diagram planning
Questions and answers 1 What kind of information is typically best represented by a flowchart?
2 What is the first step you should take when planning a diagram?
3 If your diagram will be printed, what color factors should you consider?
4 If you can’t find the right shape to use, what’s a good alternative?
3–3
3–4
Visio 2010: Basic
Topic B: Creating a basic diagram Explanation
Master shapes are the basic building blocks of a Visio diagram. When you begin a diagram, stencils containing specific master shapes are automatically displayed in the Shapes window.
Inserting and connecting shapes You can add shapes to a diagram by dragging shapes from the stencils onto the page. Each shape serves a specific purpose and demonstrates a particular process or function in the diagram. For example, decision shapes in flowchart diagrams represent decisions within a flow of events, while process shapes represent specific steps or tasks. AutoConnect You can save time by using AutoConnect to connect shapes as you add them to the page. AutoConnect is optional but active by default in Visio 2010. When you point to a shape, direction handles appear, as shown in Exhibit 3-1.
AutoConnect handles
Exhibit 3-1: AutoConnect handles When you point to any of these handles, a toolbar of shapes is displayed, as shown in Exhibit 3-2. The shapes that are displayed are from the currently selected stencil. You can point to a shape to preview a connection, or click one to add and connect the shape.
Exhibit 3-2: The AutoConnect toolbar You can also add and connect new shapes by using the following techniques: Point to a shape on the page and click an AutoConnect handle. When you do, the last shape you selected in the stencil will automatically be added to the drawing and connected to the shape. Drag a shape from the stencil and hold it over an existing shape until the AutoConnect handles appear. Then move the shape over any of the AutoConnect handles and release the mouse button to add and connect it to the shape.
Basic diagrams
3–5
Moving and deleting shapes You will likely need to make ongoing adjustments as you work on a diagram. To delete a shape, select it and press delete. To move a shape, drag it to a desired location. When you move a shape, orange guides appear, indicating the alignment and spacing for precise shape placement. If you want to move multiple shapes at once, select them and drag the selection box to the desired location. Moving shapes does not remove their connections to other shapes. Do it!
B-1:
Adding, connecting, and moving shapes
The files for this activity are in Student Data folder Unit 3\Topic B.
Here’s how 1 Open Diagram.vsd
Here’s why From the current topic folder.
Save the file as My Diagram 2 Drag the Process shape onto the page
(From the Basic Flowchart Shapes stencil.) As you drag, the shape snaps to the grid increments.
3 Point to the shape you added
When you point to a shape, four blue AutoConnect handles appear, one on each side.
Click the bottom AutoConnect handle
Another Process shape is added below the existing one. However, you want to add a Decision shape.
4 Press c + Z
To undo the change.
5 In the Basic Flowchart stencil, click Decision
To select the Decision shape.
6 Point to the shape on the page
To view the AutoConnect handles.
Click the bottom AutoConnect handle 7 Point to the new shape Point to the bottom AutoConnect handle
To add and connect a Decision shape.
To view the AutoConnect handles. A toolbar appears with shapes from the currently selected stencil.
8 Point to the diamond shape
To preview adding and connecting this shape.
Click the diamond
To add and connect another Decision shape.
3–6
Visio 2010: Basic 9 Drag a Process shape and hold it over the first diamond
(Don’t release the mouse button.) When you position the new shape over the existing one, the AutoConnect handles appear.
Center the new shape over the right AutoConnect handle
The AutoConnect handle darkens to indicate that the shape will be connected off that point.
Release the mouse button
To add and connect the new shape.
10 Press g
To deselect the shape. Again, because you used AutoConnect, the new shape is automatically connected to the previous one.
11 Select the bottom Decision shape
(The diamond.) You’ll delete this shape.
Press d 12 Complete the flowchart as shown
To remove the shape.
Basic diagrams
3–7
13 Select the Process shape shown
Drag the shape down, as shown
The orange guides indicate the alignment and spacing of the shape relative to the other shapes.
14 Select the shapes shown
(Drag a marquee around them, or hold down the Shift key and click each shape.) You’ll move these shapes.
3–8
Visio 2010: Basic 15 Point to the right edge of the selection Drag the selection to the right
16 Save your changes
The pointer changes to a four-sided arrow, indicating that you can move the shapes in any direction. To add space between steps in the diagram.
Basic diagrams
3–9
Manually connecting shapes Explanation
After you have added shapes to a drawing, you can connect them to illustrate their relationship or flow. You have already connected shapes by using AutoConnect features. You can also manually connect drawings with the Connector tool. The Connector tool At times, you’ll probably want to connect shapes that are not next to each other. You can use the Connector tool to connect shapes that are not adjacent. On the Home tab, in the Tools group, select the Connector tool and then drag the pointer from a connection point on one shape to a connection point on another shape. Connect shapes in the direction of the process flow because arrows are automatically added to connecting lines that point in the direction in which the connection is made. To ensure that your shapes are properly connected, you can attach them at their connection points. When connected properly, the shapes are “glued.” This secures the shapes together so that when a shape is moved, the connection is not broken. Point-to-point connections When the Connector tool is selected and you point to a shape, the shape’s connection points come into view—the small blue x on each side. When you point to a connection point, it’s highlighted by a red box. You can drag a connector from one shape’s connection point to the connection point of another shape to create a point-to-point connection. With this type of connection, the connector remains “glued” to those connection points even if a shape is moved. Shape-to-shape connections You can also create a shape-to-shape connection if you want the connector to stay glued to the shape if it’s moved, but not necessarily glued any particular connection point on the shape. To create a shape-to-shape connection, select the Connector tool and drag from the center of a shape to the center of another shape. Using AutoConnect for adjacent shapes If two shapes are next to each other, you can quickly connect them by using AutoConnect. With the Pointer tool, simply point to one of the shapes to display the AutoConnect handles. Then click the handle that points to the other shape.
3–10 Do it!
Visio 2010: Basic
B-2:
Manually connecting shapes
Here’s how
Here’s why
1 Point to the Process shape below the Decision shape, as shown
Three AutoConnect handles are displayed. The top AutoConnect handle is not displayed because there’s already a connection there. You want to indicate flow back to the first Process shape, so you’ll need to use the Connector tool.
2 In the Tools group, click
To select the Connector tool.
Connector
3 Point to the same Process shape
The shape has a bold red border and the pointer changes to a crosshair with a connection line.
4 Point to the left edge of the shape, as shown
A red box highlights the connection point. You’ll create a connection from this point back up to the first Process shape.
5 Drag slightly to the left and then up toward the first shape
To begin drawing a connection.
Basic diagrams
3–11
6 Point to the left connection point in the top Process shape
Release the mouse button
7 Press g
8 Save your changes
To make a point-to-point connection. Two red boxes appear at the connections to indicate that the shapes are properly connected, or “glued.” To deselect the connection line. Notice that the arrow flows upward, in the direction you made the connection.
3–12
Visio 2010: Basic
Connector shapes Explanation
You can use various connector shapes to achieve specific results. For example, if you want to add text to a connector shape you can use large arrows that provide space for text, as shown in Exhibit 3-3. Connector shapes are located on various stencils, but you can view them all at once on the Connectors stencil. To open the Connectors Stencil, click More Shapes in the Shapes window. Then choose Visio Extras, Connectors.
Exhibit 3-3: An example of alternate connector shapes
Basic diagrams Do it!
3–13
B-3: Applying connector shapes Here’s how
Here’s why
1 Select the Pointer tool 2 Click the connector between the two shapes shown
Press d
To delete the connector.
3 Delete the connector between the Decision shape and the Process shape to its right
You’ll use connector shapes to indicate “Yes” or “No” decisions.
4 Select the Connector tool
In the Tools group, click Connector.
5 In the Shapes window, click More Shapes
Choose Visio Extras,
To open the Connectors stencil.
Connectors (US Units)
6 In the Stencil, scroll down
To view the connector shapes near the bottom of the stencil. You’ll add the 1-D single connector shape.
3–14
Visio 2010: Basic 7 Drag a 1-D single connector to the connection point shown
A red box and a ScreenTip indicate that the connector will be glued to the shape at the indicated connection point.
Release the mouse button
The connection point remains red, indicating that it’s glued to the Decision shape.
8 Drag the control handle to the right, as shown
To glue the connector shape to the Process shape. You can also add connector shapes by using AutoConnect.
Press g 9 Verify that the 1-D single connector shape is selected
To deselect the connection. (In the stencil.) You’ll create another connection.
10 Point to the Decision shape’s bottom connection point
Drag down to the top of the Process shape, as shown
To add a 1-D single connector between the two shapes.
11 Deselect the connector
Press Esc or click a blank area of the page.
Basic diagrams
3–15
12 Select the Pointer tool 13 Click where shown
You’ll move this connector. The connector’s endpoints are highlighted red.
Point to the endpoint, as shown
The pointer changes to a four-sided arrow and a ScreenTip indicates that you can move the endpoint.
Drag the endpoint down to the Decision shape, as shown
Deselect the connector 14 Save and close the file
3–16
Visio 2010: Basic
Topic C: Working with text Explanation
You can add text to a diagram, format the text, and apply text to shapes and connectors to provide important information and instruction.
Text blocks Unlike in a typical word processor, text in Visio is contained in a text block, a container for the text. When you add text to a drawing, there are two things at work: the text block and the text itself. Each has its own properties and can be formatted separately. You can add text blocks to shapes, connectors, and other objects. Exhibit 3-4 shows an example of text in shapes and connectors.
Exhibit 3-4: Examples of text in objects Text blocks give you added flexibility in how text is displayed. For example, you can rotate a text block so that the text is diagonal or vertical. You can format a text block independently of the shape that it’s associated with. Editing text If you need to change text after you’ve added it to a drawing, you can return to text mode. Simply select the Text and then click the text you want to edit. When you’re finished editing, press Esc or click outside the text block. Formatting text To format text, select the text block and then use the options in the Font and Paragraph groups to apply the desired formatting. For example, if you want to change the text size, select the text block and select a new font size from the Font Size list in the Font group. To align text in its text block, select the text block and then click an alignment button in the Paragraph group. You can also format specific sections of text within a text block. For example, you can make a single letter or word larger than other text in a text block, or change the text color or font face. You can also resize a text box as needed by selecting it and then dragging a handle with the Pointer tool.
Basic diagrams Do it!
C-1:
3–17
Inserting and formatting text
The files for this activity are in Student Data folder Unit 3\Topic C.
Here’s how 1 Open Diagram2.vsd
Here’s why From the current topic folder.
Save the file as My Diagram2 2 In the Tools group, click Text
To select the Text tool.
3 Click the blank area at the top of the page, near the center
The page magnification automatically increases, and a text box with an insertion point appears.
Type Product development process
4 Press g
To exit text mode. The text block appears with handles around it.
5 Select the Pointer tool Drag the right handle to the right until the text fits on one line 6 In the Font group, click as shown
To open the Font Size list.
Select 16pt.
To increase the text size to 16 points.
7 Resize the text box so that the text fits on one line 8 Point to the middle of the text box
Move the text box near the top left edge of the page
The pointer changes to a four-sided arrow, indicating that you can move the text box in any direction.
3–18
Visio 2010: Basic 9 Click where shown
To open the Font list.
Point to various fonts in the list
Live Preview shows how the text will appear.
Select Arial Black 10 Resize the text box so that the text fits on one line 11 Deselect the text box 12 Save your changes
Press Esc or click a blank area of the page.
Basic diagrams
3–19
Paragraph text Explanation
When you need to add a large amount of text, such as a long paragraph, you can select the text tool, click on the page where you want to add the text, and begin typing until you’re finished. The text box will increase in size to accommodate the text that you enter. You can then move and resize the text block as needed by using the Pointer tool. Or, you can create a large text block first, and then begin typing. In this way, you can control how large the text area will be before you add text. Select the Text tool and drag to draw a text box of the desired size. The insertion point will be placed in the center of the text box automatically so that you can begin typing immediately. Text automatically wraps when it reaches the end of the text block area.
3–20 Do it!
Visio 2010: Basic
C-2:
Adding paragraph text
Here’s how
Here’s why
1 Select the Text tool 2 Point as shown
You’ll create a text block here.
Drag down and to the right to create a text box 1 inch high and 2 inches wide 3 Type To help increase our
Use the status bar to view the size of the box as you drag.
In the text block.
productivity and quality, we are adopting this new process. Your feedback is appreciated.
Press e twice
To create a new line.
4 Type E-mail feedback to
[email protected] Press g 5 Observe the text block
By default, the text is centered in the text block.
6 In the Paragraph group, click
To align the text to the left of the text block.
Click as shown
To align the text to the bottom of the text block.
7 Save your changes
Basic diagrams
3–21
Shape text Explanation
You can add text to shapes to describe the steps in a diagram or provide other important information. As soon as you add a new shape to a drawing, you can type to add text in the center of the shape. To add text to an existing shape, select the shape with the Pointer tool or the Text tool and then start typing. (You can also double-click a shape with the Pointer tool.) Visio automatically enters text mode and if necessary, zooms in so that you can see the text more easily. Exhibit 3-5 shows a Decision shape in text mode—the text block becomes visible. When you’re done adding text, you can click away from the shape or press Esc to exit text mode and return to the previous page magnification. Double-click a shape to enter text mode
In text mode, the text block border is visible
Exhibit 3-5: Adding text to a shape Do it!
C-3:
Adding text to shapes
Here’s how
Here’s why
1 Verify that the Text tool is selected 2 Click
(Next to the Zoom slider in the lower-right corner of the program window.) To fit the page to the current window size.
3 Click the top Process shape
The view zooms in automatically and the insertion point is centered in the shape.
4 Type Project kickoff Press g
To exit text mode. The shape is still selected and the page returns to its previous zoom level.
5 Select the Pointer tool
You can also enter text by using the Pointer tool.
6 Click the first Decision shape
To select it.
