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M I C R O S O F T ®

L E A R N H O W T O :

� Work with layers

� Create custom shapes and themes

� Customize stencils and templates

� Create a variety of business diagrams

� Create project management diagrams

� Integrate Visio with other Office programs

� Create software and database diagrams

Visio® 2010A DVA NC E D

E N S U R I N G Y O U R S U C C E S S I N T H E C L A S S R O O M

y Hands-on learning through real-world activities.

y Clear, concise, and consistent instructions.

y Time-tested instructional design.

y Comprehensive teaching tools.

V i s i o 2 0 1 0 : Advanced Student Manual

Visio 2010: Advanced Chief Executive Officer, Axzo Press: Ken Wasnock

Series Designer and COO: Adam A. Wilcox

Vice President, Operations: Josh Pincus

Director of Publishing Systems Development: Dan Quackenbush

Writers: Jim O’Shea, Brandon Heffernan

Developmental Editor: 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 means⎯graphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systems⎯without the prior written permission of the publisher.

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: 1-4260-2057-0 ISBN 13: 978-1-4260-2057-5

Printed in the United States of America

1 2 3 4 5 GL 06 05 04 03

www.logicaloperations.comFor more information, go to

Contents

Introduction iii Topic A: About the manual ............................................................................... iv Topic B: Setting your expectations ................................................................... vii Topic C: Re-keying the course .......................................................................... x

Creating technical layouts 1-1 Topic A: Layers ............................................................................................... 1-2 Topic B: Drawing scales ................................................................................. 1-11 Topic C: Displaying shape dimensions .......................................................... 1-28 Unit summary: Creating technical layouts ...................................................... 1-35

Custom themes and templates 2-1 Topic A: Custom themes ................................................................................. 2-2 Topic B: Custom templates ............................................................................ 2-10 Unit summary: Custom themes and templates ................................................ 2-13

Custom shapes and stencils 3-1 Topic A: Special drawing operations ............................................................... 3-2 Topic B: Shape behaviors ................................................................................ 3-9 Topic C: Custom stencils ................................................................................ 3-13 Unit summary: Custom shapes and stencils .................................................... 3-30

Business diagrams and Web site mapping 4-1 Topic A: Block, tree, and onion diagrams ....................................................... 4-2 Topic B: Flowcharts ....................................................................................... 4-10 Topic C: Organization charts .......................................................................... 4-20 Topic D: Project management diagrams ......................................................... 4-27 Topic E: Web site maps .................................................................................. 4-38 Unit summary: Business diagrams and Web site mapping ............................. 4-48

Integrating Visio with other programs 5-1 Topic A: Integration with Microsoft Word ...................................................... 5-2 Topic B: Integration with PowerPoint ............................................................ 5-10 Topic C: Integration with Microsoft Outlook ................................................. 5-15 Topic D: Working with Web-enabling features .............................................. 5-24 Unit summary: Integrating Visio with other programs ................................... 5-30

Software and database diagrams 6-1 Topic A: Documenting software systems ........................................................ 6-2 Topic B: Database model diagrams ................................................................. 6-8 Unit summary: Software and database diagrams ............................................ 6-16

Course summary S-1 Topic A: Course summary ............................................................................... S-2 Topic B: Continued learning after class .......................................................... S-3

ii Visio 2010: Advanced

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: Advanced

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: Advanced

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 Here’s why 1 Open Sales 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 have completed the following courses or have equivalent experience:

• Windows 7: Basic, Windows XP: Basic, or Windows Vista: Basic

• Visio Professional 2010: Basic

Target student This course is designed for students who have basic Visio experience. You will get the most out of the course if your goal is to become proficient in creating technical and business diagrams, creating custom shapes, behaviors, stencils and templates, and integrating Visio with other Office applications.

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:

• Create, assign, and customize layers; modify a drawing scale; and add and modify dimension lines.

• Use themes to quickly format charts and diagrams; create themes; create and apply styles; create templates; and create drawings based on custom templates.

• Enable developer mode, create complex shapes, apply behaviors to shapes, protect a shape, create master shapes and custom stencils, and define custom default actions and master shape properties.

• Create block diagrams, flowcharts, organization charts, and project management diagrams, and generate a Web site map.

• Integrate Visio drawings with other Office programs, such as Microsoft Word, Microsoft PowerPoint, and Microsoft Outlook; and work with Web-enabling features such as hyperlinks.

• Create program-window prototypes and system diagrams; create database model diagrams; and reverse engineer a table from a database.

viii Visio 2010: Advanced

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 1 2 3 4 5

Creating and assigning layers

Customizing layers

Adding custom shapes to a layer

Customizing the drawing scale

Manually adding and adjusting shapes to scale

Changing the size and position settings of a shape

Duplicating shapes

Adding and adjusting dimension lines

Setting display units

Calculating and displaying the area of a room

Applying theme colors and effects

Creating custom themes

Creating and applying custom templates

Enabling developer mode

Creating complex shapes

Applying shape behaviors

Protecting a shape

Creating custom master shapes

Working with ShapeSheets

Creating custom default actions

Setting master shape properties

Creating and saving custom stencils

Introduction ix

Skill 1 2 3 4 5

Creating block diagrams

Creating workflow diagrams

Creating cross-functional flowcharts

Comparing organization charts

Creating an organization chart by importing data

Creating timelines

Creating PERT charts

Creating Gantt charts

Generating Web site maps

Generating a report of Web site links

Embedding a Visio drawing in a Word document

Using drag-and-drop between applications

Inserting drawings in PowerPoint

Linking PowerPoint presentations to Visio drawings

Creating calendars

Importing calendar data from Outlook

Linking a Visio drawing to a Word document

Converting drawings to Web pages

Creating a prototype of a program window

Drawing system diagrams

Creating database model diagrams

Using the Reverse Engineer Wizard

x Visio 2010: Advanced

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

• A 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

• A monitor at 1024 × 768 resolution or higher

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 Office 2010 (specifically Word, Excel, PowerPoint, and Outlook)

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

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 http://downloads.logicaloperations.com. b Enter the course title or search by part to locate this course. c Click the course title to display a list of available downloads.

Note: Data Files are located under the Instructor Edition of the course. 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: Advanced

1–1

U n i t 1 Creating technical layouts

Unit time: 75 Minutes

Complete this unit, and you’ll know how to:

A Create and assign shapes to a layer, customize a layer, and add custom shapes to a layer.

B Use a predefined scale, change the drawing scale, add and adjust shapes, change the size and position of shapes, and duplicate shapes.

C Add and adjust dimension lines, set display units, and calculate and display the area of a room.

1–2 Visio 2010: Advanced

Topic A: Layers Explanation In Visio, layers are like clear drawing sheets placed on top of one another, merging to

produce an image, as illustrated in Exhibit 1-1. Layers provide additional control over elements in a drawing; for example, you can control which elements of a drawing to view or print. You can also use layers to group related types of shapes.

Working with layers If you’re working on a drawing such as a floor plan, which consists of different floors and shape types (furniture shapes, plumbing and electrical lines, and construction components including doors, walls, and windows), you can use layers to group these elements by type. This allows you to selectively view each shape type and work on them individually.

Layers

Exhibit 1-1: An example of layers in a Visio drawing

By using layers, you can:

• Divide complex drawings into sets of related shapes.

• Show the progression of a drawing over time.

• Control property reports for all shapes on a layer.

• Create and manage custom properties for shapes.

• Print a selected set of shapes from a drawing.

• Prevent accidental mistakes by locking layers you’re not working on.

Creating technical layouts 1–3

The Layer Properties dialog box Property settings are defined in the Layer Properties dialog box, shown in Exhibit 1-2. In this dialog box, you can change property settings and create and remove layers. Layer properties control how a layer appears or functions in a drawing.

To open the Layer Properties dialog box:

1 In the Editing group on the Home tab, click Layers.

2 Choose Layer Properties.

Exhibit 1-2: The Layer Properties dialog box

The following table describes the columns in the Layer Properties dialog box.

Column Description

# Displays the number of shapes assigned to a layer.

Visible Toggles the visibility of a layer in the drawing. If the column is cleared, objects on that layer will not be visible.

Print Toggles whether a layer prints or not. If the column is cleared, objects on the layer will not print, even if they are shown in the drawing.

Active Toggles whether a layer is active or inactive. If a layer is active (checked), any new shapes that do not have a predefined layer assignment will automatically be assigned to the active layer when you add the shapes to the page.

Lock Protects shapes on a layer so that they cannot be selected or edited. A locked layer cannot be an active layer.

Snap Toggles whether other shapes can snap to shapes assigned to the layer.

Glue Toggles whether other shapes can be glued to shapes assigned to the layer.

Color Specifies a layer color. When this option is checked, you can select a color from the Layer color list and set the transparency of the color.


Creating a layer

To create a layer, open the Layer Properties dialog box and click New. Then type a name for the layer, and click OK. When you create a layer, it’s added only to the current page, rather than every page in the file.

Assigning shapes to a layer

Master shapes inserted from a stencil are automatically assigned to a layer when they’re placed in a drawing. Even if you open stencils that are not included with a template, Visio creates layers as you add shapes. For example, if you begin with an organization chart template, the shapes in the organization chart stencil will have an assigned layer. If you open a flowchart stencil, the shapes in it will be assigned to another set of layers. This helps you to organize shapes and layers with minimal effort.

Unlike master shapes, any shapes you create with a drawing tool or import as an image file are not assigned to a layer. To manually assign a shape to a layer, first select the shape. Then, on the Home tab, click Layers and choose Assign to Layer. This opens the Layer dialog box, in which you can select the layer you want to assign to the shape.

Do it! A-1: Creating and assigning a layer The files for this activity are in student data folder Unit 1\Topic A.

Here’s how Here’s why 1 Start Microsoft Visio 2010 (Click Start and choose All Programs, Microsoft

Office, Microsoft Visio 2010.)

2 Maximize the Visio window If necessary.

3 Open Floorplan.vsd (From the current topic folder.) The FirstFloor page opens by default. You’ll create a layer and assign it to the shapes in the drawing.

Save the file as My Floorplan

4 On the Home tab, in the Editing group, click

Choose Layer Properties… To open the Layer Properties dialog box, which shows the layers in the drawing. The Visible, Print, Snap, and Glue properties are checked for most layers, indicating that these settings are active for those layers.

5 Click New… To open the New Layer dialog box.

Type Title Block, and click OK The new layer appears in the dialog box. By default, the Visible, Print, Snap, and Glue properties are assigned to this new layer.

Click OK To close the Layer Properties dialog box.


6 Select the title block, as shown (Click it.) At the bottom of the drawing.

This object was created with a drawing tool and is therefore not automatically placed on a layer. You’ll assign it to the new layer you created.

7 Click

Choose Assign to Layer… To open the Layer dialog box. Here, you can specify a layer to contain the selected shape on the page.

8 Check Title Block To assign the selected shape to the Title Block layer you created.

Click OK

9 Switch to the SecondFloor page Click the SecondFloor tab at the bottom of the drawing.

10 Open the Layer Properties dialog box

(Click Layers and choose Layer Properties.) There are currently no layers on this page.

Click Cancel To close the Layer Properties dialog box.

11 Select the Quick Shapes stencil

Scroll to the bottom of the stencil

12 Drag a Wall shape onto the page (Under Walls, Doors and Windows.) You can place the shape anywhere on the page.


Two layers are shown.

When shapes are placed in a drawing from a stencil, layers are added automatically. The “Building Envelope” layer is part of this template and contains the structural elements.

Click OK To close the Layer Properties dialog box.

14 Save your changes


Customizing layers Explanation After you add a layer to a drawing, you can define its properties to control how the layer

functions. You might want to lock a layer to prevent modifications to it. For example, while working with an office layout, you might lock the floor plan layer while working on the electrical outlets layer. When you lock a layer, it can’t be edited or even selected.

Layer size

Layer size is measured by the number of shapes on the layer, not by its physical dimensions. If the size of a layer is zero, then you might consider deleting it because there are no shapes assigned to it. You can remove these layers by checking the “Remove unreferenced layers” check box in the Layer Properties dialog box.

Layer color

When you work with complex drawings, it might be difficult to distinguish between objects. You can assign a color to a layer so that all objects on the layer share that color. For example, you might assign a color to the network and connector layers to help distinguish network cables from walls and floors.

Do it! A-2: Customizing layers

Here’s how Here’s why 1 Switch to the FirstFloor page Currently, servers and hubs are not shown.

You’ll make these objects visible by changing layer properties.


Click Layers and choose Layer Properties.

3 Scroll down to the Network layer The Network layer is not set to Visible, so the objects on this layer are not shown in the drawing.

4 Check the Visible box for the Network layer

To make the shapes on the Network layer visible in the drawing.

Click Apply The computers in the Technical Support area are now shown on the page. (You might have to move the dialog box to see the changes.)

5 Make the Connector Layer visible In the Layer Properties dialog box, scroll up and check Visible for the Connector layer.

Click Apply To show the connector shapes connecting the servers to the workstations.

6 View the Title Block layer Scroll down.

7 Check the Lock box for Title Block

With the layer locked, you won’t be able to edit or even select the shapes assigned to the Title Block layer. This prevents inadvertent edits as you work on other layers.

Click OK


8 Select the Title Block (At the bottom of the page.) You can’t select it because it’s locked, so it can’t be modified.


10 Observe the # column

To see the number of shapes on each layer. Some layers do not contain any shapes. To manage your drawing, you can remove layers with no shapes.

11 Check Remove unreferenced layers

(In the lower-left side of the dialog box.) To remove all layers that do not contain any shapes. Unreferenced layers are created when a master shape is added to a drawing and then removed.

Click Apply To apply the changes. Layers that do not contain any shapes are removed from the list.

12 For the Network layer, check Color

The default color of the layer is gray. Selecting the Color option assigns a color to a layer. When you add shapes to the layer, the shapes will automatically take on the assigned color.

From the Layer color list, select 04

To give the computers in the Technical Support area a bright blue color.

13 Give the Connector layer a bright red color

Check Color for the layer and select color 02 from the Layer color list.

Click OK To close the dialog box and view the result.



Layers and custom shapes Explanation Manually created shapes, such as those drawn with the Rectangle or Ellipse tools, do

not have pre-assigned layers. You can designate layers for the shapes you create by using the Active property in the Layer Properties dialog box. When the Active property for a layer is selected, any shapes that you manually create will be placed on that active layer. This does not affect shapes with pre-assigned layers.

Reassigning master shapes

If you don’t want a master shape (a shape that you add from a stencil) assigned to its pre-defined layer, you can move it to another layer. To reassign master shapes:

1 Select the shape(s) you want to reassign.

2 In the Editing group, click Layers and choose Assign to Layer. This opens the Layer dialog box, shown in Exhibit 1-3.

3 In the list, clear the pre-assigned layer. (The checked layer name indicates which layer the master shape is currently assigned to.)

4 Check the layer that you want to assign the shapes to.

5 Click OK.

Exhibit 1-3: The Layer dialog box


Do it! A-3: Modifying layer properties and assignments

Here’s how Here’s why 1 Open the Layer Properties dialog

box You’ll designate a layer for the shapes you create.

2 For the Network layer, check Active

To assign user-created shapes to the Network layer.

Click OK To apply the changes and close the dialog box.

3 In the Tools group, verify that the Rectangle tool is selected

4 Draw a small rectangle in the top-right corner of the floor plan

Press g To deselect the rectangle. The rectangle is blue, which indicates that it’s on the Network layer.

5 Select the rectangle and try to apply a fill color

(Use the Fill list in the Shape group.) The color of the rectangle does not change. As long as the shape is a member of the Network layer, it will remain blue.

Delete the rectangle


7 Create a layer named Addition Click the New button, type “Addition” in the Layer name box, and click OK.

8 Activate the Color property for the Addition layer and set the color to 09

To make the layer green.

9 Make the Addition layer active Check the Active box for the Addition layer.

10 Make the Network layer inactive Clear the Active box for the Network layer.

Click OK

11 Activate the Cubicles stencil Click the stencil title bar.

12 Drag the Cube workstation shape to the right side of the page

(In the empty area.)


13 Add another Cube workstation, as shown

14 Select both cubicle shapes Use the Shift key.

15 Click Layers and choose Assign to Layer…

To open the Layer dialog box. The cubicle shapes were automatically added to the Furniture layer, based on their preset values.

16 Check Addition To assign the selected shapes to the Addition layer. In this example, the Addition layer can be used to show how the floor plan would change as the result of a remodeling project. By hiding this layer and then displaying it, you see the proposed changes.

17 Clear Furniture To remove the cubicle shapes from the default Furniture layer.

Click OK To assign the cubicle shapes to the Addition layer.

Deselect the cubicles The cubicles are green, indicating they are on the Addition layer.

18 In the Layer Properties dialog box, hide the networking shapes

(Clear Visible for the Network layer.)

19 Hide the shapes on the Connector layer

To hide the shapes on the Network layer.

Click OK

20 Save and close the file


Topic B: Drawing scales Explanation A drawing scale is a substitution for the default measuring system. For example, you

might create shapes in your drawing that are large and do not fit on the paper. You can customize the scale so that 1/8 inch is equivalent to one foot in the actual size. A scale maintains the correct proportions between the size of objects in a drawing and their real-world counterparts. So, for example, if you create a space plan using a scale, you’ll know how much furniture can fit in a room.

Set a drawing to scale The drawing scale is set as a page property. Depending on the template you use, a scale might already be defined. Most building-plan templates have a default scale. You can change a drawing scale, and set individual scales for each page in a drawing. You can set up a scale by using the Page Setup dialog box, shown in Exhibit 1-4. It’s preferable to set a scale before you start your project.

Exhibit 1-4: The Drawing Scale tab in the Page Setup dialog box

To set a drawing scale:

1 On the Design tab, click the dialog box launcher in the Page Setup group.

2 Click the Drawing Scale tab.

3 Change the settings as needed and click OK.


The following table describes the options on the Drawing Scale tab.

Option Description

No scale (1:1) If selected, the drawing will not be scaled.

Pre-defined scale Provides selection options for common drawing scales, such as architectural, metric, or engineering scales.

Custom scale Allows you to specify custom scale ratios.

Page size Shows the actual size of the page or area when used with a drawing scale.

Changing a drawing scale When you change the drawing scale after creating a drawing, the entire drawing adjusts to the new setting. Sometimes, the drawing might be too large for the page. When you change the drawing scale, consider the outcome and adjust your page size accordingly by using the Drawing Scale tab in the Page Setup dialog box.


Do it! B-1: Using and changing the drawing scale The files for this activity are in student data folder Unit 1\Topic B.

Here’s how Here’s why 1 Open New floorplan.vsd From the current topic folder.

Save the file as My New floorplan

2 Switch to the SecondFloor page You’ll change the drawing scale for the SecondFloor page so that the plan is visible in greater detail.

Observe the ruler

(You might see different numbers, but they are shown in five-foot increments.) You’ll set the rulers to use a different scale.

3 Click the Design tab

In the Page Setup group, click the dialog box launcher

(In the lower-right corner of the command group.) To open the Page Setup dialog box.

Click the Drawing Scale tab and observe the page size

The current page size is 96 ft. 6 in. × 68 ft.

4 Under Pre-defined scale, verify that Architectural is selected

To set a scale that adheres to the industry standard for a building plan.

5 Under Pre-defined scale, from the second list, select 1/4" = 1'0"

To customize the scale so that 1/4 inch in the drawing is equivalent to one foot in actual measurement.

6 Observe the new page size

By increasing the scale’s size, you reduce the area and the page size by half.

Click OK To set the new scale for this page.

7 Observe the rulers

The rulers shift for the new scale.


8 Switch to the FirstFloor page You’ll copy a shape from this page.

9 Copy one of the green cubicle shapes

Select it and press Ctrl+C.

Observe the status bar (On the left side, under the Shapes window.) To see that the size of the cubicle is 8ft × 8ft.

10 Switch to the SecondFloor page

11 Paste the shape Shapes automatically adjust to the current scale. Because the SecondFloor page uses a different scale, the shape appears twice as large.

Observe the status bar The actual size, 8ft × 8ft, remains the same.

