microsoft visio 2016 step by step
TRANSCRIPT
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MicrosoftVisio2016StepbyStepScottA.Helmers
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PUBLISHEDBYMicrosoftPressAdivisionofMicrosoftCorporationOneMicrosoftWayRedmond,Washington98052-6399
Copyright©2015byScottA.Helmers
Allrightsreserved.Nopartofthecontentsofthisbookmaybereproducedortransmittedinanyformorbyanymeanswithoutthewrittenpermissionofthepublisher.
LibraryofCongressControlNumber:2015936021ISBN:978-0-7356-9780-5
PrintedandboundintheUnitedStatesofAmerica.
FirstPrinting
MicrosoftPressbooksareavailablethroughbooksellersanddistributorsworldwide.Ifyouneedsupportrelatedtothisbook,emailMicrosoftPressSupportatmspinput@microsoft.com.Pleasetelluswhatyouthinkofthisbookathttp://aka.ms/tellpress.
Thisbookisprovided“as-is”andexpressestheauthor’sviewsandopinions.Theviews,opinions,andinformationexpressedinthisbook,includingURLandotherInternetwebsitereferences,maychangewithoutnotice.
Someexamplesdepictedhereinareprovidedforillustrationonlyandarefictitious.Norealassociationorconnectionisintendedorshouldbeinferred.
Microsoftandthetrademarkslistedatwww.microsoft.comonthe“Trademarks”webpagearetrademarksoftheMicrosoftgroupofcompanies.Allothermarksarepropertyoftheirrespectiveowners.
AcquisitionsandDevelopmentalEditor:RosemaryCapertonEditorialProduction:OnlineTrainingSolutions,Inc.(OTSI)TechnicalReviewer:JohnMarshallCopyeditor:JaimeOdell(OTSI)Indexer:SusieCarr(OTSI)Cover:TwistCreative•Seattle
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Contents
Introduction
Whothisbookisfor
TheStepbyStepapproach
Sidebar:Adaptproceduresteps
Downloadthepracticefiles
Ebookedition
Getsupportandgivefeedback
Errataandsupport
Wewanttohearfromyou
Stayintouch
Part1:CreateVisiodiagrams
1GetstartedwithVisio2016
IdentifytheeditionsofVisio2016
DiscovernewfeaturesinVisio2016
GetstartedinVisio2016
Sidebar:Understandshapes,masters,stencils,andtemplates
ExploretheBackstageview
TheInfopage
TheNewpage
TheOpenpage
TheSavecommand
TheSaveAspage
ThePrintpage
TheSharepage
TheExportpage
TheClosecommand
TheAccountpage
TheVisioOptionsdialogbox
Understandtooltabsandadd-intabs
Usetooltabs
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Useadd-intabs
Beginquicklybyusingstarterdiagrams
Explorethedrawingwindow
Sidebar:HowdoIscrollthroughpagenametabs?
ManagetheShapeswindow
Panandzoominthedrawingwindow
Skillsreview
Practicetasks
2Creatediagrams
PlaceshapesbyusingtheDynamicGrid
Selectshapes
Copy,paste,andduplicateshapes
Positionshapesbyusingrulersandguides
Userulerstoalignandsizeshapes
Useguidestoalignandsizeshapes
Resize,reposition,andreorientshapes
Usecontrolhandles
UsetheSize&Positionwindow
Connectshapesbyusinglines
Sidebar:Create2-Dshapesbyusingthelinetools
Connectshapesbyusingdynamicconnectors
Connecttoshapesthatcontainconnectionpoints
Connecttoshapesthatdonotcontainconnectionpoints
Changeconnectorstyleandsegmentation
Sidebar:Identifying1-Dshapesandtypesofglue
UseAutoConnectandQuickShapes
UseAutoAddandAutoDelete
UseAutoAdd
UseAutoDelete
Skillsreview
Practicetasks
3Managetext,shapes,andpages
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Manageshapetext
Addtexttoshapes
Repositionandresizeshapetext
Orientshapetext
Createandformattextboxes
AddScreenTipsandcomments
Insertpictures
Replaceshapes
Groupshapes
Understandanduselayers
Managepages
Workwithforegroundpages
Configureforegroundpages
ManageAutoSize
Workwithbackgroundpagesandborders
Skillsreview
Practicetasks
4Createbusinessprocessdiagrams
Selectaflowcharttemplate
VisioStandard
VisioProfessional
Sidebar:Verticalorhorizontal?
Createflowcharts
Sidebar:Dynamicorstaticglue?
Understandswimlanediagrams
Sidebar:Add-intabs
Buildswimlanediagrams
UnderstandBPMN
DesignBPMNdiagrams
Createsubprocesses
Skillsreview
Practicetasks
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5Createorganizationcharts
Understandorganizationcharts
Reviewnewfeatures
Useorgcharttemplates
Buildorganizationchartsmanually
Useexistingdatatocreateanorganizationchart
UsetheOrganizationChartWizardwithnewdata
Alterlayoutandappearance
Changethelayout
Arrangeshapes
Changeshapeappearance
Sidebar:Thenameskeepchanging!
Workwithpictures
Applythemes
Importphotographsasyoucreateorganizationcharts
Skillsreview
Practicetasks
6Addstyle,color,andthemes
Alignandspaceshapes
Alignshapes
Sidebar:What’sinfront?
Spaceandorientshapes
Alignandspaceshapesautomatically
Understandthemeconcepts
Sidebar:Hand-drawnthemes
Applythemesandvariants
Choosethemesandvariants
Customizethemesandvariants
UseeffectsandQuickStyles
Highlightshapesbyusingeffects
EmbellishshapesbyusingQuickStyles
Applysolid,gradient,andpatternfills
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Applylinecolorsandpatterns
UsetheFormatPainter
Skillsreview
Practicetasks
7Createnetworkanddatacenterdiagrams
Buildbasicnetworkdiagrams
Builddetailednetworkdiagrams
Use3-Dequipmentshapes
Sidebar:WherecanIfindmorenetworkshapes?
Createrackdiagrams
Sidebar:Whatisascaleddrawing?
Changethedrawingscale
Sidebar:Enhanceyournetworkdiagrams
Runcomputerandnetworkreports
Skillsreview
Practicetasks
Part2:Adddatatoyourdiagrams
8Workwithshapedata
Understandshapedata
Viewshapedata
Sidebar:Anotherwaytoviewshapedata
Sidebar:FindingtheShapeDatawindow
Editshapedata
Modifyshapedatafieldattributes
Viewshapedatafieldattributes
Changeshapedatafieldattributes
Defineshapedatafields
Insertfields
Runpredefinedreports
Createormodifyreports
Skillsreview
Practicetasks
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9Visualizeyourdata
Enhancediagrameffectiveness
Viewnetworkanddatacenterperformance
Improveprocesses
Managecasinooperations
Manageemployeeperformance
Assessrisks
Createdatagraphics
Applydatagraphics
Editdatagraphics
Createdatagraphiclegends
Skillsreview
Practicetasks
10Linktoexternaldata
Understanddatalinking
UseQuickImport
UseCustomImport
Linkyourdiagramtodata
Linkdatatoyourshapes
Managelinkeddata
Identifylinks
Changecolumnsettings
Unlinkdatafromshapesanddiagrams
Usedatagraphicoptionsforlinkeddata
Refreshlinkeddata
Skillsreview
Practicetasks
Part3:Enhanceandsharediagrams
11Addandusehyperlinks
Followhyperlinks
Enhancediagramsbyaddinghyperlinks
OpentheHyperlinksdialogbox
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LinktoanotherVisiopage
Sidebar:Whatisashapename?WheredoIfindit?
Linktoawebsite
Linktoadocument
Linktoaspecificlocationinadocument
Editanddeleteexistinghyperlinks
Addmultiplehyperlinks
Understandrelativeandabsolutehyperlinks
Setthehyperlinkbase
Skillsreview
Practicetasks
12Print,reuse,andsharediagrams
Previewandprintdrawings
Removepersonalinformation
Sidebar:WhatisInformationRightsManagement?
Creategraphics
Savedrawingsinotherfileformats
Createtemplates
Sidebar:WheredoIstorecustomtemplates?
SharediagramsbyusingtheVisioViewer
Publishdiagramstotheweb
Viewweb-publisheddiagrams
Setpublishingoptions
Sidebar:What’sinaVisio-generatedwebsiteandwhereisitstored?
Skillsreview
Practicetasks
13Addstructuretoyourdiagrams
Understandcontainers,lists,andcallouts
Comparegroupsandcontainers
Organizeshapesbyusingcontainers
Usecontainers
Formatcontainers
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Sidebar:Ontheborder
Organizeshapesbyusinglists
Addshapestolists
Formatandsizelists
FindcontainersandlistsinVisio
Exploreswimlanes
Buildwireframes
Insertdatagraphiclegends
Annotateshapesbyusingcallouts
Skillsreview
Practicetasks
14Validatediagrams
UnderstandVisiorules
Validateflowchartsandswimlanediagrams
Validateflowcharts
Validateswimlanediagrams
ValidateBPMNdiagrams
Reuseexistingvalidationrulesets
Listtherulesinaruleset
Createnewvalidationrules
Skillsreview
Practicetasks
15Collaborateandpublishdiagrams
UnderstandVisioServicesinSharePoint
StorediagramsinSharePoint
Viewdiagramsbyusingawebbrowser
RefreshdiagramssavedinSharePoint
Collaborateondiagrams
Commentondiagrams
Coauthordiagrams
Skillsreview
Practicetasks
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AppendixA:Lookbehindthecurtain
AppendixB:KeyboardshortcutsforVisio
Glossary
Index
Abouttheauthor
Giveusfeedback
TelluswhatyouthinkofthisbookandhelpMicrosoftimproveourproductsforyou.Thankyou!http://aka.ms/tellpress
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Introduction
Welcome!ThisStepbyStepbookhasbeendesignedsoyoucanreaditfromthebeginningtolearnaboutMicrosoftVisio2016andthenbuildyourskillsasyoulearntoperformincreasinglyspecializedprocedures.Or,ifyouprefer,youcanjumpinwhereveryouneedreadyguidanceforperformingtasks.Thehow-tostepsaredeliveredcrisplyandconcisely—justthefacts.You’llalsofindinformative,full-colorgraphicsthatsupporttheinstructionalcontent.
WhothisbookisforMicrosoftVisio2016StepbyStepisdesignedforuseasalearningandreferenceresourcebyhomeandbusinessusersofMicrosoftOfficeprogramswhowanttouseVisiotocreateavarietyofdiagramsforbusinessandpersonaluse.ThecontentofthebookisdesignedtobeusefulforpeoplewhohavepreviouslyusedearlierversionsofVisioandforpeoplewhoarediscoveringVisioforthefirsttime.
TheStepbyStepapproachThebook’scoverageisdividedintopartsrepresentinggeneralVisioskillsets.Eachpartisdividedintochaptersrepresentingskillsetareas,andeachchapterisdividedintotopicsthatgrouprelatedskills.Eachtopicincludesexpositoryinformationfollowedbygenericprocedures.Attheendofthechapter,you’llfindaseriesofpracticetasksyoucancompleteonyourownbyusingtheskillstaughtinthechapter.Youcanusethepracticefilesthatareavailablefromthisbook’swebsitetoworkthroughthepracticetasks,oryoucanuseyourownfiles.
Adaptproceduresteps
Thisbookcontainsmanyimagesofuserinterfaceelements(suchastheribbonandtheappwindows)thatyou’llworkwithwhileperformingtasksinVisioonaWindowscomputer.Dependingonyourscreenresolutionorappwindowwidth,theVisioribbononyourscreenmightlookdifferentfromthatshowninthisbook.(IfyouturnonTouchmode,theribbondisplayssignificantlyfewercommandsthaninMousemode.)Asaresult,proceduralinstructionsthatinvolvetheribbonmightrequirealittleadaptation.
Simpleproceduralinstructionsusethisformat:
1.OntheInserttab,intheIllustrationsgroup,clickthePicturesbutton.
Ifthecommandisinalist,ourinstructionsusethisformat:
1.OntheHometab,intheEditinggroup,clicktheLayersarrowandthen,intheLayerslist,clickLayerProperties.
Ifdifferencesbetweenyourdisplaysettingsandourscauseabuttontoappeardifferentlyonyourscreenthanitdoesinthisbook,youcaneasilyadaptthestepstolocatethecommand.Firstclickthespecifiedtab,andthenlocatethespecifiedgroup.Ifagrouphasbeencollapsedintoagrouplistorunderagroupbutton,click
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thelistorbuttontodisplaythegroup’scommands.Ifyoucan’timmediatelyidentifythebuttonyouwant,pointtolikelycandidatestodisplaytheirnamesinScreenTips.
Multistepproceduralinstructionsusethisformat:
1.DisplaytheBackstageview.
2.IntheleftpaneoftheBackstageview,clickNew.
3.OntheNewpage,clickCategories,clicktheBusinessthumbnail,andthendouble-clicktheOrganizationCharttemplate.
Onsubsequentinstancesofinstructionsthatrequireyoutofollowthesameprocess,theinstructionsmightbesimplifiedinthisformatbecausetheworkinglocationhasalreadybeenestablished:
1.OntheNewpageoftheBackstageview,clickCategories,clicktheBusinessthumbnail,andthendouble-clicktheOrganizationCharttemplate.
Theinstructionsinthisbookassumethatyou’reinteractingwithon-screenelementsonyourcomputerbyclicking(withamouse,touchpad,orotherhardwaredevice).Ifyou’reusingadifferentmethod—forexample,ifyourcomputerhasatouchscreeninterfaceandyou’retappingthescreen(withyourfingerorastylus)—substitutetheapplicabletappingactionwhenyouinteractwithauserinterfaceelement.
InstructionsinthisbookrefertoVisiouserinterfaceelementsthatyouclickortaponthescreenasbuttons,andtophysicalbuttonsthatyoupressonakeyboardaskeys,toconformtothestandardterminologyusedindocumentationfortheseproducts.
Whentheinstructionstellyoutoenterinformation,youcandosobytypingonanexternalkeyboard,tappinganon-screenkeyboard,orevenspeakingaloud,dependingonyourcomputersetupandyourpersonalpreferences.
DownloadthepracticefilesBeforeyoucancompletethepracticetasksinthisbook,youneedtodownloadthebook’spracticefilestoyourcomputerfromhttp://aka.ms/Visio2016sbs/downloads.Followtheinstructionsonthewebpage.
Important
Visio2016isnotavailablefromthebook’swebsite.Youshouldinstallthatappbeforeworkingthroughtheproceduresandpracticetasksinthisbook.
Youcanopenthefilesthataresuppliedforthepracticetasksandsavethefinishedversionsofeachfile.Ifyoulaterwanttorepeatpracticetasks,youcandownloadtheoriginalpracticefilesagain.
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Thefollowingtableliststhepracticefilesforthisbook.
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EbookeditionIfyou’rereadingtheebookeditionofthisbook,youcandothefollowing:
Searchthefulltext
Copyandpaste
YoucanpurchaseanddownloadtheebookeditionfromtheMicrosoftPressStoreathttp://aka.ms/Visio2016sbs/details.
GetsupportandgivefeedbackThistopicprovidesinformationaboutgettinghelpwiththisbookandcontactingustoprovidefeedbackorreporterrors.
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ErrataandsupportWe’vemadeeveryefforttoensuretheaccuracyofthisbookanditscompanioncontent.Ifyoudiscoveranerror,pleasesubmitittousathttp://aka.ms/Visio2016sbs/errata.
IfyouneedtocontacttheMicrosoftPressSupportteam,[email protected].
ForhelpwithMicrosoftsoftwareandhardware,gotohttp://support.microsoft.com.
WewanttohearfromyouAtMicrosoftPress,yoursatisfactionisourtoppriority,andyourfeedbackourmostvaluableasset.Pleasetelluswhatyouthinkofthisbookathttp://aka.ms/tellpress.
Thesurveyisshort,andwereadeveryoneofyourcommentsandideas.Thanksinadvanceforyourinput!
StayintouchLet’skeeptheconversationgoing!We’reonTwitterathttp://twitter.com/MicrosoftPress.
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Part1:CreateVisiodiagramsCHAPTER1GetstartedwithVisio2016
CHAPTER2Creatediagrams
CHAPTER3Managetext,shapes,andpages
CHAPTER4Createbusinessprocessdiagrams
CHAPTER5Createorganizationcharts
CHAPTER6Addstyle,color,andthemes
CHAPTER7Createnetworkanddatacenterdiagrams
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1.GetstartedwithVisio2016
Inthischapter
IdentifytheeditionsofVisio2016
DiscovernewfeaturesinVisio2016
GetstartedinVisio2016
ExploretheBackstageview
Understandtooltabsandadd-intabs
Beginquicklybyusingstarterdiagrams
Explorethedrawingwindow
ManagetheShapeswindow
Panandzoominthedrawingwindow
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch01folder.Forpracticefiledownloadinstructions,seetheintroduction.
MicrosoftVisioisthepremiereapplicationforcreatingbusinessdiagramsofalltypes,rangingfromflowcharts,processmapsandorganizationcharts,todatacenterlayouts,floorplans,andbrainstormingdiagrams.
Muchmorethanjustadiagrammingapp,Visiomakesiteasytoconnectdiagramstolivedatasources,andthenpublishtheresultstoMicrosoftSharePointtocreatenear-real-timedashboards.Ontopofallthat,youcanuseVisiotocreateapatternforaquiltortodesignanewkitchenforyourhouse!
Visio2016includesmanynewfeatures,includingonethateliminatesthecurseoftheblankpagewhenyou’restartinganewdiagram.Betweenthatfeatureandthetechniquesyouwilldiscoverinthischapter,you’llbeofftoarunningstartwithVisio.
ThischapterguidesyouthroughproceduresrelatedtogettingstartedinVisio2016,exploringtheBackstageview,beginningquicklybyusingstarterdiagrams,exploringthedrawingwindow,managingtheShapeswindow,andpanningandzoominginthedrawingwindow.
IdentifytheeditionsofVisio2016Visio2016isavailableinthreeeditions.ThefirsttwoeditionsusethetraditionaldesktoppurchaseandinstallationmodelandmirrorthetwoeditionsthatwereofferedinmostpriorVisioreleases.ThethirdeditionispartoftheMicrosoftOffice365suiteofsubscription-basedapplications.
VisioStandard2016ThisisthestartereditionofVisio.Itprovidessignificantcapabilityforcreatingbusinessdiagramsandincludes26templatesthataredividedintosixcategories.
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VisioProfessional2016ThiseditionexpandsontheStandardeditionbyofferingmorethanfourdozenadditionaltemplates,foratotalof76acrosseightcategories.Inaddition,VisioProofferstheabilitytolinkdiagramstoawidevarietyofdatasources,andincludesadiagramvalidationcapabilitythatisespeciallywellsuitedfortheexpandedsetofbusinessprocessdiagramsitsupports.
VisioProforOffice365ThiseditionofVisioprovidestheidenticalfeaturesandtemplatesasVisioProfessional2016.Thekeydifferencesinthiseditionareinpackaginganddelivery.AspartofOffice365,thereisnoup-frontlicensefee.Instead,youpayamonthlysubscriptionfeeandcaninstallthesoftwareonuptofivecomputers.
DiscovernewfeaturesinVisio2016Visio2016issleek-looking,colorful,connected,portable,collaborative,andhelpsprotectyourdocumentcontent.
ThefollowinglistdescribeskeynewcapabilitiesofVisio2016:
StarterdiagramsCreatingadiagramfromablankpagecanbedaunting,especiallyifyou’reworkingwithanewdiagramtype.Visio2016helpsyougetstartedmorequicklybyprovidingdozensofstarterdiagrams.
SeeAlso
Formoreinformationaboutstarterdiagrams,see“Beginquicklybyusingstarterdiagrams”laterinthischapter.
ModernizedshapesDozensofVisioshapesreceivedmakeoversforVisio2016.Theupdatedshapeslookmodern,asshowninthecomparisonofVisio2013furnitureshapes,ontheleftinFigure1-1,withtheequivalentshapesfromVisio2016ontheright.Inadditiontochangesinappearance,somenewshapesexhibitsmartbehavior.Forexample,ifyouincreasethelengthorwidthoftheVisio2016tableinFigure1-1,additionalchairsappear!
Figure1-1ManyVisio2016shapeshaveafresh,newlook
Youwillfindupdatedmastersinstencilsassociatedwithtemplatesforofficelayouts,siteplans,floorplans,homeplans,andelectricaldiagrams.
TellMeTheMicrosoftOfficeTellMefeaturemakesfindinganyoneofthe800commandsinVisioaseasyasenteringawordorphrase.TellVisiowhatyouwantto
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do,anditrespondswithalistofexecutablecommands.
Somecommandsintheresponselistmightbedimmed(unavailable)becausetheTellMefeatureiscontext-aware.Forexample,ifyoustartenteringthewordcontainerwhenacontainerisnotselected,mostcommandsareunavailable,asshownontheleftinFigure1-2.However,ifacontainerisselected,additionalcommandsareavailable,asshownontheright.
Figure1-2TellMeprovidesinstantaccesstorelevantcommands
InformationRightsManagement(IRM)InVisio2016,youcanassignaccessrightssoonlyauthorizedpeoplecanreadormodifyyourdiagram.
SeeAlso
FormoreinformationaboutIRM,seethesidebar“WhatisInformationRightsManagement?”inChapter12,“Print,reuse,andsharediagrams.”
High-resolutiondevicesupportAllbuttons,menus,andfeaturesofVisio2016nowoperateproperlyonhigh-resolutiondisplaysliketheMicrosoftSurface.
SupportforstandardsThreetypesofdiagramsincludedwithVisioProfessional2016havebeenupdatedtocomplywiththelatestversionsoftherelevantinternationalstandards.
•TheBasicElectricaltemplateintheEngineeringtemplategroupcomplieswithstandardsfromtheInstituteforElectricalandElectronicEngineers(IEEE).
•TheBPMNDiagramtemplate(availableonlyinVisioProfessional)intheFlowcharttemplategroupconformstoBusinessProcessModelandNotation(BPMN)2.0.
SeeAlso
FormoreinformationaboutBPMN,seeChapter4,“Createbusinessprocessdiagrams.”
•ThesixUMLtemplatesintheSoftwareandDatabasetemplategroupcomplywithUnifiedModelingLanguage(UML)2.4.
QuickImportThenewQuickImportwizard(availableonlyinVisioProfessional)
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linksadiagramtoexternaldata,linksdatatoindividualshapes,andthenappliesadatagraphictoeachshape—allinasingle,seamlessoperation.
SeeAlso
FormoreinformationaboutQuickImport,seeChapter10,“Linktoexternaldata.”
GetstartedinVisio2016TheVisioStartscreenisshowninFigure1-3.Inadditiontoalistofrecentlyopeneddiagrams,theStartscreendisplaysthumbnailsofavailabletemplates.
Figure1-3Featuredtemplatesappearbydefault,butyoucanviewtemplatecategories
Tip
TheNewpageoftheBackstageview,whichisshowninFigure1-12inthefollowingtopic,presentsthesametemplateoptionsastheStartscreen.WhenyoufirststartVisio,youcancreateadiagramfromtheStartscreen.IfVisioisalreadyrunning,youcancreateonefromtheNewpage.
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Important
TheStartscreenalwaysdisplaysfeaturedtemplatesfirst.It’seasytooverlooktheCategoriesbuttonthatpresentsamoretraditionalviewoftemplatesorganizedintologicalgroups.
Understandshapes,masters,stencils,andtemplates
BeforeyouexploretherestofVisio,it’shelpfultounderstandanumberofcommonlyusedterms:
ShapeAnobjectonaVisiodrawingpage.
Ashapecanbeverysimple,suchasaline,apolygon,oranimage.Ashapecanalsobeasophisticatedobjectthatchangesappearanceorbehaviorasdatavalueschange,asitspositiononthepagechanges,oraspropertiesofanothershapechange—thepossibilitiesareendless.
Usually,youcreateshapesbydraggingamasterfromastenciltothedrawingpage;however,youcancreateshapesinotherways.YouwilllearnmoreaboutshapesinChapter2,“Creatediagrams,”andthroughoutthisbook.
MasterAnobjectinaVisiostencil.
MostpeoplewhocreatediagramsbyusingVisiouseeitherthemastersthatshipwithVisioormastersthattheydownloadfromtheInternet.Youcanalsocreateyourownmasters,andyou’llfindenoughinformationtogetstartedinAppendixA,“Lookbehindthecurtain.”
StencilAcollectionofmasters.
VisioincludesbothmetricandUSunitversionsofmorethantwohundredstencils.Eachstencilcontainsseveral,orseveraldozen,relatedmasters.ExamplesincludestencilsnamedFurniture,TransportationShapes,WorkflowShapes,NetworkLocations,andTimelineShapes.AppendixA,“Lookbehindthecurtain,”describeshowtocreateacustomstencil.
TemplateAVisiodocumentthatincludesoneormoredrawingpageswithpresetdimensionsandmeasurementunits.
Atemplategenerallycontainsoneormorestencils,anditmightincludebackgroundpages,themes,shapes,ortext.Atemplatecanincludespecialsoftwarethatonlyoperatesinthattemplate.
WorkspaceAcollectionofVisiowindowsandwindowsettings.
Atminimum,theworkspaceconsistsofthedrawingwindowandthezoomsettingsforthepagesinthedrawing.Frequently,itincludesaShapeswindowcontainingoneormorestencils.TheworkspacecanalsoincludetheShapeData,Size&Position,andPan&Zoomwindows,inadditiontotemplate-specificwindows.
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Unlessyouchangethedefaultaction,Visiosavestheon-screenworkspacewheneveryousaveadocument.Consequently,thenexttimeyouopenthedocument,Visiorestorestheworkspace.
Tip
Despitethedistinctionmadeinthislistbetweenamasterandashape,manypeoplerefertoanobjectinastencilasashape.Indeed,whenyouthinkaboutit,thewindowthatdisplaysstencilsiscalledtheShapeswindow!Consequently,unlessthedistinctionisimportantinaspecificcontext,thetextinthisbookwillusuallyrefertoobjectsinstencilsandonthedrawingpagethesameway—asshapes.
Tobeginadiagrambasedonanexistingtemplate,youcandoanyofthefollowing:
SearchonlinefortemplatesbyenteringkeywordsorbyclickinganywordintheSuggestedSearcheslist.
Important
Searchingwithakeywordwillnotproducethesameresultasselectingatemplatecategorythatmatchesthekeyword.Forexample,clickingtheFlowchartsearchtermyieldssomeofthesametemplatesthatyoufindinthetemplatecategorynamedFlowchart.However,italsoreturnsalistofseveral—orseveralhundred—templatesthatislikelytoincludebothVisiotemplatesandtemplatesforotherappsintheOfficesuite.
UseatemplateintheFeaturedsection.Thepresentationofthumbnailsinthissectionisdynamic:thetemplatesyouusemostfrequentlyrisetothetop.
Tip
TheBlankDrawingtemplateshowninFigure1-3opensthedrawingpagebutdoesnotopenanystencils.
UsetheCategoriesviewtolocatetemplatesthatareorganizedintogroups.VisioStandarddisplayssixcategories:Business,Flowchart,General,MapsandFloorPlans,Network,andSchedule.VisioProfessionaladdstwocategories:Engineering,andSoftwareandDatabase.
AttheendofthetemplatecategorieslistisanadditionalentrycalledNewFromExisting,asshowninFigure1-4.Whenyouclickthisthumbnail,youcanselectanyexistingVisiodiagram.Visiothenopensacopyofthediagramasanewdocumentandleavestheoriginaluntouched.
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Figure1-4TheNewFromExistingbuttonhelpsprotectyourdiagram
Clickinganytemplatecategorydisplaysthumbnailsforthetemplatesinthatcategory.Figure1-5showsseveralofthetemplatesintheMapsAndFloorPlanscategory.
Figure1-5Sampletemplatethumbnails
Ifyouclickonceonadiagramthumbnail,Visiodisplaysinformationaboutthattemplate,asshowninFigure1-6.Ifyoudouble-clickadiagramthumbnail,Visiolaunchesanewdiagram.
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Figure1-6Thetemplateinformationpanelincludesadescriptionofthetemplate
Important
ManyVisiotemplatesincludestarterdiagramsthatprovideadditionaloptionsforcreatingdiagrams.See“Beginquicklybyusingstarterdiagrams”laterinthischapterformoreinformation.
Tip
Whenyoucreateanewdiagram,VisionamesitDrawingn,wherenisasequencenumberthatisincrementedforeachnewdrawingcreatedwithinoneVisiosession.ClosingandrestartingVisioalwaysresetsthesequencenumberto1.
Visiotemplatesareprovidedintwosetsofmeasurementunits:
MetricMetricdrawingsarebasedonpapersizesspecifiedbytheInternationalOrganizationforStandardization(ISO);thedefaultsizeisusuallyA4.MetrictemplatesalsoincludeotherISOdrawingandpapersizes.Allmeasurementsareinmillimetersorothermetricmeasurementunits.
USUnitsDiagramscreatedwithUSUnitsusethe8.5-by-11-inch,letter-sizedpaperthatiscommonintheUnitedStatesandpartsofCanadaandMexico.TemplatescreatedforUSUnitsalsoincludeadditionaldrawingandpapersizesthatarecommoninthosecountries/regions.Thedefaultmeasurementunitsareinchesandfeet.
Dependingonyoursystemconfiguration,youmightbeofferedachoicebetweenthetwo,asshowninFigure1-6.
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SeeAlso
MicrosoftprovidesaQuickStartguideforVisio2013(andotherOffice2013apps)atoffice.microsoft.com/en-us/support/office-2013-quick-start-guides-HA103673669.aspx.Asofthiswriting,thereisnoVisio2016guide;however,themajorityoftheVisio2013guideiscorrectforVisio2016.
Toopenarecentlyuseddiagram1.IntheRecentcolumnontheStartscreenoftheBackstageview,clickthenameofthediagramyouwanttoopen.
ToopenadiagramthatisnotontheRecentlist1.IntheRecentcolumn,clickOpenOtherDiagrams.
2.OntheOpenpageoftheBackstageview,clickthelocation,andthenopenthediagramyouwant.
TouseaFeaturedtemplate1.IftheFeaturedtabisnotalreadyactive,clicktheFeaturedbuttonabovethethumbnailsontheStartscreen.
2.Doeitherofthefollowing:
•Double-clickatemplatethumbnail.
•Clickthethumbnailforthetemplateyouwant,andthenclicktheCreatebutton.
Tousetemplatecategories1.IftheCategoriestabisnotalreadyactive,clicktheCategoriesbuttonabovethethumbnailsontheStartscreen.
2.Clickthethumbnailforthecategoryyouwant.
3.Doeitherofthefollowing:
•Double-clickatemplatethumbnail.
•Clickthethumbnailforthetemplateyouwant,andthenclicktheCreatebutton.
Tosearchforatemplate1.OntheStartscreen,doeitherofthefollowing:
•EnterkeywordsintheSearchforonlinetemplatesbox,andthenpresstheEnterkey.
•ClickoneofthekeywordsintheSuggestedsearcheslist.
Touseanexistingdiagramasatemplate1.IftheCategoriestabisnotalreadyactive,clicktheCategoriesbuttonabovethe
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thumbnailsontheStartscreen.
2.Doeitherofthefollowing:
•Double-clicktheNewfromexistingthumbnail.
•ClicktheNewfromexistingthumbnail,andthenclicktheCreatebutton.
3.IntheNewFromExistingDrawingdialogbox,navigateto,andthenopenthediagramyouwant.
ExploretheBackstageviewTheBackstageviewisthecentrallocationformanagingfilesandsettingtheoptionsthatcontrolhowVisio2016operates.YouaccesstheBackstageviewbyclickingtheFiletabontheleftendoftheribbonintheVisiowindow.
Ofthe11commandsintheleftpaneoftheBackstageview,onlyfour—New,Open,Account,andOptions—areavailableifyoudonothaveadiagramopen.Theremainingsevenappearwhenyouopenadiagram.
Tip
IfyouareintheBackstageviewandhaveadiagramopen,youcanreturntothediagrambyclickingtheleft-pointingarrowintheupper-leftcorneroftheVisiowindow.Ifyoudon’thaveadiagramopen,clickingthearrowwillreturnyoutotheStartscreen.
MostofthecommandsandaccompanyingpagesintheBackstageviewwillbefamiliarifyouhaveusedotherappsintheOfficesuite.Inthistopic,youwillexploretheBackstageview,withanemphasisonfeaturesthatareuniquetoVisio.
TheInfopageWhenyouhaveadiagramopenandclicktheFiletab,VisiopresentstheInfopageshowninFigure1-7.
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Figure1-7YouusetheInfopagetoviewandchangedocumentattributes
Thecentersectionofthepageincludesfivebuttons:
ProtectDiagramYouwillexplorethisbuttoninthesidebar“WhatisInformationRightsManagement?”inChapter12,“Print,reuse,andsharediagrams.”
RemovePersonalInformationYouwilllearnaboutthisbuttoninChapter12,“Print,reuse,andsharediagrams.”
ReduceFileSizeYoucanclickthisbuttonifdocumentsizeisamajorconsiderationandyouwanttocreateasmallerfile.
CheckCompatibilityThisbuttonidentifiesfeaturesinthecurrentdiagramthatarenotcompatiblewithpreviousversionsofVisio.
PublishOptionsYouwilllearnabouttheSharePointpublishingsettingsbehindthisbuttoninChapter15,“Collaborateandpublishdiagrams.”
Therightsideofthepageprovidesinformationabouttheopendocument,alongwithaPropertieslistthatyoucanusetoviewandsetdocumentattributes.YouwillworkwiththePropertieslistinseveralplacesinthisbook,includingChapter11,“Addandusehyperlinks,”andChapter12,“Print,reuse,andsharediagrams.”
TheInfopagecancontainadditionalbuttons,suchasthefollowing:
Ifyouopenadocumentinread-onlymode,theSaveAsbutton,showninFigure1-
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8,willappearatthetopoftheInfopage.
Figure1-8Alteredread-onlydocumentsmustbesavedasnewdocuments
IfyouopenafilecreatedinVisio2010orearlier,itwillopenincompatibilitymode,andtheConvertbutton,showninFigure1-9,willappearatthetopoftheInfopage.
Figure1-9YoucanupgradeolderdiagramstotheVisio2016format
SeeAlso
FormoreinformationaboutcurrentandformerVisiofileformats,see“UnderstandtheVisio2016fileformats”inAppendixA,“Lookbehindthecurtain.”
WhenadocumentisstoredinSharePointorOneDrive,theCheckOutandViewVersionHistorybuttons,showninFigure1-10andFigure1-11,willappear.
Figure1-10Youcanprotectdocumentsfromsimultaneouseditsbyotherauthors
Figure1-11SharePointcantrackeachtimeadocumentissaved
AsthedescriptionnexttothebuttonshowninFigure1-10suggests,youusetheCheckOutbuttontopreventothersfrommakingchangestoadocumentyouareediting.WhenyouclicktheCheckOutbutton,itisreplacedbyaCheckInbuttonthatyouusetomarkthedocumentasavailable.
YouusetheViewVersionHistorybuttontoviewandmanagethecurrentandpreviousversionsofadocument.
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TheNewpageTheNewpage,theupperpartofwhichappearsinFigure1-12,isverysimilartotheStartscreenshowninFigure1-3intheprecedingtopic.OntheNewpage,youhaveaccesstothesamefeaturedtemplates,templatecategories,andonlinetemplatesearchoptionsthatweredescribedfortheStartscreen.
Figure1-12TheNewpageshowsbothfeaturedandcategorizedtemplates
Important
TheNewpagealwaysdisplaysfeaturedtemplatesfirst.It’seasytooverlooktheCategoriesbuttonthatpresentsamoretraditionalviewoftemplatesorganizedintologicalgroups.
TheOpenpageAsitdoesthroughouttheMicrosoftOfficesuite,theOpenpage,showninFigure1-13,displaysalistofbothonlineandlocallocationswheredocumentscanbestored.Youcanclickanylocationintheleftcolumntoseerecentlyuseddiagramsstoredinthatlocation.Youcanalsoaddmoreonlinelocationstothelist,orbrowsetolocatethediagramyouwant.
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Figure1-13Openingonlinedocumentsisaseasyasopeninglocaldocuments
TheSavecommandClickingSaveforanunsaveddiagramdisplaystheSaveAspagethatisdescribedinthefollowingtopic.ClickingSaveforapreviouslysaveddiagramsavesthechanges.
TheSaveAspageOntheSaveAspage,showninFigure1-14,youcanchoosealocaloronlinelocationandthenselectarecentfolderorclicktheBrowsebuttontonavigatetothelocationyouwant.
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Figure1-14YoucansavelocallyortoOneDriveandSharePointsites
SeeAlso
ForinformationaboutstoringVisiodiagramsinotherformats,seeChapter12,“Print,reuse,andsharediagrams”andChapter15,“Collaborateandpublishdiagrams.”
ThePrintpageThePrintpageprovidesaprintpreviewandprintingoptions.YouwillexploreprintoptionsinChapter12,“Print,reuse,andsharediagrams.”
TheSharepageYoucanshareyourdiagramtwowaysbyusingtheSharepage.
YoucanclickShareWithPeopletosendpeoplealinktoyourdiagramviaemail.YourdiagrammustbestoredinSharePointorOneDrivetousethesharefunction.Ifitisnot,youwillbeaskedtosaveitinoneofthoselocationsfirst,asshowninFigure1-15.
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Figure1-15Sharingdiagramswithotherpeoplerequirestwosteps
Afterthediagramisavailableonline,youcanusetheformshowninFigure1-16tosendlinkstooneormorepeople.
Figure1-16Youcanenteroneormoreemailaddressestoshareadiagram
YoucanclicktheEmailbuttontoshareyourdiagramusinganyoftheoptionslistedontherightsideofthepageshowninFigure1-17.
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Figure1-17OneoptionforsharingbyemailautomaticallycreatesaPDFofyourdiagram
Tip
SendALinkisavailableonlyifyourdiagramisstoredonlineorinasharedfolder.
TheExportpageYoucanusetheExportpagetocreateaPDForXPSdocumentandtosaveinavarietyofotherfileformats.YouwillexploreotherfileformatsinChapter12,“Print,reuse,andsharediagrams”andChapter15,“Collaborateandpublishdiagrams.”
TheClosecommandClickingCloseclosestheactivediagrambutdoesnotexitVisio.
TheAccountpageTheAccountpage,showninFigure1-18,summarizesinformationabouttheMicrosoftAccountthatyouhavelinkedtoVisio.YoucanclickthelinksintheUserInformationareatochangeyourMicrosoftAccountdetailsandtoswitchtoanotherMicrosoftAccountifyouhavemorethanone.
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Figure1-18Bothuserprofileandapplication-levelsettingsareontheAccountpage
ThesameareaprovideslistsyoucanusetoaltertheOfficeBackgroundandOfficeThemeusedforVisioandallotherOfficeapplications.
IntheConnectedServicesareaisalistofOneDriveandSharePointsitestowhichyouarecurrentlyconnected.YoucanclicktheAddAServicebuttontolinktoadditionalOneDriveandSharePointsites.
ClickingtheAboutVisiobuttonintheProductInformationareaopenstheAboutMicrosoftVisiodialogbox(seeFigure1-19),whichdisplaysversioninformationandyourproductID.
Figure1-19TheAboutMicrosoftVisiodialogboxdisplaysimportantinformation
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Tip
TheAboutMicrosoftVisiodialogboxdoesnotindicatewhetheryouarerunningVisioStandardorVisioProfessional;thatinformationislocatedbelowtheProductActivatedheadingintheProductInformationarea.
TheVisioOptionsdialogboxTheOptionsbuttonopenstheVisioOptionsdialogbox,whichcontainsdozensofsettingsyoucanusetocustomizetheoperationofVisio.ManypeopleuseVisiowithouteverneedingtochangeanyoftheseoptions,butit’sagoodideatoexaminetheoptioncategoriesshowninFigure1-20forpotentialfutureuse.
Figure1-20TherearedozensofwaystocustomizeVisio
YoucanusetheoptionsintheVisioOptionsdialogboxtoperformmanyactions,afewofwhicharementionedinthefollowinglist:
GeneralEnteryourusernameandinitials,andsetvariousglobaloptions,includingLivePreviewandcolorchoicesforallOfficeapps.
ProofingSetautocorrect,spelling,andgrammaroptions.
SaveEnableAutoRecover,setthedefaultVisiosaveformatfromamongthreechoices(VisioDocument,VisioMacro-EnabledDocument,andVisio2003-2010Document),andsetapersonaltemplateslocation.
LanguageSetediting,display,help,andScreenTiplanguageparameters.
AdvancedSetdozensofoptionsinfivecategories:Editing,Display,Save/Open,
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ShapeSearch,andGeneral.
CustomizeRibbonAddandrearrangecommandsonbuilt-inribbontabs;createnewtabsandcommands.
QuickAccessToolbarAddandremovecommandbuttonsfortheQuickAccessToolbar.
SeeAlso
FormoreinformationaboutcustomizingtheQuickAccessToolbar,seeAppendixA,“Lookbehindthecurtain.”
Add-insView,add,anddeleteVisioadd-ins.
TrustCenterViewandeditmacrosettingsandothertrust-relatedoptions.
TodisplaytheBackstageview1.ClicktheFiletab.
Understandtooltabsandadd-intabsMosttabsontheVisioribbonarevisible100percentofthetime.However,twotypesoftabsappearonlywhennecessary.
SeeAlso
ForinformationabouttheDevelopertab,whichmightnotbevisibleinyourcopyofVisio,seeAppendixA,“Lookbehindthecurtain.”
UsetooltabsAtooltabgroupappearsonlyinaparticulardrawingcontext,usuallywhenaspecifictypeofshapeisselectedonthedrawingpage.TooltabgroupsusuallyappeartotherightoftheViewtabandarenotalwaysactivatedautomaticallywhentheyappear;thatis,youmightneedtoclickthetabtoviewitscontents.Atooltabgroupincludesacoloredheaderandmightcontainoneormoretooltabsundertheheader.
Forexample,thePictureToolstabgroup,showninFigure1-21,appearswheneveryouinsertorselectagraphiconaVisiodrawingpage.ThegreenPictureToolstabcontainsaFormattooltabthatincludesbuttonstocrop,rotate,andotherwisemodifyapicture.
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Figure1-21YoucanusetheFormattooltabinthePictureToolstabgrouptoeditimages
Anotherexample,theContainerToolstabgroup,showninFigure1-22,appearswheneveryouinsertorselectaVisiocontainer.TheorangeContainerToolstabgroupcontainsaFormattooltab,whichincludesbuttonstosizeandstylecontainers,andtocontrolcontainermembership.
Figure1-22YoucanusetheFormattooltabintheContainerToolstabgrouptocustomizecontainers
SeeAlso
Formoreinformationaboutcontainers,seeChapter13,“Addstructuretoyourdiagrams.”
Useadd-intabsAdd-intabsareassociatedwithsoftwarethataddscapabilitiestoVisio.Someadd-insarepackagedwithVisiobyMicrosoft,andothersaresoldbythird-partysoftwarevendors.
Unliketooltabs,add-intabslookandbehaveexactlylikepermanentVisiotabs,withoneexception:theyappearwhenanadd-inapplicationisactiveanddisappearwhenitisnot.
Forexample,theOrgChartadd-inisincludedwithVisioandisactivatedwheneveryoucreateoreditadrawingthatuseseitheroftheVisioorganizationcharttemplates.TheOrgChartadd-intabisshowninFigure1-23.
Figure1-23YoucanchangethelookandlayoutofanorganizationchartbyusingtheoptionsontheOrgCharttab
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SeeAlso
Formoreinformationaboutorganizationcharts,seeChapter5,“Createorganizationcharts.”
Anexampleofathird-partyadd-inisTaskMap,whichprovideseasy-to-useprocessmapping,analysis,andimprovementfunctions.TaskMapcanbeusedwitheitherVisioStandardorVisioProfessional.TheTaskMapadd-intabisshowninFigure1-24.
Figure1-24TheTaskMapadd-intabincludesfunctionsthatintegrateVisiowithMicrosoftExcel,Project,andPowerPoint
SeeAlso
FormoreinformationabouttheTaskMapadd-in,gotowww.taskmap.com.
BeginquicklybyusingstarterdiagramsVisiotemplateshavealwaysincludedstencilsfullofshapesthatyoucanusetobuildanewdiagram.However,evenwhenyouuseatemplatetocreateadiagram,thenewdrawingpageisblankanditcanbedifficulttoknowhowtobegin.
Visio2016significantlyreducesthechallengebyprovidingseveraldozenstarterdiagrams,eachofwhichincludesaproperlyarrangedandformattedsetofshapesalongwithasetoftips.
Figure1-25showsanexampleofthestarterdiagramsthatareprovidedwiththeTimelinetemplateintheScheduletemplategroup.Youcanclickanyofthestarterdiagramthumbnailstoreadadescriptionofthatsamplediagramandthecircumstancesinwhichitmightbeuseful.
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Figure1-25Starterdiagramthumbnailsprovideanaccuratepreviewofdiagramcontent
Inallcases,theblankpageoptionisstillavailablebyselectingthethumbnailintheupper-leftcorner.
Selectingoneofthethumbnailsopensaone-pagedocumentthatincludesthestarterdiagram.Figure1-26showstheExpandedBlockTimelinediagram.
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Figure1-26ThefirstpageoftheExpandedBlockTimelinestarterdiagram
Inadditiontothediagramitself,everystarterdiagramincludesatippanethatcontainsbothgeneralanddomain-specifictips.Whenyouarefinishedusingthetipspane,youcandeleteitfromthepage.
StarterdiagramsareavailablefortheseVisioStandardtemplates:
Auditdiagram
BasicFlowchart
BasicNetworkDiagram
Cross-FunctionalFlowchart
GanttChart
OrganizationChartWizard
Timeline
WorkFlowDiagram
Inadditiontothosetemplates,theProfessionaleditionofVisioincludesstarterdrawingsinthesetemplates:
BPMNDiagram
DetailedNetworkDiagram
MicrosoftSharePoint2016Workflow
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UMLClass
UMLSequence
UMLUseCase
ValueStreamMap
Touseastarterdiagram1.Clickthethumbnailforanytemplate.
2.Inthetemplateinformationpanel,doeitherofthefollowing:
•Double-clickthethumbnailofthestarterdiagramyouwant.
•Clickthethumbnailforthestarterdiagramyouwant,andthenclicktheCreatebutton.
Toremovethetipspanefromastarterdiagram1.Doeitherofthefollowing:
•Clickanywhereinsidethetipspane,andthenpresstheDeletekey.
•Right-clickthetipspane,andthenclickCut.
ExplorethedrawingwindowWhenyouopenadocumentinVisio,twowindowsnormallyappearbelowtheribbon,asshowninFigure1-27.
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Figure1-27AtypicalviewofVisioincludestheribbon,theShapeswindow,andthedrawingwindow
TheShapeswindowcontainsoneormorestencils,eachrepresentedbyaheaderbarcontainingthenameofthestencil.DependingonthenumberofopenstencilsintheShapeswindow,ascrollbarmightappearattherightoftheheaderswhenyoumovethepointerintotheShapeswindow.YouwillinvestigatetheShapeswindowinthenexttopic.
Tip
ThewidthoftheShapeswindowisadjustable.Consequently,theShapeswindowsonyourcomputermightbenarrowerorwiderthanthosethatappearinthisbook.
Thelargerwindowontherightiscalledthedrawingwindowbecauseitcontainsthedrawingpage.Thedrawingwindowisboundedonthetopandleftbyrulersthatdisplayinches,millimeters,orwhateverunitsyou’veselected(oryourtemplatehasselected)formeasuringpagedimensions.Thegrayareabetweenthedrawingpageandtherulersisreferredtoasthecanvas;shapesonthecanvasarevisibleinthedrawingwindowbutdonotprint.
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Tip
AllversionsofVisiopriortoVisio2013displayedanalignmentgridonthedrawingpagebydefault.InVisio2016,theoppositeistrue.Tomakethegridvisible,selecttheGridcheckboxintheShowgroupontheViewtab.
Atthelowerleftofthedrawingwindowisasetofpagecontrols,asshowninFigure1-28.
Figure1-28Pagecontrolsarelocatedatthebottomofthedrawingwindow
Thesecontrolsprovidethefollowingfunctions:
PageNametabsThesedisplaythenameofeachpage;thenameoftheactivepageisdisplayedinadifferentcolor.Clickanytabtoswitchtothatpage.Right-clickanypagenametabtoaccesspagemanagementfunctions,includingtheDuplicatePagefunction.
AllPagesbuttonClickthisbuttontodisplayalistofallpagesinthediagram.Thenameoftheactivepageishighlightedinthelist.
InsertPage(+)buttonClickthisbuttontoaddanewpage.
BelowtheShapesanddrawingwindowsisastatusbarthatcontainsavarietyofindicators,buttons,andcontrols.Thebuttonsandindicatorsontheleftendofthestatusbararecontextsensitive,sotheyshowdifferentinformationdependingonthestateofthedrawing.
Ifnothingisselectedonthedrawingpage,theleftendofthestatusbarlooksliketheimageshowninFigure1-29.
Figure1-29TheleftendoftheVisiostatusbarwhennoshapeisselected
Theseareasofthestatusbarprovidethefollowingfunctions:
PageNumberThisshowswhichpageisactiveanddisplaysthetotalnumberofpagesinthecurrentdrawing.ClickthisbuttontoopenthePagedialogbox.
LanguageThisareadisplaysthelanguageofthecurrentdrawing.ThedrawinglanguageisnormallyderivedfromWindowsorVisiolanguagesettings.
MacrosClickthisbuttontostartthemacrorecorder.
Ifyouhaveselectedashapeonthedrawingpage,theleftendofthestatusbarappearsasshowninFigure1-30.
Figure1-30TheleftendoftheVisiostatusbarwhenashapeisselected
TheWidthandHeightbuttonsdisplaythedimensionsoftheselectedshape.TheAnglebuttondisplaysitsangleofrotation.ClickinganyofthesethreebuttonsopenstheSize&
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Positionwindow.
SeeAlso
ForinformationaboutusingtheSize&Positionwindow,seeChapter3,“Managetext,shapes,andpages.”
Therightendofthestatusbar,showninFigure1-31,containsbuttonsandcontrolsthataffecttheviewofyourdiagram.
Figure1-31Zoomandwindowcontrolfunctionsarelocatedonthestatusbar
PresentationModebuttonClickthistoviewtheactivediagraminfull-screenpresentationmode.
ZoomsliderMovethistozoominorout.
ZoomLevelbuttonThisdisplaysthecurrentzoompercentage.ClickittoopentheZoomdialogbox.
FitPageToCurrentWindowbuttonClickthistoresizethedrawingpagesotheentirepageisvisibleinthedrawingwindow.
SwitchWindowsbuttonClickthistoswitchtoanotherVisiowindow.
Tip
MostOfficeapplicationsrequiretheuseofabuttonontheViewtaboftheribbontoswitchamongmultipleopenwindows.TheVisiodevelopmentteamhadtheforesighttoincludetheSwitchWindowsbuttononthestatusbarwhereitismuchmoreconvenient.
Ifyouright-clickanywhereinthestatusbar,theCustomizeStatusBarmenuappears.Youcanusethismenutoturnonoroffthedisplayofanyofthebuttonsandcontrolsonthestatusbar.
Toviewalistofallpagesinadiagram1.Doeitherofthefollowing:
•Totherightofthelastvisiblepagenametab,clicktheAllPagesbutton.
•Attheleftendofthestatusbar,clickthePageNumberbutton.
Toviewadifferentpage1.Doeitherofthefollowing:
•Clickthepagenametabforthepageyouwant.
•Openthelistofallpages,andthenselectthenameofthepageyouwant.
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Toswitchwindows1.Doeitherofthefollowing:
•Ontherightendofthestatusbar,clicktheSwitchWindowsbutton.
•OntheViewtab,intheWindowgroup,clicktheSwitchWindowsbutton,andthenclickthenameofthewindowyouwant.
HowdoIscrollthroughpagenametabs?
VersionsofVisiopriortoVisio2013includedfourpagenavigationbuttonsinthelower-leftcornerofthedrawingwindowthatyoucouldusetoscrollthroughthepagesinyourdiagram.Twoofthebuttonsscrolledpagenametabsleftandright,andtwojumpedtothefirstorlastpage.Thenavigationbuttonswereespeciallyhelpfulwhenthenumberofpagesorthelengthofthepagenamesmeantthatsomepagenameswerenotvisible.
AlthoughthosecontrolsarenotpresentinVisio2016,thereisaninvisiblebuttonthatyoucanusetoscrollpagesfromlefttoright—touseit,clickinthespaceimmediatelytotheleftofthefirstvisiblepagenametab.Youcanscrollpagesintheoppositedirectionbyclickingtheright-mostvisiblepagenametab.
Unfortunately,therearenobuttonsyoucanusetojumptothefirstorlastpagewithasingleclick.However,youcanjumptoanyspecificpage,whetherornotitsnametabisvisible,byusingthetechniquesdescribedintheproceduresattheendoftheprecedingtopic.Asanexample,clickingtheAllPagesbuttonresultsinaclickablelistofpagenames,asshowninFigure1-32.
Figure1-32Thecolorofthecurrentpagenameisdifferentfromallotherpagenames
Twokeyboardshortcutsareveryhelpfulformovingfrompagetopage:
Ctrl+PageDownMoveonepagetotheright.
Ctrl+PageUpMoveonepagetotheleft.
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ManagetheShapeswindowTheupperpartoftheShapeswindowcontainsthetitlebarsofallopenstencils,andthelowerpartdisplaystheshapesfromthecurrentlyselectedstencil,asshowninFigure1-27intheprecedingtopic.Youcanswitchtoanyopenstencilbyclickingitstitlebar.Whenyouclickthetitlebarofanystencil,thetitlebarsremainstationary,andthestencilalwaysopensinthesameplace,belowalltitlebars.ThisisasignificantimprovementinbehavioroverversionsofVisiopriortoVisio2010.
Bydefault,theShapeswindowisdockedtotheleftofthedrawingwindow,anditusuallydisplaysoneortwocolumnsofmasters.However,youmightfindthatyouwanttoadjustorrepositiontheShapeswindow,dependingonthediagramyouarecreatingorediting.
YoucanminimizeorexpandtheShapeswindowbyusingarrowbuttons.TheminimizebuttonisshownontheleftinFigure1-33,andtheexpandbuttonisshownintheimageontheright.TheminimizedviewoftheShapeswindowismostusefulwhentheiconsdepictingthemastersinthestencilareeasilyrecognizable.
Figure1-33YoucanviewaslittleorasmuchoftheShapeswindowasyouwant
YoucanundockandfloattheShapeswindowatanytimeifyouwouldlikeittobeinadifferentpositionwithinthemainVisiowindow.YoucanalsoclosetheShapeswindowentirely,asshowninFigure1-34.
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Figure1-34TheShapeswindowhasbeenhidden
YoucanadjustthewidthoftheShapeswindowonecolumnatatimebydraggingtherightedgeofthewindow.However,it’snotaseasytolocatetherightedgeasitusedtobe.AuserinterfacechangeintroducedinVisio2013causeswindowedgestofadeintothebackgroundsotheydon’tinterferevisuallywiththecontentofthedrawing.Consequently,whentheShapeswindowisdockedontheleft,therightedgeisnotvisibleunlessthepointerispositioneddirectlyaboveit.
Makingtheboundaryvisibletypicallyrequiresmovingthepointerslowlyacrosstherightsideofthewindowuntilthepointerchangestoawindowresizetool.TheresizetoolisvisibleintheimageontheleftinFigure1-33.
Thissameuserinterfacechangemeansthatscrollbarsinsmallerwindowsonlyappearwhenthepointerisinsidethewindow.ThiscreatesachallengeintheShapeswindowbecauseyoucan’tdeterminewhetheradditionalmastersarebelowthebottomedgeofthewindowwithoutpointingtothewindow.IntheimageontheleftinFigure1-35,forexample,youcan’ttellthatthereareadditionalfurnitureshapesavailable.Thescrollbarmakestheirpresenceknownwhenthepointerisinsidethewindow,asshownintheimageontheright.
Figure1-35Thepointermustbeinsideawindowforscrollbarstoappear
Youarenotrestrictedtoworkingwiththedefaultsetofstencilsthatopensinany
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particulartemplate.Youcanopenoneormoreadditionalstencilsatanytime,asshowninFigure1-36.
Figure1-36CascadingmenusofferaccesstoallVisiostencils
TominimizetheShapeswindow1.ClicktheMinimizetheShapesWindowbutton.
ToexpandtheShapeswindow1.ClicktheExpandtheShapesWindowbutton.
ToadjustthewidthoftheShapeswindow1.MovethepointerintherightsideoftheShapeswindowuntilitchangestoawindowresizetool.
2.Dragthewindowedgetotheleftorright.
ToundocktheShapeswindow1.Dragtheheaderofthewindowontothedrawingpage.
TodocktheShapeswindow1.DragtheheaderofthewindowtooneofthefouredgesofthemainVisiowindow.
ToopenorclosetheShapeswindow
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1.OntheViewtab,intheShowgroup,clicktheTaskPanesbutton,andthenclickShapes.
Tip
ThevarioussubwindowsthatcanbeopenedorclosedwithinthemainVisiowindowaresometimesreferredtoastaskpanes.
Toopenadditionalstencils1.IntheShapeswindow,clickMoreShapes.
2.Inthelistoftemplatecategorynames,pointtothenameofthetemplateyouwant.
3.Inthelistofstencilnames,clickthenameofthestencilyouwant.
Tip
ThestencilopensintheShapewindowassoonasyouclickitsname.
4.(Optional)Clickadditionalstencilnames,withineitherthesametemplatecategoryoradifferentone.
5.Clickanywhereoutsidethetemplateandstencilliststoclosethecascadingmenus.
PanandzoominthedrawingwindowAsyouworkwithVisiodiagrams,youfrequentlyneedtozoominandoutandpan—moveleft-rightandup-down—withinthedrawingwindow.Bothcanbeaccomplishedbyusingavarietyoftechniques,somethatrelyonyourmouse,somethatuseaspecialPan&Zoomwindow,andothersthatentailkeyboardshortcuts.
ThepanandzoomexamplesinthistopicallusethefurniturediagramshowninFigure1-37.
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Figure1-37Fourfurnitureshapesinafull-pageview
OneofthefastesttechniquestoviewexactlythepartofthepageyouwantinvolvesdrawingaboundingboxwhileholdingdowntheCtrlandShiftkeys.Whileyoudrawtheboundingbox,Visiodisplayswhat’sshowninFigure1-38.
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Figure1-38Themagnifyingglasspointerindicatesthatthisboundingboxwillzoomthediagram
TheresultofthezoomoperationisshowninFigure1-39.Theselectedshapesarecenteredinthedrawingwindow.
Figure1-39Zoomedimageasaresultoftheboundingboxzoomtechnique
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Asanalternative,youcandrawarectangleinthePan&ZoomwindowthatisshowninFigure1-40.BydraggingorresizingtherectangleinthePan&Zoomwindow,youcanpanorzoom,respectively.
Figure1-40ThePan&Zoomwindowcontrolswhichpartofthedrawingpageisvisible
Tip
Formanydrawings,thePan&Zoomwindowisn’tnecessaryandmightevenbeintheway.However,itisextremelyhelpfulwhenyourdrawingpageisverylarge,whichmightbethecasewhenyouareworkingonengineeringdrawings,floorplans,orofficelayouts.
Tip
TheneedtozoominandoutwhileworkingwithadiagramissofrequentthatthereareprobablymoretechniquesandkeyboardandmouseshortcutsforthisoperationthanforanyotheractioninVisio.
ToopenorclosethePan&Zoomwindow1.OntheViewtab,intheShowgroup,clicktheTaskPanesbutton,andthenclickPan&Zoom.
Tozoomin1.Doanyofthefollowing:
•WhileholdingdowntheShiftandCtrlkeys,clicktheleftmousebutton.
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•WhileholdingdowntheShiftandCtrlkeys,rollthemousewheelforward.
•PressAlt+F6.
•Onthestatusbar,dragthehandleoftheZoomslider.
•Onthestatusbar,clicktheZoomlevelbutton,andthensetaspecificzoomlevel.
•OntheViewtab,intheZoomgroup,clicktheZoombutton,andthensetaspecificzoomlevel.
•InthePan&Zoomwindow,dragtodrawarectanglethatissmallerthanthecurrentrectangle(ifany).
•InthePan&Zoomwindow,dragtheedgesorcornersoftheselectionrectangletomakeitsmaller.
Tozoomout1.Doanyofthefollowing:
•WhileholdingdowntheShiftandCtrlkeys,clicktherightmousebutton.
•WhileholdingdowntheShiftandCtrlkeys,rollthemousewheelbackward.
•PressShift+Alt+F6.
•Onthestatusbar,dragthehandleoftheZoomslider.
•Onthestatusbar,clicktheZoomlevelbutton,andthensetaspecificzoomlevel.
•OntheViewtab,intheZoomgroup,clicktheZoombutton,andthensetaspecificzoomlevel.
•InthePan&Zoomwindow,dragtodrawarectanglethatislargerthanthecurrentrectangle(ifany).
•InthePan&Zoomwindow,dragtheedgesorcornersoftheselectionrectangletomakeitlarger.
Tofitthedrawingpagetothecurrentwindow1.Doeitherofthefollowing:
•Onthestatusbar,clicktheFitpagetocurrentwindowbutton.
•OntheViewtab,intheZoomgroup,clicktheFittoWindowbutton.
Topanthediagram1.Doanyofthefollowing:
•Rollthemousewheel(pansupanddown).
•WhileholdingdowntheShiftkey,rollthemousewheel(pansleftandright).
•WhileholdingdowntheShiftandCtrlkeys,clicktherightmousebutton,anddrag.
•InthePan&Zoomwindow,dragtheselectionrectangle.
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SkillsreviewInthischapter,youlearnedhowto:
IdentifytheeditionsofVisio2016
DiscovernewfeaturesinVisio2016
GetstartedinVisio2016
ExploretheBackstageview
Understandtooltabsandadd-intabs
Beginquicklybyusingstarterdiagrams
Explorethedrawingwindow
ManagetheShapeswindow
Panandzoominthedrawingwindow
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch01folder.Youcansavetheresultsofthetasksinthesamefolder.
IdentifytheeditionsofVisio2016Therearenopracticetasksforthistopic.
DiscovernewfeaturesinVisio2016Therearenopracticetasksforthistopic.
GetstartedinVisio2016StartVisio,andthenperformthefollowingtasks.Attheconclusionofeachtask,returntotheStartpage.
1.OpentheGetStarteddiagramintheVisio2016SBS\Ch01folder.
2.ClosetheGetStarteddiagramwithoutexitingVisio.
3.IntheFeaturedsection,clickthethumbnailforanytemplateyouwant.
4.Inthecategorysection,clicktheBusinesscategorythumbnail,andthencreateadiagramfromtheBrainstormingDiagramtemplate.
5.Enterakeywordtosearchonlinefortemplates.
6.ClickaSuggestedsearcheskeywordtosearchonlinefortemplates.
7.CreateadiagrambyusingtheGetStarteddiagramasatemplate.
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ExploretheBackstageviewStartVisio,andthenperformthefollowingtasks:
1.Openanydiagram.
2.DisplaytheBackstageviewandexplorethevariouspages.
Understandtooltabsandadd-intabsTherearenopracticetasksforthistopic.
BeginquicklybyusingstarterdiagramsStartVisio,andthenperformthefollowingtasks:
1.OpenthetemplateinformationpanelfortheBasicFlowcharttemplate.
2.CreateadiagramfromtheDecisionBranchesFlowcharttemplate.
3.Afterreviewingthetipspane,deleteitfromthediagram.
ExplorethedrawingwindowOpentheExploreDrawingdiagraminVisio,andthenperformthefollowingtasks:
1.Viewseveralpagesinthediagram.
2.Displaythelistofalldiagrampages.
3.InthesameinstanceofVisio,opentheGetStarteddiagramlocatedintheVisio2016SBS\Ch01folder.
4.Switchbetweenthetwoopendiagrams.
ManagetheShapeswindowOpentheManageShapesWindowdiagraminVisio,andthenperformthefollowingtasks:
1.MinimizeandthenexpandtheShapeswindow.
2.MaketheShapeswindowwiderornarrower.
3.DocktheShapeswindowatthetopofthedrawingpage,andthenfloatitoverthedrawingpage.
4.DocktheShapeswindowinitsoriginallocation.
5.HidetheShapeswindow,andthenmakeitvisibleagain.
6.Openseveraladditionalstencils.
PanandzoominthedrawingwindowOpenthePanAndZoomdiagraminVisio,andthenperformthefollowingtasks:
1.OpenthePan&Zoomwindow.
2.Zoominandoutonseveralpartsofthediagram.
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3.Zoomto200%,andthenpantotherightsideofthepage.
4.Pantothelower-leftcornerofthepage.
5.UsethePan&Zoomwindowtozoomoutandviewthecenterofthepage.
6.Fitthediagramtothewindow.
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2.Creatediagrams
Inthischapter
PlaceshapesbyusingtheDynamicGrid
Select,copy,paste,andduplicateshapes
Positionshapesbyusingrulersandguides
Resize,reposition,andreorientshapes
Connectshapesbyusinglines
Connectshapesbyusingdynamicconnectors
UseAutoConnectandQuickShapes
UseAutoAddandAutoDelete
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch02folder.Forpracticefiledownloadinstructions,seetheintroduction.
Creatingadiagramfromscratchcanbedaunting.Consequently,Visio2016providesdozensoftemplatesforavarietyofdiagramtypes.TwodozentemplatesaregroupedintosixtemplatecategoriesintheStandardeditionandmorethan70templatesineightcategoriesintheProfessionaledition.
Eachtemplateincludesoneormorestencils,andeachstencilcontainsacollectionofshapesthataresuitableforthespecificdiagramtype.Someoftheshapesareverysimple,whereasotherscontainformulasthatgivethemsurprisinglysophisticatedbehavior.Youwillexamineexamplesofbothsimpleshapesandsmartshapesasyouexplorevarioustemplatesinthisandsubsequentchapters.Regardlessofwhichtemplateyouuse,youshouldunderstandhowtopositionandmanipulateshapes.
Thischapterguidesyouthroughproceduresrelatedtoaligning,positioning,andresizingshapesbyusingtheDynamicGrid;selecting,copying,pasting,andduplicatingshapes;positioningshapesbyusingrulersandguides;resizing,repositioning,andreorientingshapes;connectingshapesbyusinglinesanddynamicconnectors;usingAutoConnectandQuickShapes;andusingAutoAddandAutoDelete.
PlaceshapesbyusingtheDynamicGridThepurposeoftheDynamicGridistohelpyoupositionorsizeashapewithgreateraccuracyasyoudropitonthepageorwhenyourelocateit,therebyeliminatingmuchoftheneedtodragandnudgetheshapeafteryou’veplacedit.Visio2016andVisio2013bothfeatureanenhancedDynamicGridthatprovidesevenmorevisualfeedbackthanearlierversionsofthesoftware.
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Tip
Unlessotherwiseindicated,theshapesshowninthefiguresinthischapterarefromtheBasicShapesstencilthatopenswhenyouusetheBasicDiagramtemplatethatislocatedintheGeneraltemplategroup.
TheDynamicGriddisplayshorizontalorverticaldashedlinestoassistwithshapealignment.InthethreepartsofFigure2-1,theDynamicGridindicateswhenthecircleisalignedwiththetop,middle,andbottomoftherectangle.
Figure2-1DynamicGridguidelinesappearwhilealigningshapes
TheDynamicGridalsodisplaysdouble-headedarrowsofdifferentlengthstoassistwithshapespacingandsizing.Double-headedarrowsappearwhen:
Theintervalbetweenshapesmatchesthedefaultspacingintervalforthepage.RefertotheverticalarrowtotherightofthespacebetweentherectangleandoctagoninFigure2-2.
Figure2-2DynamicGridguidelinesappearwhilespacingandaligningshapes
Thespacebetweenyournewshapeandanexistingshapematchesthespacebetweentheexistingshapeandanothershapeonthepage,asshownbythehorizontalarrowsbelowthespacesbetweentherectangle,circle,andsquareinFigure2-2.
Youareresizingashapeanditsdimensionsmatchthoseofoneormoreexistingshapesonthepage,asshowninFigure2-3.(Theellipseisbeingresizedinthisfigure.)
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Figure2-3DynamicGridguidelinesappearwhileresizingshapes
Tip
Whentwoshapesthatyouarepositioningarethesamewidthorheight,VisiodisplaysthreeDynamicGridlinesforthepairofshapes:attheleft,center,andright,oratthetop,middle,andbottom.SeethedashedgridlinesbetweenandalongthesidesoftherectangleandoctagoninFigure2-2foranexample.
Becausesomedouble-headedarrowsreflectthedefaultspacingforapage,itisusefultoknowthatyoucanchangethedefaultinter-shapespacingforanypage.YoucandosointheSpacingOptionsdialogboxshowninFigure2-4.
Figure2-4TheSpacingOptionsdialogbox,inwhichyoucanchangetheverticalandhorizontalspacingintervalsforapage
Thedefaultoptionsinthisdialogboxsettheverticalintervaltomatchthehorizontalinterval.YoucanchangetheverticalintervalseparatelybyclearingtheUseSameSpacingForBothcheckbox.
Figure2-1throughFigure2-3werecreatedbydraggingshapesfromtheBasicShapesstencilthatopenswhenyouusetheBasicDiagramtemplatetocreateadiagram.However,theDynamicGridfunctionsequallywellwithshapesyoucreatebyusingthedrawing
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toolsthatareintheToolsgroupontheHometab.TomakeitmoreconvenienttocreatenewshapesinVisio2016,thedrawingtoolswereaddedtoabuttonintheupper-leftcorneroftheminitoolbar,asshowninFigure2-5.
Figure2-5ThedrawingtoolsbuttonhasbeenaddedtotheVisio2016minitoolbar
ThoughtheDynamicGridwashelpfulbeforeVisio2013,it’sevenmoreusefulnowbecauseitreactsmorequicklytopointermovementandshapelocations,andbecauseitprovidesagreatervarietyofvisualfeedback.Inaddition,theDynamicGridismorevitalforaligningshapesinVisio2016andVisio2013becausethebackgroundpagegridisturnedoffbydefaultintheseversions.
Tip
IftheDynamicGridlinesdon’tappearasyoumoveshapesnearothersalreadyonthepage,itisprobablybecausethefeatureisturnedoffforthisdrawing.ToactivatetheDynamicGrid,selecttheDynamicGridcheckboxintheVisualAidsgroupontheViewtab.
Toplaceshapesonapage1.Dragashapefromastencilanddropitonthedrawingpage.
ToalignshapesbyusingtheDynamicGrid1.Dragashapetoeithersideof,above,orbelowanexistingshape,andthenpauseuntilDynamicGridlinesappear.
ToalignshapesonbothaxesbyusingtheDynamicGrid1.Dragashapesoitisaboveorbelowatleastoneshape,andatthesametimeisalsoleftorrightofadifferentshape.NotethatbothhorizontalandverticalDynamicGridlinesappear.
TospaceshapesbyusingtheDynamicGrid1.Doeitherofthefollowing:
•Dragashapetotherightorleftofanothershapeandslowlymoveitleftandrightuntiladouble-headedarrowappears.
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•Dragashapeaboveorbelowanothershapeandslowlymoveitupanddownuntiladouble-headedarrowappears.
Tochangethedefaultinter-shapespacingforapage1.OntheHometab,intheArrangegroup,clickPosition,andthenclickSpacingOptionstoopentheSpacingOptionsdialogbox.
2.IfyouwanttosetdifferentintervalsforHorizontalandVerticalspacing,intheSpacingOptionsdialogbox,cleartheUsesamespacingforbothcheckbox.
3.SeteithertheHorizontalinterval,orboththeHorizontalandVerticalintervals,tothespacingyouwant,andthenclickOK.
Toresizeashapetomatchthewidthorheightofexistingshapes1.Draganyresizehandleononeshapeandnotetheappearanceofthedouble-headedarrows.
Tocreateshapesbyusingthedrawingtools1.Right-clickanywhereonthedrawingpage,clicktheDrawingToolsbuttonontheminitoolbar,andthenclickoneofthetools.
Or
OntheHometab,intheToolsgroup,clickthedrawingtoolsbutton,andthenclickoneofthetools.
2.Dragtocreateashape.
Tocreateasquarebyusingthedrawingtools1.SelecttheRectangletool.
2.HolddowntheShiftkeywhiledragging.
Tocreateacirclebyusingthedrawingtools1.SelecttheEllipsetool.
2.HolddowntheShiftkeywhiledragging.
Tip
YoucanconstraintheRectangleandEllipsetoolssotheydrawonlysquaresorcirclesbyholdingdowntheShiftkeywhiledragging.
Toalignandsizeshapescreatedbyusingthedrawingtools1.Repositionandresizeshapesinthesamewayyouwouldforshapescreatedfromastencil.
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SelectshapesYoucanuseseveraltechniquesforselectingshapesinVisio,includingclickingoneormoreshapes,usingAreaSelect,andusingLassoSelect.Youcanalsoselectallshapesonapageatonce,andyoucanremoveshapesfromanexistingselection.
AreaselectionisthedefaultbehaviorinVisiowhenyouclickthedrawingpageanddrag.Onlyshapesthatarefullysurroundedbythegrayboundingboxareselected,unlessyouchangetheVisioselectiondefault.Forexample,inthelefthalfofFigure2-6,therectangleandoctagonwillbeselectedwhenyoureleasethemousebutton.Intherighthalfofthefigure,noshapeswillbeselected.
Figure2-6Aboundingboxusedtoselectshapes
LassoSelectisalesscommontechniquebutprovidesgreaterflexibilitybyallowingyoutosurroundtheshapesyouwantwithafreeformline.Aswithaboundingbox,thedefaultbehaviorinVisioistoselectonlyfullyenclosedshapeswhenyoureleasethemousebutton.ThelassoontheleftsideofFigure2-7willproducetheselectionontheright,inwhichonlytheoctagonandcircleareselected.
Figure2-7Alassousedtoselectshapes
Tip
ToensurethatyouselecttheshapesyouwantwhileusingLassoSelect,besuretoreleasethemousebuttonveryclosetothebeginningofthe“rope.”Youaren’trequiredtoendatexactlythesameplace,andinsomecases,apartiallyclosedloopwillstillselectsomeshapes,butitisbesttoendverynearwhereyoustarted.
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Tip
YoucanchangeselectionbehaviorinVisiosoitwillselectshapesthatarepartiallyenclosedbyaboundingboxorlasso.ClicktheFiletabtodisplaytheBackstageview,clickOptionsintheleftpane,andclickAdvanced.ThenclicktheSelectShapesPartiallyWithinAreacheckbox.
Tip
Youcancombineeitherareaorlassoselectionwithclickselectiontoproducetheresultyouwant.
Toselectoneshape1.Clickontheshapeonce.
Toselectmultipleshapesbyclicking1.Clickoncetoselectthefirstshape.
2.HolddowneithertheShiftkeyortheCtrlkeywhileclickingadditionalshapes.
ToselectoneormoreshapesbyusingAreaSelect1.Clickonceonthedrawingpageanddragtocreateaboundingboxaroundtheshapeorshapesyouwant.
TochangefromAreaSelecttoLassoSelect1.OntheHometab,intheEditinggroup,clicktheSelectbutton,andthenclickLassoSelect.
Tocreatealassoselection1.Holddownthemousebuttonanddragalassoaroundtheshapeorshapesyouwant,beingcertaintoendthelassonearitsbeginning.
Toreverttousingboundingboxes1.ClicktheSelectbutton,andthenclickAreaSelect.
Tocombineareaorlassoselectionwithclickselection1.Doeitherofthefollowing:
•Selectoneormoreshapesbyclickingthem,andthenaddadditionalshapesbyholdingdownShiftorCtrlwhiledrawingaboundingboxorlassoloop.
•Startwithaboundingboxorlassoselection,andthenaddadditionalshapesbyholdingdownShiftorCtrlasyouclicktheshapesyouwant.
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Toremoveshapesfromaselection1.HolddowntheShiftkeyortheCtrlkeywhileclickingshapes.
Toselectallshapesonapage1.PressCtrl+A.
Copy,paste,andduplicateshapesPriortothe2010version,Visioalwayspastedshapesintothecenterofthedrawingwindow.Occasionally,thiswaswhatyouwanted,butasoftenasnot,thisplacementrequiredadditionaldraggingandnudging.Visio2016,likeitstwoimmediatepredecessors,worksmorelogically.IfyoucopyoneormoreshapesfromPage-1andthenpastethemontoPage-2,VisiowillpastethemintothesamepositiononPage-2thattheyoccupiedonPage-1,evenifthatpartofthepageisnotvisiblewhenyoupaste.
Pastingshapestothesamepagefromwhichtheywerecopiedworksslightlydifferently:
Ifthecopiedshapesarevisibleinthedrawingwindowwhenyoupaste,thepastedshapeswillbelocatedatasmalloffsetbelowandtotherightoftheoriginalshapes.
Ifthecopiedshapesarenotvisibleinthedrawingwindowwhenyoupaste,Visiowillpastetheshapesintothecenterofthedrawingwindow.
Youcanpasteshapestoaspecificlocation,whetheronthepagefromwhichtheywerecopiedoranotherpage,andyoucanduplicateshapesasanalternativetocopyingandpasting.Duplicatedshapesareplacedatasmalloffsetbelowandtotherightoftheoriginalshapes,asshowninFigure2-8.
Figure2-8Twoshapesthathavebeenduplicatedthreetimes
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Tip
Youcanbothduplicateshapesandconstrainhowtheyarepositionedbycombiningtwokeyboard-mouseshortcuts.PressingShiftwhiledraggingconstrainsmovementtoeitherverticalorhorizontalsothatshapesremainalignedononeaxis.PressingCtrlandShiftwhiledraggingduplicatesselectedshapesandkeepsthemalignedwiththeoriginals.
Duplicatingshapesoffersoneadvantageovercopying:itdoesn’tusetheClipboard.Consequently,ifyouhaveshapesordataontheClipboardthatyouwanttopreserve,butyoualsowanttocloneoneormoreshapes,theoriginaldatawillremainontheClipboardifyouduplicatetheshapesratherthancopythem.
Tocopyshapes1.Selecttheshapesyouwanttocopy,andthenpressCtrl+C.
TopasteshapesontothesamepageandletVisiochoosetheplacement1.Doeitherofthefollowing:
•Copytwoormoreshapes,andthenpressCtrl+Vtopastetheshapesontothesamepage.NotethatVisioplacesthepastedshapesatasmalloffsetfromtheoriginalshapes.
•Scrolluntiltheoriginalshapesarenolongeronthescreen,andthenpressCtrl+Vtopastetheshapes.NoticethatVisiopastestheminthecenterofthedrawingwindow.
Notice,also,thatifthedrawingpageisnotlargeenoughtocontainthepastedshapes,VisioeitherexpandsthesizeofthepageifAutoSizeison,orplacesthemonthecanvasifitisnot.
SeeAlso
ForinformationabouttheAutoSizefunctionthatautomaticallyexpandsandcontractsVisiopages,seeChapter3,“Managetext,shapes,andpages.”
TopasteshapesontoadifferentpageandletVisiochoosetheplacement1.Copytwoormoreshapes.
2.Atthebottomofthedrawingwindow,clickapagenametabtoswitchtoadifferentpage.
Or
ClicktheInsertPagebutton(the+sign)toaddapagetothediagram.
3.PressCtrl+Vtopastethecopiedshapesontothepage.NoticethatVisioplacestheminthesamelocationonthenewpagethattheyoccupiedontheoriginalpage.
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Topasteshapestoaspecificlocationonapage1.Right-clicktheplaceonthepagewhereyouwouldlikethecopiedshapestoappear,andthenclickPaste.
Toduplicateoneormoreselectedshapes1.Doeitherofthefollowing:
•PressCtrl+D.
•DragtheshapeswhileholdingdowntheCtrlkey,andthenreleasethemousebuttonatthetargetlocation.
PositionshapesbyusingrulersandguidesAsdescribedearlierinthischapter,youcanalignshapesbyusingtheDynamicGridfeatureofVisio2016.However,theDynamicGriddoesn’talwaysdowhatyouneed.Forexample,ifthereareshapesbetweenthetwoyouaretryingtoalign,theDynamicGriddoesn’thelp.Inothercases,youmightwanttoalignshapesinwaysthattheDynamicGridcan’t.
UserulerstoalignandsizeshapesTheVisiorulerprovidesvaluableassistanceforshapepositioningandsizing.Onerulerappearsontheleftedgeofthedrawingwindow,andanotherislocatedacrossthetop.IfyoucreateadiagrambyusingaUSUnitstemplate,whichistheselectedtemplatetypeinFigure2-9,therulerwillbedelineatedinfeetandinches.IfyouclickMetricUnits,showninFigure2-9,therulerwillbemarkedinmeters,centimeters,ormillimeters.
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Figure2-9ThedescriptionoftheBasicFlowcharttemplateincludesachoicebetweenMetricUnitsandUSUnits
Tip
Iftherulerisnotvisible,orifitisandyouwouldliketohideit,ontheViewtab,intheShowgroup,selectorcleartheRulercheckbox.