Type Design approved? 7 Press g
As soon as you begin typing, Visio enters text mode. To exit text mode and view the entire page again.
3–22
Visio 2010: Basic 8 Select the Process shape below the Decision shape Type Modify design 9 Enter text in the rest of the shapes, as shown
10 Save your changes
Basic diagrams
3–23
Connectors and text Explanation
Connectors are also considered shapes. This means you can add text to connectors by using the same methods you use for adding text to shapes. There are advantages to adding text to connectors: The text moves with the connector, and if the connector length is changed, the text is adjusted automatically.
Do it!
C-4:
Adding text to connectors
Here’s how 1 Switch to the Pointer tool
Here’s why If necessary.
2 Select the connector shown
Type Resubmit
3 Press g
The text runs perpendicular to the connector. You’ll learn how to rotate text in another activity. To exit text mode.
4 Select the connector shown
Type Yes and press g
To define the flow of the decision.
3–24
Visio 2010: Basic 5 Select the connector shown
Type No and press g 6 Save your changes
With this shape, the connector text automatically aligns with the orientation of the shape.
Basic diagrams
3–25
Manipulating shape text Explanation
Every shape contains a text block area you can move and manipulate by using either the Text tool or the Text Block tool. The Text tool vs. the Text Block tool Use the Text tool when you want to add or edit text. When you use the Text tool to select a text block, you enter text mode. You can press Esc to exit text mode and select the text block itself. You can then move, resize, or rotate the text block as needed. When you use the Text Block tool, the text block is selected, not the text inside the block. Like the Text tool, you can use the Text Block tool to rotate the text within its shape, and move and resize a text block. Rotating a text block You can rotate a text block by selecting it with either the Text tool or the Text Block tool. A round rotation handle appears outside the text block, as shown in Exhibit 3-6. Drag this handle to rotate the text. It’s best to use the Text Block tool when you want to rotate text because you don’t need to exit text mode before you rotate the text. As soon as you click a text block with the Text Block tool, it’s selected and ready to be moved, rotated, or resized. You can’t rotate text by using the Pointer tool. When you use the Pointer tool to select a shape, the rotation handle rotates the shape, not the contents of the shape. Rotation handle
Exhibit 3-6: A rotation handle
3–26 Do it!
Visio 2010: Basic
C-5:
Rotating text
Here’s how 1 Click
Here’s why (The Text Block tool.) In the Tools group.
2 Click Resubmit
To select the text block.
3 Point to the rotation handle
The pointer changes to indicate that you can rotate from this point and a ScreenTip appears.
4 Rotate the text block counterclockwise, as shown
5 Deselect the text block 6 Save and close the file
Notice that the connector line automatically adjusts to show all of the text along the line.
Basic diagrams
3–27
Topic D: Organization charts Explanation
An organization chart depicts the systematic flow of authority and responsibility. You can use these charts to show superior-subordinate relationships, report hierarchies, and inter-department links in an organization. For example, you can use an organization chart to show the hierarchy of your company’s department structure.
Creating organization charts To create an organization chart, you use the Organization Chart template. When you use this template, the Organization Chart stencil opens and the Org Chart tab is added to the Ribbon. To get started with the Organization Chart template, click the File tab, click New, select Organization Chart, and click Create. Then start building the organization chart by dragging shapes from the Organization Chart stencil to the page. Each organization chart shape typically contains the name and title of a particular person in the organization. Adding multiple shapes You can add more than one shape of the same type to an organization chart. For example, you might need five Manager shapes under an Executive shape. You can insert all of the Manager shapes at once by dragging the Multiple Shapes shape onto the page. This opens the Add Multiple Shapes dialog box, shown in Exhibit 3-7. In this dialog box, enter the number of shapes you want to create, select the shape type, and click OK.
Exhibit 3-7: The Add Multiple Shapes dialog box Automatic linking If you want to create a reporting relationship automatically when you add a new organization shape, you can drag the new shape onto the shape that represents the person or position to which it reports.
3–28 Do it!
Visio 2010: Basic
D-1:
Creating an organization chart
Here’s how 1 Click the File tab
Here’s why To open the Backstage view.
Click New
If necessary.
Click Organization Chart
You’ll create a new file based on the Organization Chart template.
(US Units)
Click Create
The Organization Chart Shapes stencil appears in the Shapes window.
2 Observe the Ribbon tabs
A new tab, Org Chart, is displayed. The Visio environment changes based on the type of file or template you’re working with.
3 Save the file as
In the current topic folder.
My organization chart
4 Drag an Executive shape near the top center of the page Check Don’t show this message again
(From the Organization Chart Shapes stencil.) The Connecting Shapes dialog box appears. To prevent this dialog box from appearing each time you drag a shape from the Organization Chart Shapes stencil.
Click OK 5 Observe the shape
It contains default text for Name and Title.
6 Type Kathy Sinclair Press e
To go to the next line within the shape.
Type President
To enter the title of the executive.
Press g 7 Drag Multiple shapes on top of the Kathy Sinclair shape
The Add Multiple Shapes dialog box appears.
8 From the Shape list, select
You’ll add multiple Manager shapes.
Manager
Set the Number of shapes to 4
Click the up-arrow to the right of the box, or click the default value and type 4.
Click OK
Four Manager shapes appear, linked under the Executive shape to show the reporting structure.
Deselect the shapes
Basic diagrams 9 Add two Position shapes under the leftmost Manager shape
Drag the Multiple Shapes shape onto the leftmost Manager shape. In the dialog box, select Position, change the value to 2, and click OK.
10 Add two more Position shapes under the third Manager shape 11 Press and hold c + s Click the chart shapes twice 12 Add text to the shapes, as shown
13 Save your changes
3–29
To zoom in on them.
3–30
Visio 2010: Basic
Modifying layouts Explanation
A layout defines the way in which shapes are arranged. You might want to change the layout of the shapes to change the hierarchy in an organization chart. The options on the Org Chart tab provide various layout styles, such as horizontal and vertical layouts. Changing the layout of a superior shape changes the layout of all subordinate shapes.
Do it!
D-2:
Changing the layout of an organization chart
Here’s how 1 Select the James Anderson shape
Here’s why You’ll change the layout of this shape and its subordinates.
2 Click the Org Chart tab In the Layout group, click
To open a menu of Vertical layout options.
Vertical
Select Right
To right-align the James Anderson shape relative to its subordinate shapes.
3 Select the Peter Schmidt shape From the Vertical menu, choose Left
4 Save and close the file
To left-align the Manager shape relative to its subordinate shapes.
Basic diagrams
3–31
Unit summary: Basic diagrams Topic A
In this topic, you learned how to plan a basic flowchart. You also learned some tips for using flowchart shapes.
Topic B
In this topic, you learned how to create a basic diagram. You learned how to insert shapes by dragging from stencils and by using AutoConnect. Then you learned how to connect and move shapes, and apply different connector types.
Topic C
In this topic, you learned how to add text to a drawing and format text. You learned how to apply text to a page, and to individual shapes and connectors. You also learned how to rotate text blocks.
Topic D
In this topic, you learned how to create and modify an organization chart.
Independent practice activity In this activity, you’ll create a diagram by adding shapes and connectors. Then you’ll add and modify text to complete the diagram. The files for this activity are in Student Data folder Unit 3\Unit summary. 1 Open Process flow and save it as My Process flow. 2 Insert and link the shapes as shown in Exhibit 3-8. 3 Using the Connector tool, add a connector line to connect the bottom Process shape in the second column to the Process shape in the first column, as shown in Exhibit 3-9. 4 Open the Connectors stencil and add the 1-D single connector shapes shown in Exhibit 3-10. 5 Add text to the shapes and connectors, as shown in Exhibit 3-10. 6 Add the text New Process at the top of the drawing. Change the font face and increase the font size. 7 Move the text block to the lower-left side of the page, and rotate it at a 90-degree angle. 8 Save and close the drawing.
Exhibit 3-8: The diagram after step 2
3–32
Visio 2010: Basic
Exhibit 3-9: The diagram after step 3
Exhibit 3-10: The diagram after step 5
Basic diagrams
3–33
Review questions 1 What is the grid? The grid is a series of horizontal and vertical lines, similar to graph paper, that help you to position shapes precisely. The grid does not print.
2 What’s the difference between a point-to-point connection and a shape-to-shape connection? With a point-to-point connection, the connector remains “glued” to its connection points even if a shape is moved. With a shape-to-shape connection, the connector stays glued to the shape if it’s moved, but not necessarily glued any particular connection point on the shape.
3 Where can text blocks be placed? Text blocks can be placed along a connector, within a connector, within a shape, our anywhere on the page.
4 Which tools can you use to rotate a text block? (Choose all that apply.) A The Text tool B The Connector tool C The Text Block tool D The Alignment tool 5 True or false? The Visio 2010 environment changes based on the template or file that’s currently open. True. For example, if you use the Organization Chart template, the Org Chart tab appears on the Ribbon and organization chart stencils are displayed.
3–34
Visio 2010: Basic
4–1
Unit 4 Formatting drawings Unit time: 50 Minutes
Complete this unit, and you’ll know how to: A Format text and text blocks, and apply
themes and effects. B Format shapes and lines, create a shadow
effect, and use the Format Painter.
4–2
Visio 2010: Basic
Topic A: Formatting text Explanation
A Visio drawing has three basic elements: shapes, lines, and text. You can format each of these elements to make your diagrams appealing and impactful. For example, you can apply different font faces, alignments, colors, shadows, and line properties. To format the elements of a drawing, you can use the tools in the Font, Paragraph, and Shape groups on the Home tab, or you can use the Text dialog box.
Basic text formatting To apply basic text formatting such as bold and italic, or change fonts, font sizes, and text color, you can use the commands in the Font group on the Home tab. You can select a text block to apply formatting to the entire block of text, or you can select and format individual letters or words. To format specific letters or words, double-click the text to enter text mode, and then select the letters or words that you want to format.
Formatting drawings Do it!
A-1:
4–3
Applying basic text formats
The files for this activity are in Student Data folder Unit 4\Topic A.
Here’s how 1 Open DevProcess.vsd
Here’s why From the current topic folder.
Save the file as My DevProcess 2 Select the Pointer tool Click Product development
If necessary. To select the text block.
process
3 In the Font group, click
(The Increase Font Size button.) To increase the font size one increment, which forces it to wrap to the next line.
4 Drag the right resize handle until the text fits on one line 5 Select the paragraph text block
Increase the font size two increments
Click the Increase Font Size button twice.
Re-size the text block downward
To increase the space between this text and the heading text.
6 Press c + s Click the page twice 7 Select the Project kickoff shape
To zoom in. You’ll make the text in this shape blue.
4–4
Visio 2010: Basic 8 In the Font group, click as shown
To open the Font Color palette.
Under Standard Colors, select the dark red color swatch 9 Click
To change the text color in the selected shape.
To make the selected text bold.
10 Select the Design approved shape 11 Select the Text tool Double-click approved
To enter text mode. To select only this word. You’ll format this word and not the rest of the text.
Make the text bold Press g twice
To exit text mode and deselect the shape.
12 Select the Pointer tool Select the Yes connector Click as shown To decrease the font size one increment.
Click 13 Apply the same formatting to the No connector 14 Save your changes
To make the text italic. Select the connector, decrease the font size one increment, and make the word italic.
Formatting drawings
4–5
The Text dialog box Explanation
You can also click the dialog box launcher in the Font or Paragraph groups to open the Text dialog box, shown in Exhibit 4-1. With this dialog box you can apply additional formatting options that aren’t available by default on the Ribbon, such as transparency, spacing, margins, and background color.
Exhibit 4-1: The Text dialog box with the Font tab active The Text dialog box contains six tabs. Choose the desired options from each tab and then click Apply. When you’re finished, click OK to close the dialog box. The tabs and their functions are described in the following table. Tab
Use it to…
Font
Change font styles, such as font face, size, style, color, casing, and transparency.
Character
Set character spacing and scaling.
Paragraph
Set paragraph alignment, spacing, and indentation.
Text Block
Set margins, alignment, background color, and background transparency.
Tabs
Define the position and alignment of tab stops in text blocks.
Bullets
Select bullet styles and related options.
4–6
Visio 2010: Basic Text block formatting As mentioned earlier, you can format text blocks by using the Text Block tab in the Text dialog box. The following table describes the options on the Text Block tab. Option
Used to…
Alignment
Position text vertically within the text box. The options are top, middle, and bottom.
Margins
Specify the distance between the text and each of the four sides of the text box. This option is useful if you have visible borders on a text box and you want to ensure that the text is sufficiently offset from the edges of the text box.
Text background
Specify a background color for the selected text. This does not fill the entire text box, but only the text background. You can also control the transparency level of the background color by dragging the Transparency slider.
Paragraph formatting On the Paragraph tab of the Text dialog box, you can control horizontal alignment, indents, and spacing. If you select the text box, the formatting you apply affects all the text in that text block. You can also select only certain paragraphs in a text block and then open the Text dialog box to format only the selected paragraphs. The following table describes the formatting options on the Paragraph tab.
Do it!
Option
Used to…
Alignment
Align the selected paragraphs horizontally. The options are left, right, centered, and justified.
Indentation
Set paragraph indentation. You can indent from the left or the right margin, or only the first line of a paragraph.
Spacing
Specify the gap between paragraphs.
A-2:
Using the Text dialog box to format text
Here’s how 1 Select the text block shown
Here’s why
Formatting drawings
4–7
2 In the Paragraph group, click as shown To open the Text dialog box with the Paragraph tab active.
Move the text box so that you can see the selected text block 3 Under Spacing, in the After box, click the up arrow Click Apply
To increase the spacing after paragraphs to 6 points (6pt.) To apply the formatting without closing the dialog box. There is now more space between the two paragraphs in the text box.
4 Click the Text Block tab From the Alignment list, select Middle
Click Apply 5 Set the margin on all four sides of the text box to 8 pt. Click Apply
To align both paragraphs to the middle of the text block. Under Margins, click the up-arrow next to each value three times, or enter the values manually. To view the result.