12 Switch to the FirstFloor page You’ll change the drawing scale for the page and observe the effect on the drawing.

13 Open the Page Setup dialog box In the Page Setup group, click the dialog box launcher.

Click the Drawing Scale tab and observe the page size

The current page size is 98 ft × 68 ft.

14 Under Architectural, select 1/4" = 1'0"

To make the page size half of the original size.

Click OK The shapes are now too large for the page. Because you changed the scale, the shapes overflow the page boundaries. You need to keep the original page size.

15 Open the Page Setup dialog box

On the Drawing Scale tab, enter the original page size

Type the dimensions in the Page size boxes.

Click OK The drawing now fits the page with the new scale.

16 Click (To the right of the Zoom slider.) To fit the page to the current window size.



Add and adjust shapes Explanation After you set the drawing scale and page size, you can add shapes to it by dragging

them from the stencils. You can also manually adjust a shape’s size and placement by selecting the shape and then resizing, rotating, or moving by using the handles that appear at its end points.

Do it! B-2: Manually adding and adjusting shapes

Here’s how Here’s why 1 Open the Page Setup dialog box

Click the Drawing Scale tab You’ll change the page settings to show the entire drawing on the screen.

2 Under Architectural, select 1/8" = 1'0"

(Scroll up in the list.) To return to the original scale for the drawing.

Observe the Page size box

When you select 1/8" = 1'0" from the list, the page size increases.

3 Set the Page size to 96 ft. x 68 ft.

To scale with the original page size.

Click OK To apply the page settings and close the Page Setup dialog box.

4 In the Shapes window, scroll down in the stencil list

Select the Walls, Shell and Structure stencil

This stencil contains both interior and exterior walls.

5 Drag an Exterior wall shape to the top-left corner of the page

6 Press and hold s You’ll make the wall longer.

Drag the right handle to the right to approximately 92 feet

To resize the wall. The length appears above the shape as you drag it.

Release s

7 Use the arrow keys to center the wall shape on the page

(If necessary.)


8 Drag another Exterior wall shape onto a blank area of the page

You’ll enclose the items in the drawing within exterior walls.

9 By using the right handle, rotate the wall counterclockwise to 90 degrees

Hold down the Shift key so that the axis for the wall is straight.

10 Glue the wall to the left end of the top wall, as shown

When you move the pointer close to the wall, a red glue handle appears.

11 Resize the wall to approximately 54 feet

Hold down Shift, drag the lower handle downward, and release Shift.



Shape properties Explanation You can modify a shape by setting its properties in either the Shape Data dialog box,

shown in Exhibit 1-5, or the Shape Data window, shown in Exhibit 1-6. Shape properties include data about a shape, and you can set them to control a shape’s appearance. The properties vary depending on the shape you select. To open the Shape Data dialog box, right-click a shape on the page and choose Properties.

Exhibit 1-5: A wall shape’s properties in the Shape Data dialog box

To open the Shape Data window:

• Select a shape and then, on the Data tab, check Shape Data Window.

• Right-click a shape and choose Data, Shape Data.

Exhibit 1-6: A wall shape’s properties in the Shape Data window


Do it! B-3: Using the Shape Data window

Here’s how Here’s why 1 Drag another Exterior wall shape

onto the page You’ll enclose the drawing within walls that match those already created. You’ll adjust this shape by using the Shape Data window.

2 Rotate it vertically and glue it to the right end of the top wall

3 Right-click the new wall and choose Data, Shape Data…

To open the Shape Data window, docked to the left side of the drawing area. (If the window is not docked, drag it to the lower-left side of the drawing area until it snaps to it.)

4 On the Shape Data window, click

To turn on AutoHide. Now, when you aren’t using the window, it will collapse to the left side of the drawing area.

5 In the window, change Wall length to 54 ft

To increase the wall’s length so that it equals that of the parallel wall.

6 Select the top horizontal wall You’ll duplicate this wall to create an exterior bottom wall.

Hold down c

Drag downward To duplicate the shape.

7 Glue the new wall to the bottom ends of the two vertical walls

To complete a rectangular enclosure.

8 Save your changes


Precision techniques Explanation When you’re drawing to scale, it’s important to create precise shapes. The rulers and

grid can guide you as you insert shapes in a drawing. You can also set shape properties, specify size and position settings, and reset rulers to help you create precise shapes.

Size and position settings

To change the size and position settings of a shape, you can use the Size & Position window, shown in Exhibit 1-7. To open the Size & Position window, click the View tab. Then, in the Show group, click Task Panes and choose Size & Position.

Exhibit 1-7: The Size & Position window

The following table describes the options in the Size & Position window.

Option Determines…

Begin X The starting point along the horizontal (top) ruler.

Begin Y The starting point along the vertical (left) ruler.

End X The ending point along the horizontal ruler.

End Y The ending point along the vertical ruler.

Length The length of the selected shape.

Angle The angle of the selected shape.

Height The height of the selected shape.


Adjusting door and window shapes

You can adjust some shapes, such as window and door shapes, by dragging their yellow control handles. For example, you can set a door shape to appear more open or closed, as shown in Exhibit 1-8.

Drag the control handle to adjust

the amount a door is open

Exhibit 1-8: Using control handles to adjust a shape

Reverse commands

You can reverse a window or door shape so that it opens in or out of a room, or from the right or left. To adjust doors and windows, use the Reverse commands as follows:

• Right-click a door or window shape and choose Reverse In/Out Opening.

• Right-click a door or window shape and choose Reverse Left/Right Opening.

Resetting ruler origins

By default, the ruler’s origins—the zero points—are set to the bottom and left ends of the page. You can move these as needed if, for example, you want to start measuring objects from the walls and not from the edges of the page.


Do it! B-4: Changing a shape’s size and position settings

Here’s how Here’s why 1 Click the View tab

In the Visual Aids group, click the dialog box launcher

To open the Snap & Glue dialog box.

Check Shape intersections To make it easier to reset the rulers at the intersection of the exterior walls.

Click OK

2 Point to the intersection of the rulers, as shown

You’ll set both horizontal and vertical rulers to zero so that they start from the walls in your drawing, rather than the page boundaries.

3 Hold c

Drag down and to the right to snap to the inside intersection

Release c The ruler measurements now start at the inside of the walls. All shape position measurements will now be relative to the inside edges of the external walls, rather than from the edges of the page.

4 Drag a Wall shape to a blank area of the page

Be sure to use a Wall shape and not an Exterior wall shape.

5 In the Shape Data window, click Wall justification

To activate the list for this setting. (You can also click the value box.)

From the list, select Centered The center of the wall will be its reference point.

6 Click the View tab

In the Show group, click Task Panes

Choose Size & Position To open the Size & Position window. The window shows values for the placement of the selected wall shape.


7 Turn on AutoHide for the Size & Position window

8 Change the values in the window as shown

To move the wall into place just below the leftmost set of cubicles. As you fill in each option, the shape adjusts to the new setting.

9 Duplicate the wall shape

10 Rotate it to 90 degrees and place it as shown

The length doesn’t matter.

11 Glue the wall to the exterior wall

12 Zoom in on the cubicles Press and hold Ctrl+Shift, and click the cubicles.

13 Drag a Door shape onto the page and place it as shown

(From the Walls, Shell and Structure stencil.) After you release the mouse button, the handles will appear. You want the door to swing out of the room, instead of into it.


14 Right-click the Door shape and choose Reverse In/Out Opening

The door now opens out of instead of into the room. You also want the door to swing open to the left instead of the right.

15 Right-click the Door shape and choose Reverse Left/Right Opening

Next, you’ll close the door slightly.

16 Drag the yellow control handle to close the door slightly



Duplicating a set of shapes Explanation To duplicate multiple shapes at once:

1 In the Editing group on the Home tab, click Select.

2 Select Area Select or Lasso Select.

3 Drag around all of the desired shapes to create a selection marquee, and then release the mouse button.

4 Press Ctrl and drag the selected shapes to duplicate them.

You can also press Shift to maintain the alignment of the duplicated shapes with the original.

Do it! B-5: Duplicating shapes

Here’s how Here’s why 1 Click To fit the entire page in the window. You'll

move the left exterior wall so that it properly encloses the room.

2 Select the left exterior wall

You'll move it to the right.

3 Press x repeatedly until the wall reaches the room’s boundary

(You can also hold down the arrow key to move the wall.) When you move the wall, the top and bottom walls shorten automatically.

4 Resize the bottom interior wall to glue it to the left external wall

5 Zoom in on the cubicles Press and hold Ctrl+Shift, and click the cubicles.

6 Add a Window shape to the top exterior wall


7 Select the wall on the right, as shown

You’ll reset the wall’s edge.

Expand the Shape Data window The window should be docked on the left side of the work area.

8 Set Wall justification to Edge Gluing the walls of adjacent offices to the Edge helps maintain consistency in wall lengths when you make duplicates.

Click a blank area of the page To collapse the Shape Data window.

9 Drag a selection marquee around the room, as shown

The exterior walls will not be included in the selection. You’ll make a copy of this office to create an Accounting office.

10 Hold c

Drag the selection to duplicate it

Move the office above the conference room, as shown


11 In the Arrange group, click Position

(On the Home tab.) To open the Position menu.

Choose Rotate Shapes, Rotate Right 90

You can also use the Rotation handle to rotate the room as shown.

12 Position the room as shown

You can use the arrow keys to nudge the shape into position.

Press g To deselect the room and view the changes.


13 Select the lower wall, as shown

Hold c

Drag upwards, as shown

To duplicate the wall.

Use the arrow keys to place the wall as shown

14 Move the window and add a text label, as shown

To create the text label, select the Text tool on the Home tab.

15 Complete the Conference Room by adding a wall, a door, and four windows, as shown



Topic C: Displaying shape dimensions Explanation Dimension information specifies the location and size of an object in a drawing. Most

engineering and architectural drawings provide dimension information for the objects in the drawing, such as walls, doors, and windows.

Dimension shapes You can use dimension shapes to specify the dimensions of another shape. When you glue a dimension shape to an existing shape, the dimension data changes if the shape size changes. To add a dimension to a shape:

• Right-click the shape and choose Add a Dimension. (This option is not available for all shapes.)

• Drag a dimension shape from a Dimensioning stencil (such as the Dimensioning-Architectural stencil) and glue it to a shape on the page.

You can apply formatting to a dimension lines and labels just as you would for a shape. For example, you can change the font and font size of a dimension label, or change the color and weight of a dimension line color.


Do it! C-1: Adding and adjusting dimension lines The files for this activity are in student data folder Unit 1\Topic C.

Here’s how Here’s why 1 Open Final plan.vsd From the current topic folder.

Save the file as My Final plan

2 Right-click the top external wall

Choose Add a Dimension A label appears outside the wall, showing the dimension of the wall in feet.

3 Add a dimension to the left external wall

Right-click the wall and choose Add a Dimension.

Drag the dimension to the left, as shown

Don’t drag from the yellow control handle; that will move the text label rather than the dimension line.

4 Add a dimension to the Accounting office wall, as shown

Drag the center handle to the left, as shown

To move the text label outward.


5 Select the wall

Resize the wall to 16’, as shown (Drag upward from the top resize handle.) Notice that the dimension label automatically changes to reflect the new wall size.

6 Right-click the dimension label To display formatting options. You’ll format the dimension text.

Open the Font Color list

Under Standard Colors, select the bright red color

To make the dimension label stand out.

7 Save your changes


Dimension line options Explanation You can control the appearance of a dimension line in several ways. For example, you

can control whether to display extension lines, and set the unit of measurement you want to display. You can set all dimension lines to use the same format, or set them individually. To customize a dimension line, right-click it and choose Precision & Units. The Shape Data dialog box opens, showing options for the dimension line.

Exhibit 1-9: The Shape Data dialog box, showing options for a dimension line

The following table describes the dimension line options in the Shape Data dialog box.

Option Specifies…

Length The length of the dimension line.

Precision The number of decimal places to use in the dimension text.

Units The unit of measurement. By using this option, you can set one line’s measurement to display in feet and another’s to display in different unit of measurement.

Units display Whether or not the units of measurement are displayed. For a diagram that is not drawn to scale, you should select Don’t Show Units and then manually enter the measurement and unit of measurement for the line.


Do it! C-2: Setting dimension line properties

Here’s how Here’s why 1 Verify that the Accounting office

wall dimension line is selected You’ll set the display units for the dimension line.

2 Right-click the dimension and choose Precision & Units…

To open the Shape Data dialog box. You’ll change the display units from Feet-Inch to Inches.

3 From the Units list, select Inches

Click OK To convert the current units to inches.

4 Right-click the line again and choose Extension Lines…

You’ll set the appearance of extension lines, located at the ends of the dimension line.

5 From the Extension Lines list, select Neither

This will remove both beginning and ending extension lines.

Click OK To close the dialog box.

6 Right-click the line again and choose Set As Page Default

This will apply all of the precision settings to the other dimension lines on this page. Notice that the units for the other dimension lines have changed to inches. This command does not apply text formatting changes, however.

7 Save your changes


Area measurements Explanation

Area measurements provide the total number of square feet in a room or a closed shape, such as a rectangle. The easiest way to calculate the area of a space and insert it in a drawing is to use the Space shape. The Space shape is a unique shape that automatically resizes to the size of an enclosed area in a drawing. You can then display the area in a room and apply color to it if necessary.

The Space shape is in the Walls, Shell and Structure stencil. If you use the shape before creating a layout, you can resize the shape and then convert it to walls. When you convert the shape to walls, the adjacent walls will not merge into one wall. In other words, there will be two walls side-by-side when you place two rooms next to each other.

After placing the shape, you can use it to automatically recalculate the area after you add other structural elements to the room.


Do it! C-3: Calculating and displaying the area of a room

Here’s how Here’s why 1 Select the Walls, Shell and

Structure stencil You’ll calculate and adjust the area of a room by using the Space shape.

2 Scroll up to view the office in the top-left corner

If necessary.

3 Drag a Space shape onto the top-left office

Be sure that the pointer is inside the boundaries of the room before you release the mouse button. If you don’t, the room’s area will not be calculated accurately.

4 Right-click the Space shape and choose Auto Size

The shape adjusts to the size of the room, and the area is calculated.

5 Right-click the shaded area

Choose Properties To open the Shape Data dialog box.

6 Press d To delete the default text. You’ll display only the square footage.

Click OK

7 Drag the top yellow handle down So that the square footage text is in an open area of the shape.

8 Calculate and display the area of the Accounting office

Drag a Space shape into the Accounting office.

Delete the default Office text Right-click the Space shape and choose Properties, delete the text, and click OK.

Move the area text to an open area of the office

If necessary.



Unit summary: Creating technical layouts Topic A In this topic, you learned that layers provide control over all elements in a drawing.

You learned how to create layers, assign shapes to a layer, and customize a layer by setting layer properties. You also learned how to add custom shapes to a layer.

Topic B In this topic, you learned how to draw shapes to scale and change the scale. You learned how to adjust shapes, and create precise shapes by using the Size & Position window. You also learned how to duplicate shapes.

Topic C In this topic, you learned how to work with dimension lines, set dimension line properties, and use the Space shape to display area measurements.

Independent practice activity In this activity, you’ll create a drawing, add shapes, create layers, and assign shapes to layers. You’ll also change the file’s predefined scale and copy a room.

1 Start a new file using the Office Layout template, in the Maps and Floor Plans category.

2 Save the file as My new office in the current Unit summary folder.

3 Add a Room shape to the drawing. Don’t worry about placement yet. (Hint: The Room shape is in the Wall, Doors and Windows stencil.)

4 Add a Double door shape to the bottom-right corner. If necessary, modify the doors so that they open out of the room.

5 Add two Window shapes, one on the top wall and the other on the left wall, as shown in Exhibit 1-10.

6 From the Cubicles stencil, add an L workstation shape to the drawing and place it on the left side of the office area. Resize the workstation so that it fits better in the room, as shown in Exhibit 1-10.

7 From the Office Accessories stencil, add a Large plant shape to the top-right corner of the room, and add a Small plant shape below.

8 Create a layer named Plants.

9 Select both plants and assign them to the Plants layer.

10 Change the color of the Plants layer to green.

11 Change the color of the Furniture, Movable Furnishings, and Non-Movable Furnishings layers to blue.

12 Change the predefined scale for the entire file to 1/4"=1'0".

13 Make a copy of the entire room and place it to the right of the original room, as shown in Exhibit 1-11.

14 Drag a Space shape onto both rooms and use the Auto Size feature to calculate the area. (Hint: The Space shape is in the Walls, Doors and Windows stencil.)

15 Save and close the drawing.


Exhibit 1-10: The office layout after steps 5 and 6

Exhibit 1-11: The office layout after step 13


Review questions 1 What are two reasons for using layers?

Answers might include:

• Divide complex drawings into sets of related shapes.

• Show the progression of a drawing over time.

• Control property reports for all shapes on a layer.

• Create and manage custom properties for shapes.

• Print a selected set of shapes from a drawing.

• Prevent making inadvertent changes to certain areas of a drawing while you work.

2 How are master shapes assigned to a layer?

They are assigned automatically when they are added to a page.

3 How are shapes that are created with a drawing tool assigned to layers?

You need to assign layers to these shapes manually. To do so, first select the shape. Then, on the Home tab, click Layers and choose Assign to Layer.

4 In which dialog box is the drawing scale set?

The Page Setup dialog box

5 Which of the following shapes provides the easiest way to calculate the area of a space and insert it in a drawing?

A Space shape

B Area shape

C Dimension shape

D Room shape

2–1

U n i t 2 Custom themes and templates



A Apply themes, effects, and backgrounds, and create custom themes.

B Create a custom template and create a new drawing based on a custom template.


Topic A: Custom themes Explanation You can format diagrams and charts quickly by applying themes, effects, and

backgrounds. You can use pre-built themes or create a custom theme. You can apply themes to individual pages or to all the pages in a drawing.

Themes Visio provides several pre-built themes you can use to quickly format your drawings. Themes are combinations of a color scheme, effects such as shadows or bevels, and connector styles. To apply a theme to an open drawing, click the Design tab and then click a thumbnail in the Themes group. By default, the theme is applied to the current page only. To apply a theme to all the pages in a drawing, right-click the theme and choose Apply to All Pages.

Background styles

You can apply background styles to pages by using the Background options on the Design tab. Click Backgrounds to open the Backgrounds gallery and then select a background style. When you apply a background style, a background page is created automatically. To apply a background style to all the pages in a drawing, right-click the style in the Backgrounds gallery and choose Apply to All Pages.

Exhibit 2-1: A page with a title bar, theme, and background style

Borders and titles

You can use the Borders & Titles gallery on the Design tab to quickly add a title bar to a background page. Click Borders & Titles and select a style. Exhibit 2-1 shows an example of a page with a title bar, as well as a theme and background style. To apply a border and title style to all the pages in a drawing, right-click the style in the Borders & Titles gallery and choose Apply to All Pages.

Custom themes and templates 2–3

Do it! A-1: Applying themes and backgrounds The files for this activity are in student data folder Unit 2\Topic A.

Here’s how Here’s why 1 Open Outlander chart.vsd (From the current topic folder.) The file contains

an existing organization chart that you’ll modify.

Save the file as My Outlander chart

2 Click the Design tab The Themes gallery displays several pre-built color schemes.

3 Click as shown

To view more themes.

4 Point to a theme When you point to a theme, the theme title appears as a ScreenTip and the theme is temporarily applied to the page so you can preview it.

Point to another theme To preview it.

5 Click the “Civic colors” theme To apply the theme to the diagram. You can determine the theme by reading the ScreenTip that appears as you point to each theme thumbnail.

6 Click Backgrounds To open the Backgrounds gallery. This feature allows you to quickly apply a background theme to your pages.

Select the World background The page now has a world map as a background.

7 Click Borders & Titles To open the Borders & Titles gallery.

Select the first theme (The “Tiles” theme.) To insert a title bar. Today’s date is automatically added to the title bar.

8 On the page, double-click Title (The default text.) You can’t select this text because it’s part of a background page.

9 Click VBackground-1 (At the bottom of the drawing window.) To open the background page. This page was created automatically when you added the World background.