Asyoudragshapesonthedrawingpage,Visioprovidesvisuallocationinformationontherulerintheformofdashedlines.ThelinesonthetoprulerinFigure2-10marktheleft,center,andrightoftheoctagon;thelinesonthesiderulerdenotethetop,middle,andbottomoftheshape.
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Figure2-10Dashedlinesontheleftandtoprulersshowthepositionofashape
Youcanusethelinesontherulerstopositionshapesasyoumovethem.
Whenyoudragasidehandletoresizeashapeineitherthehorizontalorverticaldimension,asingledashedlinewillappearonthecorrespondingruler.Ifyoudragacornerhandletoresizeashapeinbothdimensions,asinglelinewillappearoneachruler.
Topositionshapesbyusingtheruler1.Whiledraggingtheshapeinanydirection,usethedashedpositionindicatorlinesontheverticalandhorizontalrulerstopositiontheshapeexactlywhereyouwantit.
UseguidestoalignandsizeshapesAguideisatoolforaligningshapes,butitalsoallowsyoutomoveshapesasaunitafteryouhavealignedthem.Youcreateguidesbyclickingarulerandthendraggingtothedrawingpage.Youcanaddasmanyhorizontalorverticalguidestothepageasyouwant.
Guidesareusefulinmanycircumstances,buttheyareespeciallyhelpfulinasituationliketheonedepictedinFigure2-11.ThetwostarsinthisdiagramcannotbealignedbyusingtheDynamicGridbecauseoftheinterveninghorizontalrectangle.Consequently,averticalguidehasbeendraggedontothepage.
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Figure2-11Averticalguidecanbeusedtoaligntwoshapes
Tip
Ifyoucan’tseetheguidesonapage,oriftheyarevisiblebutyouwouldliketohidethem,ontheViewtab,intheShowgroup,selectorcleartheGuidescheckbox.
Youcanglueashapetoaguideattheshape’sedgesorcenterbydraggingittowardtheguide,asshowninFigure2-12.
Figure2-12Gluingashapetoaguide
InFigure2-13,thetwostarsarenowpreciselyalignedattheircenters,despitetheinterveningshape.
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Figure2-13Twostarsgluedattheircenterstoaverticalguide
It’simportanttorealizethatthestarsareactuallygluedtotheguide.Ifyoumovetheguide,thestarswillmovealso.However,ifyounolongerneedtheguide,perhapsbecauseyoudon’tneedtomovethealignedshapesasaunit,youcandeletetheguideasyouwouldanyothershape.
Tip
Guidesappearonthedrawingpagebutdonotprint.
Toalignshapesbyusingaguide1.Placetwoshapesonthedrawingpage.
2.Clickeitherruler,andthendragaguideontothepage.
3.Dragthefirstshapetotheguideandglueitatthecenteroranedge.
4.Dragthesecondshapetotheguideandglueitthesamewaythatyougluedthefirstshape.
Tomoveshapesthataregluedtoaguide1.Gluetwoormoreshapestoaguideasdescribedintheprecedingprocedure.
2.Dragtheguidetoanewlocationandnotethatallalignedshapesmovewiththeguide.
Todeleteaguide1.Clicktoselecttheguide,andthenpresstheDeletekey.
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Resize,reposition,andreorientshapesAfteryou’veplacedshapesontothedrawingpage,youmightneedtomoveorresizesomeofthem.Visioprovidesavarietyoftechniquesfordoingso.Youcanaltershapesbyusingyourmouseorkeyboard,oracombinationofthetwo.YoucanalsousetheSize&Positionwindow.
Tip
TheshapesshowninthefiguresinthistopicarefromtheBasicFlowchartShapesstencilthatopenswhenyouusetheBasicFlowcharttemplatelocatedintheFlowcharttemplategroup.
UsecontrolhandlesWhenyouselectashape,asetofwhitesquaresappear.Thesesquaresarereferredtoasselectionhandles,resizehandles,orjusthandles.PicturedonshapesAandBinFigure2-14,thehandlesallowyoutoalterashapeinthefollowingways:
Figure2-14Comparisonofshapeswithlockedattributesandunlockedattributes
Draggingthesquarehandlesinthecenterofeachedgealtersthewidthorheightoftheshape.
Draggingthesquarehandlesonthecornersadjuststhewidthandheightproportionally.
Occasionally,youmightnoticethatyouareunabletodragoneormorehandlesonashape.Thisisusuallyanindicationthattheshapedesignerhaslockedoneormoreattributesoftheshape.ShapeB,ontherightsideofFigure2-14,displaysdiagonalslashesthroughthetopandbottomhandles,indicatingthattheheightoftheshapeislocked.Note,too,thatthereareslashesthroughthecornerhandles:ifyoucan’tadjusttheheight,youcan’tchangebothdimensionsatthesametimebyusingacornerhandle.
Tip
PreviousversionsofVisiodisplayedlockedhandleswithadifferentcolorthanunlockedhandles.InVisio2016,thedistinctionismoresubtleandreliesonthediagonallinesdescribedinconjunctionwithFigure2-14.
Inadditiontothesideandcornerhandles,acirculararrowappearsatthetopcenterofmostselectedshapes.ThisistherotationhandleanditisvisibleaboveshapeBontherightsideofFigure2-14.(ShapeAdoesnotdisplayarotationhandleontheleftsideofFigure2-14becauserotationhasbeenlockedforthatshape.)Clickinganddraggingthe
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rotationhandlerotatestheshapearounditspinposition.
Tip
Youcancontroltheprecisionofshaperotationbymovingthepointerfartherfrom,orcloserto,therotationhandle.Forexample,ifthepointerisneartherotationhandle,theshapewillrotatein15-degreeincrements.Ifyoumovethepointerout,theshapewillrotateinincreasinglysmallerincrementsuntilyouarerotatingitfractionsofadegreeatatime.Asyourotateashape,youcanviewtheincrementalchangeinrotationangleintheSize&Positionwindow.
SeeAlso
ForinformationabouthowtoviewtheangleofashapeintheSize&Positionwindow,see“UsetheSize&Positionwindow”laterinthischapter.
Inadditiontoresizeandrotationhandles,youmightencounterayellowcontrolhandleonsomeVisioshapes.Controlhandlesallowshapedesignerstogivetheusercontrolofvariousshapeproperties.Youwillfindcontrolhandlesthatadjustthelocationofinteriororexteriorlines,thepositionoftextontheshape,thesizeoftheshape,oranynumberofothershapeattributes.Asanexample,youcanusethecontrolhandleonshapeDinFigure2-15tomovetheinteriorverticallineswithintheshape,asshownintheleftandrightviewsofshapeD.
Figure2-15Acontrolhandlethatadjustsinteriorlinepositioninashape
Tip
YellowcontrolhandlesappearonavarietyoftheshapesinVisiostencils.Wheneveryouselectashapeandnoticeayellowhandle,it’sworthexperimentingwithittolearnhowyoucanuseittoaltertheshape’sappearance.Ifyoumakeachangethatyoudon’tlike,simplypressCtrl+Ztoundothemodification.
Toadjustshapeheightandwidth1.Selectashape,andthendraganyofthesideorcornerhandlestoresizetheshape.
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Tip
Asyoudragaresizehandletoadjustshapewidthorheight,lookforadashedlineonthecorrespondingruleratthesideofthedrawingwindow.Thedashedlineidentifiesthelocationoftheedgeoftheshape.
Torotateashape1.Selectashape,andthendragtherotationhandle.
2.Movethepointercloserto,andthenfartherawayfrom,theshapeasyoudragacrossthescreentoobservethedifferencesinrotationincrement.
UsetheSize&PositionwindowTheSize&PositionwindowservestwopurposesinVisio:youcanuseittoviewthevaluesofsixshapeattributes—Xcoordinate,Ycoordinate,width,height,angle,andpinposition—foratwo-dimensionalshape,andyoucanuseittochangethosesamesixvalues.
Forexample,iftheSize&Positionwindowshowsthatashapeis2incheswide,liketheshapeontheleftinFigure2-16,andyouenter3.5intheWidthcell,theshapewidthwillchangeimmediately.Similarly,iftheYpositionofashapeonapageis50mmandyouenter125intheYcell,theshapewillmoveupthepagetothenewposition.
Figure2-16TheSize&Positionwindowshowsvaluesforselectedshapes
One-dimensionalVisioshapesdisplaypropertiesthatareappropriateforaline,includingthebeginningandendingcoordinatesandthelength,intheSize&Positionwindow,asshownontherightinFigure2-16.
IfyouenteravalueintoacellintheSize&Positionwindowanddonotincludeunits,Visiowilldefaulttousingwhateverunitsweredisplayedforthatcellbeforeyoumadethechange.However,youcanspecifyunitswhenyouentervalues.Forexample,iftheYvalueis60mmandyouentereither12cmor12centimeters,Visiowillconvertandapplythevalue;inthiscasetheresultwilldisplayas120mm.
Visiowillevenconvertacrossmeasurementsystems.Continuingtheexampleinthepreviousparagraph,ifyouentereither3inor3inches,Visiowillmovetheshapeandthen
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displaytheresultas76.2mm.
ThepurposeofthefirstfiverowsintheSize&Positionwindowfortwo-dimensionalshapesisreasonablyobvious,butthesixthrowrequiresadditionalexplanation.PinPos,shortforpinposition,isthecenterofrotationforashape.ThedefaultPinPosformostshapesisCenter-Center,asshownfortheshapeinFigure2-16,whichmeansthattheshapewillrotatearounditscenter.
Tip
Toenvisionthepurposeofthepinposition,imaginethatashapeisapieceofpaperyou’vestuckonyourwallwithapin.Ifyourotatethepieceofpaper,itwillrotatearoundthepin.
YoucanchangethePinPostorotatetheshapearoundadifferentpoint.InFigure2-17,shapeEisbeingrotatedarounditslower-leftcorner.
Figure2-17Ashapebeingrotatedarounditslower-leftcorner
Tip
WhenyouchangethePinPosforashape,thelocationoftheshapeonthepagewillchange.ThisisbecausetheXandYcoordinatesoftheshapeactuallyspecifythelocationofthepinandnotthecoordinatesofthecenteroftheshape.Becauseyouhavemovedthepinwithintheshape,thelocationoftheshapeonthepagewillchange.
Youcanalsoviewthreeattributesofatwo-dimensionalshape,ortwoattributesofaline,withoutopeningtheSize&Positionwindow.VisiodisplayseithertwoorthreeattributesofaselectedshapeonthestatusbaratthebottomoftheVisiowindow,asshowninFigure2-18.Theimageonthebottomisforatwo-dimensionalshape;theoneonthetopisforaline.
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Figure2-18Statusbardisplayofshapepropertiesforatwo-dimensionalshapeonthebottomandalineonthetop
Tip
ClickingtheLength,Width,Height,orAnglebuttonsontheVisiostatusbaropenstheSize&Positionwindow.
ToopentheSize&Positionwindow1.Doeitherofthefollowing:
•OntheViewtab,intheShowgroup,clickTaskPanes,andthenclickSize&Position.
•Withashapeselected,clickeithertheLength,Width,Height,orAnglebuttononthestatusbaratthebottomoftheVisiowindow.
Toviewchangestoshapeattributes1.Selectashape.
2.OpentheSize&Positionwindow(optional).
3.Dragtheshapetoanewlocationonthepage.
Or
Usetheresizehandlestochangetheshape’swidthorheight.
Or
Usetherotationhandletorotatetheshape.
4.Whilemakinganyofthechangesintheprecedingstep,notethenewvaluesthataredisplayedontheVisiostatusbarorintheSize&Positionwindow.
ToadjustshapepropertiesbyusingtheSize&Positionwindow1.Selectashape,andthenopentheSize&Positionwindow.
2.Enteranewvalueforanyshapeattributeandnotethechangeintheshape.
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ConnectshapesbyusinglinesVisioshapesareeitherone-dimensional(1-D)ortwo-dimensional(2-D).1-Dshapesactlikelineswithendpointsthatcanbeattachedtoothershapes.2-Dshapesbehavelikepolygonswithedgesandaninterior.However,appearancescanbedeceiving,becausesomeshapesthatappeartobetwo-dimensionalmightactuallybe1-DshapesinVisio;there’sanexampleinthetopictitled,“Addequipmenttorackdiagrams”inChapter7,“Createnetworkanddatacenterdiagrams.”Thereversecanalsobetrue.
Thistopicdescribesacategoryof1-Dshapesreferredtoaslines.Thetopic“Connectshapesbyusingdynamicconnectors”laterinthischapterdescribesaspecialtypeof1-Dshapeknownasadynamicconnector.
OnewaytocreatealineinVisioistousetheLinetool.TheLinetoolisoneofsixtoolsavailablefromthedrawingtoolsbutton,whichisimmediatelytotherightofthePointerToolintheToolsgroupontheHometab.OntheleftsideofFigure2-19,thepointerisontopofthedrawingtoolsbutton,andtheScreenTipdescribestheactivedrawingtool.
Figure2-19TheRectangleandLinetoolsontheHometab
IfyouwanttousetheLinetoolbutitisn’tvisible,clickthearrownexttowhichevertoolisdisplayedonthebutton,andthenselectthetoolyouwant.TheresultofselectingtheLinetoolappearsontherightsideofFigure2-19.
Tip
Youcanalsoaccessthedrawingtoolsontheminitoolbar,asshowninFigure2-4.WhenyouselecttheLinetoolbyusingthistechnique,assoonasyou’vedrawnoneline,thepointerrevertstothePointerTool.
WhentheLinetoolisactive,thecursorchangestoaplussignwithadiagonallinetoitslowerright,asshownintheleftgraphicinFigure2-20.Inthatsamegraphicontheleft,therearemultipledarkgraysquares,knownasconnectionpoints.ConnectionpointsonashapearenormallyinvisibleinVisio2016,buttheyappearwheneveryoumovetheLinetoolneartheshape.
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Figure2-20TheLinetoolinteractingwithnearbyshapes
Important
Notallshapescontainconnectionpoints.Ifyoudon’tseegraysquaresanywhereonashapewhenyouapproachitwiththeLinetool,theshapemightnotincludeanyconnectionpoints.
Thereisoneotherpossibility:theshapemightcontainconnectionpoints,buttheglobaloptionsettingtoviewconnectionpointsmightbeturnedoff.Toverifywhetherconnectionpointviewingisonoroff,examinetheConnectionPointscheckboxintheVisualAidsgroupontheViewtab.
WhenyoumovetheLinetoolcloseenoughtoaspecificconnectionpoint,agreensquaresurroundstheconnectionpoint,asshowninthegraphicontherightinFigure2-20.Clickingtheconnectionpointgluesthelinetotheshape.
TheimageontheleftinFigure2-21showsalinethathasbeengluedatbothendsandthatthelineisstillselected.Noticethattheleftendoftheline,whichwasthefirsttobeglued,displaysagreencircle.Theoriginatingendofalineisoftenreferredtoasthe“from”end.Thedestinationendoftheline,alsoknownasthe“to”end,displaysawhitecirclewithagreendotinthecenter.
Figure2-21Shapesconnectedbyalineandalinethatisnotgluedtoanyshapes
IntheimageontherightinFigure2-21,alineabovetherectanglehasnotbeengluedtoanyshapes.Thislinedisplaysawhitesquareonthe“from”endandagraysquareonthe“to”end.
ThecolordistinctionbetweenthegluedandungluedlineendsinFigure2-21isanimportantoneinVisio.AlthoughthedifferenceisquiteobviousinFigure2-21becauseyoucanseeexactlywhatisconnectedwhere,theparagraphsthatfollowincludeanexampleinwhichthecolorofthelineendisveryhelpfulindeterminingconnectedness.
Ifyouattempttoglueoneendofalinetoshapethatdoesn’tcontainconnectionpoints,youwillbeabletodroptheendofthelineinsideorontheedgeoftheshape;however,itwillnotbeglued.TheleftsideofFigure2-22isanexampleofthissituation;notethatthe“from”endofthelineisgluedtothecenteroftheoctagon,butyoucantellfromthegraysquarethatthe“to”endisungluedeventhoughitissittingontheedgeofthelong
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rectangle.
Figure2-22Alinedrawnfromanoctagontoarectanglebutnotgluedtothelattershape
Youcanprovetoyourselfthatthelineisnotgluedsimplybyrelocatingtherectangle.OntherightsideofFigure2-22,therectanglehasbeenshiftedtotherightandthelineisnolongerconnected.
Fourdifferenttoolsareavailablefordrawinglines:
LinetoolDrawsstraightlines
ArctoolDrawsarcs
FreeformtoolDrawslinesthathaveasmanybendsasyouwant
PenciltoolDrawscurvedandstraightlines,butcanalsobeusedtodeformorreshapeexisting1-Dand2-Dshapes
Figure2-23includesanarcbetweentherectangleandthecircle,andafreeformlinefromthecenterofthecircletotheedgeofthesquare.
Figure2-23Anarcandafreeformline
Tip
BluecirclesareatthekeypointsofcurvaturealongthefreeformlineinFigure2-23.Thesecirclesareactuallyhandlesthatyoucandragtoreshapetheline.
Thebluecirclesareonlyvisibleifyouselecttheshapewithoneofthelinetools(Line,Freeform,Arc,orPencil).IfyouselectitwiththePointerToolortheRectangleorEllipsetool,onlytheendpointswillbevisible.
Animportantfeatureofallfourlinetypesisthattheyretaintheirformwhenyoumovethe
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shapestowhichtheyareglued.Ifalinebeginsasastraightline,itwillalwaysbeastraightline;ifitstartsasasquigglyline,itwillalwayslookthatway.Thisbehaviorisinmarkedcontrasttothedynamicconnectorthatisdescribedinthetopicthatfollows.
TousetheLine,Arc,Freeform,orPenciltool1.OntheHometab,intheToolsgroup,clickthedrawingtoolsbutton,andthenselectthetoolyouwant.
Or
Right-clickthedrawingpage,clicktheDrawingToolsbuttonintheupper-leftcorneroftheminitoolbar,andthenselectthetoolyouwant.
2.Dragtocreatealine.
Togluealinetoashape1.Selectthelinetoolyouwant.
2.Movethepointernearashapeuntiltheconnectionpointsappear.
3.Clickaconnectionpoint,andthendragtheotherendofthelineontoaconnectionpointonthesameoranothershape.
ToreturntothePointerToolafterselectingoneofthelinetoolsfromtheHometab
1.Doeitherofthefollowing:
•IntheToolsgroup,clickthePointerToolbutton.
•PressCtrl+1.
Create2-Dshapesbyusingthelinetools
Thevariouslinedrawingtoolsarenotlimitedtocreating1-Dshapes.Youcancreatea2-Dshapesimplybyfinishingwhereyoustart;thatis,eitherdrawasetofconnectedsegmentsordrawacontinuouslinethatendswhereitbegins.Theamoeba-likeshapeinFigure2-24wascreatedbyusingtheFreeformtool.
Figure2-242-DshapedrawnbyusingtheFreeformtool
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ConnectshapesbyusingdynamicconnectorsThe1-Dshapesdescribedintheprecedingtopiccancontainbends,curves,orcorners,butonlyifyouplacethemthereoryouuseatoolspecificallydesignedforthatpurpose.Adynamicconnector,alsoreferredtosimplyasaconnector,isa1-DshapetowhichVisioautomaticallyaddsandremovescornersorbendsbasedontherelativepositionsoftheshapestowhichit’sglued.
Asaresult,dynamicconnectorsareanessentialcomponentofmanyconnecteddiagrams—flowcharts,organizationcharts,andnetworkdiagrams,forexample—becauseyoucanusethemtoconcentrateonpositioningthe2-DshapeswhileVisiotakescareoforganizingthe1-Dshapes.Therewill,ofcourse,besituationsinwhichyouwillneedtooverridethechoicesmadebyVisio,orevenchangethesettingsthatcontrolVisiochoices.Muchofthetime,however,lettingVisiopositionandroutedynamicconnectorsworksjustfine.
Youcanelecttouseadynamicconnectorinseveralways,justaswastrueforthevariouslinetools:
ClicktheConnectortoolintheToolsgroupontheHometab.Whenyouusethistechnique,theConnectortoolremainsactiveuntilyouselectadifferenttool.
Right-clickthedrawingpageorashape,andthenclicktheAddOneConnectorToThePagebutton.Justasthenamesuggests,usingtheminitoolbartechniquedrawsexactlyoneconnector,andthenthepointerrevertstothePointerTool.
UsetheAutoConnectfeaturethatisdescribedinthetopic“UseAutoConnectandQuickShapes”laterinthischapter.
ConnecttoshapesthatcontainconnectionpointsWhentheConnectortoolisactive,thepointerchangestoablackarrow;beneathitisanarrowthathastworight-anglebends.BothpartsofFigure2-25includeanactiveConnectortool.
Figure2-25TheConnectortoolinteractingwithnearbyshapes
Aswastruewiththelinetoolsdescribedintheprecedingtopic,whenyoumovetheConnectortoolcloseenoughtoaspecificconnectionpoint,agreensquaresurroundstheconnectionpoint.SeetherightsideofFigure2-25foranexample.
Clickingaconnectionpointgluesthelinetotheconnectionpoint.Whenyouthendragtoadifferentconnectionpointandreleasethemousebutton,youcreatestaticgluebetweenthetwoconnectionpoints.Regardlesswhereyoumovethegluedshapes,theconnectorwillalwaysbeattachedatthesametwopoints.
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Tip
Visiousesthesamecirclesymbolstoidentifyglueddynamicconnectorsthatwereusedtoidentifygluedlines.
InthegraphicontheleftinFigure2-26,noticethatthe“to”endoftheconnectorincludesanarrowhead.Althoughthearrowheadislargelyobscuredbythegreenhandleinthisimage,whenthedynamicconnectorisdeselected,asitisintherightsideofFigure2-26,thearrowheadisvisible.Althoughyoucanaddarrowheadsandothertypesoflineendstoany1-Dshape,dynamicconnectorstypicallyincludethembydefault.
Figure2-26Shapeslinkedwithaconnectorandaconnectorthatisnotgluedtoanyshapes
Tip
Arrowheadsarejustonetypeofformatthatcanbeappliedtoeitheralineoraconnector.Lineformattingisdescribedin“Applycolorsandpatterns”inChapter6,“Addstyle,color,andthemes.”
IntheimageontherightinFigure2-26isaconnectorabovetherectanglethathasnotbeengluedtoanyshapes.Thisconnectordisplaysawhitesquareonthe“from”endandagraysquareonthe“to”end.Evenifyoutrytodrawtheconnectorasastraightline,noticethatitappearstohaveamindofitsown.Thiswillturnouttobeoneofthemostusefulcharacteristicsofadynamicconnector,asyouwilldiscoverintheremainderofthistopic.
TousetheConnectortool1.OntheHometab,intheToolsgroup,clicktheConnectortooltoselectapersistenttool.
Or
Right-clickthedrawingpage,andthenclicktheAddOneConnectortothePagebuttoninthelower-leftcorneroftheminitoolbartoselectaone-time-useConnectortool.
2.Dragtocreateadynamicconnector.
Toglueadynamicconnectortoaconnectionpoint(staticglue)1.SelectthepersistentConnectortool.
Or
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Selecttheone-time-useConnectortool.
2.Clickaconnectionpoint,andthendragtoanotherconnectionpoint.
ConnecttoshapesthatdonotcontainconnectionpointsWhenyoudraganunglueddynamicconnectorendtowardashapethatdoesnotcontainconnectionpoints,thereactionisverydifferentfromdraggingalineendtothesameshape.
OntheleftsideofFigure2-27,the“from”endofaconnectorisgluedtoaconnectionpointinthecenteroftheoctagon.Whenyoudragtheotherendoftheconnectortowardthewiderectangle,whichdoesnotcontainanyconnectionpoints,theborderoftheshapelightsupinbrightgreen.
Figure2-27Interactionbetweenadynamicconnectorandashapewithoutconnectionpoints
Notethelocationofthepointer(markedbyaplussign)insidethewiderectangleontheleftsideofFigure2-27;youwillnoticeintheimageontherightthatthe“to”endofthearrowhasbeenattachedatadifferentlocation.Infact,Visiohasestablisheddynamicgluetotherectangleandithaschosenacontactpointthatisdirectlybelowthecenteroftheoctagon.
Tip
It’simportanttonotethatshapeswithconnectionpointsreactinthesamewaytoanapproachingdynamicconnectorasshapeswithoutconnectionpoints.Consequently,youhavetwochoicesforattachingaconnectortoashapewithconnectionpoints.Youcancreatestaticgluetoaspecificconnectionpoint,oryoucanestablishdynamicgluetotheshapeasawholesimplybypointingtoapartoftheshapewithoutconnectionpointsbeforereleasingthemousebutton.
Toseetherealpowerofthedynamicconnector,moveashapeatoneendandwatchhowVisioaddsandremovescornersorbends.
It’salsoimportanttoappreciatethedifferenceinbehaviorbetweenthereactionsofadynamicconnectorthatisstaticallygluedversusonethatisdynamicallyglued.
Figure2-28illustrateshowVisioadjustsadynamicallygluedconnectortoaccommodate
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changesinthepositionofoneorbothshapesatitsends.
Figure2-28Differingattachmentpointsofaconnectorthathasbeenglueddynamicallyonthe“to”end
Ontheleftsideofthefigure,therectangleismovedtotherightfromitspositioninFigure2-27andtheconnectornowtouchestherectangleatadifferentplace.
OntherightsideofFigure2-28,therectangleismovedtoapositionabovetheoctagon,andtheconnectorisnowattachedatthebottomoftherectangle.
Throughbothofthesechanges,theconnectorremainsinthecenteroftheoctagonbecauseitisstaticallygluedthere.
Figure2-29demonstratesacaseinwhichbothendsofaconnectorusestaticglue.Regardlessoftherelativepositionoftherectangleandcircle,theconnectoralwaysexitstherectangleatthemiddleoftherightedgeanditentersthecircleatthemiddleoftheleftside.
Figure2-29Staticallygluedconnectorsremainattachedatfixedpoints
Toglueadynamicconnectortoashape(dynamicglue)1.SelectthepersistentConnectortool.
Or
Selecttheone-time-useConnectortool.
2.Clickanypartofashapewherethereisnotaconnectionpoint,andthendragtoanypartofanothershapewherethereisnotaconnectionpoint.
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ChangeconnectorstyleandsegmentationBydefault,dynamicconnectorsuseright-anglebends,asshowninFigure2-29.Youcanchangetheappearanceofadynamicconnectorbyright-clickingitandselectingoneoftheupperthreeoptionsshowninFigure2-30.
Figure2-30Lowerportionoftheshortcutmenuthatappearsafterright-clickingadynamicconnector
Asyoumoveshapesthatarelinkedbydynamicconnectors,Visioadjuststheconnectorsegments.Inaddition,youcanmanuallyadjustindividualconnectorsegmentsbydraggingthebluecontrolhandlesthatappearateachbendandinthemiddleofeachsegmentwhenyouselectaconnector.TheadjustmenthandlesarevisibleinseveralpreviousfiguresbutareespeciallyapparentinFigure2-31.
Figure2-31Adjustmenthandlesappearatintervalsalongaselecteddynamicconnector
Asyoumoveshapesthatarelinkedbydynamicconnectors,Visioadjuststheconnectorsegments.Inaddition,youcanmanuallyadjustindividualconnectorsegmentsbydraggingthebluecontrolhandlesthatappearateachbendandinthemiddleofeachsegmentwhenyouselectaconnector.TheadjustmenthandlesarevisibleinseveralpreviousfiguresbutareespeciallyapparentinFigure2-31.
Ifatanypointadynamicconnectorhastoomanybendsorbecomestooconvoluted,youcanright-clickitandthenclickResetConnector(seeFigure2-30).Visioredrawstheconnectorbyusingtheminimumnumberofbendsandsegmentstofitintherequiredspace.
Asafinalillustrationofthedifferenceinbehaviorbetweenadynamicconnectorandaline,Figure2-32revisitstheshapesfromFigure2-21.
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Figure2-32Fixedconnectionpointsasaresultofstaticglue
IncontrasttothedynamicconnectorbehaviorinFigure2-29,therectangleandcircleinFigure2-32arelinkedwithstaticglueonbothendsofaline.Regardlessoftheshapes’positionsrelativetoeachother,thelineremainsgluedatthesamepoints.
Tocreatebendsinadynamicconnector1.Selectashapeatoneendofadynamicconnector.
2.Dragtheshapetoanewlocationonthepage.
Tomovesegmentsofadynamicconnector1.Selectadynamicconnectorthatcontainsatleastonebend.
2.Dragoneoftheblueadjustmenthandlesonthedynamicconnector.
Tochangethestyleofadynamicconnector1.Selectadynamicconnectorthatcontainsatleastonebend.
2.Right-clicktheconnectorandselectRight-AngleConnector,StraightConnector,orCurvedConnector.
Torestoreadynamicconnectortoitssimplestform1.Right-clickthedynamicconnector,andthenclickResetConnector.
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Identifying1-Dshapesandtypesofglue
Intheprecedingtopics,youlearnedaboutseveraltypesof1-Dshapesandtwoformsofglue.Thissidebarsummarizesthebehaviorof1-DshapesandidentifiesthevisualcuesVisiousestodifferentiategluedandungluedendpointsof1-Dshapes.
A1-Dshapedrawnwithanyofthelinetools(Line,Freeform,Arc,orPencil)retainsitsoriginalformwhentheshapesattheendsaremoved.
A1-DshapecreatedbyusingtheConnectortooladdsorremovesbendsinthelinetoaccommodateshapemovements.
Alineordynamicconnectorattachedtoaconnectionpointformsstaticglue;the1-Dshaperemainsattachedatthatfixedpointonthe2-Dshapenomatterhowthe2-Dshapeismoved.
Adynamicconnectorattachedtoashapebutnottoaconnectionpointformsdynamicglue;asthe2-Dshapemoves,thepointatwhichthedynamicconnectorattachestotheshapechanges.
A1-Dshapewhoseendpointsarenotgluedappearswithsquarecontrolhandlesthatarewhiteonthe“from”endandgrayonthe“to”end,asshowninFigure2-33.
Figure2-33Unglueddynamicconnector
A1-Dshapewhoseendpointsaregluedappearswithroundcontrolhandles;the“from”endisagreencircleandthe“to”endshowsagreendotinsideawhitecircle,asshowninFigure2-34.
Figure2-34Glueddynamicconnector
Tip
InpreviousversionsofVisio,theendpointsof1-Dshapesthatwereattachedbyusingstaticgluelookeddifferentthanendpointsthatwereattachedbyusingdynamicglue.Visio2016nolongerprovidesavisualdistinctionbetweenthetwo.
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UseAutoConnectandQuickShapesAutoConnectwasintroducedinVisio2007andprovidesafastmeanstolinkshapesbyusingdynamicconnectors.QuickShapeswereintroducedinVisio2010andbuildonAutoConnectsoyoucancreatedrawingsevenmorequickly.
Formanydiagrams,usingtheDynamicGridissufficientforaligningandspacingshapesasyouaddthemtothepage.However,thecombinationofAutoConnectandQuickShapesinVisio2016isanevenbetterchoiceforcertaindiagramtypes.
Tip
TheshapesshowninthefiguresinthistopicarefromtheBasicFlowchartShapesstencilintheBasicFlowcharttemplatelocatedintheFlowcharttemplategroup.
Flowchartsprovideanexcellentexample.IfyoudragasetofflowchartshapesontothepageinaconfigurationliketheoneshowninFigure2-35,youcanuseAutoConnecttoadddynamicconnectorssimplybypointingandclicking.
Figure2-35Thestartofaflowchart,withnodynamicconnectors
AutoConnectarrowsappearasfoursmallbluetriangleswhenyoupointtoanyshapeonthedrawingpage,asshowninFigure2-36.
Figure2-36Threeflowchartshapesthathavethepointerontop,causingAutoConnectarrowstoappear
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Important
IftheAutoConnectarrowsdon’tappearwhenyoupointtoashape,it’sprobablybecauseAutoConnectisturnedoffforthisdrawing.ToactivateAutoConnect,selecttheAutoConnectcheckboxintheVisualAidsgroupontheViewtab.
Thereisalsoanapplication-levelsettingforAutoConnect.Consequently,ifthearrowsstilldon’tappearafterchangingthedocumentsetting,youhaveanotherrecourse.IntheBackstageview,clickOptions.IntheVisioOptionsdialogbox,clickAdvanced,andthenverifythattheEnableAutoConnectcheckboxisselected.
Clickingoneofthearrowsfiresadynamicconnectoracrossthegapandgluestheendsdynamicallytobothshapes.Withjustthreeclicks,thesamplediagramlookslikeFigure2-37.
Figure2-37Partiallycompletedflowchart
It’sclearthatAutoConnectmakesshortworkofaddingdynamicconnectorstoexistingshapes.EachAutoConnectarrowseeksoutaneighboringshapeinthedirectionthatthearrowpoints.
ButwhatifyouwanttolinkashapetoonethatisnotdirectlyinlinewithanyofthefourAutoConnectarrows?ItturnsoutthatAutoConnectalsosolvesthisproblemeasily:simplydraganAutoConnectarrowtoanyothershape.
Forexample,inFigure2-37,youmightwanttolinkthedecisiondiamondwiththeprocessshapeinthelower-rightcorner.Todoso,clicktheAutoConnectarrowontherightsideofthediamond,andthendragitontotheprocessrectangle.
Asyoudrag,thescreenwilllooklikethegraphicontheleftinFigure2-38.Whenyoureleasethemousebuttonontopoftheprocessbox,theshapeswillbeconnected,asshownontheright.
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Figure2-38AnAutoConnectarrowusedtomanuallylinktoashape
Tip
Whenyou’reusingAutoConnectarrows,youmightnoticethattheyseemtoappearmorequicklysometimesthanothers.That’sbecauseVisiowantsthemtobeavailabletoyoubutonlywhenyouwantthem.Ifyou’veusedAutoConnectrecently,thearrowsappearmuchmorequicklywhenyoupauseonashape.However,ifyouhaven’tusedthemrecently,thereisadelaybeforetheyappearsotheydon’tgetinyourway.
Tip
Onoccasion,youmightnoticethatAutoConnectarrowsappearonsomesidesofashapebutnotonallsides.Thisisbecausethearrowsonlyappearonthesidesthatarenotyetconnectedtoanearbyshape.
AsyouuseAutoConnect,you’llnoticethatifyoupointtoanAutoConnectarrowforamomentbeforeclicking,alivepreviewgivesyoualookattheresult,asshowninFigure2-39.Inaddition,aminitoolbarthatcontainsfourshapesappears.AlthoughtheQuickShapesminitoolbarisoflimitedvaluewhenyouareusingAutoConnecttolinkexistingshapes,itisofsignificantvalueforaddingshapestothepage,asyouwilldiscoverintheremainderofthistopic.
Figure2-39AlivepreviewandtheQuickShapesminitoolbar
Figure2-40containsoneshape—astart/endshape—onthedrawingpage.PointingtotheAutoConnectarrowontherightofthestart/endshaperevealstheQuickShapesminitoolbar.IfyouleavethepointerovertheAutoConnectarrow,alivepreviewshowsapreviewoftheshapethatiscurrentlyselectedinthestencil.
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Figure2-40AselectedmasterinthestencilandtheQuickShapesminitoolbaronthedrawingpage
Ifyouwanttoaddanotherstart/endshapetothecurrentdrawing,asingleclickwillaccomplishthatandthenewshapewillbeautomaticallyspacedatthedefaultintervalforthispage.
However,ifyouwanttoaddadifferentshape,QuickShapesprovideaninstantsolution.EveryopenstencilinVisio2016includesaQuickShapessectionatthetopofthestencilwindowpane,andmoststencilsincludepreselectedQuickShapes.IfyoulookcloselyattheBasicFlowchartShapesintheShapeswindow,you’llnoticeafinegraylinebetweentheDocument/DatashapesandtheDatabase/ExternalDatashapes.
TheshapesthatappearintheminitoolbararethefirstfourshapesintheQuickShapessection.IfyouwantdifferentshapestoappearontheQuickShapesminitoolbar,simplydragthemtobeamongthefirstfourshapesintheQuickShapessectionofthestencil.
Tip
YoucanchangetheorderofappearanceofmastersineithertheQuickShapessectionorinthemainpartofastencilmerelybydraggingamastertoanewlocation.
PointtoanyoftheshapesintheQuickShapesminitoolbarandnoticethatthelivepreviewchangestoreflectthatshape,asillustratedinFigure2-41.
Figure2-41QuickShapeswithalivepreview
Startingwithasingleshapeonthepage,asshowninFigure2-40,threeclicksontheQuickShapesminitoolbarwillbuildthediagramshowninFigure2-42.
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Figure2-42DiagramcompletedwithQuickShapes
Tip
Whenyou“shoot”shapesontothedrawingpagebyusingAutoConnectbyitselforinconjunctionwithQuickShapes,newshapesarepositionedbyusingthedefaultspacingintervalforthepage.Forinformationaboutchangingthedefaultspacingintervals,seeFigure2-4.
SeeAlso
Formoreinformationaboutcreatingflowcharts,seethe“VisioBlog,”writtenbytheVisioproductteamatMicrosoft,whichcontainstwopoststhatwerewrittenforVisio2010butstillapplytoVisio2016:blogs.msdn.com/b/visio/archive/2009/09/22/autoconnect-in-visio-2010.aspxandblogs.msdn.com/b/visio/archive/2010/12/08/flowcharts-in-under-a-minute.aspx.
Tip
AutoConnectandQuickShapesarefabuloustools—whenyouwantthem.Therearetimes,however,whentheygetintheway.RememberthatyoucanturnAutoConnectoffbyclearingtheAutoConnectcheckboxintheVisualAidsgroupontheViewtab.
TouseAutoConnecttolinkadjacentshapes1.Withtwoshapespositionedside-by-sideonthedrawingpagebutnotconnectedtoeachother,pointtooneoftheshapesuntiltheAutoConnectarrowsappear.
2.ClicktheAutoConnectarrowthatpointstothesecondshape.
TouseAutoConnecttolinknon-adjacentshapes1.Withtwoshapespositionedanywhereonthedrawingpagebutnotconnectedtoeachother,pointtooneoftheshapesuntiltheAutoConnectarrowsappear.
2.DragoneoftheAutoConnectarrowsontopoftheothershape.
TouseAutoConnecttoaddashapefromthestenciltothepage.
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1.Inthestencil,selectthenextshapeyouwant.
2.ClickoneoftheAutoConnectarrowsonanyshapethatisalreadyonthedrawingpage.
TouseAutoConnectandQuickShapestoaddashapetothepage1.PointtoashapeonthepageuntiltheAutoConnectarrowsappear.
2.PointtooneoftheAutoConnectarrowsuntiltheQuickShapesminitoolbarappears.
3.Clickanyshapeontheminitoolbartoaddthatshapetothepage.
TochangewhichmastersappearontheQuickShapesminitoolbar1.Openastencilthatcontainsmorethanfourmasters.
2.DraganymastersoitisoneofthetopfourshapesabovetheQuickShapeslineatthetopofthestencil.
3.VerifythattheQuickShapesminitoolbarincludesyourmaster.
UseAutoAddandAutoDeleteVisio2016offerseasywaystoforyoutoaddanddeleteshapesinaconnecteddrawingandthenhaveVisioperformtheworkofrearrangingthediagramtoaccommodatetheneworremovedshapes.
WhenyouaddashapebyusingAutoAdd,Visiorearrangestheexistingdrawingtomakethenewshapefit.Sometimesthechangesitmakesareminor;othertimestheyaremoresignificant.
Whenyoudeleteashapethatislinkedtoanothershapewithadynamicconnector,AutoDeleteautomaticallyremovesthenowsuperfluousconnector.Inaddition,ifyoudeleteashapethatisbetweentwoothershapes,Visiowilldeleteonedynamicconnectorandreconnecttheremainingonetobothsurvivingshapes.
Tip
TheshapesshowninthefiguresinthistopicarefromtheBasicFlowchartShapesstencilthatopenswhenyouusetheBasicFlowcharttemplatelocatedintheFlowcharttemplategroup.
UseAutoAddTotakeadvantageofAutoAdd,yousimplydropashapeontoanexistingdynamicconnector.Whenyoumovethenewshapeintopositionoveradynamicconnectorpriortodroppingit,VisionotifiesyouthatAutoAddisactivebyaddingsolidgreensquaresatbothendsoftheconnector,asshowninbothpartsofFigure2-43.
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Figure2-43VisualfeedbackalertsyoutoAutoAdd
Figure2-44showsasamplediagramthatwillbemodifiedbyAutoAddandAutoDeleteinthefollowingparagraphs.Notethepositionoftheunconnectedshapeintheupper-rightcorner.
Figure2-44Flowchartsamplediagram
Figure2-45showstheresultofdroppingasubprocessshapeontheconnectorbelowthedecisiondiamond.
Figure2-45AutoAddmovesashapedownthepage
Figure2-46showsamoresubstantialrearrangementafterdroppingasubprocessshapeontheconnectorbetweenthestart/endshapeandtheadjacentprocessshape.Inordertomaintainthepositionoftheunconnectedprocessshapeintheupper-rightcorner,Visiomovedmultipleshapesdownandtotheright.
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Figure2-46AutoAddmovesshapesdownandtotheright
TouseAutoAdd1.Connecttwoshapesbyusingadynamicconnector.
2.Dragashapefromastencilontothedynamicconnector.
UseAutoDeleteYoucanuseAutoDeletesimplybydeletingaconnectedshape.Forexample,ifyoudeletethebottomprocessshapeinFigure2-46,Visioalsodeletesthedynamicconnectorthatwasbetweentheshapes,producingtheresultinFigure2-47.
Figure2-47AutoDeletehasremovedadynamicconnector
Ifyouthendeletethesubprocessshapeintheupper-leftcornerofFigure2-47,Visio“heals”thenowbrokenlinks,asshowninFigure2-48.
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Figure2-48AutoDeletehashealedabrokenpairofconnectors
Tip
Ifyoudon’tliketheresultsofanAutoAddorAutoDeleteoperation,asingleUndocommandwillresetallchangesmadebytheshapeadditionordeletion.
TouseAutoDelete1.DeleteashapethatislinkedtotwoothershapesandnotethatVisiocombinestheconnectorsthatareleftbehindintoasingleconnector.
SkillsreviewInthischapter,youlearnedhowto:
PlaceshapesbyusingtheDynamicGrid
Select,copy,paste,andduplicateshapes
Positionshapesbyusingrulersandguides
Resize,reposition,andreorientshapes
Connectshapesbyusinglines
Connectshapesbyusingdynamicconnectors
UseAutoConnectandQuickShapes
UseAutoAddandAutoDelete
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch02folder.Youcansavetheresultsofthetasksinthesamefolder.
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PlaceshapesbyusingtheDynamicGridStartVisio,clicktheGeneraltemplatecategorythumbnail,double-clicktheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Dragseveralshapesfromthestencilontothedrawingpage,andthenusetheDynamicGridtoaligntwoshapeseitherhorizontallyorvertically.
2.Addoneormoreadditionalshapestothepage,andusetheDynamicGridtoalignoneshapewithtwoothershapes,onehorizontallyandonevertically,atthesametime.
3.UsetheDynamicGridtosetseveralshapesatthedefaultspacingintervalforthepage.
4.Changetheinter-spaceshapedefaultsforthecurrentpage,andthenrepositionseveralshapestomatchthenewinterval.
5.Changethewidthsandheightsofseveralshapesonthepagesotheyhavevariousvalues,andthenusetheresizehandlesononeshapetoseehowyoucaneasilymatchthewidthand/ortheheightofothershapesonthepagebyusingtheDynamicGrid.
6.Usethedrawingtoolstoaddadditionalshapestothepage,andthenrepositionandresizethembyusingtheDynamicGrid.
SelectshapesOpentheSelectShapesdiagraminVisio,andthenperformthefollowingtasks:
1.CreateaselectionthatconsistsofshapesAandEbyclickingthem.
2.Clickthedrawingpagetodeselectallshapes.
3.SelectshapesAandDbyusingaboundingbox.
4.UseLassoSelecttocreateaselectionconsistingofshapesA,C,andE.
5.ChangetheselectiontoolbacktoAreaSelect.
6.SelectshapeDbyclickingit.
7.AddshapesAandBtotheselectionbyusingaboundingbox.
8.Deselectallshapes.
9.Selectallshapesatonce.
Copy,paste,andduplicateshapesOntheNewpageinVisio,clicktheGeneraltemplatecategorythumbnail,double-clicktheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Dragacircle,triangle,octagon,andsquarefromthestencilontothedrawingpage.
2.Copythetriangleandoctagon,andthenpastethemtoadifferentpage;noticethatVisioplacestheminthesamerelativepositiononthedestinationpageastheywere
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onthesourcepage.
3.Returntothesourcepage,andthenpastetheshapes.Noticethattheyareoffsetfromtheoriginals.
4.Copythecircleandsquare,andthencreatethreesetsofduplicates.
5.Selecttheoctagon.WhileholdingdowntheCtrlkey,dragtheshapetothelower-rightcornerofthepage,andthenreleasethemousebuttontoduplicateit.
PositionshapesbyusingrulersandguidesOpenthePositionShapesdiagraminVisio,andthenperformthefollowingtasks:
1.DragshapeDupsothemiddleisalignedat3inches.
2.DragshapeCaboveshapeAandusetheDynamicGridtoalignitattheleftendofshapeA.
3.DragaverticalguideontothepageandpositionitsomewhereintherighthalfofshapeA.
4.DragshapeCtotherightandglueitscentertotheguide.
5.AlignthecenterofshapeEwiththecenterofshapeCbygluingitscentertotheguide.
6.DragtheguidetotheleftsothecentersofshapesCandEarealignedwiththeleftedgeofshapeA.
Resize,reposition,andreorientshapesOpentheResizeShapesdiagraminVisio,andthenperformthefollowingtasks:
1.DragtherightedgeofshapeBuntiltheDynamicGridshowsthatitisthesamewidthasshapeA.
2.TrytoincreasetheheightofshapeB.
3.DragoneofthetopcornerhandlesuntilthetopofshapeDislocatedat3inchesaccordingtotheruler.Notethatboththewidthandheightchangeasyoudragthecornerhandle.
4.OpentheSize&Positionwindow.
5.RotateshapeE90degreestotheleft;notethechangingangledisplayedonthestatusbarandintheSize&Positionwindow.
6.WhiledraggingthehandleontherightedgeofshapeAtotheleft,notethatthechangingwidthoftheshapeisdisplayedonthestatusbarandintheSize&Positionwindow.
7.UsetheSize&PositionwindowtorelocateshapeAsothatthepinis2inchesfromtheleftand5inchesfromthebottomofthepage.
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ConnectshapesbyusinglinesOpentheUseLinesdiagraminVisio,andthenperformthefollowingtasks:
1.UsetheLinetooltodrawalinefromtherightedgeoftheupperrectangletotheleftedgeoftheadjacentcircle.
2.ReverttothePointerTool.
3.Dragthecircleupwardandnotethatthelineremainsconnectedandisalwaysastraightline.
4.SelecttheLinetoolfromtheminitoolbar.
5.Drawalinefromthecenteroftheoctagontothecenterofthewiderectangle,notingthatconnectionpointsdonotappearontherectangleasyouapproachitwiththeLinetool.
6.Dragtherectangledownwardandnotethatthelineisnotgluedtotherectangle.
7.SelecttheFreeformtool.
8.Drawafreeformlinefromaconnectionpointonthecircletooneonthesquare.
9.Moveeitherthecircleorthesquareandobservethebehavioroftheline.
ConnectshapesbyusingdynamicconnectorsOpentheUseDynamicConnectorsdiagraminVisio,andthenperformthefollowingtasks:
1.SelecttheConnectortool.
2.Createstaticgluebydrawingadynamicconnectorfromtheconnectionpointontherightedgeoftheupperrectangletotheconnectionpointontheleftedgeoftheadjacentcircle.
3.ReverttothePointerToolbyusingadifferentmethodthanyouusedintheprevioussetoftasks.
4.Dragthecircletovariouslocationsonthepageandnotethechangesintheappearanceoftheconnector.
5.SelecttheConnectortool.
6.Createacombinationofstaticanddynamicgluebydrawingaconnectorfromtheconnectionpointatthecenteroftheoctagontothecenterofthewiderectangle.NotethattheborderoftherectanglelightsupingreenasyouapproachitwiththeConnectortool.
7.Dragtherectangletovariouslocationsonthepageandnotethechangesinappearanceoftheconnector.
8.Selectanydynamicconnector.
9.Dragvariousadjustmenthandlesontheconnectortoadd,rearrange,orremovesegments.
10.ChangethestyleoftheconnectortoCurvedConnector,andthenexperimentwith
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theadjustmenthandles.
11.Restorethedynamicconnectortoitssimplestform.
UseAutoConnectandQuickShapesOpentheUseAutoConnectdiagraminVisio,andthenperformthefollowingtasks:
1.Pointtothestart/endshapeuntiltheAutoConnectarrowsappear.
2.Clicktheright-facingAutoConnectarrowtolinkthestart/endshapetotheadjacentprocessshape.
3.UseAutoConnecttolinktheprocessshapefromstep2tothedecisiondiamond,andthedecisiondiamondtotheprocessshapebelowit.
4.Pointtotheprocessshapetotherightofthedecisiondiamond.
5.Dragtheright-facingAutoConnectarrowanddropitontheprocessshapeinthelower-rightcorner.
6.Addapagetothediagram.
7.Dragastart/endshapeontothedrawingpage.
8.Pointtothestart/endshape,andthentotheright-facingAutoConnectarrowuntiltheQuickShapesminitoolbarappears.
9.ClickanyshapeontheQuickShapesminitoolbartoaddthatshapetothepage.
10.DragtheDatabasemasterupinthestenciluntilitisoneofthefirstfourshapes.
11.PointtoanyAutoConnectarrowonthepagetoseethattheDatabasemasterisincludedontheQuickShapesminitoolbar.
12.Optional:DragtheDatabasemasterbacktoitsoriginalpositionbetweentheDataandExternalDatamasters.
UseAutoAddandAutoDeleteOpentheUseAutoAddAutoDeletediagraminVisio,andthenperformthefollowingtasks:
1.DragaSubprocessmasterfromthestencilanddropitontheverticalconnectorbelowthedecisiondiamondshape.
2.DragaSubprocessmasterfromthestencilanddropitonthehorizontalconnectorbetweenthestart/endshapeandtheadjacentprocessshape.
3.Deletetheprocessshapeatthebottomofthediagram.Notethattheconnectorthatledtoitisalsodeleted.
4.Deletethesubprocessshapeintheupper-leftpartofthediagramandnotethatthetworemainingconnectorsbecomeasingleconnector.
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3.Managetext,shapes,andpages
Inthischapter
Manageshapetext
Createandformattextboxes
AddScreenTipsandcomments
Insertpictures
Replaceshapes
Groupshapes
Understandanduselayers
Managepages
Practicefiles
Nopracticefilesarenecessarytocompletethepracticetasksinthischapter.
Inthefirsttwochapters,youexploredtheVisiouserinterfaceanddiscoveredseveralmethodsforaddingshapestoadrawing.Formanydiagrams,alogicalnextstepistoaddtexttotheshapes.Havingdonethat,youmightneedtochangethewaytextisdisplayedoncertainshapesbymoving,rotating,orenhancingit.Inaddition,manydiagramscallfortext-onlyshapes,comments,orScreenTips.
Inothersituations,youmightdiscoverthatadifferentshapewouldbepreferabletooneonthepage.ReplacingoneshapewithanotheriseasyinVisio2016,unlikeinearlierversionsoftheproduct.Youmightalsofindtimeswhenit’sconvenientornecessarytomakeachangetomultipleshapesatonce—agoodreasontoknowmoreaboutgroupsandlayers.
Finally,it’softenhelpfultodisplaycertaingraphicsorwordsonmultiplepages.Ratherthancopyandpastethesametextboxesandshapestoeverypage,youcancreatebackgroundpagestocontaintherepeatedcontent,andthenassignthosebackgroundpagestoforegroundpagestoachievetheresultyouwant.
Thischapterguidesyouthroughproceduresrelatedtomanagingshapetext,creatingandformattingtextboxes,annotatingshapeswithScreenTipsandcomments,insertingpictures,replacingandgroupingshapes,understandingandusinglayers,andmanagingpages.
ManageshapetextManyVisioshapesservetheirpurposewithoutannotation,butsometimesyouneedtoaddtexttoashapeinordertocompleteadiagram.InVisio,youcanaddtexttoashapesoitbecomespartoftheshape,oryoucancreateatext-onlyshape.Youwillexploretheformerinthistopicanddiscoverthelatterapproachin“Createandformattextboxes,”laterinthischapter.
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AddtexttoshapesMostshapesaredesignedsoyoucanaddtexttotheshapeinanyofthethreewaysthatarelistedintheproceduresattheendofthissection.
Thetextyouaddtoashapeusuallyappearsinthecenter,butitcanappearanywhere,asshowninFigure3-1.ThedifferencesintextlocationareeithertheresultofadecisionmadebyashapedesigneroranactiontakenbyaVisiouser.(Youwilllearnaboutrepositioningthetextonashapeinthesectionthatfollows.)
Figure3-1TextpositionedindifferentwaysonshapescreatedbyusingthedrawingtoolsandonshapesfromVisiostencils
Justasshapedesignerscanchoosewheretopositiontextonashape,theycanalsochoosetopreventtextentryoredits—youmightencounterthesetypesofshapesasyouexploreVisiodiagrams.Unfortunately,ashape’sappearancedoesn’tindicatewhetheritstexthasbeenlocked.Forexample,thesquaresinFigure3-2looksimilarbuthaveoneimportantdifference:thesquareontherightdisplaysanerrormessagewhenyouattempttoaddtext.
Figure3-2Thesquareontheleftacceptstextentry,buttheoneontherightislocked
AlthoughoneofthetopicsinAppendixA,“Lookbehindthecurtain,”discusseshowtounlockthetexteditattribute,youshouldalwaysbecarefulwhenalteringashapeyoudidn’tdesign—theremightbeunintendedconsequences.
Important
Thetechniquesthatfollowworkwithmostshapes.However,becauseshapescanbelockedtopreventtheadditionoftext,youmightencounterafewshapesonwhichtheseprocedureswillnotwork.
Toaddtexttoshapes1.Doanyofthefollowing:
•Clickashape,andthenentertext.
•Double-clickashape,andthenentertext.
•Clickashape,pressF2toentereditmode,andthenentertext.
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Toexittextentrymode1.Doanyofthefollowing:
•Clickanywhereoutsidetheshapebeingedited.
•PresstheEsckey.
•PressF2.
Or
1.EnableuseoftheEnterkeytoterminatetextentrybydoingthefollowing:
a.DisplaytheBackstageview.
b.ClickOptionstoopentheVisioOptionsdialogbox.
c.IntheVisioOptionsdialogbox,clickAdvanced,andthenselectthePressingENTERcommitsshapetextcheckbox.NotethatselectingthisoptionrequiresthatyoupressShift+Entertoentermultilinetextwithinashape.
RepositionandresizeshapetextThetextonaVisioshapeislocatedinaseparateobjectknownasatextblock.VisioprovidesaTextBlocktoolsoyoucanmoveandresizethetextblockindependentlyfromitsparentshape.Inaddition,youcanuseseveralbuttonsontheHometabtorepositiontextwithinatextblock.
TheindependenceofthetextblockisapparentinFigure3-3.IfyouclickthecityshapebyusingthePointerTool,youwillseetheresultshownontheleft—aselectionrectangleappearsaroundthecityicon.However,ifyouclickthecityshapebyusingtheTextBlocktool,youwillseetheresultshownontheright—theselectionrectangle,accompaniedbyalloftheusualcontrolhandles,appearsaroundtheshape’stextblock.
Figure3-3Aselectionrectanglearoundashapeandarounditstextblock
Youcandragatextblock’sresizehandlestochangethesizeoftheblock,oryoucandragtheentiretextblocktoadifferentlocation,asshowninFigure3-4.
Figure3-4Threecityshapeswithtextindifferentlocations
YoucanusethebuttonsintheFontandParagraphgroupsontheHometabtochangejustaboutanycharacteristicofthetextinashape.Mostrelevanttothissectionarethesixtext
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alignmentbuttonsintheParagraphgroupthatyoucanusetosetthetextpositionwithinatextblock.Figure3-5illustratesthreeoftheninepresettextpositionoptionsavailableontheribbon.
Figure3-5Threesquareswithvaryinginternaltextalignment
Tip
Tousethetextalignmentbuttons,youcanselectashapebyusingeitherthePointerToolortheTextBlocktool.
ToactivatetheTextBlocktool1.OntheHometab,intheToolsgroup,clicktheTextBlocktool.
Tomovethetextblockonashape1.SelecttheshapebyusingtheTextBlocktool,andthendragthetextblocktoanewlocation.
Tochangethesizeofthetextblockonashape1.SelecttheshapebyusingtheTextBlocktool,andthendraganyresizehandle.
Tochangetextalignmentwithinthetextblock1.OntheHometab,intheParagraphgroup,clickanyofthetextalignmentbuttons.
Or
1.Right-clickashape.
2.Ontheminitoolbar,clicktheAlignTextbutton,andthenclickoneoftheninealignmentbuttons.
OrientshapetextTheorientationofthetextinaVisioshapecanmatchtheorientationoftheshape,oritcanbequitedifferent.Thedifferenceisbasedonthedesignoftheshapeandtheformulasembeddedwithinit.(ItisalsopossibleforcoderunninginaVisioadd-intoaltertextorientation;however,thatpossibilityisnotconsideredintheexamplesthatfollow.)
Generally,whenyourotateashape,thetextintheshaperotatesalongwithit,whichisprobablywhatyouwouldexpecttohappen.Indeed,thisisthedefaultbehaviorfortextinaVisioshape;Figure3-6showsanexample.
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Figure3-6Aninvertedshapewhosetextisalsoupsidedown
Whenyouselectmorethanoneshapeandrotatetheentireselection,thetextontheselectedshapesmightnotallbehavethesameway.InFigure3-7,thegroupofshapesontheleftshowsuprighttextontheselectedshapes,oneofwhichisadynamicconnectorarrowpointingtotheright.Intheothertwogroups,thetextinthecircleandsquareisrotatedwiththerespectiveshapes,whereastheconnectortextremainsrightsideup.Thisisanexampleofashapethatcontainsformulasthatcauseshapetexttobehavedifferently.
Figure3-7Thetextonadynamicconnectordoesnotrotatewhentheconnectorandadjacentshapesarerotated
Othertextbehaviorsarepossible,too.Forexample,theRightArrowshapeshowninFigure3-8isfromtheBlocksRaisedstencilintheBlockDiagramtemplate.Itstextneitherfollowstheorientationoftheshapenorisalwaysupright.Instead,aformulaintheshapemaintainsthetextatmultiplesof45degrees.
Figure3-8Comparingshaperotationwithtextrotationwhenthelatteriscontrolledbyaformulaintheshape
Inadditiontocontrollingtextanglewithembeddedformulas,youcanalsocontroltheorientationofthetextinashapefromtheVisiouserinterface.ThearrowshowninFigure3-9isthe2-DSinglearrowfromtheBlocksstencilintheBasicShapestemplate.ThetextonthearrowrotateswiththearrowunlessyoutakedirectcontrolbyusingtheTextBlocktoolthatwasintroducedintheprecedingtopic;theresultsofrotatingjustthetextblockareshowninFigure3-9.
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Figure3-9Thetextcanrotatewhiletheshaperemainsfixed
Rememberthatyoucancombineseveraltextblockalterationstoachievetheeffectyouwant.ThetwocomputermonitorsshownontheleftsideofFigure3-10showonepossibility.Thetextontheleftmonitorisinthedefaultposition;thetextontherightmonitorisraisedandrotatedtocreateadifferenteffect.Inthecityicon,thetextisrotatedandstyledtoproduceamoredramaticview.
Figure3-10Textblockscanberepositionedandrotated
Torotateashape1.Dooneofthefollowing:
•Selecttheshape,andthendragtherotationhandle.
•Selecttheshape,opentheSize&Positionwindow,andthenenteranewvalueforAngle.
•OntheHometab,intheArrangegroup,clickthePositionbutton,pointtoRotateShapes,andthenclickoneoftheRotateorFlipmenuitems.
Torotatemultipleshapes1.Selecttwoormoreshapes,andthendooneofthefollowing:
•Dragtherotationhandle.
•ClickthePositionbutton,pointtoRotateShapes,andthenclickoneoftheRotateorFlipmenuitems,
Torotateonlythetextonashapebutnottheshape1.OntheHometab,intheToolsgroup,clicktheTextBlockbutton.
2.Clicktheshapewhosetextyouwanttorotate,andthendragtherotationhandle.
CreateandformattextboxesInadditiontoaddingtexttoshapes,youcancreatetext-onlyshapesbyusingtheTexttool.Whenyoufirstaddatextboxtothepage,itinheritsthedefaultfontandparagraphformattingandothersettings,asshownontheleftinFigure3-11.
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Figure3-11Textboxescanbesimpleorelaborate,dependingonthestyleofyourdiagram
Afterthetextboxisonthepage,however,itisjustanotherVisioshape.Consequently,youcanchangeitstextproperties,butyoucanalsoapplythemes,variants,effects,oranyothershapeformattingattributes.TheimageontherightinFigure3-11showsthesametextboxbutwithdramaticallydifferentstyling.
SeeAlso
Forinformationaboutthemes,variants,andeffects,seeChapter6,“Addstyle,color,andthemes.”
Important
BothnoviceandexperiencedVisiouserswhoneedtoaddalabeltoashapeoftenmakethesamemistake:theycreateatextbox,entertext,andthenpositionthetextboxontopoforneartheshape.
Althoughthisapproachdoesplacetextneartheshape,itdoesnotmakethetextpartoftheshape.Thispresentstwosignificantdisadvantages:movingtheshapedoesnotautomaticallymovethetext,anditisn’tpossibletorunareportthatsummarizesthetextthatisassociatedwitheachshape.Theconsequenceofthelattermaynotbeapparentyet,butwillbecomeclearerinChapter8,“Workwithshapedata.”
Ifyourgoalistoaddatextlabeltoashape,itisalmostalwaysbettertoenterthetextdirectlyintotheshape,asdescribedin“Manageshapetext”earlierinthischapter,ratherthantopositionatextboxnearby.
Tocreateatextbox
Tip
Thefirsttwooptionsinstep1activateapersistentTexttool;youneedtoselectadifferenttool(forexample,thePointerTool)todoanythingotherthancreatemoretextboxes.Thethirdoptionactivatesaone-time-useTexttool.
1.OntheHometab,intheToolsgroup,clicktheTextbutton.
Or
PressCtrl+2.
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Or
Right-clickthedrawingpage,clicktheDrawingToolsbuttonontheminitoolbar,andthenclickeitherHorizontalTextBoxorVerticalTextBox.
2.Dragtocreateatextbox.
AddScreenTipsandcommentsYoucanincludeScreenTipsandcommentsinyourdiagramstoprovidereaderswithsupplemental,on-demandinformation.Althoughtheseservesimilarpurposes,theyhaveverydifferentcharacteristics:
ScreenTipsThesedisplaypop-uptextwhenyoupointtoashape,buttheyareotherwiseinvisible.Infact,thereisnowaytoknowthataScreenTipexistsunlessyoupointtoashapecontainingoneandaScreenTipappears.
Important
ScreenTipsarepartofashape.Consequently,theymovewithashapeandaredeletedwhenyoudeleteashape.
CommentsTheseindicatetheirpresencewithaspecialiconbutrequirethatyouclicktheiconinordertoviewthecommenttext.Eachcommentshowsthenameofthecommentauthorandthedatewhenitwascreated.BeginningwithVisio2013,onecommentshapecancontainthreadedcommentsfrommultipleauthors;individualentriesaredisplayedinchronologicalorder.
Important
Ifyouselectexactlyoneshapeandaddacomment,thecommentwillbeattachedtothatshape.Ifyouselecttwoormoreshapesandthenaddacomment,thecommentwillbeattachedtotheanchorshape.(AnchorshapesareexplainedinChapter6,“Addstyle,color,andthemes.”)Ifyouaddacommentwhennoshapesareselected,thecommentwillbeattachedtothedrawingpage.
Tip
PriortoVisio2013,commentswerealwaysattachedtoapageandnevertoashape.IfyouhaveanolderversionofVisioandmoveashapethathappenstohaveacommentnearit,youwillsuccessfullymovetheshape,butthecommentwillnotmove.Formoreinformationaboutcommenting,seeChapter15,“Collaborateandpublishdiagrams.”
WhendecidingwhethertouseScreenTipsorcomments,considerthefollowing:
UseScreenTipstoprovideusefulbutnoncriticalinformationaboutashape;
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however,understandthatreadersmightnotdiscovertheexistenceofaScreenTip.
Usecommentswhenit’simportantforreaderstoseethatacommentexists,whenyouexpectmultiplepeopletoexchangeideasasthreadedcomments,andwhenit’shelpfultoknowtheauthor,date,andtimeforeachannotation.
Tip
Calloutsprovideathird,andmorevisible,methodforaddingannotationstoshapes.YouwillworkwithcalloutsinChapter13,“Addstructuretoyourdiagrams.”
AnexampleofaScreenTipandacommentisshowninFigure3-12.TheScreenTipappearsacrossthechairshapebecausethepointerispositionedonthechairshape.Acommentballoonabovetheupper-rightcornerofthesofashapeindicatesthepresenceofacomment;thewordCommentsappearsbecausethepointerislocatednearthecommentindicator.
Figure3-12ScreenTipsandcommentsappearindifferentways
Clickingacommentindicatordisplaysthetextofthemostrecentcomments,asshowninFigure3-13.
Figure3-13Inadditiontocommenttext,acommentboxdisplaystheauthor’snameandthetimewhenthecommentwasentered
Tip
YoucandeleteindividualcommentsbyclickingthestylizedletterXlocatedtotherightofthefirstcommentandanyothercommenttowhichyoupoint.
Commentsaddedbyadifferentauthorareclearlymarked,asshowninFigure3-14.When
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ashapecontainsmultiplecomments,youcancollapseindividualcomments,asshownforthefirstcommentinFigure3-14.
Figure3-14Threadedcommentsmakeiteasytofollowaconversation
Tip
Inadditiontoaddingcommentstoshapes,youcanalsoaddcommentstoapage.Ifyoudo,Visioplacesacommentindicatorintheupper-leftcornerofthepage.
Ifyouwouldliketoseeallcommentsinadocumentinoneplace,VisioprovidesaCommentspane,asshowninFigure3-15.Clickingacommentinthepanehighlightstheshapecontainingthecomment.Ifyouclickacommentforashapeonthecurrentpage,Visiowillmovetheshapeintoview(ifitwasn’talready),andthenhighlightthecommentindicatorinblue.Ifyouclickacommentforashapeonadifferentpage,Visiowillswitchtothatpagetomakethecommentedshapevisible.
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Figure3-15AllcommentsinadiagramareaccessibleintheCommentspane
Tip
InVisio2016,commentscanbeenteredbyVisiousersorbypeoplewhodonothaveVisio.Consequently,Visiousersandnon-userscancollaborateonthesamediagram.Thisfeature,whichrequiresMicrosoftSharePointandVisioServices,isdescribedinChapter15,“Collaborateandpublishdiagrams.”
ToaddaScreenTip1.Selectashape,andthenontheInserttab,intheTextgroup,clicktheScreenTipbuttontoopentheShapeScreenTipdialogbox.
2.IntheShapeScreenTipdialogbox,entertext,andthenclickOK.
ToopenorclosetheCommentspane1.OntheReviewtab,intheCommentsgroup,clicktheupperhalfoftheCommentsPanebutton.
Toaddacommenttoashape1.Selectashape,andthenontheReviewtab,intheCommentsgroup,clicktheNewCommentbutton.
Or
Selectashape,andthenintheCommentspane,clicktheNewCommentbutton.
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Or
Right-clickashape,andthenclickAddComment.
2.Entertext,andthenclickoutsidethecommentbox.
Toaddacommenttoapage1.Ensurethatnothingisselected,andthenontheReviewtab,intheCommentsgroup,clicktheNewCommentbutton.
Or
Right-clickablankareaofapage,andthenclickAddComment.
2.Entertext,andthenclickoutsidethecommentbox.
Toreplytoacomment1.IftheCommentpaneisclosed,clickthecommentindicatoronashapeorapage,andthenclickReply.
Or
IftheCommentpaneisopen,locatethecommentyouwant,andthenclickReply.
2.Enteryourreplytext,andthenclickoutsidethecommentbox.
Toshoworhidecommentindicators1.OntheReviewtab,intheCommentsgroup,clicktheCommentsPanearrow(notitsbutton),andthenclickRevealTags.
InsertpicturesInChapter2,“Creatediagrams,”andearlierinthischapter,youexploredtechniquesforcreatingashapebydraggingamasterfromastencilandbycreatingatextbox.Attimes,however,youmightwanttocreateashapebyusinganimage.
Fortunately,Visiomakesthateasytoaccomplish.Youcanimportaphotographoranimageinanycommonfileformatfromacomputer,andyoucansearchforpicturesfromvariousonlinesources.Figure3-16showsavailablesourcesfortheauthor’scomputer.
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Figure3-16Picturescanbeinsertedfrommultipleonlinelocations
Figure3-17combinesaphotograph,acliparticon,andaflagimageretrievedbysearchingtheInternet.
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Figure3-17Youcancombineavarietyofimagetypesinasinglegraphic
Toinsertanimagefromacomputerornetworkdrive1.OntheInserttab,intheIllustrationsgroup,clickthePicturebutton.
2.Browsetothelocationyouwant,selecttheimagefile,andthenclickOpen.
Toinsertanimagefromanonlinesearch1.OntheInserttab,intheIllustrationsgroup,clicktheOnlinePicturesbutton.
2.EntersearchtermsintheBingImageSearchtextbox.
Or
ClickOneDriveoranotherimagesource.
3.Selecttheimageyouwant,andthenclickInsert.
ReplaceshapesSincetheearlydaysofVisio,usershavewantedtobeabletoreplaceashapeonthedrawingpagewithanentirelydifferentshape,andyetretainthekeyattributesoftheoriginalshape.ThatcapabilityfinallyarrivedwithVisio2013andisanimportantfeaturetoknowaboutinVisio2016.
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Figure3-18providesagoodfirstexampletounderstandthepowerofthereplaceshapefeature.ThediagraminFigure3-18wascreatedbyusingtheDirectionalMaptemplate(nottheDirectionalMap3Dtemplate)intheMapsAndFloorPlanstemplatecategory.
Figure3-18ArepresentationofanintersectioninamapdrawnwithVisio
Byusingthereplaceshapefeature,youcandosomethingstraightforwardlikeswapthebarnforastadium,orperformamorecomplexswap,suchasreplacingthefour-wayintersectionwithafull-scale,highwaycloverleaf(bothshowninFigure3-19).Althoughbothchangesrequiredjustasingleclickfromtheuser,thenewintersectioninvolvedmoresophisticatedchangesbehindthescenes.Thecloverleafretainsthecolorofthepreviousintersectionshape,anddespitebeingquiteabitlargerthantheoldintersection,itisstillgluedtoallfourroadsegments.
Figure3-19Visioautomaticallyadjustedthelengthsoftheroadsegmentstofitthenewshape
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Tip
Ifyoureplaceshapesthatcontaindata,text,comments,andothercustomizations,mostarepreservedinthenewshapes.SeeChapter8,“Workwithshapedata,”formoreinformationaboutdatainshapes.
WhenyouclicktheChangeShapebutton,Visiopresentstheshapesinthecurrentlyactivestencil.However,Visioalsoprovidesamenufromwhichyoucanselectshapesfromanyotheropenstencil.Figure3-20showstheLandmarkShapesfromthecurrentlyactivestencil,inadditiontothenamesofadditionalstencils.
Figure3-20Youcanaccessshapesfrommultiplestencilsononemenuwhenyouhavemultiplestencilsopen
Iftheshapeyouwantisnotinoneoftheopenstencils,simplyopenthestencilyouwantbeforeclickingtheChangeShapebutton.Asaresult,youcanreplaceashapeinadrawingwithanyoftensofthousandsofothershapes.
Tip
IfyouselectmultipleshapesbeforeclickingChangeShape,youcanreplaceallofthematonce.
Toreplaceshapes1.Selectoneormoreshapes,andthenontheHometab,intheEditinggroup,clicktheChangeShapebutton.
Or
Right-clickashape,andthenontheminitoolbar,clicktheChangeShapebutton.
2.Clickthereplacementshapeyouwant.
Toreplaceshapesbyusingamasterfromadifferentstencil
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1.(Optional)Ifthestencilyouwantisn’topen,intheShapeswindow,clicktheMoreShapesbutton,andthenclickthenameofthestencilyouwanttoopen.
2.ClicktheChangeShapebutton.
3.Clickthedownarrowtotherightofthenameoftheactivestencil.
4.Clickthenameofthestencilyouwant,todisplayagalleryofitsshapes.
5.Clickthereplacementshapeyouwant.
GroupshapesSofar,youhaveprimarilylearnedaboutworkingwithsimple,individualshapes.However,setsofshapesthathavebeengroupedtogetherareverycommoninVisioforavarietyofreasons,suchasthefollowing:
It’seasiertomoveorperformanoperationonasetofshapesinagroupthanitistodothesamethingwithmultiple,discreteshapes.
Shapedesignersneedtocreateamoresophisticatedappearanceorbehaviorforavarietyofreasons,suchas:
•Todisplaytextinmultipleplacesontheshape.
•Todisplaydifferentcolorsondifferentpartsofthegroupedshape.
•Toallowdifferentpartsoftheshapetoresponddifferentlytoexternalchanges.
•Toprotectthealignmentofsubshapeswithinthegroup.
ThefirstcaseisillustratedinFigure3-21,whichshowsfourshapesfromtheDepartmentstencilintheWorkFlowDiagramtemplate,thathavebeengroupedonthedrawingpage.Thefourout-of-the-boxshapesareontheleftsideofthediagram.Inthecenter,thefillcolorofallfourshapeshasbeenchangedwithasingleclick.Ontheright,thecolorhasbeenchangedwithanotherclick,andallfourshapeshavebeenresizedbydraggingonehandleonthegroup.Similarly,youcanmove,copyandpaste,ordeleteallfourshapessimplybyperformingthoseoperationsonthegroupshape.
Figure3-21Youcanchangepropertiesofmultipleshapesatonetimewhentheyhavebeengrouped
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Tip
Liketheindividualshapesthatcompriseit,agroupisalsoashape.Youcanapplybordersorfills,addfieldsandtext,andaddshapedata—inshort,youcandoanythingwithagroupshapethatyoucanwithanyothershape.
Tip
Selectingashapewithinagrouprequirestwoclicks;thedefaultbehaviorinVisioisthatthefirstclickselectsthegroup.
Evidenceofusinggroupstocreatemore-sophisticatedshapesisshowninFigure3-21;someofthedepartmentshapesaregroupsthemselves.Thedesignersofthoseshapescreatedthembycombiningmultipleobjectsorimages.
Figure3-22providesanotherexampleofsophisticatedshapedesign.TheshapesontheleftarefromtheFurniturestencil(theMapsAndFloorPlanstemplategroup);theshapesontherightarefromtheComplianceShapesstencil(theBusinesstemplategroup).Likethesesevenshapes,manyofthemastersinVisiostencilsconsistofgroupedshapes.
Figure3-22ExamplesofgroupedshapesfromVisiostencils,includingsomenewshapesinVisio2016
Important
Youshouldbecautiousifyouarethinkingaboutungroupingashapethatyoudidn’tdesign.Thereason?Inmanygroupedshapes,theattributesofthesubshapesarederivedfrompropertiesofthegroup.Forexample,thesize,color,orpositionofasubshapemightdependonavalueinthegroup.Whenyouungroupashape,allofitsproperties—shapegeometry,shapedata,everything—disappears.Consequently,ungroupingcanbedestructiveunlessyouknowwhatyou’redoing.
Organizingcollectionsofshapesintogroupshasmanyadvantages,butalsohassomedisadvantages.Youwilllearnmoreaboutbothinthetopic,“Comparecontainersand
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groups,”inChapter13,“Addstructuretoyourdiagrams.”
Togroupaselectionofshapes1.Dooneofthefollowing:
•OntheHometab,intheArrangegroup,clicktheGroupbutton,andthenclickGroup.
•Right-clickanyoftheselectedshapes,clickGroup,andthenclickGroup.
•PressCtrl+G.
•PressCtrl+Shift+G.
Toungroupaselectionofshapes1.Dooneofthefollowing:
•OntheHometab,intheArrangegroup,clicktheGroupbutton,andthenclickUngroup.
•Right-clickanyoftheselectedshapes,clickGroup,andthenclickUngroup.
•PressCtrl+Shift+U.
Toselectashapewithinagroup1.Clickthegroupshapetoselectthegroup.
2.Clicktheshapeyouwant.
UnderstandanduselayersYoucanputVisioshapesonlayerstoorganizeandcontrolvariouspropertiesofthesetofshapes.Unlikesomedrawingprograms,Visiolayersarenot“infrontof”or“behind”otherlayers.Instead,shapesareassignedtolayerstogiveyoucontroloverthingslikewhetherlayermembersareprintable,visibleonthedrawingpage,orselectable.
Inafloorplan,forexample,youmightputfurnitureononelayer,wallsandbuildinginfrastructureonanotherlayer,andelectricalwiringonathirdlayer.Youcouldthenuselayerpropertiestoperformtaskslikethefollowing:
Locktheinfrastructureandwiringlayersasyourearrangethefurniture.
Hidethelayercontainingfurniturewhenyouwanttoviewthefull,openspace.
Leavetheelectricalwiringvisibleonthescreenbutsetthepropertiesofitslayersothewiringdoesn’tprint.
Selectallshapesonaspecificlayerorlayers.
Usinglayerscanbeextremelyhelpfulbecausetheyprovideconsiderableflexibilityinmanagingthecomponentsofasophisticateddrawing.However,youmightwanttoplanyourlayerschemeaheadoftimebecauseofthepotentialcomplexity:adrawingpagecanhavemultiplelayers;eachlayerhassevenproperties;andashapecanresideonmultiplelayers,onelayer,ornone.
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Tip
Everylayerbelongstoexactlyonepage.Ifyouusethesamelayernameontwoormorepages,eachofthoselayersisunrelatedtotheothers.
ThesevenpropertiesofalayerareshowninFigure3-23andaredescribedinthefollowingtext.
Figure3-23Youcancontrolpropertiesofmultipleshapesatoncewhentheshapesareonlayers
ManyVisiotemplatesincludepredefinedlayers,andshapesfromthecorrespondingstencilsareaddedtothoselayersautomatically.ThelayersinFigure3-23wereaddedtothediagramsimplybydraggingshapesfromtheFurniturestencilintheMapsAndFloorPlansgroup.Similar,predefinedlayersareavailableintheFlowchartandEngineeringtemplates,amongothers.
ThesevenpropertiesintheLayerPropertiesdialogboxare:
VisibleControlswhethertheshapesonalayerarevisibleonthedrawingpage.
PrintIncludesorexcludesthemembersofalayerfromprinting.
Tip
BecausetheVisibleandPrintcheckboxesareseparate,youcancreateadrawinginwhichmembersofalayerarevisibleinthedrawingbutdonotprint,andviceversa.
ActiveCausesallnewshapesaddedtothepagetobeaddedtothelayer.Morethan
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onelayercanbeactiveatonce,inwhichcasenewshapesareaddedtoallactivelayers.
LockPreventsyoufromselecting,moving,oreditinganyshapesonthelayer.Inaddition,youcannotaddshapestoalockedlayer.
SnapandGlueAllowsanddisallowssnappingorgluingothershapestotheshapesonthislayer.
ColorTemporarilyoverridesthecolorsofallobjectsonalayer;clearingthisoptionreturnslayermemberstotheiroriginalcolors.WhenyouselecttheColorpropertyforalayer,theLayerColorandTransparencysettingsinthelowerrightofthedialogboxareactivated.
Tip
Youcanusebothgroupsandlayerstoorganizecollectionsofshapes,butit’simportanttounderstandthattheyservedifferentpurposesandhavedifferentbehaviors.Forexample,whenyouselectagroupandthenmoveitorresizeit,thechangesaffectalloftheshapesinthegroup.However,ifyouselectandthenmoveorresizeashapeonalayer,youractionhasnoeffectonanyothershapes.Byusingalayer,ontheotherhand,youcanlock,hide,andotherwiseaffectallshapesonthelayerinwaysthatyoucannotwithagroup.
It’salsoimportanttorealizethatgroupsandlayersarenotmutuallyexclusive—thereareoftengoodreasonstousebothinthesamedrawing.
Tocreatealayeronapage1.OntheHometab,intheEditinggroup,clicktheLayersbutton,andthenclickLayerProperties.
2.IntheLayerPropertiesdialogbox,clicktheNewbutton.
3.IntheNewLayerdialogbox,enteralayername,andthenclickOKtwice.
Or
1.Selectashape.
2.OntheHometab,intheEditinggroup,clicktheLayersbutton,andthenclickAssigntoLayer.
3.IntheLayerdialogbox,clicktheNewbutton.
4.IntheNewLayerdialogbox,enteralayername,andthenclickOKtwice.
Or
1.Copyashapethatisassignedtoalayerononepage,andthenpasteittoanotherpage.(Ifalayerofthesamenamealreadyexistsonthatpage,thecopiedshapewillbeaddedtotheexistinglayer.)