6 Click the Font tab In the Font list, scroll to the bottom and select Verdana
To change the font face.
From the Size list, select 12 pt. Click Apply 7 Click OK
To apply the changes and close the dialog box.
8 Move the text box to the right side of the page Press g 9 Save your changes
To deselect the text block.
4–8
Visio 2010: Basic
Themes and effects Explanation
Themes are predefined sets of colors and styles that you can quickly apply to a drawing. Each theme consists of a color scheme and styles for fonts, shadows, and connectors. To apply a theme, click the Design tab and then point to a theme in the Themes group. Live Preview shows you the effect the theme will have on your drawing. Click a theme to apply it. Or, click the downward-pointing arrow at the end of the Themes group to open the Themes gallery, which displays all available pre-configured themes, as shown in Exhibit 4-2.
Exhibit 4-2: The Themes Gallery The Effects list In addition to the pre-built themes in the Themes gallery, you can use the options in the Effects list to quickly apply eye-catching effects and styles. Pre-built effects will override any existing line, connector, text, and shadow styles.
Formatting drawings Do it!
A-3:
4–9
Applying themes and effects
Here’s how
Here’s why
1 Click the Design tab 2 In the Themes group, point to the first theme
Point to the next theme
Live Preview shows the effect this theme will have on the drawing. The shapes have color, rounded edges, and a slight shadow to create depth. To preview it.
3 Click as shown
To open the Themes gallery.
Point to the blue rounded theme in the middle of the bottom row
(The “Technic colors” theme.) To preview this theme. A ScreenTip showing the name of the theme appears.
4 Click the theme
To apply it to the drawing and close the gallery. Notice that the red text you applied to the “Project kickoff” shape is not affected.
5 Open the Effects list
To the right of the Themes gallery.
Select Bevel Highlight 6 Save and close the file
To apply the effect. Notice that the new styles override some of the theme styles.
4–10
Visio 2010: Basic
Topic B: Formatting shapes and lines Explanation
In addition to the pre-built formats available in the Themes gallery, you can create your own shape, line, and connector styles by using the tools in the Shape group on the Home tab. You can also use the commands on the Design tab to apply colors and effects, and customize the background and layout.
The Fill, Line, and Shadow tools When applying colors, each shape has a separate line and fill. The line color is the border around the shape; you can also customize the line style and thickness. The fill color is the shape’s background color. If your shape contains text, it’s important that the text color and the fill color have sufficient contrast so that the text is easy to read and does not strain the eyes.
Exhibit 4-3: The Fill, Line, and Shadow tools, in the Shape group on the Home tab You can use the Line dialog box, shown in Exhibit 4-4, to customize the appearance of a selected line. For example, you can apply rounded corners, set dashed or dotted lines, and control the line fill transparency. To open the Line dialog box, open the Line list and choose Line Options.
Exhibit 4-4: The Line dialog box
Formatting drawings Do it!
B-1:
4–11
Applying Line and Fill styles
The files for this activity are in Student Data folder Unit 4\Topic B.
Here’s how
Here’s why
1 Open New Process.vsd Save the file as My New Process
2 Using the Pointer tool, select the “Project kickoff” shape 3 In the Shape group, open the Fill list, as shown
A color palette is displayed.
Select a light blue color 4 Open the Line list
(Click it.) To change the color of the shape. (In the Shape group, click Line.) You’ll apply a thin, black border around the shape.
Select Weight
To open a submenu of different line weight (width) options.
Point to 1pt
Live Preview shows how a 1-point border width will look on the selected shape.
Point to 3pt
To see how a 3-point border will look on the selected shape.
5 Click 1 1/2 pt
To apply a 1 1/2 border to the selected shape.
6 From the Line Color list, select a dark blue color Deselect the shape
To view the results.
7 Select the shape again 8 From the Line list, choose Line Options…
To open the Line dialog box.
4–12
Visio 2010: Basic 9 Open the Dash type list Scroll to the bottom and select line style 23 10 Under Round corners, click the last option in the first row
11 Deselect the shape 12 Save your changes
To view the results.
Formatting drawings
4–13
The Shadow dialog box Explanation
You can use the Shadow dialog box to create a custom shadow effect. For example, you can control the shadow color, transparency, and angle. To open the Shadow dialog box, click Shadow and choose Shadow Options.
Exhibit 4-5: The Shadow dialog box
4–14 Do it!
Visio 2010: Basic
B-2:
Applying a shadow effect
Here’s how
Here’s why
1 Select the “Project kickoff” shape again
You’ll apply a custom drop shadow effect.
2 Press and hold c + s and click the shape twice
To zoom in on it.
3 Click Shadow
(In the Shape group.) To open the Shadow Color list.
Choose Shadow Options… 4 From the Style list, select Offset, lower right
To open the Shadow dialog box. The preview on the right shows how the shadow will be applied to the shape.
5 From the Color list, select a gray color 6 Drag the Transparency slider to about 40% Click Apply
To preview the shadow effect. (You might have to move the dialog box to see the shape.)
7 Under Size & Position, tripleclick the value in the X Offset box To select it.
Enter .05
To decrease the offset amount for the X axis. This will decrease the depth of the shadow.
8 Change the value in the Y Offset box to -.05
(Be sure to type a dash before the value to make it negative.) To decrease the depth of the shadow on the Y axis.
9 Click Apply
To preview the change.
Click OK
To close the dialog box.
10 Deselect the shape 11 Save your changes
To preview the results.
Formatting drawings
4–15
The Format Painter Explanation
After you have formatted a shape, you might want to apply the same styles to other shapes in the drawing. You can do this by using the Format Painter, which applies the formatting attributes of one shape to one or more other shapes. To use the Format Painter, first select the shape that contains the formatting attributes you want to copy, and then click the Format Painter button, located in the Clipboard group on the Home tab. Then, click another shape in the drawing to apply the same formatting. If you want to format multiple shapes, double-click the Format Painter button. This prevents Visio from switching back to the previous tool after you format a shape. To deselect the Format Painter, press Esc.
Do it!
B-3:
Using the Format Painter
Here’s how
Here’s why
1 Zoom to 100% 2 Click the “Project kickoff” shape
(Use the Pointer tool.) To select it.
3 In the Clipboard group, click
(The Format Painter button.) To copy the formatting of the selected shape.
4 Click the “Document progress” shape
To apply all the same styles.
5 Click the “Project closure” shape
The styles are not applied. To copy formatting to multiple shapes, you need to double-click the Format Painter.
6 Click
(On the Quick Access toolbar.) To undo the changes.
7 Select the “Project kickoff” shape 8 Double-click the Format Painter
So that you can format multiple shapes without having to reselect the tool.
9 Click the “Document progress” shape
To copy the formatting to it.
Click the “Project closure” shape
To copy the formatting to it.
Press g
To deselect the shapes.
10 Save and close the file
4–16
Visio 2010: Basic
Unit summary: Formatting drawings Topic A
In this topic, you learned how to format text and text blocks, control attributes such as font size, text color, margins, alignment, and line spacing, and apply style themes and effects.
Topic B
In this topic, you learned how to format shapes and lines. You learned how to apply line and corner styles, create a custom shadow effect, and use the Format Painter to copy formatting to one or more other shapes.
Independent practice activity In this activity, you’ll format text and resize shapes containing text. You’ll also apply color to connector lines and shape backgrounds. The files for this activity are in Student Data folder Unit 4\Unit summary. 1 Open Flowchart.vsd and save it as My Flowchart. 2 Increase the size of the text “Resubmit” to 12 pt. (Hint: Double-click the text to enter text mode.) 3 Give the “Yes” connector a green fill color. (Hint: Open the Fill list.) 4 Apply the red fill color in the first row under Theme Colors to the “No” connector. 5 Give the “Design Approved?” shape the orange fill color under Theme Colors. 6 Give the “Modify design” shape the pale blue color under Theme Colors. 7 Give the “Modify design” shape an Offset lower-right shadow using the dark blue color under Theme Colors as the shadow color. Set the Transparency to 30%. 8 Set the X Offset to .05 and the Y Offset to -.05. 9 Copy all the formatting of the “Modify design” shape to the four remaining unstyled shapes. (Hint: Double-click the Format Painter.) 10 Apply the “Bevel Highlight” effect to the drawing. (Hint: Click the Design tab.) 11 Save and close the drawing.
Formatting drawings
4–17
Review questions 1 How can you select individual letters or words in a text block for formatting? Double-click the text to enter text mode, and then select the letters or words that you want to format.
2 What are themes? Themes are predefined sets of colors and styles that you can quickly apply to a drawing. Each theme consists of a color scheme and styles for fonts, shadows, and connectors:
3 True or false? When you apply effects from the Effects list, the new styles might override existing theme styles. True
4 True or false? When the amount of text is too much for a text block to contain, the text becomes hidden from view. False
5 How can you copy formatting to multiple shapes by using the Format Painter? A Click the Format Painter button and then click the shapes you want to format. B Select all the shapes you want to format and then click the Format Painter button. C Click the Format Painter button and then Ctrl+click the shapes you want to format. D Double-click the Format Painter button and then click the shapes you want to format.
4–18
Visio 2010: Basic
5–1
Unit 5 Working with pages Unit time: 45 Minutes
Complete this unit, and you’ll know how to: A Set file, page, and print properties, use
Print Preview, create headers and footers, and print a diagram. B Create and apply background pages, use
fields to display information, and add a graphic to a page. C Create hyperlinks to internal detail pages,
external files, multiple files, and specific locations in a file.
5–2
Visio 2010: Basic
Topic A: File and print properties Explanation
When you create a diagram, you might want to add important information about the file. For example, you might want to put your name and company name on the file, the manager for the project, and a brief title or description. In addition, you should prepare your diagram to print successfully, which entails checking and modifying page and printer properties.
Viewing and setting file properties To view and set properties for a file, click the File tab to open the Backstage view. Then click Info to view information about the file. As shown in Exhibit 5-1, a thumbnail preview of the page is shown, followed by various properties such as file size, the company name, the file’s title and subject matter, and the people working on the file. To specify a property, click the prompt to the right of the property and enter a value.
Exhibit 5-1: File properties in the Info category of the File tab
Working with pages Do it!
A-1:
5–3
Setting file properties
The files for this activity are in Student Data folder Unit 5\Topic A.
Here’s how 1 Open New Flow.vsd
Here’s why From the current topic folder.
Save the file as My New Flow 2 Click the File tab Click Info 3 Observe the preview 4 Click Specify the company Type Outlander Spices 5 Click Add a title Type New process flowchart
6 Click Specify the subject Type Product development 7 Under Related People, in the Author field, enter your name Specify Kim Matha as the manager
To view information about the file. (In the right pane.) Visio shows a thumbnail preview and a list of information about the file.
5–4
Visio 2010: Basic
Page and print settings Explanation
It’s important to consider the page size and orientation. When printing a diagram, you’ll want to choose a page orientation and size that best suits the size or layout of the diagram. You can use the commands in the Page Setup group on the Design tab, and the Page Setup dialog box, to make sure that the printer paper size is optimized for the drawing page you want to print. If the drawing extends beyond the printer paper size, content will be cut off and printed on a separate page. Page orientation The page orientation defines how the drawing will be printed on the page. The options are Portrait (8.5”×11”) or Landscape (11”×8.5”). For example, if your diagram is wider than it is long, you can change its orientation to Landscape so that as much content as possible can be printed on a page. The default orientation depends on the template in use. To change the page orientation, click the Design tab, click the Orientation button in the Page Setup group, and select either Portrait or Landscape.
Exhibit 5-2: The Page Setup command group on the Design tab The Auto Size feature With the Auto Size feature enabled, the page expands if you add or move content beyond the current page boundaries, which can be helpful when you’re working with a large diagram. This feature is on by default. To turn it off, click the Auto Size button in the Page Setup group on the Design tab, shown in Exhibit 5-2. The Page Setup dialog box You can use the Page Setup dialog box to control page size and printer settings. In many templates, the option “Let Visio expand the page as needed” is selected by default, as shown in Exhibit 5-3. This is the Auto Size feature. You can disable this by selecting Pre-defined size and then selecting a page size from the lists below it.
Working with pages
5–5
Exhibit 5-3: The Page Setup dialog box with the Page Size tab active The Page Setup dialog box contains six tabs, each described in the following table. Tab
Description
Print Setup
Contains settings for the current printer. The Preview window shows the orientation of the paper against the drawing page.
Page Size
Contains size and orientation settings for the drawing page. You can define the page size for each page in a drawing. The Preview window shows the orientation of the paper against the drawing page.
Drawing Scale
Defines a scale for the drawing. This is helpful for floor plans and other architectural drawings.
Page Properties
Use this tab to specify a name for the page, set the desired measurement units, and assign a background page.
Layout and Routing
Use this tab to define how shapes and lines will appear in print.
Shadows
Use this tab to define shadow settings for a page.
Printer paper size You can change the printer paper size by using the Size options in the Page Setup command group. Click the Size button and select a page size. Or, open the Page Setup dialog box, click the Print Setup tab, and select a paper size from the list.
5–6 Do it!
Visio 2010: Basic
A-2:
Defining page size and print settings
Here’s how
Here’s why
1 Click the Design tab Observe the Page Setup command group
These commands provide quick access to the most commonly used options in the Page Setup dialog box. The Auto Size button is active by default. This feature automatically resizes the page if content extends beyond the page boundaries.
2 Click Orientation
Notice that Landscape is selected. This is the default orientation when the flowchart template is used.
3 Click Size
To open a list of paper size options. Letter size (8.5” × 11”) is the default selection.
4 Click as shown
To open the Page Setup dialog box. The Print Setup tab is active.
5 Observe the Printer paper list
This is the same setting you viewed using the Size list. Letter size is the default paper size.
6 Click the Page Size tab Observe the settings
The default selection is “Let Visio expand the page as needed.” This option relates to the AutoSize feature, which is currently enabled.