10 Double-click Title To select the shape containing the Title text.

Type Outlander organization chart

Press g

11 Switch to the Org Chart page (Click the tab at the bottom of the drawing window.) To return to the foreground page.



Theme effects Explanation You can apply theme effects to customize shape and connector styles. On the Design

tab, click Effects to open the Effects gallery. The effect thumbnails show a variety of connector and fill effects, such as curved corners, stripe fills, and dotted connectors. Click a thumbnail to apply the effects shown in the thumbnail. To apply effects to all the pages in a drawing, right-click the thumbnail and choose Apply to All Pages.

Do it! A-2: Applying theme effects

Here’s how Here’s why 1 Zoom to 100% (Drag the Zoom slider to the center, or click the

current zoom value, select 100%, and click OK.) So that the shapes in the chart are easier to see.

2 In the Themes group, click Effects

To open the Effects gallery.

3 Point to a few different thumbnails

To preview the effects. Each theme provides different line styles and shape and fill effects, such as curved corners and bevels. Notice that the effects do not change the color scheme of the current theme, however.

4 Select the Outline effect This effect applies square shapes with dark, bold borders.

5 Save your changes


Custom theme effects Explanation You can create your own themes. As mentioned earlier, themes are combinations of

colors and effects. To create and apply your own theme effects:

1 On the Design tab, click Effects to open the Effects gallery.

2 At the bottom of the gallery, select Create new Theme Effects. The New Theme Effects dialog box opens, as shown in Exhibit 2-2.

3 In the Name box, enter a name for your theme.

4 Set the desired style options on the Text, Line, Fill, Shadow, and Connector tabs.

5 Click OK.

Exhibit 2-2: The New Theme Effects dialog box

A good way to start is to select a pre-built theme that contains some of the styles you want to use. Then you only need to change the specific attributes you don’t want. When you create custom theme effects, a thumbnail for the effect is displayed in the custom section of the Effects gallery.

Editing and deleting custom theme effects

To edit custom effects, open the Effects gallery, right-click the custom theme, and choose Edit. Make the desired changes and click OK. To delete custom theme effects, right-click the theme and choose Delete.


Do it! A-3: Creating custom theme effects

Here’s how Here’s why 1 In the Themes group, click

Effects To open the Effects gallery.

Click Create New Theme Effects…

To open the New Theme Effects dialog box. You’ll customize some of the settings in the current theme and create a new theme.

2 Edit the Name box to read Outlander

To name the theme.

3 Click the Text tab The default font in this theme is called Trebuchet MS. You’ll change the font.

4 From the Font list, select Verdana

The Preview window shows the appearance of this font.

5 Click the Shadow tab

From the Style list, select 02: Offset, lower right

The Preview window shows how the shadow effect will look with the current settings.

6 Drag the Transparency slider to 65%

To increase the transparency of the shadow.

7 Edit the X Offset box value to .05 in.

To decrease the depth of the shadow.

Edit the Y Offset box value to -.05 in.

Be sure to enter a negative value.

8 Click the Fill tab

Drag the Transparency slider to 60%

This has the effect of lightening the shapes. The Preview window shows how this will look.

9 Click the Connector tab You’ll customize the connector lines between shapes.

From the Pattern list, select 09 To apply a dashed style to the connector lines.

10 Click OK To close the dialog box.

11 Observe the Themes gallery The current theme thumbnail shows the new connector style, box style, and shadow that you applied.

Open the Effects gallery The “Outlander” theme is displayed under Custom.



Custom theme colors Explanation To create and apply your own theme colors:

1 On the Design tab, click Colors to open the Colors gallery.

2 At the bottom of the gallery, select Create new Theme Colors. The New Theme Colors dialog box opens, as shown in Exhibit 2-2.

3 In the Name box, enter a name for your color theme.

4 Set the colors for each component, as needed. Use the Accent boxes to set additional colors. You can determine how these colors will affect your drawing by clicking Apply, which does not close the dialog box.

5 When you’re done, click OK.

Exhibit 2-3: The New Theme Colors dialog box

Editing and deleting custom theme colors

To edit custom colors, open the Colors gallery, right-click the custom theme, and choose Edit. Make the desired changes and click OK. To delete custom theme colors, right-click the custom theme and choose Delete.


Do it! A-4: Applying custom theme colors

Here’s how Here’s why 1 In the Themes group, click

Colors To open the Colors gallery.

Observe the thumbnail images The Color gallery shows the current theme in different color options.

Point to a few thumbnails To preview different color schemes without changing shape or connector styles.

2 Select Apothecary To apply this color scheme. Notice that even the title bar, which is part of the background page, is updated with the new color scheme.

3 Open the Colors gallery again

Select Create New Theme Colors

To open the New Theme Colors dialog box. You can change the color of each component of the diagram, including the text color, fill color, and connectors.

4 Edit the Name box to read Outlander colors

5 From the Accent 2 list, select the red color in the top row

From the Accent 5 list, select the same red color

Click Apply To view the result without closing the dialog box. The title bar colors change, and the shapes on the right are filled with a light version of the selected color, due to the transparency setting you applied earlier.

6 Change the Accent 2 color to the yellow color

Change the Accent 4 color to the green color in the top row

Click OK

7 Open the Colors gallery The “Outlander colors” scheme is displayed under Custom.



Topic B: Custom templates Explanation Visio’s built-in templates contain stencils and styles that you can use to create specific

types of drawings. You can also create your own custom templates and save them for future use.

Creating your own templates When you create a drawing from a template, you’re choosing a drawing type. Depending on the template you choose, Visio changes some interface elements, such as the stencils and styles available, the default page orientation, and the drawing scale.

Visio templates work the same way as templates in other Office applications. You have complete control over the elements in a template file. You can add stencils, create your own styles, and change the page layout.

To create your own template, set up the page with the stencils and content you want to use as the basis for other drawings. You can start from a blank file or you can modify a built-in template to establish the type of drawing the template is meant to produce. For example, if you want to create an organization chart template for your company, you can start with a new file based on an organization chart template, customize it, and then save it as a template file.

To create a custom template:

1 Open an existing drawing, or start a new blank file, or start a new file based on an existing template.

2 Make the needed content changes. For example, add a company logo image.

3 Add the stencils that you want to be displayed by default.

4 On the File tab, click Save As. In the File name box, type a name for the template.

5 From the Save as type list, select Template (*.vst) and click Save.

Do it! B-1: Creating a custom template The files for this activity are in student data folder Unit 2\Topic B.

Here’s how Here’s why 1 Open Chart.vsd From the current topic folder.

Save the file as My Chart

2 Press c + A To select all the shapes on the page. Notice that the background items are not included in the selection.

Press d To delete the shapes, leaving a blank foreground page. Only the background items remain. You’ll save this file as a template.

3 Switch to the background page (Click the VBackgruond-1 tab.) You’ll edit the background to make the file’s default content unspecific.


4 Select the Text tool In the Tools group on the Home tab.

Select organization chart

Drag to select the text.

Type Template and press g

Select the Pointer tool

5 Switch to the foreground page Click the OrgChart tab.

6 Double-click OrgChart (The page tab at the bottom of the drawing window.) You’ll rename the page.

Type Page 1

7 Click More Shapes In the Shapes window.

Choose General, Basic Shapes (US Units)

To add this basic stencil to the template for use in other drawings.

8 In the Shapes window, right-click Organization Chart shapes

Choose Order, Move Up (If necessary.) To move the stencil up. The Basic Shapes stencil is now at the bottom of the list.

Select the Basic Shapes stencil This will be the stencil that’s visible by default when files are created from this template.

9 Click the File tab To open the Backstage view.

10 Click Save As To open the Save As dialog box.

In the File name box, type Outlander Template

From the Save as type list, select Template

To save the file as a template.

Click Save

11 Close the file


Create a drawing based on a template Explanation Using a custom template allows you to get started on new drawings without having to

repeat the same initial steps over and over again. It also helps to establish consistently branded communications, which is often important to a company or organization.

To create a new drawing based on a template:

1 On the File tab, click New.

2 Under Other Ways to Get Started, click New from existing.

3 In the New from Existing Drawing dialog box, navigate to the location where the template is stored.

4 Double-click the template file (or select it and click Open).

5 Change the drawing as needed and save it.

Do it! B-2: Creating a drawing based on a template The files for this activity are in student data folder Unit 2\Topic B.

Here’s how Here’s why 1 Click the File tab

Click New If necessary.

Click New from existing To open the New from Existing Drawing dialog box.

2 Navigate to the current topic folder

If necessary.

3 Double-click Outlander Template.vst

To create a file based on this template. A new drawing opens with the background and stencil you added, which is visible by default.

4 Save the drawing as My file In the current topic folder.

Close the file


Unit summary: Custom themes and templates Topic A In this topic, you learned how to quickly format drawings by applying theme colors and

effects, and you learned how to create your own custom themes.

Topic B In this topic, you learned how to create a custom template, and you learned how to create a new drawing based on a custom template.

Independent practice activity In this activity, you’ll apply theme colors and effects to a drawing, and create custom theme colors and effects. Then you’ll save the drawing as a template.

The files for this activity are in student data folder Unit 2\Unit summary.

1 Open OutlanderOrg.vsd and view both pages.

2 Open the Themes gallery and apply the “Couture colors” theme to all pages in the drawing. (Hint: Point to the thumbnails to locate the theme, and then right-click the theme to access the shortcut menu.)

3 View the results on both pages.

4 Create custom theme effects named Outlander effects. (Hint: In the Effects gallery, select Create New Theme Effects.) Change the font to Arial, make the connectors thicker, and use a dashed style.

5 Apply the new effects to both pages, and verify the result. Switch to the OrgChart page, if necessary.

6 Create new theme colors named Outlander colors. From the Fill list, select a lighter brown color. Apply another light brown color as Accent 4. View the result on both pages.

7 Apply the title bar style named Tiles. Apply it to the OrgChart page only. In the title bar, type Outlander Org Chart. (Hint: Switch to the background page to edit the text.)

8 Apply the World background to the OrgChart page.

9 In the title bar, make the text for today’s date black. (Hint: Click the Home tab.)

10 Save the drawing as a template named Quarterly Meetings.

11 Close the file.


Review questions 1 How do you apply a theme to all the pages in a drawing?

Right-click the theme and choose Apply to All Pages.

2 True or false? When you apply a background style, a background page is created automatically.

True

3 What are themes?

Themes are combinations of colors and effects.

4 What is the file extension for Visio templates?

.vst

5 What are some advantages to creating and using custom templates?

Answers may vary, but should include:

• Using a custom template allows you to get started on new drawings without having to repeat the same initial steps over and over again.

• With custom templates, you can establish consistently branded communications, which is often important to a company or organization.

3–1

U n i t 3 Custom shapes and stencils



A Enable developer mode and create complex custom shapes by using the Operations commands.

B Apply behaviors to a shape and protect a shape from modifications.

C Create and modify custom master shapes and stencils.


Topic A: Special drawing operations Explanation Several drawing types require complex, custom shapes. For example, engineering and

mechanical diagrams typically require specific, complex shapes, and it can be tedious and time-consuming to draw them manually. You can use Operations commands to merge and manipulate overlapping basic shapes into specific complex shapes.

Operations commands To access the operations commands, shown in Exhibit 3-1, you need to run Visio in developer mode. To enable developer mode, click the File tab and then click Options to open the Visio Options dialog box. Select Advanced and scroll to the bottom of the dialog box. Then, under General, check “Run in developer mode” and click OK. The Developer tab appears on the Ribbon, which contains several advanced options and commands.

Exhibit 3-1: The Operations commands on the Developer tab

Custom shapes and stencils 3–3

The following table describes the commands in the Operations menu.

Command Before/After Description

Union

Creates a new shape by joining two or more shapes together. The result is a shape that has the same outline as all of the selected overlapping shapes.

Combine

Works like the Union command, except that the overlapping areas of selected shapes are removed, as if you were using a cookie cutter. You can use this command to create washers, pipes, and other shapes that have hollow centers.

Fragment

Splits the overlapping areas to create multiple shapes. When shapes are placed on top of one another, the overlapping area forms the new shape. Fragment works like the Combine command, except that the shapes remain separate and the overlapping area forms a new shape instead of being removed from the drawing.

Intersect

Uses only the overlapping areas to form a new shape. Everything else is removed from the drawing.

Subtract

Removes all of the overlapping areas and the second selected shape, leaving only the area that does not touch or overlap the first selected shape. With this command, the selection order affects the outcome.

Join

Creates one shape from many shapes. It’s similar to grouping shapes and using the Union command, except that the resulting shape can’t be ungrouped.

Trim

Cuts away excess overlapping areas or divides closed shapes. After trimming the lines, you can separate the parts and remove unnecessary content. The Trim command can also be used to slice closed shapes.

Offset

Creates parallel lines and curves to the right and left of the selected shape at a specified distance. The newly created lines or curves are inherited from the original shape. These shapes inherit the fill pattern and the text in the original shape.


Do it! A-1: Using Operations commands to create a shape The files for this activity are in student data folder Unit 3\Topic A.

Here’s how Here’s why 1 Open Outlander plan.vsd From the current topic folder.

Save the file as My Outlander plan

You’ll create cylindrical storage containers by using basic square and circle shapes.

2 Click the File tab

Select Options To open the Visio Options dialog box.

Select the Advanced category

3 Scroll down and check Run in developer mode

Click OK

Observe the Ribbon The Developer tab now appears on the Ribbon.

4 Select the Basic Shapes stencil (If necessary.) You’ll use the Union, Subtract, and Combine commands to create complex shapes using basic shapes.

5 Drag a Square shape to the Inventory C area, as shown

6 Drag a Circle shape onto the Square shape, as shown

(Make the circle overlap the square.) You’ll merge these shapes.


7 While holding s, select the Square shape

To select both the Circle and Square shapes.

8 Click the Developer tab

9 Click Operations (In the Shape Design group.) To open the Operations menu.

Choose Union To combine the selected shapes. The result is a shape that has the same outline as the overlapping shapes.

10 Add another Circle shape and place it where shown

(Use the arrow keys to nudge it into place.) You’ll use the Subtract command to merge the shapes and complete the storage cylinder.

11 Select the merged shape


12 While holding s, select the top circle

To create an arc for the lower shape, you need to first select that shape and then select the circle shape on top.

13 Click Operations and choose Subtract

To remove the top half of the circle and create a curved cylinder.

14 Place another Circle shape on the arc, as shown

This will be the top of the cylinder.

15 Place another Circle shape on top of the circle you just added

(Use the arrow keys to nudge it into place, as needed.) You’ll use these circles to create the rim of the storage container.


16 Reduce the size of the selected circle, as shown

(Use the bottom-center resize handle.) To create a smaller circle for the rim.

17 Center the smaller circle inside the outer circle, as shown

Nudge the circle into place using the arrow keys, if necessary.

18 Apply a light gray fill color to the inner circle

On the Home tab, select a gray color from the Fill list.

19 While holding s, select the outer circle

To select both circles.


20 On the Developer tab, click Operations and choose Combine

To combine both circles, creating a cutout effect in which background objects are visible. The color of the first selected circle is retained in the combined shapes.

21 Hold s

Select the top circle and the bottom of the cylinder

You’ll group these shapes.

22 Click Group and choose Group (In the Shape Design group.) You’ll resize the grouped shapes.

23 Resize and reposition the cylinder as shown

To fit the shape inside the Inventory C area of the floor plan.



Topic B: Shape behaviors Explanation You can control how a shape responds to certain events. For example, you can

customize a group of related shapes so that they open in a separate Visio window when double-clicked. You can also protect shapes from being modified and protect specific attributes of a shape.

Double-click behaviors By default, when you double-click a shape, a text box with a blinking insertion point appears so that you can easily add text. You can change this default behavior to suit your development preferences. For example, you can change the double-click behavior to open a shape in a new Visio window. When you change the behavior for a shape, it affects only that shape. The Behavior dialog box, shown in Exhibit 3-2, provides several options for controlling shape behavior as you work. To access the Behavior dialog box, you must first enable developer mode.

To change the double-click behavior of a shape (or group of shapes):

1 Select the Developer tab. (Developer mode must be enabled first.)

2 Select the shape or shape group.

3 On the Developer tab, click Behavior. The Behavior dialog box opens.

4 Click the Double-Click tab.

5 Select the action you want to trigger and click OK.

Exhibit 3-2: The Behavior dialog box.


Do it! B-1: Applying a double-click behavior The files for this activity are in student data folder Unit 3\Topic B.

Here’s how Here’s why 1 Open Floorplan2.vsd From the current topic folder.

Save the file as My Floorplan2

2 Select the rectangle in the Purchasing section

You’ll group the shapes in this section and apply a double-click action to it.

Hold s

Select the chairs, interior walls, the cupboard on the right wall, and the Purchasing text, as shown

The items are highlighted in pink when they are selected.

3 On the Developer tab, click Group and choose Group

To group all the selected shapes into one shape.

4 Click To open the Behavior dialog box.

Select the Double-Click tab

5 Select Open group in new window

Click OK To save the behavior and close the dialog box.

6 Double-click an interior wall in the Purchasing section

To open it in a new Visio window.

Zoom out

7 Close the window To return to the original plan.

8 Save your changes


Protecting aspects of a shape from modifications Explanation You can lock a shape, or specific aspects of a shape, so that other users cannot edit

them. The Protection dialog box, shown in Exhibit 3-3, provides several options for locking shape attributes. To open the Protection dialog box, select the Developer tab and click Protection.

Exhibit 3-3: The Protection dialog box

The following table describes the options in the Protection dialog box.

Options Description

Width, Height

Lock the width and height dimensions of the selected object. This prevents the objects from being resized by other users.

Begin point, End point

Lock the starting and ending points of an object to a specific location so that the object cannot be moved from that location.

X position, Y position

Lock the horizontal and vertical positions of an object so that it cannot be moved from its current position.

From selection, From deletion

The “From selection” option prevents other users from selecting the object. The “From deletion” option protects the object from being deleted.

Text, Format

Prevent the text from being edited and formatted.

Aspect ratio Locks the height and width ratio of an object so that the proportion does not change when the object is resized.


Do it! B-2: Protecting a shape

Here’s how Here’s why 1 Select the cylinder shape

You’ll apply a lock behavior to this shape to protect its size, position, and proportion. This will also prevent other users from deleting it.

2 Click (In the Shape Design group on the Developer tab.) To open the Protection dialog box.

3 Check Width, Height, Aspect ratio, X position, Y position, and From deletion

These attributes will protect the object from modifications.


4 Observe the storage cylinder The resize handles have changed to gray, indicating that the shape cannot be resized.

5 Try to move and resize the cylinder

You can’t move it or resize it because it’s locked. The rotation feature was not locked, though, so the rotate handle is still blue.

Press d A message appears, indicating that the shape cannot be deleted because it’s protected.



Topic C: Custom stencils Explanation You can create your own custom stencils to supplement Visio’s pre-built stencils.

Custom stencils may combine master shapes that you draw, graphics that you import, and existing master shapes copied from other stencils.

Creating a custom stencil The custom stencils that you create are stored as .vss files. You should save your stencils in a central location on your computer for easy retrieval. You can use custom stencils in any Visio drawing.

To create a custom stencil:

1 In the Shapes window, click More Shapes and choose New Stencil. A new stencil with a default name is added to the Shapes window.

2 Right-click the new stencil’s title bar and choose Save (or Save As). The Save As dialog box opens.

3 Navigate to the folder where you want to store the stencil.

4 Type a name for the stencil and click Save.

If you create a new stencil and then begin to add shapes, a Save icon appears on the title bar. You can draw your own master shapes, copy existing shapes, or import graphics. You can also create custom stencils by creating a copy of an existing stencil, renaming it, and then adding and deleting shapes as needed.


Do it! C-1: Creating shapes for a custom stencil

Here’s how Here’s why 1 Create a new blank drawing (Click the File tab and then click New. Under

Other Ways to Get Started, double-click Blank drawing.)

Observe the Shapes window There are no stencils included in a blank drawing file.

2 Click More Shapes (In the Shapes window.) To open the menu.

Select New Stencil (US units)

A new stencil is added to the Shapes window.

3 Select the Rectangle tool (In the Shape group on the Home tab.) You’ll draw a shape and format it. Later, you’ll save it as a master shape.