Or
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1.DragashapeontothedrawingpagefromoneofthestencilsintheBasicFlowcharttemplate,oranothertemplatethatcontainsbuilt-inlayers.
Toremovealayerfromapage1.OntheHometab,intheEditinggroup,clicktheLayersbutton,andthenclickLayerProperties.
2.IntheLayerPropertiesdialogbox,selectthenameofthelayeryouwanttodelete.
3.ClicktheDeletebutton,andthenrespondtothewarningmessageshowninFigure3-24.
Figure3-24Deletingalayermightdeleteallshapesonthelayer
Tip
ThewarningmessageshowninFigure3-24canbemisleading.Ifashapeisamemberofthelayeryouaredeletingbutisalsoamemberofanotherlayer,theshapewillnotbedeleted.
4.ClickOKtoclosetheLayerPropertiesdialogbox.
Tochangelayerproperties1.OpentheLayerPropertiesdialogbox,selectorclearthelayerpropertiesyouwanttochange,andthenclickOK.
Toassignashapetoalayer1.OntheHometab,intheEditinggroup,clicktheLayersbutton,andthenclickAssigntoLayer.
2.IntheLayerdialogbox,selectthelayerorlayerstowhichyouwanttoassigntheshape,andthenclickOK.
Or
1.DragashapeontothedrawingpagefromoneofthestencilsintheBasicFlowcharttemplate,oranothertemplatewithbuilt-inlayers.
Toremoveashapefromalayer1.OntheHometab,intheEditinggroup,clicktheLayersbutton,andthenclickAssigntoLayer.
2.IntheLayerdialogbox,clearthecheckboxinfrontofthelayerorlayersfrom
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whichyouwanttoremovetheshape,andthenclickOK.
Toselectallshapesonalayer1.OntheHometab,intheEditinggroup,clicktheSelectbutton,andthenclickSelectbyType.
2.IntheSelectbyTypedialogbox,clickLayer,selectthecheckboxforthelayeryouwant,andthenclickOK.
ManagepagesPagesinaVisiodrawingareindependentofeachother,soanyonepagecanhavedimensions,measurementunits,andothercharacteristicsthataredifferentfromanyotherpage.Consequently,youcanmixlargerandsmallerpages,andevenportraitandlandscapepages,withinthesamediagram.
Withinanyonepage,Visiomaintainsseparatesettingsfortheon-screendrawingpageandthephysicalpageonwhichitwillprint.Youcantakeadvantageofthisdifferencetodothingssuchasthefollowing:
Compressalargedrawingtofitonasmallersheetofpaper.
Printadrawingonalargesheetofpaper.
Printadrawingacrossmultiplesheetsofpaper.
Atahighlevel,Visiopagesfallintotwocategories:
ForegroundpagesThesecontaintheactivedrawingcontentandaretypicallythepagesthatareprintedorpublishedinsomeform.
BackgroundpagesThesecontainshapesandpageelementsthatcanbeconfiguredtoappearononeormorepages.However,objectslocatedonbackgroundpagescannotbeselectedoreditedunlessthebackgroundpageistheactivepage.
Backgroundpagesarevaluablebecauseyoucanlinkotherpagestothem.Whenyouhavedonethat,alltextandgraphicsonthebackgroundpagesappearonthelinkedpages.
Acommonscenarioistoplaceaborder,apagenumber,apagename,andpossiblyawatermarkorotherdesignelementonabackgroundpagesoallofthoseappearautomaticallyoneveryforegroundpageinaconsistentlocation.
Anothercommonusecaseistopopulateabackgroundpagewiththecompanylogo,alegalnotice,andanyothergraphicortextyouwanttohaveappearonmultiplepages.
Asyouplananewdiagram,especiallyifitwillhavemultiplepages,rememberthatadiagramcanalsohavemultiplebackgroundpages.Consequently,someforegroundpagesmightexhibitcontentfromonebackgroundpage,whereasotherpagesmightusedifferentbackgroundpagesandlookentirelydifferent.
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Tip
Althoughlinkingaforegroundpagetoabackgroundpageisthemostcommonscenario,youcanalsolinkbackgroundpagestoeachother,creatingahierarchyofpagecontentthatcanbesharedacrossmultipleforegroundpagesincreativeandeffectiveways.
WorkwithforegroundpagesThekeytoworkingwithforegroundpagesisthesetofpagenametabsatthebottomofthedrawingwindow.Youcanright-clickanexistingpagenametabtoperformanyofthetasksintheshortcutmenushowninFigure3-25.
Figure3-25Youcanadd,remove,andalterpagepropertiesfromthepagetabshortcutmenu
Whenyouaddaforegroundpagetoadiagram,Visiousesthepropertiesofthecurrent,activepagetosettheattributesforthenewpage.Forexample,ifPage-3hasalandscapeorientationwithmetricmeasurementunitsandislinkedtoabackgroundpage,yournewpagewillinheritthoseattributes,includingthelinktothebackgroundpage.
Ifallofthepagesinyourdiagramareconfiguredthesameway,thenaddinganewpageisstraightforward.However,ifyourdiagramcontainsforegroundpageswithdifferingorientations,measurementunits,backgroundpages,orprinterpapersettings,youshouldselectthecurrentpagethatismostlikethepageyouwanttoadd,beforeyouclickInsert.
Inadditiontocopyingtheattributesofapage,Visiocanduplicatethecontentsofapage.FirstintroducedwithVisio2013,theduplicatepagefeaturesatisfiesalong-standingrequestfromVisiousers.
Toaddaforegroundpageimmediatelyafterthecurrentforegroundpage1.Right-clickthepagenametab,andthenclickInsert.
2.InthePageSetupdialogbox,onthePageSetuptab,clickForegroundifit’snotalreadyselected.
3.Changethenameofthepage,ifyouwant.
4.ClickOK.
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Toaddaforegroundpageafterallcurrentforegroundpages1.Dooneofthefollowing:
•ClicktheInsertPage(+)button.
•OntheInserttab,inthePagesgroup,clicktheNewPagebutton(notitsarrow).
•OntheInserttab,inthePagesgroup,clicktheNewPagearrow,andthenclickBlankPage.
Torenameapage1.Double-clickthepagenametabyouwanttochange,andthenenteranewname.
2.PressEnter.
Or
Clickanywhereoutsidethepagenametab.
Or
1.Right-clickapagenametab,andthenclickPageSetup.
2.InthePageSetupdialogbox,enteranewnameintheNamebox,andthenclickOK.
Tomoveapage1.Dragapagenametableftorrighttoanewlocation.
Tip
Draggingpagenametabsisaneasywaytoresequencepageswhenthedestinationtablocationforyourpageisvisibleatthebottomofthedrawingwindow.However,ifyourdiagramcontainsmanypagesandthedestinationtabisnotvisible,thefollowingmethodmightbeeasiertouse.
Or
1.Right-clickapagenametab,andthenclickReorderPages.
2.IntheReorderPagesdialogbox,showninFigure3-26,clickthenameofthepageyouwanttomove,andthenclickeithertheMoveUporMoveDownbuttonuntilthepageisinthelocationyouwant.
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Figure3-26MovingpagesinalargediagramiseasierbyusingtheReorderPagesdialogbox
3.ClickOK.
Toduplicateapage1.Dooneofthefollowing:
•Right-clickapagenametab,andthenclickDuplicate.
•OntheInserttab,inthePagesgroup,clicktheNewPagearrow,andthenclickDuplicateThisPage.
Todeleteapage1.Right-clickapagenametab,andthenclickDelete.
ConfigureforegroundpagesMostpageconfigurationfunctionsarelocatedononeoffivetabsinthePageSetupdialogbox.WhenyouopenthePageSetupdialogbox,thePagePropertiestabisdisplayed,asshowninFigure3-27.
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Figure3-27YousetkeypropertiesofaforegroundpagebyusingsettingsonthePagePropertiestab
OnthePageSetuptab,youcanchangethepagetype,enteradifferentpagename,selectabackgroundpage,orchangethemeasurementunitsforthepage.BesuretonoticethescrollbarintheMeasurementUnitsmenu—youhave20choices.Ifyouchangethemeasurementunits,theresultisvisibleintherulersonthetopandleftofthedrawingpage.
YouusetheoptionsonthePrintSetuptab,showninFigure3-28,primarilytoaffectthesizeandlayoutofthephysicalpageonwhichyouwillprint.
Figure3-28Printerpapersettingsaredistinctfromdrawingpagesettings
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OnthePrintSetuptab,youcanchangesettingsforthefollowing:
PrinterpaperChoosethepapersizeforyourprinter.MostUSUnitstemplatesdefaulttoletter-sizedpaper,asshowninFigure3-28.MetrictemplatestypicallydefaulttoA4.Regardlessofthedefault,thereisalonglistofalternate,predefinedpapersizesavailable.YoucanalsoselectPortraitorLandscapeorientation.
PrintzoomThedefaultzoomformanytemplatesdefaultstoAdjustTo100%,butyoucanselectadifferentzoomlevelifyouwantyourdrawingtoprintlargerorsmallerthannormal.Chooseazoomsettinggreaterthan100%inordertosplityourdrawingacrossmultiplesheetsofpaper;chooseasettinglessthan100%toscaleyourdiagramdowntofitontoaportionoftheprinterpaper.
FittoUsethissettingasanalternativemethodtoscaleyourdrawingforprinting.
PrintThesinglesettinginthissectionincludesorexcludesgridlinesfromprintedoutput.Thedefaultinmosttemplatesistoexcludegridlines.
ThepreviewpaneontherightsideofthePrintSetuptabchangesdynamicallytoreflectyourcurrentprintsettingsanddisplaystheminbothvisualandtextform.
OnthePageSizetab,showninFigure3-29,youcanchangeattributesofthedrawingpage;changesyoumakeonthistabdonotdirectlyaffecttheprintedpage.
Figure3-29Drawingpapersettingscanmimicthoseoftheprinterpaper,orcanbesetindependently
ThePageSizetabincludestwoconfigurationsectionsplusapreviewpane:
PagesizeThefirstoptioninthissectionenablesdynamicAutoSizebehavior.Asanalternative,youcanusethesecondandthirdoptionstosetafixedpagesize,eitherfromalistofpresetsizesorbyenteringspecificdimensions.
PageorientationTheoptionsinthissectionareactiveonlyifyouchoosePre-
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DefinedSizeorCustomSizeinthePageSizesection.Youcanusetheseoptionstosetadifferentorientationforthephysicalpagethantheonethatissetforthedrawingpage.
SeeAlso
ForinformationabouttheDrawingScaletab,see“Changethedrawingscale,”inChapter7,“Createnetworkanddatacenterdiagrams.”
Toconfigureprinterpapersettings1.Right-clickapagenametab,andthenclickPageSetup.
2.InthePageSetupdialogbox,clickthePrintSetuptab.
3.Makethechangesyouwant,andthenclickOK.
Tochangepageorientation1.Dooneofthefollowing:
•OntheDesigntab,inthePageSetupgroup,clicktheOrientationbutton,andthenclickeitherPortraitorLandscape.
•OpenthePageSetupdialogbox,clickthePrintSetuptab,clickeitherPortraitorLandscape,andthenclickOK.
Tochangethedrawingpagesize1.InthePageSetupgroup,clicktheSizebutton,andthenclickthepagesizeyouwant.
Or
1.OpenthePageSetupdialogbox,andthenclickthePageSizetab.
2.ClickPre-definedsize,chooseoneofthestandardpapersizes,andthenclickOK.
Or
ClickCustomsize,enterapagewidthandheightintheappropriateboxes,andthenclickOK.
ManageAutoSizeAutoSizeisapageconfigurationsettingthatcanbeeitherhelpfulorannoying.ThepurposeofAutoSizeistoextendthesizeofthedrawingpageautomaticallyifyoudragashapeonthecanvasbeyondthecurrentpageboundaries.InFigure3-30,acircleisbeingdraggedoffthepagetotheright.Itsformerlocationisshownasaselectedshape,anditscurrentlocationisunderthepointer.Visioisintheprocessofaddinganewpage,identifiablebythewhitepage-sizedrectangleagainstthegraycanvas.Whenyouplacethecircleonthenewpage,Visiowillcompletetheadditionofthepage.
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Figure3-30AutoSizeisextendingthedrawingpagetotheright
Thereverseisalsotrue:whenyoudeleteordragthelastshapefromanextendedsectionofthedrawingpage,Visiowillremovetheextendedpage.
Tip
AutoSizeworksbothhorizontallyandvertically:ifyouaddordragshapesaboveorbelowthecurrentpage,Visiowilladdtherequiredpagestherealso.
AsshowninFigure3-31,whenAutoSizeisoff,Visiodoesnotextendthedrawingpage.AutoSizeisturnedoninsometemplatesbutisoffinothers.However,youcanchangetheAutoSizesetting.
Figure3-31AutoSizeisoff,sothedraggedshaperesidesonthecanvas
Tip
TheAutoSizeoptionisappliedperpage.Consequently,changingthesettingforthecurrentpagedoesnotaffectotherpages.
ToturnAutoSizeonoroff1.OntheDesigntab,inthePageSetupgroup,clicktheAutoSizebutton.
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Or
1.Right-clickapagenametab,andthenclickPageSetup.
2.InthePageSetupdialogbox,clickthePageSizetab.
3.ClickLetVisioexpandthepageasneededoroneoftheotherPagesizeoptions,andthenclickOK.
WorkwithbackgroundpagesandbordersSeveralofthefeaturesdiscussedinthissectioncreatebackgroundpagesforyouautomatically.Youcanalsocreatebackgroundpagesmanually.Ineithercase,backgroundpagesexistsoyoucanconsolidatetextandgraphicsthatneedtoappearonmultiplepages.
Applybackgroundsandbordersautomatically
TwobuttonsintheBackgroundsgroupontheDesigntab,showninFigure3-32,arethekeytoautomaticcreationofbackgroundpages:
BackgroundsThisbuttonprovidesagalleryofimagesthatcanbeusedonbackgroundpages.
Borders&TitlesThisbuttonincludesagalleryofborderdesignsthatareaccompaniedbyatextblockforatitle;mostalsoincludeapagenumberandsomeincludeadate.
Figure3-32TheBackgroundsgroupoftheDesigntabincludestwobuttonsforcreatingbackgroundpages
Whenyouclickabuttonineithergallery,Visiodoesthreethings:
AddsabackgroundpagewithanameintheformatofVBackground-1
Insertstheselectedborderandtitleorimageontothebackgroundpage
Linksthebackgroundpagetothecurrentlyactiveforegroundpage
TheresultofaddingtheFlowbackgroundimagetoaforegroundpagecontainingthreesquareshapesisshowninFigure3-33.
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Figure3-33Aforegroundpagewithcontentfromanassignedbackgroundpage
SeeAlso
Forinformationaboutusingthemes,seeChapter6,“Addstyle,color,andthemes.”
Tip
Backgroundsandbordersarenotmutuallyexclusive.Youcanincludebothonthesamebackgroundpage.
InFigure3-34,thebackgroundimagehasbeenreplacedbytheCivicborderandtitlebackgroundpage.Unrelatedtothenewborderandtitle,Variant2oftheGemstonethemehasalsobeenappliedtoFigure3-34toprovideadditionalvisualenhancement.
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Figure3-34TheCivicborderandtitlebackgroundpageappliedtoaforegroundpage
Important
Tochangethetitleinatitleblockonabackgroundpage,youmustbrowsetothebackgroundpage.AlthoughyoucanseethewordTitleinFigure3-34,youcannotedititbecauseyouareviewingtheforegroundpage;backgroundpageelementsareread-onlywhenviewedonforegroundpages.
Tocreateandapplyabackgroundpageautomatically1.Doeitherofthefollowing:
•OntheDesigntab,intheBackgroundsgroup,clicktheBackgroundsbutton,andthenclickoneofthebackgroundimagesinthegallery.
•OntheDesigntab,intheBackgroundsgroup,clicktheBorders&Titlesbutton,andthenclickoneoftheborder/titlecombinationsinthegallery.
Todeleteanautomaticallyassignedbackgroundpagefromadiagram1.Doeitherofthefollowing:
•ClicktheBackgroundsbutton,andthenclicktheNonethumbnailatthetopofthegallery.
•ClicktheBorders&Titlesbutton,andthenclicktheNonethumbnailatthetopofthegallery.
Toremoveanautomaticallyassignedbackgroundpagefromaforegroundpage
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1.Right-clickapagenametab,andthenclickPageSetup.
2.OnthePageSetuptabofthePageSetupdialogbox,intheBackgroundlist,selectNone,andthenclickOK.
Applybackgroundpagesmanually
Youcanaddabackgroundpagemanuallyinthesamewaythatyouaddforegroundpages;however,youmustbecertaintosetthepagetypetobackgroundattheappropriatetime.Whenyoucreateamanualbackgroundpage,VisioassignsapagenameintheformatBackground-1.
Tip
Youcandistinguishautomaticallycreatedbackgroundpagesfrommanuallycreatedbackgroundpagesbytheirnames.VisiobeginseachautomaticallygeneratedpagenamewiththeletterV,whereasmanuallycreatedbackgroundpagesdonotcontaintheV.
Figure3-35showsthetoppartofanewlycreatedbackgroundpagewithtwoelements.Inarealdiagram,thetextboxmightcontainacompanyname,alegalnotice,anauthor’sname,oranyothertextyouwanttobevisibleonforegroundpages.Thesuniconrepresentsacompanylogoorotherimportantgraphicelement.
Figure3-35Anexampleofamanuallycreatedbackgroundpage
Havingcreatedabackgroundpage,youcanthenassignittooneormoreexistingpages.Notethatyoucanlinkabackgroundpagetoonlyonepageatatime.
Tip
Allpageattributes,includingbackgroundpageassignments,arecopiedwhenyouinsertanewpage.Ifyouwanttoassignthesamebackgroundpagetomultiplenewpages,assignittoonepagefirst,andthenusethatastheactivepagewhenyouinsertadditionalpages.
Figure3-36showsthetoppartofaforegroundpagecontainingasetoftriangles.Thepagehasbeenlinkedtothebackgroundpageshownintheprecedingfigure.
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Figure3-36Anexampleforegroundpagewithcontentfromthebackgroundpageshowninthepreviousfigure
Tocreateabackgroundpagemanually1.Right-clickanypagenametab,clickInsert,andonthePageSetuptabinthePageSetupdialogbox,clickBackground.
Or
OntheInserttab,inthePagesgroup,clicktheNewPagearrow(notitsbutton),andthenclickBackgroundPage.
2.Changethenameofthebackgroundpage,ifyouwant.
3.ClickOK.
Toassignabackgroundpagemanually1.Activatetheforegroundpagethatyouwanttoassignabackgroundto,andthenopenthePageSetupdialogboxtothePageSetuptab.
2.SelectapagefromtheBackgroundlist,andthenclickOK.
Toremoveamanuallyassignedbackgroundpagefromaforegroundpage1.InthePageSetupdialogbox,onthePageSetuptab,selectNonefromtheBackgroundlist,andthenclickOK.
SkillsreviewInthischapter,youlearnedhowto:
Manageshapetext
Createandformattextboxes
AddScreenTipsandcomments
Insertpictures
Replaceshapes
Groupshapes
Understandanduselayers
Managepages
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Practicetasks
Therearenopracticefilesforthischapter.
ManageshapetextStartVisio,clicktheGeneraltemplatecategorythumbnail,double-clicktheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Dragsixshapestothedrawingpage.
2.Addtexttoallsixshapes.
3.Movethetextblockforthefirstshapesothetextiscenteredabovetheshape.
4.Decreasethesizeofthetextblockonanothershapesothetextblockissmallerthantheshape.
5.Alignthetextinathirdshapetotheupper-leftcorner.
6.Rotatethetextinthefourthshape180degrees.
7.Selectthefourthandfifthshapes,andthenrotatethemclockwiseby90degrees.
8.Rotatethetextblockinshapesixsoitisata45-degreeangletotheshape.
9.Leavethediagramopenifyou’recontinuingtothenextpracticetask.
CreateandformattextboxesContinueworkingwiththediagramfromtheprecedingpracticetaskorcreateanewdiagramfromtheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.ActivatetheTexttool,drawarectangle,andthenentertextintothetextbox.
2.Changethefontandfontsize.
3.Rotatethetextboxby45degreesineitherdirection.
4.Leavethediagramopenifyou’recontinuingtothenextpracticetask.
AddScreenTipsandcommentsContinueworkingwiththediagramfromtheprecedingpracticetaskorcreateanewdiagramfromtheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Useanexistingshapeoraddseveralnewshapestothepage.
2.AddaScreenTiptoashape,andthenenterThisisanexampleofScreenTiptext.
3.PointtotheshapeuntiltheScreenTipappears.
4.Selectadifferentshapeandenteracomment.
5.Clickthecommentindicatortoseethetextofthecomment.
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6.Replytothecommentwithadditionaltext.
7.OpentheCommentspanetoseehowthecommentsappearthere.
8.Ensurethatnoshapesareselected,andthenaddacommenttothepage.
9.Hidethecommentindicators,andthenshowthemagain.
10.Leavethediagramopenifyou’recontinuingtothenextpracticetask.
InsertpicturesContinueworkingwiththediagramfromtheprecedingpracticetaskorcreateanewdiagramfromtheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Importapicturefromyourharddriveoranetworkdrive.
2.ImportanonlineimagebysearchingBing.
3.Leavethediagramopenifyou’recontinuingtothenextpracticetask.
ReplaceshapesContinueworkingwiththediagramfromtheprecedingpracticetaskorcreateanewdiagramfromtheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Useexistingshapesoraddseveralnewshapestothepage.
2.Selectanyshapeandreplaceitwithanothershapefromanopenstencil.
3.SelectanyshapeandreplaceitwithashapefromtheWorkflowObjectsstencilintheFlowchartsgroup.
4.Leavethediagramopenifyou’recontinuingtothenextpracticetask.
GroupshapesContinueworkingwiththediagramfromtheprecedingpracticetaskorcreateanewdiagramfromtheBasicDiagramtemplate,andthenperformthefollowingtasks:
1.Selectseveralshapesandgroupthem.
2.Clickoutsidethegrouptodeselectit,andthenselectoneoftheshapesinsidethegroup.
3.Ungroupthegroup.
UnderstandanduselayersCreateanewdiagramfromtheBasicFlowcharttemplate,andthenperformthefollowingtasks:
1.Addseveralflowchartshapestothepage.
2.AddanewlayernamedStepbySteptothepage.
3.Usethedrawingtoolstoaddarectangleandacircletothepage.
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4.AddtherectangleandcircletotheStepbySteplayer.
5.HideallshapesontheStepbySteplayer.
6.RemovethecirclefromtheStepbySteplayer.
7.DeletetheStepbySteplayer.
8.SelectallshapesontheFlowchartlayer,andthenlockthelayer.
9.Leavethediagramopenifyou’recontinuingtothenextpracticetask.
ManagepagesContinueworkingwiththediagramfromtheprecedingpracticetaskorcreateanewdiagramfromtheBasicFlowcharttemplate,andthenperformthefollowingtasks:
1.Addmultipleforegroundpagestothediagrambyusingseveraltechniques.
2.RenameoneofthepagestoSpecial.
3.MovetheSpecialpagetoanewlocation.
4.AddseveralshapestotheSpecialpage,andthenduplicatethepage.
5.ChangetheSpecialpagesettingstouseadifferentprinterpapersize.
6.ChangethepageorientationfortheSpecialpage.
7.IfAutoSizeison,dragoraddashapetoextendthedrawingpagesize;ifAutoSizeisoff,turniton,anddothesame.
8.Deleteormovetheshapebacktotheoriginalpagetoremovetheextrapageorpages.
9.Increasethesizeofthedrawingpagebyselectingastandardsizeorbyenteringacustomsize.
10.AddtheWorldbackgroundtotheSpecialpage.
11.AddtheBlocksborderandtitletotheSpecialpage.
12.Createyourownbackgroundpageandaddseveralshapesortextboxestoit.
13.Assignyourbackgroundpagetoanyforegroundpageinthediagram.
14.RemovetheWorldbackgroundfromtheSpecialpage.
15.DeletetheSpecialpage.
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4.Createbusinessprocessdiagrams
Inthischapter
Selectaflowcharttemplate
Createflowcharts
Understandswimlanediagrams
Buildswimlanediagrams
UnderstandBPMN
DesignBPMNdiagrams
Createsubprocesses
Practicefiles
Forthischapter,usethepracticefilefromtheVisio2016SBS\Ch04folder.Forpracticefiledownloadinstructions,seetheintroduction.
ThefirstthreechaptersdescribedmanyofthebasiccapabilitiesofVisio.Thisisthefirstofseveralchaptersinwhichyou’llapplythatknowledgetocreatingreal-worlddiagrams.
Usingaflowcharttemplatetocreateabusinessprocessdiagramisalogicalplacetostart,becauseMicrosoftestimatesthatnearlyone-thirdofallVisiodiagramsarecreatedbyusingatemplateintheFlowchartcategory.Inthischapter,youwillcreatethreetypesofbusinessprocessdiagramsbyusingthemostcommontemplates:aflowchart,aswimlanediagram,andaBusinessProcessModelandNotation(BPMN)diagram.
Ifyourgoalisnottodocumentabusinessprocessbuttodrawthelogicofasoftwaremoduleinstead,thediagramcreationtechniquesthatfollowwillstillapply.
Thischapterguidesyouthroughproceduresrelatedtoselectingaflowcharttemplate,creatingflowcharts,understandingandbuildingswimlanediagrams,understandinganddesigningBPMNdiagrams,andcreatingsubprocesses.
Tip
AlloftheflowchartandBPMNshapesusedinthischaptercontaindatafields.Althoughyouwillnotexploreshapedatainthischapter,itisanessentialpartoftheshapesusedinbusinessprocessdiagramsandiscoveredinChapter8,“Workwithshapedata.”
SelectaflowcharttemplateTheStandardeditionofVisioprovidesasetofbasicflowcharttemplates,andtheProfessionaleditionincludesmorethantwiceasmany.
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VisioStandardInthischapter,youwillworkwithtwoofthefourtemplatesthatareincludedintheFlowcharttemplategroupinVisioStandard2016:BasicFlowchartandCross-FunctionalFlowchart.TheFlowchartgroup,showninFigure4-1,alsoincludestheWorkFlowDiagramandWorkFlowDiagram–3Dtemplates.Theformerisatheme-compatiblediagramtypethatwasintroducedinVisio2013formappingworkflows;itsstencilsincludeupdated,modernshapes.ThelatterisavailableifyouprefertheolderstyleofworkflowdiagramsthatwasbundledwithpreviousversionsofVisio.
Figure4-1FourflowcharttemplatesareavailableinVisioStandard
VisioProfessionalTheProfessionaleditionofVisio2016includesthefourtemplatesthatarepartoftheStandardedition,plusfiveadditionaltemplates,showninFigure4-2:BPMN,IDEF0,SDL,andtwovariationsofMicrosoftSharePointWorkflow,oneforSharePoint2010andoneforSharePoint2016.
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Figure4-2NineflowcharttemplatesareavailableinVisioProfessional
SeeAlso
ForinformationaboutIDEF0,gotoen.wikipedia.org/wiki/IDEF0.ForinformationaboutSDL,gotoen.wikipedia.org/wiki/Specification_and_Description_Language.
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Tip
Thedefaultfontsizeonflowchartshapesis8pt.Toimprovethereadabilityofthefiguresinthischapter,theshapesinmostscreenshotsusealargerfontsize.Consequently,thetextintheshapesonyourdrawingpagemightappearsmallerthaninthefiguresinthischapter.
Verticalorhorizontal?
Peoplewhocreateflowchartshavedebatedforyearswhetherflowchartsshouldbedrawnwithavertical(portrait)orhorizontal(landscape)orientation.Advocatesoftheverticalapproachlikethetop-to-bottomlayout,whereashorizontaldevoteesfindtheleft-to-right(orright-to-left)approachtobeeasiertoread.
YoucancreateeitherstyleofflowchartinVisio,butthedefaultlayoutislandscape,mostlikelybecausemostmodernmonitorsarewidescreen.PriortoVisio2010,theflowchartdefaultwasportraitorientation.
CreateflowchartsThistopicexploresthetechniquesforbuildingadiagramfromtheBasicFlowcharttemplate.Withtheinformationandprocedurespresentedinthistopic,youcancreateflowchartssuchasthehumanresourcesrecruitingprocessshowninFigure4-8.
Tip
Theflowchartinthistopicwasformattedbyusingvariant2oftheGemstonetheme.Forinformationaboutthemesandvariants,seeChapter6,“Addstyle,color,andthemes.”
OneofthethingsyouwilldiscoververyquicklywhenyouworkwithflowchartsisthattheyareperfectcandidatesforusingtheAutoConnectandQuickShapesfeaturesthatweredescribedinChapter2,“Creatediagrams.”Althoughthosefeaturesarehelpfulinavarietyofdiagramtypes,theyareparticularlywellsuitedforflowcharts.
Youstartaflowchartbyusingastart/endshape.FromtheQuickShapesmenu,youcanquicklyaddprocessshapeslikethoseshowninFigure4-3.Eachprocessboxrepresentsonestepintheoverallprocess.
Figure4-3Thefirstrowofaflowchart
Figure4-4showshoweasyitistopositionthefirstshapeinthesecondrowofaflowchartbyusingtheDynamicGridtoalignthenewshapewithanexistingprocessshape.
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Figure4-4TheDynamicGridlinesthatconnectthelowerprocessshapewiththeupperoneemphasizethatthetwoshapesarealignedandarethesamewidth
Completingthesecondrow,showninFigure4-5,isjustaseasyasthefirst,byusingtheQuickShapesminitoolbartoplaceshapesontothepage.Thesecondrowincludesadecisiondiamond,inadditiontoasecondstart/endshapethatconcludestheprocessflow.
Figure4-5Tworowsofflowchartshapesthatrepresentmultipletasksandonedecision
Figure4-6showsaninterestingalternativeforaddingadocumentshape.ClickingtheAutoConnectarrowbeneathashapecausesVisiotoplaceontothepageacopyofwhichevermasterisselectedinthestencil.
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Figure4-6Youcanplaceashapeontothepagebyselectingamasterinthestencil
PriortoclickingtheAutoConnectarrow,Visiodisplaysalivepreviewtoshowyouasemitransparentviewoftheshapethatwillbeaddedtothediagram,asshowninFigure4-6.
Figure4-7showsthestateoftheflowchartafteraddingthedocumentshape.
Figure4-7Adocumentshapehasbeenaddedbeneathoneprocessshapetoindicatethatsupportingdocumentationexistsforthatstep
Tocompleteaflowchart,followtheseguidelines:
Ifyourflowcharthasmorethanonerow,linkthelastshapeintheupperrowwiththefirstshapeinthelowerrow.
Addasecondoutcomepathtoanydecisiondiamondsyouinclude.(Youcanaddadditionaloutcomesifadecisionhasmorethantwopotentialresults.)
Addtexttoeachshape.
InthefinalversionoftheflowchartshowninFigure4-8,thedynamicconnectorfromupperrighttolowerleftwasattachedtobothshapesbyusingstaticglueforreasonsdescribedinthe“Dynamicorstaticglue?”sidebaronthenextpage.Youcanuseeitherdynamicorstaticgluetodrawtheseconddecisionoutcomeatthebottomofthepage.
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Addingtexttoshapesissimplyamatterofselectingshapesandtyping.
Figure4-8Acompletedhumanresourcesrecruitingprocessflowchart
Tobuildaflowchartquickly1.DragaStart/Endshapeontothepage.
2.UseAutoConnectarrowstoaddadditionalshapesinthesamerow.
3.DragashapeontothepagetobeginthelowerrowandusetheDynamicGridtopositionitbelowashapeintheupperrow.
4.UseAutoConnectarrowstoaddadditionalshapesinthesecondrow.
Dynamicorstaticglue?
Whenyouneedtolinktwoshapeswithaconnector,yourchoiceofstaticversusdynamicgluemightdependpartlyonthepositionsofthetwoshapesonthepage.UsingFigure4-7asanexample,youcoulduseoneofthetechniquesthatproducedynamicgluetolinktheprocessboxintheupperrightwiththeoneinthelowerleft.AlthoughtheresultinFigure4-9isaperfectlyvalidflowchart,itisbettertoavoidoverlappingconnectorsifthereisareasonablealternative.
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Figure4-9Adynamicallygluedconnectorfrombelowtheupper-rightshapetothelower-leftshapetakesalessthanoptimalpath
Usingstaticgluefromtheconnectionpointontherightsideoftheupper-rightshapetotheconnectionpointontheleftsideofthelower-leftshapeproducesamoresatisfactoryresult,asseeninFigure4-10.
Figure4-10Astaticallygluedconnectorfromtheupper-rightshapetothelower-leftshapetakesthedesiredpath
Tip
Mostflowchartshapesarepreconfiguredwithconnectionpointsinthemiddleofthetop,bottom,left,andrightedges.
Incontrast,eitherdynamicglueorstaticgluewillsufficefortheseconddecisionoutcomethathasbeenaddedtothebottomofthediagraminFigure4-11.
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Figure4-11Aseconddecisionoutcomepathhasbeenaddedbecauseeverydecisionshouldhaveatleasttwooutcomes
Toaddshapestoaflowchart1.Useanycombinationofthefollowing:
•DragashapefromtheBasicFlowchartShapesstencil.
•UseAutoConnecttoplacetheselectedmasterintheBasicFlowchartShapesstencilontothepage.Thenewshapeconnectstotheprecedingshapeautomatically.
•UsetheQuickShapesminitoolbartoaddashape.Thenewshapeconnectstotheprecedingshapeautomatically.
•ClicktheConnectortool,andthendragashapefromtheBasicFlowchartShapesstencil.Thenewshapeconnectstotheprecedingshapeautomatically.
Toconnectexistingshapesinaflowchartbyusingdynamicconnectors1.Useanycombinationofthefollowing:
•ClicktheConnectortool,andthendragfromtheinteriorofoneshapetotheinteriorofanother,therebycreatingdynamicglue.
•ClicktheConnectortool,andthendragfromaconnectionpointononeshapetoaconnectionpointonanother,therebycreatingstaticglue.
•DraganAutoConnectarrowfromoneshapeeithertotheinterior(dynamicglue)ortoaconnectionpoint(staticglue)ofanothershape.
Toaddtexttoflowchartshapes1.Doanyofthefollowing:
•Clickashape,andthenentertext.
•Double-clickashape,andthenentertext.
•Clickashape,pressF2toswitchtoeditmode,andthenentertext.
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Toexittextentrymode1.Doanyofthefollowing:
•Clickanywhereoutsidetheshapebeingedited.
•PresstheEsckey.
•PressF2.
UnderstandswimlanediagramsOnedrawbackofaflowchartisthatitdoesn’tshowwhoisresponsibleforeachofthetasksanddecisionsinaprocess.YouwilldiscoverinChapter8,“Workwithshapedata,”thatflowchartshapescontaindatafieldsthatcanbeusedtostorethisinformation.However,thereisnothingaboutthelayoutorappearanceofaflowchartthatidentifiestheresponsibleparties.
Acloselyrelatedalternativetoaflowchart,calledaswimlanediagram,solvesthisproblem.Eachprocessstepinaswimlanediagramisplacedintoaspecificlane,andeachlanerepresentsonerole,function,ordepartment.Forexample,aswimlanediagramwithafocusonrolesmightincludelanesmarkedFlightAttendant,Pilot,andBaggageHandler.Similarly,adepartment-focusedchartmightshowlaneslabeledFlightOperations,Maintenance,andCatering.
Aswimlanediagramisalsoknownasacross-functionalflowchartbecauseitshowsworkstepsastheycrossthefunctionalboundariesinanorganization.Inthiscontext,eachswimlaneisusuallyreferredtoasafunctionalband.
Add-intabs
SomeVisiotemplatesrequireadditionalsoftwaretoprovidetheiruniquefeatures.Thisistrueforadd-inslikethecross-functionalflowcharttemplatethatisincludedwithVisio.ItisalsotrueforTaskMap(www.taskmap.com)andotherthird-partyadd-insthatyouacquireseparately.
Likemanyadd-ins,regardlessofsource,cross-functionalflowchartspresentacustomtabontheribbon,asshowninFigure4-12.
Figure4-12Theadd-intabforcross-functionalflowcharts
TheCross-functionalFlowcharttabincludesthreegroups.FromtheInsertgroup,youcanaddaswimlane,aseparator,oranewpage.IntheArrangegroup,youchangetheorientation,direction,andmarginsofswimlanes.TheDesigngroupincludesaselectionofstyles,anoptiontorotateswimlanelabels,andcheckboxesthatyoucanselecttodisplaythetitlebarandswimlaneseparators.
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Swimlanediagramscanbedrawnwitheitherhorizontalorverticallanes.YouchoosetheorientationyoupreferatthetimeyoustartanewdiagrambyusingtheCross-functionalFlowchartdialogboxshowninFigure4-13.Notethatthisdialogboxappearsonlythefirsttimeyoucreateaswimlanediagram;yourselectioninthisdialogboxbecomesthedefaultforfuturediagrams.
Figure4-13YoucanchoosebetweenhorizontalandverticalorientationforaswimlanediagramintheCross-functionalFlowchartdialogbox
Ifyoulaterwanttochangetheorientationforaspecificdiagram,orchangethedefaultforfuturediagrams,youcandosofromtheOrientationmenuontheCross-functionalFlowchartadd-intab,showninFigure4-14.
Figure4-14TheOrientationbuttonontheCross-functionalFlowchartadd-intab
Tochangeswimlanediagramorientation1.OntheCross-functionalFlowcharttab,intheArrangegroup,clicktheOrientationbutton.Noticethatthecurrentlyselectedorientationisprecededbyacheckmark.
2.ClickeitherHorizontalorVertical.
Tochangethedefaultorientationforfuturediagrams1.ClicktheOrientationbutton,andthenclickSetDefault.
2.IntheCross-functionalflowchartdialogbox,clickeitherHorizontalorVertical,andthenclickOK.
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BuildswimlanediagramsThesampleflowchartofahumanresourcesrecruitingprocessintheprevioustopicdoesnotindicatewhoisresponsibleforeachtask.Inthistopic,youwillexamineacross-functionalflowchartofthesameprocesstoseehowthisdiagramformatorganizestheworkstepsintorole-basedlanessotheresponsibilitiesareclear.
Ifyouselecthorizontalorientationforanewprocessmap,yourinitialswimlanediagrampagewilllooklikethediagramshowninFigure4-15.
Figure4-15Theinitialstateofaswimlanediagram
Tip
Theswimlanediagraminthistopicwasformattedbyusingvariant4oftheShadetheme.Forinformationaboutthemesandvariants,seeChapter6,“Addstyle,color,andthemes.
Thesampleswimlanediagramforthistopicwilldistributetherecruitingtasksacrossfourroles,sotwoadditionalswimlanesarerequired.Inaddition,theswimlanesshouldbelabeledwiththeappropriaterolenames.Youcanaccomplishbothtaskseasilybyusingfamiliartechniques,becauseeventhoughaswimlaneisatypeofVisioshapewithspecialproperties,it’sreallyjustanothershape.
Forexample,oneeasywaytoaddalaneistodragonefromastencil,justasyouwouldanyothershape.(Inthisparticularcase,becauseoftheaddedintelligenceintheswimlanediagramframework,dragginganewswimlaneontothepagecausestheexistinglanestoshiftupordown,orsidetoside,toaccommodatethenewlane.)
Youcanaddtexttothelanes,ortotheswimlanestructureasawhole,byclickingtheheaderandthentyping.Figure4-16showstheresultofaddingtwomorelanestotheexampleshowninFigure4-15.
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Figure4-16Labeledtitlebarandswimlanes
SeeAlso
Forinformationabouttheuniquepropertiesofswimlanesandtheswimlaneframework,see“FindcontainersandlistsinVisio”inChapter13,“Addstructuretoyourdiagrams.”
Tip
You’veprobablyalreadyfiguredthisout,butswimlanediagramsaresonamedbecausetheyresembleaswimmingpoolviewedfromabove.
Toaddflowchartshapestothediagram,youcanuseanycombinationofthetechniquesthatweredescribedinthe“Createflowcharts”topicearlierinthischapter.It’susefultoknowthatallofthemethodsthatadddynamicconnectors,includingAutoConnectandQuickShapes,workbothwithinonelaneandacrossswimlaneboundaries.
Asyouaddshapes,DynamicGridguidelinesstillappear,evenacrosslanes.Figure4-17showssomefamiliarguidelines—adouble-headedarrowshowingspacing,andbothverticalandhorizontaldashedlinesshowingalignment—inadditiontoonenewguideline.ThedashedlinethatstretchesthefullwidthoftheswimlaneindicatesthattheshapebeingpositionedintheRecruiterlaneiscenteredverticallywithinthelane.
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Figure4-17DynamicGridfeedbackwithinandacrossswimlanes
Tip
ThegreenborderaroundtheentireRecruiterswimlaneisafourthvisualaidthatisexplainedin“FindcontainersandlistsinVisio”inChapter13,“Addstructuretoyourdiagrams.”
Thereisn’tonecorrectwaytobuildtheswimlaneversionoftheflowchartintheprevioustopic,butFigure4-18showsoneexampleofhowtheshapesmightbearrangedinrelevantlanes.
Figure4-18Acompletedhumanresourcesrecruitingprocessswimlanediagram
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Tip
SwimlanediagramsinVisio2016lookverymuchlikethoseinpreviousversionsofVisio.However,theunderlyingstructureisverydifferentfrompre–Visio2013diagrams.CurrentswimlanesarebuiltonkeycomponentsofVisio2016structureddiagrams,whicharedescribedinChapter13,“Addstructuretoyourdiagrams.”
Toaddaswimlanetoadiagram1.Useanycombinationofthefollowing:
•OntheCross-functionalFlowcharttab,intheInsertgroup,clicktheSwimlanebutton.
•Right-clicktheheaderofanexistinglane,andthenclickeitherInsert‘Swimlane’BeforeorInsert‘Swimlane’After.
•DragaSwimlaneshapefromtheCross-functionalFlowchartShapesstencilontotheboundarybetweenexistinglanes.
•Pointtotheboundarybetweenapairoflaneswiththecursorjustoutsidetheswimlanestructure,andthenclicktheblueinsertiontriangle.
SeeAlso
Forinformationaboutthismethodforinsertingrows,see“FindcontainersandlistsinVisio”inChapter13,“Addstructuretoyourdiagrams.”
Tolabelaswimlanediagram1.Clicktheheaderthatisaboveorbesidethesetofswimlanes,andthenenterthetextyouwant.
Tolabelaswimlane1.Clicktheheaderthatisatoneendoftheswimlane,andthenenterthetextyouwant.
Toaddandconnectshapesinacross-functionalflowchart1.Useanyofthetechniquesintheproceduresattheendofthe“Createflowcharts”topicearlierinthischapter.
UnderstandBPMN
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
BusinessprocessexpertsfromaroundtheworldcreatedtheBusinessProcessModeland
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Notation(BPMN)standardsothataprocessdiagramcouldconveymoredetailsaboutaprocessthanispossibleinaflowchartoraswimlanediagram.AkeygoalforBPMNistoimprovecommunicationaboutaprocessacrossallpartsofanorganization.
AlthoughBPMNdiagramscanimproveknowledgetransferaboutmanualprocesses,theycanbeparticularlyeffectiveinenhancingcommunicationaboutautomatedprocesses.TraditionalflowchartsseldomcontainenoughdetailaboutaprocessforanITdepartmenttobuildsystemstosupporttheworkofthebusinessgroup.BPMNattemptstoclosethatgap.
ThecreatorsofBPMNchosetousethecustomaryflowchartshapessothataBPMNdiagramwilllookfamiliar.Buttheyenhancedthoseshapesbycreatingmultiplevariationsofeachinordertoprovideadditionalcontextandmeaning.Forexample,asshowninthefiguresthataccompanyboththistopicandthefollowingtopic,mostBPMNshapescandisplayoneormoreiconswithintheshape.Theadditionaliconsprovidethereaderwithkeydetailsaboutaprocessstep.
TheBPMNtemplatesinVisio2016andVisio2013conformtothe2.0versionoftheBPMNstandard.Visio2010,whichwasthefirstversionofVisiotoincludeaBPMNtemplate,supportsBPMN1.2.
SeeAlso
FormoreinformationaboutthespecificBPMN2.0featuresthatareincludedwith,orexcludedfrom,theVisio2016andVisio2013BPMNtemplate,gotoblogs.office.com/b/visio/archive/2012/11/19/introducing-bpmn-2-0-in-visio.aspx.
BPMNusesfourcoreshapetypes:Events,Activities,Gateways,andConnectingObjects,andtherearemultiplevariationsofeach.Visiosmartshapesareidealforpresentingshapevariationsvisually.
TheBPMN2.0symbolsetincludesthefollowing:
ThreetypesofeventsStart,Intermediate,andEndeventsappearascircleswithdifferentborders,asshownintheupperrowofFigure4-19.
Figure4-19BPMNeventshapes
ThelowerrowofFigure4-19showsoneofthevariationsofeacheventtype;fromlefttorightthesethreeimagesrepresentatimedstartevent,amessage-basedintermediateevent,andanendeventthatresultsfromanerror.
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Tip
ThesixeventshapesshowninFigure4-19,inadditiontotheseveraldozenvariationsthatarenotshown,areactuallyallthesameshapeinVisio.The“DesignBPMNdiagrams”topic,laterinthischapter,demonstratesasimpletechniquethatyoucanusetochangetheshapeamongitsmanydifferentincarnations.IndrawingappsthatdonothavetheflexibilityofVisio,representingdozensofvisualvariationslikethiswouldrequiredozensofdifferentshapes.
TwoactivitytypesTaskandSub-Processactivities(showninFigure4-20)arebothconfiguredfromthesameVisioshapeandeachhasmultiplevariations.
Figure4-20AnactivitytypewithaplussignrepresentsaSub-Processactivity
SixgatewaytypesGatewaysareusedtorepresentdecisions,inadditiontopointswhereprocesspathssplitorjoin.AllgatewaysarevariationsofthediamondshapeshowninFigure4-21.
Figure4-21TheBPMNgatewayshape
ThreeconnectortypesSequenceFlow,MessageFlow,andAssociationconnectorsbetweenshapes(shownlefttorightinFigure4-22),allincludemultiplevariants.
Figure4-22BPMNconnectorshapes
ThefollowingtopicprovidesanexampleofonetypeofBPMNdiagram,butoneexamplecannotbegintoconveythefullrangeofBPMNcapabilities.RefertothewebsiteandbooksinthefollowinglistorsearchthewebforadditionalinformationaboutBPMN.
ObjectManagementGroup/BusinessProcessManagementInitiative:www.bpmn.org.
Silver,Bruce.2011.BPMNMethodandStyle,SecondEdition,withBPMNImplementer’sGuide.Cody-CassidyPress.
White,StephenA.,andDerekMiers.2008.BPMNModelingandReferenceGuide.FutureStrategiesInc.
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DesignBPMNdiagrams
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
TheBPMNBasicShapestemplateincludesthe16shapesshowninFigure4-23.However,asdescribedintheprecedingtopic,mostshapesofferoneormoreshortcutmenuoptions.Consequently,youcanusethislimitedstenciltoproduceseveralhundredvariationsofthesebasicshapes.
Figure4-23BPMNbasicshapes
Tip
NotethepresenceofthePool/LaneshapeinFigure4-23.BPMNdiagramscanincorporateswimlanes.
ThistopicdescribesthetechniquesyouuseforbuildingaBPMNdiagram.Theexampleinthistopicshowshowtocreateatheaterticketingprocess,showninFigure4-24.Alongtheway,you’lldiscoverthatthisisanoutdatedticketingprocessthatneedstobebroughtintothiscentury—andthat’sexactlywhathappensinthe“Createsubprocesses”topicthatfollows.
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Figure4-24AcompletedBPMNtheaterticketingprocess
Tip
TheBPMNdiagraminthistopicwasformattedbyusingvariant1oftheGemstonetheme.Inaddition,theCirclebeveleffectwasappliedtotheprocessshapes.Forinformationaboutthemes,variants,andeffects,seeChapter6,“Addstyle,color,andthemes.”ThediagramalsousestheVervebackgroundpageandtheAlphabetborderandtitle.Forinformationaboutbackgroundpagesandbordersandtitles,see“Workwithbackgroundpagesandborders”inChapter3,“Managetext,shapes,andpages.”
AfteryoustartadiagrambyusingtheBPMNtemplate,thefundamentalworkofbuildingtheprocessmapisnodifferentfromthetechniquesyouexploredwithflowchartsandswimlanediagramsearlierinthischapter.ThedifferencesarisewhenyoubegininteractingwiththeshapestosetandtakeadvantageoftheirBPMN-specificproperties.
WhetheryouchoosetouseAutoConnectarrowsandtheQuickShapesminitoolbaroranothertechnique,afterafewminutes,yourdiagrammightlooksimilartoFigure4-25;orifyou’vechosentoapplythemesandeffects,itmightlooksimilartoFigure4-26.
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Figure4-25TheinitialstagesofaBPMNdiagram
Figure4-26TheinitialstagesofaBPMNdiagramtowhichathemehasbeenapplied
Tip
IfyoustartaBPMNdiagrambydraggingaStartEventontothepage,youmightfindthattheAutoConnectarrowsdon’tappearwhenyoupointtotheshape.Ifyouzoominandthentryagain,youshouldseetheAutoConnectarrows.
YouentertextonBPMNshapesbyusinganyofthesamemethodsyouemployedforflowchartshapes.Youcanentertextforshapes,andlabelstooutcomepaths,asshowninFigure4-26,thesameasdescribedintheflowcharttopicearlierinthischapter.
Tip
Thetextblockonadynamicconnectorhasawhitebackgroundthatisnormallyinvisiblewhenyourdrawingpagealsohasawhitebackground.However,inadiagramlikeFigure4-26andthosethatfollow,thepagehasacoloredbackground.Consequently,youmightwanttoremovethebackgroundfromthetextblock.Thetechniquefordoingsoisabitobscure;theeasiestwayistotakeadvantageoftheVisio2016TellMefeature:selectoneormoreconnectors,andintheTellMebox,enterformat,andthenselectFormatText.IntheresultingTextdialogbox,ontheTextBlocktab,clickNoneintheTextBackgroundsection,andthenclickOK.
MostBPMNshapesincludeasetofshortcutmenuoptionsthatyouusetoindicateadditionaldetailsabouttheshape.Settingthesevaluescausesiconstoappearontheshapes,makingitpossibleforthemapreadertoknowmoreabouteachstepintheprocessataglance.
Forexample,youmightwanttoindicatethatthearrivalofamessagetriggersthestartof
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thisprocess.Right-clickingtheStartEventshaperevealscascadingmenusfromwhichyoucanselectMessage,asshowninFigure4-27.
Figure4-27YoucanuseoptionsoncascadingshortcutmenustosetthetriggerorresultforaBPMNshape
Forthetheaterticketingprocessdiagram,youcanusesimilarshortcutmenustosetthetasktypetoUserfortheCheckSeatInventoryprocessstep,toServiceforthePrintTicketsprocessstep,andtoUserfortheSendOrHoldTicketsprocessstep.
OfferAlternateSeatsisanexampleofaloopingtask,soitactuallyrequirestwoconfigurationsettings:TaskTypeisUser;LoopisStandard.
SomeBPMNshapesarefurtherannotatedbyattachingacalloutshape.ThecallouthasthenameTextAnnotationandislocatedintheBPMNBasicShapesstencil.WhenyoudragaTextAnnotationshapeontothepage,noticethatithasbothatextareaandatail;usethetailtogluethecallouttotheshapethatrequiresannotation.
ThecompletedsampleBPMNdiagram,showninFigure4-28,includesannotationsfortheStartandEndevents,inadditiontotheOfferAlternateSeatsloopshape.TheStartandEndannotationssimplydescribewhatlaunchesandconcludestheprocess.Thecommentattachedtotheloopindicatestheconditionsunderwhichtheloopends.
Figure4-28Close-upviewofthecompletedBPMNticketingprocessdiagram
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Tip
TheBPMNTextAnnotationshapeisaspecialtypeofVisioshapeknownasacallout.Amongthespecialbehaviorsassociatedwithacalloutisvisualfeedbackwhenyouassociatethecalloutwithaspecificshapebydraggingthetailofthecalloutontoashape:theborderoftheshapeilluminatesingreen.YouwillexploreVisiocalloutsinChapter13,“Addstructuretoyourdiagrams.”
Theoutdatednatureofthisdiagramshouldnowbeapparent:thisprocessonlyprovidesforprintingticketsandthensendingthemorholdingthemattheboxoffice.Inthenexttopic,youwilldiscoverhowtocreateasubprocesstobringthemapuptodate.
Tosettheactivitytype1.Right-clickataskshape,clickTaskType,andthenclickanentryfromtheflyoutmenu.
Tosetthelooptype1.Right-clickataskshape,clickLoop,andthenclickanentryfromtheflyoutmenu.
Tosetthegatewaytype1.Right-clickagatewayshape,clickGatewayType,andthenclickanentryfromtheflyoutmenu.
Tosettheeventtypeandtrigger/result1.Right-clickaneventshape,clickEventType,andthenclickanentryfromtheflyoutmenu.
2.Right-clickaneventshape,clickTrigger/Result,andthenclickanentryfromtheflyoutmenu.
ToaddatextannotationtoaBPMNshape1.DragaTextAnnotationshapeontothepage.
2.DragtheyellowcontrolhandleatthetailofthetextannotationshapetothetargetBPMNshape.
ToadjustthesizeofaTextAnnotationshape1.Withthecalloutselected,draganyoftheeightresizehandles.
ToadjustthepositionofaTextAnnotationshape1.Dragtheinteriorofthetextannotationshape.Thetailremainsattachedtotheassociatedshape.
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Createsubprocesses
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
Whenyouareworkingwithabusinessprocess,itisverylikelythatatleastoneofseveralthingswillhappenovertime:
Youwillidentifyportionsoftheprocessthatneedtobedefinedingreaterdetail.
Youwillidentifygroupsoftasksthatarereferredtofrommultipleplaceswithintheprocess.
Partsofyourprocesswillbecomeoutdated.
Yourmapwillbecomeunwieldyanddifficulttoreadandmaintain.
Acommonsolutionforallofthesesituationsistoselectagroupofrelatedprocessstepsandreplacethemwithasinglesubprocesssymbol.Youthenmovetheselectedstepstoanotherpagewhereyouhaveroomtospreadthemoutinordertobetterdefinethatsectionoftheoverallprocess.
Youcanaddanewpageandthencutandpasteshapesmanually;however,VisioProfessional2016includesthreebuttonsontheProcesstabthatautomatemuchoftheworkofcreatingsubprocesses.
Important
Youmustselectashape(usuallyasubprocessshape)priortoclickingtheCreateNeworLinkToExistingbuttons.YoumustselecttwoormoreshapespriortoclickingtheCreateFromSelectionbutton.
CreateNewVisiocreatesanewpage,namesitbyusingthetextfromtheselectedshape,andthencreatesahyperlinktothenewpage.
LinkToExistingVisiolinkstheselectedshapetoanexistingpagethatyouselect.Thetargetpagecanbeineitherthecurrentdrawingoradifferentdrawing.
CreateFromSelectionVisiodeletestheselectedshapesandreplacesthemwithasubprocessshape,addsanewpagetothediagram,pastesthedeletedshapesontothenewpage,andthenaddsahyperlinkfromthesubprocessshapetothenewpage.
ToseehowtheCreateFromSelectionbuttoncanbehelpful,considerthetheaterticketingprocessdefinedinFigure4-28intheprevioustopic.Thepairoftasksthatdefinesprintingticketsandthensendingorholdingthemisclearlyoutdatedbecauseitdoesn’tofferanelectronicticketingoption.YoucanstarttheredefinitionofthatpartoftheprocessbyselectingthoseshapesandthenclickingtheCreateFromSelectionbutton.Theupdatedpageoftheprocessmapincludesasubprocessshape,asshowninFigure4-29.
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Figure4-29ABPMNsubprocesssymbolhasreplacedtwotasks
Tip
Thenewsubprocessshapedoesnotlookidenticaltotheothershapesonthepagebecausenewshapesinheritthemes,butdonotinheriteffects.YoucanmanuallyapplythesamebeveleffecttothenewshapeoryoucanusetheFormatPaintertocopyitfromoneofthepreexistingshapes.
Aswithanyothershape,youcanclickthesubprocessshapeandentertext;inthiscaseyoumightlabelthenewsubprocessFulfillorder.
Inadditiontothemodificationsonthemainprocesspage,thetheaterticketingdiagramnowcontainsanewpage,theupperportionofwhichlookslikeFigure4-30.
Figure4-30Shapesonanewsubprocesspage
Visiodoesthehardworkofrearrangingkeydiagramelements,leavingyoutofleshouttheremainderofnewprocesses.Inoursampleprocess,youmightaddaneticketingoptioninamannersimilartothatshowninFigure4-31.
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Figure4-31Acompletedorderfulfillmentsubprocess
Tip
AutomaticsubprocesscreationisnotrestrictedtoBPMNdiagrams.Youcantakeadvantageofthisfeatureinflowchartsandcross-functionalflowcharts,too.
Tocreateanewsubprocess1.Selectasubprocessshape,andthenontheProcesstab,intheSubprocessgroup,clicktheCreateNewbutton.
Tolinktoanexistingsubprocess1.Selectasubprocessshape,andthenclicktheLinktoExistingbutton.
2.Selectthepageyouwantfromthemenu.
Tocreateasubprocessfromexistingshapes1.Selectatleasttwoshapes,andthenclicktheCreatefromSelectionbutton.
2.Enterthetextyouwantonthenewsubprocessshape.
3.Gotothenewsubprocesspageandcompletethedefinitionofthesubprocess.
SkillsreviewInthischapter,youlearnedhowto:
Selectaflowcharttemplate
Createflowcharts
Understandswimlanediagrams
Buildswimlanediagrams
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UnderstandBPMN
DesignBPMNdiagrams
Createsubprocesses
Practicetasks
ThepracticefileforthesetasksislocatedintheVisio2016SBS\Ch04folder.Youcansavetheresultsofthetasksinthesamefolder.
SelectaflowcharttemplateTherearenopracticetasksforthistopic.
CreateflowchartsStartVisio,clicktheFlowchartstemplatecategorythumbnail,double-clicktheBasicFlowcharttemplate,andthenperformthefollowingtasks:
1.DragaStart/Endshapeontothepage.
2.DragadditionalshapesontothepageanduseeithertheConnectortoolorAutoConnectarrowstolinkthemtoexistingshapes.
Or
UseAutoConnectarrowsandtheQuickShapesminitoolbartoaddadditionalshapesandlinkstoyourflowchart.
3.Addtexttoeachflowchartshapetodescribeitspurposewithintheprocess.
4.Addadescriptiontoeachdecisionpathoutcome.
UnderstandswimlanediagramsStartVisio,clicktheFlowchartstemplatecategorythumbnail,double-clicktheCross-functionalFlowcharttemplate,andthenperformthefollowingtasks:
Tip
Ifthisisthefirsttimeyou’veusedtheCross-functionalFlowcharttemplate,selecteitherHorizontalorVerticalorientationintheCross-functionalFlowchartdialogbox,andthenclickOK.
1.Buildahorizontalswimlanediagram,changingthedefaultorientationifnecessary.
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BuildswimlanediagramsCreateadiagramfromtheCross-functionalFlowcharttemplate,andthenperformthefollowingtasks:
1.Clicktheheadingoftheswimlanestructuretogivetheprocessaname.
2.Addtwoadditionalswimlanes.
3.Clicktheheadingofeachswimlanetoidentifytherole,function,ordepartmentassociatedwiththelane.
4.DragaStart/Endshapeintooneoftheswimlanes.
5.DragadditionalshapesontothepageanduseeithertheConnectortoolorAutoConnectarrowstolinkthemtoexistingshapes.
Or
UseAutoConnectarrowsandtheQuickShapesminitoolbartoaddadditionalshapesandlinkstoyourflowchart.
6.Addtexttoeachshapetodescribeitspurposewithintheprocess.
7.Addadescriptiontoeachdecisionpathoutcome.
UnderstandBPMNTherearenopracticetasksforthistopic.
DesignBPMNdiagrams
Important
ThetasksinthistopiccanbecompletedonlybyusingtheProfessionaleditionofVisio2016.
StartVisio,clicktheFlowchartstemplatecategorythumbnail,double-clicktheBPMNDiagramtemplate,andthenperformthefollowingtasks:
1.Addshapesandconnectorstothepagetolayoutyourprocessmap.
2.Addatextdescriptiontoeachactivity(task)andgateway(decision)shape.
3.Right-clickeachshapeandselecttheactivity,gateway,oreventtype,asrequired.
4.Right-clickeachtaskshapethatrepresentsaloop,andthensetthelooptype.
5.AddaTextAnnotationtoeachStartEventandEndEvent,andtoeachTaskshapethatrepresentsaloop.
6.Adjustthesizeandpositionofeachtextannotation.
7.Addadescriptiontoeachdecisionpathoutcome.
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Createsubprocesses
Important
ThetasksinthistopiccanbecompletedonlybyusingtheProfessionaleditionofVisio2016.
OpentheCreateSubprocessesdiagraminVisio,andthenperformthefollowingtasks:
1.SelecttheLoghiringrequest,Preparejobdescriptionandscreeningquestions,andAdvertiseopenjobshapes.
2.Createasubprocessfromtheselectedshapes.Noticethatwhenyoucreateasubprocessinaswimlanediagram,Visioreproducestheswimlanestructureonthenewpage.
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5.Createorganizationcharts
Inthischapter
Understandorganizationcharts
Buildorganizationchartsmanually
Useexistingdatatocreateanorganizationchart
UsetheOrganizationChartWizardwithnewdata
Alterlayoutandappearance
Importphotographsasyoucreateorganizationcharts
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch05folder.Forpracticefiledownloadinstructions,seetheintroduction.
Chapter4,“Createbusinessprocessdiagrams,”introducedyoutoapractical,real-worldapplicationforVisio.ThischapterfocusesonasecondcommonuseforVisio:representingthestructureofanorganizationinachartthatcontainsdataaboutpeople;thechartmightalsocontaintheirphotographs.
Inanorganizationchart,commonlyknownasanorgchart,youcandefinereportingrelationshipsmanuallybydraggingsmartorgchartshapesontoapageandthenlettingVisiodotheworkofarrangingthem.Alternatively,youcanpointtheOrganizationChartWizardatasetofdataandletVisiodoeverything.
Regardlessoftheapproachyoutaketocreateanorgchart,Visioprovidesyouwithamultitudeofoptionsforchangingthestyle,layout,themes,andcolorsofyourchart.
Thischapterguidesyouthroughproceduresrelatedtounderstandingandbuildingorganizationcharts,usingexistingdatatocreateanorganizationchart,usingtheOrganizationChartWizardwithnewdata,alteringthelayoutandappearanceofanorgchart,andimportingphotographs.
UnderstandorganizationchartsVisioorgchartsarewellsuitedforthemostcommontypeoforganization,inwhicheachpersonhasoneboss.Althoughsomeorganizationsusematrixorothernon-hierarchicalstructures,Visioorgchartsaredesignedforthemajorityofcases.
ReviewnewfeaturesVisio2013introducedasetofboldvisualchangestothedecade-oldorgchartsolution,andthosechangeshavebeencarriedforwardintoVisio2016.Themostobviousvisualchangetoorgchartsistheintroductionofstyles.Visioprovides10styles,eachofwhichincludessixspeciallydesignedchartshapes.Youwillundoubtedlyfindthatsomestylesaremoreappropriatethanothersareforportrayingyourorganization’semployees.WithVisio,it’seasytotrymultipleoptions:youcanchangestyleswithoneclick.
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TwootherfeaturesthatcarriedforwardfromVisio2013enhancethevisualappealofVisioorgcharts.Thosefeaturesincludethefollowing:
Thestyledshapesusethemesandshapeembellishments.
SeeAlso
Formoreinformationaboutusingthemes,seeChapter6,“Addstyle,color,andthemes.”
Theorgchartshapessupportalong-standingneedfortheoptiontoimportphotographsautomatically.
SeeAlso
Formoreinformationaboutimportingphotographs,see“Workwithpictures”and“Importphotographsasyoucreateorganizationcharts”laterinthischapter.
Asmentionedaboutcross-functionalflowchartsinChapter4,“Createbusinessprocessdiagrams,”someofthemagicoforgchartscomesfromadd-insoftware.(Alsolikecross-functionalflowcharts,theadd-insoftwareispackagedwithVisio.)Thepresenceoftheorgchartadd-inisvisibleinthesamewaythatmostadd-insarevisible:bytheappearanceofatabontheVisioribbon,asshowninFigure5-1.
Figure5-1TheOrgCharttab
SeeAlso
Formoreinformationaboutadd-intabs,see“Understandtooltabsandadd-intabs”inChapter1,“GetstartedwithVisio2016.”
TheOrgCharttabretainsmanyfrequentlyusedbuttonsfrompreviousversionsofVisio,includingbuttonstoarrange,layout,andspaceshapes.InVisio2016,thetabincludesbuttonsyoucanusetotakeadvantageofstylesandtoimportandmanagepictures.
UseorgcharttemplatesVisio2016providestwoorgcharttemplatesintheBusinesscategory.Bothtemplatesincludeidenticalstencilsandcapabilities—withonedifference:OrganizationChartopenstoablankpagesoyoucancreateanorgchartmanually;OrganizationChartWizardopenstothesameblankpagebutalsopresentsyouwiththefirstpageofawizardthatstepsyouthroughthecreationofachart.
IfyouhappentoselecttheOrganizationChartWizardbymistake,there’snoproblem:just
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cancelthewizardandcontinuewithoutit.Similarly,ifyouselectedthemanualtemplatebutreallywantedtousethewizard,it’savailablebyclickingtheImportbuttonontheOrgCharttab.
BuildorganizationchartsmanuallyAlthoughyouwillexploretheOrganizationChartWizardinsubsequenttopics,it’susefultoknowhoweasyitistocreateorgchartsmanually.Thegoodnewsisthatevenwhenyoucreateanorgchartbyhand,Visiostilldoesasignificantpercentageofthework.
Forexample,afteryoudraganExecutiveshapetothetopofthepage,youcancreateaviewofthereportingstructuresimplybydraggingothershapes,suchasmanagers,employees,assistants,consultants,andvacancies,ontopofthefirstshape.AdiagramthatstartswithasingleshapequicklybecomeswhatisshowninFigure5-2.
Figure5-2Anorgchartthatcontainsfiveshapes
Tip
Ifyoudecideafterdraggingashapeontothepagethatitshouldbeadifferentshapetype,youdon’tneedtodeleteandreplacetheshape.Youcanchangethetypebyusingseveraltechniquesthatareincludedintheproceduresattheendofthistopic.
Tip
TheOrganizationChartShapesstencilcontainsaspecialshapenamedThreePositionsthatmakesiteasytoaddthreeemployeestoachartatonce.
ThestencilalsoincludesashapecalledMultipleShapes.Draggingthisshapeontoanexistingorgchartshapepromptsyoutoselectashapetypeandthentospecifyhowmanyshapesofthattypeyou’dliketoaddtothechart.
Addingtitlesandnamestothechartisaseasyasenteringthemintwoplacesontheshape.Clickanywhereontheshapetoenterthetitle;clickthenameboxtoentertherelevantname.
Youcancontinuetobuildthechartbydraggingadditionalshapesontopofexisting
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shapestoshowtherequiredreportingrelationships,perhapsproducingachartliketheoneshowninFigure5-3.
Figure5-3Orgchartshapesdisplayingnamesandtitles
Figure5-3containsatleastoneofeachofthesixprimaryorgchartshapes.Fouroftheshapetypesareeasytoidentifybecauseoftheirvisualdifferences:theexecutiveshapehasawhitebackground;managershapeshavedarkerbackgrounds;andthevacancyshape,showninthelowerrightofFigure5-3,looksdifferentfromanyothershapetype.
However,thedefaultorgchartshapestyle(Belt)thatwasusedinFigure5-3doesnotdifferentiateamongassistants,positions(non-managerialemployees),andconsultants.AssistantslikeDeedeeSpirosandJasonRobinsonaredifferentiatedbytheirphysicallocation(offsettotherightundertheirrespectivemanagers)buttheshapesthemselveslookthesameasthoseforpositionsandconsultants.
ThelackofvisualdistinctionismerelyafunctionoftheBeltstyle.Inthesection“Changeshapeappearance,”laterinthischapter,youwilldiscoverthatotherstylesdoprovideauniqueappearanceforeachofthesixshapetypes.
Tip
Thevacancyshapeistheonlyorgchartshapethatdoesnotincludeaplaceholderforaphotograph.
Tocreateanorgchartmanually
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1.DisplaytheBackstageview.
2.IntheleftpaneoftheBackstageview,clickNew.
3.OntheNewpage,clickCategories,clicktheBusinessthumbnail,andthendouble-clicktheOrganizationCharttemplate(nottheOrganizationChartWizardtemplate).
4.Dragashapethatrepresentsthetoplevelofyourorganization,suchasanExecutiveBeltoraManagerBeltshape,ontothepage.
5.Dragothershapesthatrepresentthenexttierofyourorganizationontothetop-levelshape.
6.Dragadditionalshapesontoeachtieruntilyourorganizationisrepresented.
7.Enternamesand/ortitlesontotheshapes.
Toaddthreepositionshapesatatime1.DragtheThreepositionsshapeontoanexistingexecutiveormanagershape.
Toaddmultipleshapesofanytype1.DragtheMultipleshapesshapeontoanexistingexecutiveormanagershape,orontoanunusedpartofthedrawingpagetoopentheAddMultipleShapesdialogbox,showninFigure5-4.
Figure5-4TheAddMultipleShapesdialogbox
2.IntheAddMultipleShapesdialogbox,enterorselectanumbertospecifyhowmanyshapesyouwanttoadd.
3.IntheShapesectionoftheAddMultipleShapesdialogbox,selectashapetype,andthenclickOK.
Tochangethepositiontypeforashapeonthedrawingpage1.Right-clickanyorgchartshape,clickChangePositionType,andthenclickthenameofthepositionyouwant.
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Or
1.Selectashape.
2.OntheOrgCharttab,intheShapesgroup,clicktheChangePositionTypebuttontoopentheChangePositionTypedialogbox,showninFigure5-5.
Figure5-5TheChangePositionTypedialogbox
3.IntheChangePositionTypedialogbox,clickthenameofthepositionyouwant,andthenclickOK.
Or
1.Useeithertechniquedescribedin“Replaceshapes”inChapter3,“Managetext,shapes,andpages.”
UseexistingdatatocreateanorganizationchartIfthedataaboutyourorganizationalreadyexistsinelectronicform,Visio2016providesawizardthatwillbuildtheorgchartforyou.Youcanbeginwithdatathatresidesinanyofthefollowingrepositories:
AMicrosoftExcelworkbook
AdatabasesuchasMicrosoftAccess,MicrosoftSQLServer,orotherdatabasesystems
AMicrosoftExchangeServerdirectory
AsystemthatcanexportpersonnelinformationbygeneratingatextfileoranExcelworkbook
Whenyoubuildanorgchartfromexistingdata,suchastheExceldatashowninFigure5-6,youneedonlytwokeypiecesofdataabouteachemployee:theemployee’snameandthenameofthepersontowhomtheemployeereports.Youcanincludeadditionaldata,asshowninthefigure.Whatyouincludebeyondtherequireddatadependsonwhatyouwouldliketohaveavailableinthechart.
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Figure5-6Excelworksheetdatacanbeusedtocreateanorgchart
Tip
InFigure5-6,notethatArtHelmersdoesnotreporttoanyone.Althoughanothertechniqueisdescribedlaterinthistopic,listingoneemployeewithoutabossisaneasywaytotelltheOrganizationChartWizardwhoisincharge.
OnthefirstpageoftheOrganizationChartWizard,showninFigure5-7,youindicatewhetheryouwanttobuildachartfromexistingdataorfromdatathatyouenterbyusingthewizard.Theremainderofthistopicdisplaysthewizardpagesthatresultfromusingexistingdata.
Figure5-7Indicatewhetherdataalreadyexists
Youusethesecondwizardpage,showninFigure5-8,toselectthetypeofdatasourcethat
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containsyourdata.
Figure5-8Specifythetypeofdatasourceyouwanttouse
IfyouselectAText,OrgPlus(*.txt),OrExcelFileasyourdatasource,youthenspecifythelocationofthefileinthenextwizardpage,showninFigure5-9.
Figure5-9Thewizardpageusedtospecifythelocationofthedatasource
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Tip
Ifyouselecteitheroftheothertwodatasourcetypes,youwillusedifferentwizardpagestospecifythelocationandaccessrightsforthedata.
Afterthewizardopensthedatasource,itdisplaysthepageshowninFigure5-10.Onthispage,youmaponefieldfromyourdatatotheorgchartNamefield,andanothertotheReportsTofield.Youcanoptionallyspecifywhetheryourdatahasaseparatefieldforemployees’firstnames.
Figure5-10Identifykeydatafieldnames
Onthefifthpageofthewizard,showninFigure5-11,youindicatewhichfieldsfromyourdatayouwouldlikeVisiotodisplayoneachorgchartshape.
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Figure5-11Specifywhichdatafieldsshouldappearonorgchartshapes
ThewizardpageshowninFigure5-12looksalotlikethepreviouspage,butitspurposeisdifferentandunrelated.Onthispage,youselectthefieldsfromyourdatasourcethatyouwouldliketostoreasshapedataineachorgchartshape.Bystoringdatainsideshapes,youcanrunreportsandusethedataforotherpurposeswithoutneedingtoreverttotheoriginaldatasource.
Figure5-12Specifywhichdatafieldsshouldbestoredinshapedata
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SeeAlso
Formoreinformationaboutshapedataandreports,seeChapter8,“Workwithshapedata.”Forinformationaboutdatavisualization,seeChapter9,“Visualizeyourdata.”
Thepenultimatewizardpage,showninFigure5-13,wasintroducedinVisio2013.Onthispage,youindicatewhetheryouwanttoimportphotographsaspartoftheorgchart.Ifyoudo,youspecifythelocationofthephotosandtellthewizardhowtomatchphotofileswithemployees.
Figure5-13Indicatewhetheryouwanttoimportpictures
SeeAlso
Formoreinformationaboutincorporatingphotographsinyourorgcharts,see“Workwithpictures”and“Importphotographsasyoucreateorganizationcharts”laterinthischapter.
Onthelastpageofthewizard,showninFigure5-14,youneedtodecidethefollowing:
WhetheryouorVisiowilldeterminehowmuchcontenttodisplayoneachpage
Ifyouchoosetodoityourself,apageonwhichyoucanspecifypagecontentsappears.
IfyouletVisiocreatethepages,youcantelltheprogramwheretostartbyidentifyingthetopshapeonthefirstpage.The<TopExecutive>optiontellsVisiotoselectthepersonwhodoesn’treporttoanyoneelseasthetopshape.Alternatively,
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youcanselectaspecificpersonbyclickingthearrowtochooseanyoneinyourlist.
Whethertohyperlinkemployeeshapesacrosspages
Ifamanager’sdirectreportswon’tfitonthepagewiththemanager,thewizardwillleavethemanagershapeontheoriginalpage,andwillalsoplaceitandthemanager’sdirectreportsonasubsequentpage.Ifyouselectthisoption,Visioaddsahyperlinkbetweentheduplicatedmanagershapes.
Whethertosynchronizeemployeeshapesacrosspages
Ifmanagershapeshavebeenduplicatedasdescribedintheprecedingbulletpoint,youselectthischeckboxtoinstructVisiotoupdateoneshapeifyoumakechangestotheother.
Figure5-14Youcanprovideorgchartlayoutdetailsonthelastpageofthewizard
UsingtheOrganizationChartWizardsavesatremendousamountoftimeandwork.However,thedefaultlayoutandstylesmightnotsuityourneeds,suchastheexampleshowninFigure5-15,whichwascreatedbyusingthewizard.Youcanusethetechniquesdescribedinthesection“Changeshapeappearance”laterinthischaptertorecasttheorganizationchartinavarietyofways.
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Figure5-15Thistall,verticalformatcreatedbyusingthewizardmightnotbeideal
Tip
Buildinganorgchartfromexistingdataisnotthesameaslinkingadiagramtoexternaldata.(YouwillexploredatalinkinginChapter10,“Linktoexternaldata.”)Orgchartsthatyoubuildfromexistingdataarenotconnectedtothatdatainanyway;yourorgchartdoesnotchangeautomaticallywhenyourdatadoes.
YoucanusethetechniquesinChapter10tolinkanorgcharttoyourdatasourceafterusingtheOrganizationChartWizard.However,therearelimitsonwhatkindsofupdatescanbeappliedtothediagramautomatically.Forexample,addingnewpositionsordeletingemployeesinthedatawillnotcausecorrespondingchangesinyourorgchart.Youwillneedtorerunthewizardtorebuildyourorgcharteachtimethistypeofdatachanges.
TostarttheOrganizationChartWizard1.Dooneofthefollowing:
•OntheNewpage,clickCategories,clickBusiness,andthendouble-clicktheOrganizationChartWizardthumbnail.
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•Withanorganizationchartopen,ontheOrgCharttab,intheOrganizationDatagroup,clicktheImportbutton.
UsetheOrganizationChartWizardwithnewdataIfyourorganizationdataisnotinaformatthatVisiocanread,butyouwouldliketousethewizard,you’restillinluck.TheOrganizationChartWizardcanhelpbycreatingafileintowhichyoucanpasteorenteryourdata;forexample,thewizardcaneithercreateanExcelworkbook(Figure5-16)oracomma-separatedvalues(CSV)textfile(Figure5-17).
Figure5-16AnExcelworkbookcreatedbytheOrganizationChartWizard
Figure5-17AtextfilecreatedbytheOrganizationChartWizard
Aftercreatingtheworkbookortextfile,theOrganizationChartWizardpausesuntilyouclosethefilebeforeitcontinues.Ifyoudon’tclosethefile,thewizarddisplaysadialogbox,showninFigure5-18,listingeitherexcel.exeornotepad.exe,asappropriate.
Figure5-18Thisdialogboxappearsuntilyouclosethedataentryfile
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Important
IfyouuseExcel,youmustclosetheExcelapplication,notjusttheworkbook.
AfteryoucloseExcelorNotepad,thewizardresumesbypresentingthephotoimportpageshowninFigure5-13intheprecedingtopic.
Tocreateanorganizationdatachartfromdatathatyouenter1.StarttheOrganizationChartWizard,andthenonthefirstpage(showninFigure5-7intheprecedingtopic),clickInformationthatIenterusingthewizard.
2.OnthewizardpageshowninFigure5-19,clickExcelorDelimitedtext.
Figure5-19Thewizardpageusedtoselectthedatafiletypeyouwanttouse
3.Onthesamewizardpage,enterorbrowsetowhereyouwanttostorethedatafile.
4.ClickNext.
Adialogboxappearsandinstructsyoutotypeyourdataoverthesampledata.
5.Finishenteringyourdata,clickOKtoclosethedialogbox,andthencompletetheremainingpagesoftheOrganizationChartWizardsoVisiocanbuildyourorgchart.
Or
ClickOKtoclosethedialogbox,cancelthewizard,completeyourdataentry,restartthewizard,andthenpointittoyournow-completeddatafile.
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AlterlayoutandappearanceYoucanalterthelookofyourorganizationchartinmanywaysbyusingabroadsetofenhancementsthatwereintroducedinVisio2013.Inaddition,theOrgCharttabhasbeenredesignedinVisio2016tomakeorgchartcustomizationtoolsmoreaccessible.
ThistopicdescribesthefunctionsinfourofthefivegroupsontheOrgCharttab:Layout,Arrange,Shapes,andPicture.ThetopicalsodemonstrateshowVisio2016themesaffectorganizationcharts.
Important
IfyouusethetechniquesdescribedinthistopictoreformatanorgchartyoucreatedbyusingtheOrganizationChartWizard,youshouldknowthis:ifyousubsequentlyimportyourdataagainwiththeintentofupdatingyourorgchart,allformattingwillbelost.Visiocreatesaneworgcharteverytimeyourunthewizard.
ChangethelayoutYouusetheLayoutgroupontheOrgCharttab,showninFigure5-20,toadjustshapepositioningonthepage.
Figure5-20TheLayoutgroupontheOrgCharttab
Youcanmakesignificantchangestothelookofanorgchartbychangingtoanyoneof18predefinedlayouts.Eachlayoutchangesthespacingandrelativepositionsofshapeswithinthechart.Agalleryoflayoutchoices,showninFigure5-21,isdisplayedonamenuwhenyouclicktheLayoutbutton.
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Figure5-21TheLayoutmenu
Tip
WhenyouselecttheApplyAutomaticLayoutsToShapeStylescheckboxatthebottomoftheLayoutmenu,Visiorefreshestheorgchartlayouteverytimeyouapplyastyle.Youcanretainyourcurrentlayoutwhenyouchangestylesbyclearingthischeckbox.Youwillexploreshapestylesinthesection,“Changeshapeappearance,”laterinthe“Alterlayoutandappearance”topic.
Ifyou’vemanuallyalteredthesizeorpositionofanyorgchartshapes,yourdiagrammightcontaingapsoroverlappingshapes.Theorgchartadd-inprovidesasimpleanswer:clicktheRe-Layoutbuttontorestoreappropriatespacing.
AnotherconveniencefeatureintheLayoutgroupistheBestFitToPagebutton.Clickingthisbuttonrelocatestheentireorgcharttofitbetteronthecurrentpage.