Working with pages
5–7
7 Select Pre-defined size From the second list, select
To change the size of the drawing page.
Legal: 14 in. x 8.5 in.
Observe the preview window
The preview shows that the drawing page and the printer page do not match. You can use the Page Setup dialog box to make sure that the printer paper size is optimized for the page you want to print. If the drawing extends beyond the printer paper size, content will be cut off and printed on a separate page.
8 Click the Print Setup tab Change the size of the Printer paper to Legal 8.5 in x 14 in.
(From the Paper size list, select Legal 8.5 in. × 14 in.) The preview window shows that the size of the printer paper now matches the size of drawing page.
Click OK
To close the Page Setup dialog box. The drawing page is resized.
9 Save your changes
5–8
Visio 2010: Basic
Print Preview Explanation
You can use Print Preview to see how a page will look before you print it. You can also use Print Preview to add headers and/or footers. To open Print Preview, click the File tab and select the Print category. Then click Print Preview. The application window changes to show only the File tab and a new Print Preview tab, which contains several print options and controls, as shown in Exhibit 5-4.
Exhibit 5-4: The Print Preview window Headers and footers You can add headers and footers to your printed pages. Headers appear at the top of each page, and footers appear at the bottom of each page. To add page headers and/or footers in Print Preview, click the Header & Footer button to open the Header and Footer dialog box. Under Header and Footer, type values in the Left, Center, and Right boxes, as needed. Or, click the arrows next to each position and select an option from the list. For example, to show the file name in the top center of the page, select File name. The box displays a variable that will be replaced with the file name when the page is printed. Headers and footers created in Print Preview appear only in print.
Working with pages
Exhibit 5-5: The Header and Footer dialog box
5–9
5–10 Do it!
Visio 2010: Basic
A-3:
Adding headers and footers in Print Preview
The files for this activity are in Student Data folder Unit 5\Topic A.
Here’s how 1 Click the File tab
Here’s why To open the Backstage view.
Select the Print category 2 Click Print Preview Observe the Ribbon
To open the Print Preview window. The Print Preview tab is active and all other tabs except for the File tabs are absent in this view.
3 Click Header & Footer
To open the Header and Footer dialog box.
4 Under Header, in the Left box, type DRAFT COPY
To add the text “DRAFT COPY” to the header.
5 Under Header, click the arrow at the end of the Right list Select Current date (short)
This variable will display the current date in the header.
6 Under Footer, click the arrow at the end of the Right list Select Page number
To display the page number in the lower-right corner of the page.
Click OK
To close the Header and Footer dialog box.
7 Observe the preview
Click Close Print Preview
8 Save your changes
(Zoom in, if necessary.) The header text and the current date appear at the top corners of the page, and the page number is displayed in the lower-right corner. To return to the drawing page. Notice that the header and footer are not displayed on the actual diagram. They appear in print only.
Working with pages
5–11
Printing Explanation
After you’ve previewed your document and confirmed that its content and layout are correct, you’re ready to print. You can print from inside the Print Preview window by clicking the Print button. If Print Preview is not open and you’re ready to print, click the File tab and then select the Print category. Then click Quick Print to send the document to the default printer, or click Print to open the Print dialog box, shown in Exhibit 5-6. In the Print dialog box, you can select the printer and choose which pages to print and the number of copies to print. Click OK to send the document to the selected printer. You can also press Ctrl+P to open the Print dialog box.
Exhibit 5-6: The Print dialog box
5–12 Do it!
Visio 2010: Basic
A-4:
Printing a diagram
Here’s how 1 Click the File tab
Here’s why To open the Backstage view.
Select the Print category Click Print 2 Observe the Name box Observe the Page range options 3 Select Current page Observe the Number of copies box 4 Click Cancel
5 Save and close the drawing
To open the Print dialog box. You can also press Ctrl+P from any view. The default printer is selected. You can select a different printer if necessary. By default, all pages in the document will print. You can specify the pages you want to print. You would select this option if you want to print only the current page. You can print one or more copies of your drawing by specifying a number in this box. If your computer is connected to a printer and you’re directed to do so by your instructor, click OK to print the diagram.
Working with pages
5–13
Topic B: Working with background pages Explanation
You can use background pages to display information you want to repeat on multiple pages in a drawing.
Background pages Background pages provide additional information for foreground pages. When you designate a page as background, the fields you add to the page appear on multiple foreground pages, as illustrated in Exhibit 5-7. You can use background pages to consistently display important information such as a company logo or page numbers. You can have more than one background page in a file, but you can apply only one background page to a foreground page. The same background page is automatically applied to each new page that you add to a drawing. You can use the Page Properties tab in the Page Setup dialog box to remove a background page from a foreground page.
Background page
Drawing pages
Exhibit 5-7: A background page and foreground pages Background headers and footers You can use background pages to create headers and footers in your drawings. These differ from headers and footers created in Print Preview, which only appear in print. When you create headers and footers using a background page, the content appears on each drawing page.
5–14 Do it!
Visio 2010: Basic
B-1:
Creating a background page
The files for this activity are in Student Data folder Unit 5\Topic B.
Here’s how 1 Open Development.vsd
Here’s why From the current topic folder.
Save the file as My Development
2 Click the Insert tab In the Pages group, click Blank Page
Choose Background Page…
To open the Page Setup dialog box with the Page Properties tab active.
3 Verify that Background is selected
You’ll create a background page.
4 In the Name box, type
You’ll use this background page to display headers and footers on each drawing page.
Header/Footer
5 Click OK Save your changes
A blank page is displayed. You’ll create the background in the next activity.
Working with pages
5–15
Fields Explanation
Fields are variables that provide information about a drawing, such as the company name, the file name, or the file’s author. You can also use fields to display information such as the current date and page numbers. Field data is automatically updated in a drawing. After you add fields, you can format them as ordinary text. To add a field: 1 Create a text box or select an existing text box. 2 On the Insert tab, click Field to open the Field dialog box, shown in Exhibit 5-8. 3 In the Category list, select a category for the information you want to add. 4 In the Field name list, select a field. 5 Click OK. Repeat these steps to add more fields.
Exhibit 5-8: The Field dialog box Page breaks Displaying page breaks can help you arrange items in a drawing. With page breaks showing, you can avoid placing objects or fields too close to margins. Page breaks are determined by the page’s print margins.
5–16 Do it!
Visio 2010: Basic
B-2:
Adding fields to a background page
Here’s how
Here’s why
1 Click the View tab In the Show group, select Page Breaks
2 Maximize the Visio window
A border is displayed around the grid, and the white space indicates the page margins that are currently set for the page. If necessary.
3 On the Home tab, click as shown
Select Line
You’ll draw a horizontal line on the page.
4 Drag to draw a line near the bottom of the page, as shown
5 In the Shape group, click Line
To open the Line menu.
From the Theme Colors palette, select a dark red color Shadow
To open the Shadow menu. Many Visio 2010 templates have default line and shape styles that include a slight shadow effect.
Select No Shadow
To turn off the default shadow for this line.
6 In the Shape group, click
7 Deselect the line
Press Esc.
Working with pages 8 Select the Text tool Below the line, draw a text box approximately 3” × 0.25”
5–17
You’ll create a text box. Use the status bar to guide you.
9 Click the Insert tab Click Field 10 Under Category, select
To open the Field dialog box. To display a list of fields in this category.
Document Info
Under Field name, select
(Scroll down.) To add the company name as a field.
Click OK
To insert the Company field in the footer. “Outlander Spices” replaces the Company variable.
Company
11 Type two spaces, followed by / Type another two spaces
You’ll add another field here.
12 Open the Field dialog box Select Document Info Select Subject and click OK
13 Press g
To add the Subject field to the footer.
To exit text mode.
5–18
Visio 2010: Basic 14 Verify that the text box is selected On the Home tab, click the Align Left button
To align the text to the left of the text box.
Press c + D
To duplicate the text box.
15 In the status bar, click
To fit the page in the current window size.
16 Drag the duplicate to the right side of the page
Under the right edge of the red line.
Press c + s Click the duplicate text box twice
To zoom in.
17 On the Home tab, select the Text tool Verify that the text is selected, as shown
18 Type Page
If it’s not, select the text as shown.
You’ll add page numbers to the footer.
Press q 19 On the Insert tab, click Field
To open the Field dialog box.
Select Page Info Under Field name, select
To insert the Page Number field in the footer.
Page Number
Click OK
The page number is zero because you’re viewing a background page.
20 Press q Type of Press q 21 Insert the Number of Pages field
From the Page Info category.
Working with pages 22 Right-align the text
5–19
On the Home tab, click the Align Right button.
Press g twice 23 Save your changes
Next, you’ll apply the background page to a foreground page.
Applying background pages to drawing pages Explanation
After you create a background page, you can apply it to any drawing page. You need to manually apply each background page to the desired drawing page by using the Page Properties tab in the Page Setup dialog box. After you apply a background page, each new foreground page that you add to the drawing will use this same background.
Do it!
B-3:
Applying a background page
Here’s how
Here’s why
1 Switch to the Development flowchart page
Click the page tab.
2 Press s + %
To open the Page Setup dialog box.
Click the Page Properties tab 3 From the Background list, select Header/Footer
4 Click OK Observe the page 5 Try to select the red line Save your changes
To apply this page as the background page for your drawing. To close the Page Setup dialog box. (Zoom in, if necessary.) The items from the background page appear. You cannot select the line because it’s on the background page.
5–20
Visio 2010: Basic
Editing background pages Explanation
You can edit the lines and shapes on a background page in the same way you would edit them on a foreground page. You can also add graphics, such as a logo, to a background page. To insert a graphic on a page: 1 On the Insert tab, click Picture. The Insert Picture dialog box opens. 2 Navigate to the location of the file you want to insert. 3 Select the file and click Open. (Or double-click the file.) 4 Resize and position the graphic if necessary.
Working with pages Do it!
B-4:
5–21
Inserting a graphic on a background page
The files for this activity are in Student Data folder Unit 5\Topic B.
Here’s how 1 Switch to the Header/Footer background page
Here’s why Click the Header/Footer page tab.
2 Select the Pointer tool Click the page number text box 3 Make the text bold and italic
To select it. In the Font group on the Home tab, click the B button and the I button.
4 Change the font size to 10 pt. 5 Apply the same formatting to the other footer text box 6 Scroll to view the top-left corner of the page 7 Click the Insert tab Click Picture
To open the Insert Picture dialog box.
Navigate to the current topic folder 8 Select OutlanderLogo.gif Click Open
This is a logo graphic in .gif format. To insert the file.
9 Drag the logo to the upper-left corner of the page
10 Switch to the foreground page 11 Save and close the drawing
(Click the Development flowchart page tab.) To view the results.
5–22
Visio 2010: Basic
Topic C: Working with links Explanation
When you create a complex drawing in Visio, the drawing might extend over several pages. If this happens, you can link the pages. You can also link diagrams to other Visio files, to Internet addresses, or to files of other types, such as Excel worksheets.
Hyperlinks Hyperlinks connect a shape to another page, an external file, an Internet address, or a network address. To link a shape to another page or external resource: 1 Select the shape that you want to contain a hyperlink. 2 On the Insert tab, click Hyperlink to open the Hyperlinks dialog box, shown in Exhibit 5-9. 3 In the Address box, enter an Internet address or the path of the file to which you want to link. Or, click Browse to navigate to the file you want to link to. 4 Click OK.
Exhibit 5-9: The Hyperlinks dialog box
Linking to detail pages When a drawing does not fit on one page, you can create additional pages, each containing varying degrees of detail. Typically, you begin with an overview and then expand the detail based on logical sections. For example, the main drawing page might depict an organization’s structure, and additional pages would show the structure of the various departments. You can then link shapes from the main page to detail pages by using the Sub-address field in the Hyperlinks dialog box. Testing links in Visio To test your links, press and hold the Ctrl key and then click the shape that contains the link. Page links will open in the same Visio window. Links to external files open in a new Visio window.
Working with pages Do it!
C-1:
5–23
Creating links to pages and external files
The files for this activity are in Student Data folder Unit 5\Topic C.
Here’s how 1 Open OutlanderOrg.vsd
Here’s why From the current topic folder.
Save the file as My OutlanderOrg
2 Select the Pointer tool
If necessary.
Select the West Coast Regional Headquarters shape 3 On the Insert tab, click
To open the Hyperlinks dialog box.
Hyperlink
Next to Sub-address, click Browse
(The second Browse button.) You’ll link the shape to another page in this file.
From the Page list, select WC Operations
Click OK
To return to the Hyperlinks dialog box.
Click OK 4 Select the East Coast Regional Headquarters shape Link the shape to the EC Operations page 5 Point to the East Coast Regional Headquarters shape Hold c and click the shape
A hyperlink icon appears next to the pointer and a ScreenTip appears showing the name of the internal page that the shape links to. The EC Operations page opens in the same Visio window.
6 Go back to the OrgChart page
Next, you’ll link a shape to an external file.
7 Select the Westfield Facility shape
(In the third row of the orange shapes.) You’ll link this shape to an external file.
8 Open the Hyperlinks dialog box Next to the Address box, click Browse
Choose Local File… Navigate to the current topic folder
To open the Link to File dialog box.
5–24
Visio 2010: Basic 9 Select WestfieldFloorplan.vsd Click Open
To link to the Visio file.
Click OK
To create the hyperlink.
Deselect the shape
Press Esc or click a blank area of the page.
10 Point to the Westfield Facility shape
A ScreenTip shows the name of the file that the shape links to.
Hold c and click the shape 11 Close the file
The file opens in a new Visio window. To return to the OrgChart page.
12 Verify that the Westfield Facility shape is still selected Open the Hyperlinks dialog box
You’ll modify the link to go to a specific page in the external file.
13 Next to Sub-address, click Browse
From the Page list, select FirstFloor
From the Zoom list, select Page
To zoom to Page view.