Draw a 2” × 1” rectangle

Use the status bar as you drag to determine the size of the rectangle.

4 Apply a light orange fill color Open the Fill menu in the Shape group.

5 Apply a dark orange line color

6 Apply a line weight of 6 pt (From the Line menu, choose Weight, 6 pt.) To apply a thick border.

7 Type Outlander Spices

Press g To exit text mode.

Press g To deselect the shape.

8 Zoom in to 100%

9 On the View tab, verify that Connection Points is selected

To show connection points when the Connection Point tool is selected.

10 On the Home tab, select the Connection Point tool

(The X button in the Tools group.) You’ll add a new connection point to the shape.

11 Hold c and click the top center border of the shape

To add a new connection point.


12 Add three more connection points, as shown

13 Save the file as My shapes In the current topic folder.


ShapeSheets Explanation Every Visio object has its own ShapeSheet. A ShapeSheet is a set of definitions for a

shape, arranged in a spreadsheet of rows and columns, as shown in Exhibit 3-4. All the characteristics of shapes are organized in sections, such as the shape dimensions, the current position on the page, and the shape’s formatting. You can also define formulas to specify how shapes will react when resized or moved. ShapeSheets control the way Visio creates shapes and the way those shapes behave in a drawing.

Each section in a ShapeSheet contains definitions for a specific aspect of a shape. For example, the Shape Transform section defines a shape’s physical values, such as its width, height, and angle, while the Fill Format section defines the fill color and related fill styles, such as fill shadow and fill pattern.

Exhibit 3-4: An example of a ShapeSheet

ShapeSheet formulas

You can enter formulas in ShapeSheet cells to create dynamic values. While it helps to be familiar with basic spreadsheet scripting, Visio’s Formula AutoComplete feature makes entering formulas in the ShapeSheet fairly simple. Formulas begin with =, followed by functions and parameters. As you write a formula in a cell, an AutoComplete window appears with a list of available functions and parameters. This list is contextual; the options depend on the selected cell and the content you type. For example, if you type =e, only those options that begin with the letter e are displayed in the AutoComplete list.

By using formulas, you can make shapes change dynamically. For example, by default, the size of text within a shape does not change when you resize the shape. You can use a formula to instruct Visio to resize the text if the shape is resized.

To modify a shape by using a ShapeSheet:

1 On the page, right-click the shape you want to customize.

2 Choose Show ShapeSheet. (Visio must be in Developer mode.) The work area is split horizontally with the ShapeSheet at the bottom.

3 In the ShapeSheet, locate the section that contains the attributes you want to modify.

4 Enter a value or formula and press Enter.

5 To close the ShapeSheet, click the X in the upper-right corner of the ShapeSheet window.


Do it! C-2: Modifying a shape by using a ShapeSheet

Here’s how Here’s why 1 Using the Pointer tool, select the

shape

2 Drag a corner resize handle To make the shape larger. The text remains in the center of the shape and the text size does not change.

Press c + Z To undo the change. You’ll modify the shape so that the text resizes with the shape. To do this, you’ll add a formula to the shape’s ShapeSheet.

3 Right-click the shape and choose Show ShapeSheet

To open the ShapeSheet. The work area splits horizontally to show both the drawing and the ShapeSheet.

4 Scroll in the Drawing window to view the shape

If necessary.

5 Click the title bar of the ShapeSheet window

To activate the ShapeSheet window. The ShapeSheet Tools | Design tab becomes active.

Scroll down to view the Character section

(Near the bottom of the sheet.) The Size value shows that the text is set to 12 pt.

6 Double-click the value under Size To activate it.

Press j twice To remove the “pt” text.

7 Type *Width*1 pt

This tells Visio to scale the size of the font based on the width of the shape. (Width references a cell in the Shape Transform section of the ShapeSheet.)

Press e To apply the formula. In the drawing, the text in the shape is now bigger.

8 Click the title bar of the Shapes window

To activate the window.

Verify that the shape is selected (On the page.) Click it if it’s not already selected.


9 Observe the Font Size The font size is 24 pt, which is twice as large as it was originally. The formula bases the size of the font on the width of the shape, using 1 inch as the benchmark. So, because this shape is 2 inches wide, the formula sets the font to 24 pt.

10 Activate the ShapeSheet window You’ll set the font to 12 pt at this width.

Click Edit Formula (On the ShapeSheet Tools | Design tab.) The Edit Formula dialog box opens.

11 Change the 12 to 6

Click OK To update the formula. The font size in the shape looks like it did originally, but it’s still dynamically tied to the size of the shape.

12 Activate the Drawing window The font size is 12 pt again.

13 On the page, drag a corner resize handle

To make the shape larger. As you drag, the font size increases along with it.

Press c + Z To undo the change and return the font size to 12 pt.

14 Point as shown

You’ll change the height of the shape.

Drag slightly upward The shape’s height changes; the width is not affected.

Press c + Z To undo the change.

15 Scroll to the top of the ShapeSheet

Observe the Width and Height values

These are static values that represent the current size of the selected shape.


16 Click the Width cell

Type =2*h The AutoComplete window appears, showing all options that begin with the letter h.

Double-click Height To make the width value of the of the selected shape two times the shape’s height.

Press e To apply the formula.

17 Point as shown

Drag slightly upward Now, the shape’s width changes to maintain the 2 × Height proportion.



Default actions Explanation When you double-click a shape, the insertion point appears in the shape so you can

enter or edit its text. This is an example of a default action. You can use a ShapeSheet to create customized default actions so that you can work more efficiently. First, you need to add the Action section to the ShapeSheet, because it isn’t visible by default.

Controlling the visibility of ShapeSheet sections

You can control which sections are visible when you open a ShapeSheet. To add or remove a ShapeSheet section:

1 Select a shape and open the ShapeSheet window.

2 In the Sections group of the ShapeSheet Tools | Design tab, click Insert to open the Insert Section dialog box, shown in Exhibit 3-5.

3 Check the section(s) you want to add, clear sections you want to remove, and click OK.

Exhibit 3-5: The Insert Section dialog box

With the Action section added to a ShapeSheet, you can create customized default actions, as follows:

1 In the ShapeSheet window, in the Actions section, select a cell.

2 In the Editing group of the ShapeSheet Tools | Design tab, click Shape Action to open the Action dialog box, shown in Exhibit 3-6.

3 In the Menu box, type a descriptive name for the menu option.

4 Select the action to be performed and click OK.


Exhibit 3-6: The Action dialog box


Do it! C-3: Applying a custom default action to a shape

Here’s how Here’s why 1 Activate the ShapeSheet window You’ll add an action for the shape that will

export the shape definitions to a database. To do this, you first need to add the Action section.

2 In the Sections group, click

To open the Insert Section dialog box.

3 Check Actions To display the Actions section in the ShapeSheet.

Click OK

4 Scroll to locate the Actions section

In the ShapeSheet.

5 Click the cell under Action To activate the cell. You’ll add an action to display the ShapeSheet.

6 In the Editing group, click Shape Action

To open the Action dialog box. You’ll specify an action for the selected shape.

7 In the Menu box, type Export to database

To specify a name for the action.

8 Under Action, check Run macro:

To make the option active.

From the macro list, select Export to Database…

Click OK To set the action.

9 Observe the ShapeSheet The Action cell contains the formula for the action and the Menu cell contains the name of the action that you specified.

Close the ShapeSheet window Click the X in the upper-right corner.

10 Right-click the shape To display the shortcut menu. The new action you specified is displayed at the top of the list.

Choose Export to database To open the Export To Database dialog box.

Click Cancel To close the dialog box without exporting the shape to a database.



Adding shapes to a stencil Explanation You can add any type of shape to a stencil, including shapes you create by using

drawing tools, shapes from other stencils, and imported shapes and graphics.

Editing custom master shapes

You can edit a custom master shape and save the changes for later use. You can edit only custom stencils, new stencils, the Favorites stencil, and the Document stencil. To edit the master shapes in a custom stencil, right-click the stencil title bar and choose Edit Stencil. Then, to edit a master shape, either double-click or right-click it and choose Edit Master, Edit Master Shape.

When you create a new master shape, Visio assigns a default name, such as Master.1 or Master.2. To rename a master shape, right-click it, choose Rename Master and enter the new name. Or, double-click the shape name to select the text and then enter a new name.


Do it! C-4: Adding and editing custom shapes The files for this activity are in student data folder Unit 3\Topic C.

Here’s how Here’s why 1 Select the Pointer tool (If necessary.) You’ll add the Outlander Spices

shape to a stencil and then edit the shape.

2 Hold c and drag the shape to the custom stencil

To move a copy of the shape to the stencil.

Release the mouse button and then release c

To copy the shape onto the stencil.

3 On the stencil, right-click the shape

Choose Rename Master

Type Outlander shape and press e

To name the shape.

4 Click the Insert tab

Click Picture To open the Insert Picture dialog box. You’ll add a graphic to the stencil.

Navigate to the current topic folder

5 Double-click Basil.gif To insert the graphic. This is a GIF image that was created in a separate image editing program.

6 Drag the image onto the stencil Do not hold down the Ctrl key because you want to move it, not copy it.

Double-click the default master shape name

To select the text.

Rename the shape Basil

7 Double-click the icon for the Outlander shape

To open the shape in a special editing window. The shape is automatically magnified for precise editing.


8 Change the shape’s line color to dark red

Select a color from the Line menu, in the Shape group on the Home tab.

Close the Outlander shape window

Click the X in the upper-right corner of the window. A dialog box appears, prompting you to update the shape.

Click Yes To update the master shape in the stencil. Notice that the shape on the page is not updated.

9 Drag an Outlander shape from the stencil to the page

This shape has the new border color.

Deselect the shape


Customize stencil shapes Explanation You can set properties for your custom master shapes. Right-click the shape in the

stencil and choose Edit Master, Master Properties. The Master Properties dialog box opens. You can use this dialog box to align the shape name, create a text prompt to provide information about the shape, and set search keywords.

Exhibit 3-7: The Master Properties dialog box


Do it! C-5: Setting and using master shape properties

Here’s how Here’s why 1 On the stencil, right-click

Outlander shape

Choose Edit Master, Master Properties…

To open the Master Properties dialog box.

2 In the Prompt box, type Company default for internal diagrams

This information will be displayed when you point to the master shape.

3 In the Keywords box, type Outlander, purchasing, receiving

Entering relevant keywords makes it easy to find shapes when you need something specific in a drawing.

Click OK

4 In the stencil, point to Outlander shape

A ScreenTip appears, containing the information you entered for this master shape.

5 Click More Shapes and choose General, Basic Shapes (US units)

To open the Basic Shapes stencil. You’ll copy the Triangle shape from this stencil to the custom stencil.

6 Right-click the Triangle shape and choose Copy

Switch to the custom stencil Click the stencil’s title bar.

7 Right-click a blank area in the stencil and choose Paste

To add the Triangle master shape to the stencil.

8 Add the Star 5 and Rounded Square shapes to the stencil

Use the Ctrl key to select both shapes, and then right-click either selection and choose Copy.

9 Close the Basic Shapes stencil Right-click the stencil’s title bar and choose Close.



Saving a stencil Explanation

After you add custom master shapes to a stencil, you need to save the stencil. Click the Save icon on the stencil’s title bar to open the Save As dialog box. Visio stencils have a .vss file extension.

If you want a custom stencil to appear in the More Shapes menu, save the stencil in the My Shapes folder. In Windows 7, this folder is located in the Documents library.

Searching for shapes Visio comes with many different master shapes on a variety of stencils. You can search for the specific shapes you need by entering keywords in the Search for Shapes box. This feature is not visible by default. To open the Search for Shapes box in the Shapes window, click More Shapes and then choose Search for Shapes.

Do it! C-6: Saving and opening a stencil The files for this activity are in student data folder Unit 3\Topic C.

Here’s how Here’s why 1 Observe the custom stencil title

bar A Save icon is displayed.

On the stencil, click The Save As dialog box opens.


2 In the File name box, type My stencil

To specify a name for the stencil file.

Click Save To save the stencil in the current topic folder.

3 Observe the stencil’s title bar The name of the stencil is updated.

4 Close the stencil Right-click the stencil title bar and choose Close.

5 Save and close the drawing

6 Create a new blank drawing On the File tab, double-click Blank drawing.

7 Click More Shapes (In the Shapes window.) To expand the Shapes menu.

Choose Open Stencil… The Open Stencil dialog box appears.


If necessary.

Double-click My stencil.vss The stencil opens in the Shapes window.


9 Drag some shapes onto the page You can use your custom stencils with any Visio drawing. You can also create custom stencils by creating a copy of an existing stencil, renaming it, and then adding and deleting shapes as needed.

10 Click More Shapes

Point to My Shapes The Favorites stencil is the only stencil in the list. To make custom stencils appear here, you need to save them in the My Shapes folder.

11 Right-click My stencil

Choose Save As… To open the Save As dialog box.

Navigate to the Documents library Under Library, click Documents.

Open the My Shapes folder

12 Click Save To save the file as My stencil.vss in the My Shapes folder.

13 Click More Shapes

Point to My Shapes “My stencil” now appears in the menu for easy access.

14 Choose Search for Shapes (In the More Shapes menu.) A search box appears at the top of the Shapes window.

Click in the search box and type purchasing

Press e Visio searches through all shapes that have the word “purchasing” in their title or keywords list. The “Outlander shape” master shape appears in the list, along with other options. The search term is displayed on the title bar of the search results.

15 From the More Shapes menu, choose Search for Shapes

To hide the search box. Notice that the search results are still displayed as a stencil.

Close the purchasing stencil Right-click the title bar and choose Close.

16 Close the file without saving it


Unit summary: Custom shapes and stencils Topic A In this topic, you learned how enable developer mode and create complex shapes from

simple shapes.

Topic B In this topic, you learned how to apply behaviors to shapes and you learned how to protect a shape by locking specific shape attributes.

Topic C In this topic, you learned how to create master shapes and custom stencils. You learned how to use a ShapeSheet to modify a shape, create custom default actions, set master shape properties, and save a stencil for later use.

Independent practice activity In this activity, you’ll create a complex shape by merging two simple shapes. Then you’ll adjust the shape by using its ShapeSheet, and create a custom stencil and add a master shape to it.


1 Open Layout.vsd and save it as My Layout.

2 In the lower-left corner of the page, join the ellipse and square shapes by using the Union command. Modify the shape to look like a liquid storage container.

3 Use the ShapeSheet to change the height of the storage container shape to 6 ft.

4 Use a formula to make the width of the container 2 ft. more than its height. (Hint: Change the Width to Height+2 ft.)

5 Change the shape’s double-click action to open in a new Visio window.

6 Test the new default action.

7 Open a new stencil. Copy the storage container shape to the new stencil. Set a new fill color.

8 Save the stencil as My new stencil in the My Shapes folder.

9 Close the stencil. Verify that the custom stencil appears in the More Shapes > My Shapes menu.

10 Save and close the file.


Review questions 1 Which of the following operations works like the Union command, except that the

overlapping areas of the selected shapes are removed?

A Trim

B Combine

C Fragment

D Intersect

2 Which of the following operations forms a new shape by using only the overlapping areas?

A Union

B Combine

C Fragment

D Intersect

3 How is the Join operation different from the Union operation?

The resulting shape of a Join can’t be ungrouped.

4 What is the default behavior that is triggered by double-clicking a shape?

A text box is created and a blinking insertion point appears in the text box.

5 What are some behaviors that you can assign to the double-click action?

Answers may include:

• Navigating to a specific page

• Running a macro

• Displaying the drawing page in a new window

• Displaying the help topic for a shape

• Opening a group in a new group window

• Performing no action

6 How do you enable developer mode?

On the File tab, click Options. Click Advanced and scroll to the bottom of the Visio Options window. Select Run in developer mode and click OK.

7 How can you protect a shape from being modified?

First, select the shape. Then, on the Developer tab, click Protection, select the attributes you want to protect, and click OK.

4–1

U n i t 4 Business diagrams and Web site mapping



A Create block diagrams by using 2-D and 3-D shapes.

B Create workflow diagrams and cross-functional flowcharts.

C Compare organization charts and create an organization chart by importing data.

D Manage projects by using timelines, PERT charts, and Gantt charts.

E Generate Web site maps and a report of broken links on a Web site.


Topic A: Block, tree, and onion diagrams Explanation The Block Diagram template contains block shapes and raised-block shapes you can use

to create hierarchical, tree, or concentric structures. This template can be used to create three types of diagrams:

• Block diagrams

• Tree diagrams

• Onion diagrams

Choose a diagram type that best suits the purpose of the communication. For example, you can use an onion diagram to depict concentric circle layers, such as for statistics and time or cost management with each circle depending on the one inside it. You can use a tree diagram for plans that should be represented in a hierarchy.

Block diagrams You can use a block diagram to define a process, classify items, or describe work flows. A block diagram contains blocks or raised blocks, as shown in Exhibit 4-1.

Exhibit 4-1: A sample block diagram

The shapes required to create a block diagram are available in the Shapes stencil. The Blocks (US units) stencil contains 2-D shapes, as shown in Exhibit 4-2, and the Blocks Raised (US units) stencil contains 3-D shapes. As with other stencils, you can select the shape you want to use and drag it onto the drawing page.

Business diagrams and Web site mapping 4–3

Exhibit 4-2: Three variations of block stencils

To display the desired block stencil, as shown in Exhibit 4-3, click More Shapes and from the General submenu choose Blocks (US units), Blocks Raised (US units) or Blocks With Perspective (US units).

Exhibit 4-3: Displaying the Blocks Raised (US units) stencil

To insert text in a shape, you double-click the shape and type your text. Then press Escape or click outside the shape to deselect it.


Tree diagrams You can use a tree diagram to represent a hierarchical or inverted tree structure, as shown in Exhibit 4-4. A tree diagram is similar to a block diagram and contains blocks or raised blocks.

Exhibit 4-4: A tree diagram

In a tree diagram, connector shapes are used for branching items. These shapes are available on the Blocks stencil, as shown in Exhibit 4-5. Visio supports branching from one to many items.

Exhibit 4-5: Connector shapes on the Blocks stencil

Onion diagrams You can use an onion diagram to represent layers of a mechanical device or levels of a process. Onion diagrams use concentric circles to represent layers, as shown in Exhibit 4-6.


Exhibit 4-6: An onion diagram

To create the outermost layer in an onion diagram, drag the Concentric layer 1 shape, shown in Exhibit 4-7, onto the drawing. To create inner circles, drag the Concentric layer 2, Concentric layer 3, and Concentric center shapes onto the document. You can create any number of layers by using the concentric center shapes.

To change the radius of a layer, use the selection handle (represented by a green square). To change the thickness of a layer, use the control handle (represented by a yellow diamond). To divide a concentric layer into sections, drag the Partial layer object to the concentric layer.

Exhibit 4-7: Concentric layer and Partial layer objects

Creating block diagrams To create a block diagram:

1 Create a new diagram using the Block-Diagram With Perspective template by clicking New on the File tab, selecting the General category, and double-clicking Block-Diagram With Perspective.

2 Display the Blocks (US units) and Blocks With Perspective (US units) stencils, if necessary.

3 Drag the shapes you want to use from the stencils to the drawing page.

4 On the Quick Access toolbar, click the Save button to open the Save As dialog box and save the diagram.


Block diagrams with perspective Block diagrams with perspective are used for visual appeal. To create a block diagram with perspective create a blank drawing using the Block Diagram With Perspective template. The new drawing page includes a vanishing point. In a perspective drawing, the vanishing point is a point at which receding parallel lines appear to converge.

When you drag shapes from the Blocks With Perspective stencil to the drawing page, the shapes are automatically oriented so that their perspective lines point to the vanishing point. Moving a vanishing point to another location on the page changes the orientation of the shapes associated with the vanishing point. Exhibit 4-8 shows a Block shape oriented to the vanishing point, denoted as “V.P.,” on the page.

Exhibit 4-8: Shape orientation based on a vanishing point


Do it! A-1: Creating a block diagram

Here’s how Here’s why 1 On the File tab, click New To view the available templates.

Under Template Categories, click General

Double-click Block Diagram With Perspective

You’ll create a 3-D block diagram to represent the process for launching a new product for Outlander Spices.