Tochangethelayoutofanorgchartpage1.OntheOrgCharttab,intheLayoutgroup,clicktheLayoutbutton.
2.ClicktheHorizontal,Vertical,orSidebySidebutton.
Tochangethelayoutofall,orpartof,anorgchartpage1.Right-clickanyshapethathassubordinates,clickSubordinates,andthenclickArrangeSubordinates.
2.IntheArrangeSubordinatesdialogbox(showninFigure5-22),clickoneoftheHorizontal,Vertical,orSide-by-sidebuttons,andthenclickOK.
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Figure5-22TheArrangeSubordinatesdialogbox
Tocorrectthespacingandpositioningofallshapesinanorgchart1.OntheOrgCharttab,intheLayoutgroup,clicktheRe-Layoutbutton.
Tocenteranorgchartonthepage1.IntheLayoutgroup,clicktheBestFittoPagebutton.
ArrangeshapesYoucanusetheSpacingandMovebuttonsintheArrangegroup(Figure5-23)toaltertheverticalspacingandthelocationofshapesinyourorgchart.NotethattheSpacingbuttonsaffecteveryshapeonthepage,whereastheMovebuttonsoperatemorelocally:ifyouselectashapethatdoesn’thavesubordinates,clickingeitherMovebuttonmovesonlythatshape;however,ifyouselectamanageroranexecutiveshape,thatpersonandallsubordinateswillmove.
Figure5-23TheArrangegroupontheOrgCharttab
Youcanalsohideportionsoftheorganizationchartthatarebelowamanagerorexecutive.Ifyoudo,themanagerorexecutiveshapethathashiddensubordinatesdisplaysaniconinthelower-rightcorneroftheshapetoindicatethepresenceofhiddensubordinates,asshowninFigure5-24.
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Figure5-24Amanagershapewithacollapsedsubordinatesicon
Tochangetheverticalspacingbetweenshapes1.OntheOrgCharttab,intheArrangegroup,clicktheIncreasetheSpacing(+)orReducetheSpacing(-)button.
Tomoveoneshape1.Selectashapethathasnosubordinates.
2.ClicktheMoveLeft/Up( )orMoveRight/Down( )button.
Tip
Inverticallayouts,theleftandrightarrowsactuallymoveshapesupanddown.
Tomoveasetofshapes1.Selectashapethathassubordinates.
2.Clickthe or button.
Toshoworhidesubordinates1.Selectashapethathassubordinates.
2.ClicktheShow/HideSubordinatesbutton.
Or
1.Right-clickashapethathassubordinates,clickSubordinates,andthenclickeitherHideSubordinatesorShowSubordinates.
ChangeshapeappearanceYoucanusethebuttonsintheShapesgroup,showninFigure5-25,tochangetheappearanceofyourorganizationchart.Themostdramaticchangesoccurwhenyouclickoneofthe10orgchartstylebuttons,eachofwhichincludesnotonlyadifferentshapedesign,butalsodifferentlayoutrules.Becausestylechangesaresoeasytoaccomplish,youcanexperimentwithlooksthatrangefromcorporatetofanciful.
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Figure5-25TheShapesgroupontheOrgCharttab
Forexample,withoneclick,theorgchartshowninFigure5-3earlierinthischaptercanlooklikeFigure5-26.
Figure5-26AnorgchartwiththePipstyleapplied
Tip
Figure5-3doesn’tofferanyvisualdifferentiationforposition,consultant,andassistantshapes,buteachofthefollowingthreefiguresdoes.Differencesinchartstylesaresometimessubtle,buttheycontainchangesingeometry,adornments,orcolor.
Withanotherclick,thechartcanlooklikeFigure5-27.
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Figure5-27AnorgchartwiththeStonestyleapplied
Asnotedatthebeginningofthistopic,andasshowninFigure5-26andFigure5-27,whenyouchangetoadifferentorgchartstyle,Visiooftenchangesthelayoutoftheshapes.Ifthisisn’twhatyouwant,perhapsbecauseyouhavealreadyspenttimearrangingthelayouttoyourliking,youcaninstructVisiotoswaptheshapesbutleavethelayoutalone.
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Thenameskeepchanging!
IntheOrganizationChartShapesstencil,eachofthesixprimaryshapenamesincludesthenameofthecurrentlyactiveorgchartstyle.Consequently,theshapesmighthavedifferentnamesthanthelasttimeyouworkedonanorgchart.
ThenameofthedefaultstyleisBelt;consequently,whenyoubeginaneworgchart,theupperportionofthestencillookslikeFigure5-28.ThewordBeltappearsbothinthestencilnamebarandineachshapename.
Figure5-28TheOrganizationChartShapesstencilshowingtheBeltstyle
WhenyouclickadifferentstyleiconintheShapesgroup,thenamesofthestencilandtheshapeschange,asshowninFigure5-29.
Figure5-29TheOrganizationChartShapesstencilshowingtheNotchstyle
TheShapesgroupalsoprovidesbuttonstochangetheheightandwidthoforgchartshapes,eithertoaccomodatethedisplayofmoredataonashapeortoreduceunneededspace.Figure5-30showstheresultsofreducingboththewidthandheightofthreeorgchartshapes.
Figure5-30Originalandreducedsizeversionsofthesamethreeorgchartshapes
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Tip
YoucanchangethewidthandheightofallorgchartshapesonallpagesfromtheOptiontabintheOptionsdialogbox.ClicktheShapesdialogboxlauncherontheOrgCharttabtoopentheOptionsdialogbox.
Finally,youcanusetheChangePositionTypebuttontoconvertashapefromoneorganizationalroletoanother,asdescribedin“Understandorganizationcharts”earlierinthischapter.
Tochangethestyleofanorgchart1.OntheOrgCharttab,intheShapesgroup,clickoneofthe10styleicons.
Or
1.Ifthestyleyouwantisnotvisible,clicktheMorebuttonatthelower-rightcornerofthestylesectiontodisplayagalleryontheStylesmenu.
2.Clickoneofthe10styleicons.
Tochangethestylebutnotthelayoutofanorgchart1.Clickastylebuttontochangebothstyleandlayout,andthenclicktheUndobuttonorpressCtrl+Z.(ThisworksbecauseVisiomakesthechangesintwoseparateblocks.Undoingoncerevertsthelayout;undoingagainrevertsthestylechange.)
Or
1.AtthebottomoftheStylesmenu,cleartheApplyAutomaticLayoutstoShapeStylescheckbox.
2.Clickoneofthe10styleicons.
Or
1.IntheLayoutgroup,clicktheLayoutbutton,andthencleartheApplyAutomaticLayoutstoShapeStylescheckbox.
2.Clickoneofthe10styleicons.
Tochangetheheightorwidthofoneormoreshapes1.Selectoneormoreshapes.
2.IntheShapesgroup,clicktheIncreasetheHeightorIncreasetheWidth(+)button,ortheDecreasetheHeightorDecreasetheWidth(-)button.
Tip
Ifyoudon’tselectanyshapespriortoclickingtheheightorwidthbuttons,Visiowilladjustallshapesonthepage.
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WorkwithpicturesYoucanaddphotostoanorgchartwhenyoucreateit,asyouwilldiscoverin“Importphotographsasyoucreateorganizationcharts”laterinthischapter.YoucanalsoaddeitheroneormultiplephotostoanexistingorganizationchartbyusingtheInsertbuttoninthePicturegroup,showninFigure5-31.
Figure5-31ThePicturegroupontheOrgCharttab
SeeAlso
Formoreinformationaboutthetypesofimagesyoucanuseinanorgchart,see“Importphotographsasyoucreateorganizationcharts”laterinthischapter.
TheChangeandDeletebuttonsinthePicturegroupprovideameanstoreplaceorremovephotographs.
TheShow/Hidebuttonmakeseitherphotographsorthepictureplaceholdersappearordisappear.TheHidefunctionisveryconvenientifyoudon’thavephotosbecausethedefaultdisplayforall10orgchartstylesistoincludeapictureplaceholder.OneclickoftheShow/HidebuttonturnstheimageontheleftinFigure5-32intothecleaner-lookingimageontheright.
Figure5-32Orgchartshapeswithandwithoutpictureplaceholders
Toaddphotographstoanexistingorgchart1.Selectoneormoreorgchartshapes.
2.OntheOrgCharttab,inthePicturegroup,clicktheInsertbutton,andthenclickeitherPicturetoinsertasingleimage,orclickMultiplePicturestoinsertmorethanone.
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Tip
ClickingMultiplePicturesattemptstomatchimagestoorgchartshapesbasedonfilenamesandpeople’snames.
Toreplaceaphotoinanorgchartshape1.Selectoneshape.
2.InthePicturegroup,clicktheChangebutton.
3.Selectanimagefile,andthenclickOpen.
Todeletephotosorphotoplaceholders1.Selectoneormoreshapes.
2.OntheOrgCharttab,inthePicturegroup,clicktheDeletebutton.
Important
ClickingaDeletebuttononanyothertaborpressingtheDeletekeydeletestheentireshape,notjustthephoto.
Toshoworhidephotosorphotoplaceholders1.Selectoneormoreshapes,andthenclicktheShow/Hidebutton.
ApplythemesBesidesmodifyingorgchartsbyusingbuttonsontheOrgCharttab,youcanalsouseVisio2016themes,whicharelocatedontheDesigntab.Youcanusethemestoapplyawidearrayofcolors,effects,andembellishmentstocreatethelookyouwant.
ThethreeexamplesinFigure5-33use,fromtoptobottom,theBoundstylewiththeWhisptheme;thePipstylewiththeSequencetheme;andtheCoinstylewiththeOrganictheme.
Figure5-33Threecombinationsofthemesandstylesappliedtothesameorgchartshapes
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ImportphotographsasyoucreateorganizationchartsVisio2013wasthefirstVisioversioninwhichyoucouldimportmultiplephotographsatonce.ThatfeatureiscarriedforwardtoVisio2016.Inpreviousversions,youwererestrictedtoimportingonepictureatatime.
IfyoubuildanorgchartbyusingdatainExceloradatabase,youcanimportphotosfromafolderonyourcomputeroraserver.IfyoucreateyourorgchartbyusingdatainMicrosoftExchangeServer,youcanimportthesamephotosthatpeopleuseintheirMicrosoftOutlookprofiles.
ThekeytoautomaticallyaddingphotosasyougenerateanorgchartisononepageintheOrganizationChartWizard.WhenyouselectLocateTheFolderThatContainsYourOrganizationPicturesonthewizardpageshowninFigure5-34,youcanthenbrowsetoselectthefolderthatcontainsyourphotos.
Figure5-34Youcanindicateonthispagethatpicturesshouldbeimported
Tip
Youcanimportphotographsinavarietyofcommonimageformats,including.jpeg,.png,.gif,and.tif.
Youalsoneedtotellthewizardwhichdatafieldtousetomatchimagefileswithorgchartshapes.EitheracceptthedefaultofNameorselectadifferentfieldintheMatchPicturesBasedOnlist.
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Important
Thefilenamesofthepicturesyouwanttoimportarecritical.TheymustbeinthespecificformatshowninthenoteinthelowerhalfofthewizardpageshowninFigure5-34.WhenyouuseNameasthematchfield,thefilenamecanincludespaces;both“FirstnameLastname”and“FirstnameLastname”areacceptable.
Includingpictureswhenthewizardbuildsyourorganizationchartdoesn’tchangethelikelihoodthatyoumightwanttorearrangethechart.Figure5-35isthetopportionofanautomaticallygeneratedorgchartwithphotos.InFigure5-36,thecharthasbeenstyled(Panel),themed(Ion),andlaidoutfordistributiontotheorganization’semployees.
Figure5-35Anautomaticallygeneratedorgchartwithphotographs
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Figure5-36Anorgchartwithphotos,astyle,andatheme
Whenyouimportphotographsintoanorgchart,Visiocropsandpositionseachimageinawayitconsiderstobethebestfitforthepictureframeintheorgchartshape.Inmostcases,thepositioningdonebyVisioshouldbesuitable.However,youmightfindthatyouwanttoreposition,resize,orotherwiseeditaphoto.
YoucandosobyselectingthephotoandthenusingthetoolsonthePictureToolsFormattooltab.Asanexample,Figure5-37showshowtocropaphoto.Apreviewoftheentireimageisdisplayed,andtheportionsthatareoutsidethephotoframehaveagrayoverlay.Youcandragthepicturetopositionitthewayyouwantit.
Figure5-37Picturesinorgchartshapescanbecroppedandedited
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SeeAlso
Forinformationaboutaddingpicturestoanexistingorganizationchart,see“Workwithpictures”in“Alterlayoutandappearance,”earlierinthischapter.
Toincludephotoswhenyougenerateanorgchartbyusingthewizard1.Preparethefolderofphotographsbygivingeachfileanamethatmatchesoneofthefieldsinyourdata.
2.StarttheOrganizationChartWizard.
3.Onthepicturespageofthewizard,clickLocatethefolderthatcontainsyourorganizationpictures,andthenbrowsetothefolderthatcontainsthepictures.
4.EitherleaveNameselectedintheMatchpicturesbasedonlist,orselectadifferentmatchfieldfromthelist.
5.Finishthewizard.
Tocroporeditaphotoinanorgchart1.Clicktheshapecontainingthephoto,andthenclickthephoto.
2.OnthePictureToolsFormattab,selecttheappropriatetool,andtheneditthephoto.
3.Clickanywhereoutsidetheimagetoexiteditmode.
SkillsreviewInthischapter,youlearnedhowto:
Understandorganizationcharts
Buildorganizationchartsmanually
Useexistingdatatocreateanorganizationchart
UsetheOrganizationChartWizardwithnewdata
Alterlayoutandappearance
Importphotographsasyoucreateorganizationcharts
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch05folder.Youcansavetheresultsofthetasksinthesamefolder.
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UnderstandorganizationchartsTherearenopracticetasksforthistopic.
BuildorganizationchartsmanuallyStartVisio,andthenperformthefollowingtasks:
1.StartanewdiagrambyusingtheOrganizationCharttemplate.(DonotusetheOrganizationChartWizardtemplate.)
2.Draganexecutive,atleastonemanager,andacombinationofposition,consultant,vacancy,andassistantshapesontothepage.
3.DragatleastoneThreepositionsshapeontothepage.
4.DragatleastoneMultipleshapesshapeontothepage.
5.ChangethetypeofoneofthepositionshapestoManager.
6.Addnamesandtitlestoseveralshapes.
UseexistingdatatocreateanorganizationchartStartVisio,andthenperformthefollowingtasks:
1.StarttheOrganizationChartWizard.
2.SelectExcelasthedatasourcetype,andthenbrowsetotheOrgChartDataworksheetintheVisio2016SBS\Ch05folder.
3.AddExtensiontotheDisplayedfieldssection.
4.AddExtensionandEmployeeNumbertotheShapeDatafieldssection.
5.Donotincludepicturesinyourorgchart.
6.FinishthewizardtocreateanorgchartthatusesthedatainExcel.
7.SavethefileasMyOrgChartforuseinthe“Alterlayoutandappearance”task.
UsetheOrganizationChartWizardwithnewdataStartVisio,andthenperformthefollowingtasks:
1.StarttheOrganizationChartWizard.
2.IndicatethatyouwantthewizardtocreateanExcelworkbookforyou,andthenprovideapathandfilename.
3.EnterdataintheExcelworkbook,andthencloseExcel.
4.Finishthewizardtocreateanorgchart.
AlterlayoutandappearanceUsethefileyoucreatedinthe“Useexistingdatatocreateanorganizationchart”task,oropentheAlterLayoutdiagraminVisio,andthenperformthefollowingtasks:
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1.Changethestyleoftheorgchartshapesseveraltimestoobservetheeffectsonthediagram.
2.CleartheApplyAutomaticLayoutstoShapeStylessetting,andthenchangethestyleseveraltimesagain.Noticethatthelayoutdoesnotchange.
3.Changethelayoutoftheentireorganizationchartsomoreofitisvisibleonyourmonitor.
4.Changethelayoutofthesubordinatesofonemanageronthechart,butleavetherestoftheorgchartasis.
5.Randomlymoveshapesorgroupsofshapesaroundonthepage,andthenlayoutthediagramagain.
6.Fitthediagramtothepage.
7.Adjusttheverticalspacingbetweenshapesinthechart,andmoveshapesorgroupsofshapes.
8.Hidethesubordinatesofatleastonemanager.
9.Adjusttheheightandwidthofoneormoreshapes.
10.AddoneorseveralphotostothepagebyusingtheimagesinthePhotossubfolderintheVisio2016SBS\Ch05folder.
11.Deleteorhidethephotosorphotoplaceholdersonseveralshapes.
ImportphotographsasyoucreateorganizationchartsStartVisio,andthenperformthefollowingtasks:
1.StarttheOrganizationChartWizard.
2.SelectExcelasthedatasourcetype,andthenbrowsetotheOrgChartDataworksheet.
3.SelectfieldstoaddtotheDisplayedfieldsandtotheShapeDatafieldssections.
4.IncludepicturesinyourorgchartbyusingtheimagesinthePhotosfolder.
5.FinishthewizardtocreateanorgchartthatusesthedatainExcel.
6.Croponephotograph,andthenadjustthebrightnessorcontrastofanotherphoto.
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6.Addstyle,color,andthemes
Inthischapter
Alignandspaceshapes
Understandthemeconcepts
Applythemesandvariants
UseeffectsandQuickStyles
Applysolid,gradient,andpatternfills
Applylinecolorsandpatterns
UsetheFormatPainter
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch06folder.Forpracticefiledownloadinstructions,seetheintroduction.
SomeVisiodiagramsaresimpleandstraightforward;theyexistsolelytoconveyamechanicalorfunctionalillustration.However,thepurposeofmanydiagramsistocommunicateinformationand,perhaps,totellastory.
Regardlesswhichdescriptionappliestoyourdiagram,youcanusemanytechniquestoenhanceitsappearanceanddeliverinformationmoreeffectively.Acommonwaytostartisbyaddingcolortotheinteriorsofshapesandtothelinesinadiagram.However,choosingastriking,yetcomplementary,setofcolorsisn’teasy,whichiswhyVisiothemesandQuickStyleswerecreated.Theyofferprofessionallydesignedcolorpalettes,andincludevariationsonthemainthemeforthoseoccasionswhenyouneedsomethingjustalittlebitdifferent.WhetheryoudecidetouseVisiothemesordesignyourownpalette,youcanalwaysapplyspecificcolors,gradients,andpatternstoindividualshapes.
Thischapterguidesyouthroughproceduresrelatedtoaligningandspacingshapes;applyingpredefinedthemesandvariantstopagesorentirediagrams;usingeffectsandQuickStyles;applyingsolid,gradient,andpatternfills;applyingcolorsandpatternstospecificshapes;andusingtheFormatPainter.
AlignandspaceshapesPartofcreatingagoodVisiodiagramismakingiteasyforthereadertounderstandandlearnfromthecontentofthediagram.Youcanprovidesignificantassistancetoyourreaderbyremovingdistractionslikelinesthatcrossunnecessarilyandshapesthatarealmost,butnotquite,aligned.
YouknowfromsomeoftheprecedingchaptersthattheDynamicGrid,AutoConnect,rulers,andguidescanhelpyoubuildaneatdiagram.Youalsoknowthatyoucannudgeandmoveshapesmanuallytoarrangethemmoreprecisely.
Inthistopic,youwillexploreavarietyoffeaturesthatyoucanusetopositionandalignmultipleshapeswithjustaclick.MostofthefeaturesarelocatedintheArrangegroupon
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theHometab;manyarealsoaccessibleontheminitoolbar.
AlignshapesYoucanusetheVisioalignfunctionstomovemultipleshapesintopositionatthesametime.Whetheryouneedtoarrangetwoshapesordozensofshapes,youcanaccomplishthetaskwithasingleclick.
Figure6-1showsfourshapesthatwillserveasexamplesforthealignfunctions.
Figure6-1Visioshapesinneedofalignment
Tip
ThetwoorangedotsinFigure6-1throughFigure6-4areincludedtoprovidevisualreferencepoints.Theyarepositionedatthecenterandmiddleoftheorangerectangleandremaininfixedpositionsonthepagewhiletheothershapesaremoved.
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What’sinfront?
AlthoughVisioisatwo-dimensionaldrawingtool,understandingthatthereisathirddimensionatworkineverydrawingiscriticaltousingthetoolsdescribedinthistopic.
WhenyoudropshapesontoaVisiodrawingpage,theirhorizontalandverticalpositionsontheX-axisandY-axis,respectively,areobvious.LessobviousisthateachshapeisalsopositionedontheZ-axis.Thinkofashape’sZ-axispositionasitsdistanceoutfromthebackofthepage.
Youseeevidenceofashape’srelativepositionontheZ-axis,knownastheshape’sZ-order,whenshapesonapageoverlapeachother:someshapesappeartobe“infrontof”or“behind”othershapes.
Evenwhenshapesarenotontopofeachother,however,Visiokeepstrackofeachshape’spositionontheZ-axis.Bydefault,thefirstshapeyoudroponapageisattheback,andeverysubsequentshapeyouaddisonestepinfrontofthepreviousone.
Ifyou’reindoubt,trythefollowingexperiment:
1.Dropthreeshapesinseparatepartsofthedrawingpagesonoshapesaretouching.
2.Dragthesecondshapeyoudroppedsoitpartiallyoverlapsthethird.Noticethatitappearsbehindthethirdshape.
3.Dragthefirstshapesoitoverlapspartofthesecondandpartofthethird.ThefirstshapemaintainsitsZ-orderandappearsbehindtheothertwo.
YoucanaltertheZ-orderofanyshapeorsetofshapesbyusingtheBringToFrontorSendToBackbutton.
Tip
ThebuttonsonboththeHometabandtheminitoolbarmoveshapesthefulldistanceinonedirection.However,thebuttonsalsohavemenusthatincludeBringForwardandSendBackwardcommandstomoveshapesonestepatatime.
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Important
TheorangerectanglewiththebolderoutlineontheleftinFigure6-1istheshapeVisiousesastheanchorshapeforalignmentoperations.Justasitsnamesuggests,theanchorshapestaysinplace—theothershapesmoverelativetoit.
TheroleoftheanchorshapeisapparentinFigure6-2:theothershapesarealignedtotheleft,center,andrightoftheorangerectangle.Similarly,acomparisonofFigure6-3withFigure6-1showsthattheyellow,blue,andgreenshapesarealignedwiththemiddleoftheorangerectangle.
Figure6-2Visioshapesthatarealignedleft,center,andright
Priortoaligningshapes,it’simportanttonoticewhichshapeistheanchor,becausealignmentresultscanvarygreatlywithdifferentanchorshapes.It’salsoimportanttoknowhowVisiochoosestheanchorandhowtochangethatselection.
VisiousuallyselectstheanchorbasedonZ-order.Ifyouuseaboundingboxtoselectmultipleshapes,theanchorisusuallytheshapethatisfarthesttotheback.IfyouselectallshapesbyusingCtrl+A,theanchorshapeisusuallytheshapethatisatthefront.Ineithercase,youcanpermanentlychangewhichshapeistheanchorforaparticularselectionbyusingtheSendBackwardorSendForwardcommandtoaltertheZ-order.
YoucanalsooverridetheZ-ordertemporarilyandpickaspecificshapetobetheanchorbyfirstselectingtheshapeyouwanttobetheanchor,andthenselectingtheremainderoftheshapes.
Ifyouselectallfourrectangles,theleft,center,andrightalignmentoperationsproducetheresultsshowninFigure6-2.
Similarly,theAlignTop,AlignMiddle,andAlignBottomfunctionsalignshapesbymovingthemvertically.Figure6-3showsoneexample.
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Figure6-3Fourrectanglesthatarealignedatthemiddleoftheorangerectangle
Tip
TheLivePreviewfeatureisextremelyhelpfulwhenaligningshapesbecauseitshowstheresultsofanalignmentoperationbeforeyoucommittoit.
Toalignshapestotheleft,center,orrightoftheanchorshape1.OntheHometab,intheArrangegroup,clicktheAlignbutton,andthenclickeitherAlignLeft,AlignCenter,orAlignRight.
Toalignshapestothetop,middle,orbottomoftheanchorshape1.ClicktheAlignbutton,andthenclickeitherAlignTop,AlignMiddle,orAlignBottom.
SpaceandorientshapesAdjustingthespacebetweenshapesisanothereffectivewaytomakeadiagrammorepresentable.Althoughyoucanuserulers,guides,andeventheDynamicGridtoassist,inmanycases,youcanaccomplisheverythingyouneedbyusingthePositionbutton.
Forexample,thedistributefunctionsensurethattheinter-shapespacingisthesameforasetofshapes,oneitherthehorizontalortheverticalaxis.IfyouselecttheshapesshowninFigure6-3,andthenclickDistributeHorizontallyonthePositionmenu,youwillseetheresultshowninFigure6-4.
Figure6-4Fouralignedrectangleswithequalspacingbetweeneachpair
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Tip
YoucanadjusttheamountofspacethatVisioplacesbetweendistributedshapesbyclickingthePositionbuttonandthenclickingSpacingOptions.
Tip
Whenyouselectmultipleshapesandthenuseeithertypeofdistributefunction,Visiodoesnotmovetheoutermostshapes.Consequently,youshouldpositiontheoutershapeswhereyouwantthembeforeyouclicktheappropriatedistributebutton.
ThePositionbuttonalsoincludesoptionstorotateandflipselectedshapesorthediagramasawhole.
Inadiagramwherethedrawingpagespansmultipleprinterpages,youcanusetheoptionsonthePositionmenutomoveshapesawayfrompagebreaksortoinstructVisiotoavoidplacingshapesonpagebreaks.Bothoptionshelpyoutoavoidsplittingshapesifyouplantoprintyourdiagramonmultiplesheetsofpaper.
Todistributeshapes1.Selectatleastthreeshapes.
2.OntheHometab,intheArrangegroup,clickthePositionbutton,andthenclickeitherDistributeHorizontallyorDistributeVertically.
Or
ClickthePositionbutton,clickMoreDistributeOptions,andthenintheDistributeShapesdialogbox,showninFigure6-5,chooseadifferentdistributionstyle.
Figure6-5UsetheoptionsintheDistributeShapesdialogboxforcustomspacing
Torotateorflipshapes
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1.ClickthePositionbutton,pointtoRotateShapes,andthenclickoneoftheRotateoptionsortheFlipoptions.
Tomoveshapesoffapagebreak1.ClickthePositionbutton,andthenclickMoveoffPageBreaks.
AlignandspaceshapesautomaticallyAsusefulasthealignandspacefunctionsdescribedintheprecedingsectionscanbe,Visioprovidesanevenmorepowerfulsetofautomaticalignmentandspacingfunctionsthatcanreworkanentirepagewithtwoclicks.
Tip
LivePreviewisextremelyhelpfulforviewingAutoAlign&Spaceresultsbeforeyoucommit.
Toprovideanexampleofthispower,examinethepoorlylaidoutflowchartshowninFigure6-6andthencompareittotheflowchartshowninFigure6-7.
Figure6-6Aflowchartthatneedshelp
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Figure6-7Adramaticallyimprovedflowchart
Inonlytwoclicks,theflowchartshowninFigure6-6turnsintowhatyouseeinFigure6-7.TheresultinFigure6-7isnotperfect:theEndshapeshouldbemovedtoadifferentlocation.However,Visiodidallofthehardwork.
Important
TheresultsyouachievebyusingAutoAlign&Spacearecloselytiedtothelocationofeachshapeonthepagebeforeyouclickthebutton.Sometimes,movingjustoneshapeashortdistancebeforeclickingAutoAlign&Spacewillproduceentirelydifferentresults.Thisobservationleadstoanimportantrecommendation:ifyouaren’tsatisfiedwithyourAutoAlign&Spaceresults,undotheoperation,moveashapeortwo,andthentryagain.
Toautomaticallyalignshapes1.OntheHometab,intheArrangegroup,clicktheAlignbutton,andthenclickAutoAlign.
Toautomaticallyspaceshapes1.OntheHometab,intheArrangegroup,clickthePositionbutton,andthenclickAutoSpace.
Toautomaticallyalignandspaceshapes1.ClicktheAlignbutton,andthenclickAutoAlign&Spacebutton.
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UnderstandthemeconceptsYoucanusethemesandseveralrelatedVisiofeaturestochangetheentirelookofadiagram.Somethemesemploysimpleshapedesignswithminimalornamentationandcolor;othersfeaturebold,colorfuldesignsandadornshapeswithshadows,glows,reflections,andotherspecialeffects.
Oneofthebestthingsaboutthemesisthattheyaresoeasytouse.Simplypointtoanythemeinthegallerytoseealivepreview,andthenwhenyoufindoneyoulike,clickitsthumbnailtoapplyit.
Asvariedasthemesare,theyarenotyouronlyresourcewhenitcomestoenhancingtheappearanceofyourdiagram.TheVisiodiagramdesignhierarchyincorporatesthefollowingfourlevels:
ThemesCoordinatedsetsofcolors,shapegeometries,fonts,andeffects
VariantsSetsoffourvariationsonatheme,eachofwhichmaintainstheoverallcharacterofthethemewhileprovidingdistinctivecolorschemesandshapedesigns
EffectsVisualembellishmentsthatcanincludeshadows,reflections,glows,softedges,bevels,and3-Drotation
QuickStylesSetsofcolorandstylecombinations,rangingfromsubtletointense,thatcanbeappliedtoindividualshapeswhilestillmaintainingtheessentialnatureofthethemeandvariantyou’veselected
Tip
Themesandvariantscanbeappliedtoallshapesonapageortoallpagesinadiagram.EffectsandQuickStylesaffectonlythecurrentlyselectedshapeorshapes.
Amongitsproperties,eachthemeconsistsofacolorpalettethatincludesbasecolorsandaccentcolors.Youwillexplorethecolorpalette,alongwithasetofstandardVisiocolors,in“Applysolid,gradient,andpatternfills”laterinthischapter.
HundredsofVisiomastershavebeenredesignedtotakeadvantageoftheVisio2016themingconcepts.Manyoftheredesignedmastersconsistofmultiplesubshapesthattakeondifferentaccentcolorswithinatheme.Whenyouapplythemesthatareprimarilymonochromatic,suchshapeshaveauniformappearance.Butwhenyouselectthemesthatemployvariedaccentcolors,youcancreatediagramswithinterestingvisualhighlights.
TheThemesgalleryontheDesigntabpresents26themesplusaNoThemebutton.Themesareorganizedintofourcategories:Professional,Modern,Trendy,andHandDrawn,asshowninFigure6-8.Inaddition,thebottomrowofthegalleryshowsthumbnailsofthemesthatareactiveinthecurrentdrawing.
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Figure6-8UsetheThemesgallerytoapplypredefinedcombinationsofcolors,styles,fonts,andeffectstoadiagram
Tip
TheApplyThemeToNewShapesoptionatthebottomoftheThemesgallerycausestheactivethemetobeappliedtoallnewshapesthatyoudroponthepage.ApplyThemeToNewShapesisselectedbydefaultwhenyouinstallVisio,butyoucanclickittochangethissettingforthecurrentdrawingandallfuturedrawings.
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Hand-drawnthemes
Haveyoueverwantedtoshowadiagramtoanaudiencetogettheirfeedback,andyoudidn’twantthediagramtolooktoopolishedorcomplete?Visio2016offersanintriguingsetofthemesyoucanusesoyouraudienceimmediatelyunderstandsthatthedrawingisaworkinprogress.
ComparetheflowchartsinthepairofimagesinFigure6-9.TheimageontheleftusestheWhispthemeandappearstobeawell-thought-outdepictionofacompany’sworkflow.Incontrast,theoneontherightbegsviewerstohelpsketchoutandrefinetheprocess,largelybecauseitemploystheMarkerthemefromtheHandDrawnsectionoftheThemesgallery.
Figure6-9Thesameflowchartwithafinishedlookandawork-in-progresslook
Similarly,contrasttheprofessional,finished-lookingdiagramontheleftinFigure6-10withthe“helpmefinishthenetworklayout”diagramontheright.
Figure6-10Anetworkdiagramshowingtheeffectsoftwothemes
ApplythemesandvariantsThefiguresinthefollowingsectionsfeatureofficefurnitureshapesthatareamongmanyredesignedshapesforVisio2016.Thefurnitureshapesfeaturesignificantvisualvarietyevenwithoutthemes,asillustratedinFigure6-11.
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Figure6-11AnofficelayoutcreatedbyusingshapesredesignedforVisio2016
Tip
Someoftheredesignedfurnitureshapescontainintelligentbehaviorinadditiontoenhancedappearance.Alloftheconferencetablesthatincludechairs,forexample,automaticallyaddandremovechairsasyouresizethetables.
Thefollowingsectionsprovideyouwithexamplesofhowchangingthethemeorvariantcanaffectthelookofyourdiagrams.
ChoosethemesandvariantsIntheupper-leftimageinFigure6-12,theShadethemeisapplied,whichprovidesamonochromaticlook.CompareittotheWhispthemeintheupperright,whichfeaturesmoreprominentaccentcolorsonmanyshapes.
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Figure6-12Theeffectsofthemesandvariantsonofficefurnitureandofficeplanshapes
Tip
Atthetimeofthiswriting,aknownissuecausestheSofashapefromtheOfficeFurniturestenciltoremainbrown,nomatterwhatthemeorvariantisapplied.Thisproblemwillmostlikelybefixedinafutureupdate.
Introducingvariantsaddsmorevisualdifferentiation.ComparethetwoofficeplanimagesontheleftinFigure6-12.BothusetheShadetheme,butVariant2hasbeenappliedinthelowerimage.Thechairsretainasimilarcolorbutthewalls,door,tables,andplantsalldisplaycontrastingcolors.Similarly,theimagesontherightshareacommontheme,butVariant4inthelowerrightusesacompletelydifferentcolorpalette.
Toapplyatheme1.OntheDesigntab,intheThemesgroup,doanyofthefollowing:
•Clickthethumbnailforthethemeyouwant.
•Clicktheupordownarrowattherightendofthegallerytoscrollthrough
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availablethemes,andthenclickthethemeyouwant.
•ClicktheMorebuttontodisplaytheThemesgallery,andthenclickthethemeyouwant.
Tip
Themesareappliedonlytotheactivepagebydefault,whichmeansthatyoucanassigndifferentthemestodifferentpages.However,youcanapplythesamethemetoallpagesatonce,asdescribedinthenextprocedure.
Toapplythemestoallpagesinadiagram1.Right-clickthethumbnailofthethemeyouwant,andthenclickApplytoAllPages.
Important
Fromthismomentforward,everytimeyouselectadifferenttheme,itwillbeappliedtoallpagesunlessyouresettheapplythemesoption.
Toreverttoapplyingthemestothecurrentpage1.Right-clickthethumbnailofthethemeyouwant,andthenclickApplytoCurrentPage.
Important
Fromthismomentforward,everytimeyouselectadifferenttheme,itwillbeappliedtoonlythecurrentpageunlessyouchangetheapplythemesoption.
Toapplyavariant1.OntheDesigntab,intheVariantsgroup,clickthevariantyouwant.
Toremovethethemefromthecurrentpage1.ClicktheMorebuttontodisplaytheThemesgallery,andthenattheendoftheProfessionalsection,clicktheNoThemethumbnail.
Toremovethemesfromselectedshapes1.OntheHometab,intheShapeStylesgroup,clicktheMorebutton,andthencleartheAllowThemescheckmark.
Todisallowtheuseofthemesforallfutureshapes1.ClicktheMorebuttontodisplaytheThemesgallery,andthencleartheApplyThemetoNewShapescheckmark.
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CustomizethemesandvariantsYourexplorationofthemesdoesn’thavetoendsimplybecauseyouappliedonetoyourdiagram.Youcancustomizeanytheme/variantcombinationtocreateyourowncoloranddesignscheme,asfollows:
ColorsYoucanchooseapredefinedcolorset,ordesignyourownpalettebyclickingCreateNewThemeColorsatthebottomoftheColorsgallery.
Ifyouchoosetocreateyourownsetofcolors,Visiopresentsadialogbox,showninFigure6-13,inwhichyouselectaccentcolors,colorsfortextonlightanddarkfills,andanoverallbackgroundcolor.
Figure6-13YoucancustomizeindividualthemecolorsbyusingtheNewThemeColorsdialogbox
Tip
Creatingacustomcolorsetdisablesvariants,andtheywillappeardimmed(unavailable)intheVariantsgallery.
Whenyoucreatecustomthemecolors,VisioaddsyourcolorsettotheCustomsectionoftheColorsgallery,aportionofwhichisshowninFigure6-14.Thesamefigurealsoshowsexamplesofpredesignedcolorsetsthatyoucanselect.
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Figure6-14Youcanselectanalternatecolorschemeforanytheme
Tip
Youcannotdeletethebuilt-incolors,effects,orthemes.However,youcandeletecustomcolorssets.Todoso,displaytheColorsgalleryforthemes,right-clickthecustomcolorset,andthenclickDelete.
EffectsYoucanselectoneof26built-inthemeeffects.
Important
Customizingthecolorsandeffectsofavariantisnotthesameassettingcustomcolorsoreffectsonashape.Youwillexplorethelatterin“UseeffectsandQuickStyles”and“Applysolid,gradient,andpatternfills”laterinthischapter.
ConnectorsYoucanapplyoneof26stylestoadynamicconnector.
Tip
Thestyleyouapplytodynamicconnectorsisalsoappliedtoother1-Dlinesonthepage.However,thestyleisnotappliedtothelinesthatcompriseshapeborders.
EmbellishmentYoucanchangetheembellishmentlevel.Notethatnotallshapesuseembellishments,soyoumightnotseeadifferenceaftermodifyingtheembellishmentsetting.
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Tip
IfyouwanttocopyacustomizedthemefromoneVisiodrawingtoanother,copyashapecontainingthethemefromthefirstdrawingandpasteitintothesecondone.Youcanthendeletetheshape;thethemewillremainbehind.YourcopiedthemewillnotappearintheThemesgallerybutanycustomcolorsetswillappearundertheCustomsectionintheColorsgallery.
SeeAlso
Fordetailedinformationaboutthemesfromadeveloper’sperspective,seethetheme-relatedpostsinVisioMVPJohnGoldsmith’sblogatvisualsignals.typepad.co.uk/vislog/archive.html.
Tocustomizevariantcolors1.OntheDesigntab,intheVariantsgroup,clicktheMorebuttontodisplaytheVariantsgallery,andthenpointtoColors.
2.Clickthecolorsetyouwant.
Or
ClickCreateNewThemeColors,selectthecolorsyouwantintheNewThemeColorsdialogbox,enteracolorsetname,andthenclickOK.
Tocustomizeeffects1.DisplaytheVariantsgallery,pointtoEffects,andthenclicktheeffectyouwant.
Tochangetheconnectorstyle1.DisplaytheVariantsgallery,pointtoConnectors,andthenclicktheconnectorstyleyouwant.
Tochangetheembellishmentlevel1.DisplaytheVariantsgallery,pointtoEmbellishment,andthenclicktheembellishmentlevelyouwant.
UseeffectsandQuickStylesAfteryou’veusedthemesandvariantstogiveyourdiagramtheoveralllookthatyouwant,youcanuseeffectsandQuickStylestoaddsophisticationorprovideemphasistooneormoreselectedshapeswithinyourdrawing.
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HighlightshapesbyusingeffectsVisioincludessixtypesofeffects:shadows,reflections,glows,softedges,bevels,and3-Drotation.IfyouhaveusedeffectsinMicrosoftPowerPoint,youmightrecognizethislistbecauseVisioandPowerPointsharethesamesetofeffects.Inallsixcases,youcanchoosefrompredefinedeffects,oryoucancustomizespecificfeaturesofeacheffect.
TheflowchartexampleshowninseveralprecedingchaptersisenhancedinFigure6-15withthreeeffects:
Theflowchartshapes—butnotthedynamicconnectors—haveareflection.
Figure6-15Multipleeffectsappliedtoaflowchart
Tip
Selectingflowchartshapes,butnotconnectors,iseasybecauseflowchartshapesareautomaticallyplacedonaspeciallayer.Forarefresheronselectingshapesbyusinglayers,referto“Understandanduselayers”inChapter3,“Managetext,shapes,andpages.”Toreviewothertechniquesforselectingmultipleshapes,see“Selectshapes”inChapter2,“Creatediagrams.”
Theflowchartshapeshaveabevel.
Theshapeontheleftendofthebottomrowhasayellowglow.
Youcanapplyeffectsintwoways,butthereisanimportantdifferencebetweenthetwotechniques.ClickingtheEffectsbuttonintheShapeStylesgroupontheHometabdisplaysamenuthatonlygivesyouaccesstopredefinedeffects,whereastheFormatShapetaskpanegivesyouprecisecontroloverthepropertiesofeacheffect.Asanexample,theimageontheleftofFigure6-16showstheglowoptionsavailablefromtheGlowsubmenuoftheEffectsmenu,andontherightaretheequivalentoptionsfromtheFormatShapetaskpane.
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Figure6-16YoucanapplyaglowfromthegalleryortheFormatShapetaskpane
Important
TheBeveloptionontheEffectsmenuhasadifferentnameintheFormatShapetaskpane,whereitiscalled3-DFormat.
SeeAlso
ForanexamplethatusesmultipleeffectstocreatereplicasofOlympicmedals,seethearticlebyVisioMVPDavidParkeratblog.orbussoftware.com/data-graphics-text-calllouts-visio-2013/.
Tip
EachsectionoftheFormatShapetaskpaneincludesaPresetsbuttonthatdisplaysthesamegalleriesastheEffectsbutton.However,thereisoneimportantdifference:accessingthegalleriesfromtheFormatShapetaskpanedoesnotprovidealivepreview.
TodisplaytheEffectspageoftheFormatShapetaskpane1.Selectoneormoreshapes,andthendoanyofthefollowing:
•OntheHometab,intheShapeStylesgroup,clickthedialogboxlaunchertodisplaytheFormatShapetaskpane.Atthetopofthetaskpane,clicktheEffectsbutton.
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•OntheHometab,intheShapeStylesgroup,clicktheEffectsbutton,pointtoanyofthesixtypesofeffects,andthenclicktheOptionsbuttonatthebottomofthemenu.
Tip
Toseeanexample,refertotheGlowOptionsbuttonshownontheleftinFigure6-16.
Toapplyaneffect1.Selectoneormoreshapes,andthendoeitherofthefollowing:
•IntheShapeStylesgroup,clicktheEffectsbutton,pointtoanyofthesixtypesofeffects,andthenclicktheeffectyouwant.
•OntheEffectspageoftheFormatShapetaskpane,clickthenameoftheeffectyouwant,andthensetthevaluesyouwant.
Or
1.Right-clicktheshapeyouwanttoenhance.
Or
Selectmultipleshapes,andthenright-clickanyoftheselectedshapes.
2.Ontheminitoolbar,clicktheStylesbutton,pointtotheEffectsbutton,pointtoanyofthesixtypesofeffects,andthenclicktheeffectyouwant.
Tochangeaneffectonashape1.OntheEffectspageoftheFormatShapetaskpane,clickthenameoftheeffectyouwanttochange,andthenmakethechangesyouwant.
Toremoveaneffectfromashape1.IntheShapeStylesgroup,clicktheEffectsbutton,pointtoanyofthesixtypesofeffects,andthenclicktheNo<effectname>button,where<effectname>isthenameoftheeffectyouwanttoremove.
Tip
Toseeanexample,refertotheNoGlowbuttonshownontheleftinFigure6-16.
EmbellishshapesbyusingQuickStylesSimilartothewaythatthemesprovideacoordinatedsetofdesignoptionsforanentirepage,QuickStylesofferpredesignedcollectionsofvisualeffectsforasetofshapesthatyouhaveselected.
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Important
ThereisoneimportantdifferencebetweenthemesandQuickStyles:youcanremoveathemebyclickingtheNoThemethumbnailintheThemesgallery.ThereisnoequivalentwaytoremoveallofthechangesmadebyaQuickStyle.
VisioprovidestwoversionsoftheQuickStylesgallery,andyoucanuseeitherofthemtoachievethesameresult.TheimageontheleftinFigure6-17onthefollowingpageshowsthegallerywhendisplayedfromtheShapeStylesgroupontheHometab.Theimageontherightshowsthegallerythatappearswhenyouusetheminitoolbar.Thegalleryontherightappearsinashorterpanethatincludesascrollbar;it’seasytomissthescrollbarandnotrealizethatallofthesamechoicesareavailable.
Figure6-17TwoviewsoftheQuickStylesgallery
TheQuickStylesgalleryincludestwosectionsthatpresentthefollowingoptions:
Fourvariantstyles
Asix-by-sevenmatrixofthemestylesthatprovidetheme-appropriatecolorandstylealternatives.Fromtoptobottom,therowsofthematrixofferstylechangesthatrangefromsubtletointense;thecolumnsoffervariationsnumberedfromonetoseven.
ThegallerythatappearswhenyouusetheminitoolbaralsopresentsFill,Line,FontColor,andEffectsbuttons.ThesearealsoavailableontheHometab.
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Tip
AlthoughthecolordifferencesacrossthecolumnsintheThemeStylessectionofthegalleryinFigure6-17arereadilyidentifiable,realizethateachrowincorporatesdifferencesingradients,bevels,andothereffectsthatarelessvisibleinthethumbnails.
Tip
Basedonchoicesmadebytheshapedesigner,youwillfindthatsomeshapesdonotchangewhenyouattempttoapplyaQuickStyle.
ToapplyaQuickStyletooneormoreshapes1.Doeitherofthefollowing:
•OntheHometab,intheShapeStylesgroup,clicktheMorebutton,andthenclickathumbnailineithertheVariantStylesortheThemeStylessectionoftheQuickStylesgallery.
•Right-clicktheselectedshapeorshapes.Ontheminitoolbar,clicktheStylesbutton,andthenclickathumbnailineithertheVariantStylesortheThemeStylessectionofthegallery.
Tip
Remembertousethescrollbartorevealadditionalrowsofthemestyles.
TochangeaQuickStyle1.DisplaytheQuickStylesgallery,andthenclickadifferentthumbnail.
Applysolid,gradient,andpatternfillsDespitetheincrediblerangeofdesignoptionsprovidedbythemes,variants,andeffects,sometimesyoujustneedthebasics,suchasapplyingacolororpatterntoashape.
InVisio,youaccomplishthesetasksinfamiliarwaysbychoosingfromthecolorpicker,showninFigure6-18.Evenhere,however,themesandvariantsarepartofyourcolorselectiondecisionbecauseindividualcolorchoicesaregroupedintofoursections:ThemeColors,VariantColors,StandardColors,andRecentColors.
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Figure6-18Usethecolorpickertoviewandselectcolorsandtints
WhenyouchoosefromtheThemeColorsorVariantColorssection,thefillinyourshapewillchangecoloreachtimeyouapplyadifferenttheme.However,ifyoupickfromtheStandardColorsorRecentColorssection,orclickMoreColors,youhavelockedthecolorofyourshape;itwillnolongerbeaffectedbythemes.
IfyouchoosetoworkwiththecolorsintheThemeColorssection,it’shelpfultounderstandthestructurebehindthissectionofthecolorpicker.
ColumnsFromlefttoright,thecolumnsintheThemeColorssectionareWhite,Black,Light,Dark,andthensixaccentcolorsnamedAccent1toAccent6.(LightandDarkareusedforlight-coloredtextonadarkbackground,anddark-coloredtextonalightbackground,respectively.)
RowsThetoprowrepresentsthebasecolorforeachcolumn.Thenextfiverowsdisplaythreelightertintsandtwodarkertintsofeachcolor.
AScreenTipappearswhenyoupointtoanycolorselection,asshowninFigure6-18.
ClickingMoreColorsbelowthecolorpickeropenstheColorsdialogbox,whichyoucanusewhenthecoloryouwantisnotavailableinthecolorpicker.TheStandardtaboftheColorsdialogboxincludesdozensofcolorchoices,oryoucanusethecolorselectorandtintsliderontheCustomtabtocreatevirtuallyanycolor.Forathirdalternative,alsoontheCustomtab,youcantypespecificvaluesinordertocreatecolorsthatusetheRed-Green-Blue(RGB)orHue-Saturation-Lightness(HSL)colorscheme.Regardlessofthetechniqueyouuse,selectingacolorfromtheColorsdialogboxaddsittotheRecentColorssectionofthecolorpicker.
Inadditiontosolidcolorfills,youcanapplyfillpatterns,transparency,andgradientfills.TheeasiestwaytoworkwithpatternandgradientfillsistousetheFormatShapetaskpane.Figure6-19showsthedetailsoftheFormatShapetaskpaneforagradientfillontheleft,andapatternfillontheright.
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Figure6-19TheGradientFillandPatternFillsettingsintheFormatShapetaskpane
Tip
Youcanfine-tunemultipleoptionsforeachofthefilltypesshowninFigure6-19.It’sworthspendingsometimeexploringthechoicessoyou’llbeawareofthemanyalternatives.
Todisplaythecolorpicker1.Doeitherofthefollowing:
•OntheHometab,intheShapeStylesgroup,clicktheFillbutton.
•Right-clickashape.Ontheminitoolbar,clicktheStylesbutton,andthenpointtoFill.
TodisplaytheFormatShapepane1.Doeitherofthefollowing:
•Displaythecolorpicker,andthenclickFillOptions.
•Right-clickashape,andthenclickFormatShape.
ToopentheColorsdialogbox1.Displaythecolorpicker,andthenclickMoreColors.
Toapplyasolidfillcolor1.Doanyofthefollowing:
•Displaythecolorpicker,andthenclickacolorbuttonintheThemeColors,
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VariantColors,StandardColors,orRecentColorssection.
•OpentheColorsdialogbox,clicktheStandardtab,andthenclickthecoloryouwant.
•OpentheColorsdialogbox,clicktheCustomtab,andthenintheColorspane,slidethetintslidertothecoloryouwant.
•OpentheColorsdialogbox,clicktheCustomtab,clickRGBorHSLintheColormodellist,andthenentervaluestospecifythecoloryouwant.
•IntheFormatShapetaskpane,clickSolidfill,clicktheFillColorbutton,andthenuseanyoftheprecedingtechniques.
2.(Optional)SetaTransparencyvalue.
Toapplyagradientfill1.IntheFormatShapetaskpane,clickGradientfill,clickthePresetgradientsbutton,andthenclickthegradientyouwant.
2.(Optional)SetType,Direction,Angle,orGradientstopsvalues.
Toapplyapatternfill1.IntheFormatShapetaskpane,clickPatternfill,clickthePatternbutton,andthenclickapattern.
2.(Optional)SetForeground,Background,orTransparencyvalues.
Toremoveashapefill1.Doeitherofthefollowing:
•Inthecolorpicker,clickNoFill.
•IntheFormatShapetaskpane,clickNofill.
ApplylinecolorsandpatternsManythemeandvariantcombinationsincludestylesandcolorsforlines.Inaddition,justasyoucanapplyspecificcolorsandpatternstotwo-dimensionalshapes,youcanalsocustomizelinesanddynamicconnectors.
Withfewexceptions,mostchangesyoumaketolinesaffectboththelinesyoudrawbetweenshapesandtheborderlinesaroundtwo-dimensionalshapes.(Oneexceptionwasnotedinthe“Customizethemesandvariants”sectionearlierinthischapter.)Thetechniquesyouusetochangetheappearanceoflinesareverysimilartothosedescribedforfillsintheprecedingtopic.
Thecolorpickerforlinesincludesadditionaloptionsthatarenotonthemenuforfills:youcansetWeight,Dashes,andArrows,asshowninFigure6-20.
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Figure6-20Inadditiontocolorchoices,thecolorpickerforlinesincludesseverallinestyleoptions
Tip
VisioMVPJohnMarshallsuggeststhat“LinePatterns”wouldbeabetternamethan“Dashes”becausemanylinepatternshavenothingtodowithdotsanddashes.Inaddition,youcancreatecustomlinepatterns;forexamples,refertoanarticlefromanearlierversionofVisiowhenlinepatternsactuallywerecalledlinepatterns:msdn.microsoft.com/en-us/library/aa200997(v=office.10).asp.
Inamorerecentviewofthesubject,VisioMVPJohnGoldsmithwroteatwo-partseriesbeginningwiththisarticleatvisualsignals.typepad.co.uk/vislog/2008/03/creating-random.html.
TheLineOptionsentryattheendofthecolorpickermenuopenstheLinesectionoftheFormatShapetaskpane,whichincludesevenmoreoptionsforfine-tuningtheappearanceofbothsolidandgradientlines.Inadditiontocustomizingthelinesthemselves,youcantailorpropertieslikethecaps(lineends),corners,andarrows.
Figure6-21illustratesthevarietyoflinetypesthatyoucanconfigurebyusingtheFormatShapetaskpane.
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Figure6-21Examplesofhighlyvariedlinetypesyoucancreate
Toopenthecolorpickerforlines1.Doeitherofthefollowing:
•OntheHometab,intheShapeStylesgroup,clicktheLinebutton.
•Right-clickashape.Ontheminitoolbar,clicktheStylesbutton,andthenpointtoLine.
ToopentheFormatShapepanetotheLinesection1.Doeitherofthefollowing:
•Openthecolorpicker,clickLineOptions,andthenclickLine.
•Right-clickashape;clickFormatShape,andthenclickLine.
Toapplyasolidlinecolor1.Doanyofthefollowing:
•Openthecolorpicker,andthenclickacolorbuttonintheThemeColors,VariantColors,StandardColors,orRecentColorssection.
•OpentheColorsdialogbox,clicktheStandardtab,andthenclickthecoloryouwant.
•OpentheColorsdialogbox,clicktheCustomtab,andthenintheColorspane,usethetintslidertocreatethecoloryouwant.
•OpentheColorsdialogbox,clicktheCustomtab,clickRGBorHSLintheColormodellist,andthenentervaluestospecifythecoloryouwant.
•IntheFormatShapetaskpane,clickSolidline,clicktheFillColorbutton,andthenuseanyoftheprecedingtechniques.
2.(Optional)Setadditionallinevalues.
Tochangelineappearance1.Openthecolorpicker,andthendoanyofthefollowing:
•PointtoWeight,andthenclickalineweight.
•PointtoDashes,andthenclickalinepattern.
•PointtoArrows,andthenclickanarrowtype.
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Or
1.OpentheFormatShapetaskpanetotheLinesection,andthenusetheavailableoptionstochangelineattributes.
Toapplyagradientline1.IntheFormatShapetaskpane,clickGradientline,clickthePresetgradientsbutton,andthenclickthegradientyouwant.
2.(Optional)SetType,Direction,Angle,Gradientstops,andanyadditionallineoptionsyouwant.
UsetheFormatPainterTheVisioFormatPainteroperatesverysimilarlytothewayitdoesinotherapplicationsintheMicrosoftOfficesuite.Youcanuseittocopysimpleformattingormoresophisticatedthemes,variants,effects,andQuickStyles.
Tocopyformattingtooneshape1.Selecttheshapefromwhichtocopyformatting,andthenontheHometab,intheClipboardgroup,clicktheFormatPainterbutton.
Or
Right-clickashape.Ontheminitoolbar,clicktheFormatPainterbutton.
2.Clicktheshapetowhichyouwanttotransfertheformatting.
Tocopyformattingtomultipleshapes1.Selecttheshapefromwhichtocopyformatting,andthenontheHometab,intheClipboardgroup,double-clicktheFormatPainterbutton.
Or
Right-clickashape.Ontheminitoolbar,double-clicktheFormatPainterbutton.
2.Clicktheshapestowhichyouwanttotransfertheformatting.
3.OntheHometab,intheToolsgroup,clickthePointerToolbutton.
Or
PressCtrl+1.
SkillsreviewInthischapter,youlearnedhowto:
Alignandspaceshapes
Understandthemeconcepts
Applythemesandvariants
UseeffectsandQuickStyles
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Applysolid,gradient,andpatternfills
Applylinecolorsandpatterns
UsetheFormatPainter
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch06folder.Youcansavetheresultsofthetasksinthesamefolder.
AlignandspaceshapesOpentheAlignSpaceShapesdiagraminVisio,andthenperformthefollowingtasks:
1.Useaboundingboxtoselectatleastthreeshapesofdifferentsizes,andthenalignthemontheirleftedges,centers,andrightedges.
2.UsetheLivePreviewfeaturetoseehowtheshapeswouldlookifyoualignedthematthetopandbottom.
3.Chooseananchorshape,andthenaligntheselectedshapesatthemiddle.
4.Undothealignmentfromthepreviousstep,clickashapethatwasNOTpreviouslytheanchorshape,andthenaligntheshapestoitsmiddle,notingthedifferenceinplacement.
5.Usingthesameshapes,distributethemeitherhorizontallyorverticallysothatthespacingbetweenallpairsofshapesisequal.
6.Clicktheorangetriangle,andthenexperimentwithrotatingandflippingit.
7.DraganyshapetotheedgeofthepagesothatVisioexpandsthepage.
8.UsethePositionbuttontomovetheshapeoffthepagebreak.
9.OnPage-2ofthediagram,experimentwiththeAutoAlign,AutoSpace,andAutoAlign&Spacefunctions.
UnderstandthemeconceptsTherearenopracticetasksforthistopic.
ApplythemesandvariantsStartVisio,chooseanytemplateyouwanttouse,addshapesofvarioustypestoseveralpages,andthenperformthefollowingtasks:
1.Applyvariousthemes,includingatleastonehand-drawntheme,toapage.
2.Chooseathemeandapplyittoallpagesinthediagram.
3.Reverttoapplyingthemestoasinglepage.
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4.Experimentwithvariantsofoneortwothemes.
5.Customizevariantcolors.
6.Applyyourchoiceofeffectstothepage.
7.Customizeconnectorstyles.
8.Setadifferentembellishmentlevelforseveralshapes.
9.Removethethemefromonepage.
10.SavethedrawingasThemesVariantsEffectsforusewiththenexttasks.
UseeffectsandQuickStylesOpentheThemesVariantsEffectsdiagramthatyoucreatedinthepreviouspracticetask,andthenperformthefollowingtasks:
1.Applyaglow,reflection,andbeveltooneormoreshapes.
2.Changeoneglowtobelargerorsmaller,ortobeadifferentcolor,andthenalteroneofthebevelsyoupreviouslyapplied.
3.Selecttwoshapes,andthenremovealleffectsfromthoseshapes.
4.Selectseveralshapes,andthenapplyaQuickStyle.
5.SelectoneoftheshapeswithaQuickStyleapplied,andthenapplyadifferentone.
Applysolid,gradient,andpatternfillsContinueusingthediagramfromtheprevioustask,orcreateanewdiagram,andthenperformthefollowingtasks:
1.Add10to12shapestothepage,selectoneormoreshapes,andthenapplyanewsolidfillcolor.
2.Applyagradientfilltoseveralshapes.
3.ExperimentwithchangingthegradientfillsettingsforTypeandDirection.
4.AdjusttheGradientstopsettings.
5.Applyafillpatterntooneormoreshapes.
6.Removethefillfromoneshape.
ApplylinecolorsandpatternsContinueusingthediagramfromtheprevioustasks,orcreateanewdiagram,andthenperformthefollowingtasks:
1.Addseverallinesanddynamicconnectorstothepage.Iftherearen’tany2-Dshapesonthepage,addseveral.
2.Applyasolidcolortooneline,onedynamicconnector,andone2-Dshape.
3.Changethelineweight,linepattern,andseveralothercharacteristics.
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4.Applyagradienttooneline,onedynamicconnector,andone2-Dshape.
5.Adjustvariousaspectsofthelinegradient.
6.SavethedrawingasColorsPatternsforusewiththenexttasks.
UsetheFormatPainterOpentheColorsPatternsdiagramthatyoucreatedinthepreviouspracticetask,andthenperformthefollowingtasks:
1.Copytheformattingfromonelinetoanother.
2.Copytheformattingfromone2-Dshapetoanother.
3.Copytheformattingfromoneshapetothreeothershapes.
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7.Createnetworkanddatacenterdiagrams
Inthischapter
Buildbasicnetworkdiagrams
Builddetailednetworkdiagrams
Use3-Dequipmentshapes
Createrackdiagrams
Changethedrawingscale
Runcomputerandnetworkreports
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch07folder.Forpracticefiledownloadinstructions,seetheintroduction.
CreatingnetworkdiagramsisamongthemostcommonusesforVisio.Whetheryourgoalistocreatesimple,stylizedrepresentationsofnetworkconnectivityorcreatephoto-realisticrackdiagramsthatshowreal-timeequipmentstatus,youcanaccomplishyourgoalwithVisio.
TheStandardeditionofVisio2016includestwomaintemplates:BasicNetworkDiagramandBasicNetworkDiagram–3D.Theformerincorporatesmodern-looking,two-dimensional(2-D)shapesthatarecompatiblewithVisio2016themes.Thelatterincludesthree-dimensional(3-D)shapesthatareidenticaltotheshapesusedinVisio2010andearlier.
TheProfessionaleditionincludesbothStandard-editiontemplatesplusamoresophisticatedversionofeach,calledDetailedNetworkDiagramandDetailedNetworkDiagram–3D.VisioProfessionalalsoincludesRackDiagram,ActiveDirectory,andLDAPDirectorytemplates.
Tip
BoththeBasicNetworkDiagramandDetailedNetworkDiagramtemplatesfeaturestarterdiagrams.SeeChapter1,“GetstartedwithVisio2016,”forinformationaboutstarterdiagrams.
Thischapterguidesyouthroughproceduresrelatedtobuildingbasicanddetailednetworkdiagrams,using2-Dor3-Dequipmentshapes,creatingrackdiagrams,changingthedrawingscale,andrunningcomputerandnetworkreports.
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BuildbasicnetworkdiagramsAkeycomponentofmanynetworksisanEthernetnetwork.TheVisioEthernetshapeisasmartshapewhoseappearancebeliesitssophistication.WhenyoudraganEthernetshapeontothedrawingpage,itlooksasshownontheleftsideofFigure7-1.
Figure7-1AnEthernetshapeoffers64movableconnectionpoints
Basedonthefivelineswithdotsattheends,youmightassumeyoucanconnectonlyfivenetworkdevicestooneEthernetsegment.However,youcanactuallyconnectupto64devicestoonesegment.
Thesecretliesintheyellowcontrolhandlesthatappearwhenyouselecttheshape(seetheimageontherightsideofFigure7-1).Inadditiontothecontrolhandlesattheendsofthefivelines,whatappearstobeapairofcontrolhandlesinthemiddleoftheshapeisactuallytwostacksofcontrolhandles.Asyoudragoneofthecontrolhandlesoutofthemiddle,anotherappearsuntilyoureachthetotalof64.Figure7-2showssevenconnecteddevicesandeightavailableconnectionpoints,andtherearestilltwocontrolhandlesinthemiddleoftheEthernetsegment.
Figure7-2AnEthernetshapecanbelengthenedbydraggingtheresizehandles,andyoucanaddtexttotheshape
Important
IfyoudragaconnectionpointbeforeselectingtheEthernetshape,youwilldragtheentireshapeandnotjusttheconnector.BesuretoselecttheEthernetshapefirst.
Thetwo-dimensionalcomputerandnetworkshapesacceptallofthethemesandeffectsyoulearnedaboutinChapter6,“Addstyle,color,andthemes.”Forexample,Figure7-3usesVariant4oftheZephyrtheme.Inaddition,theArtDecobeveleffectisappliedtothecomputershapes,andtheDarkRed,8pt,AccentColor6gloweffectisaddedtothetwonetworksegments.
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Figure7-3Youcancreatestylishnetworkdiagramsbyusingthemesandeffects
MostoftheshapesintheBasicNetworkDiagramstencilsarecomputersandnetworkcomponentsthatareusedinsidebuildings.MostofthewideareanetworkcomponentsareinstencilsthatarepartoftheDetailedNetworkDiagramtemplatedescribedinthefollowingtopic.
Tip
IfyouendupwithunneededcontrolhandlesoutsidetheEthernetsegmentshape,don’ttrytodeletethem—you’llendupdeletingtheentireEthernetsegment.Instead,youcanhideunusedconnectionsbydraggingthosecontrolhandlesbackintotheinterioroftheEthernetshapewheretheywillonlybevisibleifyouselectthenetworksegment.
Tip
Don’tforgetthatyoucanusetheDynamicGridtoalignthenewshapeswitheachotherandwiththeEthernetsegment.
TodiagramanEthernetnetwork1.DraganEthernetshapeontothepage.
2.Dragvariouscomputerandnetworkdeviceshapesontothepage.
3.SelecttheEthernetshape,andthendragandglueayellowcontrolhandletoeachcomputerornetworkshape.
ToaddmorethanfivedevicestoanEthernetshape1.DragayellowcontroloutfromthecenteroftheEthernetshape.
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ToadjustthelengthorwidthofanEthernetsegment1.SelecttheEthernetshape,andthendragoneofthewhiteresizehandles.
Builddetailednetworkdiagrams
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
VisioProfessional2016includesanadvancednetworkdiagramtemplatethatoffersadditionalstencilsyoucanusetocreatediagramsthataremoresophisticated.
TheprimarydifferencesbetweentheBasicNetworkDiagramandDetailedNetworkDiagramtemplatesarevisibleinthetwoversionsoftheShapeswindowshowninFigure7-4.TheBasicNetworkDiagramtemplate(shownontheleft)includesonlytwostencils.TheDetailedNetworkDiagramtemplate(shownontheright)includesthesametwo,plusfiveadditionalstencils.
Figure7-4AdditionalnetworkstencilsareavailableinVisioProfessional
Important
IfascrollbarappearswhenyoumovethepointerintotheupperpartoftheShapeswindowwhenyouareusingtheDetailedNetworkDiagramtemplate,dragtheseparatorbetweenthetitlebarsectionandtheshapessectiondowntorevealallofthestenciltitles.
TheServersstencilcontains17shapesthatyoucanusetorepresentspecificservertypestocreatearealisticdepictionofyournetwork.TheRackMountedServersstencilcontainsacorrespondingsetof17rack-mountedservershapes.Theremainingstencilsprovidedozensofsymbolsfornetworkequipmentandlocations.Figure7-5showsanexampleofthetypeofenterprisediagramyoucancreatebyincorporatingshapesfrommultiplestencils.
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Figure7-5Arepresentationofanenterprisenetwork
Tip
Fornetworkandcomputershapeswithalight-hearted,work-in-progresslook,seetheCrayonNetworkShapesontheVisioGuyblogatwww.visguy.com/2011/08/16/crayon-visio-network-shapes-revisited/.
Tip
Thelocalareanetwork(LAN)shapesontheleftandrightsidesofFigure7-5areenclosedincontainers.YouwillexploretheuseofcontainersinChapter13,“Addstructuretoyourdiagrams.”
Tip
EarlyversionsofVisio—Visio2000andbefore—includedanetworkdiscoveryandauto-mappingcapability.Inessence,youcouldpointthoseearlyversionsofVisioatanetworkanditwoulddiscoverwhatwasonthenetworkandthenbuildamapforyou.AlthoughthatcapabilitynolongerexistsinVisio,severalvendorsprovideVisioadd-insthathavethiscapability.
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SeeAlso
Forinformationaboutstoringandusingdatainnetworkshapes,seeChapter8,“Workwithshapedata,”and“Runcomputerandnetworkreports”laterinthischapter.
Todiagramanenterprisenetwork1.Draglocalandwideareanetworkshapesandcomputershapesontothepage.
2.Connectdeviceshapestolocalareanetworkshapesasdescribedintheprecedingtopic.
3.ConnectwideareanetworkdeviceshapesbyusingdynamicconnectorsortheComm-linkshapeintheNetworkandPeripheralsstencil.
Use3-DequipmentshapesTheprecedingtopicsfeaturedthemodern,two-dimensionalnetworkandcomputershapesthatwereintroducedwithVisio2013.Remember,however,thatthetraditionalthree-dimensionalshapesarestillavailableintheBasicNetworkShapes-3DandDetailedNetworkShapes-3D(Professionaleditiononly)stencils.
Figure7-6providesagoodcomparisonofthetwoshapestyles.Thenetworkintheupperhalfofthediagramusesthe2-Dshapes,andthenetworkinthelowerhalfconsistsoftheidenticalnetworkcomponentsrepresentedwith3-Dshapes.Neitherstyleisrightorwrong—bothareavailablesoyoucanchoosehowyou’dlikeyourdiagramtolook.
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Figure7-6Modern,two-dimensionalnetworkshapescontrastsharplywithtraditional,three-dimensionalshapes
Whenyouselecttheappropriatestyleforyourdiagrams,twoadditionalconsiderationsmightaffectyourdecision:
Manyofthestencilsandshapesprovidedbyequipmentvendorsaredrawninthe3-Dstyle.(Seethe“WherecanIfindmorenetworkshapes?”sidebarlaterinthischapter.)
The2-DnetworkshapesweredesignedspecificallyforVisio2016themes.Althoughtheseshapeslookmorebasicthanthe3-Dshapeswhennothemeisapplied,asshowninFigure7-6,theyaremuchmoreattractivethantheoldershapeswhenyouusethemes.
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WherecanIfindmorenetworkshapes?
ThenetworkshapesthatareincludedwithVisiomightlooksomethinglikeyourservers,routers,andotherequipment,buttheycan’tmatchexactlybecausetheyaregenericshapes.
Ifyouwanttocreatediagramsthataremorerealistic,thousandsofdownloadableVisiostencilsandshapesareavailablefromthreemainsources:
Networkandcomputerequipmentvendorsoftenprovideshapes,usuallyphoto-realisticshapes,fortheirequipment.Forvendor-specificshapes,browseorsearchavendor’swebsite.
Somecompaniesdesignandsellbothproduct-specificandgenericVisioshapes.
Individualshavecreatednetworkandcomputerequipmentshapes.Manyprovidethemforfree;somechargefortheirartwork.
ForMicrosoft-specificshapes,trythefollowing:
The“MicrosoftAzure,CloudandEnterpriseSymbol/IconSet”downloadincludesVisiostencilsand.pngimages.Detailsandthedownloadareavailableatwww.microsoft.com/en-us/download/details.aspx?id=41937.
Microsoftcreatedacollectionofserverandnetworkshapesforuseinwallpostersthatdepictproductdeploymentscenarios.Youmightnotneedtocreateposters,butthefree,downloadablestencilsofferanalternativetotraditionalVisioshapes.Youcandownloadtheshapesfromwww.microsoft.com/en-us/download/details.aspx?id=21480.
Ifyouwanttocustomizethe3-DservershapesthataredeliveredwithVisio,theVisioGuyblogincludesanarticleandatoolatwww.visguy.com/2009/09/11/visio-server-shape-icon-customization-tool/.
Forlargecollectionsoflinkstovariousstencilsources(mostarefree),gotothefollowingsites:
www.visiocafe.com
visio.mvps.org/3rdParty/default.html
Youcanalsotrythesecommercialstencilvendors:
www.visiostencils.com
www.shapesource.com
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Createrackdiagrams
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
Thediagramsintheprecedingtopicsallcontainequipmentthatisgenerallylocatedoutsidethewiringclosetordatacenter.Tocreatediagramsofequipmentinthosebackroomareas,youusesomeoftheshapesfromthecomputerandnetworkstencils.However,youalsoneedadditionalstencilsthatareprovidedwithVisioProfessional.Thistopicexploresthespecialbehaviorofakeybackroomcomponent—theshapesyouusetobuildrackdiagrams.
Figure7-7onthefollowingpageshowsthreeoftheequipmentroomandrack-relatedstencils.
Figure7-7Youcanbuildrealisticrepresentationsofwiringclosetsanddatacentersbyusingrackshapes
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Important
Arackdiagramisanexampleofascaleddrawing,oneinwhichthesizeoftheshapesonthepageisdependentonthesizeandscaleofthepageitself.
ThepagesintheRackDiagramtemplatearepresetwithascalefactor;however,youcanaddscaleddrawingpagestoanydiagram.Formoreinformationaboutscaleddrawings,seethesidebar“Whatisascaleddrawing?”andthetopic“Changethedrawingscale,”bothlaterinthischapter.
Whenyoudragarackshapeontothedrawingpage,itappearsliketheoneshowninFigure7-8,withameasurementof“42U”displayedabovetherack.Uistheabbreviationforonerackunit,whichis1.75inchesor44.45mm.
Figure7-8A42U–highequipmentrack
Tip
Therackshapewasdesignedtobeincludedinascaleddrawing.Consequently,ifyoudroparackshapeontoapagewithnodrawingscale,itbehavesverydifferently—theentirerackwillbeonly1Uhigh.
Inadditiontotherackshapedisplayingitsheight,eachpieceofequipmentyoudragintoarackdisplaysitsheightinrackunits,asshowninseveralsubsequentfigures.
Figure7-9showsa2UPowerSupply/UPSshapebeingplacedintoarack.BasedonwhatyoulearnedaboutconnectionpointsinChapter2,“Creatediagrams,”threeitemsinthe
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figurewouldleadyoutothinkthattherackandtheequipmentshapehaveactiveconnectionpointsdespitethelackofobviousone-dimensional(1-D)shapes:
TherearegreensquaresatthelowercornersofthePowerSupply/UPSshape.
ThewordsGluetoConnectionPointappearinaScreenTip.
Therearegraysquaresalongtheedgesoftherackthatappearonlywhenyoumovearack-mountedshapeneartherack.
Figure7-9Draggingequipmentintoarackactivatesglueatconnectionpointsthatarespacedat1Uintervals
WhatyouareobservinginthisfigureisauniquefeatureofrackequipmentshapesandafewotherVisioshapes:theylooklike2-Dshapes,yettheybehavelikelines,dynamicconnectors,andotherone-dimensionalshapes.Theresultofthe2-D/1-Dcombinationforrackdiagramsisasetofshapesthatlooklikethephysicalequipmenttheyrepresent,butcanbegluedtopreciselocationsontheedgesofarack.
Tip
Thegraysquaresrepresentingconnectionpointsonbothedgesoftherackarelocatedpreciselyat1Uintervals,allowingU-sizedshapestobepositionedinexactlythesamewayastheirreal-worldcounterparts.
Manyrackshapes,liketheServershapeshowninbothpartsofFigure7-10,areadjustable.Whenyoudragaserverintoarack,itsdefaultheightis8U,asshownontheleftsideofthefigure.However,becausetheserverexhibitstwo-dimensionalpropertiesandresizehandles,youcanchangeitsheight,asshownontheright.Theintentoftheshape’sdesignistoletyournetworkdiagrammimictherealworldascloselyaspossible.
Figure7-10Arack-mountedservershapechangesappearanceasyouadjustitsheight
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Tip
WhileyoudragtheresizehandleonaservershapeliketheoneinFigure7-10,theappearanceoftheshapechanges.At7U,6U,and5U,thelowerhalfoftheshaperemainsunchangedandtheupperhalfoftheshapegetssmaller.However,at4Uandbelow,thelowerpartoftheshapebeginstoadjusttoo.EvenaseeminglysimpleVisioshapecanhavereasonablysophisticatedbehavior.
Figure7-11showswhatacompletedrackmightlooklike.Ontheleftsideofthefigure,theUdimensionsofallshapesarevisible.Ontheright,displayofthedimensionshasbeendisabled.
Figure7-11TheUheightofrackcomponentscanbevisibleorhidden
Tip
TheShowUSizeandHideUSizecommandsaffectallshapesonthepage.
EachrackinFigure7-11containsfiveserversandarouter,whichisthesameequipmentconfigurationinthedatacenterportionofthestylizednetworkdiagraminFigure7-5.Manynetworkadministratorsincludebothviewsintheirnetworkmaps.Theyalsoincludeahyperlinkoneachserverinthehigh-levelviewthatleadstothatserver’slocationintherackdiagram,makingiteasyformapuserstoviewanylevelofdetailtheywant.Youwillexploreusinghyperlinkstoadd“drill-down”capabilitieslikethistoyourVisiodiagramsinChapter11,“Addandusehyperlinks.”
Tocreatearackdiagram1.DragaRackorCabinetshapeontothepage.
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2.DragshapesfromtheRack-mountedEquipmentandFree-standingRackEquipmentstencilsontothepage,andthengluethemtotherack.
ToshoworhidetheUheightforracksandrack-mountedequipmentshapes
1.Right-clicktherackorashapeinarack,andthendoeitherofthefollowing:
•ClickShowUsizes.
•ClickHideUsizes.
Toadjusttheheightofrack-mountedequipmentshapes1.Selecttheshape,andthenusetheshape’sresizehandles.
Tip
Notallrack-mountedequipmentshapescanberesized.
Toaddarackdiagrampagetoanexistingnetworkdiagram1.Addapagetothediagram.
SeeAlso
ForinformationaboutthedrawingscaleforVisiopages,see“Changethedrawingscale”laterinthischapter.
2.Setthescalefactoronthenewpageto1:20foraMetricUnitsdiagramor1”=1’0”foraU.S.Unitsdiagram.
3.Dragarackandrackequipmentshapestothepage.
Whatisascaleddrawing?
Visiorackdiagramsareexamplesofscaleddrawings.Therackshapeswerecreatedsothattheirsizeonthepageisproportionaltothedrawingscaleofthepage.Atapage-to-rackratioof1:1,eachshapewouldbe“lifesized”;thatis,eachshapewouldtakeasmuchspaceonthepageastherealobjectdoesinarack.Bysettingthescaleto1:10,eachunitofmeasurementinyourdrawingrepresents10unitsintherealworld.
Ametricdrawingmightbecreatedwitha1:10scalesothat1mmonthepagerepresents1cmintherealworld.ForUSunits,aratioof1”=1’0”meansthateachinchonthepagerepresentsonefootintherealworld.
Visiofloorplansarealsoscaleddiagramsandtypicallyuseasmallerscaleinorderforeachpagetodepictalargerspace.Atypicalmetricfloorplanmightbeapagescaleof1:25,whereasafloorplandrawninUSunitsmightusea½”or¼”to1-
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footscale.
ThescaleforadrawingisshownontheDrawingScaletabinthePageSetupdialogbox.Figure7-12showsthreeexamplesoftheDrawingScalesectionofthedialogbox.Theimageontheleftshowsthefourpredefinedscaletypes;thecenterimagedisplayspartofthelistofArchitecturalscalefactorsthatareinUSunits;theimageontherightimageshowspartofthelistofmetricscalefactors.
Figure7-12Visiodiagramsincludemanypredefinedscalefactorsthataregroupedintofourcategories
YoucanalsoclickCustomScaleandenternumbersandunitstocreateacustomratioforyourdiagram,asshowninFigure7-13.
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Figure7-13YoucancreateaCustomScaleforyourdiagram
Noticethatthelower-leftcorneroftheDrawingScaletabshowsthesizeofthedrawingpageexpressedinmeasurementunitsatthecurrentpagescale.InFigure7-13,thecustomscale,whenusedon11-by-8.5-inchprinterpaper(refertothedimensionsunderthethumbnailimageontherightsideofthedialogbox),representsareal-worldspacethatis8’9.6”by6’9.6”.
Tip
UnscaleddrawingsusetheNoScale(1:1)optionatthetopofthedialogboxshowninFigure7-13.
ChangethedrawingscaleAreal-worldscenario:You’vecreatedarackdiagramthatincludesthreeracks,andyouneedtoaddseveralmore.However,thereisn’troomtofitanotherrackontothedrawingpage.Areyouforcedtostartoverwithanewdiagram?Theanswerisno,becausescaleddrawingseasilyaccommodatethistypeofchange.Yousimplyadjustthescalingfactor,andVisiodoestherest.
Forexample,ifyouhavethedrawingshowninFigure7-14andyouwanttoaddthreemoreracks,it’sclearthatyouneedmorespaceonthepage.TheDrawingScaletabinthePageSetupdialogboxindicatesthatthescaleinthismetricdrawingiscurrently1:10.
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Figure7-14Threefull-heightracksfitcomfortablyonanA4-sizedpagewhentheMetricscaleissetto1:10
Doublingthescaleto1:20producestheresultshowninFigure7-15.Clearly,youhavemorespacetoworkwithbutitmightbemorethanyouneed.Inaddition,atthisscale,eachrackisrathersmall.
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Figure7-15Equipmentracksaresmallwhenthemetricpagescaleissetto1:20
Thelistofpredefinedscalesdoesnotincludeanentrybetween1:10and1:20,butyoucancreateacustomscaleof1:15thatresultsinwhat’sshowninFigure7-16.
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Figure7-16Thescalefactorforthispageissuitableforthethreeexistingequipmentracksandprovidesadditionalroomformore
Tip
ThescreenshotsinFigure7-14throughFigure7-16includetheruleratthetopofthedrawingpage.Youcanconfirmthatchangingthescalefrom1:10to1:20doubledtheavailablespacebynoticingthattheamountofwallspacerepresentedbyeachdiagramchangedfrom3metersto6meters.Similarly,1:15yieldsawallmeasurementthatishalfwayinbetween.
Important
Althoughthistopicdescribeshowtoadjustthescalefactorsforarackdiagram,youcanusethestepsintheseprocedurestoadjustthescaleinanyscaleddrawing.
TodisplaytheDrawingScaletabofthePageSetupdialogbox1.Right-clickapagenametab,andthenclickDrawingScale.
TochangethedrawingscaleforanArchitecturaldiagram
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1.DisplaytheDrawingScaletab.
2.ClickPre-definedscale,clickthearrow,andthenclickArchitectural.
3.Clickthescalefactorarrow,andthenclickafactorfrom3/32”=1’0”to1’=1’0”.