Click OK
To create the hyperlink.
Click OK
To close the dialog box.
14 Test the Westfield Facility link 15 Close the WestfieldFacility file
(Hold Ctrl and click the shape.) The file opens to the FirstFloor page.
Working with pages
5–25
Link multiple files Explanation
You can link multiple files to a single shape. This is helpful if there are several files that are related to one shape in a drawing. To link a shape to multiple files, select the shape, open the Hyperlinks dialog box, and click New. Then create the desired links and click OK. To delete a link, select the link in the Hyperlinks dialog box and click Delete.
Do it!
C-2:
Linking to multiple files
The files for this activity are in Student Data folder Unit 5\Topic C.
Here’s how 1 Select the Westfield Facility shape
Here’s why If necessary.
2 Open the Hyperlinks dialog box Click New
To add a new link to the shape.
3 Next to the Address box, click Browse
Choose Local File… Navigate to the current topic folder
If necessary.
4 Double-click WestfieldSalesOrg.vsd
Click OK 5 Hold c and click the Westfield shape Choose WestfieldSalesOrg.vsd
Close the file 6 Save your changes
To add the link. Both WestfieldFloorplan.vsd and WestfieldSalesOrg.vsd appear in the menu.
5–26
Visio 2010: Basic
Linking to other file types Explanation
If you have supporting information in another format, such as an Excel worksheet, you can link your Visio drawing to it. You can also designate a specific location that the linked file should display when it opens.
Do it!
C-3:
Linking to an Excel file
The files for this activity are in Student Data folder Unit 5\Topic C.
Here’s how 1 Select the Westfield Facility shape
Here’s why (If necessary.) You’ll link an Excel file that contains Human Resources information for the facility.
2 Open the Hyperlinks dialog box Click New
To add a new link to the shape.
3 Next to the Address box, click Browse Choose Local File… Navigate to the current topic folder 4 At the bottom of the dialog box, click Visio Files
If necessary.
To open the file type list.
Select Office Files 5 Double-click WestfieldHR.xls 6 In the Sub-address box, type B7 Click OK 7 Open the linked Excel file Click OK Close Excel 8 Save and close the file
To specify cell B7 in the Excel spreadsheet as the location to go to when the file is opened. To add the link. (Hold Ctrl, click the shape, and choose WestfieldHR.xls.) A security dialog box opens. After a moment, the Excel file opens and cell B7 is selected.
Working with pages
5–27
Unit summary: Working with pages Topic A
In this topic, you learned how to set file properties, set page and printer settings, use Print Preview, create print headers and footers, and print a drawing.
Topic B
In this topic, you learned how to work with background pages. You learned how to create background headers and footers, and use fields to display information. You also learned how to apply a background page to a drawing page, edit a background, and insert a graphic in a background page.
Topic C
In this topic, you learned how to add hyperlinks to a drawing. You learned how link to pages within a drawing, link to external files, and link a shape to multiple files. You also learned how to test links. Finally, you learned how to create a link to a specific location in a file and link to different file types.
Independent practice activity In this activity, you’ll open a file and edit its properties. You’ll change the paper orientation and add a background page. Then you’ll add new content and fields to the background page, apply the background page to a foreground page, and create a link to an external file. The files for this activity are in Student Data folder Unit 5\Unit summary. 1 Open ProdDev.vsd and save it as My ProdDev. 2 Rename Page-1 as Flowchart. 3 Edit the following file properties: Set the Company name to Outlander Spices and use your name for the Author field. 4 Change the paper orientation to Landscape. 5 Add a new background page and name it Chart background. 6 Draw a blue line at the bottom of the background page. 7 Add the date to the lower-left corner, below the blue line. After the date, include the Author variable to display your name. 8 Add fields in the format “Page Number of Number of Pages” at the bottom right, below the blue line. 9 Apply the Chart background page to the foreground page. 10 Insert the image OutlanderLogo.gif in the upper-right corner of the page. 11 Link the Check inventory shape to the Excel file Inventory.xlsx. 12 Test the link and then close the Excel file. 13 Save and close the drawing.
5–28
Visio 2010: Basic
Review questions 1 True or false? The headers and footers that you apply in Print Preview are the same as those you can apply using the Field dialog box. False. Headers and footers that you create in Print Preview are displayed only in print and are not actual page content.
2 How many background pages can be applied to a drawing page? One
3 What type of information might be useful on a background page? Answers might include:
Headers and footers Page numbers Company name Graphic or logo 4 What are the steps to add a graphic to a page? a On the Insert tab, click Picture. The Insert Picture dialog box opens. b Navigate to the location of the file you want to insert. c Select the file and click Open. d Resize and position the graphic if necessary.
5 How do you open Print Preview? Click the File tab and select the Print category. Then click Print Preview.
6 What are fields? Fields are variables that provide information about a drawing, such as the company name, the file name, or the file’s author.
6–1
Unit 6 Network and brainstorming diagrams Unit time: 50 Minutes
Complete this unit, and you’ll know how to: A Create and modify network diagrams. B Create and modify rack diagrams. C Create brainstorming diagrams, and import
and export XML data.
6–2
Visio 2010: Basic
Topic A: Network diagrams Explanation
Visio makes it easy to illustrate complex network layouts for documentation and visualization purposes. A clear and well-documented network diagram is helpful to a network administrator.
Network shapes Many of Visio’s network diagram shapes are industry-standard topology shapes. Topology shapes represent industry configurations such as ring and pipeline topologies often used in a network designs. These shapes provide connection points for the devices that are arranged according to the network layout. Because these are industry-standard shapes, their use in network diagrams ensures common understanding. Topology shapes have square shape handles at their ends and in the middle, as shown in Exhibit 6-1. They also have diamond-shaped connection handles that you can use to connect to other shapes. Shape handles Ring network shape Connection handles
Ethernet shape
Exhibit 6-1: Examples of topology shapes
Network and brainstorming diagrams Do it!
A-1:
6–3
Applying topology shapes in a network diagram
Here’s how
Here’s why
1 Click the File tab Click New 2 Under Template Categories, click Network
Click Basic Network Diagram
Click Create
To create a new file based on the Basic Network Diagram template. The Network and Peripherals stencil appears in the Shapes window.
Save the file as
In the current topic folder.
My Net diagram
3 Drag an Ethernet shape to the center of the page
From the Network and Peripherals stencil.
4 Zoom in to 100% 5 Click the View tab In the Visual Aids group, clear
To turn off the AutoConnect feature.
AutoConnect
6 Point to the center-right shape handle, as shown
The pointer changes to a two-headed arrow.
Drag to the right to make it approximately 4.5” wide
Use the status bar to determine the size of the shape as you drag.
6–4
Visio 2010: Basic 7 Drag a Server shape above the top-left connection handle
The yellow diamond-shaped handles are connection handles.
8 Type Finance
To name the Server shape.
Press g 9 Select the Ethernet shape Drag the connection handle to the center of the Server shape, as shown
Verify that a red highlight appears, indicating that the connection handle is glued to the center of the Server shape.
10 Activate the Computers and Monitors stencil
(In the Shapes window, click the stencil’s title bar.)
Drag a PC shape below the bottom-left connection handle
11 Name the PC shape Computer
Verify that the shape is selected, type the name, and press Esc.
12 Connect the Ethernet shape to the connection point on the Computer
Select the Ethernet shape and drag the connection handle to the center of the PC shape. Make sure you see the red highlight before you release the mouse button.
Network and brainstorming diagrams
6–5
13 Select the Finance server shape Press and hold c and drag to the right
To duplicate the shape.
Position the duplicate shape above the next connection handle 14 Create a third duplicate above the rightmost connection handle
15 Connect the new servers to the Ethernet server shape
Select the Ethernet shape and glue the connection handles to the other shapes.
16 Rename the middle Server shape
Select the shape and type the text. Press Esc to exit text mode.
Marketing
Rename the right Server shape Sales
17 Create a duplicate of the PC shape next to the existing PC shape Connect the PC shape to the Ethernet server shape 18 Save your changes
You do not need to rename this duplicate shape.
6–6
Visio 2010: Basic
Working with connection handles Explanation
When you’re working with topology shapes, you can create additional connections to expand the network diagram. Simply drag a yellow diamond connection handle from inside the shape, as shown in Exhibit 6-2. You can also move connection handles by dragging them to new locations.
To create a new connection, drag from a connection handle inside the topology shape.
Exhibit 6-2: Creating a new connection
Network and brainstorming diagrams Do it!
A-2:
6–7
Creating a new connection
Here’s how 1 Select the Ethernet shape
Here’s why If necessary.
2 Point to the connection handle on the left side, as shown
3 Drag it to the left and down, as shown
4 Open the Network and Peripherals stencil
Click the stencil’s title bar in the Shapes window.
5 Drag a Printer shape below the new connection handle
6 Name the Printer Printer 1 Connect the Printer shape to the Ethernet shape 7 Select the Ethernet shape Verify that all connected shapes have a red connection point 8 Save your changes
Select the Ethernet shape and drag the connection handle to the center of the Printer shape. If necessary. (In the center of each shape.) This indicates that the connection points are properly glued.
6–8
Visio 2010: Basic
Add and connect topology shapes Explanation
You can add more topology shapes to a diagram in several ways. You can drag a shape from the stencil, copy and paste a shape, or press the Ctrl key while dragging a shape already on the drawing page. When you create a duplicate of a topology shape, the duplicate maintains the same shape connections as the original. If you want a duplicate that has no connections, then duplicate the shape before using the connection handles or drag a new shape from a stencil. If you add a shape from a stencil, you can often quickly make connections by using the AutoConnect feature. Hide extra connection lines Topology shapes will often have connection lines that you don’t need. You can hide extra connections by dragging the connection handles to the center of the shape. The connection handles are still visible when the shape is selected, but the lines are hidden, as shown in Exhibit 6-4. To hide connection lines, drag the handles to the center of the topology shape
Exhibit 6-3: Hiding an extra connection handle Do it!
A-3:
Adding and connecting topology shapes
Here’s how
Here’s why
1 Click
(To the right of the Zoom slider, or in the Zoom group on the View tab.) To fit the entire page in the window.
2 Press c + A
To select all the shapes in the drawing.
Move the shapes near the right side of the page
(Drag from the center of the selection.) You’ll add another Ethernet shape on the left side of the page and connect it to the existing Ethernet shape.
Press g
To deselect the shapes.
3 On View tab, select
To turn on the AutoConnect feature.
AutoConnect
4 In the Network and Peripherals stencil, click the Ethernet shape
To make it active.
Network and brainstorming diagrams 5 On the drawing page, select the Ethernet shape
6–9
AutoConnect handles appear on each side of the shape.
Point to the leftmost AutoConnect handle
A short menu of shapes appears.
In the menu, click the Ethernet shape
To add a new Ethernet shape to the left of the existing one.
6 Hold down s Drag the new Ethernet shape to the left side of the page
To keep the Ethernet shapes aligned as you drag. The two Ethernet shapes are connected, but no other connections are added.
7 Press and hold c + s Click the new Ethernet shape
To zoom in.
8 Point to its top-right connection handle
Drag the connection handle near the center of the Ethernet shape
To hide the connection line.
9 Hide two more of the connection lines, leaving the two shown
6–10
Visio 2010: Basic 10 Drag a Router shape below the bottom connection handle
Name it Router 1 Connect it to the Ethernet shape 11 Add a Server shape above the top connection handle
Either duplicate one of the existing Server shapes, or drag a new one from the stencil.
Name it IIS Server Connect it to the Ethernet shape 12 Drag a Firewall shape between the two Ethernet shapes, as shown
Press g 13 Zoom out to view the entire page 14 Save your changes
To deselect all shapes.
Network and brainstorming diagrams
6–11
Move shape text Explanation
In addition to using the Text tool to move text blocks, many shapes provide control handles that you can use to move shape text interactively. To move shape text, select the shape whose text you want to move, and then drag the yellow control handle to the new text location. Moving text can often improve the readability of your diagram, especially if the text overlaps lines or other shapes.
Do it!
A-4:
Moving shape text
Here’s how 1 On the View tab, clear
Here’s why To turn off the AutoConnect feature.
AutoConnect
2 Press and hold c + s Click the IIS Server shape
To zoom in.
3 Select the IIS Server shape Point to the yellow diamond control handle
A ScreenTip that reads “Reposition Text” appears.
4 Drag the yellow control handle above the shape
To move the text above the Server shape.
5 Move the text above the other server shapes, as shown
Place the text on the same horizontal line as the IIS Server text block.
6 Save and close the file
6–12
Visio 2010: Basic
Topic B: Rack diagrams Explanation
You can create diagrams to show the structure of a rack system. Network administrators use rack diagrams to show or model the configuration of computer components. They also use them to optimize storage space because they can clearly view the space requirements for each component.
Creating rack diagrams A rack diagram documents a rack system, as shown in Exhibit 6-4. A rack system is a collection of computer hardware devices and components mounted in a rack. Visio’s network equipment shapes conform to industry standards and are designed to fit together precisely. The rack diagram template is available in the Network category.
Exhibit 6-4: A rack diagram Do it!
B-1:
Creating a rack diagram
Here’s how
Here’s why
1 Click the File tab Select the New category Under Template Categories, select
To view the Network templates.
Network
2 Double-click Rack Diagram
Save the file as My rack diagram
(Or select it and click Create.) To create a blank file based on the Rack Diagram template. The Rack-mounted Equipment stencil appears in the Shapes window. In the current topic folder.
Network and brainstorming diagrams 3 Drag a Rack shape to the center of the page
6–13
To add a Rack shape to the drawing.
4 Right-click the border of the Rack shape Choose Hide U sizes
To hide the information about the U height for the Rack shape. The U height attribute indicates the height of the rack system.
5 Point as shown
Drag down until the height of the rack is approximately 4 ft.
Use the status bar to determine the height as you drag.