2 Save the document as My block diagram

In the current topic folder.

3 From the Blocks With Perspective (US units) stencil, drag a Block shape to the page as shown

(Place it near the vanishing point.) The perspective of the shape adjusts when you release the mouse button. The shape is automatically oriented in relation to the vanishing point (V.P.) near the lower-right corner of the page.

4 Move the shape to several other places on the page

When you move the shape, the perspective changes.

5 Place the shape near the upper-left corner of the page

You’ll decrease the block depth by using the Set Depth option.

6 Right-click the shape and choose Set Depth…

To open the Shape Data dialog box.

7 Click Define To open the Define Shape Data dialog box. You can set the depth here. The higher the depth percentage, the deeper the shape. The current depth is 20%.

8 From the Type list, select Number


9 Edit the Value box to read 2% (Be sure to enter “%” with the value.) To specify a value for the depth of the block.

Click OK To close the Define Shape Data dialog box.

Click OK

The block depth has been reduced from 20% to 2%.

10 Type Market research and press g

To label the shape.

11 From the stencil, drag an Arrow, down shape and place it as shown

Place the arrow below the block shape.

12 Change the depth of the arrow shape to 1%

Right-click the arrow, choose Set Depth, and click Define. From the Type list, select Number. In the Value box, enter 1%. Click OK twice.

13 Zoom in on the shapes Press Ctrl+Shift and click the shapes.

14 Resize the arrow shape to a width of 1" and a height of 0.25"

The width and height seem reversed because the shape has already been rotated to point down. To set the width and height accurately, use the width/height indicators in the status bar, in the bottom-left corner of the work area.

15 Reposition the arrow as shown

If necessary.


16 Duplicate the arrow shape; then rotate and position it as shown

17 Duplicate the horizontal arrow and position it as shown

18 Create two more blocks with a 2% depth, a 1" width, and a 0.375" height, and name them Target customer and Target area, as shown

Duplicate the existing shape and modify it.

19 Create two blocks, called Pilot Launch and Global Launch, and place them below the Market Research block, along with the connector arrows, as shown

(Duplicate the existing block shape and modify it.) Notice that the perspective changes slightly with each block’s position relative to the vanishing point.



Topic B: Flowcharts Explanation To represent a sequence of activities, you can use flowcharts, which typically contain

such elements as rectangles, circles, and rhombuses. For example, you can use a flowchart to illustrate a business process or a software development cycle. In Visio, you can create a variety of flowchart diagrams, such as:

• Workflow diagrams

• Cross-functional flowcharts

• Data-flow diagrams

• Cause-and-effect diagrams

Workflow diagrams A workflow diagram can be used to depict, analyze, and document processes in an organization. A workflow diagram is similar to a block diagram. In a block diagram, the various stages of a process are represented by circles, rectangles, or squares. In a workflow diagram, stages are represented by pictures or graphics, as shown in Exhibit 4-9.

Exhibit 4-9: A workflow diagram

To create a workflow diagram:

1 Create a new diagram using the Work Flow Diagram template by clicking New on the File tab, selecting the Flowchart category, and double-clicking Work Flow Diagram. Visio displays the Arrow Shapes (US units), Department (US units), and Work Flow Objects (US units) stencils.


3 Use either AutoConnect or the Connector tool to link the diagram shapes. You can use AutoConnect to connect them as you add them.


Containers Explanation As a drawing become more complex, you might want to use Visio’s new container

shapes to organize and define logical groupings. To add a container:

1 Select the desired shapes.

2 On the Insert tab, in the Diagram Parts group, click the Container down arrow and select the desired container.

3 Enter text to add a heading.

4 Resize and position the container as needed.

When you move a container, the shapes contained within in it move as well.

If you add a container with nothing selected, the container is inserted in the center of the drawing. You can add text, resize and reposition it as needed. Since the container doesn’t have a relationship with any shapes, moving it will not affect any other shapes on the drawing.


Do it! B-1: Creating a workflow diagram The files for this activity are in student data folder Unit 4\Topic B.

Here’s how Here’s why 1 Open Outlander Spices work

flow.vsd From the current topic folder.

Save the drawing as My Outlander Spices work flow

You’ll complete a workflow diagram that represents the product purchasing process of Outlander Spices.

2 Observe the shapes in the Work Flow Steps, Work Flow Objects, and Departments stencils

(Click the stencil title bars to switch between stencils.) The stencils provide unique shapes specifically for creating workflow diagrams.

3 Display the Department stencil

4 Add a Quality assurance shape below the Receiving shape, as shown

5 Label the new shape Grading & Sorting

With the shape selected, type “Grading & Sorting,” and then press Esc.

6 Link the Receiving shape to the Grading & Sorting shape

You can use AutoConnect to link the shapes.


7 On the Insert tab, in the Diagram Parts group, click the Container down arrow

To display the list of available container shapes.

Select Container 5 To insert the shape.

8 Resize and place the container as shown

The Purchasing Department is responsible only for this portion of the purchasing process. You’ll use containers to identify how two departments work together.

9 Label the container Purchasing Department


10 Select Suppliers, Shipping, Receiving and Grading & Sorter shapes

You’ll add a container to a selection.

11 Add another Container 5 shape Click the Container down arrow and select Container 5. Visio inserts the container around the selection.

Label the container Shipping Department

Resize and place the container as shown

12 Move the Shipping Department container to the right

Notice that the shapes contained within it move as well.

Undo the move Press Ctrl+Z.


13 Move the Purchasing Department container to the left

The shapes do not move. The shapes and the container share the same space but no relationship exists between them.

Undo the move



Cross-functional flowcharts Explanation A cross-functional flowchart is used to illustrate a process flow involving multiple

departments, companies, functions, or tasks, or the division of labor in an integrated process. In a cross-functional flowchart, bands represent functional units, such as the departments in an organization. Shapes represent the steps in a process, and they are placed in the bands that correspond to the functional units associated with those steps.

To create a cross-functional flowchart:

1 Create a new diagram using the Cross Functional Flowchart template by clicking New on the File tab, selecting the Flowchart category, and double-clicking Cross-Functional Flowchart to open the Cross-functional Flowchart dialog box.

2 Select a band orientation and the number of bands.

3 Click OK. Visio displays the Basic Flowchart Shapes (US units) and Cross-Functional Flowchart Shapes (US units) stencils.


5 Use either AutoConnect or the Connector tool to link the diagram shapes. You can use AutoConnect to connect them as you add them.


Do it! B-2: Creating a cross-functional flowchart


Under Template Categories, click Flowchart

Double-click Cross-Functional Flowchart

To create a cross-functional flowchart for the Purchasing, Production, and Quality Control departments. When the drawing opens, the Cross-functional Flowchart dialog box automatically appears.

2 Verify that Horizontal is selected In the Cross-functional Flowchart dialog box.

Click OK The functional bars are created on the page. Also, the selections you chose automatically convert the page to a horizontal layout.

3 Drag Swimlane to the page

(From the Cross-Functional Flowchart Shapes stencil.) Drag the shape to the bottom of the flowchart.

4 Save the drawing as My cross functional diagram


5 On the page, double-click Title

To select the text.


6 Type Cross Functional Macro Process Chart and press g

To specify a title for the chart.

7 In the first band, double-click Function

Type Purchasing and press g

To specify a title for the function.

8 Rename the second band Production and rename the third band Quality Control

9 Drag five Process shapes and one Decision shape to the diagram, as shown

(From the Basic Flowchart Shapes stencil.) You can use the Position commands, located in the Arrange group, to line up the shapes.

10 Label the shape in the Purchasing band Purchase, Sort, & Grade Materials


11 Label the shapes in the Production band as follows: Verify Material against Customer Specs, Materials Correct? and Begin Production

12 Label the shapes in the Quality Control band as Final Inspection and Deliver to Client

13 Connect all the shapes, as shown

You can use a combination of AutoConnect and the Connector tool.

14 Complete the chart by adding a No label to the connector line

Select the line that leads back to the Purchase, Sort, & Grade Materials shape and type.



Topic C: Organization charts Explanation You can use an organization chart to represent relationships within an organizational

hierarchy. For example, the chart can represent the reporting hierarchies of employees and interdepartmental links, as shown in Exhibit 4-10.

Exhibit 4-10: An organization chart

Comparing versions of organization charts Let’s say that a company maintains an organization chart that includes multiple departments. There is a master copy of this chart, and each department also has its own copy and updates it as needed. Suppose you work in the Accounts department and want to modify that portion of the chart. Before doing so, you’ll want to compare your copy of the chart with the master copy to be sure that you’re updating the most recent version.

You can compare an organization chart in two ways:

• Compare a new version of the chart with an older version of the chart.

• Compare an older version of the chart with a newer version.

The two methods of comparison differ in the options you select in the Compare Organization Data dialog box.

To compare a new version of an organization chart with an older version:

1 Open the newer version of the organization chart.

2 On the Org Chart tab, in the Organizational Chart group, click Compare to open the Compare Organization Data dialog box, shown in Exhibit 4-11.

3 Using the “Drawing to compare it with” box, specify the older version of the chart. (Either type the file path or click the Browse button.)

4 Under Compare type, select My drawing is newer.


5 Under Report type, select the type of report you want to generate. The Sort by change option lists all changes by operation, such as Add or Delete. The Sort by position option lists the personnel changes in the charts.

6 Click OK.

Exhibit 4-11: The Compare Organization Data dialog box

Do it! C-1: Comparing organization charts The files for this activity are in student data folder Unit 4\Topic C.

Here’s how Here’s why 1 Open Outlander Spices

organization chart.vsd (From the current topic folder.) You’ll modify this organization chart and compare it with another chart.

Save the file as My Outlander Spices organization chart

2 Add a Consultant shape to the Arthur Fawkes shape, as shown

(Drag a Consultant shape from the stencil and place it on the Arthur Fawkes shape.) A Connecting Shapes dialog box opens.



3 Specify the name and title as Bob Randall, Supervisor

4 Format the shape so it’s the same as the other Supervisor shape

Select the Robert Hadden shape, click the Format Painter button in the Clipboard group, and click the Bob Randall shape.

5 Select the Robert Hadden and Bob Randall shapes

6 In the Diagram Parts group, click the Container down arrow

(On the Insert tab.) To display the list of available container shapes.

Select Container 2

To insert the container around the selected shapes.

Label the container Product Development Team

To add the text to the container shape.

7 Save the drawing

8 In the Organization Data group, click

(On the Org Chart tab.) To open the Compare Organization Data dialog box.

9 Click Browse


Select Outlander Spices organization chart and click Open

To return to the Compare Organization Data dialog box.


10 Under Compare type, verify that “My drawing is newer” is selected

You’ll compare the current version of the organization chart with the original version of it.

11 Under Report type, verify that “Sort by change” is selected

The report will be sorted by the Changes field.

Click OK (To generate the report.)

The report opens in Internet Explorer and lists the changes made in the organization chart.

12 Save the report as My report (In the current topic folder.) In Internet Explorer, press Alt and choose File, Save As.

13 Close the browser window

14 Save and close both Visio drawings


Create organization charts by importing data Explanation Suppose you want to create an organization chart for another department, located in

another city. You don’t know the organizational hierarchy or employee details for that department. However, this information is available in a data file. You can create an organization chart based on a data file by using the Organization Chart Wizard. You can specify the format of the data file, such as a text file, Excel worksheet, or database file. The data file contains the Name and Reports To details for each employee, based on the organization chart.

To create an organization chart based on a data file:

1 Display the Organization Chart Wizard, as shown in Exhibit 4-12, by clicking New on the File tab, selecting the Business category, and double-clicking Organization Chart Wizard.

2 To specify the information you want to use for creating the chart, select “Information that’s already stored in a file or a database.”

3 Choose the type of database and specify the location of the data file.

4 Choose the columns in the data file that define the organizational hierarchy.

5 Choose the data you want to display in the organization chart.

6 Specify how you want the organizational hierarchy to be displayed.

7 Click Finish.

Exhibit 4-12: The first screen in the Organization Chart Wizard


Do it! C-2: Creating an organization chart by importing data The files for this activity are in student data folder Unit 4\Topic C.

Here’s how Here’s why 1 On the File tab, click New To display the available template categories.

Under Template Categories, click Business

Double-click Organization Chart Wizard

To open the Organization Chart Wizard.

2 Verify that “Information that’s already stored in a file or database” is selected

You’ll import data that is stored in an Excel worksheet.

Click Next To move to the next page of the wizard.

3 Verify that “A text, Org Plus (*.txt), or Excel file” is selected

To specify the information source.

Click Next To move to the next page.

4 Click Browse


Select Data.xlsx and click Open

5 Click Next To move to the next page. Here, you’ll specify which fields in the Excel file contain the information you want to import.

6 In the Name list, verify that Name is selected

To specify that the Name column will contain data that identifies the person. This helps the wizard map the organization’s terms to the terms used in Visio.

From the Reports to list, select Reports to

To specify that the Reports to column will contain data that identifies the person’s manager.

Click Next Name and Title appear in the Displayed fields column.


7 From the Data file columns list, select Telephone

To specify that the Telephone column in the Excel file should be displayed in the organization chart.

Click Add To move the field to the Displayed fields list.

Click Next

8 Add the Title, Reports to, and Telephone columns to the Shape Data fields list

Select each column and click Add.

Click Next

9 Verify that “I want the wizard to automatically break my organization chart across pages” is selected

If there are two departments and different executives with no direct reports, the information will be displayed as two charts on separate pages.

10 Click Finish To generate the chart.

11 Zoom to 100%

12 Observe the chart

(You might need to scroll down.) The organization chart has been generated with all the data from the Excel worksheet.

13 Save the drawing as My import org chart


14 Close the drawing


Topic D: Project management diagrams Explanation Managing a project involves numerous responsibilities, such as allocating resources,

setting timelines for tasks, and conducting handover sessions. Well-managed projects can help avoid delays and the rescheduling of tasks. Visio provides a feature you can use to manage projects and set timelines.

Timelines Visio provides a Timeline template that you can use to create timelines and to determine milestones and intervals over the span of a project or a process. By using the Timeline template, you can extend timelines, import data from Microsoft Project, and export data.

While creating a timeline, you need to specify such information as the start and end dates of the project and daily tasks. You can specify timeline settings in the Configure Timeline dialog box, shown in Exhibit 4-13.

Exhibit 4-13: The Configure Timeline dialog box

The table below describes the options in the Configure Timeline dialog box.

Option Specifies

Start The start date and time for the timeline.

Finish The end date and time for the timeline. On the Time Format tab, if the “Show start and end dates on timeline” option is selected, the start and end dates will be displayed on the timeline.

Time scale The scale for the timeline. The scale should always be less than the specified date range.

Start weeks on The start of the business week in the timeline. This option identifies the day of the week on which weekly intervals will begin.

Start fiscal year on The month and day on which the fiscal year starts. This defines the fiscal calendar quarters.


To create a timeline:

1 Create a new diagram using the Timeline template by clicking New on the File tab, selecting the Schedule category, and double-clicking Timeline.

2 From the Timeline Shapes stencil, drag one of the timeline shapes to the page. The Configure Timeline dialog box, shown in Exhibit 4-13, will appear.

3 In the dialog box, specify the time period and the scale.

4 From the Timeline Shapes (US units) stencil, drag a milestone shape to the timeline. The Configure Milestone dialog box will appear.

5 In the dialog box, specify milestone settings, such as the milestone date and time, a description, and the date format.

6 From the Timeline Shapes (US units) stencil, drag one of the interval shapes to the timeline. The Configure Interval dialog box will appear.

7 In the dialog box, specify interval settings, such as the start date and time, finish date and time, description, and date format.

8 If necessary, drag the Today Marker or Elapsed Time shapes to the timeline.


Do it! D-1: Creating timelines


Under Template Categories, click Schedule

Double-click Timeline You’ll create a timeline for a project. First, you’ll define timelines for the Purchasing, Production, and Quality Control phases.

2 Save the drawing as My timeline


3 Drag the Divided timeline shape to the page

[From the Timeline Shapes (US units) stencil.] The Configure Timeline dialog box appears. You’ll use the Divided timeline shape to specify the duration of the entire project.

4 Change Start to 3/12/2012 To identify the project’s start date. (If you click the down-arrow for the Start date list, a calendar will appear.)

Change Finish to 6/8/2012 To identify the project’s finish date.

From the Time scale list, select Weeks

From the Start weeks on list, select Monday

5 Activate the Time Format tab

6 Verify that the Timeline language is set to English (U.S.)

Also, notice that the date format is in M/D/YYYY format.

Click OK A timeline is added with the specified time intervals. (You might want to zoom to 75% or higher to see the timeline more clearly.)

7 Drag the Bracket interval 1 shape to the page

(From the stencil.) The Configure Interval dialog box appears. You’ll use the bracket interval shape to identify timelines for specific tasks on the timeline.

8 Change the Start date to 3/12/2012, Finish Date to 3/27/2012, and Description to Purchasing

You can change the dates by using a calendar. In the Description box, type “Purchasing.”

Click OK To add the bracket to the timeline.


9 Create two more brackets for the Production and Quality Control phases, and specify the following dates

Production: Start Date — 3/27/2012 Finish Date — 5/11/2012 Description — Production

Quality Control: Start Date — 5/11/2012 Finish Date — 6/8/2012 Description — Quality Control

10 Add the Expanded timeline shape and place it above the Divided timeline

(From the stencil.) The Configure Timeline dialog box appears. You’ll create the expanded timeline for the Purchasing phase.

11 Set the Start date to 3/12/2012 and the End date to 3/27/2012

Click OK

The expanded timeline of the Purchasing phase is added above the timeline.

12 Add the 2 triangle milestone shape to the Expanded timeline

The Configure Milestone dialog box opens.


13 Set the Milestone date as 3/16/2012

To set a milestone in the timeline.

14 Edit the Description box to read Approve Sample

Click OK

15 Create another milestone for Receive Goods on 3/23/2012

Drag a “2 triangle milestone” shape to the Expanded timeline.

In the Configure Milestone dialog box, enter 3/23/2012 as the Milestone date. Edit the Description box to read “Receive Goods” and click OK.



PERT charts Explanation A Program Evaluation and Review Technique (PERT) chart is used to design, plan, and

analyze projects. PERT charts, as shown in Exhibit 4-14, help organize, prioritize, and search for task dependencies. These charts show the tasks and work flow involved in a project.

Exhibit 4-14: A PERT chart

To create a PERT chart:

1 Create a new diagram using the PERT Chart template by clicking New on the File tab, selecting the Schedule category, and double-clicking PERT Chart.

2 From the PERT Chart Shapes stencil, drag the required PERT shape to the drawing page.

3 Update the information in the task shape fields. To do so, select the field you want to update and type the desired text.

4 If necessary, use AutoConnect or the Connector tool to connect the task shapes.

Do it! D-2: Creating a PERT chart



Double-click PERT Chart The PERT Chart Shapes (US unit) stencil appears.

2 Save the drawing as My PERT chart


3 From the PERT Chart Shapes stencil, add the PERT 2 shape to the page

You’ll create a PERT chart for the Purchasing process used by Outlander Spices.

4 Zoom in on the shape To see it more clearly.


5 Type Sampling and press g To label the task. This is the first task in the Purchasing phase.

6 Click Scheduled Start

To select it.

7 Type 3/12/12 and press g

To specify the planned start date for the Sampling task.

8 Edit Scheduled Finish to read 3/14/12

(Click Scheduled Finish to select it. Then type 3/14/12 and press Esc.) Notice that you can also specify the actual start and end dates after completing a task.

9 Drag another PERT 2 shape and place it to the right of the Sampling task

You’ll create the next step in the Purchasing process.

10 Change the Task Name to Issue Purchase Order

11 Specify the Scheduled Start as 3/14/12 and the Scheduled Finish as 3/14/12 for the task

12 Use AutoConnect to connect the two shapes

13 Label the connector as Approve Sample

You can complete the PERT chart by adding similar PERT shapes and connectors.



Gantt charts Explanation A Gantt chart is a type of bar chart that identifies project tasks and sets time limits for

these tasks to be completed. This type of chart is used to schedule and manage projects.