Or
ClickCustomScale,andthenenternumbers,withorwithoutunitabbreviations,intotheboxesoneithersideoftheequal(=)sign.
TochangethedrawingscaleforaCivilEngineeringdiagram1.DisplaytheDrawingScaletab.
2.ClickPre-definedscale,clickthearrow,andthenclickCivilEngineering.
3.Clickthescalefactorarrow,andthenclickafactorfrom1”=1”to1”=100’0”.
Or
ClickCustomScale,andthenenternumbers,withorwithoutunitabbreviations,intotheboxesoneithersideoftheequal(=)sign.
TochangethedrawingscaleforaMetricdiagram1.DisplaytheDrawingScaletab.
2.ClickPre-definedscale,clickthearrow,andthenclickMetric.
3.Clickthescalefactorarrow,andthenclickafactorfrom1:1000to50:1.
Or
ClickCustomScale,andthenenternumbers,withorwithoutunitabbreviations,intotheboxesoneithersideoftheequal(=)sign.
TochangethedrawingscaleforaMechanicalEngineeringdiagram1.DisplaytheDrawingScaletab.
2.ClickPre-definedscale,clickthearrow,andthenclickMechanicalEngineering.
3.Clickthescalefactorarrow,andthenclickafactorfrom1/32:1to10:1.
Or
ClickCustomScale,andthenenternumbers,withorwithoutunitabbreviations,intotheboxesoneithersideoftheequal(=)sign.
Tochangethedrawingtounscaled1.DisplaytheDrawingScaletab,andthenclickNoscale(1:1).
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Enhanceyournetworkdiagrams
Whatcanyoudotofurtherenhanceanetworkdrawingorrackdiagramlikethoseyou’veexploredthroughoutthischapter?Considertheseideas:
Usedatalinking(Chapter10,“Linktoexternaldata”)tolinktheequipmentinyourdiagramtoaworksheetordatabasecontainingassetIDs,serialnumbers,andotherinventoryinformation.
Linkyourequipmenttoareal-timeornear-real-timedatasourceandemploydatagraphics(Chapter9,“Visualizeyourdata”)sotheequipmentshowslivestatusinformation.
Addapatchpanelandnetworkcabling.Considerputtingthecablingonaseparatelayer(Chapter3,“Managetext,shapes,andpages”)soyoucaneasilyshoworhideit.
Adddatatoeachrackshapesotheirlocationsandotherkeydataarepartofyournetworkinventoryreports.
Addhyperlinks(Chapter11,“Addandusehyperlinks”)toarackand/ortheequipmentinarackandlinktophotographsoftheactualwiringclosetorequipment.
Publishyourdiagramstotheweb(Chapter12,“Print,reuse,andsharediagrams”)ortoMicrosoftSharePoint(Chapter15,“Collaborateandpublishdiagrams”)souserswithoutVisiocanviewandevencollaboratewithyouonthediagrams.
RuncomputerandnetworkreportsYouwillexplorethemanyusesofshapedatainthenextchapter,includingthecapabilitytorunreportsthatsummarizekeydataattributesoftheshapesonadrawingpage.
Asapreview,thistopicdisplaysthreeofthepredefinedreportsthatareincludedwithVisio2016networkdiagrams.Forexample,Figure7-17showsdataaboutnetworkdevices.
Figure7-17TheNetworkDevicereportisincludedwiththenetworktemplates
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Ifyouneedadditionaldataabouttheequipmentinyournetwork,thereportinFigure7-18shouldprovidewhatyouneed.
Figure7-18TheNetworkEquipmentreportprovidesextensivedetailonnetworkandcomputerequipment
Tip
OnlypartoftheNetworkEquipmentreportisshowninFigure7-18;additionalfieldsexisttotherightoftheProductDescriptioncolumn.
VisioprovidesthereportshowninFigure7-19forthosetimeswhenyouneeddataaboutPCsratherthannetworkequipment.
Figure7-19ThePCReport
Important
ThePCReportshowninFigure7-19runscorrectlywiththenetworkshapesintheBasicNetworkDiagram–3DandDetailedNetworkDiagram–3Dtemplates.However,thenewshapesintheVisio2016BasicNetworkDiagramandDetailedNetworkDiagramtemplatescontainanerrorthatpreventsthePCReportfromrunning.Asaworkaround,theauthorhaspostedamodifiedPCReportdefinitiononhiswebsiteatwww.visiostepbystep.com/downloads/2016/Visio_2016_Modified_PC_Report.vrd.
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SkillsreviewInthischapter,youlearnedhowto:
Buildbasicnetworkdiagrams
Builddetailednetworkdiagrams
Use3-Dequipmentshapes
Createrackdiagrams
Changethedrawingscale
Runcomputerandnetworkreports
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch07folder.Youcansavetheresultsofthetasksinthesamefolder.
BuildbasicnetworkdiagramsStartVisio,clicktheNetworktemplatecategorythumbnail,double-clicktheBasicNetworkDiagramtemplate,andthenperformthefollowingtasks:
1.DraganEthernetshapetothepage,andthenextenditsoitoccupiesabouttwo-thirdsofthepagewidth.
2.DragsixoreightshapesfromtheComputersandMonitorsandNetworkandPeripheralsstencilsontothepage,andthengluethemtothenetwork.
3.ClicktheEthernetshapeandlabelitBranchOfficeNetwork.
Builddetailednetworkdiagrams
Important
ThetasksinthistopiccanbecompletedonlybyusingtheProfessionaleditionofVisio2016.
StartVisio,clicktheNetworktemplatecategorythumbnail,double-clicktheDetailedNetworkDiagramtemplate,andthenperformthefollowingtasks:
1.Dragshapesfromvariousnetworkandcomputerstencilsontothepage.
2.Linknetworkshapestoeachothertorepresenttheconnectivityofyournetwork.
3.Ifyouareusing2-Dshapes,selectathemeandvariant.
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Use3-DequipmentshapesTherearenopracticetasksforthistopic.
Createrackdiagrams
Important
ThetasksinthistopiccanbecompletedonlybyusingtheProfessionaleditionofVisio2016.
StartVisio,clicktheNetworktemplatecategorythumbnail,double-clicktheRackDiagramtemplate,andthenperformthefollowingtasks:
1.Buildarackthatcontainsservershapesandotherrack-mountedequipmentshapes.
2.Adjusttheheightofoneormoreservershapes.
3.TurnoffthedisplayofUheightforthepage.
Tip
Youwillworkwithadifferentdiagramintheremainingstepsofthistask.
4.OpentheCreateRacksdiagram.
5.AddarackdiagrampagetotheexistingnetworkdiagramandsetascalethatisappropriateforthisU.S.Unitsdiagram.
6.Onthenewpage,buildarackthatrepresentstheequipmentintheDataCenternetworkontheleftsideofthepage.
ChangethedrawingscaleOpentheChangeDrawingScalediagraminVisio,andthenperformthefollowingtasks:
1.Changethedrawingscaleto1:20forthisMetricdiagram.
2.Experimentwithotherscalefactorstoseetheeffectonthediagram.
RuncomputerandnetworkreportsTherearenopracticetasksforthistopic.
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Part2:AdddatatoyourdiagramsCHAPTER8Workwithshapedata
CHAPTER9Visualizeyourdata
CHAPTER10Linktoexternaldata
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8.Workwithshapedata
Inthischapter
Understandshapedata
Viewshapedata
Editshapedata
Modifyshapedatafieldattributes
Defineshapedatafields
Insertfields
Runpredefinedreports
Createormodifyreports
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch08folder.Forpracticefiledownloadinstructions,seetheintroduction.
Youcanusemanydiagrammingappstocreateusefulandattractivedrawings.Theplacewheremostappsfallshort,however,iswhereVisioexcels:inadditiontoputtingshapesonapage,youcanstoredataintheshapes.Youcanthenusethatdataformanypurposes,includingaffectingthebehaviorandappearanceofalmostanyaspectofthediagram.Adata-drivenVisiodiagrambecomesapowerfultoolforcommunicatingideasandfactsbydisplayingandreactingtodatavalues.
AllthreechaptersinPart2ofthisbookfocusondata.Thischaptercoversthebasicsofviewingandworkingwithdata.Chapter9,“Visualizeyourdata,”explorestechniquesforbuildingdynamicdashboardsbyusingiconsandgraphicstorepresentyourdatavalues.InChapter10,“Linktoexternaldata,”youwilldiscoverhoweasyitistoconnectadiagramtoadatabaseorotherexternaldatasource.
Thischapterguidesyouthroughproceduresrelatedtoviewingandeditingshapedata;viewing,changing,anddefiningshapedatafieldsandattributes;insertingfields;andcreating,editing,andrunningreports.
UnderstandshapedataThedatafieldsthatanyVisioshapecancontainarereferredtocollectivelyasshapedata.Someshapedatafieldsmerelystoredataforsubsequentreportingordisplay.Thevaluesinotherdatafieldscontroltheappearanceorbehaviorofshapesandcanservemanyotherpurposes.
ThefollowinglistdescribeswhatcanbestoredineachoftheeightshapedatafieldtypesinVisio2016andhowusersenterdatavalues.
StringFree-formtext;usersenteranycharacters.
NumberAnynumericdata;usersenternumbers.
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FixedListAlistfromwhichusersmustmakeaselection.
VariableListAlistfromwhichuserscanmakeaselection;inaddition,userscanaddvaluestothelistbyenteringtheminthedatafield.
DurationAtimevalueexpressedinoneoffivetimeunitssupportedbyVisio:seconds(es.),minutes(em.),hours(eh.),days(ed.),weeks(ew.);usersenteranumberfollowedbyoneofthesetimeunitabbreviations.
DateCalendardate;userscaneitherenteradateorselectadatefromacalendar.
CurrencyMonetaryvalueexpressedincurrencyunitsthatarebasedontheuser’sregionandlanguagesettingsinWindows;usersenternumbers.
BooleanTrueorFalse;usersselectavaluefromalist.
Tip
ThedatafieldsthatarecalledshapedatainVisio2016werecalledcustompropertiesinVisio2003andearlier.
Tip
Althoughthischapterfocusesondatafieldsthatarecontainedinshapes,it’susefultoknowthatpagesandeventheVisiodocumentitselfcancontainshapedatafields.AlthoughtheaverageVisiouserisn’tlikelytotakeadvantageofthiscapabilitydirectly,developersofVisioadd-insfrequentlystoredatainsomecombinationofshapes,pages,andthedocument.
ViewshapedataTheprimarymeansforviewingshapedataistheShapeDatawindow.YoucanpositiontheShapeDatawindowsoitfloatsinanylocationoverthedrawingpage,asisthecaseinFigure8-1,andyoucanresizethewindowtoshowasmanyorasfewfieldsasyouneed.
Figure8-1Datafromarepresentativeshape,aPump/Motor1,floatingoverthedrawingpage
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Tip
ThemasterforthePump/Motor1shapeislocatedintheFluidPower–EquipmentstencilthatopenswhenyouselecttheFluidPowertemplateintheEngineeringtemplatecategory.TheFluidPowertemplateisincludedonlywiththeProfessionaleditionofVisio.
Youcanalsodockthewindowinafixedpositionbydraggingittoanyedgeofthedrawingwindow.Whenthewindowisdocked,youcanusethepushpinbuttoninthewindowheadertoturnAutoHideonoroff,asshowninFigure8-2.IfyouturnAutoHideon,thewindow“rollsup”intotheheaderwhenyou’renotusingit.
Figure8-2AdockedShapeDatawindowisopenontheleftandhiddenontheright
DataissointegralinVisiothattheshapesinmoststencilsincludepredefineddatafields.Thisistrueformanyoftheshapesusedinpreviouschapters.Forexample:
InChapter4,“Createbusinessprocessdiagrams,”youworkedwithflowchartshapesinbothflowchartsandswimlanediagrams.Thatchapterdidn’tdiscussthedatainsidetheshapes;however,allofthestandardflowchartshapesincludethesetofpredefineddatafieldsshowninFigure8-3.
Figure8-3Shapedatafieldsinadecisiondiamondflowchartshape
TheorgchartshapesthatyouworkedwithinChapter5,“Createorganizationcharts,”alsocontainasetofpredefineddatafields,asshownontheleftinFigure8-4.Inaddition,youcanimportcustomfieldswhenyouruntheOrganizationChartWizard.TheresultsofaWizardimportareshownontheright.Asyoucansee,theimportaccomplishedthreethings:
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•Itreplaceddatainexistingfields.
•Itcreatednewfieldsandaddeddatatothem.
•Itgeneratednewfieldseventhoughtheycontainnodata.
Figure8-4Defaultandcustomizedorgchartshapedatafields
Tip
ItmightseemoddatfirstthattheorgchartshapedatafieldsontheleftinFigure8-4containtextvaluesthatmatchthefieldnames.Thosetextvaluesarepresentbecausetheorgchartshapesweredesignedtodisplaythecontentsofcertaindatafields.Byincludingthefieldnamesastextvalues,thedesignersoftheorgchartshapesconveytoyouataglancewhatwillappearontheshapewhenyouenterrealdata.
ThenetworkshapesinChapter7,“Createnetworkanddatacenterdiagrams,”alsoincludeshapedata.Thedefaultdatafieldsvarydependingonwhatpieceofequipmentashaperepresents.Figure8-5showsthefieldsforarouter.
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Figure8-5Computerandnetworkshapedatafields
TheBusinessProcessModelandNotation(BPMN)shapesyouexploredinChapter4,“Createbusinessprocessdiagrams,”includeavarietyofshapedatafields,asshowninFigure8-11laterinthischapter.
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Anotherwaytoviewshapedata
SomeVisioshapes,especiallyoldershapes,provideanalternativemethodforviewingshapedata.Whenyouright-clicksomeshapes,theshortcutmenudisplaysaPropertiesoption.Forcertainshapes,clickingPropertiesopensthesameShapeDatawindowastheDatasubmenutechnique.However,forothershapes,itopenstheShapeDatadialogboxinstead.Althoughthedialogboxandthewindowlookabitdifferent,youcanviewandeditdataineither.
Tip
Whenitispresent,thePropertiesentryisusuallyatthebottomoftheshortcutmenu.
Forexample,theShapeDatadialogboxfortheFluidPowerPump/Motor1shapeshowninFigure8-6wasopenedbyclickingPropertiesontheshortcutmenu;compareitwiththecorrespondingShapeDatawindowinFigure8-1.
Figure8-6TheShapeDatadialogbox
Important
TheShapeDatadialogboxislimitedtodisplaying20shapedatafields.TheShapeDatawindowdoesnothavethislimitationandwilldisplayscrollbarswhenevertherearefieldsthatdonotfitinthewindowatitscurrentheight.
ToopentheShapeDatawindow1.Right-clickashape,pointtoData,andthenclickShapeData.
Or
1.(Professionaleditiononly)OntheDatatab,intheShow/Hidegroup,selecttheShapeDataWindowcheckbox.
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TopositiontheShapeDatawindowoverthedrawingpage1.DragtheheaderoftheShapeDatawindowuntilthewindowisawayfromtheedgeofthedrawingwindow.
TodocktheShapeDatawindow1.Doeitherofthefollowing:
•DragtheheaderoftheShapeDatawindowuntilitisnearanedgeofthedrawingwindowtodockitwithinthedrawingwindow.
•DragtheheaderoftheShapeDatawindowpastanedgeofthedrawingwindowtodockitasaseparatewindow.
ToclosetheShapeDatawindow1.Doanyofthefollowing:
•ClicktheClosebutton(X)inthecorneroftheShapeDatawindow.
•Right-clickanywhereinsidetheShapeDatawindow,andthenclickClose.
•(Professionaleditiononly)OntheDatatab,intheShow/Hidegroup,cleartheShapeDataWindowcheckbox.
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FindingtheShapeDatawindow
TheShapeDatawindownormallyopenswithinthemainVisiowindowinthesamepositionitoccupiedthelasttimeitwasopened.However,twoconditionsmightcauseyoutowonderwhythewindowdidn’topen:
Onacomputerwithmultiplemonitors,theShapeDatawindowmightopenonadifferentmonitorthantheonedisplayingtheVisiowindow.
IftheShapeDatawindowisalreadyopenwhenyouclickDataandthenShapeDataontheshortcutmenu,Visiowillcloseit.Thismightnotbewhatyouexpect,especiallyifyoudidn’tnoticethatthewindowwasalreadyopenandyoucan’tfigureoutwhyitdidn’tappear.
ThisbehavioroccursbecauseShapeDataonthesubmenushowninFigure8-7isactuallyatoggle.Theiconinfrontofthewords“ShapeData”issubtlydifferentdependingonwhethertheShapeDatawindowiscurrentlyopenorclosed.
Figure8-7SubmenutoopenorclosetheShapeDatawindow
EditshapedataInadditiontoviewingdataintheShapeDatawindow,youcanusethewindowtochangedatavalues.Whenyoudo,you’llnoticethatsomeshapedatafieldsbehavedifferentlythanothersbecauseVisioenforcesvariousrulesbasedonthedatatypeandformattingappliedtoeachshapedatafield.
SeeAlso
ForalistoftheshapedatatypessupportedbyVisio,see“Understandshapedata”earlierinthischapter.
Forexample,Visiowillnotaccepttextinanumericorcurrencyfield,asdemonstratedbytheerrormessageshowninFigure8-8.Similarly,youcannotenteranythingotherthananumberandoneofthefivevalidtimeunitabbreviationsinadurationfield.
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Figure8-8Anerrordialogboxappearsafterauserattemptstoenteratextvalueintoacurrencyfield
Tip
BecausethecopyofWindowsonwhichthesegraphicswerecapturedusesUnitedStatesRegionandLanguagesettings,currenciesappearindollarsanddatesappearinUSformat.Yourcomputerwilldisplaythesevaluesbasedonyourcountry/regionalsettings.
Thedatatypeforeachfieldalsodictatesthemethodsbywhichyoucanenterdata.Formostfieldtypes,youcansimplyentertextornumbers,butsomefieldtypesprovideadditionaloptions.Forexample:
Datefieldsprovidetheuserwithacalendarfromwhichtoselectadate,asshownintheimageontheleftinFigure8-9.Theimageontherightshowstheformattedresultofeithertypingorselectingadate.
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Figure8-9Enteringandviewingdatefields
TheStatusfieldinFigure8-10displaysalistwhenyouclickthearrowattherightendofthefield.
Figure8-10TheStatusfieldlist
Tip
Visiosupportstwotypesoflistfields:fixedlistsandvariablelists.Inafixedlistfield,youmustselectanentryfromthelist.Inavariablelistfield,youcanselectoneofthelistentriesorenteryourowntextinthefield.Ifyouenteryourowntext,it’saddedtothebottomofthelist.
InChapter4,“Createbusinessprocessdiagrams,”youusedright-clickactionstosetspecificiconsonBPMNshapes.Inreality,thoseright-clickactionssetashapedatavalue,andformulasinsidetheshapereacttothedatachangesbychangingiconsontheshapes.
Toprovethatpoint,Figure8-11showsafixedlistfortheTaskTypeshapeforaBPMN
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task.Intheimageontheleft,theUservaluecausesahead-and-shouldersicontoappearintheupper-leftcornerofataskshape.Intheimageontheright,thedatavalueischangedtoManualandtheTaskTypeshapeisnowahand.
Figure8-11ValuesintheShapeDatawindowcontroltheappearanceoftheBPMNtaskshape
NotethattheLoopTypefieldworksthesameway:itcontainsalistofvaluesthatcontroltheloopsymbolinthelower-centerofthetaskshape.
Tip
Althoughitisnotadvertisedinanobviousway,youcaneditdataformorethanoneshapeatatime.Ifyouselectmultipleshapes,theShapeDatawindowwilldisplaythosefieldsthatarecommontoallselectedshapes.IfanydatavaluesappearintheShapeDatawindow,theyarefromtheanchorshapeinyourselection.
Withmultipleshapesselected,anychangesyoumakeareappliedtoallselectedshapes.Thisfeaturecanbeverypowerfulorverydestructive,soitisimportanttobecautious.
Notethatifyouselectmultipleshapesbuttheyhavenocommonfields,VisiodisplaysNoCommonDataFieldsintheShapeDatawindow.
Toenterdatainatextfield1.Doanyofthefollowing:
•StringClickinthefieldandenteranycharactersyouwant.
•NumberClickinthefieldandenternumbersonly.
•FixedListClickthearrowattherightendofthefield,andthenselectavalue.
•VariableListDoeitherofthefollowing:
•Clickthearrow,andthenselectavalue.
•Enteravalue.
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•DurationEnteranumberfollowedbyoneofthefivetimeunitabbreviations:es.,em.,eh.,ed.,ew.
•DateDoeitherofthefollowing:
•Clickinthefieldandenteravaliddateaccordingtoregionaldateformatrules.
•Clickthearrow,andthenclickthedateyouwantfromthecalendar.
•CurrencyEnteranumberwithorwithoutacurrencyseparator.
•BooleanClickthearrow,andthenclickTrueorFalse.
ToexitafieldintheShapeDatawindowafterenteringdata1.Dooneofthefollowing:
•PressTab.
•PressEnter.
•Clickanywhereoutsidethefield.
ModifyshapedatafieldattributesYoucanexamineandchangetheattributesofexistingshapedatafieldsorcreatenewshapedatafieldsbyusingtheDefineShapeDatadialogbox.
ViewshapedatafieldattributesTheDefineShapeDatadialogboxshownontheleftinFigure8-12appearsformostVisiousers.TheoneontherightappearsifyouarerunningVisioindevelopermode,andoffersseveraladditionaloptions.
Figure8-12TheoptionsavailableintheDefineShapeDatadialogboxdependonhowit’saccessed
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SeeAlso
Forinformationaboutdevelopermode,refertoAppendixA,“Lookbehindthecurtain.”
Inbothvariationsofthedialogbox,eachdatafieldhasthefollowingattributes:
LabelFieldname
TypeOneoftheeighttypesdescribedin“Understandshapedata”earlierinthechapter
FormatDetermineshowdataenteredbytheuserispresented(differentfieldtypeshavedifferentformatoptions)
ValueThedatavalueenteredwhenashapeisdefinedorthatisenteredbytheuser
PromptAScreenTipthatappearswhentheuserpointstotheshape’snameintheShapeDatawindow
Whenyouoperateindevelopermode,Visiodisplaystheadditionalattributesdescribedinthefollowinglist.AlthoughsomeofthemareprimarilyforusebyprogrammersorVisiosolutiondevelopers,oneortwomightbeofvaluetopowerusers.
NameThisisaninternalnameusedbyVisiodevelopers;itcanbethesameasLabelexceptthatyoucannotusespacesormostspecialcharactersintheNamefield(underscorecharactersareacceptable).
SortkeyVisiousesthealphanumericvalueinthisfieldtodeterminethesequenceinwhichfieldswillbepresentedintheShapeDatawindow.
Important
VisiotreatsthecontentsoftheSortKeyfieldastextevenifyouenteranumber,whichmeansthatitarrangesfieldsbasedonalphabeticsequenceratherthannumericsequence.Forexample,iffieldAhasasortkeyof1,fieldBhasasortkeyof2,andfieldChasasortkeyof10,VisiowillplacethemintheShapeDatawindowinthesequenceA,C,B,becausethefirstcharacter“1”infieldCislessthanthe“2”infieldB.
AddondropIfselected,VisioopenstheShapeDatadialogboxwhenevertheusereitherdragsashapecontainingthisfieldontoapage,orduplicatesanexistingshapecontainingthisfield.
HiddenIfselected,Visiohidesthisfield;thatis,thefielddoesnotappearineithertheShapeDatawindowortheShapeDatadialogbox.AVisiosolutiondevelopermightsetthevalueofthehiddenattributebyusingaformulabasedonotherdatavalues,therebyshowingorhidingafieldunderdifferentconditions.
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Tip
AswiththeShapeDatawindow,youcancreate,edit,ordeleteshapedatafieldsformorethanoneshapeatatime.WhenyouselectmultipleshapesbeforeopeningtheDefineShapeDatawindow,thechangesyoumakeareappliedtoallselectedshapes.Thisfeaturealsocanbeverypowerfulorverydestructive.
ToopentheDefineShapeDatadialogbox1.Dooneofthefollowing:
•Right-clickashape,pointtoData,andthenclickDefineShapeData.
•Right-clickintheShapeDatawindow,andthenclickDefineShapeData.
Toviewtheattributesofadifferentshapedatafield1.InthelowerportionoftheDefineShapeDatadialogbox,scrollupordowntothefieldyouwant,andthenclickthefieldname.
ToclosetheDefineShapeDatadialogbox1.Doanyofthefollowing:
•ClickOK.
•ClickCancel.
•ClicktheClosebuttonintheupper-rightcornerofthedialogbox.
ChangeshapedatafieldattributesTotrulyappreciatethepowerandflexibilityofthedatafeaturesinVisio,it’shelpfultoknowhowtochangetheattributesofexistingdatafieldsandhowtocreatenewdatafields.Youwillexploretheformerinthissectionandthelatterinthefollowingtopic.
YoucanchangenearlyanypropertyofafieldbyusingtheDefineShapeDatadialogboxthatwasdescribedintheprecedingsection.Forexample,fortheCurrencyfieldshowninFigure8-13,youcanchangethedisplayformatforthecurrencyvaluebyselectinganentryfromthelist.TheavailablechoicesintheFormatlistdependonthecountryandregionsettingsforyoureditionofWindows.
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Figure8-13ThecurrencyfieldsettingsontheleftproducetheCostfieldresultsontheright
Tip
ForCurrencyfields,itoftenmakessensetoleavetheformatsettoSystemSetting,thedefault,soVisiousesthecurrencyformatsettingfromWindows.
EnteringcharactersintheValueboxcausesyourentrytoappearasthedefaultvaluethenexttimeyouopentheShapeDatawindow.YoucanalwayschangethevaluebyusingtheShapeDatawindow,butenteringavalueheresetsthedefault.
Tip
Ifyouenteravalueforashapedatafieldandthencreateanewmasterfromtheshape,allfutureinstancesofthemasterwillalsoshowthedefaultvalue.Forinformationaboutcreatingcustomstencils,see“Createcustomshapesandstencils”inAppendixA,“Lookbehindthecurtain.”
YoucanentertextintothePromptboxtoprovideScreenTiptexttouserswhopointtoafieldnameintheShapeDatawindow.Forexample,thePromptentryshownontheleftinFigure8-13producestheScreenTipshownontheright.
Toprovidetheuserwithadrop-downlistofvalues,yousettheTypetoeitherVariableListorFixedList,andthenenterasetofvaluesintheFormatbox.Figure8-14showspartofthecontentsoftheFormatboxontheleft.Thefullsetofvaluesisasfollows:
;NotStarted;InProgress;Completed;Deferred;WaitingonInput
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Figure8-14Thesemicolon-separatedlistofvaluesintheFormatboxontheleftcreatesthevariablelistintheShapeDatawindowontheright
ThisproducesthelistontherightinFigure8-14.
Important
ThesemicolonatthebeginningoftheFormatfieldcreatesanull(blank)entryatthetopofthelist.Ifyoudonotincludeanullentry,theuserwillnotbeabletoleavethefieldblankafterclickinganentryinthelist.Bothoptionsmightbeappropriateindifferentsituations.
Tochangeshapedatafieldattributes1.OpentheDefineShapeDatadialogbox.
2.InthelowerpartoftheDefineShapeDatadialogbox,scrolltothefieldyouwant,andthenclickthefieldname.
3.Enteranewvalue.
Or
Selectavaluefromthelist.
DefineshapedatafieldsYoucanadddatafieldstoshapesthatyoucreateortoshapesthatoriginatedinVisiostencils.YoudobothbyclickingtheNewbuttonintheDefineShapeDatadialogboxthatyouworkedwithintheprecedingtopic.
Ataminimum,youmustprovidealabelforthenewfieldandselectadatatype(see
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“Understandshapedata”earlierinthechapter).Youcanalsochooseatype-specificformat,enteradefaultvalue,andprovidepromptingtext.IfyouarerunningVisioindevelopermode,youcanspecifyaninternalshapenameandasortkeyvalue.
InsertfieldsOnecommonwaytouseshapedataistodisplaydatavaluesonashape.YoumighthavenoticedthattheorgchartshapesshowninFigure8-4includedatafromseveralshapedatafields.Inthistopic,youwilllearnasimpletechniquetodisplaydataonanyshape.
YoubeginbyinstructingVisiotoinsertafield,andthenyouselectaspecificfieldfromtheFielddialogbox,showninFigure8-15.IntheCategorysectionontheleftsideofthedialogbox,thetopentryisShapeData.Whenyouselectthatentry,Visiodisplaysascrollablelistofallshapedatafields.
Figure8-15Shapedatafieldnamesreflectthechosencategory
IntheexampleshowninFigure8-16,selectingtheLocationfieldcauses3rdFloor/HRtoappearintheshape’stextbox.
Figure8-16Thecontentsofashapedatafielddisplayedbelowashape
NoticeinFigure8-15thattherearesevendatacategoriesinadditiontoShapeDatainthe
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CategorysectionoftheFielddialogbox.Eachcategoryoffersmultipledatavaluesfromotherpartsofthediagramthatcanbeinsertedanddisplayed.Asexamples,youcandoanyofthefollowing:
Insertthedocumentauthororthemostrecenteditdatainatitleblockonabackgroundpage.
Insertshapewidthorothergeometryinformationsotheexactvaluesarealwaysvisibleontheshape.
Insertacustomformulatodisplayacalculatedresultonashape.
SeeAlso
Forinformationaboutadditionalusesforfields,see“Insertfields:Advancedtopics,”inAppendixA,“Lookbehindthecurtain.”
Toinsertthevaluefromashapedatafieldontoashape1.Selectashape.
Or
Selectmultipleshapes.
2.OntheInserttab,intheTextgroup,clicktheFieldbutton.
3.IntheCategorysectionoftheFielddialogbox,clickShapeData.
4.IntheFieldnamesection,clickthenameofthefieldwhosecontentsyouwanttodisplay.
5.ClickOK.Textappearsinthetextboxforyourshapeorshapes.
Toinsertadocumentpropertyontoashape1.Drawashape.
2.OpentheFielddialogbox,clickDocumentInfo,andthenclickafieldtoinsert.
3.ClickOK.
RunpredefinedreportsAfteryouhavedatainyourVisiodiagram,howcanyoutakeadvantageofittogainadditionalvalue?OneofthesimplestwaysistousethereportingfeaturethatisprovidedwithVisio.YoucanrunthepredefinedreportsthatareincludedwithVisiotemplates,andyoucanalsodesignyourownreports.Youwillexploretheformerinthistopic,andthelatterinthetopicthatfollows.
MostVisiodiagramsincludeanInventoryreportthathasasimplepurpose:toprovideacountofthenumberofshapesinadiagramthatarederivedfromeachmasterinastencil.Figure8-17includestwoexamplesofinventoryreports,oneforaprocessdiagramandoneforanetworkdiagram.
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Figure8-17SampleInventoryreports
Inadditiontothegenericinventoryreport,manytemplatesincludecontext-specificreports.Forexample,theorgcharttemplateincludesCountPositionsandOrganizationChartreports;thenetworkdiagramtemplateprovidesNetworkDeviceandNetworkEquipmentreports;andthefloorplantemplateincludesthereportsshowninFigure8-18.Manytemplatesfromthird-partyvendorsalsoincludepredefinedreports.
Figure8-18PredefinedreportsareincludedwithmanyVisiotemplates
Tip
WhentheShowOnlyDrawing-SpecificReportscheckboxinthelower-leftcorneroftheReportsdialogboxisselected,onlyreportsrelatedtothespecificshapesinthecurrentdiagramappear.Clearingthecheckboxdisplaysdozensofadditionalreports,althoughmostareunlikelytobeusefulwiththecurrentdiagram.
YouhavefouroutputchoiceswhenyourunaVisioreport.
ExcelVisiocreatesaMicrosoftExcelworkbookandopensExceltodisplaythe
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formattedreportoutput,asshowninFigure8-19.Youcantheneditthereportdataifyouwant.
Figure8-19AFlowchartReportviewedinExcel
HTMLVisiocreatesanHTMLpage,andyouviewthereportoutputinawebbrowser(Figure8-20).Thisreportformatisread-only.
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Figure8-20AFlowchartReportviewedinInternetExplorer
VisioshapeVisiocreatesanewVisioshapethatcontainsthereportdataandplacesitonthecurrentpage,asshowninFigure8-21.(Forthetechnicallyinclined,thisshapeisactuallyanembeddedExcelobject,soyoucandouble-clickthereportshapeandeditthedataasthoughyouwereusingExcel.)
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Figure8-21AFlowchartReportviewedinaVisioshape
XMLVisiocreatesanXMLfilecontainingtheformattedreport.ThereportdatacanbeimportedintoanXML-awareapplication,oritcanbeedited.
YoureceiveonecapabilitywiththeVisioshapeoutputformatthatyoudon’twiththeotherthree:ifyouaddorremoveshapes,orchangethevaluesofdataintheshapes,youcanupdatethereportinplace,withoutneedingtodeleteitandadditagain.TheshortcutmenuthatdisplaysthisoptionisshowninFigure8-22.
Figure8-22YoucanupdateandrerunaVisioshapereportfromtheshortcutmenu
Tip
ClickRunReporttoupdatethereportshapeonthedrawingpage.Ifyouwanttochangethedefinitionofthereport,clickUpdateReport,whichstartstheReportDefinitionWizardthatisdescribedinthefollowingtopic.
Torunareportthatisstoredinadrawing
1.OntheReviewtab,intheReportsgroup,clicktheShapeReportsbutton.
2.IntheReportsdialogbox,clickthenameofthereportyouwant,andthenclickRuntoopentheRunReportdialogbox,showninFigure8-23.
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Figure8-23TheRunReportdialogbox
3.IntheRunReportdialogbox,clicktheoutputformatyouwant,andthenclickOK.
Torunareportthatisnotstoredinadrawing1.OpentheReportsdialogbox,andthenclicktheBrowsebutton.
2.Browsetothereportdefinitionfileyouwanttorun,andthenclickOpen.
3.IntheReportsdialogbox,clickRun.
4.IntheRunReportdialogbox,clicktheoutputformatyouwant,andthenclickOK.
ToupdateareportdisplayedasaVisioshape1.Right-clickthereportshape,andthenclickRunReport.
CreateormodifyreportsYouusetheReportDefinitionWizardtodefinenewreportsandtomodifyexistingreports.StartthewizardbyclickingeithertheNeworModifybuttonintheReportsdialogboxshowninFigure8-18intheprevioustopic.
Onthefirstpageofthewizard,showninFigure8-24,youspecifythelocationoftheshapesonwhichyouwanttoreport.
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Figure8-24ThefirstpageoftheReportDefinitionWizard
YoucanusetheAdvancedbuttononthispagetobemoreselectiveabouttheshapesthatshouldbeincludedinthereport.Forexample,Figure8-25onthefollowingpageshowsareportthatdoesnotuseAdvancedsettings.Consequently,thereportincludeseveryshape,andbecausemanyshapesdonotcontaindata,thereporthasmanyblankandincompletelines.
Figure8-25Areportwithmultipleblankrowsbecauseofinsufficientselectioncriteria
Usingthesameprocessmapasanexample,thesettingintheAdvanceddialogboxshown
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inFigure8-26causesshapestobeincludedonlyiftheProcessNumberfieldexistsandcontainsavaluegreaterthanzero.
Figure8-26TheAdvancedcriteriaselectiondialogbox
TheresultoftheadditionalselectioncriteriaisshowninFigure8-27.
Figure8-27AmoreconciseHRReportasaresultofusingadvancedselectioncriteria
YouusethesecondpageoftheReportDefinitionWizardtoselectspecificpropertiesfordisplayinyourreport.Thelistofavailablepropertiesincludesshapedatafields,inadditiontomanyothershapeproperties.YoucanseeaportionofthelistofpropertiesinFigure8-28.
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Figure8-28ThefieldselectionpageoftheReportDefinitionWizard
Tip
Eachpropertyyouselectisdisplayedinaseparatecolumninthereport.
Ifyouarelookingforlessfrequentlyusedpropertiestoincludeinyourreport,youcanselecttheShowAllPropertiescheckboxatthebottomofthepage.
Onthethirdpageofthewizard,showninFigure8-29,youenterthetitlethatwillappearatthetopofyourreport,andyoucansetoptionsfortotalingandgrouping,sorting,andformatting.
Figure8-29ThethirdpageoftheReportDefinitionWizard
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Forexample,ifyouclickSort,youcanusetheSortdialogbox(showninFigure8-30)tochangethesequenceofcolumnsinthereportoutput,andselectuptothreefieldsonwhichtosort.
Figure8-30Columnsequenceandsortselectiondialogbox
Onthefinalpageofthewizard,showninFigure8-31,youenteranameforthereportdefinition,optionallyenteradescription,andthenindicatewhereyouwouldliketostorethereportdefinition.YoucansavethereportdefinitioninthecurrentVisiodrawing,whichisthedefault,oryoucansaveittoanexternalfile.
Figure8-31ThefinalpageoftheReportDefinitionWizard
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Tip
Savethereportdefinitiontoanexternalfileifyouthinkyou’llwanttouseitwithmultipledrawings.Ifyoudo,youcanretrievethereportdefinitionbyclickingtheBrowsebuttonintheReportsdialogboxshowninFigure8-32.
Figure8-32TheReportsdialogboxshowingtheCustomHRReport
Whenyoufinishdefiningyourreport,thenameyouassignedonthelastwizardpageappearsthenexttimeyouopentheReportsdialogbox.Figure8-32showsanexample.
Tocreateareportdefinition1.OntheReviewtab,intheReportsgroup,clicktheShapeReportsbutton.
2.IntheReportsdialogbox,clicktheNewbutton.
3.ProvidetherequiredinformationonthepagesoftheReportDefinitionWizard.
Tomodifyanexistingreportdefinition.1.OpentheReportsdialogbox,clickthenameofthereportyouwanttoedit,andthenclicktheModifybutton.
2.MaketherequiredchangesonthepagesoftheReportDefinitionWizard.
SkillsreviewInthischapter,youlearnedhowto:
Understandshapedata
Viewshapedata
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Editshapedata
Modifyshapedatafieldattributes
Defineshapedatafields
Insertfields
Runpredefinedreports
Createormodifyreports
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch08folder.Youcansavetheresultsofthetasksinthesamefolder.
UnderstandshapedataTherearenopracticetasksforthistopic.
ViewshapedataStartVisio,clicktheNetworktemplatecategorythumbnail,double-clicktheBasicNetworkDiagramtemplate,andthenperformthefollowingtasks:
1.DragaServershapeontothedrawingpage.
2.OpentheShapeDatawindow.
3.DragaRoutershapeontothepage,andthencompareitsshapedatafieldswiththoseoftheserver.
4.Creatediagramsfromseveralothertemplates,andthenexaminetheshapedatafieldsinvariousshapes.
EditshapedataOpentheEditShapeDatadiagraminVisio,andthenperformthefollowingtasks:
1.OpentheShapeDatawindowanddockitoneithersideofthedrawingwindow.
2.SelecttheLoghiringrequestshape.
3.EnteranumberinboththeCostandProcessNumberfields.
4.EntertextintheStartDatefield,andthenexitthefield.Noticetheerrormessage.
5.ClickOKtocleartheerrormessage.
6.EnteravaliddateintheStartDatefieldorusethecalendartoselectadate.
7.ChangetheStatusfromInProgresstoDeferred.
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ModifyshapedatafieldattributesOpentheModifyDataAttributesdiagraminVisio,andthenperformthefollowingtasks:
1.SelecttheAdvertiseopenjobandInterviewcandidateshapes,andthenopentheDefineShapeDatadialogbox.
2.SelecttheCostfield,andthenchooseadifferentdisplayformat.
3.SelecttheStatusfield,andtheninthePromptpropertybox,enterSelectastatusforthistask.
4.IntheFormatpropertybox,add;WaitingApprovalattheveryendofthetextthatisalreadyinthebox.(Besuretoincludethesemicolon.)
5.ClickOKtoclosetheDefineShapeDatadialogbox.
6.OpentheShapeDatawindowtoverifythatthechangesyou’vemadehavebeenappliedtobothoftheselectedshapesbutnottoanyothershapes.
DefineshapedatafieldsTherearenopracticetasksforthistopic.
InsertfieldsOpentheInsertFieldsdiagraminVisio,andthenperformthefollowingtasks:
1.Selectboththeserverandprintershapes.
2.InserttheshapedatafieldnamedNetworkName.Anetworknameshouldappearbelowbothshapes.
3.Addatextboxorrectangletothepage,andtheninsertthedocumentauthor’sname.
RunpredefinedreportsOpentheRunReportsdiagraminVisio,andthenperformthefollowingtasks:
1.RuntheInventoryreportbyusingExceloutput.
2.RuntheSpaceReportbyusingHTMLoutput.
3.RuntheWindowSchedulereportbyusingVisioshapeoutput.
4.Changethedimensionsofseveralwindowsinthefloorplan,andthenrerunthereport.
5.BrowsetotheVegetationReportlocatedintheVisio2016SBS\Ch08folder,andrunitusinganyoutputformatyouwant.
6.OpenanyVisiodiagramyoupreviouslyrecreated,andthenrunoneormoreofthebuilt-inreportsitcontains.
CreateormodifyreportsOpentheCreateModifyReportsdiagraminVisio,andthenperformthefollowingtasks:
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1.Createareportthatincludesthreecolumns,inthisorder:
•ProductDescription
•Manufacturer
•AssetNumber
2.Savethereportdefinitioninthedrawing.
3.Runthenewreport.
4.ModifythereportyoujustcreatedtosorttheoutputbyManufacturer.
5.Modifythebuilt-inNetworkEquipmentreporttomaketwochanges:
•DeletethePartNumberandSerialNumbercolumns.
•SortthereportbyNetworkName,andthenProductDescription.
6.Savethemodifiedreportinafile.
7.Runthemodifiedreport.
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9.Visualizeyourdata
Inthischapter
Enhancediagrameffectiveness
Createdatagraphics
Applydatagraphics
Editdatagraphics
Createdatagraphiclegends
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch09folder.Forpracticefiledownloadinstructions,seetheintroduction.
InChapter8,“Workwithshapedata,”youviewedandreportedondatastoredinVisioshapes.Althoughthosetechniquesareusefulinmanycircumstances,Visioprovidesanevenmoreeffectivewaytotakeadvantageofdata:youcancreatedatagraphicsthatenhanceshapesbyaddingtextcalloutsandiconsbasedonthedatacontainedintheshapes.Evenbetter,datagraphicsaredynamic,sowhenthedatainashapechanges,Visiorefreshesthegraphicsautomatically.
Inthenextchapter,youwilltakedatagraphicstoanotherlevelbyvisualizingdatastoredinanexternallocation.Inthischapter,youwillworkwithdatagraphicsbyusingdatathatisstoredinthediagramanddiscovertheamazingwaysyoucanvisualizedatabyusingVisio2016.
Important
TheinformationinthischapterappliesonlytotheProfessionaleditionofVisio2016.
Thischapterguidesyouthroughproceduresrelatedtoenhancingdiagrameffectiveness,creatingandapplyingdatagraphics,editingdatagraphics,andcreatingdatagraphiclegends.
EnhancediagrameffectivenessApersonusingaVisiodiagramthatyoucreatedcanlearnalotaboutthesubjectofthediagrambasedonyourchoiceofshapes,theirpositionsonthepage,thewaytheyareconnected,andmanyadditionalvisualcues.Thefivesectionsinthistopicdemonstratethepowerofdatavisualizationtotellevenmoreofthestory.
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ViewnetworkanddatacenterperformanceChapter7,“Createnetworkanddatacenterdiagrams”containsseveralhintsaboutthedataavailableincomputer,network,andrackdiagramshapes.ThissectionexplorestechniquesyoucanusetocapitalizeonthedatathatisincludedintheVisionetworkshapes.
Thediagramsinthissectionmightbeusedinascenariosuchasthefollowing:
Youareadatacentermanagerandhavecreatedrackdiagramsforeachrackinyourcomputerroom.
You’vepopulatedyourdiagramswithdata.
Eachrack-mountedserverincludesthedatafieldsshowninFigure9-1.(Thevaluesshowninthisfigurewillbevisualizedinthenexttwofigures.)
Figure9-1Sampleserverdata
YoucanvisualizedatalikethatshowninFigure9-1byusingVisiodatagraphicstoturnanordinaryrackdiagramintoapowerfulmeanstounderstandserverattributes.InFigure9-2,severaldatagraphicsareappliedtotheserversinanequipmentracktohighlightthefollowing:
Servernameandtype(left)
Serverstatus(center)
CPUandmemoryconfiguration(right)
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Figure9-2Arackdiagramshowingserverstatusandvitalstatistics
Figure9-3showsthesameequipmentrack,butitusesdifferentdatagraphicstohighlightdifferentinformation.Inthisversionoftherackdiagram,youfindthefollowing:
ServernameandIPaddress(left)
Serverstatus(center)shownbyapplyingafillcolortotheserversinsteadofattachingastatusicon.
Operatingsystemname(right)
Figure9-3Alternatevisualizationsprovidedifferentinformation
Partoftheappealofdatagraphicsisrepresentedbythesetwoexamples—youcanapplydifferentgraphicsatdifferenttimesdependingonwhatyouneedtoknow.
ImproveprocessesInthisexample,datagraphicsareappliedtoprocessstepsinaswimlanediagramfortworeasons:tonumbereachprocessstep(thenumberappearsabovetheupper-rightcornerofeachshape),andtoshowseveralprocessqualitymeasurements.TheinformationinFigure9-4includesthefollowing:
Theaveragedurationofeachstep,indays,isshowninaprogressbaracrossthe
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bottomofeachtaskshape.
Awarningiconappearsinthelower-leftcornerofashapeifastepistaking5to9daysor10ormoredays.
Theshapecolorindicateswhetherastepisimprovingorbeinginvestigated.
Figure9-4Aprocessdiagramthatdisplaysdata-drivengraphics
Thesymbolismusedforeachofthesemetricsisexplainedinthedatagraphiclegendthatappearsintheupper-rightcornerofthepage.Youwilllearnmoreaboutlegendsin“Createdatagraphiclegends”laterinthischapter.
ManagecasinooperationsFigure9-5illustratesthetypesofnear-real-timeinformationthatacasinomanagermightviewinVisio,withagoalofmonitoringcriticaloperations.Inalllikelihood,yourjobdoesn’tinvolvemanagingacasino,butyoucanprobablythinkofimportantoperationsthatyoudoneedtomonitor.
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Figure9-5Acasinomanager’sviewofablackjacktable
Inthegraphic,textcalloutshighlighteachbettor’srecenthistory,includingcurrentdollarstanding,averagebet,andnumberofblackjacks.Inaddition,aredorgreenarrowrepresentshoweachplayeristrending.
Tip
Thereal-timenatureofthegraphicsinthisexamplearesignificantlyenhancedwhenthediagramislinkedtoalive,externaldatasource.YouwillexplorethistopicinChapter10,“Linktoexternaldata.”
ManageemployeeperformanceTheorganizationchartinFigure9-6lookslikethoseyouexploredinChapter5,“Createorganizationcharts,”withonenotableexception:TreyResearchhasturnedthisorgchartintomorethanjustapictureofwhoreportstowhombyincludingtwokeyperformancemeasures:
Eachemployee’sprogresstowardtheirannualtraininggoalisdepictedbyaniconcontainingacombinationofblueandgraysquares.
Thethreeredmanagershapesincludeabargraphdisplayingquarterlyperformancenumbers.Notethatthebargraphisasinglegraphicitemthatcontrastsdatafromfourdifferentshapedatafields.
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Figure9-6Anorgchartenhancedwithemployeeperformancedata
Thelegendintheupper-rightcornerofthepageisautomaticallygeneratedbyVisio;however,youcancustomizethetextandotheraspectsofthelegend.Inthisexample,thedescriptionswerecustomizedandthefontcolorwaschanged.
Tip
Youcanapplyonlyonedatagraphictoashapeatanygivenmoment.However,asFigure9-6shows,onedatagraphiccancontainmultiplevisualelements.Inaddition,youcanapplydifferentgraphicstodifferentshapesonthesamepage.
AssessrisksIntheexampleshowninFigure9-7,youareviewingpartofaprocessmapthatwascreatedbyusingaVisioadd-incalledTaskMap(www.taskmap.com).
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Figure9-7ATaskMapprocessmapusedtoconveyriskandtimethresholddata
ThisportionoftheTaskMapshowsthreetasksinthemiddleofasalesproposalprocess,anddatagraphicsdepictthefollowingtwoaspectsofriskmanagement:
Yellowtrianglesandgreendiamondsidentifyrisksandcontrols,respectively.Thenumberineachrisktrianglerelatestoanentryinamasterlistofrisks.Thenumberineachdiamondidentifiesthecontrolthattheorganizationhasputinplacetomitigatetherisk.(Anorganizationmightmaintainthemasterlistofrisksandcontrolsinsomethingassimpleasaworksheet,ortheymightemployaformalriskmanagementsystem.)
Inataskliketheoneinthecenter,theorganizationhasidentifiedariskbutnotacontrol,sotheriskismoresignificant.
Theredarrowshighlighttasksthatexceedadefinedtimethreshold—30minutesinthecaseofthisexample.
Figure9-7alsoincludesathirddatagraphic:twoofthethreetasksdisplayareddiamondtoindicatethattheyaredecisionpointsintheprocess.
Tip
IfyouwouldliketolookatthefullpagefromwhichFigure9-7wastaken,opentheRiskManagementTaskMapPDFintheVisio2016SBS\Ch09folder.Inaddition,aweb-publishedversionofthisTaskMapthatincludeshyperlinkstoMicrosoftWordandExceldocumentsisavailableatwww.visiostepbystep.com/downloads/2016/RiskManagementTaskMap.htm.
Theexamplesinthissectionhighlighttheimportanceofthedatabehindadiagramandsuggestavarietyofcreativewaysyoucanaddvaluetodiagramsthatcontaindata.
CreatedatagraphicsInChapter10,“Linktoexternaldata,”youwilldiscoverasimpletechniqueforapplyingdatagraphicstoshapesthatarelinkedtodatainanexternalfileordatabase.However,linkingtoexternaldataisnotarequirementforusingdatagraphics.Evenifyou’vemanuallyentereddataintoyourshapes,youcanstillrepresentthatdatavisually.
Eachdatagraphicyoucreatecancontainoneormoregraphicitems.Eachgraphicitemis
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associatedwithadatafieldandpresentsdatabyusingoneofthefollowingformats:
CalloutAformattedtextbox,sometimesaccompaniedbyanicon,thatisusedtodisplaytext
Tip
InsomeplacesintheVisiouserinterface,thenameofthiscategoryisshownasTextCalloutorjustText.
IconSetAcollectionofuptofiveiconsthatareusedtorepresentspecificvaluesorrangesofvalues
DataBarOneofasetofprogressbars,starratings,piecharts,graphs,orothergraphicsusedtorepresentnumericvalues
ColorbyValueAtechniqueforsettingthecolorofashapebasedonthevalueofadatafieldintheshape
YoucreateandapplydatagraphicsbyusingoptionsontheDatatab.PortionsoftheDatatab—theDataGraphicsgalleryandseveralbuttons—willbedimmed(unavailable)ifyouhavenotlinkedyourdiagramtoexternaldata;theseportionsareomittedfromtheimagesoftheDatatabshowninFigure9-8.However,theAdvancedDataGraphicsbuttonontherightendofthetabisalwaysavailable,andthat’sthebuttonyouusetocreatedatagraphicsinanunlinkeddiagram.
Figure9-8TheVisioProfessionalDatatab
ClickingtheAdvancedDataGraphicsbuttonopenstheDataGraphicsgallery,whichincludesaCreateNewDataGraphicbutton.Thefirststepincreatingadatagraphicistocreateagraphicitem,andthefirststepindoingthatistoselectadatafield.
ThelistofavailabledatafieldsvariesdependingonwhichshapesareselectedwhenyouclicktheCreateNewDataGraphicbutton.Ifnoshapesareselected,oriftheselectedshapeshaveoneormoredatafieldsincommon,alistliketheoneshownintheupperhalfofFigure9-9isdisplayed.Ifasetofshapeswithnocommonfieldsisselected,anabbreviatedlistsuchastheoneshowninthelowerhalfofFigure9-9isdisplayed.
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Figure9-9Newdatagraphicscanbebasedonshapedatafieldsordatathatresideselsewhereinadiagram
Ineithercase,youcanusetheMoreFieldsentryshowninbothpartsofFigure9-9tocreatemoresophisticateddatagraphics.Forexample,insteadofcreatingagraphicbasedonashapedatafield,youcancreateagraphicbasedonadocumentorpageproperty,orbasedonacalculatedresult.
Afterselectingadatafield,yournextchoiceiswhichofthefourgraphicitemtypesyouwanttouse.Thefirstthreegraphictypesprovidealistofchoices,asshownfromlefttorightinFigure9-10fortheText,DataBar,andIconSetlists.
Figure9-10Datagraphicsofferanimpressiverangeofcolorfulchoicesforrepresentingdata
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Choosinganiconsetrequiresyoutospecifywhichvalue,orrangeofvalues,appliestoeachicon.Figure9-11showsthesettingsforadatagraphicyouwillapplyinthefollowingtopic.Althoughthisfiguredesignatesaspecificvalueforeachicon,youhaveconsiderableflexibilityindefiningtheconditionsforeachflag.Youcan:
Usethelistinthecentercolumntocreatearangeofvaluesforeachiconandtosetotherconditions.
Usethelistontherighttoentermoresophisticatedvaluesthansimplytypinganumberortextintothefield.
Thefourthdatagraphictype,ColorByValue,extractsdatavaluesfromtheselectedfieldandmatcheseachwithacolor,asshowninFigure9-12.
Figure9-11Theoptionsforconfiguringiconsetgraphicsareflexible
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Figure9-12Visioidentifiesexistingdatavaluesandselectscolorswhenyoucreateacolor-by-valuedatagraphic
Tip
ThecolorsselectedbyVisioinFigure9-12aresuitableforsomepurposesbutmightbetooboldforotherpurposes.Inthelattercase,youcandisplaytheFillColorlistforanyfieldandchangethecolorsetting.Youcanalsoleavethetextcolorofaffectedshapesatthedefaultsetting(asshowninthefigure)oryoucanmanuallychangeit.
Important
NoticetheInsertandDeletebuttonstotherightoftheColorAssignmentssectioninFigure9-12.Youcandeleteanycombinationofvalueandcolor,oryoucanaddnewones,dependingonwhatyouwanttohighlightinthedrawing.Forexample,ifyoudon’twanttoapplyafillcolorwhentheselectedfieldhasablankvalue,deletetherowinwhichthevalueboxisblank.
Toselectafieldtocreateadatagraphic1.OpentheNewDataGraphicdialogboxbydoingeitherofthefollowing:
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•OntheDatatab,intheAdvancedDataLinkinggroup,clickAdvancedDataGraphics,andthenclickCreateNewDataGraphic.
•Right-clickanyshapethatdoesnotcontainadatagraphic,clickData,andthenclickEditDataGraphic.
2.ClicktheNewItembutton.
3.IntheNewItemdialogbox,clicktheDatafieldarrow,andthenclickthenameofthefieldyouwanttovisualize.
Important
Youcanaddmorethanonegraphicitemtoanydatagraphicasyoucreateit.Todosoineachofthenextfourprocedures,clicktheNewItembuttonagainbeforeclickingOKtoclosetheNewDataGraphicdialogbox.
TocreateaTextdatagraphic1.Selectafieldtovisualize,clicktheDisplayedasarrow,andthenclickText.
2.ClicktheStylearrow,andthenclickthenameofthetextcalloutyouwant.
3.(Optional)ChangeconfigurationvaluesintheDetailssection.
4.(Optional)EitherselecttheUsedefaultpositioncheckbox,orusetheHorizontalandVerticalliststoselectaspecificpositionforyourdatagraphic.
5.ClickOKtoclosetheNewItemdialogbox,andthenclickOKtoclosetheNewDataGraphicdialogbox.
TocreateaDataBardatagraphic1.Selectafieldtovisualize,clicktheDisplayedasarrow,andthenclickDataBar.
2.ClicktheStylearrow,andthenclickthenameofthedatabaryouwant.
3.(Optional)ChangeMinimumValue,MaximumValue,orotherconfigurationvaluesintheDetailssection.
4.(Optional)EitherselecttheUsedefaultpositioncheckbox,orselectanoptionfromtheHorizontalandVerticalliststoselectaspecificposition.
5.ClickOKtoclosetheNewItemdialogbox,andthenclickOKtoclosetheNewDataGraphicdialogbox.
TocreateanIconSetdatagraphic1.Selectafieldtovisualize,clicktheDisplayedasarrow,andthenclickIconSet.
2.ClicktheStylearrow,andthenclicktheiconsetyouwant.
3.ClicktheappropriateconditionfromthelistinthecentercolumnoftheRulesforshowingeachiconsection,andthenentervaluesintherightcolumninthesamesection.
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4.(Optional)EitherselecttheUsedefaultpositioncheckbox,orselectanoptionfromtheHorizontalandVerticalliststoselectaspecificposition.
5.ClickOKtoclosetheNewItemdialogbox,andthenclickOKtoclosetheNewDataGraphicdialogbox.
TocreateaColorByValuedatagraphic1.Selectafieldtovisualize,clicktheDisplayedasarrow,andthenclickColorbyValue.
2.(Optional)ClicktheColoringMethodarrow,andthenclickeitherEachcolorrepresentsauniquevalueorEachcolorrepresentsarangeofvalues.
3.EitherleavetheentriesintheValue,FillColor,andTextColorfieldsintheColorassignmentssectionasis,ormakethechangesyouwant.
4.ClickOKtoclosetheNewItemdialogbox,andthenclickOKtoclosetheNewDataGraphicdialogbox.
ApplydatagraphicsYoumustselectoneormoreshapesbeforeopeningtheDataGraphicsgallerybecauseyoucanapplyorremovedatagraphicsonlyonpreselectedshapes.Afterselectingshapes,youcanpointtotheoptionsintheAvailableDataGraphicssectionofthegallery,showninFigure9-13,toprovidealivepreviewsoyoucansamplevariousgraphicsbeforechoosingone.
Figure9-13Thumbnailsofthreedatagraphicsappearinadatagraphicsgallery
TheexamplesshowninthenexttwofiguresuseshapedatafieldscalledRiskandOwner.TheRiskfieldwasaddedtotheshapesinthisdiagram,whereasOwnerisapredefinedfieldinallVisioflowchartshapes.
Figure9-14showstheresultofassigningtwodifferentdatagraphicstothesamesetofprocesssteps.Theuppersectionofthefigureusesaniconsettorepresentthelevelofriskassociatedwitheachstep.Thelowersectionemploysacolor-by-valuegraphicthatisbasedontheOwnerdatafield,essentiallycreatingamapthatiscolor-codedtoshowwho
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doeswhatwithintheprocess.
Figure9-14Thesamesetofflowchartshapescanimpartdramaticallydifferentinformationbyusingdifferentdatagraphics
Tip
Visiodatagraphicsareautomaticallyassignedtoaspeciallayerinadiagram.(See“Understandanduselayers”inChapter3,“Managetext,shapes,andpages.”)Ifyouwanttohidedatagraphicswithoutremovingthem,youcanchangetheviewpropertiesforthedatagraphicslayer.
Youcanassignonlyonedatagraphicatatimetoanygivenshape.However,youcanincludemultiplegraphicitemswithinonedatagraphic.ThediagraminFigure9-15featuresasingledatagraphicthatincludesbothofthegraphicitemsthatareshownseparatelyinFigure9-14.
Figure9-15Youcancreatedatagraphicsthathavemultiplegraphicitems
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Tip
Datagraphicsareappliedtoasinglepageatatime.Ifyouwanttoapplythesamedatagraphictomultiplepages,youmusteitherapplyittoeachpageseparately,orwriteaVisiomacrotodothatforyou.
Ifyouwanttoapplythesamedatagraphicautomaticallytoashaperegardlessofthepageonwhichtheshaperesides,youcanapplythedatagraphictotheshapeandsavetheshapeasamasterinacustomstencil.Then,wheneveryoudragthemasterontothedrawingpage,itwillautomaticallydisplaythedatagraphic.YouwilllearnaboutmacrosandcreatingcustomstencilsinAppendixA,“Lookbehindthecurtain.”
Toapplyadatagraphictooneormoreselectedshapes1.OntheDatatab,intheAdvancedDataLinkinggroup,clicktheAdvancedDataGraphicsbuttontodisplayagalleryofdatagraphicoptionsandthumbnails.
2.IntheAdvancedDataGraphicsgallery,clickthethumbnailforthedatagraphicyouwanttoapply.
Toremoveadatagraphicfromoneormoreselectedshapes1.DisplaytheAdvancedDataGraphicsgallery,andthenclicktheNonethumbnailintheNoDataGraphicsection.
Tip
InChapter10,“Linktoexternaldata,”youwilldiscoveradditionaltechniquesforapplyingdatagraphicsindiagramsthathavebeenlinkedtoexternaldatasources.
EditdatagraphicsTheplacementandappearanceofdatagraphicsarecontrolledbyaneditablesetofparameters.Althoughyoucan’tcontroleveryattributeofadatagraphicwithoutresortingtowritingcode,theVisio2016userinterfaceprovidestoolstoimplementasurprisingnumberofchangesbyusingtheEditDataGraphicdialogbox,showninFigure9-16.
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Figure9-16Datagraphicscancontainmultiplegraphicitemsofdifferenttypes
TheupperhalfoftheEditDataGraphicdialogboxlistsallofthegraphicitemsthatarepartoftheselecteddatagraphic.Youcanadd,edit,ordeleteeachgraphicitem.Inthelowerhalfofthedialogbox,youcanmodifythecharacteristicsofthedatagraphicasawhole.
Important
YouestablishthedefaultpositionforadatagraphicbyselectingfromtheHorizontalandVerticallistsintheDefaultPositionoftheEditDataGraphicdialogbox.(Boththehorizontalandverticalpositionsarerelativetotheshapetowhichthegraphicwillbeattached.)DatagraphicitemsintheupperhalfofthedialogboxwhosePositionissettoDefaultwillappearatthislocation.
YouusetheEditItemdialogboxtochangedisplayproperties.Thespecificpropertiesinthedialogboxvarybasedontheselectedgraphicitem.
FortheThermometergraphicshowninFigure9-17,youcanspecifytheminimumandmaximumvaluessoVisiocanproperlyscaletheheightoftheredinsidethethermometer.Youcanalsoadjustlabelsandothericonattributes.
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Figure9-17Youcanacceptdefaultvaluesinmanysituationsbutcancustomizedatagraphicsasneeded
Important
TheMinimumValueandMaximumValuefieldsarecriticalforallDataBargraphicitems,notjusttheThermometericon.Ifthesevaluesaresetincorrectly,theheightorwidth,dependingonthegraphicitem,willbeincorrect.
Intheupper-rightcornerofthedialogbox,youcanselectthecheckboxtopositionagraphicitematthedefaultpositionforthedatagraphicthatcontainsit.YoucanalsoclearthatcheckboxandselectfromtheoptionsintheHorizontalandVerticalliststosetyourownlocationrelativetotheunderlyingshape.
Toeditadatagraphic1.DisplaytheAdvancedDataGraphicsgallery,right-clickthethumbnailofthedatagraphicyouwanttochange,andthenclickEdit.
Or
Right-clickanyshapethatcontainsthedatagraphicyouwanttochange,clickData,andthenclickEditDataGraphic.
2.IntheEditDataGraphicdialogbox,clickthegraphicitemyouwanttoedit,andthenclicktheEditItembutton.
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Or
Double-clickthegraphicitemyouwanttoedit.
3.MakeyourchangesintheEditItemdialogbox,andthenclickOK.
4.(Optional)ChangethesettingsintheDefaultposition,Displayoptions,orApplychangestosectionsoftheEditDataGraphicdialogbox.
Tip
Thenextstepisusefulifyouarestillexperimentingwithhowyouwantthedatagraphictolookonthepage.
5.(Optional)ClicktheApplybuttontoseethechangesinthediagramwithoutclosingtheEditDataGraphicdialogbox.
6.ClickOK.
Torenameadatagraphic1.DisplaytheAdvancedDataGraphicsgallery,right-clickthethumbnailofthedatagraphicyouwanttorename,andthenclickRename.
2.Enteranewname,andthenclickOK.
Toduplicateadatagraphic1.DisplaytheAdvancedDataGraphicsgallery,right-clickthethumbnailofthedatagraphicyouwanttoduplicate,andthenclickDuplicate.
Toselectallshapesthatuseaparticulardatagraphic1.DisplaytheAdvancedDataGraphicsgallery,right-clickthethumbnailofadatagraphic,andthenclickSelectShapesthatusethisGraphic.
Todeleteadatagraphic1.DisplaytheAdvancedDataGraphicsgallery,right-clickthethumbnailofthedatagraphicyouwanttodelete,andthenclickDelete.
Tip
InChapter10,“Linktoexternaldata,”youwilldiscoveradditionaltechniquesforeditingdatagraphicsindiagramsthathavebeenlinkedtoexternaldatasources.
CreatedatagraphiclegendsDatagraphicsliketheoneshowninFigure9-15earlierinthischapterareeasiertouseandunderstandwithakey.WithVisio2016,adatagraphiclegendisjustaclickaway.Youcancreateeitheraverticallegend,or,asshowninFigure9-18,ahorizontallegend.
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Figure9-18Visiocreateslegendsautomatically,butyoucancustomizethem
Tip
Visioalwaysplacesthelegendintheupper-rightcornerofthepage.
AfterVisiocreatesthelegend,youcanedittheelementswithinthelegend.Forexample,thelegendontheleftinFigure9-18istheoriginalversion.Inthelegendontheright,thedescriptionsfortheflagiconshavebeenchangedtobemoremeaningfulforusersofthediagram.
Important
Afterplacingadatagraphiclegendonthepage,Visioneverupdatesit.Consequently,ifyouaddordeleteadatagraphicorchangetheattributesofagraphicinawaythataffectsthelegend,youmustdeletetheexistinglegendandinsertanewone.
Tip
Visioconstructsdatagraphiclegendsfromacombinationofcontainersandlists.Fordetailsaboutcontainersandlists,seeChapter13,“Addstructuretoyourdiagrams.”
Toinsertadatagraphiclegend1.OntheDatatab,intheDisplayDatagroup,clicktheInsertLegendbutton.
2.ClickeitherHorizontalorVertical.
Toeditadatagraphiclegend1.Clickanentryinsidethelegendandenternewtext.
2.Clickanentryinsidethelegendanddragittoanewlocation.
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Tomoveadatagraphiclegend1.ClickthewordLegendintheheaderofthedatagraphiclegend,andthendragthelegendtoanewlocation.
Todeleteadatagraphiclegend1.Doanyofthefollowing:
•ClickthewordLegendintheheaderofthedatagraphiclegend,andthenpresstheDeletekey.
•Right-clickthewordLegend,andthenclickCutontheshortcutmenu.
•Right-clickthewordLegend,andthenontheHometab,intheClipboardgroup,clickCut.
SkillsreviewInthischapter,youlearnedhowto:
Enhancediagrameffectiveness
Createdatagraphics
Applydatagraphics
Editdatagraphics
Createdatagraphiclegends
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch09folder.Youcansavetheresultsofthetasksinthesamefolder.
EnhancediagrameffectivenessTherearenopracticetasksforthistopic.
CreatedatagraphicsOpentheCreateDataGraphicsdiagraminVisio,andthenperformthefollowingtasks:
1.CreateaTextdatagraphicwiththefollowingcharacteristics:
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2.CreateaDataBargraphicfortheCostfieldwiththefollowingcharacteristics:
Locatedatthedefaultposition
3.CreateanIconSetdatagraphicfortheStatusfieldandapplythesettingsshowninFigure9-11.
4.CreateaColorbyValuedatagraphicfortheOwnerfield,ensuringthatthereisnotacolorassignedtoablankvalue.
5.SavethediagramasDataGraphicsFlowchartforuseinthenexttasks.
ApplydatagraphicsOpentheDataGraphicsFlowchartdiagraminVisio,andthenperformthefollowingtasks:
1.ApplytheTextdatagraphictoallprocessstepsexceptStartandEnd.
2.ApplytheDataBardatagraphictoallprocessstepsexceptStartandEnd.ChangetheCostvalueinseveralshapesandobservetheresults.
3.ApplytheIconSetdatagraphictoallprocessstepsexceptStartandEnd.ChangetheStatusvalueinseveralshapesandobservetheresults.
4.ApplytheColorbyValuedatagraphictoallprocessstepsexceptStartandEnd.ChangetheOwnervalueinseveralshapesandobservetheresults.
5.Saveyourchanges,andleavethediagramopenifyou’llbecontinuingtothenexttasks.
EditdatagraphicsOpentheDataGraphicsFlowchartdiagraminVisio,andthenperformthefollowingtasks:
1.ApplytheDataBar(Thermometer)datagraphictotheprocessshapesinthetoprow,andtheneditthedatagraphicbychangingtheVerticalpositiontoTopEdge,andValuePositionandLabelPositiontoNotShown.
2.ApplytheIconSetdatagraphictoanythree-processsteps,andtheneditthedatagraphicbyselectingadifferentsetoficons.
3.AssigntheColorbyValuedatagraphictotheprocessstepsinthelowerrow,andtheneditthedatagraphicbyassigningdifferentfillcolorsandtextcolorstooneormoredatavalues.
4.Assignamoremeaningfulnametothedatabardatagraphic.
5.CreateaduplicatecopyoftheIconSetdatagraphic,andthenchangethevisualizationtypetoColorbyValue.
6.Assigntheduplicateddatagraphictosomeoftheprocesssteps.
7.SelectallshapesthatcurrentlyusetheDataBargraphicandassigntheduplicateddatagraphictothem.
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8.Deletetheduplicateddatagraphic.
9.Saveyourchanges,andleavethediagramopenifyou’llbecontinuingtothenexttasks.
CreatedatagraphiclegendsOpentheDataGraphicsFlowchartdiagraminVisio,andthenperformthefollowingtasks:
1.ApplytheIconSetdatagraphictoallprocessstepsintheupperrow.
2.ApplytheDataBardatagraphictoallprocessstepsinthelowerrow.
3.AddaVerticallegendtothepage.
4.Movethelegendtoanewlocation.
5.Deletethelegend,andtheninsertaHorizontallegend.
6.ChangethetextofoneormoreexplanationsintheStatuscolumnofthelegend.
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10.Linktoexternaldata
Inthischapter
Understanddatalinking
UseQuickImport
UseCustomImport
Managelinkeddata
Usedatagraphicoptionsforlinkeddata
Refreshlinkeddata
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch10folder.Forpracticefiledownloadinstructions,seetheintroduction.
YouexploredshapedatainChapter8,“Workwithshapedata,”andinChapter9,“Visualizeyourdata.”Inbothchapters,youentereddatamanuallyintoshapedatafields.Althoughthisworks,youmightprefertopopulateyourdrawingsautomaticallybylinkingthemtodatainaMicrosoftExcelworkbook,adatabase,oranotherexternalsource.
YoumightalsowanttoturnyourVisiodiagramsintodashboardsbylinkingthemtodataandthenvisualizingkeydataattributes.Whetheryouneedtodisplaythestatusoftheserversandprintersinanetwork,showweeklyattendanceforallemployeesinanorganizationchart,orprovideanup-to-the-minuteofficelayoutshowingwhoisinorouttoday—youcandoallthisandmorewhenyoucombinedatalinkinganddatagraphics.
Visio2016introducesafeaturecalledQuickImportthatautomatestheprocessoflinkingtodatainExcelandthenapplyingdatagraphics.WhenQuickImportdoesn’tmeetyourneeds,youcanusetheCustomImportwizardtolinktovirtuallyanydatasource.
Important
TheinformationinthischapterappliesonlytotheProfessionaleditionofVisio2016.
ThischapterguidesyouthroughproceduresrelatedtousingQuickImportandCustomImport,managinglinkeddata,usingdatagraphicoptionsforlinkeddata,andrefreshinglinkeddata.
UnderstanddatalinkingLinkingadiagramtodataandthenvisualizingthatdatarequiresfoursteps:
1.Linkthediagramtoadatasource.
2.Linkdatarecordstoindividualshapes.
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3.Createasuitabledatagraphic.
4.Applythedatagraphic.
QuickImport,whichyouwillexploreinthefollowingtopic,doesallfourstepsautomatically.Ifyoudon’tuseQuickImport,youarerequiredtoperformeachstepyourself;however,Visioprovideswizardstoassistwiththefirsttwotasks.
Regardlessofthetechniqueyouchooseforcreatingalinktoexternaldata,youcreateadynamiclink.Youcanrefreshthediagram,whichinturnupdatesshapedatafieldsandanyapplieddatagraphics.Consequently,yourVisiodiagramcanbecometheprimarywindowintoyourdata.
EithermethodofdatalinkingdisplaysdataintheExternalDatawindow,whichisshowninFigure10-1.VisioexplicitlyopenstheExternalDatawindowwhenyouuseCustomImport,butdoesnotalwaysopenitwhenyouuseQuickImport.However,youcanopen(andclose)thewindowyourselfbyselectingorclearingtheExternalDataWindowcheckboxlocatedintheShow/HidegroupontheDatatab.
Figure10-1TheExternalDatawindowprovidesaviewintoadatabaseorotherdatasource
UseQuickImportIfyourdataresidesinExcel,QuickImportisthefastestwaytolinkyourshapestoexternaldata.
ToappreciatehoweasyitistousetheQuickImportwizard,seeFigure10-2,whichcontainspartofanorganizationchartforBlueYonderAirlines.TheShapeDatawindowisopenanddisplaysthestandardfieldsforaVisioorganizationchart.Fouroftheshapedatafieldscontaindefaultvalues,buttheNamefieldidentifiesthattheselectedshaperepresentsCarolePoland.
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Figure10-2TheNamefieldistheonlyonethatcontainsauser-enteredvalue
ThedatatowhichthediagramwillbelinkedisshowninFigure10-3.
Figure10-3AnExcelworkbookthatwillbelinkedtoanorganizationchart
WhenyoustarttheQuickImportwizardandpointittoyourExceldatafile,itdoestherest,asshowninFigure10-4.
Figure10-4AllfourQuickImportstepsweresuccessful
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Tip
YoucanlinktoanExcelworkbookthatisstoredonyourcomputer,onanetworkserver,orinExcelServicesinMicrosoftSharePoint.
TheresultisshowninFigure10-5.QuickImportmatchedthedatatotheshapesbasedonemployeename,addednewdatafields,filledintheshapedatafieldsfromthelinkedExcelworkbook,andapplieddatagraphics.
Figure10-5Allorgchartshapes,includingtheCarolePolandshape,containimporteddata
Important
AsingleundocommandwillreverseallactionsperformedbyQuickImport.
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Important
IfQuickImportdoesnotapplydatagraphicstoyourshapes,itisprobablyforoneoftworeasons:eitheryourshapesalreadycontaineddatagraphics(QuickImportwillnotreplacethem),ortheApplyAfterLinkingDataToShapesoptionisnotselected.ThissettingislocatedatthebottomofboththeDataGraphicsgalleryandtheAdvancedDataGraphicsgallery.
It’simportanttounderstandthatQuickImportischoosingandapplyingdatagraphicsbasedonitsanalysisoftheshapedatafields.Itmightchooseappropriatefieldsandrelevantdatagraphics,oritmightnot.Ifyouwanttoknowhowtochangetheappliedgraphics,see“Usedatagraphicoptionsforlinkeddata”laterinthischapter.
TounderstandhowthediagramanditsdatagraphicscanberefreshedwhentheExceldatachanges,see“Refreshlinkeddata”laterinthischapter.
Althoughitisn’tshowninFigure10-5,VisioopenstheDataGraphicFieldstaskpaneeachtimeyouuseQuickImport.Thistaskpanewillbeexplainedin“Usedatagraphicoptionsforlinkeddata”laterinthischapter.
TouseQuickImport1.Doeitherofthefollowing:
•OntheDatatab,intheExternalDatagroup,clickQuickImport.
•IftheExternalDatawindowisopenandtherearenolinkeddatasources,clickQuickLinkDatatoShapes.
2.IntheDataSelectordialogbox,clicktheBrowsebuttontoselectanExcelworkbook,andthenclickDone.
3.IntheQuickImportExcelDatatoVisiodialogbox,clickDone.
ToundoQuickImportactions1.Doeitherofthefollowing:
•OntheQuickAccessToolbar,clicktheUndobutton.
•PressCtrl+Z.
UseCustomImportWhereasQuickImportperformsallfourdatalinkinganddatavisualizationstepsdescribedin“Understanddatalinking”earlierinthischapter,sometimesyouwillwanttolinktoadatasourceyourself.OneobviouscaseisifyourdataresidesanywhereotherthaninExcel.However,evenifyourdataisinExcel,youmightwanttolinkmanuallytohavemorecontroloverthelinkingandvisualization.
WhenyouuseCustomImport,youcanlinktodatainanyofthefollowingrepositories:
MicrosoftExcelworkbook
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MicrosoftAccessdatabase
MicrosoftSharePointFoundationlist
MicrosoftSQLServerdatabase
ArepositorythatcanbeaccessedviaOLEDBorODBC
LinkyourdiagramtodataAftertellingtheDataSelectorwizardwhereyourdataislocated,youhavetheoptiontorefineyourselectionofdatafromthatsource.
Figure10-6showsthefirstofseveralselectionpagesfordatainExcel.YoucanselectfromtheWhatWorksheetOrRangeDoYouWantToUse?listtonarrowthesourcetoaspecificworksheetornamedrange.ClickingtheSelectCustomRangebuttonopensyourworkbookinExcelsoyoucanchoosetherangeyouwant.YoucanusethewizardpagefollowingtheoneshowninFigure10-6toexcludespecificcolumnsandrows.
Figure10-6DatasourceoptionsforanExcelworkbook
Figure10-7showsthefirstselectionpagefordatainaSharePointlist.
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Figure10-7AselectionofSharePointlistsandtheoptiontoselectalistbynameorselectaviewofalist
Otherdatasourcetypesprovidesimilarfilteringandselectionoptions.
Asafinalstepforsomedatasourcetypes,youcanidentifywhichfield,orcombinationoffields,uniquelyidentifieseachdatarecord.Establishingauniqueidentifierinyourdataisvaluableifyoulaterwantyourdiagramtoreflectsubsequentchangestodatainthedatarepository.
Figure10-8showsthatVisioanalyzesyourdataandselectswhatappearstobeauniqueidentifier.Thesoftwaregenerallymakesagoodchoice,butyoucanchangeitsrecommendedoptionbyselectingorclearingthecheckboxesshowninthefigure.
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Figure10-8NameistheuniqueidentifierrecommendedbyVisio
Ifyourdatadoesnotcontainauniquevalueforeachrow,youcanclicktheoptionatthebottomofwizardpageshowninFigure10-8,enablingVisiotousethesequenceoftherowstoidentifythem.Althoughthischoiceworksforreasonablystabledatasets,beawarethatusingthisoptionhaspotentiallyseriousconsequencesifyoulaterreorder,add,ordeleterowsinthesourcedata.
Whenthelinkingoperationcompletes,thelinkeddataappearsintheExternalDatawindow.Figure10-1,inthe“Understanddatalinking”topicearlierinthischapter,showstheExternalDatawindowafterlinkinganorganizationcharttodatainExcel.
Tip
Youcanlinkasinglediagramtomorethanonedatasource,evenifthedatasourcesareofdifferenttypes.Ifyoudolinktomorethanonesource,multiplenametabswillappearatthebottomoftheExternalDatawindow.
TolinkadiagramtodatabyusingCustomImport1.Doeitherofthefollowing:
•OntheDatatab,intheExternalDatagroup,clickCustomImport.
•Right-clickanywhereinsidetheExternalDatawindow,clickDataSource,andthenclickAdd.
2.OnthefirstpageoftheDataSelectorwizard,clickthetypeofdatasourcetowhichyouwanttoconnect,andthenclickNext.
3.CompletetheremainingpagesoftheDataSelectorwizard(thespecificpageswillvarybasedonthedatasourcetype).Whenthewizardfinishes,theExternalData
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windowwillopenifitwasn’topenalready,andadatatabwilldisplaythenewlylinkeddata.
LinkdatatoyourshapesYoucanselectanycombinationofthreemethodstoconnectdatarowsintheExternalDatawindowwithshapesonthedrawingpage.Youcan:
Dragdatatoanexistingshape.
Automaticallylinkdatatoshapes.
Usedatatocreateashape.
Whichevertechniqueyouuse,theresultisusuallyaone-to-onerelationshipbetweendatarowsandshapes.However,it’spossibletocreateone-to-manyrelationships.Forexample,youcanconnect:
Oneshapetomultipledatasources.YoumightlinksomefieldstovaluesinaSharePointlist,andconnectotherfieldsinthesameshapetodatainaSQLdatabase.
Onedatarowtomultipleshapes.Fieldsfromthesamedatarowcanbelinkedtomultipleshapesonthesameordifferentpages.
TheExternalDatawindow,showninFigure10-1,presentsdatafieldsinthesequenceitfoundtheminthedatasource.Inaddition,eachfieldhasanameandadatatypederivedfromthedatasource.