6 Drag a Power supply/UPS shape to the bottom of the Rack shape
(Scroll down in the Shapes window to locate the shape, if necessary.) The connection points of the shape are automatically glued to the Rack.
Type Power supply
To name the shape. The text appears to the right of the shape automatically.
Press g 7 Place a Power strip shape above the Power supply shape
Press g 8 Add the remaining components to the diagram 9 Save and close the drawing
As shown in Exhibit 6-4.
6–14
Visio 2010: Basic
Topic C: Brainstorming diagrams Explanation
Brainstorming is a method commonly used to solve problems or generate ideas. You can use Visio to document a brainstorming session to help you to capture ideas, evaluate options, and determine the best course of action.
Elements of a brainstorming diagram In a brainstorming diagram, the main topic represents the central problem statement or the core heading that forms the basis for planning. For example, to document ideas for new products, the main topic in a brainstorming session might be “New product line.” Topics are consideration points or factors that you need to discuss to solve the problem. Legend shapes provide additional information about the items in a diagram, such as the priority level, exceptions, or a factor that you define. When you add Legend shapes to a diagram, the legend is automatically updated. The Brainstorming tab When you create a file based on the Brainstorming template, the Brainstorming tab appears on the Ribbon. This tab contains commands you can use to create and manage brainstorming diagrams. The following table describes some of the commands on the Brainstorming tab. Command
Description
Auto-Arrange
Automatically arranges topics in a brainstorming diagram.
Main
Inserts a Main Topic shape in the diagram.
Subtopic
Attaches a subtopic to the selected topic.
Peer
Inserts a topic at the same level as the selected topic.
Multiple Subtopics
Opens the Add Multiple Subtopics dialog box, which you can use to insert several subtopics simultaneously.
Change Topic
Opens the Change Shape dialog box, which you can use to change the shape of a selected topic.
Creating brainstorming diagrams As mentioned earlier, brainstorming diagrams provide a visual way of understanding a problem and potential solutions. For example, if you’re the manager of an organization and you need to determine how to most effectively allocate resources among various departments, you can create a brainstorming diagram that shows all the departments, similar to the example shown in Exhibit 6-5. Then, you can experiment with various resource allocations to visualize possible solutions.
Network and brainstorming diagrams
6–15
Exhibit 6-5: A brainstorming diagram Do it!
C-1:
Creating a brainstorming diagram
The files for this activity are in Student Data folder Unit 6\Topic C.
Here’s how
Here’s why
1 On the File tab, select New Under Template Categories, click Business
2 Double-click Brainstorming Diagram
3 Observe the Outline window
Close the Outline window
To create a file based on the Brainstorming Diagram template. The Brainstorming Shapes and Legend Shapes stencils appear in the Shapes window. An Outline window is also opened, and the Brainstorming tab appears on the Ribbon. This window provides an outline of the relationship between various shapes added to the diagram. Click the X in the lower-left corner.
4 Click the Brainstorming tab
To view the Brainstorming tools.
5 Save the file as
In the current unit folder.
My brainstorming diagram
6 Drag a Main Topic shape onto the page Name the Main Topic shape Business Administration
(From the Brainstorming Shapes stencil.) Refer to Exhibit 6-5 for the general locations and sizes of shapes in this activity.
6–16
Visio 2010: Basic 7 Click the View tab Select AutoConnect
(If necessary.) You’ll use AutoConnect to add other shapes to the diagram.
8 In the stencil, select the Topic shape
To make it active.
9 On the page, point to the Main Topic shape
AutoConnect handles appear around it.
Click the bottom AutoConnect handle
To add the Topic shape below the Main Topic shape.
10 Drag the shape slightly to the right
To reverse the direction in which the Topic shape is connected to the Main Topic shape.
11 Type Resources for Sales Administration
Press g 12 In the stencil, select the Multiple topic shape
To make it active. You’ll add multiple topics to the left of the Business Administration shape.
13 Click the left AutoConnect handle, as shown
The Add Multiple Topics dialog box appears. You’ll use it to add subtopics.
14 Type Marketing Cost Press e 15 Type Human Resources Press e
To name the Topic shape.
Network and brainstorming diagrams
6–17
16 Type MIS and press e 17 Type Total Production and press e Click OK
To close the dialog box and link the subtopics to the Business Administration shape.
18 Activate the Legend Shapes stencil
(Click the stencil’s title bar.) You’ll add a legend to the diagram.
19 Zoom in on the MIS topic
Press and hold Ctrl+Shift and click it.
20 Drag a Star shape to the right of the MIS topic, as shown
(Scroll down in the Legend Shapes stencil.) You’ll use the Star shape to indicate that input is required.
21 Click
(To the right of the Zoom slider, or in the Zoom group on the View tab.) To view the entire page.
22 Drag a Legend shape near the lower-left corner of the page
The Legend describes all the Legend shapes added to the drawing. In this case, the Star shape is visible. If you add more Legend shapes to the drawing, each shape description is added automatically.
23 Zoom in on the Legend shape Double-click the description Star
To select it.
Type Require input
To change the star’s description in the Legend.
24 Complete the diagram 25 Save your changes
As shown in Exhibit 6-5.
6–18
Visio 2010: Basic
Applying brainstorming data Explanation
You can export the data in a brainstorming diagram to a Microsoft Word document, a Microsoft Excel workbook, or an XML file. XML stands for Extensible Markup Language and is a widely accepted standard for exchanging data across applications and platforms. To export a brainstorming diagram to an XML file: 1 Open the brainstorming diagram you want to export. 2 On the Brainstorming tab, click Export Data and choose To XML. The File Save dialog box opens. 3 Navigate to the location where you want to save the XML file. 4 Click Save. Visio exports the data to XML. A message box appears indicating that the export is complete. 5 Click OK.
Do it!
C-2:
Exporting a brainstorming diagram to XML
Here’s how
Here’s why
1 Click the Brainstorming tab Click Export Data Choose To XML…
To open the File Save dialog box.
2 Navigate to the current topic folder Edit the File name box to read Draft plan
Click Save
The Brainstorming message box appears when the export is completed.
Click OK
To complete the export process.
3 Save and close the drawing
Network and brainstorming diagrams
6–19
Importing XML Explanation
Visio’s XML import and export features allow you to exchange XML data between Visio and many other applications. XML data is simple text made up of tags that describe the data they contain. Exhibit 6-6 shows the XML in the file “Organization structure.xml” when viewed in Notepad, the default text editor in Windows. Visio can display this XML data as a brainstorming diagram when you import the file.
Exhibit 6-6: XML data viewed in Notepad To import XML data into a brainstorming diagram: 1 Create a drawing based on the Brainstorming Diagram template. 2 On the Brainstorming tab, click Import Data. The File Open dialog box appears. 3 Navigate to the location of the XML file you want to import. 4 Double-click the file, or select it and click Open.
6–20 Do it!
Visio 2010: Basic
C-3:
Importing XML data into a brainstorming diagram
The files for this activity are in Student Data folder Unit 6\Topic C.
Here’s how 1 Create a new file based on the Brainstorming Diagram template Save the file as
Here’s why On the File tab, select New, and double-click Brainstorming Diagram. In the current topic folder.
Import org plan
Close the Outline window 2 On the Brainstorming tab, click Import Data
To open the File Open dialog box.
3 Navigate to the current unit folder
If necessary.
4 Double-click Organization
Visio automatically generates a brainstorming diagram from the XML data in the file.
structure.xml
5 Save and close the drawing
Network and brainstorming diagrams
6–21
Unit summary: Network and brainstorming diagrams Topic A
In this topic, you learned how to use network topology shapes to create a basic network diagram. You learned how to move control handles to create different connection points and move text blocks connected to shapes.
Topic B
In this topic, you learned how to create a rack diagram for a rack system in a network.
Topic C
In this topic, you learned how to create and modify a brainstorming diagram. You learned the commands and options on the Brainstorming tab, and you learned how to import and export XML data.
Independent practice activity In this activity, you’ll create a network diagram. Then you’ll create a brainstorming diagram and export it to XML. Finally, you’ll import XML data into a Visio file. The files for this activity are in Student Data folder Unit 6\Unit summary. 1 Create a new file based on the Basic Network Diagram template. Save the file as My Network in the current Unit summary folder. 2 Create a network diagram similar to the example shown in Exhibit 6-7. 3 Save and close the drawing. 4 Create a new file by using the Brainstorming Diagram template. Save the file as My brainstorm. 5 Add several shapes to the drawing so that it looks similar to the example shown in Exhibit 6-8. 6 Export the brainstorming diagram to XML. Name the file Brainstorm data. 7 Save and close the drawing. 8 Create a new file by using the Brainstorming Diagram template. Save the file as New Brainstorm. 9 Import the Brainstorm data XML file. 10 Edit the topics and legends as shown in Exhibit 6-9. 11 Save and close the drawing. (Don’t close Visio.)
6–22
Visio 2010: Basic
Exhibit 6-7: A network diagram
Exhibit 6-8: A brainstorming diagram
Network and brainstorming diagrams
6–23
Exhibit 6-9: The revised brainstorming diagram
Review questions 1 What is the purpose of a rack diagram? Network administrators use rack diagrams to show or model the configuration of computer components.
2 What is a legend? A legend provides additional information about the items in a diagram, such as the priority level, exceptions, or a factor that you define.
3 What is XML? XML stands for Extensible Markup Language; it’s a widely accepted standard for exchanging data across applications and platforms.
4 What methods can you use to add topology shapes to a diagram? (Choose all that apply.) A Drag a shape from the stencil. B Copy and paste an existing shape. C Press the Ctrl key and drag an existing shape. D On the Insert tab, click Add Shape. 5 True or false? When you create a duplicate of a topology shape, the duplicate maintains the same shape connections as the original. True
6–24
Visio 2010: Basic
7–1
Unit 7 Customization and reporting Unit time: 60 Minutes
Complete this unit, and you’ll know how to: A Use guides to arrange objects, and
customize shape connections. B Set shape properties and create and apply
custom properties. C Create and modify property reports.
7–2
Visio 2010: Basic
Topic A: Layout and connection techniques Explanation
You can add guides to a drawing page to make it easier to position and align shapes precisely. Other techniques you can use to fine-tune a diagram include creating your own connection points on shapes and formatting connectors to clarify a message.
Guides Guides are non-printing lines that divide a drawing page into sections to help you precisely arrange shapes and lines. For example, Exhibit 7-1 shows three horizontal guides and one vertical guide. You can add guides to a drawing by dragging from the horizontal or vertical ruler onto the page. Guides are development aids only; they are not part of the final product and do not print. You can move guides as needed by dragging them on the page.
Exhibit 7-1: One vertical and three horizontal guides Gluing shapes to guides Just as you glue shapes to connector lines, you can glue shapes to guides. This technique can help you to align objects precisely and move multiple shapes in unison. It’s typically best to place guides before adding shapes to a drawing page. If you place guides on a drawing page that already contains shapes, you’ll need to manually reposition the shapes on the guide to glue them. If you glue multiple shapes to a guide, all the shapes will move together if you move the guide. Do it!
A-1:
Using guides
The files for this activity are in Student Data folder Unit 7\Topic A.
Here’s how 1 Open Network.vsd 2 Save the file as My Network
Here’s why From the current topic folder.
Customization and reporting
7–3
3 Point to the vertical ruler
(Use the Pointer tool.) The pointer changes to a double-headed arrow.
Drag to the right, to the 9” mark on the horizontal ruler
(Watch the horizontal ruler as you drag to place the guide.) To create a vertical guide.
4 Point to the horizontal ruler Drag a horizontal guide to the 7” mark on the vertical ruler
To create a horizontal guide on the page.
5 Add two more horizontal guides at the 2” and 4.5” marks
There should be three horizontal guides and one vertical guide on the drawing page.
6 Drag a Server shape onto the page
From the Network and Peripherals stencil.
7 Place it at the top intersection of the guides, as shown
The red squares indicate that the shape will be glued to both guides. When you release the mouse button, red control handles indicate that the shape is glued to the guides.
8 Add two more Server shapes to the drawing
As shown in Exhibit 7-1.
9 Click the vertical guide
To select it.
Drag the guide to 8.5” 10 Add a Router shape to the page Enlarge the Router shape to approximately 1” wide 11 Glue the Router shape to the top horizontal guide, under the logo
(On the horizontal ruler.) The shapes move with the guide because they are glued to it. Do not glue the shape to any guides yet. Drag a corner shape handle to make the shape larger. Use the status bar to determine the size.
7–4
Visio 2010: Basic 12 Create two duplicates of the Router shape Place the duplicates as shown
13 Name the top Server shape Comm Server
Move the shape text to the right of the shape, as shown
Drag the yellow control handle to move the text.
14 Name the middle Server shape Apple Talk
Move the text to the right of the shape 15 Name the last Server IPX Only and move the text to its right Drag the top horizontal guide down by 0.5”
Both shapes glued to this guide move as well.
16 Click the View tab In the Show group, clear Guides 17 Make the guides visible again 18 Save your changes
To hide the guides. They are no longer visible, but they remain on the page. On the View tab, select Guides.
Customization and reporting
7–5
Creating new connection points Explanation
Most shapes have only one connection point on each side. If you want to create your own connection points, select the Connection Point tool on the Home tab. To add connection points, click the shape to select it. Then, press and hold Ctrl and click where you want to add the connection point. To remove a connection point, click it to select it and press Delete. You can move connection points by dragging them with the Connection Point tool.
7–6 Do it!
Visio 2010: Basic
A-2:
Adding connection points
Here’s how
Here’s why
1 Press and hold c Click the three router shapes
To select them.
Drag the shapes closer to the vertical guide, as shown
2 Add three PC shapes to the page
From the Computers and Monitors stencil.
Glue the shapes to the top horizontal guide, as shown
3 Zoom in on the top router shape
Press Ctrl+Shift and click it.
4 Select the top router shape 5 On the Home tab, in the Tools group, click as shown
The Connection Point tool is in the Tools group.