The advantage of using a Gantt chart is that you can create and link tasks, set timelines and milestones, and search for interdependent tasks. When creating a Gantt chart, you need to define project specifications on which the chart will be based. To do this, you use the Gantt Chart Options dialog box, shown in Exhibit 4-15.

Exhibit 4-15: The Gantt Chart Options dialog box

The following table explains the options in the Gantt Chart Options dialog box.

Option Specifies

Number of tasks The number of tasks to be included in the Gantt chart. You can create tasks after creating the chart.

Major units The largest unit to be used in the timescale, such as years or months. The major units appear above the minor units in the chart.

Minor units The smallest unit to be used in the timescale, such as weeks or days. The minor units appear below the major units in the chart.

Format The units for time, which are displayed in the Duration column of the chart.

Start date The project’s start date and time, which determine the start of the Gantt chart’s timescale.

Finish date The project’s end date and time. You can specify the end date and time after creating the Gantt chart, too.


To create a Gantt chart:

1 Create a new diagram using the Gantt Chart template by clicking New on the File tab, selecting the Schedule category, and double-clicking Gantt Chart. Visio opens the Gantt Chart Options dialog box, shown in Exhibit 4-15.

2 Specify project settings such as Number of tasks, Timescale range, and so on. Then click OK to create the chart.

3 By default, the Gantt chart is created with default task titles and dates. Replace the default name and date with task details.

4 If necessary, add tasks to the chart. For example, drag a milestone shape from the Gantt Chart Shapes stencil.

5 To link tasks, select the tasks you want to link and, on the Gantt Chart tab, in the Tasks group, click the Link button.


Do it! D-3: Creating a Gantt chart



Double-click Gantt Chart To open the Gantt Chart Options dialog box.

2 Under Task options, in the Number of tasks box, enter 6

To include six tasks in the Gantt chart.

Under Time units, in the Major units list, verify that Months is selected

To use months as the largest unit on the timeline.

From the Minor units list, select Weeks

To use weeks as the smallest unit on the timeline.

Under Timescale range, specify the Start date as 3/12/2012 and the Finish date as 3/30/2012

This is the timeline for the Purchasing phase.

Click OK To close the dialog box and create the Gantt chart.

3 Save the drawing as My Gantt chart


4 Zoom to 100% To view the chart more clearly.

5 Edit the Task 1 cell to read Approve Sample

(In the Task Name column, click Task 1 and type “Approve Sample.”) To specify the first task in the Purchasing process.

6 Specify the Start date and Finish date for the Approve Sample task as 3/12/2012 and 3/14/2012, respectively

Notice that a task bar is created in the far-left column. Its length is determined by the dates you specified in the Start and Finish columns. Also, notice that the Duration cell for the task is set automatically to three days.


7 Specify the remaining tasks and dates as shown

8 Select the first two tasks, as shown

(In the chart.)

9 In the Tasks group, click Link

(On the Gantt Chart tab.) To link the two tasks.

Observe the first two tasks

The link is indentified by the line from the end of task 1 to the beginning of task 2.



Topic E: Web site maps Explanation Web sites that have numerous pages can be difficult to maintain. Visio provides a

feature to generate maps of Web sites so you can easily see their structure. Regardless of where a site resides—on an HTTP server, a network server, or a local hard drive—you can use the Web Site Map feature to create a site map.

Site maps are useful for identifying broken links and for analyzing, reorganizing, and troubleshooting sites for efficient maintenance. Each link on a site is represented by a shape, which holds information about the type of link and its location, similar to the example in Exhibit 4-16.

Exhibit 4-16: A Web site map in Visio

Memory models When you generate a Web site map, the Web Site Map template automatically creates a memory model that is saved as part of the drawing. This model holds information about the properties of Web pages and how they’re linked to each other. The Web Site Map template uses the memory model to design the layout of the map.

To generate a Web site map:

1 Choose File, New, Web Diagram, Web Site Map to open the Generate Site Map dialog box, shown in Exhibit 4-17.

2 If the Web site resides on an HTTP server, type the address of the Web site in the Address box. If the Web site resides on a network server or local hard drive, click Browse and then navigate to the file you want to specify as the root for the site map.


3 Click Settings to open the Web Site Map Settings dialog box, shown in Exhibit 4-18. The dialog box has five tabs you can use to customize the information included in the site map and how it is laid out.

4 After specifying the settings you want, click OK to return to the Generate Site Map dialog box.

5 Click OK. A progress bar appears, indicating that the Web Site Map template is generating the memory model and the site map.

Exhibit 4-17: The Generate Site Map dialog box

Exhibit 4-18: The Web Site Map Settings dialog box


The following table describes the tabs in the Web Site Map Settings dialog box.

Tab Used to…

Layout Set the maximum number of levels of Web pages and the maximum number of links to be documented. Set the layout style for the site map, the text to be displayed on link shapes, and the size of the link shapes by level.

Extensions Select file types with extensions such as .jpeg, .wav, or .asp to include in the site map, and select shapes to represent the file types.

Protocols Specify which protocol to include in the site map and which shapes will represent the protocols.

Attributes Specify the HTML attributes for which the Web Site Map template will search.

Advanced Limit the range of levels of Web pages and number of links, choose the links to be displayed, and provide authentication for HTTP-authenticated Web sites.

Do it! E-1: Generating a Web site map


Under Template Categories, click Software and Database

Double-click Web Site Map A new drawing opens and the Generate Site Map dialog box appears. You’ll generate a map for a Web site that resides on your computer.

2 Click Browse

Navigate to the Outlander subfolder in the current topic folder

3 Select index.html The index page is the home page of the Web site.

Click Open

4 Click Settings To open the Web Site Map Settings dialog box. The Layout tab is shown by default.

Verify that the Maximum number of levels is 3

To specify how many levels of Web pages should be documented in the site map.

In the Maximum number of links box, enter 50

To specify how many links should be documented in the site map.

Under Shape Text, in the Default shape text list, select Filename only

To specify how what text should appear with each shape.


5 Click Modify Layout To open the Configure Layout dialog box.

6 From the Style list, select Compact Tree

If necessary.

From the Direction list, select Down then Left

Click OK To close the dialog box and return to the Web Site Map Settings dialog box.

7 Click the Extensions tab You’ll include all file extensions in the diagram except for the linked style sheet, which could be repetitive.

Clear Style sheet

You’ll omit linked CSS files from the diagram and display only Web pages.

8 Scan the options on the Protocols, Attributes, and Advanced tabs

To view the other options you can use to control what is included in the diagram.

9 Click OK To close the Web Site Map Settings dialog box and return to the Generate Site Map dialog box.

10 Click OK To generate the site map. Notice the Generating Site Map progress bar that appears. The site map appears as a flowchart on the page.

11 Zoom to 100% To view the map more clearly.

12 Save the drawing as MyWebsiteMap



Links Explanation Sometimes the links in a Web site might be broken as a result of incorrect file names,

incorrect file locations, or missing files. These kinds of errors trigger a 404 or File Not Found error message. Links might also be broken as a result of Site Not Found, Access Denied, Password Required, or Site Timed Out errors. A broken link appears with a red X on the shape in the site map.

Although you can’t fix broken links in Visio, you can often determine why the links are broken; you can do this by using the List and Filter windows, shown in Exhibit 4-19. To fix broken links in a site, you need to open the HTML files in the application in which they were created and then re-upload the corrected pages to the server.

The List window groups links according to the structure of the Web site. For example, the window begins with the root page of the site and expands from there. The Filter window groups links by their file type or protocol. For example, all graphic links are in one category, all page links are in another, and so on. To see a broken link on the drawing page, right-click the link in one of the windows and choose Show On Page.

Exhibit 4-19: The List and Filter windows

Sometimes broken links are caused by timeout errors. You can fix this type of error by refreshing the link or the parent link. To do so, right-click the link and choose Refresh Hyperlink or Refresh Parent of Hyperlink.


Do it! E-2: Viewing link information

Here’s how Here’s why 1 Observe the site map

The link under the order.html page has a big red × on it, indicating a broken link to a missing file.

2 Point to the List window To expand it. (The window is docked on the left side of the drawing area.) The window shows a link entry for the index (home) page.

3 Click the small plus sign to the left of the entry

To expand the list of links on the page. The list shows five page links and one graphic link.

Expand the second file as shown

It contains four pages, one graphic and one missing file. The broken link has a red × on it.

Scroll to the right To view the full path for each link.

4 Point to the Filter window To expand it. This window shows the file, Graphic (bitmap), and HTML categories.

Expand the File category To view the broken link.


5 On the page, select the broken link

Select the red × under order.html.

View the entire page in the work area

On the View tab, in the Zoom group, click Fit to Window.

6 In the Map group, click Page Centric View

(On the Web Site Map tab.) To change the view.

Observe the page

To view only the broken link and missing file.

7 Click Hierarchical View

(In the Map group.) To return to the view that displays all the linked files.

8 Save the drawing


Generate a site map report Explanation You can generate a site map report in the form of an HTML file. The report provides the

details of errors that caused broken links in the Web site map. You can list all of the links on the Web site or only the links that cause errors. Here’s how:

1 Open the Web site map for which you want to generate a report.

2 On the Web Site Map tab, in the Manage group, click Create Report to open the Reports dialog box, shown in Exhibit 4-20.

3 Select Web Site Map All Links for a complete list of links in the memory model. Select Web Site Map Links with Errors to generate a list of only those links that cause errors.

4 Click Run to open the Run Report dialog box, shown in Exhibit 4-21.

5 Specify the format you want for the report (such as an Excel document, an HTML or XML page, or a shape in the Visio drawing.)

6 If necessary, specify the location where you want to save the report.

7 Click OK.

Exhibit 4-20: The Reports dialog box


Exhibit 4-21: The Run Report dialog box


Do it! E-3: Generating a report of Web site links

Here’s how Here’s why 1 In the Manage group, click

Create Report

(On the Web Site Report tab.) To open the Reports dialog box. You’ll generate a report of Web site links.

2 From the Report list, select Web Site Map All Links

To generate a report of all pages in the Web site map.

Click Run To open the Run Report dialog box.

3 From the Select report format list, select HTML

(If necessary.) To generate the report in HTML format.

4 Click Browse To open the Report Wizard dialog box and specify the folder where you want to save the report.


In the File name box, type MyWebsiteReport

Click Save To save the report in the current unit folder and close the dialog box.

5 Click OK The report opens in the Web browser and shows information about all pages in the Web site map.




Unit summary: Business diagrams and Web site mapping

Topic A In this topic, you learned about block, tree, and onion diagrams. You also learned how to create a block diagram.

Topic B In this topic, you learned how to create workflow diagrams and cross-functional flowcharts.

Topic C In this topic, you learned how to create an organization chart and compare versions of an organization chart. You also learned how to create an organization chart by importing data.

Topic D In this topic, you learned how to create timelines for a project and how to create PERT and Gantt charts.

Topic E In this topic, you learned about Web site maps, which help in understanding the structure and organization of a Web site and managing broken links. In addition to generating a site map, you learned how to generate a report documenting all the links on a Web site.

Independent practice activity In this activity, you’ll create a block diagram, a cross-functional flowchart, and a Gantt chart.

1 Create a block diagram similar to the example in Exhibit 4-22. (Hint: Use the Block Diagram template and use the Blocks Raised (US units) and Blocks (US units) stencils.)

2 Save the drawing as My block practice (in the Unit summary folder) and close the drawing.

3 Create a cross-functional flowchart similar to the example in Exhibit 4-23.

4 Save the drawing as My flowchart practice (in the Unit summary folder) and close the drawing.

5 Create a Gantt chart similar to the example in Exhibit 4-24 using the start and finish dates of your choice. (Hint: Notice that the minor units of time are days.)

6 Save the drawing as My Gantt practice (in the Unit summary folder) and close the drawing.


Exhibit 4-22: The complete block diagram.


Exhibit 4-23: The complete cross-functional flowchart

Exhibit 4-24: The complete Gantt chart

Review questions 1 What are the three types of diagrams available from the Block Diagram template?

• Block diagrams

• Tree diagrams

• Onion diagrams

2 What is the purpose of a block diagram?

Block diagrams are used to illustrate processes, plans, or hierarchies.


3 How is a workflow diagram different from a block diagram?

In a block diagram, the various stages of a process are represented with circles, rectangles, or squares. In a workflow diagram, stages are represented with pictures or other graphics.

4 Which of the following flow diagrams is used to illustrate a process flow involving multiple departments, companies, functions, or tasks, or the division of labor in an integrated process?

A Workflow diagrams

B Cross-functional flowcharts

C Data-flow diagrams

D Cause-and-effect diagrams

5 Which button do you use to generate a report that details organization chart changes?

The Compare button on the Org Chart tab, in the Organizational Chart group. It opens the Compare Organization Data dialog box.

6 Which diagram is used to determine milestones and intervals over the span of a project or a process?

A Workflow

B Block

C Timeline

D Organization chart

7 Which of the following is a type of bar chart that is used to identify tasks in a project and set time limits for these tasks to be completed?

A Timeline

B Gantt chart

C PERT chart

D Flow chart

8 What is the function of a Web site map?

A site map helps in understanding the organization of pages in the Web site and detecting invalid hyperlinks.

9 What two windows are useful for discovering broken links?

• List window

• Filter window

10 What causes a broken link?

Answers may include:

• File Not Found

• Site Not Found

• Access Denied

• Password Required

• Site Timed Out

5–1

U n i t 5 Integrating Visio with other programs



A Embed a Visio drawing in a Word document, link a Word document in a Visio drawing, and copy content between Visio and Word.

B Insert drawings in Microsoft PowerPoint and link presentations to Visio files.

C Create calendars in Visio and import calendar data from Microsoft Outlook into a Visio calendar.

D Create hyperlinks and convert a drawing to a Web page.


Topic A: Integration with Microsoft Word Explanation You can insert a Visio diagram, such as a basic flowchart, in a Microsoft Word

document using a variety of methods. The most common ways are embedding and linking files.

Embed a drawing in a Word document You can embed a Visio drawing in Microsoft Word by embedding a new object or an existing file. When objects are embedded, they do not remain part of the source object. Therefore, any modification performed in the source file does not affect the embedded file.

To create a new embedded object in Microsoft Word 2010:

1 In the document, click where you want to place the embedded object.

2 On the Insert tab, in the Text group, click the Insert Object button to open the Object dialog box.

3 Select Microsoft Office Visio Drawing, as shown in Exhibit 5-1, and click OK. The Choose Drawing Type dialog box opens.

4 Select a diagram type from the Category list, select a drawing template from the Template list, and click OK. A blank drawing page appears in Word with the Visio ribbon displayed.

5 Create a Visio drawing.

Exhibit 5-1: The Create New tab in the Object dialog box in Word

Integrating Visio with other programs 5–3

Embed an existing file

To embed an existing file in Word 2010:

1 In the document, click where you want to place the embedded object.

2 On the Insert tab, in the Text group, click the Object button to open the Object dialog box.

3 Click the Create from File tab, shown in Exhibit 5-2.

4 In the File name box, enter the name of the file you want to embed; or click Browse, locate and select the file, and click Insert.

5 Click OK.

Exhibit 5-2: The Create from File tab in the Object dialog box in Word


Embed a file using Paste Special

To embed a file by using the Paste Special command:

1 Copy an object from a Visio drawing.

2 In the Word document, click where you want to place the object.

3 On the Home tab, in the Clipboard group, expand the Paste menu and select Paste Special. The Paste Special dialog box, shown in Exhibit 5-3, will open.

4 Select the desired format and click OK.

Exhibit 5-3: The Paste Special dialog box in Word

Editing an embedded object

After inserting a Visio diagram in Microsoft Word, you can edit the drawing by double-clicking the embedded object. The Visio ribbon appears, but you are still in Word. To return to the Word document, click outside the object.

Do it! A-1: Embedding a Visio drawing in a Word document The files for this activity are in student data folder Unit 5\Topic A.

Here’s how Here’s why 1 Click Start To display the Start menu.

Choose All Programs, Microsoft Office, Microsoft Word 2010

To open Microsoft Word 2010. You’ll embed a Visio file in a Word document.

2 Open All spiced up.docx From the current topic folder.

Save the file as My all spiced up


3 Place the insertion point below the text, as shown

(Place the insertion point after “stores.” Press Enter.) You’ll embed a Visio drawing after the text.

4 In the Text group, click

(On the Insert tab.) To open the Object dialog box.

5 Click the Create from File tab You’ll specify the path of the object you want to embed.

Click Browse To search for the Visio drawing.

In the current topic folder, select Organization chart

Click Insert “Organization chart” appears in the File name box.

Click OK

6 Observe the document

The Visio drawing is embedded in the document.

7 Save and close the document


Create a link by using the Paste Special command Explanation By linking a Word document as an object in a Visio drawing, you can update data

automatically. For example, suppose you have information in a table in a Word document and you want to include it in a Visio drawing. To do so, you link the Word document to the drawing. Whenever you want to update the Word document, you double-click the link in the Visio drawing. When you link an object, it remains part of the source file, so any change made in the source file affects the linked file as well.

To link a Word document in a Visio drawing by using Paste Special:

1 Open the Word document you want to link.

2 Select and copy a portion of the document. The Visio link will open the document to the page where you selected the content, so you should select content that you want to be immediately visible via the link.

3 If necessary, open the Visio drawing in which you want to link the document.

4 On the Home tab, in the Clipboard group, expand the Paste menu and choose Paste Special.

5 Select Paste link, as shown in Exhibit 5-4.

6 If you want to display the link as an icon, check Display as icon.

7 Click OK.

Exhibit 5-4: Paste link options in the Paste Special dialog box in Visio

Do it! A-2: Linking a Word document The files for this activity are in student data folder Unit 5\Topic A.

Here’s how Here’s why 1 In Microsoft Word, open Chain of

command.docx (From the current topic folder.) You’ll link this Word document to a Visio file. Notice that the document contains a three-column table.

2 Select and copy the table Click the four arrows in the upper-left corner of the table to select it, and press Ctrl+C.

3 In Visio, open Organization chart.vsd

(From the topic folder.) You’ll link the table to this chart.


4 In the Clipboard group, display the Paste menu

(On the Home tab.)

Choose Paste Special… To open the Paste Special dialog box, which contains Paste and Paste link options.

5 Select Paste link

To create a link to the Word document.

Check Display as icon To show the link as an icon in the drawing. Clicking this icon will open the “Chain of command” Word document.

Click OK To close the dialog box. The Word icon appears in the center of the page, overlapping the chart shapes.

6 Move the icon to the right of the chart shapes, as shown

Drag the icon to move it.

7 In Word, close the document

8 In Visio, zoom in on the icon To see it more clearly. (Press Ctrl+Shift and then click the icon.)

9 Double-click the icon The document file opens in Word.

10 Switch back to Visio and save the drawing as My organization chart

11 Close the drawing


Drag-and-drop between applications Explanation You can drag shapes from a Visio drawing or stencil to a Microsoft Word document.

When you drag multiple shapes, they are treated as one object in the Word document.


Do it! A-3: Using drag-and-drop The files for this activity are in student data folder Unit 5\Topic A.

Here’s how Here’s why 1 In Visio, open Outlander Spices

Kiosks.vsd

2 Switch back to Word (My chain of command should still be open.) You’ll use drag-and-drop to add the kiosk chart below the table.

3 Resize the Visio and Word windows so that they each occupy half of the screen, vertically

Click the Restore Down button in the upper-right corner of the Visio window and then resize it to fit on half of your computer screen, vertically. Do the same for the Word window.

4 In Visio, press c + A To select the organization chart shapes.

5 Press and hold c By pressing the Ctrl key, you will create a copy of the selected text when you drag it.

6 Drag the shapes to the Word document and place them below the table, as shown

Release the mouse button and then release c

7 Maximize the Word window The chart is copied from the Visio drawing to the Word document. However, the drawing is large and flows off the right side of the page.

8 In Word, click one of the shapes To select the chart. Word treats it as one object.

9 Drag the top-left handle down and to the right

To resize the chart so that it fits on the page.

10 Save and close the document

11 In Word, click the File tab and click Exit

To close Word.

12 Maximize the Visio window

Close Outlander Spices Kiosks Without saving changes.