Tip
Thedefaultbehaviorforallthreelinkingmethodsistoanalyzeyourdatafieldsduringthelinkingoperation,andthenapplyoneormoredatagraphics.Sometimestheattemptstovisualizeyourdataaregood;othertimes,suchastheexampleinFigure10-5wheretheorangeprogressbarrepresentsEmployeeNumber,theyarenotveryuseful.
Ifyoudonotliketheautomaticallyapplieddatagraphics,youcanremovethemorchangethem.YoucanalsopreventVisiofromautomaticallyapplyingdatagraphicsinthefirstplace.Todoso,beforeyouruntheAutomaticLinkwizard,cleartheApplyAfterLinkingDataToShapescheckboxatthebottomofeithertheDataGraphicsgalleryortheAdvancedDataGraphicsgallery.
Tip
Youcanchangethesequenceoffields,thefieldnames,thedatatypeofeachfield,andwhichfieldsappearinthewindow.Makingthesechangesbeforeusinganyofthelinkingtechniquesdescribedinthefollowingsectionsensuresthatthedatainyourshapesmeetsyourneeds.
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Dragdatatoanexistingshape
Draggingarowofdataontoanexistingshape:
Populatesidenticallynamedfieldsintheshapewithdata.
Addsunmatchedfieldnamestotheshape.
Whenyoudragadatarow,noticethatthepointerappearstobedraggingatranslucentversionofashapeacrossthepage,asshownontheleftinFigure10-9.Thepointerisaccompaniedbyaplussign(+),whichishowVisioinformsyouthatyouwillbecreatingacopyofthetranslucentshapeifyouplaceitonanunusedpartofthepage(see“Usedatatocreateashape”laterinthistopic).
Figure10-9Addingexternaldatatoanexistingshape
Whenyou’vedraggedthepointerfarenoughthatitislocatedontopofanexistingshape,thepointerisaccompaniedbyalinksymbol.Inaddition,theshapedisplaysathickerborder,indicatingthatifyouplacethedatarowthere,itwillbeassignedtotheshape.(SeetheimageontherightinFigure10-9.)
Tip
Ifyouaredraggingadatarowontoashapethatisalreadyonthepage,itdoesn’tmatterwhethertheshapeunderthepointermatchesthetargetshape.Visioaddsthedatatotheexistingshape.
Tolinkdatatoanexistingshape1.IntheExternalDatawindow,clickadatarow,andthendragittoashape.
Automaticallylinkdatatoshapes
Whenyourrowsofdataandyourexistingshapescontainamatchingdatavalue,theLinkDatawizardmatchesdatatoyourshapesautomatically.
Figure10-10showsadiagrambeforeautomaticlinking.TheshapedatawindowcontainsthestandardfieldsforaVisioorganizationchart.Fourofthefieldscontaintheirdefaultvalues,buttheNamefieldidentifiesthatthisshaperepresentsFabienHernoux.
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Figure10-10Anorganizationcharthasbeenlinkedtoexternaldataandisreadyfordatatobelinkedtoshapes
IntheExternalDatawindow,thehighlightedrowincludesafieldthatcontainsthevalueFabienHernouxandseveraladditionalfields.(AsyouwilldiscoverinFigure10-12,additionaldatafieldsarelocatedtotherightoftheEmployeeNumberfield.)
TheremainingshapesinthisorganizationchartalsocontainavalueforNameandhavematchingdatarowsintheExternalDatawindow.
YouusetheAutomaticLinkwizardpageshowninFigure10-11totellVisiowhichExternalDatacolumnandwhichShapeDatafieldcontainmatchingdatavalues.Inthisexample,thefieldnameshappentobethesamebutthatisnotrequired—onlythedatavaluestheycontainneedtomatch.
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Figure10-11TheDataColumncalledNamewillbematchedwiththeShapeDatafieldcalledName
Figure10-12showsthesamediagramafterautomaticlinking.Noticeseveralchanges:
IntheShapeDatawindow,theDepartment,Telephone,Title,andE-Mailfieldshavenewvalues(threeofthefourarenowblank).
EightnewfieldsappearafterE-Mail;Visiocreatedthesefieldsforyoubecausetheyexistedintheexternaldatabutnotintheshapedata.
EachrowintheExternalDatawindowisprecededbyalinkingsymbol.
Tip
Todeterminewhichrowsarelinkedtowhichshapes,andviceversa,see“Managelinkeddata”laterinthischapter.
Twodatagraphicswereautomaticallyappliedtoeveryshape:aniconsetpennantislocatedattheupper-rightcorner,andadatabarlabeledEmployeeNumberisbelowthepennant.
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Figure10-12Anorganizationchartafterautomaticlinkingofdatatoshapes
Tip
TheAutomaticLinkwizardcanlinkdatatoshapesonlyonepageatatime.
Tolinkdatatoshapesautomatically1.OntheDatatab,intheAdvancedDataLinkinggroup,clickLinkData.
2.OnthefirstpageoftheAutomaticLinkwizard,clickSelectedshapesorAllshapesonthispage,andthenclickNext.
3.ClickacolumnnamefromthelistintheDataColumnsection,clickafieldnameintheShapeFieldsection,andthenclickNext.
4.ClickFinish.
Usedatatocreateashape
Youcandragadatarowontoanopensectionofthedrawingpagetocreateanewshapeandpopulateitwithdata.Whenyouusethismethod,besuretoselectthemasteryouwantVisiotousetocreatethenewshapebeforedraggingthedatarow.
Forexample,theleftsideofFigure10-13showstheresultofselectingtheExecutiveBeltmasterintheOrganizationChartShapesstencilbeforedraggingadatarowontothepage.Therightsideofthefigureshowstheresultingshapeafterithasbeendroppedandautomaticallypopulatedwithdata.
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Figure10-13Anorgchartshapecreatedbydraggingadatarowontothepage
SeeAlso
Formoreinformationaboutorganizationchartshapesandstyles,seeChapter5,“Createorganizationcharts.”
AfterdroppingtheshapeshowninFigure10-13,onerowintheExternalDatawindowdisplaysalinksymbol,asshowninFigure10-14.
Figure10-14DataforChristianHessislinkedtoashape
Tocreateashapefromdata1.Ifitisnotalreadyselected,clickthemasterintheShapeDatawindowfromwhichyouwanttocreateanewshape.
2.ClickadatarowintheExternalDatawindow,andthendragittoanopenareaofthedrawingpage.
Tip
YoucancreatemultipleshapesatonetimebydraggingmultiplerowsfromtheExternalDatawindow.
ManagelinkeddataWhetheryouuseQuickImportorCustomImport,thereareseveralmaintenanceandmanagementfunctionsthatyoushouldknowabout.
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IdentifylinksAftershapesarelinkedtoexternaldata,sometimesyouneedtofindoutwhichrowsandshapesarelinkedtoeachother.
Toidentifytheshapestowhichadatarowislinked1.Right-clicktherowintheExternalDatawindow,andthenclickLinkedShapes.
Toidentifytherowstowhichashapeislinked1.Right-clicktheshape,clickData,andthenclickShowLinkedRow.
ChangecolumnsettingsForotherthanthesimplestofdataimports,youmightfindthatyouwanttochangethewaythatdataislinkedtoshapes:
Yourdatasourcemightcontainmorecolumnsthanyouneedtohaveavailableinyourdiagram.
Thesequenceofcolumnsinthedatasourcemightbedifferentthanthesequenceofshapedatafieldsyouwantinyourdiagram.
Theimporteddatamightnotbethecorrecttype—adatefieldthatisimportedastext,forexample.
Visioprovidestechniquesforallofthesecircumstances.
Important
Youmustchangecolumnsettingsbeforelinkingdatatoshapes.
Tochangecolumnsettingsbeforelinking1.Right-clickintheExternalDatawindow,andthenclickColumnSettings.
2.UsetheColumnSettingsdialogboxtochangecolumnsequence,renamecolumns,addandremovefieldsfromview,orchangethedatatypeforacolumn,andthenclickOK.
UnlinkdatafromshapesanddiagramsYoumightneedtounlinkshapesfromdata,orevenunlinkadiagramfromadatasource.
Tounlinkashapefromdata1.Right-clickashape,clickData,andthenclickUnlinkfromRow.
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Tip
Youcanunlinkmultipleshapesatoncebyselectingmultipleshapesbeforeusingthisprocedure.
Tounlinkadatarowfromshapes1.Right-clickarowintheExternalDatawindow,andthenclickUnlink.
Tip
Youcanunlinkmultiplerowsatoncebyselectingmultiplerowsbeforeusingthisprocedure.
Tounlinkadiagramfromadatasource1.Doeitherofthefollowing:
•Right-clickthetabintheExternalDatawindowthatcontainsthedatayouwanttounlink,andthenclickRemove.
•Right-clickanywhereinsidetheExternalDatawindow,clickDataSource,andthenclickRemove.
UsedatagraphicoptionsforlinkeddataInChapter9,“Visualizeyourdata,”youusedtextcallouts,icons,andcolorstovisualizedatathatresidedinsideshapesonthedrawingpage.Inthischapteryou’velearnedhowtomakeyourdiagramsmoredynamicbylinkingthemtoexternaldatasources.ThecombinationofthetwoissopowerfulthatVisio2016includesadditionalvisualizationfeaturesspecificallyforlinkeddata.
TheextrafeaturesarevisibleintheDataGraphicsgroupoftheDatatab.Comparethelink-enabledversionshowninFigure10-15withthenon-linkedversionshowninFigure9-8inChapter9,“Visualizeyourdata.”
Figure10-15LinkingtoexternaldataenablestheDataGraphicsgallery,thePositionbutton,andtheConfigurationbutton
TheDataGraphicFieldstaskpane,showninFigure10-16,isnewinVisio2016.Itbecomesactiveassoonasyoulinkonedatarowtoashape,whetheryou’vedoneitmanuallyorviatheQuickImportfeature.
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Figure10-16OrganizationchartshapesdisplayadatagraphicforthepercentageofAnnualTrainingcompleted
YoucanusetheDataGraphicFieldstaskpanetoapplyoneormoredatagraphics.Ifyoudon’tselectanyshapesonthedrawingpagewhenyouclickafieldnameintheDataGraphicFieldstaskpane,Visiowillapplyadatagraphictoallshapesonthepage.Ifyouselectshapes,Visiowillapplythegraphiconlytothoseshapes.Ineithercase,Visiochoosesadatagraphicbasedonitsanalysisofyourdata.
YoucanusethePositionandConfigurationbuttonsandtheDataGraphicsgallerytochangetheautomaticallyapplieddatagraphic.
IfyoulikethegraphicthatVisiohasappliedbutwanttoadjustit,usethePositionandConfigurationbuttonstofinetuneitsappearance.
Ifyouwouldprefertouseanentirelydifferentdatagraphic,usetheDataGraphicsgallery,showninFigure10-17,toselectanewgraphic.
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Figure10-17TheDataGraphicsgallery
Tip
TheDataGraphicsgalleryandthePositionandConfigurationbuttonsareenabledonlywhenatleastonefieldnameisselectedintheDataGraphicFieldstaskpane.
Tip
TheDataGraphicsgalleryshowninFigure10-17containssomeofthemostfrequentlyuseddatagraphics;however,itdoesnotoffereveryoption.YouneedtodisplaytheAdvancedDataGraphicsgallerythatislocatedontherightendoftheDatatabtoseeeverydatagraphic.YoualsoneedtheAdvancedDataGraphicsgallerytocreateandeditdatagraphicsthatcontainmultiplegraphicitems.
ToshoworhidetheDataGraphicFieldstaskpane1.Doanyofthefollowing:
•OntheDatatab,intheShow/Hidegroup,selecttheDataGraphicFieldscheckbox.
•Right-clickanyshape,clickData,andthenclickDataGraphicFields.
•Right-clickanywhereintheExternalDatawindow,andthenclickDataGraphicFields.
ToremoveadatagraphicbyusingtheDataGraphicFieldstaskpane
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1.Clickafieldnamethatiscurrentlyselected.
ToapplyadatagraphicbyusingtheDataGraphicFieldstaskpane1.Clickafieldnamethatisnotcurrentlyselected.
Tochangetoadifferentdatagraphic1.IntheDataGraphicFieldstaskpane,clickafieldnamethatisselected,andthenintheDataGraphicsgallery,clickthethumbnailofthedatagraphicyouwanttoapply.
Tochangethepositionofanexistingdatagraphic1.IntheDataGraphicFieldstaskpane,clickafieldname.
2.OntheDatatab,intheDataGraphicsgroup,clickPosition.
3.Doeitherofthefollowing:
•Clickoneofthepredefinedpositionsonthemenu.
•ClickeitherHorizontalorVertical,andthenclickthepositionyouwant.
Toeditanexistingdatagraphic1.IntheDataGraphicFieldstaskpane,clickafieldname.
2.OntheDatatab,intheDataGraphicsgroup,doeitherofthefollowing:
•ClickConfiguration.
•DisplaytheDataGraphicsgallery,andthenclickMoreDataGraphics.
3.MaketherequiredchangeintheEditItemdialogbox,andthenclickOK.
Tip
FormoreinformationabouttheEditItemdialogbox,see“Editdatagraphics”inChapter9,“Visualizeyourdata.”
RefreshlinkeddataAfteryou’velinkedadiagramtodataandaddeddatagraphics,yourdiagrambecomesawindowintoyourdata.Bestofall,boththelinktothedataandthedatagraphicsaredynamic;whenthedatachanges,thegraphicsinthediagramchange.
Youcanrefreshdiagramdatamanually,onatimeschedule,orviacode.Theprogrammingoptionisoutsidethescopeofthisbook,butthefirsttwooptionsaredescribedhere:
ManualrefreshIfyourdiagramislinkedtomorethanonedatasource,youcanchoosewhethertorefreshaspecificsourceorallsourceswhenyouclicktheRefreshAllbutton.
AutomaticrefreshYouusethesettingsintheConfigureRefreshdialogbox,shown
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inFigure10-18,tosetupautomaticrefresh.Afterdoingso,wheneveryourdiagramisopen,Visiorefreshesthedatafromthespecifieddatasourceatthetimeintervalthatyouspecify.
Figure10-18Thedatainyourdiagramcanbeautomaticallyrefreshedasfrequentlyasonceperminute
SeeAlso
Forinformationaboutwritingcodetorefreshdatagraphics,seeVisualizingInformationwithMicrosoftOfficeVisio2007:SmartDiagramsforBusinessUsers,byDavidParker(McGraw-HillOsborneMedia,2007),orwaitforDavid’snewbook,MasteringDataVisualizationwithMicrosoftVisioProfessional2016(PacktPublishing),inthemiddleof2016.
Torefreshdatamanuallyforalllinkedsources1.OntheDatatab,intheExternalDatagroup,clicktheRefreshAllbutton.
2.IntheRefreshDatadialogbox,clickClose.
Torefreshdatamanuallyforonelinkedsource1.OntheDatatab,intheExternalDatagroup,clicktheRefreshAllarrow,andthenclickRefreshData.
2.IntheRefreshDatadialogbox,clickthesourceyouwanttorefresh,clickRefresh,andthenclickClose.
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Or
1.IntheExternalDatawindow,clickthetabforthesourceyouwanttorefresh.
2.Right-clickanywhereintheExternalDatawindow,andthenclickRefreshData.
3.IntheRefreshDatadialogbox,clickClose.
Torefreshdataautomaticallyforonelinkedsource1.IntheExternalDatawindow,clickthetabforthesourceyouwanttorefresh.
2.Right-clickanywhereintheExternalDatawindow,andthenclickConfigureRefresh.
3.IntheConfigureRefreshdialogbox,selecttheRefresheverycheckbox,enteranumberintheminutesbox,andthenclickOK.
SkillsreviewInthischapter,youlearnedhowto:
Understanddatalinking
UseQuickImport
UseCustomImport
Managelinkeddata
Usedatagraphicoptionsforlinkeddata
Refreshlinkeddata
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch10folder.Youcansavetheresultsofthetasksinthesamefolder.
UnderstanddatalinkingTherearenopracticetasksforthistopic.
UseQuickImportOpentheUseQuickImportdiagraminVisio,andthenperformthefollowingtasks:
1.DisplaytheDataSelectordialogboxbyusingQuickImport.
2.OntheDataSelectorpage,browsetotheOrgChartDataworkbooklocatedintheVisio2016SBS\Ch10folder,andthencompletetheQuickImportwizard.
3.(Optional)UndotheQuickImportactions.
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UseCustomImportOpentheUseCustomImportdiagraminVisio,andthenperformthefollowingtasks:
1.DisplaytheDataSelectorwizardbyusingCustomImport.
2.BrowsetotheOrgChartDataworkbooklocatedintheVisio2016SBS\Ch10folder,andthencompletetheCustomImportwizard.
3.Repeattasks1and2butlinktotheOrgChartData_Supplement1workbook.
Tip
NoticethatthetabnamesintheExternalDatawindowarethesameasthetabnamesoftheExcelworkbookstowhichthediagramwaslinked.
4.ClicktheSheet1tab,andthendrageachrowofdataontothecorrespondingshape.Noticethatonerowhasnocorrespondingshape.Notice,also,thatnoneoftheshapesincludesadepartmentnameortelephonenumber.
5.ClicktheTelephoneListtab,andthenusetheLinkDatawizardtoautomaticallylinkallrowswithmatchingshapes.Again,noticethatthereisoneunlinkeddatarow.Alsonoticethatallshapesnowhavedepartmentnamesandtelephonenumbers.
6.ClickthePositionStonemasterintheStone-OrganizationChartShapesstencil,andthendragtheOlegAnashkinrowtoablankplaceonthepage.
7.DragtheOlegAnashkinshapeontopoftheCarolePolandshape.(TheOrganizationChartadd-inwillplacetheshapewithCarolePoland’sotheremployees.)
SeeAlso
ForinformationabouttheOrganizationChartadd-in,seeChapter5,“Createorganizationcharts.”
8.ClicktheSheet1tab,andthendragtheOlegAnashkinrowtotheOlegAnashkinshape.
9.Bonuspoints:AddaphotographtotheOlegAnashkinshapefromthePhotosfolderlocatedintheVisio2016SBS\Ch10folder.
10.SaveyourdiagramasLinkedOrgChart.
ManagelinkeddataOpentheLinkedOrgChartdiagramyoucreatedinthe“UseCustomImport”practicetask,andthenperformthefollowingtasks:
1.DeterminewhichrowofdatatheJamieRedingshapeislinkedto.
2.DeterminewhichshapetheFernandoCarorowislinkedto.
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Tip
Theresultofthefirsttwotasksisobviousinthisdiagram.Thesetasksaremoreusefulwhenthekeythatlinksrowsandshapesislessobviousthananame.
3.ClicktheSheet1tab,andthenchangethenameoftheDepartmentcolumnbyenteringDepartmentName.
4.HidetheReportsTocolumn.
5.UnlinktheTyCarlsonshapefromitsdatarows.
6.UnlinktheJesperHerpdatarowfromitsshape.
7.RemovetheTelephoneListdatasourcefromthediagram.
8.Closethefilebutdonotsavechanges.
UsedatagraphicoptionsforlinkeddataOpentheLinkedOrgChartdiagramyoucreatedinthe“UseCustomImport”practicetask,andthenperformthefollowingtasks:
1.OpentheDataGraphicFieldstaskpaneifitisnotalreadyopen.
2.Removedatagraphicsfromallshapes.
3.ApplyadatagraphicfortheAnnualTrainingfield.
4.ChangetheAnnualTrainingfielddatagraphictotheBoxesgraphicthatisavailableintheIconSetsectionoftheDataGraphicsgallery.
5.ChangethepositionoftheAnnualTrainingdatagraphictoLeft(Horizontal)andMiddle(Vertical).
6.ChangetheconfigurationoftheAnnualTrainingdatagraphicsotheboxwithfoursquaresappearsonlywhenthedatavalueequals100,andtheboxwiththreesquaresappearswhenthedatavalueisbetween60and100.
7.SavethediagramasLinkedDataGraphic.
RefreshlinkeddataOpentheLinkedDataGraphicdiagramyoucreatedinthe“Usedatagraphicoptionsforlinkeddata”practicetask,andthenperformthefollowingtasks:
1.ZoomtoCarolePolandandherdirectreports.
2.OpentheOrgChartDataworkbook,locatedintheVisio2016SBS\Ch10folder,inExcel,andchangethepercentagevaluesintheAnnualTrainingfieldforFernandoCaro,CarolePoland,andFilipRehorik.
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Tip
Changethevaluesbyatleast20pointssothedifferenceswillbemoreobviousinthesubsequenttasks.
3.RefreshdatamanuallyandnoticethechangestotheAnnualTrainingdatagraphic.
4.Configuredatarefreshbysettingatwo-minutetimer.
5.ChangetheAnnualTrainingvalueforCarolePoland,andthenwaittwominutestoobservethechangeinthediagram.
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Part3:EnhanceandsharediagramsCHAPTER11Addandusehyperlinks
CHAPTER12Print,reuse,andsharediagrams
CHAPTER13Addstructuretoyourdiagrams
CHAPTER14Validatediagrams
CHAPTER15Collaborateandpublishdiagrams
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11.Addandusehyperlinks
Inthischapter
Followhyperlinks
Enhancediagramsbyaddinghyperlinks
Understandrelativeandabsolutehyperlinks
Setthehyperlinkbase
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch11folder.Forpracticefiledownloadinstructions,seetheintroduction.
LinkingfromshapesinaVisiodrawingtoexternalresourcesisoneofthemostmeaningfulwaystoenhancethevalueofaVisiodiagram.Asyoucreateoreditadrawing,trytoanticipatewhatresourcesyourreaderswillrequire.Thenusethoseideastobuildinthelinksthatwillenhancetheviewer’sexperiencewithyourdiagram.
AsimpleformofhyperlinkmightleadtoawebsiteortoanotherpageinthesameVisiodrawing.AmoresophisticatedhyperlinkmighttaketheviewertoaMicrosoftExcelworkbook—andnotjusttotheworkbook,buttoaspecificsetofcellsonaparticularworksheet.AsimilarlinkmightleadthereadertoaparticularphraseinaMicrosoftWorddocumentthatprovidessupportinginformationaboutasectionofthediagram.
Thedocumentsthatarethetargetsofyourhyperlinkscanbeonasharednetworkdrive,inMicrosoftSharePoint,orinMicrosoftOneDriveoranothercloudstorageservice.Inshort,youcanlinktovirtuallyanyelectronicobject,regardlessofwhereitresides.
Thischapterguidesyouthroughproceduresrelatedtousingexistinghyperlinks;adding,editing,anddeletinghyperlinks;andsettingthehyperlinkbase.
FollowhyperlinksBeforeyouexplorehowtocreatehyperlinks,it’sworthknowinghowtofindandtakeadvantageoftheminaVisiodiagram.
Ifyoupointtoashapethathasahyperlink,twothingsoccur,bothofwhichareshownintheimageontheleftinFigure11-1:
Ahyperlinksymbolappearsinthelower-rightcornerofthepointer.
AScreenTipappearsthatcontainsadescriptionofthehyperlinkandinstructionsforfollowingthelink.
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Figure11-1Hyperlinksarevisiblewhenpointingtoashapeandontheshape’sshortcutmenu
Ifyouright-clickashapecontainingahyperlink,theshortcutmenu,shownontherightinFigure11-1,includesanentryyoucanusetofollowthelink.
Tip
OnechallengeforgettingreadersofyourVisiodiagramstouseembeddedhyperlinksisthatthehyperlinksarenotnormallyvisible.Thereisnowaytoknowthatahyperlinkexistsunlessyoupointtoashapecontainingone.
Tofollowahyperlink1.Doeitherofthefollowing:
•HolddowntheCtrlkey,andthenclickashapecontainingahyperlink.
•Right-clickashapecontainingahyperlink,andthenclickthedescriptionofthehyperlinkontheshortcutmenu.
EnhancediagramsbyaddinghyperlinksAnyVisiodiagramcanbeenhancedbyaddinghyperlinks.Forexample:
Aprocessboxinaflowchartcanbelinkedtoapolicymanualorotherdocumentationaboutthatstep,ortoanonlineformorITsystemusedtocompletethetaskrepresentedbytheprocessbox.
Eachpersoninanorganizationchartcanbehyperlinkedtodetailedcontactinformationonthecompanyintranet.
Eachpieceofequipmentinadatacentermapcanbeconnectedtopurchaserecords,warrantyinformation,orservicemanuals.
Eachcubicleinanofficefloorplancanbelinkedtoanequipmentinventoryworksheetoracomputerconfigurationworksheetforanemployee.
OpentheHyperlinksdialogboxAddinghyperlinksinVisiobeginswiththeHyperlinksdialogbox,showninFigure11-2.Youusethefieldsintheupperportionofthedialogboxtospecifythehyperlinktarget.Thelowerportionofthedialogboxliststheexistinghyperlinks,ifany,onashape.
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Figure11-2YouusetheHyperlinksdialogboxtoenterhyperlinksofalltypes
SeeAlso
Forinformationaboutincludingmorethanonehyperlinkonashape,see“Addmultiplehyperlinks”laterinthistopic.
Important
Youcanaddthesamehyperlinktomultipleshapesatonceaseasilyasyoucanaddthelinktoasingleshape—justselectmorethanoneshapebeforeopeningtheHyperlinksdialogbox.However,becauseit’ssoeasytodo,becarefulthatyoudon’tapplyalinktomultipleshapesbymistake.
ToopentheHyperlinksdialogbox1.Doanyofthefollowing:
•OntheInserttab,intheLinksgroup,clicktheHyperlinkbutton.
•Right-clickashape,andthenclickHyperlink.
•PressCtrl+K.
LinktoanotherVisiopageAhyperlinkthatleadsfromashapeononedrawingpagetoanotherpagecanbeusefulforseveralreasons.Youmightaddhyperlinksto:
Simplifynavigationfrompagetopagewithinadiagram.
Enablenavigationamongpagesinseveralrelateddiagrams.
Implementadrilldowncapabilitytoenablethereadertoclickashapeinahigher-levelviewandbetakentothenextlower-levelview.(Youcancontinuethispractice
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forasmanylevelsasrequired.)
Thepage-to-pagehyperlinksyoucreatecanmovethereadertoapage,oryoucanhyperlinktoaspecificshapeonthetargetpage.Thelatterisparticularlyhelpfulwhenyouincludeazoom-levelsettingaspartofyourhyperlink;thecombinationallowsyoutofocusthereader’sattentiononaselectedpartofthepagewhentheyfollowthehyperlink.
Important
Linkingtoaspecificshapeonanotherpagerequiresthatyouknowtheinternalnameofthetargetshape.Unfortunately,theHyperlinkdialogboxdoesnotprovideanymeanstodeterminetheinternalnamewhilethedialogboxisopen.Youneedtofindthetargetshape’snamebeforeyoucreatethehyperlink.Thesidebar,“Whatisashapename?WheredoIfindit?”laterinthischaptercontainsseveraltechniquesfordeterminingthenameofashape.
TolinktoapageinthecurrentVisiodiagram1.OpentheHyperlinksdialogbox.
Important
TolinktoanotherpageintheVisiodrawingyouarecurrentlyediting,youmustleavetheAddressfieldblank.Ifyoudonotleavethisfieldblankandlaterdecidetopublishthismapasawebpage,yourhyperlinkmightnotwork.
2.ClicktheSub-addressfield,andthenenterthetargetpagename.
Or
Doallofthefollowing:
•ClicktheBrowsebuttontotherightoftheSub-addressfield.
•IntheHyperlinkdialogbox,inthePagelist,selectthenameofthetargetpage,andthenclickOK.
3.(Optional)EntertextintheDescriptionfield.
Tip
IfyouentertextintheDescriptionfield,yourtextwillappearinaScreenTipwhenauserpointstothehyperlinkedobject.IfyouleavetheDescriptionfieldblank,theScreenTipwilldisplaythepagenameforlinkstothecurrentdocument,oritwilldisplaythefilenameforlinkstoadifferentVisiodocument.
4.ClickOK.
TolinktoapageinadifferentVisiodiagram
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1.IntheHyperlinksdialogbox,clicktheBrowsebuttontotherightoftheAddressfield,andthenclickLocalFile.
Tip
“LocalFile”ismisleadingterminology.Youcanlinktoafileinanylocalornetworkedlocation.
2.SelecttheVisiodiagramtowhichyouwanttolink,andthenclickOpen.
3.FollowtheinstructionsinthepreviousprocedureforlinkingtoapageinaVisiodiagram.
Whatisashapename?WheredoIfindit?
EveryshapeinaVisiodrawingisreferredtointernallyasasheet,andVisioensuresthateveryshapehasauniqueidentifier.Consequently,everyVisioshapehasaninternalnameintheformSheetorSheet.n,wherenisanumberrepresentingtheinternalIDoftheshape.
Shapescanhaveadditionalnamesrelatedtothenameofthemasterfromwhichtheywerecreated.Forexample,youwillcomeacrossshapeswithnameslikeProcessorProcess.12.
OnewaytodeterminethenameofashapeistorunVisioindevelopermode.Followthesestepstodetermineashape’sname:
1.Turnondevelopermode,andthenselectthetargetshape.
SeeAlso
Forinformationabouthowtoturnondevelopermode,seeAppendixA,“Lookbehindthecurtain.”
2.OntheDevelopertab,intheShapeDesigngroup,clicktheShapeNamebuttontoopentheShapeNamedialogbox,showninFigure11-3.
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Figure11-3ShapepropertiesaredisplayedintheShapeNamedialogbox
3.Makenoteof,orcopy,thetexttotherightoftheNamebox,andthenclosetheShapeNamedialogbox.
Tip
YoucanalsorefertotheshapecalledProcess.24inFigure11-3asSheet.24.
TheShapeDatawindow,whichisdescribedinthe“Viewshapedata”topicinChapter8,“Workwithshapedata,”providesanothermethodfordeterminingthenameofashape.Youcanseetheshapename,Process.24,inthetitlebaroftheShapeDatawindowshowninFigure11-4.
Figure11-4ThetitlebaroftheShapeDatawindowdisplaystheshapename
Tolinktoaspecificshapeonapage1.IntheHyperlinksdialogbox,eitherleavetheAddressfieldblanktolinktothecurrentdiagramorselectadifferentVisiodiagram.
2.ClicktheBrowsebuttontotherightoftheSub-addressfield.
3.IntheHyperlinkdialogbox,inthePagelist,selectthenameofthetargetpage.
4.EnterthetargetshapenameintheShapefield.
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SeeAlso
ForinformationaboutfindingandusingVisioshapenames,seethesidebartitled“Whatisashapename?WheredoIfindit?”earlierinthischapter.
5.(Optional)IntheZoomlist,selectthezoomlevelyouwant,andthenclickOK.
Tip
TheZoomsettingensuresthatwheneversomeonefollowsyourhyperlink,thetargetpagewillalwaysappearwiththesamezoomsetting.SelectPagetoshowafull-pageview,Widthtoshowthefullwidthofthepageregardlessofitsheight,andapercentagevaluetozoomintothatlevelofdetail.Ifyoudon’tselectazoomlevel,thetargetpagewillalwaysbedisplayedatitsmostrecentzoomlevel.
6.(Optional)EntertextintheDescriptionfield.
7.ClickOK.
LinktoawebsiteYoucanlinkfromaVisioshapetoapageonyourorganization’sintranetortoapageonthepublicWorldWideWeb.
Tip
IfyourtargetwebpagecontainsHTMLbookmarks,youcanincludeabookmarkintheaddressforthepage.Clickingthistypeofhyperlinkwilltaketheuserdirectlytotheplaceonthepagewherethebookmarkislocated.
Inadditiontocreatinglinkstowebsites,youcanalsocreatehyperlinkstoemailaddressesbyprefixingtheemailaddresswithmailto:whenyouenterorpasteitintheAddresstextbox.
Tolinktoawebpage1.OpentheHyperlinksdialogbox.
2.EnterorpastetheURLofthewebpageyouwant.
Or
Doallofthefollowing:
•ClicktheBrowsebuttontotherightoftheAddressfield,andthenclickInternetAddress.Visioopensyourwebbrowser.
•Browsetothewebpageyouwant,andthenswitchthefocusbacktoVisio.TheaddressofthewebpagewillnowbeintheAddressfieldandthewebsitetitlewill
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beintheDescriptionfield,asshowninFigure11-5.
Figure11-5Theaddressandtitleforahyperlinktoawebsite
3.(Optional)EntertextoreditexistingtextintheDescriptionfield.
4.ClickOK.
LinktoadocumentIfapictureisworthathousandwords,yourscanbeworthalotmorethanthatwhenyoulinkittothedocuments—Word,Excel,PortableDocumentFormat(PDF),andmore—thatareimportantinthecontextofthediagram.
Tosaythatanotherway,regardlesswhatyouarediagramminginVisio,addinghyperlinkscanturnyourdiagramintothevisualstartingpointthatpeopleusetofindeverythingtheyneedtodotheirwork.
Tolinktoadocument1.OpentheHyperlinksdialogbox.
2.ClicktheBrowsebuttontotherightoftheAddressfield,andthenclickLocalFile.
Tip
“LocalFile”ismisleadingterminology.Youcanlinktoafileinanylocalornetworkedlocation.
Important
WhenyouopentheLinkToFiledialogbox,VisiodisplaysthenamesofVisiofilesonly.Consequently,youmustchangethefiletypefilteroryouwon’tseethefilesyouwant.
3.Clickthefiletypearrowinthelower-rightcorneroftheLinktoFiledialogboxtodisplaythelistoffiletypes,asshowninFigure11-6.
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Figure11-6VisioalwaysassumesyouwanttolinktoaVisiodocument,soyouneedtoselectadifferentfiletypeinallothercases
Tip
UsetheAllFilesentryinfiletypelisttolinktoPDFdocumentsandothernon-Officedocuments.
4.ClickOfficeFilesoranotherfiletype.
5.Selectthefileyouwanttolinkto,andthenclickOpen.TheHyperlinksdialogboxnowcontainsthepathtothetargetdocumentandusesthefilenameasthedefaultdescription,asshowninFigure11-7.
Figure11-7TherelativepathtoaWorddocumentinasubfolder
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SeeAlso
Forinformationaboutrelativehyperlinkaddresses,likethoseshownintheAddressfieldinFigure11-7,see“Understandrelativeandabsolutehyperlinks”laterinthischapter.
6.(Optional)TheDescriptionfieldgenerallycontainsthenameoftheselectedfile,butyoucanenterdifferenttextifyouwantto.
7.ClickOK.
LinktoaspecificlocationinadocumentIfyouthinkthatlinkingtoadocumentisapowerfulcapability,youmightbesurprisedtoknowthatitgetsbetter:Youcancreateahyperlinktoaspecificlocationinsideadocument.
Imagineaprocessmapthatreferstothesamebudgetworkbookat13differentstepsintheprocess.Imaginealsothatthebudgetworkbookcontainsfiveworksheets,eachwithdifferentdata.Ifeachofthe13hyperlinksopenstheworkbookbyusingagenerichyperlinktothedocument,thereaderwillbelefttoguesswherethedatarelevanttothatstepintheprocessresides.
Nowimaginethatinsteadofjustopeningtheworkbook,eachofthe13hyperlinkspresentsthereaderwithaspecificcellorsetofcells!
ThesecrettoaccomplishingscenarioslikethisisknowingthatyoucancreatelinkstonamedlocationsinExcelworksheets,Worddocuments,andPowerPointpresentations.
InExcel,youcanassignnamestoindividualcellsortocellranges.Ineithercase,ahyperlinktoanamedcellorrangewillopentheappropriateworksheetandhighlightthetargetcellorcells.
InWord,youcancreatenamedbookmarksintwoways:
•Youcanassignanametothelocationoftheinsertionpoint.
•Youcanassignanametoarangeoftext—anythingfromonecharactertomultipleparagraphs.
Ifyoucreateabookmarkbyusingthefirstmethod,yourVisiohyperlinkwilljumptothepartofthepagecontainingthebookmark;ifyoucreatethesecondtypeofbookmark,yourhyperlinkwilljumptoandhighlighttheselectedtext.
InPowerPoint,youcan’tassignnamestospecificlocations,butyoucanrefertoslideseitherbynumberorslidetitle.
TolinktoaspecificlocationinanOfficedocument1.OpentheHyperlinksdialogbox.
2.ClicktheBrowsebuttontotherightoftheAddressfield,andthenclickLocalFile.
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Tip
“LocalFile”ismisleadingterminology.Youcanlinktoafileinanylocalornetworkedlocation.
3.IntheLinktoFiledialogbox,clickthefiletypearrowinthelower-rightcornertodisplaythelistoffiletypes,asshowninFigure11-6.
4.ClickOfficeFiles,selectthefileyouwanttolinkto,andthenclickOpen.
5.IntheSub-addressbox,enterthefollowinginformationpertainingtotheOfficedocumentyouselected:
•ExcelThenameofacellorcellrange
•WordThenameofabookmark
•PowerPointAslidenumberorauniqueslidetitle
6.(Optional)AlthoughtheDescriptionfieldgenerallycontainsthenameoftheselectedfile,youcanenterdifferenttextifyouwantto.
7.ClickOK.
EditanddeleteexistinghyperlinksYoucanbotheditanddeleteexistinghyperlinks.
ToopentheHyperlinksdialogboxwhenashapealreadycontainsahyperlink
1.Doanyofthefollowing:
•OntheInserttab,intheLinksgroup,clicktheHyperlinkbutton.
•Right-clickashape,andthenclickEditHyperlinks.
•PressCtrl+K.
Toeditahyperlink1.OpentheHyperlinksdialogbox.
2.Selectthehyperlinkyouwanttochangeifitisnotalreadyselected.Afterit’sselected,thehyperlink’sdetailswillappearintheappropriateboxesatthetopoftheHyperlinksdialogbox.
3.ChangetheAddress,Sub-address,orDescriptioninformationbyusingthetechniquesdescribedinanyofthesectionsearlierinthistopic,andthenclickOK.
Todeleteahyperlink1.OpentheHyperlinksdialogbox.
2.Selectthehyperlinkyouwanttodeleteifitisnotalreadyselected.
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3.ClickDelete,andthenclickOK.
AddmultiplehyperlinksYoucanprovidethereadersofyourdiagramswithachoiceofdestinationsbyaddingmultiplehyperlinkstoaVisioshape.Thesetofhyperlinksonashapecanincludeanycombinationofdocuments,websites,Visiopages,orotherlinktypes.
Visiosignalsthepresenceofmultiplehyperlinksinthreeways,twoofwhichareshowninFigure11-8.
PointingtoashapegeneratesaScreenTipthatdisplaysthetextMultipleHyperlinks.
Theright-clickshortcutmenulistsallavailablelinks.
ThelowersectionoftheHyperlinksdialogbox,whichisvisibleinFigure11-2,displaysthedescriptionsofallexistinglinks.
Figure11-8Thepresenceofmultiplehyperlinksappearsintwoways
Toaddadditionalhyperlinks1.OpentheHyperlinksdialogbox,andthenclicktheNewbutton.
2.Useanyofthetechniquesdescribedearlierinthistopictoaddahyperlink,andthenclickOK.
UnderstandrelativeandabsolutehyperlinksYouhaveprobablynoticedaUseRelativePathForHyperlinkcheckboxintheHyperlinksdialogbox.Ifyou’reveryobservant,youmightalsohavenoticedthatthischeckboxisunavailableifyouhaven’tyetsavedyourdrawing,butisavailableandselectedbydefaultifyourcurrentdrawinghasbeensaved.What’sthisallabout?
WithVisio,youcanbuildtwotypesoflinks:
RelativelinkThistypeoflinkprovidesapathtoatargetbyassumingaknownstartinglocation.
Asananalogyinthephysicalworld,let’ssayyouneedtoattendameetinginRoom216atLucernePublishing.Ifyou’restandingatthereceptiondeskinthelobbyofthecompany’sofficeandaskwherethemeetingislocated,thereceptionistmight
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say,“Gouptothesecondfloor.It’stheseconddoorontheright.”Basedontheknownstartinglocationyousharewiththereceptionist—thelobby—thatinformationissufficienttogetyoutotheintendedlocation.RelativelinksinaVisiodrawingworkinasimilarway.ThefoldercontainingtheVisiodrawingservesasthelobby,andhyperlinktargetsonthesamediskdrivearelocatedrelativetothatstartingpoint.
ForVisiodrawings,relativelinksworknicelywhentherelationshipbetweenthestartingpointandthehyperlinktargetsremainsfixed.Problemscanarise,however,ifyouneedtomovetheVisiodrawingfiletoanothercomputeroreventoanotherlocationonthesamecomputer.Inthiscase,youmustpreservetherelativerelationshipsfromthenewlocationoftheVisiofiletothetargetfoldersandfiles.OnewayyoucanaccomplishthisisbycopyingtheentiredirectorystructurecontainingtheVisiodrawinganditshyperlinktargets.
AbsolutelinkThistypeoflinkcontainsalloftheinformationrequiredtolocatealinkedresource,regardlessofthestartingpoint.
Returningtoourmeetinganalogy,ifyou’reathomeandneeddirectionstotheconferenceroomatLucernePublishing,youneedalotmoreinformationtoarriveatyourdestination.Anabsoluteaddressforthemeetingroomwouldlookmorelikethefollowing:
LucernePublishing,3456ElmSt.,Room216,SanFrancisco,CA94117USA
Armedwithanabsoluteaddress,youcangettothemeetingfromyourhome,orforthatmatter,fromanystartinglocationintheworld.
ForVisiohyperlinks,absolutelinksworkregardlessofwhereyourVisiodrawingislocated.Youcanmovethedrawingtoadifferentcomputerandthelinkswillcontinuetofunctionwithoutrequiringanyotherchanges.
Tip
Relativeandabsolutehyperlinksarenotmutuallyexclusivewithinasingledrawing.
WhatdoesallofthishavetodowiththecheckboxintheVisioHyperlinksdialogbox?
Forasaveddrawing,VisioassumesthatthepathtothetargetofahyperlinkbeginsinthesamefolderthatcontainstheVisiodiagram.Thus,thedefaultbehaviorinVisioistocreatearelativehyperlinkbyusingthelocationofyourVisiodrawingasthestartingpointforthepath.Whensomeoneclicksyourhyperlink,WindowsfiguresoutwherethetargetobjectisbynavigatingfromthelocationoftheVisiodrawing.
JustknowingthismuchexplainswhytheUseRelativePathForHyperlinkcheckboxisunavailableifyouhaven’tyetsavedyourdrawing—Visiocan’tcreatearelativelinkyetbecausethereisnoknownstartingpointfortheVisiodrawing.Consequently,theonlyoptioninthissituationistouseanabsolutepaththatcontainsalloftheinformationWindowswillneedtotrackdownthetargetobject.
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Althoughtherearenofirmguidelinesonwhentouserelativelinksratherthanabsolutelinks,it’sagoodideatothinkaboutyourenvironmentandthenatureofyourdocumentcollectionbeforecreatingverymanylinksinVisio.Ifallofyourtargetdocumentsareintheirfinalrestingplace—onanetworkserverorinaSharePointrepository,forexample—thenabsolutelinksprobablymakethemostsense.However,ifyourenvironmentismorevolatile,oryouknowinadvancethatyou’llbemovingyourVisiodrawinganditshyperlinktargetstoanothercomputerortoaCDorDVD,thencarefullyconstructedrelativelinksareagoodchoice.
Thefollowingexamplesshouldhelptomakethealternativesclearer.Intheexamples,assumethattheHRProcessMapsVisiodiagramissavedinC:\HumanResources\ProcessMaps\andthatthehyperlinktargetisoneoftheWorddocumentsshowninthedirectorylistinginFigure11-9.ThefilenameofeachWorddocumentincludesaparentheticalnotetoindicateitsrelativepositioncomparedtoHRProcessMaps.Consequently,thefilenamesoftheWorddocumentsincludenotationslike(above),(below),and(same).
Figure11-9Thedirectorystructureforthehyperlinkexamplesthatfollow
BasedonthefilestructureshowninFigure11-9,eachofthefollowingexamplesdescribestheactionVisiotakesinresponsetotheuserselectingatargetdocument.Ineachcase,VisiofillsintheAddressfieldandsetstheUseRelativePathForHyperlinkcheckboxbasedonthelocationsoftheVisiodrawingandthetargetdocument.
WhenthetargetdocumentisinthesamefolderasHRProcessMaps.vsdx,VisiocreatesarelativehyperlinkwiththeAddressfieldresultshowninFigure11-10.
Figure11-10ArelativeaddresstoaWorddocumentlocatedinthesamedirectoryastheVisiodocumentcontainingthehyperlink
IfyounowcleartheUseRelativePathForHyperlinkcheckbox,thelinkbecomesanabsolutelinkthatbeginsattherootofdriveC.TheAddressfielddisplaysthefullpathtothedocument:
C:\HumanResources\ProcessMaps\MyDocument(same).docx
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ThefirstpartoftheabsolutepathisvisibleintheAddressfieldinFigure11-11.
Figure11-11AnabsoluteaddresstoaWorddocumentlocatedondriveC
WhenyoulinktoadocumentlocatedinC:\HumanResources\ProcessMaps\Recruiting\,whichisasubfolderoftheonecontainingtheVisiodrawing,VisiocreatesarelativehyperlinkandtheAddressfieldcontainsthetextshowninFigure11-12,indicatingthatthetargetdocumentisinasubfoldercalledRecruiting.
Figure11-12ArelativeaddresstoaWorddocumentlocatedinasubdirectoryofthefoldercontainingtheVisiodocumentthatincludesthehyperlink
WhenthetargetdocumentislocatedinC:\HumanResources\,whichisaparentfolderoftheonecontainingtheVisiodocument,Visiocreatesarelativehyperlink.TheAddresstextisshowninFigure11-13.
Figure11-13ArelativeaddresstoaWorddocumentlocatedinadirectoryabovethefoldercontainingtheVisiodocumentthatincludesthehyperlink
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Tip
“..\”issyntaxthatpredatesWindows.Itmeans“gouponedirectorylevel.”
WhenthetargetdocumentislocatedonanydriveotherthantheonecontainingtheVisiodocument,forexample,driveD,driveK,oranetworksharesuchas\MyServer\HumanResources\FY2016\,VisioalwayscreatesanabsolutelinkandtheAddressfieldcontainssomethinglikeoneofthefollowingentries:
K:\HRFolder\MyDocument.docx
or
\MyServer\HumanResources\FY2016\MyDocument.docx
TheAddressfieldinFigure11-14showsthefirstpartofthepathtoatargetdocumentondriveN.
Figure11-14AnabsoluteaddresstoaWorddocumentlocatedonadifferentdrivethantheonecontainingtheVisiodocumentthatincludesthehyperlink
Onefinalnote:Visioalwayscreatesanabsolutelinkifyoubeginyouraddresswithaservername,driveletter,orwebprotocol.AllofthefollowingwillcreateabsolutelinksregardlessofthelocationoftheVisiodrawing:
C:\SomeFolder\MyWorkbook.xlsx
\MyServer\Presentations\MySlideShow.pptx
http://www.contoso.com/Somepage.html
SetthehyperlinkbaseVisioincludesadocument-levelpropertycalledthehyperlinkbase,whichyoucanusetoshiftallrelativehyperlinksinadocumentfromonelocationtoanother.Ifyouenteravalueinthehyperlinkbasefield,Visiowillprependallrelativelinkswiththatvalue.
Forexample,ifyoucreateahyperlinkbaseofhttp://OurIntranet/Finance/andcreatearelativehyperlinkofAuditInfo.html,Visiowillcombinethetwotocreatealinkthatconsistsofthefollowingstringofcharacters:
http://OurIntranet/Finance/AuditInfo.html
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Important
ThereisonlyonehyperlinkbaseperVisiodocument.Ifyoucreateadirectorypathhyperlinkbaseoraweb-basedhyperlinkbase,Visiowilluseitforallrelativelinksinyourdocument.Youmustbeextremelycarefulwhenestablishingahyperlinkbaseinadiagram.
Asarule,youshouldcreateahyperlinkbaseonlyifallrelativelinksinthediagramareofthesametype;thatis,allrelativelinksconsistofURLstoweblocationsorallleadtofilesonadisk.
Toeditthehyperlinkbase1.IntheBackstageview,displaytheInfopage,andthenclickthePropertiesbuttonthatislocatedontherightsideofthescreen.Thebuttoniseasytooverlook;youcanseethepointerrestingontopofitinFigure11-15.
Figure11-15ThePropertiesbuttonmightnotbeobviousunlessthepointerisontopofit
2.Onthemenuthatappears,clickAdvancedProperties.
3.InthePropertiesdialogbox,entertextintheHyperlinkbasefield.Figure11-16showstwoexamples:adisk-basedexampleontheleftandaweb-basedexampleontheright.
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Figure11-16ThePropertiesdialogboxwithtwoHyperlinkBaseexamples
4.ClickOK.
Toremovethehyperlinkbase1.OpenthePropertiesdialogbox.
2.DeletethetextfromtheHyperlinkbasefield,andthenclickOK.
SkillsreviewInthischapter,youlearnedhowto:
Followhyperlinks
Enhancediagramsbyaddinghyperlinks
Understandrelativeandabsolutehyperlinks
Setthehyperlinkbase
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch11folder.Youcansavetheresultsofthetasksinthesamefolder.
FollowhyperlinksOpentheFollowHyperlinksdiagraminVisio,andthenperformthefollowingtasks:
1.FollowthehyperlinkontheHRPolicyManualshape.NoticethattheWorddocumentopenstotheInterviewingpage.
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2.FollowthehyperlinkontheAdvertiseopenjobshape.
EnhancediagramsbyaddinghyperlinksOpentheEnhanceDiagramsdiagraminVisio,andthenperformthefollowingtasks:
Important
Aftereachofthetaskslistedbelow,followthehyperlinkyou’vecreatedtoensurethatitworks.
1.LinktheshapeonPage-1toPage-3.
2.LinkthefirsttriangleonPage-3tothesecondtriangleonPage-2,andsettheZoomlevelto200%.
3.LinkthesecondtriangleonPage-3toPage-1ofFollowHyperlinks.vsdxintheVisio2016SBS\Ch11folder.
4.LinkthethirdtriangleonPage-3toanywebsiteyouwant.
5.LinkthefirststaronPage-4toHumanResourcesPolicyManual.docxintheVisio2016SBS\Ch11folder.ClosetheWorddocumentafterfollowingthehyperlink.
6.LinkthesecondstaronPage-4toanExcelworkbook.
7.LinkthethirdstaronPage-4toaPDFdocument.
8.EditthehyperlinkonthefirststaronPage-4soitlinkstoabookmarkinthesamedocumentbyenteringRecruitingintheSub-addressbox.
9.DeletethebookmarkfromthesecondstaronPage-4.
10.AddasecondhyperlinkofanytypetothethirdstaronPage-4.
11.Bonuspoints:AddamailtoURLtothefourthstaronPage-4soitsendsemailtoScott@VisioStepByStep.com.
12.Savethediagramtouseitinthenexttasks.
UnderstandrelativeandabsolutehyperlinksTherearenopracticetasksforthistopic.
SetthehyperlinkbaseOpentheEnhanceDiagramsdiagramthatyoueditedinthepreviouspracticetask,andthenperformthefollowingtasks:
1.TesttheWorddocumenthyperlinkonthefirststaronPage-4toensurethatthetargetWorddocumentopens.
2.CloseWord.
3.SetthehyperlinkbaseintheVisiodiagramtoX:\Anotherfolder\.
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4.TesttheWorddocumenthyperlinkonthefirststaronPage-4againandnoticethepathVisiotriedtofollowthatisdisplayedintheerrormessage.
5.Removethehyperlinkbasefromthedocument.
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12.Print,reuse,andsharediagrams
Inthischapter
Previewandprintdrawings
Removepersonalinformation
Creategraphics
Savedrawingsinotherfileformats
Createtemplates
SharediagramsbyusingtheVisioViewer
Publishdiagramstotheweb
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch12folder.Forpracticefiledownloadinstructions,seetheintroduction.
WhenyoucreateaVisiodiagram,chancesaregoodthatyouwillwanttoshareitwithotherpeople.Ifyouwanttoshareapapercopy,Visiooffersflexibleprintingoptions.
Inmanycases,however,youwillwanttoshareallorpartofyourdiagraminelectronicform,oftenwithpeoplewhodon’thaveVisio.Whenthatneedarises,youcanturnyourdiagramintoaVisiotemplate,saveitasaPDFdocument,orcreatemultipletypesofimages.Youcanevensaveyourdiagramasafullyfunctionalwebsitethatistailoredtotheneedsofyouraudience.
SeeAlso
Forotherwaystoshareadiagram,see“TheSharepage”sectioninChapter1,“GetstartedwithVisio2016.”
BecauseVisiodiagramscancontainprivateinformation,it’simportanttounderstandtheVisiofeaturesthatareavailabletoremoveprivatecontentbeforesharingafile.YoucanalsousetheMicrosoftOfficeInformationRightsManagement(IRM)capabilitiestohelpprotectyourdocument.
Thischapterguidesyouthroughproceduresrelatedtopreviewingandprintingdrawings,removingpersonalinformationfromVisiodiagrams,creatinggraphics,savingdiagramsinotherfileformats,creatingtemplates,sharingdiagramsbyusingtheVisioViewer,andpublishingdiagramstotheweb.
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PreviewandprintdrawingsTheVisio2016printpreviewpanedisplayspageimagessoyoucaneasilydeterminehowyourdiagramwillprint.Figure12-1showsanetworkdiagramthatwillrequirefoursheetsofpapertoprintbasedonthediagramsizeandthecurrentprinteranddrawingpagesizesettings.
Figure12-1Inadditiontothevisiblecontrols,youcandragtopantheprintpreviewimage
Tip
ThediagraminFigure12-1isoneofthestarterdiagramsincludedwiththeDetailedNetworkDiagramtemplateinVisioProfessional2016.Forinformationaboutstarterdiagrams,seeChapter1,“GetstartedwithVisio2016.”
ThepreviewpaneonthePrintpagealwaysopenstotheactivepageinyourdiagram.Ifyourdiagramcontainsmorethanonepage,youcanusethepageselectorinthelowercenterofthePrintpagetopreviewotherdiagrampages(lookfor1Of2withapairofarrowsinthelowercenterofFigure12-1).Youcanalsozoominandoutonthepreviewimagebyusingthesliderinthelower-rightcorner.
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Tip
Printpreviewimagesaredisplayedineithergrayscaleorcolordependingonyourprintercapabilitiesandsettings.
NoticethataportionoftheroutershapeinthecenterofthediagraminFigure12-1willprintoneachofthefourprinterpages.YoucanusetheMoveOffPageBreaksfeature,whichisnewinVisio2016,tohaveVisioassistinshiftingshapessothediagramwillprintmoreeffectively.Figure12-2showstheresultforthecenterportionoftheprintpreview.Youmightstillwanttonudgetherouterfarthertotherighttoeliminatethelastbitofshaperesidue.
Figure12-2Aclose-upofthecenterofthepreviewpane
Tip
WhenyoumovethecursorintothepreviewpaneonthePrintpage,thepointerchangestoahand.Youcanclickanywhereonthepreviewimageanddragtorepositionthepreview.
ThenetworkdiagramintheprecedingtwofigureswascreatedinUSunitsandboththedrawingpagesandprinterpaperaresetto8.5-by-11inches.Becausetherearenetworkshapesbeyondthe11-inchwidthand8.5-inchheight,Visioexpandedthedrawingpage,whichiswhyfourprinterpagesarerequiredtoaccommodatethelargediagram.
Ifyouchangetheprinterpaperdimensionstoasizethatcontainsallfourdrawingpages,theprintpreviewreflectsthechange,asshowninFigure12-3.
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Figure12-3Alargeprinter-papersizecancontaintheentirenetworkdiagramononesheet
SeeAlso
Forinformationaboutsettingdrawingpageandprinterpapersizes,see“Managepages”inChapter3,“Managetext,shapes,andpages.”
TheleftpaneofthePrintpagecontainsthePrintermenuandtheSettingsmenusthatarecommontoallMicrosoftOfficeapplications.
YouusethefirstmenuintheSettingssection,shadedinblueinFigure12-3,toselecttherangeofpagesorpartsofthecurrentpagetobeprinted,justasyoudoforotherOfficeapplications.However,twoadditionalprintoptionsareavailableatthebottomofthemenuforthisbuttoninVisio:
NoBackgroundSwitchesbetweeninclusionandexclusionofthepagebackgroundfromtheprintpreviewandprintedoutput.
HighQualitySwitchesbetweeninclusionandexclusionofcertaineffects,suchasreflections,fromtheprintpreviewandprintedoutput.
AttheendoftheSettingssectionisanEditHeader&Footerlink.InVisio,headersandfootersprintinformationonthetopandbottomofeachprinterpageandareindependentofthedrawingpage.Consequently,youmightuseheadersandfootersforVisiodiagramsinwhichthedrawingpageisspreadacrossmultipleprinterpages.
However,themajorityofVisiodocumentsareconfiguredtoprinteachdrawingpageonasinglesheetofpaper.Ifyouhavetextorgraphicsthatyouwanttoappearoneveryprintedpage,it’sbetterpracticetoputthatcontentonabackgroundpage.
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SeeAlso
Forinformationaboutbackgroundpages,seethesection“Workwithbackgroundpagesandborders”inChapter3,“Managetext,shapes,andpages.”
Todisplayaprintpreview1.Doanyofthefollowing:
•IntheleftpaneoftheBackstageview,clickPrint.
•PressCtrl+P.
•PressAlt+F,P.
•PressAlt+F,V(tomaintaincompatibilitywithVisio2007andearlier).
Toprintadiagram1.OnthePrintpageoftheBackstageview,clickPrint.
Toaddoredittheheaderandfooter1.OnthePrintpageoftheBackstageview,clickEditHeader&Footer,maketherequiredchange,andthenclickOK.
Tomoveshapesoffpagebreaks1.OntheHometab,intheArrangegroup,clicktheMoveoffPageBreaksbutton.
RemovepersonalinformationEveryVisiodocumentcontainsacollectionofmetadataaboutthedocumentitself.ThecontentsofsomeofthedatafieldsaresuppliedbyVisio,includingthenameofthedocumentauthor;someareprefilledbasedonthetemplatefromwhichyoucreateadocument;someareblankunlessyouentervalues.
YoucanviewandchangemetadatafieldsinthePropertiessectionontherightsideoftheInfopageintheBackstageview,asshowninFigure12-4.
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Figure12-4TheInfopageincludesdocumentpropertiesandabuttontoremovepersonalinformation
Youcanalsovieworupdatemetadatainthedocument’sPropertiesdialogbox,asshowninFigure12-5.
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Figure12-5ThePropertiesdialogboxdisplaystheauthor’sname,manager’sname,andcompanyname
Ifyouplantopostyourdiagraminapublicplaceorsimplywanttoensurethatpersonalinformation,reviewer’smarks,andotherpotentiallyprivatecontentaredeleted,usetheRemoveHiddenInformationdialogboxshowninFigure12-6.
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Figure12-6Youcanselectwhichtypesofhiddendatatoremovefromyourdiagram
TheRemoveHiddenInformationdialogboxoffersthreecheckboxes:
RemovetheseitemsfromthedocumentRemoveseditingandvalidationmarkupanddatathatappearsinthedocument’sPropertiessection
WarnmeifItrytoreinsertthisinformationHelpstoprotectyouifyouinadvertentlyaddpersonaldetailsbacktothedocumentafterremovingthem
RemovedatafromexternalsourcesstoredinthedocumentRemovesprivateinformationfromdatasourcestowhichthisdiagramhasbeenlinked
SeeAlso
Forinformationaboutlinkingdiagramstoexternaldata,seeChapter10,“Linktoexternaldata.”
Notalloftheitemsyoucanremovearevisibleinthedocumentproperties,butifyoucompareFigure12-7witheitherFigure12-4orFigure12-5,you’llseeanumberofimportantdifferences.
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Figure12-7Personalcontenthasbeenremovedfromthisdiagram
Important
InformationRightsManagement(IRM)isanothermeansforhelpingtoprotectyourVisiodiagrams.Seethe“WhatisInformationRightsManagement?”sidebarfollowingthistopicforinformationaboutIRM.
Tovieworeditdocumentproperties1.DisplaytheInfopageoftheBackstageview.
2.(Optional)Clickthecurrentvalueofthefieldyouwanttochange,andthenentertherequiredinformation.
Or
1.OntheInfopageoftheBackstageview,clickthePropertiesbutton,andthenclicktheAdvancedPropertiesbutton.
2.(Optional)Enterdataintotheappropriatefields.
3.ClickOK.
Toremovepersonalinformation1.OntheInfopageoftheBackstageview,clickRemovePersonalInformation.
2.IntheRemoveHiddenInformationdialogbox,clicktheoptionsyouwant,andthenclickOK.
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WhatisInformationRightsManagement?
Visio2016providestheaddedsecurityandcontrolofInformationRightsManagement(IRM).YoucanhelptoprotectthecontentinyourVisiodiagrambyspecifyingwhocanviewandwhocanedityourdiagrams.
Important
BeforeyoucanuseIRMinaVisiodocument,anadministratormusthaveactivatedtherightsmanagementservicewithinyourorganization’sOffice365orinternalnetwork.
InaVisiodiagram,enablingIRMbeginsbyclickingtheProtectDocumentbuttonontheInfopageoftheBackstageviewtodisplaytheRestrictAccessmenu,asshowninFigure12-8.
Figure12-8YoucanchooseanIRMprotectiontemplatefromtheRestrictAccessmenu
IfyouchooseRestrictedAccess,youcanconfigurethesettingsinthePermissiondialogbox,showninFigure12-9,toidentifyspecificpeoplewhocanreadorchangeyourdiagram.Thepeopleyouspecifycanbelocatedbothinsideandoutsideyourorganization.
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Figure12-9Youcontrolwhocanreadorchangeyourdiagram
Ifyouwanttorestrictaccesssolelytopeoplewithinyourorganization,youcanselecteitheroftheConfidentialoptionsshownontheRestrictAccessmenu.BothConfidentialentriesshowninFigure12-8includethewordsVisioStepbyStep,becausethatistheorganizationnamefortheauthor’sOffice365account.IfyouareconnectedtoanorganizationalnetworkwhenyoudisplaytheRestrictedAccessmenu,thenameofyourorganizationwillbedisplayed.
WhenaVisiouseropensarestricteddocument,thesoftwaredisplaysanappropriatewarningorerror,dependingonwhotheuserisandwhatrightsheorshehasforthedocument.Forexample,themessageinFigure12-10appearsatthetopofthedrawingwindowwhenauserwithinmyorganizationhasbeenauthorizedtoread,butnotchange,adocument.
Figure12-10Auserhasinsufficientpermissiontoeditthisdocument
CreategraphicsAhandyfeatureinVisioistheabilitytocreateimagefilesfromsomeoralloftheelementsonadrawingpage.ThemostfrequentlyusedimageformatsarelocatedintheGraphicFileTypessectionoftheExportpageintheBackstageview,asshowninFigure12-11.
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Figure12-11TheExportpageisoftentheeasiestwaytocreateimagesfromshapesinVisiodiagrams
ThefullrangeofgraphicalfiletypesisavailableontheSaveAsmenu,asnotedbytheboxedareasinFigure12-12.Theremainingfiletypesshowninthefigurearedescribedinthefollowingtopic.
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Figure12-12AllavailablefiletypesaredisplayedintheSaveAsdialogbox
Tip
Ifyouneedadetaileddescriptionofanyofthesefileformats,youcanfindplentyofinformationontheInternet.Forexample,aWikipediaarticledescribesmostoftheformatsintheprecedinglist:www.wikipedia.org/wiki/Image_file_formats.
Mostimagetypesprovideadialogboxyoucanusetoconfiguretheimageformatdetails.Figure12-13showsthePNGOutputOptionsdialogboxasanexample.
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Figure12-13PNGimageoptionsarerepresentativeofthecustomizationsyoucanmakewhenyoucreateimagefiles
Tip
Ifyouneedtomanipulateaphotoorotherimageanddon’thaveimageeditingsoftware,youcanoftenuseVisiotoaccomplishwhatyouneed.EitherinserttheimageorpasteitontoaVisiodrawingpage,andthenusethebuttonsonthePictureToolstabthatappearswhenanimageisselected.SeeChapter1,“GetstartedwithVisio2016”formoreinformationabouttooltabs.
Ingeneral,creatingimagesinVisioisashape-oriented,notapage-oriented,operation.Tosaythatanotherway,Visiodoesnotprovideabuilt-inmethodtocreateanimageofanentirepagebecauseitalwayscreatesimagesofshapes.
Figure12-14showsanentireVisiodrawingpage;itwillserveasanexamplefortheremainderofthissection.
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Figure12-14Thefloorplanofanofficeoccupyingonlytheupperpartofthedrawingpage
Ifyouselectseveralshapesbeforeexportingtoanimagefile,theimagewilldisplayjustthoseshapes.TocreateFigure12-15,onlythedeskandchairwereselected.
Figure12-15Aclose-upofadeskandchair
However,ifnoshapesareselectedwhenyouexport,Visiowillcreateanimagethatisonlyasbigastherectanglesurroundingtheshapesonthepage.Whitespacebetweenthatrectangleandthepageboundarieswillnotbeincluded.Forexample,Figure12-16wascreatedwhennoshapeswereselected;comparethisimagewiththeoneinFigure12-14.
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Figure12-16The“fullpage”imageincludesshapesbutnotthesurroundingwhitespace
Tip
IfyouwanttocreateanimageofanentireVisiodrawingpage,youmustplaceoneormoreshapesatthepageboundariestoforceVisiotocapturetheentirepage.Theeasiesttechniquesforaccomplishingthisareto:1)drawarectanglewithnofillatthepagemargins,effectivelycreatingaborderaroundthepage;or2)placeapairofverysmallshapesinoppositecornersofthepage.
Ifyouusethefirsttechnique,youcanmakethelinenearlyinvisiblebymakingitverythinandgivingitacolorthatisalmostthesameasthepagebackground.Ifyouusethesecondmethod,youcanmakethesmallshapesnearlyinvisiblebymakingthemvery,verytinyorbymakingtheirfillcolornearlythesameasthepagebackground,orboth.Ineithercase,donotuseacolorthatisthesameasthepagebackground.Ifyourshapesandthebackgroundarethesamecolor,Visiowillnotdetectyourshapesandwillexcludethemfromtheexportedimage.
Tosaveselectedshapesasanimage1.OntheExportpageoftheBackstageview,clickChangeFileType.
2.IntheGraphicFileTypessection,doeitherofthefollowing:
•Clicktheimagetypeyouwant,andthenclickSaveAs.
•Double-clicktheimagetypeyouwant.
3.IntheSaveAsdialogbox,navigatetothelocationyouwant,andthenclickSave.
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4.Acceptorchangetheimage-type-specificOutputOptions,andthenclickOK.
Or
1.OntheSaveAspageoftheBackstageview,clickthestoragelocationyouwant.
2.IntheSaveAsdialogbox,clicktheSaveastypearrow,andthenclickthefiletypeyouwant.
3.Enterthefilenameyouwant,andthenclickSave.
4.Acceptorchangetheimage-type-specificOutputOptions,andthenclickOK.
Tosaveallshapesonthepageasanimage1.Doeitherofthefollowing:
•Selectallshapesonthepage.
•Clickthepagebackgroundtodeselectallshapes.
2.Followtheinstructionsinthe“Tosaveselectedshapesasanimage”proceduretosaveselectedshapes.
SavedrawingsinotherfileformatsInadditiontocreatingmultipletypesofgraphicsfilesforshapeslocatedonasinglepage,withVisio,youcansaveyourentiredrawinginmorethanadozenformatsshowninTable12-1andTable12-2.
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Table12-1Visiofiletypes
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Table12-2Non-Visio(andnon-image)filetypes
Important
ThestandardfileformatsforVisio2016andVisio2013drawings,stencils,andtemplatescannotcontainmacros.InTable12-1,noticethataseparate,macro-enabledfileformatexistsforeachofthosethreefiletypesforsituationsinwhichyouneedtoincludemacroswiththefile.
Tip
Visio2016cancreatefilesthatarecompatiblewithVisioversionsbacktoVisio2003butcannotcreatefilesthatarecompatiblewithVisio2002orearlier.
AlloftheentriesinTable12-1andthefirsttwoentriesinTable12-2alwayssavetheentireVisiodrawinginthenewformat.However,thelastthreeentriesinTable12-2—PDF,XPS,andWebPage—giveyouthechoiceofsavingasubsetofyourpagesintotheformatyouwant.Eachoffersanoptionsdialogbox,similartotheoneforPDFdocumentsshowninFigure12-17.
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Figure12-17Youcanselectapagerangealongwithotherformat-specificoptionsintheOptionsdialogbox
TosaveadiagramasaPDF1.OntheExportpageoftheBackstageview,clickCreatePDF/XPS.
2.Navigatetothelocationyouwant,andthenclickPublish.
Or
1.OntheSaveAspageoftheBackstageview,clickthestoragelocationyouwant.
2.IntheSaveAsdialogbox,clicktheSaveastypearrow,andthenclickPDF(*.pdf).
3.Enterthefilenameyouwant,andthenclickSave.
TocustomizePDFoutput1.OpentheSaveAsdialogbox,andthenclicktheOptionsbutton.
2.Changetheoptionsthatyouwanttobedifferent,clickOK,andthenclickPublish.
Tosaveadiagraminanotherfileformat1.OntheExportpageoftheBackstageview,clickChangeFileType.
2.Doeitherofthefollowing:
•IneithertheDrawingFileTypessectionortheOtherFileTypessection,clickthefiletypeyouwant,andthenclickSaveAs.
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•IntheGraphicFileTypessection,double-clicktheimagetypeyouwant.
3.Navigatetothelocationyouwant,andthenclickSave.
4.Acceptorchangetheimage-type-specificOutputOptions,andthenclickOK.
Or
1.OntheSaveAspageoftheBackstageview,clickthestoragelocationyouwant.
2.IntheSaveAsdialogbox,clicktheSaveastypearrow,andthenclickthefiletypeyouwant.
3.Enterthefilenameyouwant,andthenclickSave.
CreatetemplatesTechnically,savingadiagramasaVisiotemplateisnodifferentthansavingitinanyoftheotherfileformatsdescribedintheprecedingtopic.Despitetheeaseofcreatingthem,templatesaredescribedseparatelyinthistopicbecauseoftheirpotentialimportance.
Whywouldyouwanttosaveadiagramasatemplate?BecausedespitethedozensoftemplatesprovidedwithVisio,Microsoftcan’tpossiblyenvisioneverytypeofdiagramyouwillwanttocreate.
Inaddition,althoughyoucanopenadiagramandreuseitasis,akeyadvantageofatemplateisthatthetemplatedocumentisnevermodifiedbyaccident.Thisisespeciallyvaluableifyoushareyourtemplatewithotherpeople;justlikethetemplatesthatarepackagedwithVisio,wheneverauserselectsyourtemplate,Visiocreatesanewdiagramandleavesthetemplateuntouched.
YoumightcreateacustomtemplatesimplybyenhancingoneofthestandardVisiotemplateswithabackgroundpagethatdisplaysyourorganization’slogooneverypage.Oryoumightcreateaveryelaboratetemplatethatincludesyourownstencilsandshapes,multipleforegroundandbackgroundpages,presetshapesoncertainpages,andalegalnoticeonthebottomofeverypage.Therearenolimitationsonthecontentsofatemplate;youcanincludeanythingthatwillmakecreatinganewdiagrameasier.
Tosaveadiagramasatemplate1.Followthestepsinthe“TosaveaVisiodiagraminanotherfileformat”procedureattheendoftheprecedingtopic,choosingTemplate(*.vstx)orVisioTemplate(*.vstx)asthefiletype.
WheredoIstorecustomtemplates?
Youcanstorecustomtemplatesinanylocationyouwant—forexample,onyourowncomputerifonlyyouwillusethem,oronaservertosharethemwithotherpeople.
Youcanuseatemplatebydouble-clickingitsfilenameinFileExplorer,butyoucanmakecustomtemplatesmoreaccessiblebyconfiguringVisiotoincludethemontheNewpageintheBackstageview.
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ThefollowingexampleusesafoldercalledTreyResearchTemplatesthatcontainsthreecustomtemplates.ToinformVisioofthelocationforyourtemplatefolder:
1.OntheOptionspageoftheBackstageview,clickAdvanced.
2.ScrolltothebottomoftheAdvancedsettings,andthenclicktheFileLocationsbutton.
3.IntheTemplatesfieldoftheFileLocationsdialogbox,enterthepathtothefolderthatcontainstheTreyResearchTemplatesfolder.
Important
Notethewordingintheprecedingsentence:“enterthepathtothefolderthatcontainstheTreyResearchTemplatesfolder.”Inotherwords,donotincludethetargetfolderinthetemplatepath—stoponefolderabovethatfolder.ThisensuresthatyourfoldernameappearsintheTemplateCategoriespanealongwiththeVisio-suppliedtemplatecategories.Forexample,inFigure12-18,theTreyResearchTemplatesfolderislocatedwithintheDocumentsfolder,sothewordsTreyResearchTemplatesarenotincludedinthepath.
Figure12-18Inadditiontotemplates,youcansetcustomlocationsfordrawings,stencils,andadd-ons
4.Afteryouenterthetemplatepath,clickOKtwice.WhenyourestartVisio,theTemplateCategoriessectionoftheNewpageshouldlooksimilartoFigure12-19.
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Figure12-19YourcustomtemplatescanbeavailableontheNewpage
5.Double-clickTreyResearchTemplatestodisplaythetemplatesinthatfolder,asshowninFigure12-20.
Figure12-20Customtemplatesforofficelayouts,orgcharts,andtimelines
SharediagramsbyusingtheVisioViewerMicrosoftOffice2016includestheVisioViewerasadefaultinstallationoption.Consequently,ifyoursystemincludesOfficebutnotVisio,youcanstillviewanyVisiodiagram.
TheVisioViewerrunsasanadd-ontoInternetExplorer,whichdisplaysVisiodiagramsinthebrowser,asshowninFigure12-21.
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Figure12-21Ahigh-qualityviewofaVisiodiagramonadevicethatdoesnothaveVisio
Important
ThefirsttimeyouusetheVisioViewer,youmightberequiredtograntpermissionforInternetExplorertoloadtheVisioVieweradd-on.
Theupper-leftcorneroftheInternetExplorerwindowincludesbuttonsforzooming,displayingshapedata,viewingandcontrollinglayers,andviewingcomments.Thelower-leftedgeofferspagenavigationbuttonsalongwithpagenametabsinamultipagediagram.
Important
OnadevicethatincludesbothOfficeandVisio,VisiodrawingsalwaysopeninVisio.
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PublishdiagramstothewebVisio2016retainsalong-timefeaturethatautomaticallybuildsawebsitefromanydiagram.YoucanusethiscapabilitytosharediagramswithpeoplewhomightnothaveVisioinstalledontheircomputers.
AVisio-generatedwebsiteincludesallforegroundpages,providesatableofcontents,andpreservesbothpage-to-pageandexternalhyperlinks.Althoughthewebsitewillbeviewablewithalmostanywebbrowser,theresultsareenhancedbyusingInternetExplorerbecauseitprovidesthefollowingadditionalfeatures:
Apan-and-zoompane,whichyoucanclickanddragtozoomandnavigatearoundanypage
Adetailswindowtopresentshapedata
Full-textsearchforalltextinthedrawing
Whetheryouwanttosharedrawingswithcolleaguesbyusingyourintranetsite,orpublishdrawingsonthepublicWorldWideWeb,theSaveAsWebPagefeaturecanmakeyourdiagramsmoreaccessible.
Viewweb-publisheddiagramsFigure12-22showsanetworkdiagramthathasbeenpublishedtothewebbyusingdefaultoptions.
Figure12-22Anetworkdiagramrenderedasawebpage
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Important
DependingonwhereyourVisio-generatedwebpagesarestored,awarningmightappearwhenyouattempttoviewthepages.Toproceed,clickAllowBlockedContent.
Important
Thefourleft-panelnavigationpanesshowninFigure12-22arespecialfeaturesthatrequireInternetExplorerandMicrosoftSilverlight.IfyouhavenotpreviouslyinstalledSilverlightwhenyouviewaVisio-generatedwebsite,abuttonwillappearinInternetExplorerthatyoucanclicktoinstallit.InformationaboutSilverlightisavailableatwww.microsoft.com/silverlight.
Youcanusethenavigationpanesontheleftsideofthebrowserwindowtodothefollowing:
GoToPageSelectfromthelistofallpagesinthecurrentdiagram,asshowninFigure12-23.
Figure12-23Thediagraminthewebbrowsercontainsthreepages
PanAndZoomSetthezoomlevelandpanpositionfortheviewingpane,asshowninFigure12-24.
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Figure12-24Youcansetpanandzoombydragginginthepaneorbyusingthebuttonsontheright
Tip
Youcan’tcontroltheshapeoftheboxyoudrawinthePanAndZoompane.Itwillmaintainthesameaspectratioastheviewingpanetotheright.
DetailsViewshapedata,asshowninFigure12-25.
Figure12-25ShapedatadetailsareavailableinthewebpageversionofaVisiodiagram
SearchPagesViewresultsoffull-textsearch,asshowninFigure12-26.
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Figure12-26Clickingaresulthighlightsthetargetshape
Tip
Thefull-textsearchfeaturecreatesahyperlinkedlistofsearchresults.Clickinganyresultpresentsthepagecontainingtheselectedshapeandhighlightsthetargetshapewithanorangearrowfortwoorthreeseconds.
Tip
Thedefaultbehaviorforfull-textsearchistoexaminetheshapename,shapetext,andallshapedatafields.YoucanalterthatbehaviorbyclickingAdvancedbelowthesearchbox.
Whenyoupointtoashapecontainingahyperlink,aScreenTipappearswithuptothreeentries,asshowninFigure12-27.Thefirstentryistheshapetextandwillnotbepresentiftheshapedoesnotcontaintext.ThesecondentryprovidesinstructionsthatresultinthedisplayofshapedataintheDetailspane,asshowninFigure12-25.Thethirdentrydescribesstandardwebbehavior—clicktofollowalink.
Figure12-27TheSalesFileServerishyperlinkedtoanotherpageinthediagram
IfyouviewtheVisio-generatedwebsitewithoutSilverlight,orinabrowserthatdoesnotsupportSilverlight,themaincontent—thewebpages—willappear.However,theleftpanelisreducedtoahyperlinkedlistdisplayingeachofthepagenamesintheVisiodiagram;
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youcanclickapagenametoviewthatpage,asshowninFigure12-28.
Figure12-28Partofaweb-renderednetworkdiagramwithalimited-functionnavigationpane
Tocreateawebsitefromadiagram1.OntheExportpageoftheBackstageview,clickChangeFileType.
2.IntheOtherFileTypessection,clickWebPage(*.htm),andthenclickSaveAs.
3.IntheSaveAsdialogbox,navigatetothelocationyouwant,andthenclickSave.
Or
1.OntheSaveAspageoftheBackstageview,clickthestoragelocationyouwant.
2.IntheSaveAsdialogbox,clicktheSaveastypearrow,clickWebPage(*.htm;*.html),andthenclickSave.
Toviewadifferentpage1.IntheGotoPagepane,clickthedown-arrow,andthenclickthepagenameyouwant.
2.Doeitherofthefollowing:
•PressEnter.
•ClickthegreenGotoselectedpagebutton.
Tochangethezoomsetting1.DoanyofthefollowinginthePanandZoompane:
•Clickthewebpagethumbnailanddrawaboundingboxaroundtheareaofinterest.
•Ifthereisared-borderedrectangleonthewebpagethumbnail,draganyedgeoftherectangle.
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•ClicktheZoomin(+)orZoomout(-)button.
•ClickanyoftheZoomtox%buttons.
•ClicktheZoompageto100%button.
Topanthewebpage1.Ifthereisnotared-borderedrectangleonthewebpagethumbnailinthePanandZoompane,dragtocreateone.
2.Dragthered-borderedrectangletoanewlocation.
Toviewshapedata1.HolddowntheCtrlkeywhileclickingtheshapewhosedatayouwanttoview.
Tosearchfortext1.IntheSearchPagestextbox,enterthetextyouwanttolocate.
2.Clickanyofthesearchresultstoviewtheshapecontainingyoursearchtext.
Tofollowahyperlink1.Clicktheshapecontainingthehyperlinkyouwanttofollow.
SetpublishingoptionsWeb-publishedVisiodrawingsincludefullsupportforembeddedhyperlinksalongwithrichnavigationandsearchcapabilities,asyoudiscoveredintheprecedingsection.However,youdon’tnecessarilyneedallofthosecapabilitiesineveryVisio-generatedwebsite,soitisconvenienttobeabletochangethepublishingoptions.
Inaddition,youmightwanttochangetheformatinwhichVisiocreatesyourwebsite.Bydefault,Visio2016createswebpagesbyusingtheExtensibleApplicationMarkupLanguage(XAML).XAMLisresponsiblefortheleft-panenavigationfeaturesandrequiresSilverlight.Ifyoupreferawebpageformatthatdoesn’trequireSilverlight,youcanselectoneofthefivealternativesdescribedlaterinthissection.
ThekeytocustomizingVisiowebpagesisapairofbuttonsinthelowerportionoftheSaveAsdialogbox(showninFigure12-29):
YoucanclicktheChangeTitlebuttontomodifythetextthatwillbedisplayedinthetitlebarofthewebbrowser.
ThePublishbuttonopenstheSaveAsWebPagedialogbox,whichincludesbothGeneralandAdvancedtabs.