6 Press and hold c Point to the edges of the Router shape
A plus sign (+) appears on the pointer.
Click the top-left part of the shape, as shown
To add a new connection point.
Release c
The new connection point appears red.
Customization and reporting
7–7
7 Add two more connection points to the router, as shown
Remember to hold Ctrl as you click to add the connection points.
8 Add the same connection points to the other two Router shapes
You need to select each shape before you can add connection points to it.
9 Select the Pointer tool View the entire page
Click the Fit page to current window button, to the right of the Zoom slider.
10 Name the three PCs PC 1, PC 2, and PC 3 11 Name the three Routers Router 1, Router 2, and Router 3 12 Glue three Laptop computer shapes to the guide shown
From the Computers and Monitors stencil.
Name the three laptops Lap 1, Lap 2, and Lap 3 13 Glue three Tablet computer shapes to the third guide
Name them Tablet 1, Tablet 2, and Tablet 3 14 Save your changes
7–8
Visio 2010: Basic
Select objects by Type Explanation
Sometimes you might want to select similar objects and shapes. For example, you might be working on a complex drawing and need to select multiple objects of the same type for editing. You can select each shape one by one, or you can use the Select by Type dialog box, shown in Exhibit 7-2. To open this dialog box, click Select in the Editing group on the Home tab, and choose Select by Type.
Exhibit 7-2: The Select by Type dialog box Do it!
A-3:
Selecting objects by type
Here’s how
Here’s why
1 On the Home tab, in the Editing group, click Select Choose Select by Type… 2 Click None
To open the Select by Type dialog box. By default, all shape types are selected. To deselect all shape types.
3 Next to the Shape type, check Guides
Click OK 4 Press d Save your changes
To select only the guides. To delete the guides from the page.
Customization and reporting
7–9
Shape connections Explanation
You can connect shapes to new connection points by using the same techniques you would use to connect unaltered shapes. However, if you want to precisely position the connections, you can use the Connector tool to draw the connections manually. AutoConnecting the shapes can produce undesired results. If you’ve already positioned shapes in a drawing, using the Connector tool can often produce better results.
Do it!
A-4:
Connecting shapes to new connection points
Here’s how 1 Select the Connector tool
Here’s why In the Tools group on the Home tab.
2 Point to the center of the Comm Server shape, as shown
A red box appears around the center connection point, indicating that the connection will be glued to it.
3 Connect it to the center of the Router 1 shape Click the connector
To select it. Control handles appear so that you can re-shape the connection line.
4 Adjust the shape of the connector, as shown
5 Select the Connection Point tool Add a new connection point to the upper-right side of PC 3, as shown
You need to click the shape first to select it.
7–10
Visio 2010: Basic 6 Select the Connector tool Connect PC 3 to the leftmost connection point on Router 1
7 Select the Connection Point tool Move the center connection point in PC2 to the top of the shape
8 Select Router 1 Move the center connection point to the right side, as shown
So that the connection to the Server shape is a straight line.
9 Select the Connector tool Connect PC 2 to the middle connection point on Router 1 You might need to adjust the line.
10 Save your changes
Customization and reporting
7–11
Snap & Glue Explanation
By default, when you position and adjust objects in a drawing, they snap to different items, such as the grid or ruler subdivisions. You can modify glue settings to use other parts of selected shapes as well. Glue settings You can use more than connection points to glue shapes. For example, you can glue to shape handles instead of, or in addition to, gluing to connection points. To control the way items snap, use the Snap & Glue dialog box, shown in Exhibit 7-3. To open the Snap & Glue dialog box, click the View tab and then click the dialog box launcher in the Visual Aids group.
Exhibit 7-3: The Snap & Glue dialog box
7–12 Do it!
Visio 2010: Basic
A-5:
Changing Snap & Glue settings
Here’s how 1 Zoom in on Router 1
Here’s why If necessary.
Select the Connector tool 2 Select the connector between Router 1 and PC 2 Using the center connector control handle, drag the line up and down
As you drag, the connector snaps to the grid increments.
3 Click the View tab In the Visual Aids group, click the dialog box launcher 4 Clear Grid Clear Ruler subdivisions
To open the Snap & Glue dialog box.
To turn off the Snap to Grid option. To turn off the Snap to Ruler subdivisions option.
Click OK 5 Drag the connector line up and down again
The connector moves smoothly and does not snap to any visual aid. It snaps only to its original location.
6 Drag the connector close to the shapes, as shown
If necessary.
7 Save and close the file
Customization and reporting
7–13
Topic B: Shape properties Explanation
You can define properties to store and track information about elements of a drawing. For example, you can store information about a server, such as its manufacturer, CPU speed, hard drive space, and IP address.
Define shape properties There are several pre-defined properties that you can set, as shown in Exhibit 7-4. You can also create custom properties. To define properties for a shape: 1 Right-click the shape and choose Properties to open the Shape Data panel. 2 In the appropriate data fields, enter the information you want to track. 3 Click the “X” in the corner to close the panel, if necessary.
Exhibit 7-4: The Shape Data panel
7–14 Do it!
Visio 2010: Basic
B-1:
Adding custom properties to shapes
The files for this activity are in Student Data folder Unit 7\Topic B.
Here’s how 1 Open Outlander network.vsd
Here’s why From the current topic folder.
Save the file as My Outlander network
2 Right-click the Comm Server shape and choose Properties
To open the Shape Data panel. You’ll expand the panel.
3 Point to the bottom edge of the panel
The pointer changes to a two-headed arrow.
Drag downward
To increase the height of the panel.
4 Increase the width of the panel
(Drag from the edge of the panel.) You’ll add information about the Comm Server shape.
5 In the Manufacturer box, enter
To record the name of the manufacturer.
MicroCom
In the Serial Number box, enter
To record the server’s serial number.
12345
In the Location box, enter
To record the server’s location.
First floor
In the Department box, enter Communications
6 Point to the Shape Data panel’s title bar Drag to the lower-left corner of the drawing window 7 Select the Apple Talk shape In the Shape Data panel, specify the following properties: Manufacturer: Apple Serial Number: 33456 Location: Second floor Department: IS 8 Save your changes
(Scroll to the bottom of the list.) To record the department to which the server belongs. The pointer changes to a four-headed arrow, indicating that you can move the panel. The panel docks to the left side of the work area
Customization and reporting
7–15
Custom properties Explanation
As mentioned earlier, all shapes have a predefined set of fields you can use to set properties. However, you might want to store information that isn’t defined in the default set. You can create one or more custom properties to track information that’s important to you or your organization. You can apply custom properties to multiple shapes. To create a property set: 1 Right-click in the Shape Data panel and choose Shape Data Sets to open the Shape Data Sets panel, shown in Exhibit 7-5. 2 Click Add to open the Add Shape Data Set window. 3 Enter a descriptive name for the property set, select “Create a new set,” and click OK.
Exhibit 7-5: The Shape Data Sets panel
7–16
Visio 2010: Basic To add custom properties to a property set: 1 In the Shape Data Sets panel, select the property set you want to define custom properties for. 2 Click Define to open the Define Shape Data dialog box, shown in Exhibit 7-6. 3 Specify the information for the property. 4 Click New to add the property and reset the dialog box. 5 Using the same steps, add more properties if needed. 6 Click OK to close the dialog box.
Exhibit 7-6: The Define Shape Data dialog box Custom properties for individual shapes When you create custom properties for a shape, the custom properties will be associated with that shape only. However, you can copy the properties of an individual shape into a custom property set if you want to use them for other shapes.
Customization and reporting Do it!
B-2:
7–17
Creating custom property sets
Here’s how
Here’s why
1 Right-click in the Shape Data panel Choose Shape Data Sets… 2 In the Shape Data Sets window, click Add
To open the Shape Data Sets window. To open the Add Shape Data Set dialog box.
Type Servers
To name the property set.
Select Create a new set
You can create a new set or use an existing set.
Click OK
To close the dialog box.
3 In the Shape Data Sets window, click Define
To open the Define Shape Data dialog box.
4 In the Label box, enter Installation Date
From the Type list, select Date From the Format list, select
This is not an actual date, but a date format.
Oct. 3, 93
In the Prompt box, type Specify date when server was placed into service.
5 Click New
You’ll add another custom property to the set.
6 Enter the following information: Label: Storage Type: Number Format: Whole number (3) Prompt: Specify storage capacity in gigabytes.
7 Click OK 8 Save your changes
To close the dialog box.
7–18
Visio 2010: Basic
Applying custom properties Explanation
After creating a custom property set, you can apply the properties to the shapes in your drawing. The new property set will be added to the existing property set for the shape. To apply a custom property set to a shape: 1 Select the shape to which you want to apply the custom property set. 2 In the Shape Data Sets panel, check each property set you want to add to the selected shape. 3 Select whether to apply the checked property set(s) to shapes selected in the drawing or to shapes selected in the stencil. 4 If you want to remove a property set, check “Remove existing data sets.” 5 Click Apply.
Customization and reporting Do it!
B-3:
7–19
Applying custom properties
Here’s how
Here’s why
1 In the Shape Data Sets panel, check Servers 2 Verify that “Shapes selected in drawing” is selected 3 Move the Shape Data Sets panel to the left side of the work area
Drag the panel’s title bar to move the panel.
4 Select the Comm Server shape In the Shape Data Sets window, click Apply 5 In the Shape Data panel, scroll to the bottom of the list
The new custom properties, Installation Date and Storage, have been added at the bottom of the list.
6 Click the Installation Date box
To make the property active. A small button appears on the right side.
Click the button
To display a calendar.
Select a date from the calendar 7 In the Storage box, enter 100
You’ll add the custom properties to the other two server shapes.
8 Ctrl+click the Apple Talk and IPX Only shapes
Click the Server 1 Apple Talk shape; then press Ctrl and click the Server 2 IPX Only shape.
In the Shape Data Sets window, click Apply 9 Enter values for the Storage and Installation Date properties for the other two servers 10 Close the Shape Data Sets and Shape Data panels 11 Save and close the file
Enter different values. (You’ll need to select each of the server shapes individually.)
7–20
Visio 2010: Basic
Topic C: Reporting Explanation
You can include shape property data in a drawing report. You can also modify a report, sort data, format report shapes, and update a report with modified data.
Creating reports To create a report, you use the Report Definition Wizard, which guides you through the steps for creating a report. As you create a report, you define the information that will be included and the layout for displaying and sorting the data. To run the Report Definition Wizard: 1 On the Review tab, click Shape Reports to open the Reports dialog box, shown in Exhibit 7-7. 2 Click New to open the Report Definition Wizard. 3 Make the selections you want on each page of the wizard, and click Next to continue to the next page. 4 Click Finish to close the wizard.
Exhibit 7-7: The Reports dialog box
Customization and reporting Do it!
C-1:
7–21
Creating a report
The files for this activity are in Student Data folder Unit 7\Topic C.
Here’s how 1 Open Network Layout.vsd
Here’s why From the current topic folder.
Save the file as My Network Layout 2 Select all three server shapes
Hold down Ctrl and click each shape.
3 Click the Review tab Click Shape Reports 4 Click New Select Shapes that are
To open the Reports dialog box. To start the Report Definition Wizard. To run a report on all selected shapes.
selected
Click Next 5 Check Installation Date, Manufacturer, Serial Number, and Storage
To move to the next page of the wizard. (Scroll down.) To select the data to be included in the report. The properties are in alphabetical order.
Click Next 6 Type Server storage
To create a title for the report.
capacity
7 Click Sort
You’ll define sorting options for the report.
Under Column order, select Storage Click Move Up three times
8 Under Row order, from the first Sort by list, select Storage Click OK 9 Click Next
To move the Storage column to the top of the list. The columns will be arranged from left to right in the order of the list. To sort the rows by storage capacity in ascending order. To return to the Report Definition Wizard. You’ll specify where the report will be saved.
Type Server storage
This name will appear in the Reports dialog box list.
Verify that “Save in this drawing” is selected
To save the report as part of the drawing.
10 Click Finish
To close the wizard and return to the Reports dialog box. Leave the Reports dialog box open.
7–22
Visio 2010: Basic
Running reports Explanation
After you’ve defined a report, you need to run it to view the results. To run a report: 1 If necessary, open the Reports dialog box. 2 In the list, select the report you want to run. 3 Click Run to open the Run Report dialog box, shown in Exhibit 7-8. 4 From the list, select the format you want for the report. In order to add the report as a shape within a Visio drawing, you must have Microsoft Excel installed on your computer. 5 Select whether you want to create a copy of the report or specify a link to the report. 6 Click OK.
Exhibit 7-8: The Run Report dialog box
Customization and reporting Do it!
C-2:
7–23
Running a report
Here’s how 1 In the Reports dialog box, select
Here’s why If necessary.
Server storage
Click Run 2 Select Visio shape Verify that “Link to report definition” is selected 3 Click OK Observe the report
To open the Run Report dialog box. To insert the report as a Visio shape. To maintain a link between the report and the output shape. A progress bar is displayed momentarily. A Visio table shape is added to the page.
4 Move the table to the lower left corner of the page
So that it doesn’t overlap any shapes.
5 Zoom in on the table
The information is sorted by the storage size in ascending order.
6 Save your changes
7–24
Visio 2010: Basic
Report updates Explanation
You might need to update a report for a variety of reasons, such as changes in values or the addition of new shapes to a drawing. The process for updating a report will depend on the modifications you want to make. Linked reports If you link a report to a shape containing property data, when you run the report, you can update any property data that has changed. To do so, right-click the report and choose Update Report.
Do it!
C-3:
Updating a report
Here’s how 1 Open the Shape Data panel for the IPX Only server
Here’s why Right-click the shape and choose Properties.
2 Change the Storage value to 600 Close the Shape Data window
Next, you’ll update the report to reflect the change.
3 Select the report table 4 Ctrl+click the three Server shapes
To add them to the selection. You need to select the shapes that you want to update, along with the report table.