Topic B: Integration with PowerPoint Explanation You can insert Visio diagrams in PowerPoint presentations and vice versa. For example,

suppose you want to use a Gantt chart that you created in Visio in a presentation. You can transfer this chart to PowerPoint by inserting, linking, or exporting it.

Insert a Visio drawing into a presentation To insert a Visio drawing in PowerPoint 2010:

1 In the presentation, view desired slide.

2 On the Insert tab, in the Text group, click the Insert Object button to open the Object dialog box.

3 Select Create from file.

4 In the File name box, specify the path and name of the drawing you want to embed, or click Browse to locate and select the drawing.

5 Click OK.


Do it! B-1: Inserting drawings in PowerPoint The files for this activity are in student data folder Unit 5\Topic B.

Here’s how Here’s why 1 Click Start and choose

All Programs, Microsoft Office, Microsoft PowerPoint 2010

You’ll insert a Visio drawing into a PowerPoint presentation.

2 In PowerPoint, open Outlander Spices.pptx

From the current topic folder.

Save the file as My Outlander Spices

3 Press v three times To move to the fourth slide in the presentation. You’ll insert the drawing on this slide.

4 In the Text group, click (On the Insert tab.) To open the Insert Object dialog box.

Select Create from file To insert an object that is stored in a file.

Click Browse


If necessary.

Select Product list.vsd

Click OK twice To insert the drawing.

5 Resize and move the drawing to fit it on the slide, as shown

6 Save and close My Outlander Spices

7 Close PowerPoint Without a presentation open, click the Close button in the top-right corner.


Link presentations to Visio drawings Explanation Let’s say you’ve created a Visio drawing that references information contained in a

PowerPoint presentation. It doesn’t make sense to insert the presentation content directly into the drawing. Instead, you create a link on the drawing document. Now when you double-click the link, the PowerPoint presentation is displayed in Presentation view.

To link a presentation to a Visio drawing:

1 In Visio, display the Insert tab. In the Text group, click the Object button to open the Insert Object dialog box.

2 Select Create from file. The dialog box will change to show options for a file on your computer, as shown in Exhibit 5-5.

3 In the File name box, specify the path and name of the PowerPoint file you want to insert, or click Browse to select the file.

4 Check Link to file.

5 If you want the link to be represented by an icon in the drawing, check Display as icon.

6 Click OK.

Exhibit 5-5: The Insert Object dialog box in Visio


Do it! B-2: Linking a presentation to a Visio drawing The files for this activity are in student data folder Unit 5\Topic B.

Here’s how Here’s why 1 In Visio, open Product list.vsd (From the current topic folder.) You’ll create a

link to a PowerPoint presentation.

Save the drawing as My product list

2 In the Text group, click

(On the Insert tab.) To open the Insert Object dialog box.

Select Create from file

Click Browse

Navigate to the current topic folder and double-click Spices.pptx

You’ll link this PowerPoint presentation to the Visio drawing.

Check Link to file In the Insert Object dialog box.

Check Display as icon To display the presentation link as an icon in the drawing. Double-clicking the icon will open the presentation.


3 Observe the drawing

The icon is displayed in the center of the drawing.

4 Drag the icon down and place it below the diagram, as shown


5 Double-click the icon To open the presentation. It opens in Presentation view.

6 Click once To move to the next slide in the presentation.

Click twice To view the next two slides and end the presentation. The “end of show” slide appears.

Click once To exit the presentation and return to Visio.

7 Save and close My product list

8 Close PowerPoint If necessary.


Topic C: Integration with Microsoft Outlook Explanation You can create calendars in Visio and add appointments, events, and calendar art to

them. However, calendars in Visio are not as automated as they are in other applications, such as Microsoft Outlook. You can, however, import Outlook calendar data into a Visio calendar.

Create calendars You can create various types of calendars in Visio. To create a calendar, drag the appropriate calendar shape from the Calendar Shapes stencil to the drawing page. This will open the Configure dialog box, shown in Exhibit 5-6. The settings in this dialog box vary depending on the type of calendar you select. Typically, the configuration is composed of date, date format, and language settings.

Exhibit 5-6: The Configure dialog box

You can highlight a day, a week, or a month in a calendar by selecting the day, week, or month and then clicking the Fill Color button, which is located on the Mini toolbar and on the Home tab in the Shape group. You can also change the color scheme of the entire calendar. To do so, select the calendar and click the Design tab. In the Themes group, point to a theme to see a preview. Once you find the one you want, click the desired theme to apply it.

Types of calendars

In Visio, you can create various types of calendars, such as:

• One-day or multiple-day calendars

• One-week or multiple-week calendars

• One-month or multiple-month calendars

• One-year or multiple-year calendars


To create a one-day calendar, as shown in Exhibit 5-7:

1 On the File tab, click New to display the available templates. Then, click Schedule to view the templates in that category and double-click Calendar to open a blank drawing page and the Calendar Shapes (US units) stencil.

2 From the Calendar Shapes stencil, drag the Day shape to the drawing page.

3 In the Configure dialog box, specify the desired calendar options and click OK.

Exhibit 5-7: A one-day calendar

To create a multiple-day calendar, as shown in Exhibit 5-8, follow the steps for creating a one-day calendar but repeat steps 2–3 for each additional day you want to add. With a multiple-day calendar, you can create a calendar for nonconsecutive days, such as Wednesday and Friday.

Exhibit 5-8: A multiple-day calendar


You can create a one-week calendar, as shown in Exhibit 5-9, by dragging the Week shape to the drawing page. By default, a week displays five days. However, you can change the week so it contains anywhere from two days to eight days. You can shade weekends by selecting Yes in the Shade weekend section of the Configure dialog box. You can display a title for the calendar by checking Show title. To edit the calendar’s title, double-click it.

Exhibit 5-9: A one-week calendar

You can create a multiple-week calendar, as shown in Exhibit 5-10, by dragging the Multiple Week shape to the drawing page. A standard drawing page can accommodate weeks spanning a total of 35 days. You can resize a calendar by using its corner selection handles. If you want to create a multiple-week calendar with more than 35 days, you’ll need to use multiple drawing pages.

Exhibit 5-10: A multiple-week calendar


You can create a month calendar, as shown in Exhibit 5-11, or a year calendar, as shown in Exhibit 5-12, by dragging the Month or Year shape, respectively, to the drawing page. You can also add a thumbnail image of the previous month or the next month in a month calendar. To do so, place the Thumbnail month shape over a day that precedes the first day or follows the last day of the month. To create a multiple-month or multiple-year calendar, you’ll need to create a new drawing page.

Exhibit 5-11: A month calendar

Exhibit 5-12: A year calendar

Appointments, events, and calendar art

As with Microsoft Outlook, in a Visio calendar you can set reminders for appointments or events. You can also add graphics to a calendar to indicate special days such as holidays or celebrations.


To add an appointment, drag the Appointment shape to a calendar date. In the Configure dialog box, you can specify the start and end times, subject, and venue of the appointment. You can also specify the time format.

To add an event, drag the Multiple-day event shape to a calendar date. In the Configure dialog box, you can specify the event’s subject, venue, and start and end dates. To create a one-day event, specify the same date as the start and end dates.

You can edit an appointment or event by making the required changes in the Configure dialog box.

You can add graphics, also called calendar art, to a calendar. Exhibit 5-13 shows some of the calendar art available in Visio. You can add calendar art by dragging a shape from the Calendar Shapes stencil to a day on the drawing page. You can add text to calendar art by double-clicking it.

If you change the date for a calendar object, the associated calendar-art shape does not move. It remains linked to its original date.

Exhibit 5-13: Calendar art


Do it! C-1: Creating a calendar

Here’s how Here’s why 1 On the File tab, click New To view the available templates categories.


Double-click Calendar To open a blank drawing page and the Calendar Shapes stencil. You’ll create a Month calendar similar to the calendar in Microsoft Outlook.

2 Save the drawing as My calendar


3 From the Calendar Shapes stencil, drag a Month shape to the page

The Configure dialog box appears.

4 From the Month list, select next month

To create a calendar for next month.

In the Year box, select the current year

If necessary.

From the Begin week on list, select Sunday

(As shown in Exhibit 5-6.) So that the workweek runs from Sunday to Saturday.

Click OK To close the dialog box and create the calendar.

5 Zoom to Fit to Window (Click the Fit to Window button located on the View tab, in the Zoom group.) If necessary, so that you can clearly see the calendar dates.

Next, you’ll add a reminder for a Product Development Team meeting.

6 Drag a Reminder to the first Thursday of the month, as shown

(From the Calendar Shapes stencil.)


7 Select the box for the first Thursday and type Product Development Meeting at 9:30

(Select the date’s box, but not the alarm shape.) To add text.

Press g

To exit text mode.

8 Save the drawing


Import calendar data Explanation

If you have Outlook installed, you can import Outlook calendar data, such as appointments, into a Visio calendar. To do this, use the Import Outlook Data Wizard.

By using the Import Outlook Data Wizard, you can filter appointments based on date and time ranges and subject. After importing data, you can customize it in Visio.

Do it! C-2: Importing calendar data from Outlook

Here’s how Here’s why 1 Click Start and choose

All Programs, Microsoft Office, Microsoft Outlook 2010

You’ll import all calendar entries created in Outlook for next month. First, you will create those Outlook calendar entries.

Maximize the Outlook window If necessary.

2 In Outlook, at the bottom of the left pane, click Calendar

To open the Calendar page.

Using the navigation calendar in the upper-left corner, select the calendar for next month

Select the date for the first Friday and enter the following text for 10:00: Weekly status meeting with the Managers

Select the date by clicking the number in the upper-left corner of the calendar.

3 Enter the following event for 1:00 on the third Wednesday: Lunch with CEO

On the calendar in the upper-left corner, select the number. Then in the Day calendar, in the box for 1:00, enter the indicated text.

4 Enter the following event for 9:00 on the last Friday: Sales team status meeting

5 Close Outlook Click the Close button in the top-right corner.


6 In Visio, click the calendar’s title bar

(If necessary.) To select the entire calendar.

7 In the Calendar group, click Import Outlook Data

(On the Calendar tab.) To open the Choose Profile dialog box.

Click OK To accept the default settings and to start the Import Outlook Data Wizard.

8 Verify that Selected Visio calendar is selected

This option is selected by default if the calendar is selected in the Visio diagram.

Click Next To move to the next page in the wizard.

9 Observe the start and end dates They are picked up from the selected Visio month calendar.

Click Next To move to the next page in the wizard.

10 Observe the list of properties The Properties page lists the calendar type, the start and end dates and times, and other information.

11 Click Finish

12 Observe the calendar The entries have been transferred from the Outlook calendar to the Visio calendar.



Topic D: Working with Web-enabling features Explanation Visio supports several Web-related activities, such as adding hyperlinks and converting

drawings to Web pages.

Create hyperlinks You can link an entire drawing page or a specific shape to another shape, a page in a drawing, or to a document in another program.

To link a Visio drawing to another file on your computer:

1 Open the drawing and navigate to the page and/or shape in which you want to create links. Select the desired object(s).

2 On the Insert tab, in the Links group, click Hyperlink to open the Hyperlinks dialog box, shown in Exhibit 5-14.

3 Next to the Address box, click Browse and then click Local File.

4 Locate and select the file you want to link to and click Open.

5 If necessary, next to the Sub-address box, click Browse and specify a name for the page or shape and the required zoom level.

6 Click OK.

Exhibit 5-14: The Hyperlinks dialog box

If you want to create a relative link, check “Use relative path for hyperlink” in the Hyperlinks dialog box. A relative path specifies the relationship between the location of the linked file and the Visio drawing.

To add another link in the drawing file, click New in the Hyperlinks dialog box. If you want to link to a Web site, click Browse next to the Address box in the Hyperlinks dialog box, click Internet Address and specify the desired settings.


Do it! D-1: Linking a Visio drawing to a Word document The files for this activity are in student data folder Unit 5\Topic D.

Here’s how Here’s why 1 Open Kiosk locations.vsd (From the current topic folder). You’ll link this

drawing, which shows the states where Outlander Spices kiosks are located, to the Word document that contains their addresses.

Save the drawing as My kiosk locations

2 Select the Kiosk Addresses text below the diagram

3 In the Links group, click Hyperlink

(On the Insert tab.) To open the Hyperlinks dialog box.

4 To the right of the Address box, click Browse and select Local File…

To open the Link to File dialog box. You’ll link the Visio diagram with a local file.


If necessary.

6 From the Files of type list, select All Files

7 Select Store locations.docx To identify the hyperlink’s target.

Click Open

8 Click OK To link the documents.

Deselect the Kiosk Addresses text


9 Point to Kiosk Addresses

(Zoom in, if necessary.) The mouse pointer changes and a ToolTip shows the name of the linked file.

10 Right-click Kiosk Addresses To display a shortcut menu.

Choose Store locations.docx A dialog box appears, warning of security concerns opening unknown files.

Click OK To close the dialog box and open the document.

11 Close Word Click the Close button in the top-right corner.

12 Save the drawing


Convert a drawing to a Web page Explanation You can convert Visio drawings to Web pages for publishing on the Internet or an

intranet. For example, you might want to publish a process flow diagram on an intranet so that colleagues at other locations can access the information.

You can also specify titles for Web pages, so that when you open a Web page, its title appears in the browser’s title bar.

To convert a drawing to a Web page:

1 Open the Save As dialog box and, in the Save as type list, select Web Page.

2 Browse to the folder where you want to save the file.

3 In the File name box, enter a name for the Web page.

4 Click Change Title to open the Set Page Title dialog box. Specify a title for the Web page and click OK.

5 Click Save.


Do it! D-2: Converting a drawing to a Web page

Here’s how Here’s why 1 On the File tab, click Save &

Send To display the various commands you can use to save the drawing.

2 Under File Types, select Change File Type

To display the Drawing File Types, Graphic File Types, and Other File Types categories.

Under Other File Types, select Web Page

You’ll save the My Outlander Spices Kiosks drawing as a Web page so that your customers can view it online.

Click Save As

To open the Save As dialog box.


If necessary.

4 In the File name box, enter outlander_spices_kiosks

5 Click Change Title To open the Set Page Title dialog box.

In the Page title box, enter Kiosk Addresses

To specify a page title that will appear in the browser’s title bar when this file is displayed.

Click OK To close the Set Page Title dialog box.


6 Click Save To save the Web page. When the file is saved, it automatically opens in the browser.

7 Observe the title bar

The title is Kiosk Addresses.

8 Point to Kiosk Addresses, as shown

The mouse pointer changes to a hand symbol with a ScreenTip.


Save and close the drawing


Unit summary: Integrating Visio with other programs

Topic A In this topic, you learned how to embed a Visio drawing in a Word document, link a drawing to a Word document, and use drag-and-drop to insert shapes from a drawing page into a Word document.

Topic B In this topic, you learned how to insert Visio drawings in Microsoft PowerPoint presentations. You also learned how to link presentations to Visio files.

Topic C In this topic, you learned how to create calendars in Visio. You also learned how to import calendar data from Microsoft Outlook to a Visio calendar.

Topic D In this topic, you learned how to create hyperlinks in a Visio drawing and convert a drawing to a Web page.

Independent practice activity In this activity, you’ll insert a link in a Visio drawing that opens a PowerPoint presentation. You’ll also save the drawing a Web page.


1 Open New organization chart from the Unit summary folder. Save the drawing as My chart.

2 Insert a link for the PowerPoint presentation Chart data.pptx as an icon. (Hint: Display the Insert Object dialog box and select Create from file. This file is located in the Unit summary folder.)

3 Save the file and use the link to open the PowerPoint presentation.

4 View the presentation and exit it.

5 In Visio, save My chart as a Web page named MyChartPage in the Unit summary folder.

6 Close the browser.



Review questions 1 What is the difference between linking and embedding?

Both methods are used to insert objects into applications. However, linking maintains a connection with the object in the source application. When the object is changed in the source application, the changes will be reflected in the linked object. Embedding does not maintain the connection with the source application.

2 What is the result of selecting multiple Visio objects and then dragging the selection into a Word document?

When selected and dragged together, the multiple shapes are inserted in Word as one object.

3 How do you add a multi-day event to a monthly calendar?

a Drag the Multi-day event shape onto the calendar to open the Configure dialog box.

b In the Subject box, enter the event name; in the Location box, enter where the event will take place; and set the start and end dates.

c Click OK.

4 When you add the Reminder calendar art to a day, what happens if the associated meeting date changes?

If you change the date for a calendar object, the associated calendar-art shape moves to the new date.

5 What is a relative path for hyperlinks?

A relative path specifies the relationship between the location of the linked file and the Visio drawing.

6 You’ve created a link to a PowerPoint presentation by using the Hyperlinks dialog box. What happens when you follow the link?

The PowerPoint presentation opens in Normal view. If you want the presentation to open in Presentation view, you need to use the Insert Object dialog box instead of the Hyperlink dialog box. In the Insert Object dialog box make sure to check both Link to file and Display as icon.

7 What is the advantage of importing Outlook data into a Visio calendar?

You can quickly add calendar appointments without re-keying the information.

6–1

U n i t 6 Software and database diagrams



A Draw a prototype of a Windows user interface for a software program.

B Create a database model diagram and reverse engineer a table from a database.


Topic A: Documenting software systems To confirm a customer’s software requirements, you can create a prototype that depicts

the look and feel of the user interface before beginning development. This saves time and effort in writing code for the interface later. By using Visio, you can create mock-ups of a user interface according to Windows guidelines. You can also change these mock-ups and finalize a user interface before ever writing code for it.

The Wireframe Diagram template The Wireframe Diagram template helps you design elements of a user interface, including windows, dialog and message boxes, toolbars, menus, and buttons. Exhibit 6-1 shows a dialog box drawn in Visio.

Exhibit 6-1: A mock-up of a dialog box

The Wireframe Diagram template opens with several stencils. The Controls stencil contains shapes for command buttons, radio buttons, and check boxes, among other controls. Other stencils contain shapes for toolbars, menus, wizards, icons, windows, and dialog boxes. To draw a dialog box or a window, you can use the Dialog form shape available on the Dialogs stencil.

To draw a window for a user interface:

1 Create a new diagram using the Wireframe Diagram template by clicking New on the File tab, selecting the Software and Database category, and double-clicking Wireframe Diagram.

2 From the Dialogs stencil, drag the Blank form shape to the drawing page.

3 Add the required buttons to the title bar. Add other components, such as menu bars, toolbars, and scroll bars.

4 Enter a title for the window.

Software and database diagrams 6–3

Do it! A-1: Drawing a program window



Double-click Wireframe Diagram

You’ll create a sample login form based on Windows interface guidelines. This is a mock-up of a form or window that will authenticate users viewing the Outlander Spices Inventory System.

2 Save the drawing as My interface


3 Drag a Dialog form shape to the drawing page

[From the Dialogs (US units) stencil.] To create a new blank form.

Press g To deselect the shape. You’ll add text boxes and command buttons to the form.

Zoom to 100%

4 On the Tools group, select the Text tool

On the Home tab.

In the upper-left corner of the form, draw a text block with a width of 1” and a height of 0.5”

In this text area, you’ll enter a label for the User Name box.

Enter User Name

5 Draw another text block below the User Name text and enter Password, as shown

6 Select the Pointer tool In the Tools group.


7 Drag a Text box shape and place it to the right of the User Name text

[From the Controls (US Units) stencil.] You’ll create text boxes for User Name and Password. Position the text box by nudging it with the arrow keys.

8 Resize the text box to fit within the form

You can resize the box by dragging its handles.

9 Create a text box next to the Password text, as shown

You can either drag a new text box from the stencil or duplicate the existing one.

10 Drag a Button shape and place it below the Password text box

(From the Controls stencil.)

11 Double-click the button

Type OK and press g To label the button.

12 Create another button to the right and label it Cancel

13 Double-click the Dialog Title text, as shown

Type Login and press g To enter a title for the form.



The Enterprise Application template Explanation After you design a software interface, the next step is to set up the environment to run

the software. Let’s assume your organization has decided to use a program to manage employee and organizational details. To run this program, your organization needs to support required hardware. To design and document a system diagram for such a program, you can use Visio’s Enterprise Application template. This type of diagram depicts the physical and logical components needed for the program and the connectivity between them.