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Figure12-29YouusetheChangeTitleandPublishbuttonstocustomizeyourVisio-generatedwebsite
UsethesettingsontheGeneraltab
TheGeneraltaboftheSaveAsWebPagedialogbox,showninFigure12-30,includesonenote-worthyfeaturethatiseasytomiss:youcanincludereportoutputalongwiththepagesofyourdiagram.ThelistinthePublishingOptionssectionincludesbothnavigationpanesandreports.
Figure12-30Whenyoucreateawebsite,youcanchangewhatcontentitwillcontain
TheGeneraltabisdividedintothreesections:
PagestopublishYoucanselectasubsetofthediagram’spagestoincludeinthe
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web-publishedoutput.
PublishingoptionsYoucanselectwhichnavigationpaneoptionsandwhichreports,ifany,shouldbeincludedinyourwebsite.
Important
Theonlywaytoviewreportsinyourweb-publisheddrawingisviatheGoToPagenavigationpane.Consequently,ifyouincludereportsaspartofyourwebsite,youmustleavetheGoToPagecheckboxselected.
Tip
Visioremembersthesettingsforthenavigationpaneoptionsyouselect;thesamesettingswillappearthenexttimeyousaveadrawingasawebpage.However,Visiodoesnotrememberthesettingsforthereportsyouchoose;noneofthereportcheckboxeswillbeselectedthenexttimeyousaveadrawingasawebpage.
AdditionaloptionsThissectioncontainsthreeoptions:
•Eachtimeyoucreateawebsite,Visioopensitinyourbrowser.YoucancleartheAutomaticallyOpenWebPageInBrowsercheckboxtopreventthisfromoccurring.
•Visionormallycreatesasubfoldertostorethemajorityofwebsitefiles.YoucancleartheOrganizeSupportingFilesInAFoldercheckboxtoinstructVisiotostoreallwebsitefilesinasinglefolder.
SeeAlso
ForinformationaboutthefilescreatedbytheSaveAsWebPagefunction,seethe“What’sinaVisio-generatedwebsiteandwhereisitstored?”sidebarlaterinthissection.
•YoucanenteradifferenttitleinthePageTitletextboxasanalternativetousingtheChangeTitlebuttonshowninFigure12-29.
Figure12-31providesoneexampleofcustomizingwebpageoutput.ThewebpageappearswithonlytheGoToPageandPanAndZoomnavigationpanes.
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Figure12-31Awebsitewithonlytwonavigationpanes
Figure12-32showsthatthecustomizedwebsiteincludesthreeVisiodiagrampagesplustheMilestonesByStartDatereport.
Figure12-32Areportnameappearswithdiagrampagenames
AportionoftheMilestonesByStartDatereportisshowninFigure12-33.
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Figure12-33Amilestonereportshowstasknamesandstartdates
UsethesettingsontheAdvancedtab
Figure12-34showstheAdvancedtaboftheSaveAsWebPagedialogbox.
Figure12-34XAMListhedefault,butyoucanselectotheroutputformats
YoucanusetheOutputFormatslisttoselectanyofthefollowinginsteadofXAML:
VMListhewebpageformatusedbyVisio2007andearlierversionsofVisio.ThefeaturesofVMLwebsitesareverysimilartowebsitescreatedwithXAMLbutrequireInternetExplorer.
SVGisaspecializedformatthatissupportedbysomebutnotallbrowsers.Likethethreeimageformatsdescribedinthefollowingbulletpoint,SVGwebsitesdisplay
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fixed-sizepageswithnoPanAndZoompane.
GIF,JPG,andPNGprovidefewercapabilitiesthaneitherVMLorXAML.Forexample,theviewingwindowfortheseformatsisafixedsizeanddoesnotincludethePanAndZoompaneintheleftnavigationpane.However,websitesproducedintheseformatsretainallhyperlinksandarelikelytobecompatiblewithawiderrangeofwebbrowsers.(Notethatyoucanhavethebestofbothworlds—fullnavigationfunctionsinInternetExplorerandsupportforolderbrowsers;refertothefollowingparagraph.)
IfyouselectXAML,VML,orSVGastheoutputformat,VisiodefaultstoselectingtheProvideAlternateFormatForOlderBrowserscheckbox,asshowninFigure12-35.YoucanusethelistunderthisheadingtoselectGIF,JPG,orPNGoutputasabackuptoyourprimarychoice.
Figure12-35PNGisoneofthreealternateoutputformats
IntheDisplayOptionssection,youcanusetheTargetMonitor,HostInWebPage,andStyleSheetsettingstofurthercustomizeyourwebpages.Thesecondandthirdsettings,inparticular,areintendedtohelpyouintegrateaVisio-generatedwebsitewithanotherexistingwebsite.
TochangethetitleofaVisio-generatedwebsite1.OpentheSaveAsdialogbox,andthenclicktheChangeTitlebutton.
2.IntheEnterTextdialogbox,enteratitle,clickOK,andthenclickSave.
TocustomizetheappearanceofaVisio-generatedwebsite1.OpentheSaveAsdialogbox,andthenclickthePublishbutton.
2.IntheSaveasWebPagedialogbox,changetheitemsyouwanttocustomize,andthenclickOK.
TocustomizetheformatofaVisio-generatedwebsite1.OpentheSaveAsdialogbox,andthenclickthePublishbutton.
2.IntheOutputformatssectionoftheSaveasWebPagedialogbox,clickthename
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oftheformatyouwant.
3.(Optional)ClickthenameofanalternateformatintheProvideAlternateFormatForOlderBrowserslist.
4.(Optional)ChangetheDisplayoptions.
5.ClickOK.
What’sinaVisio-generatedwebsiteandwhereisitstored?
WhenyouusetheSaveAsWebPagefeature,Visiocreatesahomepageforthewebsite.Italsocreatesasupportingfilesfolderthatcontainsgraphicsandwebpagesforeachpageinthedrawing,inadditiontoJavaScript,XML,andotherfilesthatcomprisethewebsite.
Bydefault,VisioplacesthehomepageinthesameWindowsfolderthatcontainsyourVisiodrawing,andgivesitthesamenameasthedrawingplusan.htmfileextension.ForEnglishversionsofVisio,thenameofthesupportingfilesfolderisthesameasthedrawingnamebutappendedwith_files.
Forexample,ifyouuseanEnglish-languageversionofVisioandcreateawebsiteforadiagramcalledTimelinediagram.vsdx,thefolderthathousestheVisiodiagramalsocontainsthefollowing:
AfilecalledTimelinediagram.htm
AfoldercalledTimelinediagram_files
Ifyouwanttocopyormoveyournewwebsite,it’simportanttocopyormoveboththe.htmfileandthesupportingfilesfoldertothenewlocation.Youcancopyyourwebsitetoashareddrive,toyourorganization’sintranet,ortoanywebservertoprovideaccesstoyourVisiodiagram.
Important
ThedefaultnameforthecompanionsubfoldervariesbasedonthelanguageversionofOfficethatisinstalledonyourcomputer.Foracompletelistofdefaultnamesforvariouslanguageversions,gotosupport.office.com/en-us/article/Save-all-or-part-of-a-workbook-to-a-static-Web-page-5AD26DEE-8739-4D80-B9D9-CF0530AB1968.EventhoughthearticleappliestoMicrosoftExcel,thelistisalsocorrectfortheVisio2016websitefolder.
SkillsreviewInthischapter,youlearnedhowto:
Previewandprintdrawings
Removepersonalinformation
Creategraphics
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Savedrawingsinotherfileformats
Createtemplates
SharediagramsbyusingtheVisioViewer
Publishdiagramstotheweb
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch12folder.Youcansavetheresultsofthetasksinthesamefolder.
PreviewandprintdrawingsOpenthePreviewDrawingsdiagraminVisio,andthenperformthefollowingtasks:
1.DisplaythePrintpageoftheBackstageviewtopreviewthediagram.
2.(Optional)Printthediagram.
3.Addaheaderandfooter.Noticethatthechangeisvisibleintheprintpreview.
4.Moveshapesoffthepagebreakstoimprovetheprintedoutput.
RemovepersonalinformationOpenthePreviewDrawingsdiagramyouusedinthe“Previewandprintdrawings”practicetask,andthenperformthefollowingtasks:
1.Viewthedocumentproperties,andthenchangethenameofthecompany.
2.Removepersonalinformationfromthediagram.
CreategraphicsOpentheCreateGraphicsdiagraminVisio,andthenperformthefollowingtasks:
1.CreateaPNGimageoftheroundtableandtwoadjacentchairs.
2.CreateaJPEGimageoftheplantandgreendeskchair.
3.Createanytypeofimageofallshapesonthepage.
4.Createanytypeofimageoftheentireprintableareaofthepage.(SeethetipfollowingFigure12-16forassistancewiththistask.)
SavedrawingsinotherfileformatsOpentheSaveInFormatsdiagraminVisio,andthenperformthefollowingtasks:
1.CreateaPDFofallpagesinthediagram.
2.CreateaPDFthatincludesonlypages1and2.
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3.Savethediagramasamacro-enableddocument.
4.SavethediagramasaVisio2003-2010diagram.
CreatetemplatesOpentheCreateTemplatesdiagraminVisio,andthenperformthefollowingtasks:
1.Savethediagramasatemplate.
2.Createadiagramfromthenewtemplate.
SharediagramsbyusingtheVisioViewerTherearenopracticetasksforthistopic.
PublishdiagramstothewebOpenthePublishToWebdiagraminVisio,andthenperformthefollowingtasks:
1.Createawebsite.
2.ViewtheHospitalVisitspage.
3.ReturntotheProjectSchedulepage.
4.Zoominontheexpandedtimelinebelowthemaintimeline.
5.Panuptothemaintimeline.
6.Viewtheshapedataforthemaintimeline.
7.SearchforFDA,andthenclickFDAApprovalProcess.
8.FollowthehyperlinkontheFDAApprovalProcessmilestonelocatedontheleftendofthemaintimeline.
9.Republishthewebsitewithanewtitle,omitthePanandZoompane,andincludetheMilestoneSummaryreport.
10.RepublishthewebsiteinVMLformat.
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13.Addstructuretoyourdiagrams
Inthischapter
Understandcontainers,lists,andcallouts
Comparegroupsandcontainers
Organizeshapesbyusingcontainers
Organizeshapesbyusinglists
FindcontainersandlistsinVisio
Annotateshapesbyusingcallouts
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch13folder.Forpracticefiledownloadinstructions,seetheintroduction.
InmanytypesofVisiodiagrams,it’susefultocreatevisualorlogicalrelationshipsamongasetofshapes.ThetraditionaltechniquefordoingthisinVisiohasbeentousebackgroundshapesandgroups.However,Visio2016offersthreespecialshapetypes—containers,lists,andcallouts—thatcanbeevenmoreeffectivewhenyouwanttoestablishrelationshipsandaddstructuretoyourdiagrams.
StructureddiagramshapesaresousefulthatVisioitselfreliesonthemforagrowingnumberoftemplatesandspecialuses.Forexample,youwillfindlistsandcontainersinswimlanediagrams,wireframes,anddatagraphiclegends;andyouwillencountercalloutsintheBusinessProcessModelandNotation(BPMN)template(VisioProfessionalonly).
Thischapterguidesyouthroughproceduresrelatedtoorganizingshapesbyusingcontainersorlists,findingcontainersandlistsinVisio,andannotatingshapesbyusingcallouts.
Understandcontainers,lists,andcalloutsVisio2010introducedthreestructureddiagramshapetypes:
ContainersAcontainerprovidesavisualboundaryaroundasetofobjects,butitalsoestablishesalogicalrelationshipbetweenthecontainerandtheobjectswithinit—shapesknowwhentheyaremembersofacontainerandcontainersknowwhichshapestheycontain.
Thekeyadvantageofacontaineristhatwhileyoucanmove,copy,ordeleteitanditsmembersasaunit,eachcontainedshapemaintainsitsindependence.Unlikegroupedshapes,selectinganobjectinsideacontaineronlyrequiresoneclick,whichmakesitsimpletoaccesstheshapedataandotherpropertiesofacontainermember.
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Tip
Acontainercancontainshapes,othercontainers,andlists.
ListsAlistisaspecialtypeofcontainerthatmaintainsanorderedrelationshipamongitsmembers.Eachobjectinalistknowsitsordinalposition,andnewobjectsarenotmerelyaddedtoalistbutareaddedtoaspecificpositioninalist.
Tip
Alistcancontainshapesandcontainersbutcannotcontainotherlists.
CalloutsInpreviousversionsofVisio,acalloutwasmerelyashapethatyougluedtoanothershapetoaddacomment.AVisio2016–stylecalloutstillprovidesawaytoaddannotationtoashape,butthecalloutknowstheshapetowhichitisattached,andtheshapecanidentifyanyattachedcallouts.
Whatisthevaluetoyouifshapesknowwheretheyliveandcontainersandlistsknowwhattheycontain?Thinkaboutashapethatautomaticallyknowswhetherit’sfirst,second,orthirdinalistanddisplaysthatdata(explainedinthesection“Addshapestolists”inthe“Organizeshapesbyusinglists”topiclaterinthischapter).Orthinkaboutthepotentialusesforashapethatdisplaysdatafromitsparentcontainer—andthedatachangesautomaticallyifyoumovetheshapetoadifferentcontainer(coveredinthe“Exploreswimlanes”sectioninthe“FindcontainersandlistsinVisio”topiclaterinthischapter).
Althoughit’struethatcontainers,lists,andcalloutsarejustVisioshapes,eachincludesuniquepropertiesandformulasthatgiveitspecialcapabilities.
ComparegroupsandcontainersYoucanuseeithergroupsorcontainerstovisuallyconnectasetofshapes.However,thetwohavekeybehavioraldifferencesthatarelikelytoleadyouinonedirectionortheother.Thediagramsinthistopiccontaintwosetsofshapesthatwillservetoillustratethesimilaritiesanddifferences.Thegreenshapesontheleftinthediagramsarepartofagroup;thegoldshapesontherightarelocatedinsideacontainer.
IntheimageontheleftinFigure13-1,thearrowsandsquarearegroupedwithagoldrectanglebyusingthetraditionalVisiotechnique:
1.Drawarectangle(orothershape).
2.SendthenewshapetothebackoftheZ-order.
3.Selecttherectangleandtheshapesyouwantinthegroup.
4.Grouptheselectedshapes.
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Figure13-1Shapesaregroupedorcontained
Tip
Forinformationaboutcreatingandusinggroups,seeChapter3,“Managetext,shapes,andpages.”ThesamechapteralsodescribesmovingshapesbackwardandforwardintheZ-orderofapage.
PriortotheintroductionofcontainersinVisio2010,thiswastheonlytechniqueforcreatingavisualassociationamongasetofshapes.
Incontrast,theshapesontherightinFigure13-1wereplacedintoacontainer.Onedifferenceisimmediatelyapparent:containersarenotjustplainrectangles;theyincludebothamainsectionandaheading.
ThreeadditionaldifferencesthatarenoteasilycapturedinascreenshotbecomeobviouswhenyouworkwithgroupsandcontainersinVisio:
Ifyouclickashapethatislocatedinagroup,youselectthegroupandnottheshape.However,ifyouclickashapeinacontainer,thefirstclickselectstheshape.Inessence,agroupstandsbetweenyouanditsshapes,butacontainerisinvisibleasyouselectshapes.
Tip
IfyourunVisioindevelopermode,youcanaltertheselectioncharacteristicsofagroup.Formoreinformationaboutdevelopermode,seeAppendixA,“Lookbehindthecurtain.”
Toselectacontainerandnotamemberofthecontainer,youmustclicktheheadingoranedgeofthecontainer.
Asaresultoftheclickbehaviordescribedintheprecedingbullets,usingaboundingboxtoselectinteriorshapesinacontaineriseasy—justclickinsideoroutsidethecontainer,andthendrag.However,toselectshapesinagroupbyusingaboundingbox,youmuststarttheboundingboxoutsideofthegrouporyouwillinadvertentlydragthegroup.
Groupsandcontainersshareseveralbehaviors.Forexample,ifyoumoveeitherone,youmoveallshapes.Ifyoudeleteeitherone,youdeleteeverything.Similarly,youcancopy
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andpasteeitherasaunit.
Onedifferenceariseswhenyouwanttolabelthecollection,however.Whenyouclickagroupandstartenteringtext,thetextappearsinthecenterofthegroupshapebydefault.Sometimesthisplacementisfine,butothertimesit’snot.Theusefulnessofthetextinagroupalsodependsonthecolorandstyledefaultsofthethemeyou’reusing.
InthegroupshownontheleftinFigure13-2,forexample,thetextisillegiblebecauseitsdefaultcoloristoosimilartothecolorofthebackgroundshape.Youcan,ofcourse,usetheTextBlocktoolyouworkedwithinChapter3,“Managetext,shapes,andpages,”tomovethetext,oryoucanchangeitscolor,butthatrequiresextrasteps.
Figure13-2Textinagroupcanbeobscuredbythedefaultfontcolororbytheshapesinthegroup
Clickingacontainerandenteringtext,ontheotherhand,automaticallyplacesthetextintheheading,asshownontherightinFigure13-2.
Ifyoudragashapeoutofagroup,isitstillpartofthegroup?Whatifyoudragashapeoutofacontainer?
TheupperhalfofFigure13-3showsadouble-headedarrowthathasbeendraggedoutofthegroupontheleftandanotherthathasbeenremovedfromthecontainerontheright.Inthelowerhalfofthefigure,thegroupandcontainerhavebeenmovedtotheright.
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Figure13-3Theeffectsofdraggingashapeoutofagroupandacontainer
Noticethefollowing:
Thegreenarrowmovedwiththegroup.
Thegoldarrowremainedinafixedlocation.
Fromtheseobservations,youcanconcludethefollowing:
Draggingashapefromagroupdoesnotremoveitfromthegroup.
Draggingashapefromacontainerremovesitfromthecontainer.
Attemptingtoaddshapesexposesasimilardifference.IntheupperhalfofFigure13-4,acirclehasbeenplacedontopofthegroupontheleftandthecontainerontheright.Inthelowerhalfofthefigure,thegroupandthecontainerhavebeenmovedtotheright.
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Figure13-4Theeffectsofplacingashapeontopofagroupandacontainer
Herearetheconclusionsyoucandrawfromthis:
Placingashapeontopofagroupdoesnotaddittothegroup.
Tip
IfyourunVisioindevelopermode,youcanchangethebehaviorofagroupsoitwillacceptdroppedshapes.Formoreinformationaboutdevelopermode,seeAppendixA,“Lookbehindthecurtain.”
Placingashapeontopofacontaineraddsittothecontainer.
TheprimarylessonfromFigure13-3andFigure13-4isthatunlikegroups,Visiocontainersbehavelikephysicalcontainers:ifyouputanobjectin,itbecomespartofthecontainer;ifyouremoveanobject,itisnolongerassociatedwiththecontainer.
Figure13-5illustratesafinalbehaviordifference:resizinggroupsandcontainersproducesstrikinglydifferentresults.Inthefigure,boththegroupandthecontainerwerestretchedbydraggingthebottomresizehandledownward.
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Figure13-5Resizingagroupresizesallsubshapes;resizingacontainerdoesnotaffectmembershapes
Tip
IfyourunVisioindevelopermode,youcanchangethebehaviorofagroupsotheinteriorshapesdonotresize.Formoreinformationaboutdevelopermode,seeAppendixA,“Lookbehindthecurtain.”
Thefollowingtablesummarizesthekeydifferencesbetweengroupsandcontainers.
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Tip
Containers,lists,andcalloutswereintroducedinVisio2010andweredescribedbytheVisiodevelopmentteaminaseriesofblogpoststhataresummarizedatblogs.msdn.com/b/visio/archive/2010/09/02/new-structured-diagrams-whitepaper-for-visio-2010.aspx.
Visio2013includedadditionalcontainersandcalloutsandupgradedthestyleandappearanceofboth,asdescribedinablogpostatblogs.office.com/2012/11/05/containers-and-callouts-in-visio/.
Forthetechnicallyinclined,thefollowingarticleprovidesdetailsabouttheinnerworkingsofcontainers,lists,andcalloutsandisstillrelevantforVisio2016structureddiagrams:msdn.microsoft.com/en-us/library/ff959245.aspx.
OrganizeshapesbyusingcontainersGroupedshapesarestillvaluableformanypurposes,includingholdingcollectionsofsubshapesthatareunlikelytochange.However,Visiocontainersoffernumerousadvantages,especiallyfordynamicallygrouping,moving,andmanagingasetofrelatedshapes.
Oneregularribbontabandonetooltabarevitalforworkingwithcontainers.TheInserttab,showninFigure13-6,ishometotheContainergallery,whichyouusetoaddcontainerstoapage.
Figure13-6TheContainergalleryoffers14containerstyles
YouusevariousfunctionsontheFormattooltabintheContainerToolstabgroup,showninFigure13-7,tomanagecontainersinwaysyouwillexploreinthesectionsofthistopic.
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Figure13-7TheFormattooltabappearsonlywhenyouselectacontainer
UsecontainersYoucancreateanemptycontainerandaddshapestoitlater,oryoucancreateacontaineraroundexistingshapes.Ineithercase,yourcontainerscanappearinavarietyofstyles.Figure13-8showsthesamesetofnetworkshapesinfivedifferentcontainerstoillustratetherangeofchoices.
Figure13-8Examplesofdiversecontainerstylesfromsimpletohighlystylized
Containersprovidevisualfeedbackwhileyouinteractwiththem.AsshownontheleftinFigure13-9,draggingashapeintoacontainercausestheborderofthecontainerto“lightup”ingreen.Thistypeoffeedbackisawaytodistinguishacontainerfromagrouporanordinaryshape.
Figure13-9Addingorselectingshapeshighlightsthesurroundingcontainer
Thecontainerborderalsolightsupwhenyouselectanycontainedshape,asshownontherightinFigure13-9.Thisbehaviorisevidenceoftherelationshipbetweencontainersandmembersthatwasdescribedin“Understandcontainers,lists,andcallouts”earlierinthischapter.
Becausecontainersweredesignedtoremainconnectedtotheirmembers,it’seasytocopyordeletebothasaunitbyselectingthecontainer.Theonlytrickwhenselectingthecontaineristorememberthatthebodyofacontainerisinvisibletomouseclicks.Youmustclicktheheaderoroneoftheedgestoselectit.
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Ifyouwanttocopyordeletejustthemembersbutnotthecontainer,that’salsoeasybecausethereareseveraltechniquesforselectingallmembersofacontainer—thenyoucanjustcopyordeletetheshapesintheusualway.
Todeletethecontainerbutleaveitscontentsbehind,youcoulddragthecontentsoutandthendeletethecontainer.However,VisioprovidesaDisbandContainercommandforthispurpose.
Tip
Youcanlockacontainertopreventshapesfrombeingaddedordeleted.Ifyouattempttoaddashapetoalockedcontainer,theborderdoesnotlightupasyoudragtheshapeontothecontainerandthenewshapesitsontopofthecontainer.Ifyouattempttodeleteacontainedshape,youreceiveanerrormessage.
Toplaceanemptycontaineronthepage1.OntheInserttab,intheDiagramPartsgroup,clickContainer.
2.IntheContainergallery,clickthethumbnailofthecontainertypeyouwant.
Tocontainexistingshapes1.Selectoneormoreexistingshapes,andthendooneofthefollowing:
•DisplaytheContainergallery,andthenclickthethumbnailofthecontainertypeyouwant.
•Right-clickoneoftheselectedshapes,andthenclickAddtoNewContainer.
•Iftheshapesareontopof,butarenotmembersof,acontainer,right-clickoneoftheselectedshapes,andthenclickAddtoUnderlyingContainer.
Toaddshapestoacontainer1.Dragoneormoreshapesintothecontainer.
Or
1.Doeitherofthefollowing:
•Resizeacontaineruntilitcoverstheshapesyouwanttoadd.
•Dragacontaineruntilit’sontopoftheshapesyouwanttoadd.
2.Right-clickoneoftheshapes,andthenclickAddtoUnderlyingContainer.
Toselectacontainer1.Doeitherofthefollowing:
•Clicktheheadingsectionofthecontainer.
•Clickanyedgeofthecontainer.
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Toselectallcontainedshapes1.Doeitherofthefollowing:
•Selectthecontainer,andthenontheFormattooltab,intheMembershipgroup,clicktheSelectContentsbutton.
•Right-clickanyedgeofthecontainer,pointtoContainer,andthenclickSelectContents.
Toremoveshapesfromacontainer1.Dragtheshapeyouwanttoremoveuntilitisoutsidethecontainer.
Todeleteacontainerbutleavecontainedshapes1.Doeitherofthefollowing:
•Selectthecontainer,andthenontheFormattooltab,intheMembershipgroup,clicktheDisbandContainerbutton.
•Right-clickanyedgeofthecontainer,pointtoContainer,andthenclickDisbandContainer.
Tolockorunlockacontainer1.Doeitherofthefollowing:
•Selectthecontainer,andthenontheFormattooltab,intheMembershipgroup,clicktheLockContainerbutton.
•Right-clickanyedgeofthecontainer,pointtoContainer,andthenclickLockContainer.
FormatcontainersWhenyoudragacontainerontothepage,itincludesasetofpredefinedstyleattributes.YoucanchangesomeofthemostvisiblecontainerattributesbyusingthecommandsontheFormattooltabthatisshowninFigure13-7.YoucanalterothercontainercharacteristicsbyusingbuttonsontheotherVisiotabs.
Containerattributesyoucanalterincludethefollowing:
Youcanswitchtoanotherofthe14containerstyles.
Youcanchoosealternateheadingstyles;Visioofferseithertwoorfourheadingstylespercontainertype.Youcanalsohidetheheading.
Youcanselectdifferentthemes,variants,andeffects.Becausecontainersrespondtothosechanges,theappearanceofthecontainersonyourdrawingpage(andtheirthumbnailsinthegallery)canbeverydifferentfromonediagramtothenext.
Youcanchangethefill,line,andshadowattributesofacontainerasyouwouldanyotherVisioshape.
Tochooseadifferentcontainerstyle
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1.Doanyofthefollowing:
•OntheFormattooltab,intheContainerStylesgroup,displaytheContainerStylesgallery.
•OntheHometab,intheEditinggroup,clicktheChangeShapebutton.
•Right-clicktheheadingoredgeofthecontainer,andthenontheminitoolbar,clicktheChangeShapebutton.
2.Clickthecontainerstyleyouwant.
Tochooseadifferentheadingstyle1.OntheFormattooltab,intheContainerStylesgroup,clicktheHeadingStylebutton.
2.IntheHeadingStylesgallery,clickthethumbnailoftheheadingstyleyouwant.
Tohidetheheading1.DisplaytheHeadingStylesgallery,andthenintheNoHeadingsection,clicktheNoHeadingthumbnail.
Ontheborder
Whenyoudragashapeintoacontainer,agreenoutlineappearsontheborderofthecontainer.Thisistrueevenwhenyoudragashapemostoftheway,butnotfullyintothecontainer.InFigure13-10,thewirelessaccesspointisbeingdraggedintoacontainerandwillbeaddedtothecontainerwhenitisreleased,eventhoughitisnotfullywithinthebordersofthecontainer.(Dependingontheresizeoptionsdescribedjustafterthissidebar,thecontainermightexpandtoencompassthenewshape.)
Figure13-10Themajorityofthewirelessaccesspointiswithinthecontainer
ThepairofimagesinFigure13-11showsadifferentcontainerbehaviorthatcanbeusefulinsomediagrams.Intheimageontheleft,thewirelessaccesspointhasnot
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beendraggedquiteasfarintothecontainerasitwasinFigure13-10.Thecontainersignalsthedifferencebydisplayingagreenoutlineonlyonthetopborderandnotallthewayaround.
Figure13-11Awirelessaccesspointisaddedtotheborderbecauseitwasdroppedontheedge
Whenyoureleasethewirelessaccesspointinthissituation,itbecomesamemberofthecontainer,butitremainsattachedtotheedge.Ifyouexpandthesizeofthiscontainerupwards,thebordershapewillmovealongwiththetopofthecontainer,asshownintheimageontheright.
Anotherexampleofashapeontheborderofacontainerisincludedinthe“Buildwireframes”sectionofthe“FindcontainersandlistsinVisio”topiclaterinthischapter.
ControlcontainersizeVisiocontainersexpandautomaticallywhenyouaddshapesneartheedgeofthecontainer.YoucanchangethisdefaultbehaviorbyusingtheAutomaticResizebuttonlocatedintheSizegroupontheFormattooltab.ClickingtheAutomaticResizebutton,whichisshowninFigure13-7,revealsthreemutuallyexclusiveoptions:
NoAutomaticResizeThecontainerdoesnotexpandwhenyoudragshapesneartheedge.
ExpandasNeededThecontainerexpandswhenyoudropshapesneartheedge.Notethattheoppositeisnottrue—thecontainerdoesnotshrinkwhenyouremoveshapes.
AlwaysFittoContentsThecontainerexpandsandcontractsautomaticallywhenyouaddorremoveshapes.
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YoucanalsoaffectcontainersizebyusingtheotherbuttonsintheSizegroup:
MarginsSetsthespacingbetweentheedgesofthecontainerandthecontainedshapes
FittoContentsSetsthecontainersizetotheminimumrequiredforthecontainedshapesplusthemargin
Tip
Youcanalsoresizeacontainertofititscontentsbyopeningthecontainer’sshortcutmenuandthenchoosingfromtheoptionsontheContainersubmenu.
OrganizeshapesbyusinglistsAlistisaspecialtypeofcontainerthatmaintainsitsmembersinorderedsequence.Whenyoudraganobjectintoalist,ittakesaspecificplacebefore,between,orafterexistingmembers.Eachlistmemberknowsitsrelativepositioninthelist.
Visiodoesn’tprovidealistgalleryontheInserttabinthesamewaythatitoffersaContainergallery.Consequently,creatingalisteitherrequiresreusinganexistinglistshapeorhavingenoughtechnicalknowledgetomakechangestotheShapeSheet.
SeeAlso
ForinformationaboutmodifyingtheShapeSheetandcreatingcustomlistshapes,seeAppendixA,“Lookbehindthecurtain.”
Thistopicexploresaddingshapestoalistandreorderingshapeswithinalist.ThelistshapeforthishypotheticalscenarioiscalledMyNewPC,towhichwillbeaddedrectangularshapesthatrepresentthesoftwaretoloadontothePC.ThestartingpointisshowninFigure13-12,withthelistinthecenterandthesoftwareshapesoneitherside.
Figure13-12Alistshapesurroundedbycandidatemembers
Thesoftwareshapesforthisexamplewerecreatedwithtwospecialattributes:
Eachshapedisplaysthenameofasoftwareproductthatisstoredasshapedata.TheshapedatavalueisdisplayedbyusingaVisiofield.
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SeeAlso
FormoreinformationaboutVisiofields,seeChapter8,“Workwithshapedata.”
Eachshapedisplaysitsrelativepositioninthelistwhenitisinalist.Whentheshapeisnotinalist,itdoesn’tdisplayanynumber.DisplayofthelistpositionforeachshapewasaccomplishedbyusingtwoShapeSheetformulas.
ThegoalfortheexampleinthistopicistocreatealistthatshowstheinstallationsequenceforanewPC.AlthoughyouareunlikelytouseaVisiolistforthisspecificpurpose,thisexamplemightstimulateyoutothinkofyourownapplicationsforposition-awareshapes.
AddshapestolistsDraggingashapeintoalisttriggersthesameresponseshownforacontainerearlierinthischapter:thelistissurroundedbyagreenrectangle,asshownontheleftinFigure13-13.Alsolikeacontainer,thelistdisplaysthegreenborderwhenanymembershapeisselected,asshownontheright.
Figure13-13Listbordersilluminatewhenshapesarebeingaddedorarecontained
Intherealworld,itisn’tpossibletoinstallVisiowithoutinstallingWindowsfirst,soFigure13-14showstheWindows10shapebeingdraggedintothelist.Ontheleft,astheWindowsrectanglefirstapproachesthelist,therearethreevisualresponses:
Thelistborderturnsgreen.
AScreenTipappears,displayingthewordsInsertShape.
Ahorizontal,orangeinsertionbarappearsbelowtheVisio2016shape.
Figure13-14Newshapesareaddedtoalistinspecificpositions
TheinsertionbarisVisio’swayoftellingyouthatthenewshapewillbeaddedtothelistatthatspecificlocation.
TheimageinthecentershowstheWindowsshapepositionedpartiallyabovetheVisioshape,withtheresultthattheinsertionbarisnowlocatedabovetheVisiorectangle.
TheresultofdraggingtheWindowsrectangleabovetheVisioshapeisshownontheright.
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NoticethatthelabelWindows10isnowprecededbythenumber1andthedigitinfrontofVisio2016haschangedfroma1toa2.
Youcaninsertnewshapesbetweenexistinglistshapes.InFigure13-15,theOffice2016shapeisbeingaddedbeforeVisio2016andafterWindows10.
Figure13-15Youcaninsertashapebetweenexistinglistshapes
Tip
AlthoughthebluetrianglethatappearsattheleftendoftheorangeinsertionbarintheimageontheleftinFigure13-15mightappearwhenyoudragashapeintoalist,itisprimarilyusefulwhenyouarenotdraggingashape.
Ifyoupausewhenpointingtotheedgeofalistbetweenexistingshapes,theInsertShapetriangleappears.ClickingthetrianglecausesVisiotoinsertashapeatthatlocationinthelist.Iftheshapedesignerspecifiedadefaultlistshape,thenthatshapeisinserted.Ifthereisn’tadefaultlistshape,theshapeadjacenttotheinsertionbarisaddedtothelist.“FindcontainersandlistsinVisio”laterinthischapterincludesanexampleofshapeinsertion.
TheprecedingfiguresillustrateakeybehaviordifferencebetweenVisiolistsandcontainers:containermemberscanbelocatedanywherewithinacontainer,butlistmembersarealwaysinfixedpositions.
Figure13-16illustratesanotherimportantdifference:unlikeshapesinacontainer,listmemberscannotresideontheborderofthelist.Ontheleft,theVisioAdd-Inshapeispositionedontheborderofthelist.Onlyasmallpercentageoftherectangleisactuallytouchingthelist,andyetreleasingtheshapeatthispointcausesitto“fly”intothelist.
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Figure13-16Listsdonotallowbordershapes
Notonlycanshapesbeinsertedintospecificpositionsinalist,theycanberearrangedwithinthelist.OntheleftinFigure13-17,theVisio2016shapeisbeingrelocatedsoitwillappearabovetheVisioadd-inshape.Noticethateachshapeisrenumberedautomaticallybasedonitsnewlistposition.
Figure13-17Listshapescanbedraggedtonewlocations
Theexampleinthissectionusesaverticallistinwhichshapesareautomaticallyplacedfromtoptobottom.AVisiolistcanbeeitherverticalorhorizontalandcansequenceshapesineitherdirectionwithinthelist.Theseattributesarecontrolledbyparametersanddon’trequirewritingcode,butyoucan’tchangethemfromtheVisioribbon;youmustmakechangesintheShapeSheetforthelist.
Toaddshapestoalist1.Doeitherofthefollowing:
•Dragoneormoreshapesintothelist.
•UsetheInsertShapearrowtopositionashapewhereyouwantit.
SeeAlso
Forproceduresrelatedtoselectingalist,selectingallmembersofalist,lockingorunlockingalist,deletingalist,ordisbandingalist,seetheproceduresinthe“Usecontainers”sectionofthe“Organizeshapesbyusingcontainers”topicearlierinthischapter.
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FormatandsizelistsYoucanadjustmostofthesameformatandsizeoptionsforalistthatyoucanforacontainer,withonenotableexception:youcannotchangethesizeofaVisiolistshape.Visiocontrolsthesizebyexpandingandcontractingalistsoitistheexactsizeofitsmembershapesplusthemarginaroundtheshapes.
TheFormattooltabdescribedearlierinthischapterprovidesthefollowinglist-relatedgroupsandthefunctionswithinthem:
SizegroupYoucanusetheMarginsbuttontoadjustthespacingbetweentheedgesofthelistandthecontainedshapes.BecauseVisiocontrolsthesizeofalistshape,FitToContainerandAutomaticResizearedimmed.
ContainerStylesgroupYoucannotchangethestyleofaVisio2016list.However,youcanchangethestyleofalistcreatedinVisio2010byusingtheContainerStylesgallery.ThisistrueeveniftheVisio2010listislocatedinaVisio2016diagram.YoucanusetheHeadingStylegallerytochoosealternateheadingplacementandstyleoptions.
MembershipgroupTheLockContainer,SelectContents,andDisbandContainerbuttonsprovidethesamefunctionsforliststhattheydoforcontainers.
FindcontainersandlistsinVisioSeveralVisio2016templatestakeadvantageofthepropertiesofcontainersandliststoenhanceeaseofuseandtoaddvaluablefeatures.Inthissection,youwilldiscoverthreeexamples.
ExploreswimlanesCross-functionalflowcharts,alsoknownasswimlanediagrams,provideoneofthemostprominentexamplesoflistandcontainerusageinVisio.
SeeAlso
Formoreinformationaboutswimlanediagrams,seeChapter4,“Createbusinessprocessdiagrams.”
Theswimlaneadd-inwascompletelyredesignedwhenlistsandcontainerswereintroducedinVisio2010.Theneteffectoftheredesignisthatacross-functionalflowchart(CFF)isalistofcontainers:theframeworkthatholdsswimlanesisalist,andeachswimlaneisacontainer.
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Important
SwimlanediagramscreatedinVisio2016,Visio2013,orVisio2010willopendirectlyinVisio2016becausetheysharethesameunderlyingcontainerandliststructure.However,swimlanediagramscreatedinearlierversionsofVisiomustbeconvertedtothenewswimlanestructure,and,onceconverted,theycannolongerbeeditedwiththeoldersoftware.Towarnabouttheimpendingconversionwhenyouopenanolderdiagram,Visiodisplaysadialogboxthatgivesyouanopportunitytosavetheolderversionofthediagrambeforeconvertingit.
Evidenceofcontainersandlistsappearsassoonasyoudragashapeintoaswimlane—agreenborderappearsaroundthelane,asshowninFigure13-18.
Figure13-18ThecombinationofcontainerfeedbackandtheDynamicGridsimplifypositioningofnewshapesinaswimlane
Tip
NoticethattwoDynamicGridfeedbackelementsalsoappearinsidetheswimlane,informingyouthatthenewshapeisattheleftmarginofthelaneandiscenteredverticallywithinthelane.FormoreinformationabouttheDynamicGrid,seeChapter2,“Creatediagrams.”
Becausetheoverallswimlanestructureisalist,itincludesaheading.Similarly,eachswimlanehasaheading.Youcanchangethetextofeither,whichwasdoneintheimageshowninFigure13-18,byselectingtheswimlanestructureoraswimlaneandthenenteringtext.
FurtherevidencethattheswimlanestructureisalistisshowninFigure13-19.Withthepointerattheleftendofthelanesandpositionedontheboundarybetweentwolanes,theInsertShapetriangleappears.
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Figure13-19Addingnewlanestoadiagramiseasybecauseoftheliststructure
Tip
IfyoucomparetheInsertShapetriangleinFigure13-19withtheoneshowninFigure13-12,you’llnoticethattheoneinFigure13-19includesthenameofaspecificshape.Thenameappearsbecausetheswimlanelistwaspreconfiguredtoinsertaspecificshape.
ClickingtheInsertShapetriangleproducestheresultshowninFigure13-20.NoticethatVisioextendsdynamicconnectors,asrequired,toaccommodatethenewlane.
Figure13-20Visiorearrangesexistinglaneswhenyouaddorremovelanes
Becauseswimlanesresideinalist,youcanrearrangethesequenceofswimlanesbydraggingtheheadingofalaneupordown.
Swimlanediagramsderiveanotherbenefitfrombeingbuiltbyusingcontainers:shapesinacontainerknowwheretheyarecontained.Tofindevidenceofthis,examinetheFunctionfieldintheshapedataforanyflowchartshapeinaswimlane.
Asanexample,datafortheprocessshapeintheupperleftofFigure13-20isshowninthe
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imageontheleftinFigure13-21,andthedataforthedecisiondiamondisshownontheright.Inbothcases,thevalueintheFunctionfieldisderiveddynamicallyfromtheswimlaneheading.Ifyouchangethevalueoftheswimlanetitle,theFunctionfieldwillbeupdatedforallcontainedshapes.Ifyoumoveashapetoanewlane,theFunctionfieldwillreflecttheheadingofthenewlane.
Figure13-21TheFunctionfieldautomaticallydisplaysthenameoftheswimlanethatcontainseachflowchartshape
Buildwireframes
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
Visio2016includesarevampedsetofuserinterface(UI)designshapesthatwereinitiallyintroducedinVisio2010.Forthistopic,thekeypointofinterestabouttheredesignedshapesisthatmanyofthemareeithercontainersorlists.
Softwaredesignersusewireframeshapestocreatemockupsofdialogboxesandothervisualelementsthatwillbedisplayedbytheirapplications.WhenyouuseVisio2016tocreateamockupofadialogbox,youwillfindthattheDialogFormshapeisacontainer.Consequently,asyouaddbuttonsandcontrolstoyourdialogbox,thosebuttonsandcontrolsbecomecontainermembers.Ifyoumove,copy,ordeleteyourdialogbox,allofthecontainedshapesareautomaticallyincluded.IfyouhaveevercreatedaUImockupbyusingVisio2007orearlier,itwon’ttakemorethanamomentortwoofexperimentationtorealizehowsignificantanimprovementthisis.
SomeVisio2016UIshapesarelists,including,notsurprisingly,theListBoxcontrol.WhenyoudragoneintoaDialogFormcontainer,thelistisprepopulatedwiththreelistmembers.Youcanadd,delete,andresequencelistmembersbydraggingthem,asdescribedin“Addshapestolists”earlierinthischapter.
Tip
Asashapedesigner,youcanconfigurealisttoautomaticallyaddoneormoremembershapeswhenthelistisaddedtoapage.Creatingashapewiththatfeatureisoutsidethescopeofthisbook,butyoucanfindinformationonthissubjectatmsdn.microsoft.com/en-us/library/ff959245.aspx.
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Thefollowingthreefigureshighlightsomeofthecontainersandlistsinthewireframetemplate.
AddingabuttoncontroltoaDialogFormcontainerlightsuptheborderofthedialogboxshape,asshowninFigure13-22.
Figure13-22TheDialogFormshapeisacontainer
OntheleftinFigure13-23,apanelisaddedtothedialogboxcontainer.Becausethepanelshapeis,itself,acontainer,addingatabtothetopedgeofthepanelcausesthetoppanelbordertoilluminate.
Figure13-23Multiplecontainerscomprisethewireframeshapes
SeeAlso
Forinformationaboutbordershapes,seethe“Ontheborder”sidebarearlierinthischapter.
Tip
Becausethepanelshapeisacontainerbutdoesn’thaveavisibleheading,youcanselectitonlybyclickingitsedges.
Thelistboxcontrolexhibitsstandardlistbehaviorwhenaddingnewlistelements,asshowninFigure13-24.
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Figure13-24Alistinsideacontainerinsideacontainer
ThewireframeshapesprovidefurtherevidencethatnestedcontainersandlistsarepracticalsolutionsforcreatingVisiodiagrams.
Insertdatagraphiclegends
Important
TheinformationinthistopicappliesonlytotheProfessionaleditionofVisio2016.
InChapter9,“Visualizeyourdata,”youworkedwithdatagraphicsandthenaddedanautomaticallygeneratedlegendtoyourdiagram.Adatagraphiclegendisactuallyastructureconsistingofanouterlist,oneormorecontainersaslistmembers,andlistswithinthosecontainers.
Forexample,thesamelegendisshowninbothimagesinFigure13-25.Thestructureislooselyvisibleontheleft.However,afterselectingtheentirelegend,thetelltalegreenbordersareapparentontheright.Youcanidentifythreecontainers—Legend,Owner,andRisk—andtwoverticallists,oneineachoftheOwnerandRiskcontainers.
Figure13-25Datagraphiclegendsarecreatedfromlistsandcontainers
Whenyouworkwithdatagraphiclegends,youwilldiscoverthatyoucanadd,delete,rename,edit,andmovelegendcomponents,justasyoucanwiththeheadingsandmembersofanyunlockedcontainersandlists.
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AnnotateshapesbyusingcalloutsManygenerationsofVisiohaveincludedmorethanthreedozencalloutsthatyoucanusetoaddcommentstoanyshapeonthedrawingpage.ThosecalloutsstillexistinVisio2016.Figure13-26showssomeexamples.
Figure13-26Sixclassiccalloutexamples
Tip
Tolocatetheclassiccallouts,intheShapeswindow,clickMoreShapes,clickVisioExtras,andthenclickCallouts.
However,usingclassiccalloutsisoftenachallengebecausefundamentallytheyarejustordinaryshapes.Forexample,allofthefollowingarecommonannoyancesoftheclassiccallouts:
Deletingtheshapetowhichacalloutisattacheddoesnotdeletethecallout,whichcanleaveorphancalloutsthroughoutyourdiagram.
Movingtheshapetowhichacalloutisattacheddoesnotmovethecallout.
Movingacalloutdisconnectsthecalloutfromtheshapetowhichit’sattachedunlessyouknowexactlywhichcontrolhandletodrag.
Visio2016structuredcalloutsbehavemorelogically,primarilybecause,likecontainersandtheirmembers,thereisanactiveassociationbetweenacalloutandtheshapetowhichit’sattached.
JustasthereisaContainergallery,thereisalsoaCalloutgallery,asshowninFigure13-27.
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Figure13-27TheCalloutgalleryfeatures14calloutstyles
Figure13-28illustratesthefollowingwaysthatstructuredcalloutsappearandbehavemorelogicallythangroups:
Intheimageontheleft,selectingacallouthighlightstheshapetowhichit’sattachedbyusingafamiliargreenborder.Notethattheoppositeisnottrue:selectingtheattachedshapedoesnothighlightthecallout.
Figure13-28Structuredcalloutsareassociatedwiththeattachedshapeandremainattachedevenwhenyoumovethem
Tip
Thecalloutinthisimageisconnectedtotheshapebyavisibletail,whichmightmakethegreenhighlightseemredundant.Notallcalloutstyleshavevisibletails,however.Consequently,thisfeatureisparticularlyvaluableforthosestyles.
Inthecenterimage,movingacalloutbydraggingitappearstodisconnectit.However,whenyoureleasetheconnectoritisstillattached,asshownontheright.
Unlikecontainersandlists,calloutsdonothaveatooltabthatyoucanusetoswitchstyles.However,youcantakeadvantageoftheChangeShapesfeatureinVisiotoreplace
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anycalloutstylewithadifferentone.Figure13-29usesLivePreviewandtheminitoolbartoshowhowthecalloutfromFigure13-28canbechangedtotheWordBalloonstyle.
Figure13-29AlternatecalloutstylesareavailableviatheChangeShapesfeature
Thefollowinglistsummarizesthebehaviorofnewstylecallouts:
Ifyoudeleteacallout,itdoesn’taffecttheshapetowhichitwasattached.However,ifyoudeletetheshape,thecalloutisalsodeleted.
Ifyoucopyashapethathasacalloutattached,boththeshapeandthecalloutarecopied.
Youcanattachmorethanonecallouttoashape.
Ifyoudonothaveanyshapesselectedwhenyouinsertacallout,Visioinsertsthecalloutinthecenterofthedrawingwindow.
Ifyouselectmorethanoneshapebeforeinsertingacallout,Visioattachesacallouttoeachselectedshape.
Calloutsrespondtothemesandvariants,sotheirappearanceonthepageremainsconsistentwiththerestofyourdiagram.
SeeAlso
Forinformationaboutconfiguringcalloutstoreadanddisplayshapedatafromtheshapetowhichtheyareattached,gotoblog.bvisual.net/2014/04/08/adding-configure-callout-functionality-to-visio-callouts/.Formoreinformationaboutcallouts,visittheVisiodevelopmentteamblogatblogs.office.com/b/visio/archive/2012/11/05/containers-and-callouts-in-visio.aspx.
Toattachacallouttoaselectedshape1.OntheInserttab,intheDiagramPartsgroup,clicktheCalloutbutton,andthenclickthecalloutstyleyouwant.
Tochangeacallouttoadifferentstyle1.Dooneofthefollowing:
•OntheHometab,intheEditinggroup,clicktheChangeShapebutton,andthen
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clickthecalloutstyleyouwant.
•Right-clickthecallout,andontheminitoolbar,clicktheChangeShapebutton,andthenclickthecalloutstyleyouwant.
Torelocateacallout1.Clickanywhereonthecalloutoritstail,andthendooneofthefollowing:
•Dragthecallouttoanewlocation.
•Movethecalloutbyusingthearrowkeys.
Or
1.Relocatetheshapetowhichthecalloutisattached.
Todetachacallout1.Selectthecallout,andthendragtheyellowcontrolfromthecenteroftheattachedshapetoanywhereoutsidetheattachedshape.
Todeleteacallout1.Dooneofthefollowing:
•Clickthecallout,andthendeleteit.
•Clicktheshapetowhichthecalloutisattached,andthendeletetheattachedshape.
SkillsreviewInthischapter,youlearnedhowto:
Understandcontainers,lists,andcallouts
Comparegroupsandcontainers
Organizeshapesbyusingcontainers
Organizeshapesbyusinglists
FindcontainersandlistsinVisio
Annotateshapesbyusingcallouts
Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch13folder.Youcansavetheresultsofthetasksinthesamefolder.
Understandcontainers,lists,andcalloutsTherearenopracticetasksforthistopic.
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ComparegroupsandcontainersTherearenopracticetasksforthistopic.
OrganizeshapesbyusingcontainersOpentheOrganizeByContainersdiagraminVisio,andthenperformthefollowingtasks:
1.Placeanemptycontaineronthepage,andthenlabelthecontainerDatacenter.
2.PlacetheBranchOffice1shapesintoacontainer,andthenlabelthecontainerChicago.
3.AddseveralnewshapesfromtheServersstenciltotheemptycontainer.
4.AddseveralnewshapesfromtheServersstenciltotheChicagocontainer.
5.EnlargetheChicagocontainer,selectallshapesintheDatacentercontainer,andthenmovethemtotheChicagocontainer.
6.DragtwonetworkshapesfromtheChicagocontainertotheDatacentercontainer,andthenlocktheChicagocontainer.
7.DisbandtheDatacentercontainer.
8.PlacealloftheBranchOffice2shapesintoanewcontainer.
9.ChangethestyleoftheBranchOffice2container,andthenmovetheheadingtoanewlocation.
OrganizeshapesbyusinglistsOpentheOrganizeByListsdiagraminVisio,andthenperformthefollowingtasks:
1.DragvarioussoftwareshapesintotheMyNewPClist,beingsuretoaddshapesatthetopandbottomofthelistandbetweenexistinglistmembers.
2.Moveashapefromthemiddleofthelisttothetop.
3.MakeacopyoftheMyNewPClist,andthenlockthecopiedlist.
4.DragshapesfromtheRackMountedServersstenciltotheStoreShelflist.Noticethatthelistgrowsfromlefttorightandnotfromtoptobottom.
5.MovetheStoreShelflisttoanotherpartofthepage.
FindcontainersandlistsinVisioTherearenopracticetasksforthistopic.
AnnotateshapesbyusingcalloutsOpentheAnnotateShapesdiagraminVisio,andthenperformthefollowingtasks:
1.Attachacallouttotheparkshape,andthenassignanametothepark.
2.Attachadifferentstyleofcallouttotheairportshape.
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3.Movetheairportshapeandobservethechangeinitscallout.
4.Changethelocationofthecalloutattachedtothepark.
5.Detachthecalloutfromtheairportandattachittothecityinstead.
6.Deletethecity.
7.Deletethecalloutthatisattachedtothepark.
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14.Validatediagrams
Inthischapter
UnderstandVisiorules
Validateflowchartsandswimlanediagrams
ValidateBPMNdiagrams
Reuseexistingvalidationrulesets
Listtherulesinaruleset
Createnewvalidationrules
Practicefiles
Forthischapter,usethepracticefilesfromtheVisio2016SBS\Ch14folder.Forpracticefiledownloadinstructions,seetheintroduction.
Isyourdiagramcorrect?Arealloftheshapeslinkedastheyshouldbe?Didyoucompletealloftherequirementsforadiagramofthistype?
TheCheckDiagramfeatureinVisioProfessional2016canhelpyouanswertheseandmanyotherquestions.YouwillfindpredefinedvalidationrulesbuiltintoselectedVisiotemplates,whichisagoodplacetobeginexploringthispowerfultool.Youcanalsocreatecustomrulestocheckthevalidityofyourowndiagrams.
Important
TheinformationinthischapterappliesonlytotheProfessionaleditionofVisio2016.
Thischapterguidesyouthroughproceduresrelatedtovalidatingflowchart,swimlane,andBusinessProcessModelandNotation(BPMN)diagrams,andreusingexistingvalidationrulesets.Italsoprovidesreferencestolearnhowtolisttherulesinarulesetandcreatenewvalidationrules.
UnderstandVisiorulesIt’spossibletocreateavalidationruletocheckvirtuallyanyaspectofaVisiodiagram,fromasingleconditiontoasophisticatedsetofinterrelatedconditions.MultiplerulesarethengroupedintoarulesetforusebyVisio.
Forexample,aruledevelopermightcreatearuletoansweranyofthefollowingquestions:
Arethereanyshapesonthepagewithoneconnectionbutnottwo?
Arethereanyunconnectedshapesonthepage?
Arethereanyshapesderivedfromthe“widget”masterthatarelocatedonthe
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bottomhalfofthepage?
Aretheremorethanthreeblueshapesonanyonepageormorethanfiveredshapesintheentirediagram?
Arethereanycontainerswithfewerthanthreeormorethansevenshapes?
ArethereanyshapesoftypeX,containingafieldnamedYwithavalueofZ?
Althoughafewoftheseexamplesmightbeabitfanciful,theyareintendedtodemonstratetheflexibilityofthevalidationcapabilityinVisio.
SixVisio2016templatesincludepredefinedbusinessrulesets:
BasicFlowchart
Cross-FunctionalFlowchart
SixSigmaDiagram
BPMNDiagram(Professionalonly)
MicrosoftSharePoint2010Workflow(Professionalonly)
MicrosoftSharePoint2016Workflow(Professionalonly)
It’salsopossibletocreateyourowncustomrulesetsforvalidatinganykindofVisiodiagram.Althoughthespecifictechniquesforeditingorcreatingcustomrulesetsarebeyondthescopeofthisbook,linkstoappropriateresourcesareinthe“Reuseexistingvalidationrulesets”and“Createnewvalidationrules”topicslaterinthischapter.
ValidateflowchartsandswimlanediagramsDespitetheirvisualdifferences,flowchartsandswimlanediagramsusethesameflowchartshapesandshareacommonvalidationruleset,asyou’lldiscoverinthefollowingsections.
ThesamerulesetisusedtovalidateSixSigmaDiagrams,althoughthischapterdoesnotincludeaSixSigmaexample.
ValidateflowchartsAgoodwaytogetstartedwiththeCheckDiagramfeatureistovalidateafamiliardiagram.Inthissection,youwillexperimentwithrulesbyapplyingthemtoaflowchartyouworkedwithinChapter4,“Createbusinessprocessdiagrams.”Thereisoneimportantdifferenceintheversionusedinthissection:itcontainsdeliberateerrors.
Ifvalidationissuesexistwhenyoucheckadiagram,theyappearintheIssueswindow,asshowninFigure14-1.ClickingarulenameintheIssueswindowtypicallyhighlightsthecorrespondingshapeinthedrawingwindow.InFigure14-1,thepointerisrestingonDecisionShapeShouldHaveMoreThanOneOutgoingConnector.Asaresult,theCandidateAccepts?shapeisselected.
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Figure14-1SelectingalmostanyruleintheIssueswindowselectstheoffendingshape
Tip
Clickingaruledoesnotalwaysresultinaselectedshape;somerules,bytheirnature,don’tapplytoaspecificshape.Oneexample:whenarulereportsthatashapeismissing,thereisnothingtoselect.
Tip
Youcanclickanycolumnheadertosortissuesintoadifferentsequence.Youcanalsoright-clickanywhereinsidetheIssueswindowandthenclickArrangeBytoselectadifferentsequence.
ThefactthatVisioselectsashapewhenyouclickaruleintheIssueswindowisevenmorevaluablewhentheviolationappliestoaverysmallshapeortoanobscureviolation.Forexample,youcan’ttellbylookingatthetoprowoftheflowchartinFigure14-1,butoneofthedynamicconnectorsisungluedatoneend.However,theoffendingconnector
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becomesobviouswhenyouclickConnectorIsNotGluedAtBothEnds.,asshowninFigure14-2.
Figure14-2SomeissueswouldbeverydifficulttolocatewithouttheCheckDiagramfeature
Tip
Ifthegapissosmallthatyoucan’tseeanungluedconnection,whydoesitmatter?Formanydiagramsitwon’t,butitmightincertaincircumstances.Forexample,aworkflowbasedonaflowchartcouldbehaltedbyanunconnectedlink,oracustomreportthatcreatesabillofmaterialsfromanengineeringdrawingmightbeincompleteifaconnectionismissing.
TheunconnectedshapeinFigure14-2isagoodexampleofaviolationthatgeneratesmorethanoneissue.TheselectedissueandshapeinFigure14-3areactuallytheresultofthesameunderlyingerror.GluingtheconnectortotheAdvertiseOpenJobshapewillremovebotherrorsfromtheIssueswindowthenexttimeyouvalidatethediagram.
Figure14-3Sometypesoferrorsgeneratemorethanoneissue
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Tip
YoucanclicktheCheckDiagrambuttonintheDiagramValidationgroupontheProcesstabatanytimetorefreshtheIssueswindow.
Notallissuesneedtobecorrected,soyoucantellVisiotoignoreanyviolation.TheissuehighlightedinFigure14-4isagoodexample.Althoughthemessageiscorrect—thedocumentshapedoesnothaveanyoutgoingconnectors—that’sacceptableforthisshapebecauseadocumentisn’taprocessstep.It’ssimplyarepresentationofaprocessartifactanddoesnotneedanoutgoingconnector.
Figure14-4Someissuescanbeignored
Tip
Ifyourdiagramhasmorethanonepageandthereareissuesonmultiplepages,theIssueswindowwillincludeaPagecolumn.
Whenyouignoreanissue,VisioremovesitfromtheIssueswindowbutdoesn’tlosetrackofit.Forexample,ignoringtheissueforthedocumentshapeinFigure14-4causesVisiotoupdatethecountofignoredissuesinthestatuslineatthebottomoftheIssueswindow,asshowninFigure14-5.
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Figure14-5VisiotracksignoredissuesanddisplaysacountonthestatusbarbelowtheIssueswindow
Tip
Right-clickingintheIssueswindowprovidesoptionsbesidesIgnoreThisIssueandIgnoreRule.Youcanalsoreverseyourchoicetoignoreissuesandrules,makeignoredissuesvisibleintheIssueswindow,andchangethesortsequenceofdisplayedissues.
Important
AlthoughyoucansafelyignoretheissuedescribedinFigure14-4,otherviolationsofthesameruleshouldnotbeignored,whichiswhyVisioprovidestwooptionsforignoringanissue:IgnoreThisIssueandIgnoreRule.Thedistinctionbetweenthetwoiscritical—theformerignoresasingleissue,whereasthelatterignoresallissuescreatedbyarule.YoushoulduseIgnoreRuleverycarefully,oryoumightinadvertentlyhideimportantissues.
Tovalidateaflowchart1.OntheProcesstab,intheDiagramValidationgroup,clicktheCheckDiagrambutton.
Tohighlightashapethatviolatesarule1.ClicktherulenameintheIssueswindow.
Toignoreanissue1.Doeitherofthefollowing:
•Right-clickthenameoftherule,andthenclickIgnoreThisIssue.
•OntheProcesstab,intheDiagramValidationgroup,clicktheIgnoreThisIssuebutton.
Toignoreallissuesthatresultfromarule
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1.Doeitherofthefollowing:
•Right-clickthenameoftherule,andthenclickIgnoreRule.
•IntheDiagramValidationgroup,clicktheIgnoreThisIssuearrow(notitsbutton),andthenclickIgnoreRule.
Toshoworhideignoredissues1.Doeitherofthefollowing:
•Right-clickintheIssueswindow,andthenclickShowIgnoredIssues.
•IntheDiagramValidationgroup,clicktheIgnoreThisIssuearrow,andthenclickShowIgnoredIssues.
Tostopignoringanissueorarule1.Withignoredissuesvisible,right-clickthenameofanignoredissue,andthendoeitherofthefollowing:
•ClickStopIgnoringThisIssue.
•ClickStopIgnoringRule.
Or
1.Withignoredissuesvisible,clickthenameofanignoredissue.
2.IntheDiagramValidationgroup,clicktheIgnoreThisIssuearrow,andthendooneofthefollowing:
•ClickStopIgnoringThisIssue
•ClickStopIgnoringRule
ToclosetheIssueswindow1.Doeitherofthefollowing:
•ClicktheClosebutton(X)inthecorneroftheIssueswindow.
•IntheDiagramValidationgroup,cleartheIssuesWindowcheckbox.
ValidateswimlanediagramsSwimlanediagramsarevalidatedbyusingthesamerulesetthatyouworkedwithintheprecedingsection.However,theflowchartrulesetincludesafewrulesthatapplyonlytoswimlanes.Figure14-6showsanexampleofthistypeofrule.
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Figure14-6Theflowchartrulesetincludesspecialrulesforswimlanediagrams
Afteryouresolveallactiveissuesandnoignoredissuesremain,VisiodisplaysthemessageshowninFigure14-7.
Figure14-7Amessageconfirmingthatnoactivenorignoredissuesremain
Iftherearenoactiveissuesbutthediagramstillcontainsignoredissues,theIssueswindowdisplaysthemessageshowninFigure14-8.
Figure14-8Amessagenotingthatthediagramcontainsignoredissuesbutnoactiveissues
Tovalidateaswimlanediagram1.OntheProcesstab,intheDiagramValidationgroup,clicktheCheckDiagrambutton.
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ValidateBPMNdiagramsYouworkedwithBPMNdiagramsinChapter4,“Createbusinessprocessdiagrams.”TheBPMNvalidationrulesetincludesafewrulesthataresimilartothoseusedwithflowchartsandswimlanediagrams,butthecomplexnatureofBPMNmeansthatitsrulesetalsocontainsmanyuniquerules.Bywayofcomparison,theflowchartrulesetincludes11rules,butBPMNincludes76rules.
Figure14-9showsanexampleinwhichthewrongconnectortypebetweentheStartandCheckSeatInventoryshapescausesthreeissues.
Figure14-9BPMNdiagramsincludemanyrulesthataremoresophisticated
Tip
BecauseofthepotentialcomplexityofBPMNdiagrams,thetextofmanyBPMNruledescriptionsislongerthanthewidthoftheIssueswindow.However,ifyoupositionthepointeroveranyitemintheIssueswindow,VisiodisplaysthefulltextinaScreenTip,asshowninFigure14-9.
TovalidateaBPMNdiagram1.OntheProcesstab,intheDiagramValidationgroup,clicktheCheckDiagrambutton.
ReuseexistingvalidationrulesetsYoucanimportarulesetintoanydiagram.Forexample,ifyouhaveaflowchartthatwascreatedpriortoVisio2010,whichwaswhenvalidationruleswereintroduced,youcanaddrulestothediagram.
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Figure14-10showsthedialogboxthatappearsifyouattempttovalidateadiagramthatdoesnotcontainanyrules.Notethatthedialogboxprovidesspecificinstructionsforaddingrules.
Figure14-10Olderdiagramsmightnotcontainrulesets
ClickingRulesToCheck,showninFigure14-11,confirmsthatthediagramcontainsnorules.
Figure14-11Therearenovalidationrulesinthecurrentdocument
Toimportaruleset1.OntheProcesstab,intheDiagramValidationgroup,clicktheCheckDiagramarrow,andthenclickImportRulesFrom.
2.Clickthenameoftherulesetyouwanttoimport.
Tip
Theflowchartrulesetisavailabletoimportintoanydiagram.Inaddition,ifyouhaveotherdiagramsopenthatcontainrulesets,youwillfindthemlistedandcanimporttheirrules.
ListtherulesinarulesetTheVisio2016userinterfacedoesnotprovideawaytolisttherulesinaruleset.However,anexperiencedMicrosoftVisualBasicforApplications(VBA)programmercanwriteashortprogramtolistalloftherulesinaset.Evenbetter,VisioMVPDavidParkerhasalreadydonetheworkforyoubyincludingcodesamplesforthisandotherdiagramvalidationpurposesinanarticlehewroteforMSDN.Althoughhewrotethearticleaboutthe2010releaseofVisio,itappliesequallytoVisio2016.
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SeeAlso
Fordetailedinformationaboutrules,seeDavidParker’sarticle,“IntroductiontoValidationRulesinVisioPremium2010”atmsdn.microsoft.com/en-us/library/ff847470.aspx.
Althoughnotusedinthepracticetasks,youwillfindlistingsofalloftherulesineachofthefiveVisio2016rulesetsintheVisio2016SBS\Ch14practicefilesfolder.Lookforthefive.htmlfileswhosenamesstartwiththewordRuleSets.ThelistingswereproducedbyusingDavidParker’sRulesTools,whicharedescribedinthenexttopic.
CreatenewvalidationrulesHavingseenthevaluethatrulesaddtobusinessprocessdiagrams,youmightbeimaginingwaysthatyouwouldliketovalidateotherdiagramtypes.Perhapsyouwanttodooneofthefollowing:
Verifyconnectivityinanetworkdiagram.
Ensurethatthenumberoflinksoneachnetworkdevicedoesn’texceedthemaximumallowableforthatbrandandmodelofequipment.
Confirmthateachpieceoffurnitureinanofficefloorplanwasselectedfromanapprovedlistandmeetsbudgetguidelines.
Verifythatallpartsofanelectricalschematicmeetminimumandmaximumpowerthresholds.
Ensurethatabuildingplanconformstolocalbuildingcodes.
Thegoodnewsisthatyoucanbotheditexistingrulesandcreatenewrules.ThebadnewsisthatVisiodoesnotprovideaneasymeanstoaccomplisheithertask.
OneresourceforlearningaboutcustomruledevelopmentisabriefarticlewrittenbytheVisiodevelopmentteam.AlthoughitwaswrittenforVisio2010,thearticlestillappliestoVisio2016andcanbefoundatblogs.msdn.com/b/visio/archive/2009/09/10/creating-custom-validation-rules-for-visio-2010.aspx.
ThemostcompleteresourceforlearningmoreabouteditinganddesigningvalidationrulesisabookwrittenbyDavidParker.Hisbook,MicrosoftVisio2013BusinessProcessDiagrammingandValidation(PacktPublishing,2013),providesextensive,technicalcoverageofvalidation,inadditiontodetailsaboutmanypartsofVisiothattouch,oraretouchedby,diagramvalidation.ThevalidationfeaturesofVisio2016arelargelyunchangedfromVisio2013,soDavid’sbookisstillrelevant.
DavidalsofilledasignificantgapleftbyMicrosoft:hewroteaVisioadd-incalledRulesToolsthatprovidesauserinterfaceforexploringandworkingwithvalidationrules.IfyouinstallDavid’sRulesToolsandrunVisioindevelopermode,you’llfindanadditionalgroupofbuttonsontherightendoftheProcesstab,asshowninFigure14-12.
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Figure14-12TheRulesToolsgroupontheProcesstabprovidesrulemanagementfunctions
SeeAlso
ForinformationaboutrunningVisioindevelopermode,seeAppendixA,“Lookbehindthecurtain.”
SeeAlso
ForinformationaboutDavidParker’sbookandaboutRulesTools,gotowww.visiorules.com.
Afteryoucreateacustomruleset,youcanimportitintoanydiagram.It’salsousefultoknowthatonediagramcancontainmultiplerulesets,asshowninFigure14-13.
Figure14-13Thecurrentdiagramcontainstworulesets
SkillsreviewInthischapter,youlearnedhowto:
UnderstandVisiorules
Validateflowchartsandswimlanediagrams
ValidateBPMNdiagrams
Reuseexistingvalidationrulesets
Listtherulesinaruleset
Createnewvalidationrules
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Practicetasks
ThepracticefilesforthesetasksarelocatedintheVisio2016SBS\Ch14folder.Youcansavetheresultsofthetasksinthesamefolder.
UnderstandVisiorulesTherearenopracticetasksforthistopic.
ValidateflowchartsandswimlanediagramsOpentheValidateFlowchartsandValidateSwimlanesdiagramsinVisio,andthenperformthefollowingtasks:
1.Validatetheflowchartdiagram.
2.ResolveorignoretheFlowchartshapehasnotextlabelissue.
3.IgnoretheFlowchartshapehasnooutgoingconnectorsandisnotaStart/Endshapeissueforthetwodocumentshapes.Donotignoretherule.
4.ResolvetheFlowchartshapehasnooutgoingconnectorsandisnotaStart/EndshapeissuefortheHirecandidateshape.
5.ResolvetheConnectorisnotgluedatbothendsissue.
6.Rerunthevalidation,andthenresolveanyremainingissues.
7.Rerunthevalidation.
8.Showtheissuesthatyoupreviouslyignored.
9.Validatetheswimlanediagram.
10.Resolveallopenissues,andthenrerunthevalidation.
ValidateBPMNdiagramsOpentheValidateBPMNdiagraminVisio,andthenperformthefollowingtasks:
1.Validatethediagram.
2.Resolveanyopenissues.
ReuseexistingvalidationrulesetsOpentheReuseRulesdiagraminVisio,andthenperformthefollowingtasks:
1.ImporttheFlowchartRuleSet.
2.Validatetheflowchart.
3.Resolveanyopenissues.
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ListtherulesinarulesetTherearenopracticetasksforthistopic.
CreatenewvalidationrulesTherearenopracticetasksforthistopic.
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15.Collaborateandpublishdiagrams
Inthischapter
UnderstandVisioServicesinSharePoint
StorediagramsinSharePoint
Viewdiagramsbyusingawebbrowser
RefreshdiagramssavedinSharePoint
Collaborateondiagrams
Commentondiagrams
Coauthordiagrams
Practicefiles
Nopracticefilesarenecessarytocompletethepracticetasksinthischapter.
Chapter12,“Print,reuse,andsharediagrams,”describedtechniquesforsharingVisiodiagramsinavarietyofformats,includingascollectionsofwebpages.Allofthetechniquesdescribedinthatchapterarevaluable,butsometimesyouneedmore,suchasdynamicupdatestoweb-publisheddiagrams,threadedcommentsamongteammembers,orevenlive,simultaneouscoauthoringofadiagraminprogress.
ThecombinationofVisioandtheVisioServicescomponentofMicrosoftSharePoint2016providesallofthesecapabilities.Evenbetter,twoofthosethreefeaturescanbeusedbypeoplewhodonothaveVisio,furtherextendingthepowerandreachofthediagramsyoucreate.
Important
TheinformationinthischapterappliesonlytotheProfessionaleditionofVisio2016.
Thischapterguidesyouthroughproceduresrelatedtostoring,viewing,andrefreshingVisiodiagramsinSharePoint,andcollaboratingbycommentingonandcoauthoringVisiodiagrams.
UnderstandVisioServicesinSharePointVisioServicesisaMicrosoftSharePointServer2016featureyoucanusetosharediagramswithpeoplewhodon’thaveVisio.TherearefourkeyadvantagestosharingdiagramsviaVisioServicesinsteadofpublishingstaticwebpagesasdescribedinChapter12,“Print,reuse,andsharediagrams”:
TheVisioWebAccessbrowserviewisdynamicandreflectsnearlyalldiagramchanges.Thewebviewcanbeupdatedeitherautomaticallybyaprogramortimer,ormanuallybytheuser.
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Data-connectedVisiodiagramsthatusedatagraphicsprovideparticularlyimpressiveresultswhenpublishedtoSharePoint,becausewheneverthesourcedatachanges,thedatagraphicsonthewebpagechange.
VisioServicessupportsinteractivecommentingondiagramsbymultiplepeople,regardlessofwhethertheyareusingtheVisioclientorawebbrowser.
YoucanincorporateVisiodiagramsintoSharePointappsinthefollowingways:
•YoucanembedaVisiowebdrawinginaSharePointWebPart.
•YoucancreatedynamicconnectionsbetweenWebPartsthatcontainVisiowebdrawings,andbetweenthedrawingsandothertypesofWebParts.
•YoucanusetheVisioServicesMash-upAPItoprogramdynamicchangesinthebrowserastheusernavigatesaroundadrawingortakesotheractionsonaSharePointpage.
Tip
CreatingSharePointWebPartsandappsisoutsidethescopeofthisbook.
TheVisioclientandVisioServicesusethesame.vsdxfileformat.Consequently,eitheryoucansavedirectlytoSharePointfromtheVisioclientoryoucancopyaVisiodiagramfiletoSharePointaftercreatingoreditingitlocally.
SeeAlso
ForinformationabouttheVisio.vsdxfileformat,seeAppendixA,“Lookbehindthecurtain.”
Inadditiontotheprecedingadvantages,theuserexperienceinthewebbrowserisenhancedinthefollowingwaysinVisiowebdrawingswhencomparedtoVisiowebsites:
Panandzoomareprovidedbyclick-and-dragtechniquesandbyrollingthemousewheel,respectively.(Othertechniquesarealsoavailable.)
Shapedataiseasiertoviewviaafloatingpropertieswindow.
Thepropertieswindowthatdisplaysshapedataalsoliststhehyperlinks,ifany,thatareattachedtotheselectedshape.
MicrosoftSilverlightisnotrequired.
Tip
OnekeyfeatureismissingfromVisiowebdrawings:full-textsearch.ItisanimportantpartofVisio-createdwebpagesbutisnotavailableindiagramssavedtoVisioServices.
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Asyouplanthebestwaytousedata-linkeddiagramsinconjunctionwithVisioServices,keepinmindoneimportantlimitation,whichisthatconnectionsinadiagrampublishedtoSharePointarerefreshableonlyifyoulinkyourdiagramtooneofthefollowingdatasources:
MicrosoftExcelworkbooksthatarestoredontheSharePointsite
SharePointlists
MicrosoftSQLServertablesandviews
DatabasesaccessedviaOLEDBorODBCdrivers
Tip
LinkingtoSQLServerandOLEDB/ODBCdatabasesisnotsupportedforSharePointOnlineinMicrosoftOffice365.
Visiohasalwaysbeengoodforbuildingdata-driven,visualrepresentationsofprocesses,networks,organizations,orotherentities.WhenyouaddthecapabilitytocreatedynamicallyupdateablewebpagesviaSharePoint,Visiobecomesakeycontenderforbuildingbusinessintelligencesolutionsinalmostanyworkdomain.
Tip
FordetailedreasonstouseVisioaspartofabusinessintelligencesolution,includingnumerousexamples,refertoChapter9,“VisioandVisioServices,”inBusinessIntelligenceinMicrosoftSharePoint2013byNormWarren,MarianoNeto,StaciaMisner,IvanSanders,andScottHelmers(MicrosoftPress,2013).
StorediagramsinSharePoint
Tip
ThediagramusedinthistopicwascreatedbyusingtheBusinessProcessModelandNotation(BPMN)2.0templatethatispackagedwithVisioProfessional2016.FormoreinformationaboutBPMN,refertoChapter4,“Createbusinessprocessdiagrams.”
Asnotedintheprecedingtopic,Visio2016filescanbesaveddirectlytoaSharePointserver.Visio2016makesthiseasytodobyincludingSharePointserversontheSaveAspageoftheBackstageview,asshowninFigure15-1.YoucansavedirectlytoarecentlyusedfolderorbrowsetolocateadifferentfolderonanypreviouslyconfiguredSharePointserver.
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Figure15-1YoucansavedirectlytofoldersonSharePointservers
YoucanalsosavetoaSharePointsitethatisn’tlistedbyusingeitheroftwotechniques:
YoucanmakeanadhocselectionbyclickingtheBrowsebuttonandthenlocatingtheserveryouwant.
YoucanaddaservertotheSaveAsmenubyclickingtheAddAPlacebutton.
Tip
OftentheeasiestwaytoselectthefolderyouwantonthecorrectSharePointsiteistonavigatetoitfirstinyourwebbrowser.Afterlocatingthecorrectfolder,copyandpasteitsURLintotheaddressbaratthetopoftheSaveAsdialogbox.
Tip
VisioServicesoperatesthesamewayonbothin-houseSharePointserversandOffice365SharePointservers.
Regardlessofwhichtechniqueyouusetoselectaserver,theSaveAsdialogbox,showninFigure15-2,openssoyoucancompletetheaction.
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Figure15-2TheSaveAsdialogboxcandisplaycontentsofeitherlocalfoldersorfoldersonSharePoint
TheSaveAsdialogboxincludesanOptionsbuttoninthelowersectionthatyoucanusetorefinehowyourdocumentissaved.ClickingtheOptionsbuttondisplaysthePublishSettingsdialogboxshowninFigure15-3.
Figure15-3YoucancontrolwhichpagesordatarefreshoptionsareavailableinthewebbrowserviewofaVisiodocument
InthePagesareaontheleft,youcanselectasubsetofthediagram’spagesiftherearesomeyoudon’twanttoincludeinyourweb-publisheddrawing.
Ifyourdiagramislinkedtooneormoredatasources,youcanusetheDataSourcesareaontherighttoallowordisallowrefreshingfromspecificsources.
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SeeAlso
Forinformationaboutlinkingdiagramstodata,seeChapter10,“Linktoexternaldata.”
Important
NotethecommentatthetopofthePublishSettingsdialogbox:clearingthecheckboxforpagesordatasourcesinthisdialogboxeliminatesthemfromthebrowserviewofthedrawing.However,theunselectedpagesandsourcesarestillavailabletoanyonewhoopensthediagraminVisio.
TosaveadiagramtoSharePoint1.IntheBackstageview,clickSaveorSaveAs.
2.ClickthenameofanexistingSharePointsiteintheleftsideoftheSaveAspage,andthendoeitherofthefollowing:
•Clickafolderontherightside.
•ClicktheBrowsebutton.
Or
ClickBrowse.
3.IntheSaveAsdialogbox,navigatetotheSharePointsiteandfolderwhereyouwanttosavethefile,andthenenterafilename.
4.(Optional)ClickOptions,andtheninthePublishSettingsdialogbox,selectasubsetofpagesanddatasourcestomakeavailableintheweb-renderedviewofthediagram,andclickOK.
5.ClickSave.
ViewdiagramsbyusingawebbrowserWithyourdocumentsavedinVisioServicesonSharePoint,youcanclickthefilenameinanywebbrowsertoopentheVisioWebAccessviewshowninFigure15-4.NoticethatthisviewcanincludetheShapeInfopane.
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Figure15-4Thehigh-fidelityrenderingofaVisiodiagramthatisavailableviaawebbrowsercanincludeadditionalshapedetails
Ifyourdiagramislinkedtoadatasource,themessageshowninFigure15-5mightappearinyourbrowser.YoucanclicktheAllowRefreshbuttontoproceed.
Figure15-5VisioWebAccessnotifiesyouifadiagramislinkedtoadatasource
TheVisioWebAccesspaneprovidesbuttonsandcontrolsinbothuppercornersandinthelower-rightcornersoyoucanmanipulatetheviewedimageandopenotherviewingpanesortheVisioapplication.
ToviewadiagramstoredinSharePoint1.OpentheSharePointsiteinawebbrowser.
2.Navigatetothefolderthatcontainsthediagramyouwanttoview,andthenclickthefilename.
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Tozoominandout1.Doanyofthefollowingbyusingthecontrolsinthelower-rightcornerofthebrowserwindow:
•ClicktheZoomOut(-)orZoomIn(+)buttontodecreaseorincreasethezoomlevel.
•Usethezoomslider.
•Clickthedisplayedpercentageandenteranewpercentage.
•ClicktheZoomToFitPageToViewbuttontoviewtheentireVisiopageinthebrowserwindow.
Or
Rollthemousewheel.
Topanthediagram1.Clickanddraganywherewithintheviewingpane.
Toviewadifferentpage1.Intheupper-rightcorner,clickthearrownexttothecurrentpagename,andthenclickthenameofthepageyouwanttoview.
Toviewshapedata1.IftheShapeInfopaneisnotvisible,intheupper-leftcorner,clickShapeInfo.
2.Clicktheshapewhosedatayouwanttoview.
ToclosetheShapeInfopane1.Doeitherofthefollowing:
•ClickShapeInfo.
•ClicktheClosebutton(X)intheupper-rightcorneroftheShapeInfopane.
Toshoworhidethecommentspane1.Intheupper-leftcorner,clickComments.
ToopenthediagraminVisio1.Intheupper-leftcorner,clickOpeninVisio.
RefreshdiagramssavedinSharePointNowthatyoucansavediagramsinSharePoint,thenextstepistomakechangestothediagramoritslinkeddatasourcetodiscoverhowthataffectsthewebview.
Forexample,youcanapplydatagraphicstothediagramshowninFigure15-4,savethechanges,andrefreshtheVisioWebAccesspanetoproducetheviewshowninFigure15-6.
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Figure15-6Thewebviewdisplaystheresultsofacolor-by-valuedatagraphic
WhenyousavechangestoadiagramthatisstoredinSharePoint,VisiodisplaystwomessagesinthestatusbaratthebottomoftheVisiowindowwhilethesaveisinprogress.ThemessageintheupperhalfofFigure15-7appearsfirst,followedbythemessageinthelowerhalf.