5 Right-click the report table and choose Update Report…
The Update Report dialog box opens.
6 Verify that Server storage is selected 7 Click Run Verify that the report is updated 8 Save your changes
Customization and reporting
7–25
Modifying a Visio Table Report shape Explanation
A Visio Table Report shape is actually an embedded Excel worksheet. You can format a Visio Table Report shape with colors other than the default colors used in the cells. Double-click the shape to activate the Excel chart and show Excel commands on the Ribbon. To format a cell, you must first select it by clicking it. If you want to apply formatting to multiple cells, press and hold Shift while selecting each cell and then apply the desired formatting. When you’re finished, press Esc.
Do it!
C-4:
Formatting a Visio Table Report
Here’s how
Here’s why
1 Zoom in to 100% 2 Double-click the report table
It’s displayed as an Excel worksheet.
3 Observe the Ribbon
The Ribbon changes to the Excel Ribbon so that you can use Excel’s tools and commands on the report table.
4 Click 1
To select row 1.
5 On the Home tab, click as shown
To open the Fill Color palette.
Select a light green color 6 Press g Save and close the file
To close Excel and return to the drawing.
7–26
Visio 2010: Basic
Unit summary: Customization and reporting Topic A
In this topic, you learned how to use guides to precisely align and glue shapes. You also learned how to add new connection points to a shape, select objects by type, and set Snap & Glue options.
Topic B
In this topic, you learned how to set properties for shapes. You also learned how to create and apply custom properties.
Topic C
In this topic, you learned how to create and run reports on shape properties. You also learned how to format a report table and update a report.
Independent practice activity In this activity, you’ll connect shapes, add custom property data to shapes, create a custom property set, and run a report. The files for this activity are in Student Data folder Unit 7\Unit summary. 1 Open New network.vsd from the unit summary folder and save it as My New network. 2 On Router 3, move the center connection point to the right side so that it matches the location on the other router shapes. (Hint: Use the Connection Point tool.) 3 Use the Connector tool to connect Router 3 to the IPX Only shape so that the connection line is straight. 4 Connect Router 3 to the Tablet shapes, as shown in Exhibit 7-9. 5 Add the following property data to each Tablet shape: Manufacturer: Dell Location: Seattle Department: Support 6 Create a custom property set called Configured by. (Hint: In the Shape Data dialog box, click Define.) 7 Use a name of your choice to indicate that the same person configured each Tablet. 8 Run a report that displays all the properties you modified for the Tablet shapes. 9 Arrange the report on the page so there are no overlapping shapes. Move other shapes as needed. 10 Save and close the drawing. 11 Close Visio.
Customization and reporting
7–27
Exhibit 7-9: The Network drawing after step 5
Review questions 1 What are guides? Guides are non-printing lines that divide a page into sections to help you arrange shapes and lines precisely.
2 True or false? Guides are not part of the drawing and do not print. True
3 How do you add a guide to help you arrange objects precisely? Drag from the horizontal or vertical ruler to place a guide on the page.
4 When shapes are glued to a guide, what happens if the guide is moved? The shapes move along with the guide.
5 What tool do you use to add connection points to a shape? The Connection Point tool
6 How do you set properties for a shape? Right-click the shape and choose Properties. Then, in the appropriate data fields, enter the information you want to track.
7–28
Visio 2010: Basic
S–1
Course summary
This summary contains information to help you bring the course to a successful conclusion. Using this information, you will be able to: A Use the summary text to reinforce what
you’ve learned in class. B Determine the next courses in this series, as
well as any other resources that might help you continue to learn about Visio.
S–2
Visio 2010: Basic
Topic A: Course summary Use the following summary text to reinforce what you’ve learned in class.
Unit summaries Unit 1 In this unit, you learned how to start Visio and create a file. You identified interface components and you learned how to use Visio Help. You also learned how to navigate in a drawing, change view settings, open stencils, move stencils in the Shapes window and float stencils in the drawing window. Then, you learned how to select, move, scale, and resize objects. Unit 2 In this unit, you learned how to use drawing tools to create different shapes and reshape objects. You learned how to use the Freeform tool, create compound lines, and duplicate, align, and distribute objects. You also learned how to group and rotate shapes. Unit 3 In this unit, you learned how to plan a basic flowchart. You learned how to create a basic diagram and insert shapes by dragging from stencils and by using AutoConnect. Then you learned how to connect and move shapes, apply different connector types, and insert and format text. You learned how to apply text to individual shapes and connectors, rotate text blocks, and create and modify an organization chart. Unit 4 In this unit, you learned how to format text and text blocks, control attributes such as font size, text color, margins, alignment, and line spacing, and apply style themes and effects. You learned how to format shapes and lines, apply line and corner styles, create a custom shadow effect, and use the Format Painter to copy formatting to one or more other shapes. Unit 5 In this unit, you learned how to set file properties, set page and printer settings, use Print Preview, create print headers and footers, and print a drawing. You also learned how to work with background pages, create background headers and footers, and use fields to display information. Then you learned how to apply a background page to a drawing and insert a graphic. Finally, you learned how to add hyperlinks to a drawing. Unit 6 In this unit, you learned how to create a basic network diagram, move control handles to create different connection points, and move text blocks connected to shapes. Then you learned how to create rack diagrams and brainstorming diagrams. You also learned how to import data into and export data from a diagram.
Course summary
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Unit 7 In this unit, you learned how to use guides to precisely align and glue shapes. You also learned how to add new connection points to a shape, select objects by type, and set Snap & Glue options. You learned how to set properties for shapes, create and apply custom properties, and create and run reports. Finally, you learned how to format a report table and update a report.
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Visio 2010: Basic
Topic B: Continued learning after class It is impossible to learn how to use any software completely in a single day. To get the most out of this class, students should begin working with Visio to perform real tasks as soon as possible. We also offer resources for continued learning.
Next courses in this series This is the first course in this series. The next course in this series is: Visio Professional 2010: Advanced
Other resources For more information, visit www.axzopress.com.
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Glossary Background page A Visio page you can use to display background elements such as page numbers and borders—elements that you want to repeat on multiple pages in a drawing.
Footer Text that appears at the bottom of each page. Headers and footers are typically placed on background pages.
Brainstorming A problem-solving technique in which people try to generate a wide variety of ideas or solutions (without initially judging their suitability).
Format Painter tool A tool used to copy formatting from one shape to another.
Brainstorming diagrams Diagrams used to develop ideas, solve logical problems, and show relationships between various topics. Center of rotation The point that you rotate objects around, using rotate handles. Compound line A line that consists of multiple line segments. Connection points The small blue x shapes that appear when the Connection Tool is selected and you point to a shape. Connection points determine how shapes are connected. Control handles Components that appear on a shape when it’s selected and that are used to modify the shape. Custom properties Data fields that store information about shapes. You define these data fields by using the Custom Properties dialog box. Eccentricity handles Controls that appear at the ends of a dotted line that runs through a round control handle. Eccentricity handles are used to refine the curvature of a line or arc. Fields Placeholders that can contain details about a drawing file, such as its file name and location. File properties Information about a file, such as its location, creation date, author, and subject. Floating The state of a stencil or toolbar when you can move it anywhere in the work area and resize it as needed.
Gluing Securing shapes together so that when one of them is moved, the connections remain intact. Grid A series of horizontal and vertical lines, similar to graph paper, on the drawing page. Grids can help you place shapes accurately. Guides Non-printing lines that divide a drawing page into sections to help you accurately place shapes and lines. Header Text that appears at the top of each page. Headers and footers are typically placed on background pages. Hyperlinks Connect a shape or page to a drawing, a document, an Internet address, or a file. Master shapes The basic building blocks of any Visio diagram or drawing. Open shape A one-dimensional shape that has a begin point (a green box with an “×”) and an endpoint (a green box with a “+”). Lines, arcs, and curved lines are examples of open shapes. Organization chart A diagram used to show superior-subordinate relationships, reporting hierarchies, and interdepartment links within an organization. Page orientation A setting that defines whether a page will print in portrait orientation (8.5”×11”) or landscape orientation (11”×8.5”). Page tabs Controls that appear at the bottom of the drawing page and that you can use to navigate in a drawing with multiple pages.
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Visio 2010: Basic
Panning Moving the page freely in any direction, without using the scroll bars. Pixel The smallest unit of display of a color on a monitor. Property set A collection of properties. Reference shape The first object you select in a selection net. The thick pink border identifies it as the first shape selected in the group. Resizing Changing a shape’s height and/or width. Resolution The level of detail provided by a monitor or in an image or drawing. On screen, resolution is defined by the number of pixels per square inch. The more pixels per inch an image has, the greater its resolution. Scaling Changing the height and width of a shape while maintaining the height-to-width proportions. ScreenTip Information that appears when you point to a command or a shape on a stencil. Selection handles The squares that appear on the selection box. You can resize an object by dragging a selection handle. Selection marquee A temporary boundary created by dragging the pointer around multiple objects. When you release the mouse button, a selection box appears around all of the objects, and all of the objects are selected. Shapes window The window that displays the stencils associated with the current template.
Snap A feature that improves the accuracy of placing objects and shapes by making them align with the grid lines and rulers. Stencil A collection of shapes that are related to a drawing type or template. Stencils have the file-name extension .vss. Template A file that provides a starting point for a drawing; the template contains the basic elements needed to create an illustration. Templates have the file-name extension .vst. Text block (1) A container for text. (2) A shape component that is used to label or define a shape. Topology shapes Shapes that represent common configurations, such as ring and star topologies, used in creating a network structure. These shapes provide connection points for the device shapes that are arranged according to the layout of the network. Vector-based illustrations Drawings composed of mathematically computed lines. Unlike bitmap images, vector-based images are not resolution-dependent. Vertex point A line component that is added where a line changes direction, anchoring one segment and beginning another segment in any direction. XML Extensible Markup Language, a standard markup language for transferring data across applications and platforms.
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Index A
F
Anchored windows, 1-14 Arcs Creating, 2-5 Reshaping, 2-8 AutoConnect, 3-4, 3-9 AutoHide, 1-14
Fields, 5-15 Files Saving, 1-19 Types of, 1-4 Fills, adding, 4-13 Footers, 5-13 Format Painter, 4-15 Freeform lines, 2-10
B Background pages, 5-13 Adding graphics to, 5-20 Applying, 5-19 Bitmap images, 1-7 Brainstorming diagrams, 6-14 Exporting to XML, 6-18 Importing XML data into, 6-19
C Center of rotation, moving, 2-25 Compound lines, 2-10 Adjusting, 2-15 Connection handles Adding, 6-6 Hiding, 6-8 Connection points Adding, 7-5 Connector shapes, 3-12 Connector tool, 3-9 Control handles, 2-8 Control points, 2-10 Converting to vertex points, 2-15
D Diagrams Brainstorming, 6-14 Design tips for, 3-2 Network, 6-2 Organization charts, 3-27 Rack, 6-12 Docked windows, 1-14 Drawing toolbar, 2-2
E Eccentricity handles, 2-8
G Gallery, 1-2 Gluing shapes To guides, 7-2 To other shapes, 3-9 Grouping shapes, 2-24 Guides, adding, 7-2
H Headers, 5-13 Help system, 1-12 Hyperlinks, 5-22, G-1
L Layouts, changing, 3-30 Lines Compound, 2-10 Compound, adjusting, 2-15 Creating, 2-5 Formatting, 4-10 Freeform, 2-10
M Master shapes, 1-7, 3-4
N Navigating among pages, 1-11 Network diagrams, 6-2
O Objects Aligning, 2-20 Defined, 1-18 Distributing, 2-22 Duplicating, 2-17 Grouping, 2-24
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Visio 2010: Basic
Moving, 1-18 Resizing, 1-22 Rotating, 2-25, G-1 Scaling, 1-22 Selecting, 1-18 Selecting by type, 7-8 Organization charts, creating, 3-27
P Page breaks, showing, 5-15 Pages Navigating among, 1-11 Renaming, 1-11 Panning, 1-8 Paragraph formats, 4-6 Pixels, 1-7 Print Preview, 5-8 Properties Defining for a shape, 7-13 File, 5-2 Property sets Applying to shapes, 7-18 Creating, 7-15
Q Quick Access toolbar, 1-4
R Rack diagrams, 6-12 Reference object, 2-20 Repeat key, 2-17 Reports Creating, 7-20 Linking to shapes, 7-24 Running, 7-22 Updating, 7-24 Resolution, 1-7 Ribbon, 1-2, 1-3 Minimizing, 1-3 Rotation handles, 3-25
S ScreenTips, 1-12 Selection handles, 1-18 Shadows, adding, 4-13 Shapes Adding to a diagram, 3-4 Aligning, 2-20 Choosing which to use, 3-2 Connecting to new connection points, 7-9 Connecting with AutoConnect, 3-4, 3-9 Connecting with the Connector tool, 3-9
Connectors, 3-12 Defining properties for, 7-13 Distributing, 2-22 Gluing, 3-9 Grouping, 2-24 Master, 1-7, 3-4 Snap & Glue toolbar, 7-11 Standard toolbar, 4-10 Stencils Changing the display of, 1-15 Defined, 1-7 Floating vs. docked vs. anchored, 1-15 Opening and closing, 1-15
T Text Adding to connectors, 3-23 Adding to shapes, 3-21 Editing, 3-16 Formatting, 4-2 Formatting with Text dialog box, 4-5 Paragraphs, 3-19 Text blocks Formatting, 4-6 Moving, 6-11 Overview of, 3-16 Rotating, 3-25 Working with, 3-25 Toolbars Drawing, 2-2 Snap & Glue, 7-11 Standard, 4-10 Topics, in brainstorming diagrams, 6-14 Topology shapes, 6-2 Duplicating, 6-8
V Vertex points, 2-12 Adding, 2-15
W Windows, anchored vs. docked vs. floating, 1-14
X XML files Exporting to, 6-18 Importing, 6-19
Z Zooming in on a drawing, 1-8