To create an enterprise application diagram:

1 Create a new diagram using the Enterprise Application template by clicking New on the File tab, selecting the Software and Database category, and double-clicking Enterprise Application.

2 Drag the shapes that represent physical components and place them on the drawing page.

3 Connect the shapes as needed.

4 Enter titles for the shapes.


Do it! A-2: Drawing a system diagram



Double-click Enterprise Application

You’ll create a network layout that connects the Outlander Spices head office server with the branch office servers.

2 Save the drawing as My architecture


3 Zoom to 100% If necessary.

4 Drag a Servers shape and place it near the center of the drawing page

[From the Enterprise Application (US units) stencil.]

5 Label the shape Head Office Servers

6 Drag a Server shape and place it over the Servers shape on the page

(Do not release the mouse button.) After a moment, AutoConnect handles appear around the Servers shape.

Point to the right AutoConnect handle, and then release the mouse button

To connect the Server shape to the right of the Head Office Servers.


7 Label the shape Branch Office 1 Server

Move the shape farther to the right

If necessary.

8 Using AutoConnect, link another Server shape to the left of the Head Office Servers

9 Label the shape Branch Office 2 Server and position it farther to the left

If necessary.

10 Using AutoConnect, link a Workstations shape below the Branch Office 1 Server shape

11 Using AutoConnect, link a Workstations shape below the Branch Office 2 Server shape



Topic B: Database model diagrams Explanation Organizations that handle huge amounts of data generally manage that data by using a

database. Before creating a database, the database administrator and other programmers design and document its structure. This structure should ensure that the data is accurate, complete, and organized in an efficient manner.

The Database Model Diagram template Visio provides a Database Model Diagram template that you can use to graphically represent entities or tables of information and the relationships between these entities or tables. Using this template, you can either create a database model diagram from scratch or extract a database structure from an existing database.

The Database Model Diagram template contains two stencils: Entity Relationship (US units) and Object Relational (US units). The Entity Relationship stencil contains shapes you can use to create relational-database diagrams, in which the database is modeled as tables. The Object Relational stencil contains shapes you can use to create object-relational–database diagrams, where the database is modeled by using entities instead of tables.

Creating a database model diagram

To create a database model diagram:

1 Create a new diagram using the Database Model Diagram template by clicking New on the File tab, selecting the Software and Database category, and double-clicking Database Model Diagram.

2 From the Database tab, in the Manage group, click Display options to open the Database Document Options dialog box.

3 Specify database settings, such as the symbol set you want to use, the names that will be shown in the diagram, the entities or tables, and their relationship options.

4 Click OK to close the dialog box and apply the changes.

5 From the Entity Relationship (US units) stencil or the Object Relational (US units) stencil, drag an Entity shape to the drawing page.

6 In the Database Properties window, specify the properties of the entity, such as its physical and conceptual name, owner, and so on.

7 Add columns to the entity, as necessary.

8 Add data in the columns.

9 In the same manner, add more entities as needed, and specify the relationships between them.

To specify a relationship between entities:

1 Connect the tables by using the Connector tool or the Connector shapes in the stencil.

2 Select the connecting line to edit its properties.

3 In the Database Properties window, a link is created with the two tables. Select the primary key in the parent table.

4 Select the foreign key in the child table.

5 In the Foreign Key Role Name text box, enter the role name.


Do it! B-1: Creating a database model diagram



Double-click Database Model Diagram

You’ll create a database model diagram for a database that will store the employee details of Outlander Spices.

2 Save the drawing as My diagram

(In the current topic folder.) By default, the drawing area is split into two panes. The top pane shows the drawing page and the bottom pane shows the Database Properties window.

3 Drag an Entity shape and place it near the center of the page

[From the Entity Relationship (US unit) stencil.]

4 Zoom to 100%

(To better see the shape.) In the Database Properties window, the first category, Definition, is selected by default.

5 In the Database Properties window, edit the Physical name box to read EMP

To specify a name for the table. This table will contain information about employees.

6 Under Categories, select Columns

To view information about the columns in the table. So far, no information has been specified.


7 In the Physical Name column, click in the first cell

To place the insertion point.

Type Emp No.

To specify the first field in the table.

8 In the Data Type column, click in the first cell

A list appears.

From the list, select VARCHAR

To enter the data type for the Emp No. field. VARCHAR is a data type that stores data composed of uppercase or lowercase characters, numerals, and special characters. “(10)” appears after you select VARCHAR. This signifies the maximum number of characters allowed.

9 For the Emp No. field, check Req’d

To designate that it’s necessary to specify a value for this field.

10 For the Emp No. field, check PK To specify the Emp No. field as the table’s primary key. This means that the values in the Emp No. field will be unique for each employee listed in the table. For example, two employees with the same name would have different employee numbers assigned to them.

11 Click in the second cell in the Physical Name column

To place the insertion point.

Type Name To specify another field in the employee table.

12 For the Name field, from the Data Type list, select VARCHAR

To specify the data type for the Name column.

13 Add Grade and Dept No. fields and specify their data types as VARCHAR(10), as shown


14 Add another Entity shape and place it to the right of the EMP table

15 Specify the name of the table as DEPT

In the Database Properties window, under Categories, select Definition. Then, in the Physical name box, enter “DEPT.”

16 Add Dept No., Dept Name, and Location fields and specify their data types as shown

In the Database Properties window, under Categories, select Columns to add this column information.

17 Make the Dept No. field the primary key for the table

For the Dept No. field, check PK. Req’d is automatically checked as well.

18 Drag a Relationship shape to the EMP table as shown

[From the Entity Relationship (US unit) stencil.] To glue the shape to the table. When the shape is in the correct location, the table is outlined with a bold, red border.

Drag the left side of the arrow shape to the DEPT table, as shown

To glue the shape to the table.


19 Observe the relationship shape

(After you release the mouse button, the arrow is redrawn as shown.) The arrow points from the EMP table to the DEPT table. This indicates that the Dept No. field in the EMP table is the foreign key. It is dependent on the Dept No. field, which is the primary key of the DEPT table. Only those values that exist in the Dept No. field of the DEPT table can be added in the Dept No. field in the EMP table.

Observe the Database Properties window

The arrow displays the relationship you just created.

20 Save the drawing


Reverse engineering Explanation To reduce time and effort in creating a database model from scratch, the Database

Model Diagram template provides a feature called reverse engineering. By using this feature, you can create a database model diagram by extracting entire objects or parts of an object from an existing database.

The Reverse Engineer Wizard

To do reverse engineering in Visio, you use the Reverse Engineer Wizard, shown in Exhibit 6-2. Using the wizard, you can connect to the database that you want to reverse engineer, specify the objects that you want to extract (such as tables and primary keys), and then extract the objects to a database model diagram. You can then review and modify the database model diagram accordingly.

Reverse engineering can be used to import database information from a variety of file types, including Access, Dbase, SQL, and Oracle. You can run the wizard by choosing Database, Reverse Engineer.

Exhibit 6-2: The Reverse Engineer Wizard


Do it! B-2: Using the Reverse Engineer Wizard

Here’s how Here’s why 1 On the Database tab, click

Reverse Engineer (In the Model group.) To start the Reverse Engineer Wizard. You’ll import a database table from Microsoft Access into this drawing. You’ll use a table from an Access database instead of creating a new table.

2 From the Data sources list, select MS Access Database

To specify the database file that contains the table structure.

Click Next The Content Data Source dialog box appears.

3 In the Password box, enter password and then click OK

The Select Database dialog box appears.

4 Using the Directories list, navigate to the current topic folder

If necessary.

Under Database Name, select Data.mdb

To select the file that contains the table structure.

Click OK Several object types are selected by default. These objects will be reverse engineered.

5 Click Next To move to the next page of the wizard.

6 Check T:Salary To specify the table that will be imported.

Click Next To move to the next page of the wizard.

7 Select Yes, add the shapes to the current page

Click Next A message box appears, prompting you to confirm the addition of shapes for the selected table. If you do not select this option, the table will be reverse engineered, but you will have to manually place the table in the drawing.

8 Click Yes To continue.

9 Click Finish


10 Scroll through the drawing page A new table named Salary has been added in the drawing. The Database Properties window now has an Output tab. This tab contains information about the time taken to reverse engineer the different components of the database.

11 In the drawing, double-click the Salary table

To display its properties in the Database Properties window. Notice that the table contains fields for Grade, Base Pay, and Bonus. Grade is the primary-key field in the table.



Unit summary: Software and database diagrams Topic A In this topic, you learned how to draw a program window using the Wireframe

Diagram template. You also learned how to draw the physical architecture required to run a program.

Topic B In this topic, you learned how to create a database model diagram by using the Database Model Diagram template. You also learned how to reverse engineer a table from a database.

Independent practice activity In this activity, you’ll create a database model diagram. You’ll add Entity shapes to the drawing and enter data. Then, you’ll link the tables by using a Relationship shape.

1 Create a database model diagram and save it as My Outlander DB Model in the Unit summary folder.

2 Create an Entity shape in the drawing. (Hint: Use the Entity Relationship stencil.)

3 Rename Table 1 as Order Details. (Hint: Use the Database Properties window.)

4 Select Columns in the Categories section.

5 Enter data in the Physical Name and Data Type columns, as shown in the following table.

Physical Name Data Type

Order No. VARCHAR(10)

Cust. ID VARCHAR(10)

Product Desc. VARCHAR(10)

Table Item VARCHAR(10)

Qty. NUMERIC(10,2)

Total NUMERIC(10,2)

6 Identify the primary key as the Order No. field.

7 Add another Entity shape to the drawing.

8 Rename this table as Customer Details.


9 Define the columns for this table by using the data in the Physical Name and Data Type columns in the following table.

Physical Name Data Type

Cust. ID VARCHAR(10)

Cust. Name VARCHAR(10)

Address VARCHAR(10)

Phone No. NUMERIC(10,2)

10 Identify the primary key as the Cust. ID field.

11 Use a Relationship shape to link the tables. (Hint: The order in which you select the tables will affect the direction of the relationship arrow. Create the direction of your choice.)


13 Close Visio.

Review questions 1 When you create a diagram based on the Wireframe Diagram template, what

stencils open?

Visio displays the Dialogs (US units), Toolbars (US units), and Controls stencils (US units).

2 Which of the following templates is used to depict the physical and logical components required to execute a system-wide program?

A Database Model Diagram

B Enterprise Application

C Wireframe Diagram

D Rack Diagram

3 In a database model diagram, what are the two stencils and how are they used?

• The Entity Relationship (US units) stencil contains shapes you can use to create relational-database diagrams, in which the database is modeled as tables.

• The Object Relational (US units) stencil contains shapes you can use to create object-relational–database diagrams, where the database is modeled by using entities instead of tables.

4 What is reverse engineering?

Reverse engineering can be used to import database information from a variety of file types, including Access, Dbase, SQL, and Oracle, to create a database model diagram from an existing database.

5 What are the two ways to create a database model diagram?

• Create a database model diagram from scratch.

• Extract a database structure from an existing database.

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 other resources that might help you continue to learn.

S–2 Visio 2010: Advanced

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 create layers, assign shapes to a layer, and customize a layer by setting layer properties. You also learned how to add custom shapes to a layer, how to draw shapes to scale, and change the scale. You learned how to create precise shapes, duplicate shapes, work with dimension lines, set dimension line properties, and use the Space shape to display area measurements.

Unit 2

In this unit, you learned how to apply theme colors, effects, and backgrounds, and create your own custom themes. You also learned how to create a custom template and create a new drawing based on a custom template.

Unit 3

In this unit, you learned how enable developer mode and create complex shapes from simple shapes. You learned how to apply behaviors to shapes and protect a shape by locking specific shape attributes. You also learned how to create custom master shapes and custom stencils, and how to use a ShapeSheet to modify shape properties and formulas. Finally, you learned how to create custom default actions, set master shape properties, and save a custom stencil.

Unit 4

In this unit, you learned how to create block diagrams, workflow diagrams, and cross-functional flowcharts. You learned how to compare organization charts and create an organization chart by importing data. You also learned how to create timelines, PERT charts, and Gantt charts. Lastly, you learned how to generate a Web site map and generate a report of Web site links.

Unit 5

In this unit, you learned how to embed a Visio drawing in a Word document, link a drawing, and use the drag-and-drop technique to insert shapes from a drawing into a Microsoft Word document. You also learned how to insert drawings into PowerPoint presentations and link presentations to Visio files. Then, you learned how to create calendars, import calendar data from Outlook, create hyperlinks, and convert drawings to Web pages.

Unit 6

In this unit, you learned how to create a program-window prototype and illustrate the physical architecture (or system) required to run a program. You also learned how to create a database model diagram and reverse engineer a table from a database.

Course summary S–3

Topic B: Continued learning after class To get the most out of this class, you should begin applying your new skills and knowledge as soon as possible. Axzo Press also offers resources for continued learning. For more information, visit www.axzopress.com.

S–4 Visio 2010: Advanced

G–1

Glossary

Area measurements Measurements that provide the total square footage

of a room or a closed shape, such as a rectangle.

Bands Elements of a cross-functional flowchart that

represent functional units, such as the departments in an organization.

Block diagram A diagram used to define a process, classify items,

or describe work flows.

Calendar art Graphics that can be added to Visio calendars.

Cross-functional flowchart A diagram used to illustrate a process flow

involving multiple departments, companies, functions, or tasks, or the division of labor in an integrated process.

Database model diagram A diagram used to graphically represent entities or

tables of information and the relationship between these entities or tables.

Detailed network diagram A diagram used to conceptualize or document a

computer network by showing a graphical representation of its components and configuration.

Dimension connectors Shapes used to specify the dimensions of other

shapes. These connector shapes automatically display the correct dimensions as you change the size of the shapes they’re glued to.

Dimension information Text that specifies the location and size of an

object in a drawing.

Drawing scale A substitution for the measuring system in Visio;

the drawing scale maintains the correct proportions between the size of objects in a drawing and their real-world counterparts.

Embedding Inserting objects created in one application into a

file created in a different application. Embedded objects do not maintain a connection to the source object.

Enterprise Application template A Visio template used to design and document a

system diagram that depicts the physical and logical components needed for a program and the connectivity between these components.

Flowcharts Diagrams used to represent a sequence of

activities, typically represented by elements such as rectangles, circles, and rhombuses.

Functions Predefined formulas used to perform specific tasks.

Gantt chart A type of bar chart that identifies tasks in a project

and sets time limits for these tasks to be completed. Gantt charts are used mainly to schedule and manage projects.

Importing A method of bringing data from one application

into another, such as bringing Outlook calendar data into a Visio calendar.

Layer size An attribute determined by the number of shapes

on a layer and not by its physical dimensions.

Layers Elements that can be thought of as clear drawing

sheets, placed on top of one another. Layers provide additional control over elements in a drawing.

Legend A feature that describes all shapes added to a

drawing. When you add shapes to a drawing, the legend is updated automatically.

Linking Inserting objects created in one application into a

file created in a different application. Linked objects maintain a connection to the source objects.

Memory model A Visio feature that contains information about the

properties of Web pages and how they’re linked to each other. When you generate a Web site map, the Web Site Map template automatically creates a memory model, which is saved as part of the drawing.

G–2 Visio 2010: Advanced

Object Linking and Embedding (OLE) A method used to integrate data created in different

applications. An embedded object is a copy of the original object. A linked object is a reference to the source object; changes in one place are reflected in the other.

Onion diagram Used to represent various layers of a mechanical

device or various levels of a process. Onion diagrams contain concentric circles that represent layers.

Operations commands Commands such as Union, Combine, and Fragment

that you can use to merge overlapping basic shapes and thereby create complex shapes.

Organization chart A diagram used to represent relationships in an

organizational hierarchy.

PERT (Program Evaluation and Review Technique) chart

A diagram used to design, plan, and analyze projects. PERT charts help organize, prioritize, and search for task dependencies.

Relative path A notation that specifies the relationship between

the location of a linked file and the file containing the link.

Report Definition Wizard Guides you through the process of creating a

report. You define the information you want to include and the layout for displaying and sorting the data.

Reverse engineering A feature that enables you to create a database

model diagram by extracting entire objects or parts of an object from a database.

ShapeSheet A set of definitions for a shape, arranged in a

spreadsheet of rows and columns.

Space shape A unique shape that automatically resizes to the

size of an enclosed area in a drawing.

Template A file that contains basic elements you can use to

quickly create various types of illustrations.

Timeline template A template used to create timelines and to define

milestones and intervals over the span of a project or a process.

Tree diagram Represents a hierarchical or inverted tree structure.

Vanishing point In a perspective drawing, the point at which

receding parallel lines appear to converge. When you drag shapes from the Blocks With Perspective stencil to the drawing page, the shapes are automatically oriented so that their perspective lines point to the vanishing point.

Web site map A chart that shows the structure of a Web site. Web

site maps are useful for identifying broken links and for analyzing, reorganizing, and troubleshooting sites for efficient maintenance.

Workflow diagram A type of flowchart that is used to depict, analyze,

and document the processes in an organization.

I–1

Index

A Actions, predefined, 3-20 Area measurements, 1-33

B Behaviors, assigning, 3-9 Block diagrams, 4-2

Creating, 4-5 With perspective, 4-6

C Calendars

Creating, 5-15 Importing Outlook data into, 5-22

Combine command, 3-3 Compatibility mode, 5-4 Cross-functional flowcharts, 4-16

D Database model diagrams, 6-8 Dimension connectors, adding, 1-28 Dimension lines, 1-31 Door shapes, opening and closing, 1-20 Double-click actions, 3-9 Drag-and-drop, 5-8 Drawing scale, 1-11 Drawings

Converting to Web pages, 5-27 Inserting hyperlinks in, 5-24

E Embedding files, 5-2 Enterprise application diagrams, 6-5

F Flowcharts, types of, 4-10 Fragment command, 3-3

G Gantt charts, 4-34

H Hyperlinks, creating, 5-24

I Intersect command, 3-3

J Join command, 3-3

L Layer Properties dialog box, 1-3 Layers, G-1

Adding custom shapes to, 1-8 Changing and locking, 1-6 Creating, 1-4 Overview of, 1-2

Linking To PowerPoint presentations in Visio drawings, 5-12 To Word documents in Visio drawings, 5-6 With hyperlinks, 5-24

Links, finding broken, 4-42 Locking shape attributes, 3-11

M Master shapes

Assigning to different layers, 1-8 Editing, 3-23, 3-26

Memory models (for Web site maps), 4-38

O Offset command, 3-3 Onion diagrams, 4-4, G-2 Operations commands, 3-2 Organization charts

Comparing, 4-20 Importing data into, 4-24

Outlook data, importing, 5-22

P Paste Special command, 5-4 PERT charts, 4-32, G-2 PowerPoint presentations

Inserting drawings in, 5-10 Linking to in Visio drawings, 5-12

Predefined actions, 3-20 Project management diagrams, 4-27 Protection dialog box, 3-11

I–2 Visio 2010: Advanced

R Relative paths, 5-24 Reverse engineering, 6-13 Ruler origins, moving, 1-20

S Shapes

Adjusting in Shape Data window, 1-17 Adjusting manually, 1-15 Changing with Size & Position window, 1-19 Creating with Operations commands, 3-2 Duplicating simultaneously, 1-24 Locking, 3-11

ShapeSheets, 3-16 Space shape, 1-33 Stencils

Adding shapes to, 3-23 Creating, 3-13 Saving, 3-28

Styles Creating, 2-8

Subtract command, 3-3 System diagrams, 6-5

T Theme colors, changing, 2-2

Theme effects, changing, 2-5 Themes, creating, 2-6 Timelines, 4-27 Tree diagrams, 4-4 Trim command, 3-3

U Union command, 3-3 User-interface elements, drawing, 6-2

V Vanishing point, 4-6

W Web pages, saving drawings as, 5-27 Web site maps

Creating, 4-38 Generating reports for, 4-45

Windows XP User Interface template, 6-2 Word documents

Embedding drawings in, 5-2 Linking to in Visio drawings, 5-6

Workflow diagrams, 4-10

Z Zero points, moving, 1-20

Visio 2010Basic

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