Figure15-7Visiokeepsyouinformedaboutthesavestatusofyourdiagram
TheTheaterTicketingProcessdiagramislinkedtoanExcelworkbookthatisalsostoredinSharePointandhasthedatavaluesshowninFigure15-8.YoucancomparethedatavaluesinthisfiguretotheshapecolorsandlegendinFigure15-6.
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Figure15-8ExceldatadisplayedbyExcelOnline
Important
InorderforVisioServicestohaveaccesstodatainanExcelworkbook,theworkbookmustbestoredinSharePointpriortolinkingtoitfromyourVisiodrawing.
ChangingthevaluesfortheStatusfieldtothoseshowninFigure15-9,andthenrefreshingthebrowserviewoftheVisiodiagramresultsintheviewshowninFigure15-10.
Figure15-9Updatedprocessstatusdata
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Figure15-10Thecolor-by-valuedatagraphicinthewebviewofaVisiodiagramreflectschangesinthelinkeddata
Tip
TherefreshintervalfordataanddiagramsstoredinSharePointismanagedbySharePointadministrators.Ifyouusein-houseservers,diagramrefreshmighthappenimmediatelyorafterashortinterval.IfyouuseSharePointOnlineinOffice365,refreshmightbeimmediate,butevenifyouneverclicktherefreshbutton,thediagramwillupdateinamaximumoffiveminutes.
Diagramrefreshisnotlimitedtoupdatingdatagraphics.Forexample,thesecondpageoftheticketingdiagramconsistsofthefulfillmentprocessshowninFigure15-11.
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Figure15-11ThePrintAndFulfillpageoftheTheaterTicketingProcess
YoumightdecidetochangethelookofthepageandupdatetheprocesstoaccommodateeTickets.Todoso,youopenthediagraminVisioandperformthefollowingactions:
AddaneTickets?decisionshapewithtwooutcomepaths.
Shiftexistingshapestotherighttoaccommodatethenewshape.
Applyanewborderstyle.
Changethetextontheexistingdecisiondiamond.
Savethechanges.
Afteryourefreshthediagram,thebrowserviewisupdatedautomaticallyandmightlooklikeFigure15-12.
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Figure15-12AshapehasbeenaddedtothePrintAndFulfillpage
TheexampleinthistopicusesadiagramlinkedtoanExcelworkbook,butrememberthatyourVisiodiagramcanbelinkedtoavarietyofdatasourcesandeventomultipledatasourcesatonce.
Pictureamoreelaboratescenarioinwhich:
Aweb-rendereddiagramislinkedtoseveraldatasources.
Somedatasourcesareupdatedbypeople,butsomeareupdatedbyITsystems.
Variousdatagraphicsareattachedtotheshapesandchangecolor,size,shape,ortextlabelsastheunderlyingdatachanges.
Youcancreatepowerfuldashboardsandvisualrenderingsofday-to-dayoperationsinanyorganizationbyusingVisioandSharePoint.Bestofall,youalreadyknoweverythingthatisrequiredtomakeitwork:youcancreateadiagram,linkittodata,adddatagraphics,saveitinSharePoint,andautomaticallyormanuallyrefreshitwhenthedatachanges.
SeeAlso
Forinformationaboutcreatingandusingdatagraphics,seeChapter9,“Visualizeyourdata.”Forinformationaboutcreatingandlinkingtodata,seeChapter10,“Linktoexternaldata.”
Asafinalnote,youcancreateevenmoresophisticatedviewsinSharePointbyusingWebPartpages.Inthisscenario,eachWebPartcancontaindifferentitems.Forexample,oneormoreWebPartsmightcontainVisiodiagrams,whileotherWebPartsdisplaysupportingdatathatmightresideinExcel,aSharePointlist,oranotherdatasource.It’salsopossibletolinkWebPartstoeachothersothatanactioninoneWebPartupdatesthe
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viewinoneormoreoftheotherWebPartsonthepage.
AlthoughbuildingWebPartpagesisoutsidethescopeofthisbook,resourcesareavailableonline,includingthesetwo:
“VisioServicesinSharePoint2013”atmsdn.microsoft.com/en-us/library/office/jj164027.aspx
“ConnectaVisioWebdrawingtoanotherWebpart”atsupport.office.com/en-us/article/Connect-a-Visio-Web-drawing-to-another-Web-part-D04356A5-0E1E-46E3-9EF6-814D8CB554BF
Important
BothofthearticlescitedapplytoVisio2013andSharePoint2013.Atthetimeofthiswriting,comparableresourcesforthe2016versionsarenotyetavailable,buttheymightbebythetimeyouarereadingthis.
Torefreshthediagramview1.Doeitherofthefollowing:
•Intheupper-leftcorneroftheVisioWebAccesspane,clickRefresh.
•Waituntiltheupdateintervalforyourdiagramexpires.
CollaborateondiagramsThecollaborationcapabilitiesinVisio2016taketwoprincipalforms:commentingandcoauthoring.BothcapabilitiesrecognizethegrowingimportanceofcollaborationamonggeographicallydispersedworkersandareimplementedbyusingVisioServices,eitherviaSharePointwithinanenterpriseorSharePointOnlinethroughanOffice365subscription.CoauthoringcapabilitiesarealsosupportedwhenadiagramisstoredinOneDrive.
The“Commentondiagrams”topicthatfollowsexploresascenarioinwhichtwopeoplereadandwritecommentsinaVisiodrawing,eventhoughoneofthemdoesnotuseVisio.
The“Coauthordiagrams”topiclaterinthischapterexaminesthesimultaneouseditingcapabilitiesofVisio.
BothtopicsusethediagramshowninFigure15-13,whichwascreatedfromtheBrainstormingDiagramtemplatethatislocatedintheBusinesstemplatecategory.
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Figure15-13AbrainstormingdiagramsummarizingthecommentingandcoauthoringfeaturesofVisio2016
Tip
ThecontentofthediagramusedintheremainderofthischapterisaconvenientsummaryofthecollaborationcapabilitiesofVisio2016.
CommentondiagramsCommentinginVisio2016isflexibleandincludesthefollowingfeatures:
YoucanreadandwritecommentsfromeithertheVisioclientorawebbrowser;thelatterrequiresstoringtheVisiodiagramonaSharePointserverorinSharePointOnlineinOffice365.
Youcanattachcommentstoshapesandtothedrawingpage.
Acommentindicatorappearsintheupperrightofashapeortheupperleftofapagethatcontainsacomment.
Whenyoumoveorcopyandpasteashapecontainingacomment,thecommenttravelswiththeshape.
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YoucanviewallcommentsatoncebyopeningtheCommentspane.
SeeAlso
Foradditionalinformationaboutcomments,seeChapter3,“Managetext,shapes,andpages.”
Figure15-13isafull-pageviewofabrainstormingdiagramthatcontainstwocommentballoons,oneintheupper-leftcornerthatisattachedtothepage,andonenearthecenterthatisattachedtothebrainstormingshapelabeledCommenting.
Inthescenarioforthistopic,twopeoplearecollaboratingonthediagram.ScottHelmersisusingVisio2016onhiscomputer,andRebeccaLaszloisusingInternetExploreronhercomputer.
WhenScottclicksacommentindicator,Visioopensthecommentonthedrawingpage,asshowninFigure15-14.
Figure15-14ClickingacommentballooninVisiodisplaysthetextofthecomment
Figure15-15wascapturedonRebecca’scomputer.WhensheusesInternetExplorertoopentheVisiodiagram,itappearsintheVisioWebAccesspane.Then,whensheclickstheCommentsbuttonintheupperleft,sheseesScott’scomments.
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Figure15-15CommentsdisplayedinthewebviewofaVisiodiagram
Tip
ThedefaultviewintheVisioWebAccesspanehidescommentindicatorsunlesstheCommentspaneisopen.However,thedefaultpresentationforcommentsinVisioistheopposite:commentballoonsarevisibleregardlessofthestateoftheCommentspane.
InFigure15-15,Rebeccaclickedthecommentballoonattachedtotheupper-leftcornerofthepage.Consequently,boththecommentballoonandtheframearoundthecorrespondingcommentintheCommentspaneareblue.
RebeccarespondstoScott’scommentsbyenteringtextintheReplyboxbeneatheachcomment.
Tip
Whenyouenteracommentviaawebbrowser,anexplicitsaveisnotrequired.WhenyouclickanywhereoutsidetheReplybox,Visioimmediatelysavesthechangestothediagram.
Meanwhile,backinVisioonScott’sPC,henoticesthatthetextUpdatesAvailablehasappearedinthelower-rightsectionofthestatusbar,asshowninFigure15-16.
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Figure15-16AnotificationappearsontheVisiostatusbarwhendiagramupdatesareavailablefromtheSharePointserver
ScottclicksthewordsUpdatesAvailable,andVisioappliesthechangestohisviewofthediagram.WhenScottopenstheCommentspane,bothofRebecca’srepliesarevisible,asshowninFigure15-17.
Figure15-17TheCommentspaneinVisioshowsthreadedcomments
Attheconclusionofthiscommentingscenario,thediagramcontainsonlyfourcomments.Inadiagramthatincludesalargenumberofcomments,youcannavigatethroughthecommentsbyusingthePreviousandNextbuttonsatthetopoftheCommentspane(shownontheleftinFigure15-18).Youcanalsoselectsubsetsofcommentsbasedonlocation,timing,author,andwhetherthecommentsinthediagramareexpandedorcollapsed,byusingtheFilterBylist(shownontherightinFigure15-18).
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Figure15-18Commentpaneviewingcontrols
TheVisiocommentingfeaturemakesiteasytoconnectinotherwayswithanotherpersonwhohasenteredcomments.Ifyoupointtothecommenter’snameorphotograph,eitherintheCommentspaneorinacommentdisplayedonthedrawingpage,aminicontactcarddisplaysthecontact’sphotoanduptofourwaystoconnect.TheminicontactcardissimilartotheoneshowninFigure15-24inthetopicthatfollowsthisone.
Theconnectionoptionsincludetelephone,video,email,andlivechatifbothpartiesareonlineatthesametime.Clickingthearrowinthelower-rightcorneroftheScreenTipopensacontactcardforthisperson.
ThespecificcommunicationoptionsthatappearontheScreenTip,andwhichdetailsappearonthefull-sizedcontactcard,dependontheuser’ssoftware,connectivity,andprivacysettings.Generally,ifbothusersrunSkypeforBusinessandarewithinthesameorganization,allfouroptionsshouldbeavailable.
ToshoworhidetheCommentspaneintheVisioclient1.OntheReviewtab,intheCommentsgroup,clicktheCommentsbutton.
ToshoworhidetheCommentspaneinawebbrowser1.IntheupperleftoftheVisioWebAccesspane,clickComments.
ToaddacommentintheVisioclient1.Right-clickashapeorablankplaceonthepage,andthenclickAddComment.
Or
1.Clickashapeorablankplaceonthepage.
2.Doeitherofthefollowing:
•OntheReviewtab,intheCommentsgroup,clicktheNewCommentbutton.
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•OpentheCommentspane,andthenclickNewComment.
Toaddacommentinawebbrowser1.OpentheCommentspane.
2.Clickashapeorablankplaceonthepage,andthenintheCommentspane,clickNew.
TofilterthecommentsintheCommentspaneintheVisioclient1.IntheCommentspane,clicktheFilterbyarrow,andthenclickthefiltertypethatyouwant.
ToshoworhidecommentindicatorsintheVisioclient1.OntheReviewtab,intheCommentsgroup,clicktheCommentsarrow,andthenclickRevealTags.
ToapplydiagramupdatesintheVisioclient1.Onthestatusbar,clickUpdatesAvailable.
Toapplydiagramupdatesinawebbrowser1.IntheupperleftoftheVisioWebAccesspane,clickRefresh.
ToviewacommentintheVisioclientorwebbrowser1.Clickthecommentindicator.
ToeditacommentintheVisioclientorwebbrowser1.Clickthetextofthecomment,enterchanges,andthenclickoutsidethetextofthecomment.
ToreplytoacommentintheVisioclientorwebbrowser1.ClicktheReplyboxbeneaththecommenttowhichyouwanttorespond.
TodeleteacommentorareplyintheVisioclientorwebbrowser1.ClicktheClosebutton(X)inthecornerofthecommentorreply.
CoauthordiagramsCoauthoringinVisio2016meansthatmultiplepeoplecaneditthesamediagramsimultaneouslywhenthediagramisstoredonOneDrive,SharePoint,orSharePointOnline.Nothingelseisrequiredotherthanopeningthedrawing—coauthoringisautomatic.
IntheVisio2016implementation,shapesandpagesarenotlockedduringacoauthoringsession.TheassumptionisthattherearesomanypossiblethingstochangeinaVisiodiagramthatit’sunlikelytwopeoplewillbechangingexactlythesamethingatthesametime.Ontherareoccasionthatdoesoccur,thelastchangewins.
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Topreventpossibleconflictsandtohelpeveryoneworkingonadiagramunderstandwhatishappening,Visioprovidesseveralmarkersintheupper-rightcornerofashapeduringcoauthoringsessions.Themarkersindicatewhenanotheruseriseditingsomeaspectofashape(theleftimageinFigure15-19),whenchangestoashapehavebeensynchronizedamongauthors(center),andwhenanotherauthorhasdeletedashape(right).
Figure15-19CoauthoringindicatorsappearontheupperrightofaVisioshape
Tip
ClickingthechangeindicatorsshownontheleftandrightinFigure15-19tellsyouwhichauthorismakingthatchange.
Important
Normally,ifonecoauthordeletesashapeandthensaveschanges,theshapewilldisappearfromotherauthors’diagramswhentheyapplyupdates.Thereisanimportantexception:theshapeisretainedandmarkedasshownontherightinFigure15-19ifoneofthecoauthorsmadewhatVisiodeterminestobesignificantchangestotheshape.Ifthatauthorthensavesthediagram,Visioreinstatestheshapeforallauthorsandaddsadifferentindicatoricon.
Itispossibleformorethanonemarkericontoappearatthesametime.Inaddition,undercertaincircumstances,VisiomightaddacommentliketheoneshowninFigure15-20.
Figure15-20Visiowarnsyouofpotentialoverlapconditions
ThestatuslineatthebottomoftheVisiowindowalsoshowsimportantcoauthoringinformation,suchasthefollowing:
Towardtheleftendofthestatusbar,aniconindicatesthatotherusersareeditingthediagramanddisplayshowmanyaredoingso.Pointingtoorclickingtheiconcanprovideadditionaldetails.
•Eachtimeanewcoauthoropensthediagram,heorsheisannouncedinatext
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balloon,asshowninFigure15-21.
Figure15-21Newcoauthorsareannouncedwhentheyopenadiagram
•Atanytimeaftertheannouncementboxhasdisappeared,pointingtotheiconpromptsyoutoclickfordetails,asshowninFigure15-22.
Figure15-22ScreenTiptextdescribeshowtoviewalistofcoauthors
•Clickingtheiconproducesalistofcoauthorswithgreenpresenceindicators,asshowninFigure15-23.
Figure15-23Photos,ifavailable,aredisplayedwiththenamesofcoauthors
Pointingtooneofthecoauthor’snamesproducestheshortformcontactcardshowninFigure15-24;thecardindicateshowthepersoncanbecontactedviaaseriesoficons.ThenumberofilluminatediconsdependsontheconnectivityavailablefortheauthorsandwhetherbothareusingSkypeforBusiness.
Figure15-24AminicontactcardforScottHelmers
Clickingthearrowinthelower-rightcorneryieldsafullcontactcardthatdisplaysasmuchinformationaboutthecoauthorasthatpersonhaschosentomakeavailable.
Towardtherightendofthestatusbar,youwillsometimesfindseveraltransientmessagesthatwereshownearlierinthischapterinFigure15-7andFigure15-16.
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Important
Unlikecommenting,coauthoringisnotpossibleviaawebbrowser.AllauthorsmustusetheVisioclient,viaeitheradesktopsoftwarelicenseoraVisioProforOffice365subscription.
Thecommentingscenariofromtheprecedingtopiccontinueshere;theopeningstateofthediagramisshowninFigure15-13earlierinthischapter.Afterexchangingcomments,ScottandRebeccadecidetoworktogetheroneditingpartofthediagram.
RebeccastartsVisioandopensthediagramfromtheSharePointsite.HerfirstactionistoaddtexttotheshapethatdescribestheroleofSharePointincoauthoring.Shewantstoclarifythatcoauthoringappliestocorporate(on-premises)SharePointinstallationsandtoSharePointOnline.Consequently,shemakesthechangeshowninFigure15-25.
Figure15-25Rebeccaeditedtextononeshape
InhiscopyofVisio,Scottreceivesthetextchangesalongwithanotificationmarkerthatisattachedtothealteredshape,asshowninFigure15-26.
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Figure15-26ScottseesevidenceofRebecca’schanges.
Meanwhile,RebeccadecidestodeletetheOneDriveshape.Whenshedoesso,Visioalsoremovesthearrowleadingtoit.BothchangesareshowninFigure15-27.
Figure15-27RebeccadeletedtheOneDriveshape
NotknowingyetthatRebeccaisdeletingashape,Scottdecideshelikesthechangeshe
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madetotheSharePointshape,andchoosestomakethefollowingedits:
Hetakesadvantageofabrainstormingtemplatefeaturetochangetheshapetypebyright-clickingtheshapeandselectingtheCloudsymbol.
HechangesthetextontheOneDriveshapetoOneDriveforBusiness.
HeincreasestheheightofboththeOneDriveforBusinessandtheSharePoint(Corporate)cloudshapes.
WhenRebeccasavesherchangesthatincluderemovingashape,Scottisnotifiedbytheshape-deletedsymbolsthatappearontheOneDriveForBusinessshapeandthearrowpointingtoit,asshowninFigure15-28.
Figure15-28Scottnoticesshapedeletedindicators
Scottimmediatelysaveshischanges,whichpreservestheshapeRebeccadeleted.Inaddition,thenexttimeRebeccaappliesupdatestoherdiagram,theOneDriveforBusinessshapewillreappear.
Important
IfScotthadnotpreviouslymadechangestothesameshapeRebeccadeleted,theshapewouldhavebeendeletedfromhisdiagramalso.
Finally,whenbothScottandRebeccahavesavedchanges,thediagramappearsinfinalform,asshowninFigure15-29.
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Figure15-29Thefinal,jointlyediteddocument
Tobegincoauthoring1.OpenadiagramlocatedineitherOneDriveforBusinessorSharePoint.
Todeterminewhoelseiseditingthesamediagram1.ClicktheAuthorseditingthisdocumentindicatorontheVisiostatusbartorevealalistofallcoauthors.
Tofindcontactinformationforacoauthor1.Clickthenameofthecoauthorafteropeningthelistofcoauthors.
Toapplyupdatesmadebyacoauthor1.ClicktheUpdatesRequiredbuttonontherightsideoftheVisiostatusbar.
SkillsreviewInthischapter,youlearnedhowto:
UnderstandVisioServicesinSharePoint
StorediagramsinSharePoint
Viewdiagramsbyusingawebbrowser
RefreshdiagramssavedinSharePoint
Collaborateondiagrams
Commentondiagrams
Coauthordiagrams
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Practicetasks
Nopracticefilesarenecessarytocompletethepracticetasksinthischapter.
Important
ThetasksforalltopicsinthischapterrequireaccesstoVisioServicesonaSharePoint2016server.VisioServicesareavailablewithaSharePointServer2016EnterpriseClientAccessLicense(ECAL)orbyusingSharePointOnlineinOffice365.
UnderstandVisioServicesinSharePointTherearenopracticetasksforthistopic.
StorediagramsinSharePointStartVisio,andthenperformthefollowingtasks:
1.Doeitherofthefollowing:
•CreateadiagrambyusinganyoftheVisio2016templates.
•OpenanexistingVisio2016diagram.
2.SavethediagramtoSharePoint.
Or
1.CopyaVisiodiagramtoafolderonaSharePointsite.
ViewdiagramsbyusingawebbrowserStartawebbrowser,andthenperformthefollowingtasks:
1.ClickthenameofaVisiodiagramlocatedinaSharePointsite.
2.Zoominandoutonthediagram.
3.Pantheviewingareaofthediagram.
4.Ifthediagramhasmultiplepages,viewadifferentpage.
5.OpentheShapeInfopaneandviewdataforoneormoreshapes.
6.ClosetheShapeInfopane.
7.OpentheCommentspane.
8.OpenthediagraminVisio.
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RefreshdiagramssavedinSharePointStartawebbrowser,andthenperformthefollowingtasks:
1.ViewaVisiodiagramthatisstoredonSharePointandislinkedtodata.
2.Makechangestodatavaluesinthedatasource.
3.Makechangestotheshapesononeormorepagesinthediagram.
4.Refreshthebrowserview.
CollaborateondiagramsTherearenopracticetasksforthistopic.
CommentondiagramsStartVisio,andthenperformthefollowingtasks:
1.Doeitherofthefollowing:
•OpenanexistingVisio2016diagramthatisstoredinSharePoint.
•EithercreateadiagrambyusinganyoftheVisio2016templatesoropenanexistingVisio2016diagram,andthensavethediagramtoSharePoint.
2.Haveacolleagueviewthesamediagraminawebbrowser,andthenopentheCommentspane.
3.EnterseveralcommentsbyusingVisio.
4.Enterseveralcommentsbyusingthewebbrowser.
5.Replytotheotherperson’scomments.
6.Deleteacomment.
CoauthordiagramsStartVisio,andthenperformthefollowingtasks:
1.Doeitherofthefollowing:
•OpenanexistingVisio2016diagramthatisstoredinSharePoint.
•EithercreateadiagrambyusinganyoftheVisio2016templatesoropenanexistingVisio2016diagram,andthensavethediagramtoSharePoint.
2.HaveacolleagueopenthesamediagraminVisio.
3.Determinethenameofthecolleaguewhoiscoauthoringwithyou.
4.Locatecontactinformationforyourcolleague.
5.Makechangestothediagramandhaveyourcolleaguedothesame,andthensavechanges.
6.Applyupdatesmadebyyourcolleague.
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AppendixA.Lookbehindthecurtain
Visio2016servestwodistinctcommunitiesthatsometimesoverlap.Ononehand,therearepeoplewhocreatediagramsbyusingjustthetoolsinthestandarduserinterface.Thediagramstheycreatemightbesimpleorsophisticated,butthisgroupofpeoplecompletestheirdiagramswithoutneedingtolook“behindthecurtain.”ThesecondgroupofpeoplelovestopushVisiobeyonditsoff-the-shelfcapabilitiesbyexploringandmodifyingtheShapeSheetorbywritingcodetodrivethebehaviorofVisio.
ThepurposeofthisappendixisnottoturnmembersofthefirstgroupintocodersandShapeSheetdevelopers.However,youcanaccomplishsomuchmorewithVisioifyouhavejustalittlebitofextraknowledge.Consequently,thegoalforthisappendixistoequipyouwithafewextratips,techniques,andtoolssoyoucancustomizeVisioandcreateevenmoreinteresting,attractive,andfunctionaldiagrams.
CustomizetheVisiouserinterfaceVisio2016employsthefamiliarandeasilycustomizableribbonandQuickAccessToolbaruserinterface.
CustomizetheribbonYoucanalterthebuilt-intabsontheribbonbyaddingorremovingbuttons(althoughnotallbuttonscanberemoved).Youcanalsodesignyourowntabstoholdyourmostfrequentlyusedbuttons.
YoubeginbyopeningtheVisioOptionsdialogbox,whichyoucandoineitheroftwoways:
Right-clickanunusedareaoftheribbon,andthenclickCustomizeTheRibbon.
ClicktheFiletabtodisplaytheBackstageview,clickOptions,andthenclickCustomizeRibbon.
TheleftsideoftheVisioOptionsdialogboxpresentsallpossibleVisiocommandsandfunctions,organizedintoeightgroupsinthelistnamedChooseCommandsFrom.OneofthegroupsisAllCommands,andasthenamesuggests,itprovidesafulllistofallpossibleVisiocommands,includingthosethatarenotconfiguredtoappearontheribbon.
Ifyoupointtoanycommandinthissection,aScreenTipindicatesitslocationontheribbon.Forexample,thepointerinFigureA-1isrestingonAutomaticResize,acommandthatisontheFormattabintheContainerToolstabgroup.Ifyoupointtoacommandthatisnotontheribbon,theScreenTipbeginswiththewordsCommandsNotInTheRibbon.
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FigureA-1CreatingacustomtabontheVisioribbon
TherightsideoftheVisioOptionsdialogboxcontrolsthesequenceandnamesoftabs,groups,andbuttons.Eachtabandgroupcanbeexpandedorcollapsedbyclickingtheplusorminussigninfrontofthename.Inaddition,tabscanbeincludedorexcludedfromtheribbonbyselectingorclearingtheappropriatecheckbox.
Tocreateyourowntab,clicktheNewTabbuttonlocatedinthelower-rightsideofthedialogbox,andthenaddandarrangebuttonsfromthoseavailableontheleft.YoucancreategroupsbyclickingtheNewGroupbutton,andthenrenametabsorgroupsbyclickingtheRenamebutton.Finally,youcanchangethepositionofyournewtabrelativetotheothertabsontheribbonbyusingtheMoveUpandMoveDownarrowslocatedontherightsideoftheMainTabsarea.
Tip
YoucanrestoretheQuickAccessToolbarandtheribbontoacleanstartingstatebyclickingtheResetbuttonthatislocatedinthelower-rightcorneroftheVisioOptionsdialogbox.
FigureA-1showsthesettingsforatabnamedMyTabtowhichseveralbuttonshavebeenaddedinagroupnamedMyFavoriteButtons.
BecauseitislocatedbelowtheDeveloperentryontherightinFigureA-1,thenewtabispositionedtotherightoftheDevelopertab,asshowninFigureA-2.
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FigureA-2Atabwithuser-selectedbuttons
Ifyoucreateacombinationoftabsandbuttonsthatyoulikeandwanttousethemonanothercomputerorsharethemwithcolleagues,usetheImportandExportbuttonsinthelower-rightcornerofthedialogboxinFigureA-1.
SeeAlso
Formoreinformationaboutcustomizingribbontabs,gotooffice.microsoft.com/en-ca/visio-help/customize-the-ribbon-HA010355697.aspx.
CustomizetheQuickAccessToolbarTheQuickAccessToolbarresidesintheupper-leftcorneroftheVisiowindowandprovideseasyaccesstocommonlyusedfunctions.Visioprovidesadefaultsetofbuttons,butyoucanaddbuttons.Onetechniqueistoright-clickanybuttonontheribbon,suchastheNewCommentbuttonshowninFigureA-3,andthenclickAddToQuickAccessToolbar.TheresultofaddingtheNewCommentbuttonisvisibleinFigureA-4.
FigureA-3CustomizingtheQuickAccessToolbar
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FigureA-4SelectanyoptionsonthismenutoaddthemtotheQuickAccessToolbar
ThepointerinFigureA-4isrestingonthearrowattherightendoftheQuickAccessToolbarthatprovidesalistofcommonfunctionsyoucanaddtoorremovefromthetoolbarwithaclick.Ifyouwanttoaddbuttonsthatarenotontheshortcutmenu,clickMoreCommandstodisplaytheQuickAccessToolbarpageoftheVisioOptionsdialogbox.YoucanusetheQuickAccessToolbarpagetoadd,remove,orrearrangetoolbarbuttons,justasdescribedfortheribbonintheprecedingsection.(YoucanalsodisplaythetoolbarconfigurationpagebyclickingOptionsintheBackstageview,andthen,intheVisioOptionsdialogbox,clickingQuickAccessToolbar.)
FigureA-5showsoneconvenientcombinationoffileandwindowmanagementfunctionsthatyoucanaddtotheQuickAccessToolbar.Itincludes,fromlefttoright,Open,OpenRecentFile,Save,SaveAs,PublishAsPDFOrXPS,Undo,Redo,SwitchWindows,andTouch/MouseMode.
FigureA-5AhighlycustomizedQuickAccessToolbar
AlthoughtheQuickAccessToolbarusuallyshowsfileandwindowmanagementfunctions,don’trestrictyourthinkingtothosecategories.Doyouuseacertainfillcolorregularly?DoyoufrequentlyopenandclosetheShapeDatawindow?DoyoufrequentlyusetheCheckDiagrambutton?YoucanaddthoseandalmostanyotherbuttontotheQuickAccessToolbar.
CreatecustomshapesandstencilsSeveralchaptersinthisbookdescribetechniquesforcreatingandalteringVisioshapes.Whenyoucreateshapesyouwouldliketoreuse,youcandragthemintoanyopenstencil.
Youcanalsocreateacustomstencil:intheShapeswindow,clickMoreShapes,andthenclickeitherNewStencil(USUnits)orNewStencil(Metric).AnewstencilheaderappearsintheShapeswindowanddisplaysaredasteriskontherightendtoindicatethatthe
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stencilisopen,asshowninFigureA-6.
FigureA-6Auser-createdstencilisopenintheShapeswindow
LikeallVisio2016stencils,thenewstencilisdividedintotwopartsbyahorizontalgrayline.InFigureA-6,thelineisvisiblebelowthewordsDropQuickShapeshere.Ifyoupositionamastersoitisoneofthefirstfourabovethegrayline,itwillappearontheQuickShapesmenu.Ifyoupositionitbelowtheline,itwillbeinthestencilbutwillnotbeoneoftheQuickShapes.
Whenyoudragashapeintoanopenstencil,VisioassignsapreviewimageandanameintheformofMaster.n,wherenisaninteger.Inaddition,theredasteriskchangestoadisketteicon,indicatingthatthestencilcontainsatleastoneunsavedchange.
Atthispoint,youcandragyournewmasterontothedrawingpagetocreateashape.Ifyouwanttomakethemastermoreusefulinthefuture,youcangiveitamoremeaningfulnamebyusingoneofthefollowingtechniques:
Right-clickthenewmaster,andthenclickRenameMaster.
Double-clickthecurrentmastername(donotdouble-clicktheicon).
Selectthemaster,andthenpressF2.
Regardlessofwhichtechniqueyouuse,enteraname,andthenpressEnter.
Important
Ifyouwanttocreatenewmastersfromseveralshapes,youmustdragtheshapesintothestenciloneatatime.Ifyoudragmultipleshapesintothestencilatthesametime,Visiowillgrouptheshapesandcreateasinglemaster.
Tosaveyourstencil,right-clickthestencilheader,andthenclickSave.Bydefault,theSaveAsdialogboxopenstoaspecialfoldernamedMyStencilsthatislocatedinyourWindowsDocumentsfolder.WhenyouenteranameandclickSave,yournewstencilnameappearsonthestencilheader.
ThenewstencilisavailableforuseinanyVisiodiagram.Toopenit,pointtoMore
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Shapes,andthenpointtoMyShapes.Amenucontainingalistofanystencilsyou’vesavedintheMyShapesfolderappears.AsshowninFigureA-7,threestencilsandafoldernamedCustomNetworkShapescontainadditionalstencils.AsistrueforthestencilsthatcomewithVisio,youcanclickastencilnametoopenitintheShapeswindow.
FigureA-7CustomstencilsareeasilyaccessedwhenstoredintheMyShapesfolder
SeeAlso
Tolearnmoreabouttheinteractionsamongstencils,masters,andshapes,referto“VisioStencils,MastersandShapes:Howaretheyrelated?”writtenbyScottA.HelmersandpublishedbyExpertsExchangeatrdsrc.us/VXpJrB.
RunindevelopermodeWhenyoudecidetostepbeyondtheranksofordinaryVisiousers,oneofthefirstthingsyoushoulddoisrunVisioindevelopermode.Don’tletthenamefrightenyou—therearenoprogrammingorhardcoretechnicalrequirementsforrunningVisiointhismode.
Theprimaryadvantageofdevelopermodeiseasyaccesstoseveralusefulfeatures.Indevelopermode,youcanperformthefollowingfunctions:
CreateandrunmacrostoautomateVisiofunctions.
Manageadd-inprograms.
AddcustomcontrolstoVisioshapes.
Designnewshapesandalterthelookandbehaviorofexistingshapes.
Createnewstencils.
View“behindthescenes”partsofVisiodocuments,mostnotably,theShapeSheet.
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SeeAlso
FormoreinformationabouttheShapeSheet,see“ViewandmodifytheShapeSheet”laterinthisappendix.
OpenandclosetheDrawingExplorerpane.YoucanusetheDrawingExplorertonavigatetoandexaminemanydiagramcomponents,includingpages,shapes,masters,themes,anddatagraphics.
TheDevelopertabisalwaysavailableinVisiobutisinactivebydefault.Toactivatedevelopermode,clickOptionsintheBackstageview.ThenontheleftsideoftheVisioOptionsdialogbox,clickCustomizeRibbon.Ontherightsideofthedialogbox,selecttheDevelopercheckbox,asshowninFigureA-8.
FigureA-8ActivatingtheDevelopertabintheVisioOptionsdialogbox
Afteryouactivatedevelopermode,themostobviousdifferenceistheappearanceoftheDevelopertabontheribbon,asshowninFigureA-9.
FigureA-9TheDevelopertabontheribbon
DevelopermodealsoaddstheShowShapeSheetentrytotheshortcutmenuforevery
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Visioobject,asshowninFigureA-10.
FigureA-10Indevelopermode,theshortcutmenuforashapeincludesalinktoopentheShapeSheet
Tip
ThereisnodownsidetorunningVisioindevelopermode,evenifyoudon’tregularlyusethefeaturesitprovides.
SeeAlso
Formoreinformationaboutrunningindevelopermode,gotowww.visguy.com/2015/06/19/how-to-show-the-developer-ribbon-tab-and-why.
ControlshapepropertiesandbehaviorTheShapeDesigngroupontheDevelopertabincludesthreebuttonsyoucanusetoviewandsetselectedshapeproperties:
ShapeNameThisbuttondisplaysadialogboxinwhichyoucanviewkeyshapeattributessuchasthenameoftheshapeandthenameofthemasterfromwhichitwasderived.
BehaviorYoucanusethedialogboxthatopenswhenyouclickthisbuttontoadjustpropertiesofbothshapesandgroups.ExamplesofthesettingsincludeResizeBehavior,GroupBehavior,Double-Clickbehavior,andshaperoutingandplacement.
ProtectionYoucanusethedialogboxthatopenswhenyouclickthisbuttontolockalmost20shapeattributes,includingWidth,Height,XPosition,YPosition,andText.Youcanalsopreventashapefrombeingdeletedorformatted.
ViewandmodifytheShapeSheet
Important
YoumustberunningVisioindevelopermodetoaccesstheShapeSheet.
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ThefollowingthreeelementscombinetogiveVisioitspowerandversatility:
VisioengineThisisthepreprogrammedheartofVisio.
Add-inprogramsThesetypicallyextendVisiobyprovidingfeaturesthattheVisioenginedoesnot.TheyarecreatedbyMicrosoft,othersoftwarecompanies,orindividuals.
ShapeSheetThisisaspreadsheet-likedatastorethatexistsbehindeveryobjectinVisio.Everytwo-dimensionalshape,everyline,everycontainer,everypage,andeventhedocumentitself,hasaShapeSheet.ThevaluesandformulasintheShapeSheet,inconjunctionwiththeVisioengineandadd-incode,controleveryaspectoftheappearanceandbehaviorofVisioobjects.
Tip
Forthetechnicallyinclined,youmightprefertothinkoftheShapeSheetasawindowintopartsoftheVisioobjectmodel.
ToviewtheShapeSheetforanyshapeonthedrawingpage,selecttheshape,andthenontheDevelopertab,intheShapeDesigngroup,clicktheShowShapeSheetbutton.ToviewtheShapeSheetforthepageorthedocument,clicktheShowShapeSheetarrow(notthebutton)andchooseamenuentry.
ThereisaquickalternativemethodforopeningtheShapeSheetforeachofthethreeprimarytypesofVisioobjects:
ShapeRight-clicktheshape,andthenclickShowShapeSheet.
PageRight-clickthepagebackground,andthenclickShowShapeSheet.
DocumentRight-clickthepagebackground,holddowntheShiftkey,andthenclickShowShapeSheet.
ThecellsintheShapeSheetareorganizedintosectionsandeachsectionhasaspecificformat.InFigureA-11,somesectionsareopenandvisible,suchasShapeTransform,andsomeareclosed,suchasProtection.Youcanopenorcloseanysectionbyclickingthebluesectionheader.
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FigureA-11TheDesigntooltabprovidesShapeSheet-specificfunctionswhenevertheShapeSheetisopen
TheShapeDatasection,notshowninthisfigure,isthehomefortheattributesandvaluesforallshapedatafields.VisiodevelopersoftenstoredatathereinadditiontotheUser-DefinedCellssection,theheaderofwhichisvisibleinFigureA-11.
YoucanuseShapeSheetcellsfortwopurposes:toobservethecurrentattributesofaVisioobjectortochangetheobject’sappearanceorbehavior.YoudothelatterbyenteringeitheraconstantoraformulaintoaShapeSheetcell.ExamplesofbothappearinFigureA-11,whichshowspartofaShapeSheetforarectangularshape.
TheWidthcellintheShapeTransformsectionfortherectanglehasavalueofoneinch,sotheshapeonthepageisexactlyoneinchwide.Ifyoudrageithertheleftorrightresizehandleontheshape,thevalueintheWidthcellwillchangetoreflectthenewwidth.Conversely,ifyouenteradifferentvalueintotheWidthcell,theshapeonthepagewillreactaccordingly.
IncontrasttothatcellistheformulaWidth*2intheHeightcell.Thisformulaensuresthattheheightoftherectanglewillalwaysbetwotimesitswidth.IfyouchangethewidthoftheshapebydraggingaresizehandleorbyenteringanewnumberintotheWidthcell,the
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heightoftheshapewilladjustautomatically.
JustasmanuallychangingthewidthoftherectangleoverwritesthevalueintheWidthcell,thesameistruefortheformulaintheHeightcell.Ifyoudragtheresizehandlestochangetheheightoftheshape,Width*2willbeoverwrittenbythenewheightvalue.
It’simportanttorecognizethattheramificationsofoverwritingaformulacanbemoresignificantthanoverwritingavalue—byoverwritingaformula,youarechangingthebehavioroftheshape.Inourexample,theheightoftherectanglewillnolongerchangeinresponsetochangesinthewidth.
Tip
OnewaytopreventaformulafrombeingoverwrittenisbyusingaShapeSheetfunctionnamedGUARD().InformationaboutShapeSheetfunctionsisintheSoftwareDeveloper’sKitthatiscitedinthelistattheendofthistopic.
Width*2isobviouslyasimpleformula.ManyVisioshapesemploymuchmorecomplexformulas.Inaddition,therearedozensofShapeSheetfunctionsthatcanbepartofaformulaandcantakeactionssuchasreadingdatafromothercellsinthisShapeSheet,readingdatafromtheShapeSheetsofotherobjectsinthedocument,performingsophisticatedcalculations,settingavaluebasedonan“if”condition,triggeringactionsinthedrawing,andrespondingtoevents.
TheformulaintheLineColorcellintheLineFormatsectionshowninFigureA-11providesanexample.TheTHEME()functionretrievesthedefaultlinecolorusedinthecurrentthemeandappliesittothelineonthisshape.Ifauserappliesadifferentthemetothediagram,thelinecolorforthisshapeautomaticallychangestothelinecolorinthenewtheme.
SeeAlso
ForinformationaboutVisiothemes,seeChapter6,“Addstyle,color,andthemes.”
Asasecondexample,lookattheformulaforLinePatternintheLineFormatsection.TheIF()functioninthatcellisinterpretedthisway:iftheheightoftheshapeislessthanorequalto2inches,setthelinearoundtheshapetopatternnumber1;iftheheightisgreaterthan2inches,setthelinepatternto4.TheresultsofthisformulaareapparentinthetwoshapesshowninFigureA-12,andareasfollows:
Fortherectangleontheleft,thewidthis1inch,whichmeanstheheightis2inches;asaresult,thelinepatternissetto1(asolidline).
Fortherectangleontheright,thewidthis1.25inches,sotheheightnowexceeds2inches,andthelinepatternhaschanged.
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FigureA-12ShapeappearancechangedasaresultofaShapeSheetformula
Tip
Ifyouwouldliketoexperimentwitharectangleconfiguredliketheonejustdescribed,opentheViewShapeSheetdiagramlocatedintheVisio2016SBS\AppApracticefilefolder.
Theprecedingexampleisasimpleone,butitshouldhelpyoutounderstandthecentralroleplayedbytheShapeSheet.ItshouldalsohelpyourealizethatonesectioninanappendixtoabooklikethiscanbarelyscratchthesurfaceoftheusesandfunctionsoftheShapeSheet.UsethefollowingreferencestocontinueyourexplorationoftheVisioShapeSheet:
UK-basedVisioMostValuableProfessional(MVP)JohnGoldsmithstartedhisVisioblogin2007withaconcise,nicelyorganizedtutorialontheShapeSheet,whichcanbefoundatvisualsignals.typepad.co.uk/vislog/2007/10/just-for-starte.html.BesuretocheckoutotherpostsonJohn’sblogforadditionalShapeSheet-relatedexamples.
TwootherVisioMVPsblogregularlyaboutabroadarrayoftopicsandfrequentlydescribeclevermanipulationsoftheShapeSheet:
•ChrisRoth,alsoknownasTheVisioGuy,atwww.visguy.com
•DavidParkeratblog.bvisual.net
TheaforementionedDavidParkerwroteabookondiagramvalidationthatiscitedinChapter14,“Validatediagrams.”Chapter3ofDavid’sbookisavailableatmsdn.microsoft.com/en-us/library/gg144579.aspx;thefirstthirdofthechapterisanexcellentShapeSheetoverview.
TheultimatereferencefortheShapeSheetiscontainedintheVisioSoftwareDevelopmentKit(SDK).Asofthiswriting,the2016SDKisnotavailable,butthe2013versionisstillvalid.Youcanviewitatmsdn.microsoft.com/en-us/library/ff768297.aspxordownloaditfromwww.microsoft.com/en-us/download/details.aspx?id=36825.
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RecordandrunmacrosAswithmostoftheprogramsintheMicrosoftOfficesuite,youcanrecordandrunmacrosinVisio.Amacroisastoredsetofinstructions.Macrosareagreatwaytoperformrepetitiveactions:yourecordasetofactionsonceandcanreplayitasmanytimesasyou’dlike.Tostartrecordingamacro,clicktheMacrobuttonthatislocatedtotherightoftheLanguagesectionoftheVisiostatusbar.ThebuttonisshownontheleftinFigureA-13.
FigureA-13Theappearanceofthemacrobuttonchangeswhenamacroisrunning
IntheRecordMacrodialogboxthatopens,clickOKtobeginrecording.Notethattheappearanceofthebuttonchangestoasquarestopbutton,asshownontherightinFigureA-13.Whenyoucompletethestepsyouwanttocapture,clickthesamebuttonagain.
Important
Themacrorecorderdoesnotrecordmousemovementsorspecifickeystrokes.Instead,itrecordstheinstructionsthatproducetheresultofyouractions.
Torunamacrothatyou’verecorded,ontheViewtab,intheMacrosgroup,clicktheMacrobutton.SelecttheappropriatemacrointheMacrosdialogbox,andthenclickRun.
Althoughyouarenotrequiredtobeindevelopermodetorecordandrunmacros,youcandoboththingsveryeasilybyusingbuttonsintheCodegroupontheDevelopertab.
SeeAlso
ForinformationabouttheDevelopertab,see“Runindevelopermode”earlierinthisappendix.
MacrosecurityinVisio
ThedefaultsecuritysettingformacrocodeisDisableAllMacrosWithNotification.ThismeansthatVisioopensanydiagramcontainingmacrosinprotectedmodeanddisplaysasecuritywarningbarabovethedrawingpage,asshowninFigureA-14.
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FigureA-14Visiodisplaysawarningwhenyouopenadiagramthatcontainsamacro
Ifyouignorethewarning,youwillbeabletoeditthedrawingbutnotrunmacros.IfyouclickEnableContent,thedrawingwillcloseandreopenwithmacrosenabled.
Tochangemacrosecuritysettings,clickOptionsintheBackstageview.IntheleftpaneoftheVisioOptionsdialogbox,clickTrustCenter,andthenclicktheTrustCenterSettingsbuttononthefarright.WhentheTrustCenterdialogboxopens,asshowninFigureA-15,clickMacroSettingsifit’snotalreadyselected.
FigureA-15TheMacroSettingspageoftheTrustCenter
IntheMacroSettingssectionofthedialogbox,clickwhicheversettingmeetsyourneeds,andthenclickOK.
Tip
IfyouarerunningVisioindevelopermode,youcanviewtheMacrosettingswithasingleclick:ontheDevelopertab,intheCodegroup,clickMacroSecurity.
ProgramVisiobyusingVisualBasicforApplicationsMicrosoftVisualBasicforApplications(VBA)isthebuilt-inprogramminglanguagethataccompaniesmostMicrosoftOfficeapplications.WithVBA,youcanextendorchangethewaythatanOfficeapplicationfunctions.InVisio,forexample,youcanautomatetasks,addnewfeatures,orintegrateVisiowithothermembersoftheOfficesuite.
UsingVBAtointegrateoneOfficeapplicationwithanothercanyieldveryinteresting
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results.Forexample,youmightwriteVisioVBAcodethatcreatesaMicrosoftExcelworkbookandwritesdatatoit,oryoumightwritecodetosavealldrawingpagesasimagesandcreateaMicrosoftPowerPointpresentationfromthem.Thesearejusttwoexamplesamongmanyotherpossibilities.
Tip
ToreadanarticleandviewsamplecodeforcreatingaPowerPointpresentationfromaVisiodiagram,referto“HowtoCreatePowerPointSlidesfromaVisioDrawing”byScottHelmers,publishedbyExpertsExchangeatrdsrc.us/rRxZnU.
TowriteaVBAprogram,youneedtoopentheVisualBasicEditor(VBE)bypressingAlt+F11.Alternatively,ontheDevelopertab,intheCodegroup,clickVisualBasic.ThisbookwillnotteachyouhowtowriteVBAprograms,butmanybooksandonlinetutorialsareavailable,includingthefollowing:
“GettingStartedwithVBAinOffice2010”atmsdn.microsoft.com/en-us/library/ee814735.aspxisstilluseful,despitethefactthatVisiowasomittedfromthe“Appliesto”listofproductsonthepage.
TheVisiopageintheOfficeDevCenteratmsdn.microsoft.com/en-us/library/fp161226.aspxincludeslinkstoanumberofhelpfulpages,includingthefollowing:
•“VisioVBAreference”atmsdn.microsoft.com/en-us/library/office/ee861526.aspx
•“WelcometotheVisioShapeSheetreference”atmsdn.microsoft.com/EN-US/library/office/ff768297.aspx
Ifyou’veprogrammedVisiopriortoVisio2013,“NewinVisiofordevelopers”atmsdn.microsoft.com/en-us/library/ff767103.aspxshouldbehelpfulforunderstandingwhathaschangedsinceVisio2010.
TheVisioSDKatwww.microsoft.com/en-us/download/details.aspx?id=36825containsdozensofcodesamplesthatareexcellentstartingpointsforwritingprograms.
Ifyou’venevercreatedamacroorwrittenaVBAprogram,youmightbewonderingaboutthedifferencebetweenthetwobecausetheysoundsimilar.TheansweristhataVisiomacroisnothingmorethanaVBAprogramcreatedforyoubyVisio.Todiscoverthisforyourself,recordamacrobyusingtheinstructionsintheprecedingtopic,andthenopentheVisualBasicEditorwindow.ThemodulenamedNewMacroscontainsthemacrocode.
BecauseVBAandmacrosarecloselyrelated,recordingmacrosisoneofthebestwaystolearnhowtowriteVBAprograms.LetVisiogeneratethecodeforataskthatyouwanttoperform,examinethecode,andthenincorporateitintoyourVBAprogram.Althoughthisisanexcellentstrategy,youshouldbeawarethatautomaticallygeneratedmacrocodetendstobeveryverboseandisspecifictothesituationinwhichitwasrecorded.Overtime,youwilllearnwhichpartsofthemacrocodeyouneed,whichpartsyoudon’tneed,andwhichpartsyouneedtomodify.
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CreatecontainersandlistsInChapter13,“Addstructuretoyourdiagrams,”youlearnedaboutcontainers,lists,andcallouts.YoulearnedhowtoinsertpreformattedcontainersfromtheContainergallery,andhowtoaddcalloutsfromtheCalloutgallery.Youalsolearnedthatthereisn’tacorrespondinglistgallery,whichmeansthatyoucan’tcreatealistbyusingtheVisiouserinterface.
Sohowdoyoucreatealist?Theanswerissurprisinglysimple:youaddoneentrytotheShapeSheetforanyshapeanditbecomesastructureddiagramcomponent.
SeeAlso
Ifyou’renotfamiliarwithmodifyingtheShapeSheet,see“ViewandmodifytheShapeSheet”earlierinthisappendix.
Important
YoumustberunningindevelopermodetoaccesstheShapeSheet.See“Runindevelopermode”earlierinthisappendix.
Tocreatealist,followthesesteps:
1.OntheHometab,intheToolsgroup,clicktheRectangleToolanddrawarectangle.
2.Right-clicktherectangle,andthenselectShowShapeSheet.
3.Right-clickanywhereintheShapeSheetwindow,andthenclickInsertSection.
4.IntheInsertSectiondialogbox,selectUser-definedcells,andthenclickOK.TheresultshouldlooklikethecellsshowninFigureA-16.
FigureA-16AnewrowintheUser-DefinedCellssectionoftheShapeSheet
5.ClickUser.Row_1,entermsvStructureType,andthenpressEnter.
6.ClicktheValuecell,enter“List”(includethequotationmarks),andthenpressEnter.TheresultwilllookliketheimageinFigureA-17.
FigureA-17TheonlyrequiredentryintheShapeSheettoturnashapeintoalist
You’vejustcreatedalist!Itisn’tfancyanddoesn’thaveanyofthenicetieslikemargins,aheader,color,orstyle,butitisalist.
Totestyournewlist,closetheShapeSheetwindow,andthendragseveralshapesintothelist.Asyouaddeachshape,you’llfindthatyourrectanglebehavesexactlylikethelists
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youworkedwithinChapter13,“Addstructuretoyourdiagrams.”
Creatingacontainerisaseasyascreatingalist:simplyenterContainerintheValuecellformsvStructureType.Creatingacalloutrequiresafewextrastepsbutcanalsobedonefairlyeasily.
Tip
Ifyouwouldliketoenhancetheappearanceandbehaviorofyourlist,container,orcallout,youwillneedtoaddadditionalrowstotheUser-DefinedCellssectionoftheShapeSheet.Foranexcellentsummaryoftheuser-definedrowsandvaluesrequiredforstructureddiagramcomponents,gotoblogs.msdn.com/b/visio/archive/2010/01/12/custom-containers-lists-and-callouts-in-visio-2010.aspx.Foradditionaltechnicaldetails,includingsamplecodeforworkingwithstructureddiagramcomponentsinVBA,gotomsdn.microsoft.com/en-us/library/ff959245.aspx.
Insertfields:advancedtopicsInChapter8,“Workwithshapedata,”youlearnedhowtodisplaythevalueofashapedatafieldonashape.Althoughthatactionisveryhelpful,youcandosomuchmorethanthatwiththeFielddialogbox.
ToopentheFielddialogbox,selectashape,andthenontheInserttab,intheTextgroup,clicktheFieldbutton.ThefirstthingtonoticeabouttheFielddialogbox,whichisshowninFigureA-18,isthattheCategorysectionincludessevenentriesbelowShapeData.Eachofthesecategoriescontainsmultipledatafields.TheDate/Timecategory,forexample,showsfourtypesofdates.
FigureA-18Youcaninsertdatesintoafield
Othercategoriesdisplaydataaboutthedocument(showninFigureA-19),thepage,ordetailedattributesoftheselectedshape.
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FigureA-19Youcaninsertdocumentpropertiesintoafield
Finally,youcaninsertjustaboutanythingyou’dlikebyselectingtheCustomFormulacategory,shownselectedinFigureA-20.Acustomformulacanincludemathandtextfunctions,referencestoanyofthedataelementsintheothersevenfieldcategories,andalmostanyShapeSheetcellorfunction.
FigureA-20Youcaninsertacustomformulaintoafield
Asoneexample,thecustomformulashowninFigureA-20consistsoftwoparts:atextlabel,Purchasedon,concatenatedwithavaluestoredinthePurchaseDateshapedatafield.Theresult,insertedonaconferencetableshapefromtheOfficeLayouttemplate,isshowninFigureA-21.
FigureA-21Ashapedisplayingacombinationoftextandshapedata
TheFielddialogboxoffersarichsetofoptionsformakingthedatainyourdocumentvisibletousersofyourdiagrams.
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UnderstandtheVisio2016fileformatsAllversionsofVisiobeforethe2013releaseusedaproprietaryfileformat.Withthe2013release,VisiojoinedmostothermembersoftheOfficeproductfamilyinusingtheXML-basedOpenPackagingConventionfileformat.Thechangewon’tbeparticularlynoticeabletomostVisiousers,withtheexceptionofencounteringnewfileextensions;however,thenewfileformatoffersmultipleadvantages,suchasthefollowing:
Mostdiagramfilesaresignificantlysmallerthantheywereinthepreviousfileformat.
Diagramscanbesavedto,andthenopenedandreadby,VisioServicesonMicrosoftSharePoint.Neitherafileconversionnoraspecialfileformatisrequired.
DiagramscanbeopeneddirectlyinSharePointDesignerforeditingandpreparationforSharePointWorkflow.Anintermediatefileformatisnotrequired.
SoftwaredeveloperscanreadandmanipulatetheXMLfilesoutsideofVisio.
TheVisiofilesfordrawings,templates,andstencilseachhavetwovariationsinthenewfileformat,onethatprohibitsmacrosandonethatallowsmacros:
Macro-freedrawings,templates,andstencilsuse.vsdx,.vstx,and.vssx,respectively.
Macro-enableddrawings,templates,andstencilsuse.vsdm,.vstm,and.vssm,respectively.
ThefollowingnotesrelatetoopeningfilesfrompreviousversionsofVisio:
Visio2016canopenallfilescreatedinVisio2010throughVisio2003andcansavefilesinmost2010-2003formats.SeeChapter12,“Print,reuse,andsharediagrams,”fordetailsaboutsavingVisiodiagramsinotherformats.
Visio2016canopen.vsdand.vdxfilesfromVisio2002butcannotsaveineitherofthoseformats.
WhenyouopenafilefromanearlierversionofVisio,thewordsCompatibilityModeappearafterthefilenameintheWindowstitlebar.Thecompatibilitymarkerindicatesthatsomenewerfeatures,includingthemes,variants,styles,andcoauthoring,havebeendisabled.
OpeningafilecreatedinanolderversionofVisioandthensavingitintotheVisio2016fileformatisnotsufficienttoenableVisio2016features.Toupgradeafileyouhaveopenedincompatibilitymode,youmustclicktheConvertbuttonontheInfopageintheBackstageview.
ThefollowingresourcesareavailablefordevelopersinterestedinlearninghowtoworkwiththenewXMLfileformats:
“WelcometotheVisiofileformatreference”atmsdn.microsoft.com/en-us/library/office/jj684209.aspxincludeslinkstomultiplearticles.
FormerVisioMVP,AlEdlund,createdasetofutilitiesforinvestigatingandmanipulatingVisiofiles,whichcanbefoundat
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AppendixB.KeyboardshortcutsforVisio
ThekeyboardshortcutsdescribedinthisappendixrefertotheUSkeyboardlayout.
Tip
Shortcutsstyledasitalicareamongtheauthor’sfavorites.
Zoom,pan,andnavigateMovingaroundwithinaVisiodiagramcanbesignificantlymoreefficientwhenyouusekeyboardorkeyboard-plus-mouseshortcuts.
ZoomTheneedtozoominandoutoccurssofrequentlythatmultipletechniquesareavailable.
Pan
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Movearoundinthedrawingwindow
Movearoundinfull-screenviewUsethesekeyboardshortcutstomovebetweenpageswhenyouareinfull-screenview.
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MovearoundawebpageUsethesekeyboardshortcutstomovearoundwithinaVisio-generatedwebpageoradrawingviewedinaVisioWebAccesspage.
NavigatetheRibbon1.PressAlt.
AsshowninFigureB-1,theKeyTipsaredisplayedovereachfeaturethatisavailableinthecurrentview.
FigureB-1KeyTipsaredisplayedasnumbersorletters
2.PressthelettershownintheKeyTipoverthefeaturethatyouwanttouse.
3.Dependingonwhichletteryoupress,youmightbeshownadditionalKeyTips.Forexample,iftheHometabisactiveandyoupressN,theInserttabisdisplayed,alongwiththeKeyTipsforthegroupsandfeaturesonthattab.
4.Continuepressinglettersuntilyoupresstheletterofthecommandorcontrolthatyouwanttouse.Insomecases,youmustfirstpresstheletterofthegroupthatcontainsthecommand.Forexample,iftheHometabisactive,pressingAlt+H,F,SwilltakeyoutotheSizelistboxintheFontgroup.
Tip
TocanceltheactionthatyouaretakingandhidetheKeyTips,pressAlt.
VisioshapesandwindowsUsetheseshortcutstoorganizeandarrangeshapesandwindowsinaVisiodiagram.
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Editshapetext
UsetheSnap&Gluefeatures
Move,group,rotate,andflipshapes
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Arrangedrawingwindows
Visio-specifictoolbarsThesekeyboardshortcutssaveconsiderablemousemovementandtimewhenyouarecreatingandeditingVisioshapes.
Selecttools
Selectthedrawingtools
VisiomastersandstencilsTheseshortcutsareusefulwhenyouarecreatingmastersandsavingtheminastencil.
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SeeAlso
Forinformationaboutcreatingmastersandstencils,seeAppendixA,“Lookbehindthecurtain.”
Workwithmastersinastencil
Workwithstencilsineditmode
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TextYourhandsarealreadyonthekeyboardwhenyou’reworkingwithtext,soitonlymakessensetousekeyboardshortcutsinthatsituation.
Edittext
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Formattext
Aligntext
TheHelpwindowTheHelpwindowprovidesaccesstoallOfficeHelpcontent.TheHelpwindowdisplaystopicsandotherHelpcontent.
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Glossary
1-DshapeAVisioshapethathastwoendpointsandbehaveslikealine,sometimesinspiteofitsphysicalappearance.1-Disanabbreviationforone-dimensional.
2-DshapeAVisioshapethathasaborderandaninteriorandbehaveslikeapolygon.2-Disanabbreviationfortwo-dimensional.
absolutelinkAtypeofhyperlinkthatcontainsalloftheinformationrequiredtolocatethelinkedobject—suchasD:\MyFolder\MyDocument.docxorhttp://www.taskmap.com/Downloads.html.Seealsorelativelink.
actiontagVisioshapescanbedesignedtodisplayaspecialiconwhenyoupointtotheshape.Clickinganactiontagdisplaysamenuthatcontainsoneormoreitems.PriortoVisio2010,actiontagswerecalledsmarttags.
activepageThedrawingpagethathasthefocuswithinthedrawingwindow.
activewindowOfthewindowsinsidetheVisiowindow,thisistheonethathasthefocus;mostoftentheactivewindowisthedrawingwindow.
Activity(BPMN)OneofasetofrectangleshapesthatrepresentsastepinaBPMNdiagram.SeealsoBusinessProcessModelandNotation(BPMN).
Activity(General)Ataskorstepinaworkprocess.
add-inSoftwarewrittenbyMicrosoft,othercompanies,orindividualsthataddsfeaturesandcapabilitiestoVisio.
add-intabAtabontheVisioribbonthatispresentonlywhenaVisioadd-inisrunning—forexample,theOrgCharttabfortheOrganizationChartadd-in.SeealsoShapeSheet;Visioengine.
anchorshapeTheprimaryshapewhenmultipleshapesareselected.Ifyouselectmultipleshapesatonetimebyusingaboundingbox,theanchorshapeistheonefarthesttotheback(seeZ-order).Ifyouselectmultipleshapesoneatatime,theanchorshapeisthefirstoneyouselect.Theanchorshapeaffectstheresultsofalignment,spacing,andnumberingoperations.
AreaSelectAVisiotoolusedtoselectmultipleshapeswithinarectangulararea.Seealsoboundingbox;LassoSelect.
AutoSizeAVisiooptionthatautomaticallyexpandsorcontractsthedrawingpageasyoumoveshapesacrosspageboundaries.IntroducedinVisio2010.
AutoAddOccurswhenyoudropashapeontoanexistingdynamicconnectorthatisgluedtotwoshapes.Visiodisconnectsthedynamicconnectorfromthesecondshape,gluesittotheshapeyoudropped,andautomaticallyaddsanewdynamicconnector,whichitthengluestothenewshapeandtothesecondshape.SeealsoAutoDelete.
AutoConnectAVisiofeaturethatgluesadynamicconnectorfromoneshapetoanotherwithasingleclick;AutoConnectarrowsaresmallbluetrianglesthatappearwhenyoupointtoashape.
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AutoDeleteOccurswhenyoudeleteashapethatisconnectedtotwoothershapeswithdynamicconnectors.Visioremovesthedeletedshape,deletesthedynamicconnectorgluedtothesecondshape,andthengluestheremainingdynamicconnectortothesecondshape.SeealsoAutoAdd.
backgroundAnareaofthedrawingpagethatdoesnotcontainanyshapes.
backgroundpageAVisiopagethatcanbeattachedbothtoforegroundpagesandtootherbackgroundpages.Shapesonabackgroundpageappearonotherpagestowhichthebackgroundpageisattached;however,theshapescanbeselectedoralteredonlywhenthebackgroundpageistheactivepage.
BackstageviewAfull-pageUIviewthatexposesfile-levelfunctionalityinOfficeapplications.ThisisacompanionfeaturetotheOfficeribbonandhelpsusersdiscoverandusethefeaturesthatfalloutsideoftheauthoringfeaturesontheribbon.
boundingboxAtemporaryrectangularshapecreatedbyclickingthebackgroundofapageanddraggingtoselectoneormoreshapes.Bydefault,Visioselectsallshapesthatarefullycontainedwithintheareaoftheboundingbox.SeealsoAreaSelect;LassoSelect.
BPMNSeeBusinessProcessModelandNotation(BPMN).
businessprocessAcollectionoftasksandactivitiesthatleadstoadesiredresult;alsoknownasaworkprocess,orjustaprocess.Seealsoprocessmap.
BusinessProcessModelandNotation(BPMN)Astandardforgraphicallyrepresentingbusinessprocesses.Visio2016conformstothe2.0versionofthestandard.SeealsoActivity(BPMN);ConnectingObject;Events;Gateway.
calloutAshapeyouusetoannotateothershapesinadrawing.Visio2016calloutsexhibitmoreintelligentbehaviorbecausetheymaintainalogicalassociationwiththeshapestowhichtheyareconnected.
canvasSeedrawingcanvas.
ChangeShapeAfeatureintroducedinVisio2013thatyoucanusetosubstituteadifferentshapeforashapealreadyonthedrawingpage;shapedataandmostothershapeattributesarepreservedaftertheswap.
CheckDiagramAVisioProfessionalfeaturethatvalidatesadiagramagainstapredefinedsetofrules.Seealsorule;ruleset.
colorbyvalueAtypeofdatagraphicthatappliescolortoshapesbasedondatavalueswithintheshapes.Seealsodatagraphic.
collaborationAsitappliestoVisio2016,twonewfeatures:thecapabilityformultipleauthorstoeditadiagramsimultaneously,andthefacilityformultiplepeopletoentercommentsinadiagrambyusingeitherVisioorawebbrowser.
comma-separatedvalue(CSV)Adatafileconsistingoffieldsandrecords,storedastext,inwhichthefieldsareseparatedfromeachotherbycommas.
commentAVisioannotationobjectthatcanbeattachedtoashapeortothedrawingpage.SeealsoScreenTip.
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ConnectingObjectOneofasetofarrowshapesthatlinksothershapesinaBPMNdiagram.SeealsoBusinessProcessModelandNotation(BPMN).
connectionpointAlocationonaVisioshapetowhichothershapescanbeglued;representedbyasmalldarksquarethatappearswhenyoupointtoashape.
connectorAnyone-dimensional(1-D)shapethatcanbegluedbetweentwoshapesinadrawingtoconnecttheshapes.
ConnectortoolAVisiotoolthatyouusetoadddynamicconnectorstoadrawingbydraggingfromoneshapetoanotherorfromoneconnectionpointtoanother.
containerAstructureddiagramshapethatcancontainothershapes.Containersknowwhichshapesaremembers;membershapesknowtheidentityoftheircontainer.IntroducedinVisio2010.
controlhandleAyellowsquareordiamondthatyouusetoaltertheappearanceorfunctionofashape.Mostshapesdonothavecontrolhandles;whentheydoexist,theyappearwhenyouselectashape.Seealsoresizehandle;rotationhandle;selectionhandle.
cross-functionalflowchartAtypeofflowchartinwhicheachprocessstepisplacedintoahorizontalorverticallanebasedonwhichperson,department,orfunctionisresponsibleforthatstep.Commonlyreferredtoasaswimlanediagram.
CSVSeecomma-separatedvalue.
CustomImportAVisiofeatureyoucanusetoconnectadiagramtoanexternaldatasource.TheCustomImportwizardquidesyouthroughidentifyingandconfiguringtheconnectiontothedatasource.Seealsodatalinking;QuickImport.
custompropertyAdatavaluethatisstoredinsideaVisioshape.StartingwithVisio2007,custompropertiesareknownasshapedata.
datagraphicAVisiofeaturethatyouusetoannotateashapebyusingiconsandtextcalloutsbasedondataintheshape.Adatagraphiccontainsoneormoregraphicitems.
datagraphiclegendAkeytothedatagraphicsusedonaVisiodrawingpage.
datalinkingTheactofbuildingadynamicconnectionbetweenaVisiodiagramandanexternaldatasource;thedatainthediagramcanberefreshedmanuallyorautomaticallywheneverthelinkeddatachanges.SeealsoCustomImport;QuickImport.
developermodeAspecialVisiooperatingmodethatprovidesadditionalfeaturesandtoolsbeyondthenormaluserinterface.Whenyouturnondevelopermode,VisioactivatesaDevelopertabontheribbon.
diagramSeedrawing.
drawingAVisiodocumentthatcontainsadrawingwindowandcancontainotheropenwindows.Alsoreferredtoasadiagram.Visiodrawingsusethe.vsd,.vsdx,or.vsdmfileextension.
drawingcanvasThespaceinthedrawingwindowthatisoutsidetheVisiodrawingpage.IfAutoSizeisturnedonwhenyouplaceashapeonthedrawingcanvas,Visioautomaticallyexpandsthepagesizetoincludetheshape.IfAutoSizeisturnedoff,you
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canstoreshapesonthecanvas;theyaresavedwiththedrawingbutdonotprint.Seealsodrawingpage.
DrawingExplorerAwindowthatshowsahierarchicalviewofadocumentandupdatesittoreflectthecurrentdrawinghierarchyasitems(suchasshapesorpages)areaddedordeleted.
drawingpageTheprintabledrawingsurfacewithinthedrawingwindow.Insometemplates,thedrawingpagedisplaysagridtoaidinpositioningandaligningshapes.Seealsodrawingcanvas;drawingwindow.
drawingscaleAratiothatexpressesthesizeofanobjectinadrawingcomparedtoitscounterpartintherealworld.Inametricdrawing,1:10meansthat1cmonthepagerepresents10cmintherealworld.InaUSunitsdrawing,1”:1’meansthat1inchinthedrawingrepresents1footintherealworld.
drawingtoolsAsetofsixtools—Rectangle,Ellipse,Line,Freeform,Arc,andPencil—thatenablesthecreationoralterationofshapes.
drawingwindowTheVisiowindowthatcontainsthedrawingpage.Seealsodrawingpage.
DuplicatePageAfeatureinVisio2013andlaterthatyoucanusetocopybothapageanditscontents.
dynamicconnectorAspecialtypeoflinethataddsandremovesbendsastheshapestowhichitisgluedaremovedorresized.Eachendofadynamicconnectorcanbegluedtoanothershape.
dynamicglueTheresultofattachingadynamicconnectortothebodyofashape.Whenyoumovedynamicallygluedshapes,thepointofattachmentoftheconnectorcanchange.Seealsoglue;staticglue.
DynamicGridAVisiofeaturethatprovidesvisualalignmentandpositioningfeedbackwhenyoumoveshapesnearothershapesornearthepagemargins.Visio2016alsoprovidesdynamicfeedbackasyouresizeshapes.
effectAcoordinatedsetoffonts,fillpatterns,gradients,shadows,andlinestyles.Seealsotheme.
embellishmentAnextensionofthethemeconceptthathelpssettheoveralltoneofadiagrambyalteringthegeometryofselectedshapes.Eachthemehasadefaultembellishmentlevel,butyoucanchooseadifferentlevel.
EventsOneofasetofcircleshapesthatmarkstart,intermediate,andendeventsinaBPMNdiagram.SeealsoBusinessProcessModelandNotation(BPMN).
ExtensibleApplicationMarkupLanguageSeeXAML.
ExtensibleMarkupLanguageSeeXML.
fixedlistAtypeofshapedatalistfromwhichusersmustselectanentry.Seealsovariablelist.
flowchartAdiagramthatillustratestheactivities,decisions,andeventsthatoccurina
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workprocessorthelogicofaprogram.
foregroundpageAVisiodrawingpage.Aforegroundpagecanhaveabackgroundpageattachedtoit.
functionalbandAverticalorhorizontalrectangleinacross-functionalflowchartthatcontainsprocesssteps.Alsoknownasaswimlane.
GatewayOneofasetofdiamondshapesthatidentifydivergenceandconvergenceinaBPMNdiagram.Gatewaysoftenrepresentdecisions.SeealsoBusinessProcessModelandNotation(BPMN).
GIFSeeGraphicsInterchangeFormat.
glueApropertyofaVisioshapethatletsitremainattachedtoanothershape.Seealsodynamicglue;staticglue.
graphicitemOnegraphicelementwithinadatagraphic.Agraphicitemrepresentsonedatafieldinaspecificway.Seealsodatagraphic.
GraphicsInterchangeFormat(.gif)AdigitalimagefileformatdevelopedbyCompuServethatisusedfortransmittingrasterimagesontheInternet.Animageinthisformatcancontainupto256colors,includingatransparentcolor.Thesizeofthefiledependsonthenumberofcolorsactuallyused.
gravityInVisio,amathematicalfunctionthatcreatestheappearanceofgravity.Forexample,ifthetextangleinashapeissetbyusingthegravityfunction,thetextremainsuprightwhenyourotatetheshape.
gridThebackgroundpatternofintersecting,perpendicularlinesonadrawingpage.Bydefault,shapesonaVisiodrawingpagesnaptothegridlinesasyoumovetheshapesacrossthepage.
groupInadrawingprogram,totransformanumberofobjectsintoagroup.Agroupalsorelatestoalabeledcollectionofcommandsandcontrolsthataregroupedtogetheronaribbontab.
guideAVisioshapeyoucreatebydraggingeitherthehorizontalorverticalrulerontothedrawingpage;usedtoalignothershapes.
handleSeeselectionhandle.
htm/htmlAfileextensionforwebpages;shortforHypertextMarkupLanguage.
Hue-Saturation-Lightness(HSL)Acolormodelinwhichhueisthecoloritselfasplacedonacolorwheel,where0°isred,60°isyellow,120°isgreen,180°iscyan,240°isblue,and300°ismagenta;saturationisthepercentageofthespecifiedhueinthecolor;andlightnessisthepercentageofwhiteinthecolor.SeealsoRed-Green-Blue(RGB).
hyperlinkbaseThestartingpointfordeterminingthepathtoahyperlinktarget;Visiodocumentsincludeahyperlinkbasefield,whichisblankbydefault.
HypertextMarkupLanguage(HTML)Atextmarkuplanguageusedtocreatedocumentsfortheweb.HTMLdefinesthestructureandlayoutofawebdocumentbyusingavarietyoftagsandattributes.
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InformationRightsManagement(IRM)Apolicytoolthatgivesauthorscontroloverhowrecipientsusethedocumentsandemailstheysend.
insertionbarAnorangehorizontalorverticallinethatappearswhenyoudragashapeneartheedgeofashapethatisalreadyinaVisiolist.Theinsertionbarindicateswheretheshapeyouaredraggingwillbeinserted.Seealsolist.
JavaScriptAnobject-orientedscriptinglanguageusedbyVisiotoimplementsomenavigationfunctionsforwebsitescreatedbyusingSaveAsWebPage.
JPG/JPEGAdigitalimagefileformatdesignedbytheJointPhotographicExpertsGroupforcompressingeitherfull-colororgrayscalestillimages.Itworkswellonphotographs,naturalisticartwork,andsimilarmaterial.Imagessavedinthisformathave.jpgor.jpegfileextensions.
LassoSelectAVisiotoolusedtoselectmultipleshapeswithinafreeformareadrawnbytheuser.SeealsoAreaSelect;boundingbox.
layerAmeansfororganizingsetsofshapesinadrawing;layershavepropertiesthataffectallshapesinthelayeratonce.Forexample,withoneortwoclicks,youcanshoworhideallshapesonalayer,preventshapesonacertainlayerfromprinting,andrecolorallshapesonalayer.
LinetoolOneofsixdrawingtools;usedtocreatestraightlinesorcombinationsofmultiplestraightlines.
listAstructureddiagramshapethatcancontainothershapes.Alistmaintainsitsmembershapesinorderedsequence;membershapesknowtheirordinalpositionwithinthelist.IntroducedinVisio2010.Seealsoinsertionbar.
LivePreviewAnOfficefeaturethatshowstheresultsofmanyoperationsbeforeyouimplementthechange.UsedinVisioformanyfont,size,color,alignment,theme,anddatagraphicoperations.
localareanetwork(LAN)Anetworkofcomputers,printers,andotherdeviceslocatedwithinarelativelylimitedarea(forexample,abuilding).ALANenablesanyconnecteddevicetointeractwithanyotheronthenetwork.
macroAstoredsetofinstructions.InVisio,youcanrecordamacroandplayitbacktorepeatasetofactions.
masterAnobjectinaVisiostencil.Draggingamasterfromastencilontothedrawingpagecreatesashape.Seealsoshape;stencil.
metricAsystemofmeasurementusedinVisiodrawingsandtemplatesinmostcountries/regionsoutsideNorthAmerica.SeealsoUSUnits.
minitoolbarAfloatingtoolbaraccessedbyright-clickingeitherashapeorthedrawingpage.ItcontainsthedrawingtoolsandConnectortool,alignmentandsendtofront/backbuttons,fontandtextenhancementbuttons,theFormatPainter,andaccesstoshapestyles.
ObjectLinkingandEmbeddingDatabase(OLEDB)AcomponentdatabasearchitecturethatprovidesefficientnetworkandInternetaccesstomanytypesofdatasources,includingrelationaldata,mailfiles,flatfiles,andspreadsheets.OLEDB
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comprisesaspecializedsetofCOMinterfacesthatexposedatafromavarietyofdatastores,bothrelationalandnonrelational.
OpenDatabaseConnectivity(ODBC)IntheMicrosoftWOSA(WindowsOpenSystemArchitecture)structure,aninterfaceprovidingacommonlanguageforWindowsapplicationstogainaccesstoadatabaseonanetwork.
orgchartsSeeorganizationchart.
organizationchartAdiagramthatrepresentsthestructureofanorganization.
pagecontrolsAcollectionofbuttonsandtabsatthebottomoftheVisiodrawingwindowthatyoucanusetonavigatefromonepagetoanotherwithinthedrawing.
pagenametabAtabatthebottomoftheVisiodrawingwindowthatdisplaysthenameofapage.Right-clickingthetabprovidesaccesstopagemanagementfunctions.
panTochangewhichpartofadrawingisvisiblebymovingthepagehorizontally,vertically,orboth.
pinThecenterofrotationforashape.Seealsopinposition.
pinpositionThelocationofthepinforashape.Seealsopin.
PNGSeePortableNetworkGraphic.
PointerToolAVisiotoolyoucanusetoselectshapesonthedrawingpage.
PortableNetworkGraphic(.png)Adigitalimagefileformatthatuseslosslesscompression(compressionthatdoesn’tlosedata)andwascreatedasapatent-freealternativetothe.giffileformat.
printtileTheportionofthedrawingpagethatisthesizeofapieceofprinterpaper;tilesaremarkedbydashedlinesinprintpreviewmodeandonthedrawingpageifthePageBreakscheckboxisselectedintheShowgroupontheViewtab.
processSeebusinessprocess.
processmapAdiagramthatshowsthetasksandactivitiesthatcompriseabusinessprocess.Seealsobusinessprocess.
QuickAccessToolbarAcustomizablecollectionofbuttonsforfrequentlyusedfunctionsthatappearsinthetitlebaroftheVisiowindowandisalwaysvisible.
QuickImportAVisiofeatureyoucanusetoconnectadiagramtodatainaMicrosoftExcelworkbook.Afteryouselecttheworkbook,QuickImportlinkstotheworkbook,linksdatarowstoshapesonthedrawingpage,andappliesoneormoredatagraphics.SeealsoCustomImport;datalinking.
QuickShapeOneofuptofourmastersthatappearonaminitoolbarwhenyoupointtotheAutoConnectarrowforashapeonthedrawingpage.ClickonaQuickShapetoaddittothedrawingpage.
QuickStylesAsetofpredefinedcolorsandstylesthatcanbeappliedtooneormoreshapes.EachthemehasitsownsetofQuickStyles,ensuringthatyoucanapplystyleswhilemaintainingtheoveralllookofthetheme.
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rackunitAunitofmeasureforthespaceoccupiedbyequipmentmountedinanetworkordatacenterequipmentrack.Eachrackunit,orU,equals1.75inches(44.45mm);equipmentheightisdescribedasamultipleofrackunits,forexample,3Uor5U.
Red-Green-Blue(RGB)Acolormodelthatdescribescolorinformationintermsofthered(R),green(G),andblue(B)intensitiesthatmakeupthecolor.SeealsoHue-Saturation-Lightness(HSL).
relativelinkAtypeofhyperlinkthatcontainsonlypartoftheinformationrequiredtolocatethelinkedobject.Theremainderoftherequiredinformationisderivedfromthelocationofthedocumentcontainingthehyperlinkorfromthedocument’shyperlinkbase—forexample:MyFolder2\MyDocument.docxorDownloads.html.Seealsoabsolutelink.
replaceshapeSeeChangeShape.
reportAVisiofeaturethatyoucanusetogenerateasummaryofthedataononeormorepagesinadrawing.Areportcanbeexportedin.html,Excel,orXMLformatorcanbedroppedonthedrawingpageasaVisioshape.
resizehandleOneofuptoeightsmallsquaresthatappearontheedgeofashapewhenyouselecttheshape;twohandlesadjustthewidth;twoadjusttheheight;thefourcornerhandlesadjustbothdimensionsproportionally.Seealsocontrolhandle;rotationhandle;selectionhandle.
ribbonAnareainawindowinwhichcommandsandothercontrolsaredisplayedinfunctionallyrelatedgroups.Aribboncanbedividedintomultipleviews,knownastabs,andeverytabcancontainmultiplegroupsofcontrols.Typically,aribbonappearsatthetopofawindow.
rotationhandleAcirclethatappearswhenyouselectashapebyusingthePointerToolortheTexttool;draggingthehandlerotatestheshapeortext.Seealsocontrolhandle;resizehandle;selectionhandle.
ruleAconditiontobevalidatedinaVisiodrawingbyusingtheCheckDiagramfeature.Forexample,aVisiovalidationrulemightspecifythatall1-Dshapesmustbeconnectedonbothends.SeealsoCheckDiagram;ruleset.
rulesetAcollectionofVisiovalidationrules—forexample,theflowchartrulesetortheBPMNruleset.SeealsoCheckDiagram;rule.
rulerAnon-screenscalemarkedoffininchesorotherunitsofmeasureandusedtoshowlinewidths,tabsettings,paragraphindents,andsoon.
scaleddrawingAdiagraminwhichboththedrawingpageandobjectsonthepagehavebeenexpandedorreducedproportionallyfromtheirsizeintherealworld.Scaleisexpressedasaratio—forexample,ascaleof1:5meansthatanobjectthatoccupies1unitofspaceinthediagramoccupies5unitsofspaceintherealworld.
ScreenTipAtextannotationthatcanbeaddedtoashape.TheScreenTipappearswhenyoupointtotheshapeonthedrawingpage.Seealsocomment.
selectionhandleSmallcircles,diamonds,orsquaresthatappearwhenyouselectashape;usedtoresizeoradjusttheappearanceofashape.Seealsocontrolhandle;resizehandle;
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rotationhandle.
selectionrectangleArectanglewithsizinghandlesthatsurroundsaselectedobjectorobjects.
shapeAnobjectonaVisiodrawingpage.Youcreateshapesinthreeways:1)usingtoolsfromtheToolsgroupontheHometabtodrawthem;2)draggingmastersfromstencils;or3)pastingobjectsfromtheClipboard.Alternatively,aprogramcancreateshapesforyou.Seealsomaster;stencil.
shapedataAdatavaluestoredinsideaVisioshape;knownasacustompropertypriortoVisio2007.Seecustomproperty.
ShapeDatawindowAwindowthatdisplaysshapedatanamesandvaluesforaselectedshape.Seeshapedata.
shapenameTheinternalnameofaVisioshape.
shapetextTextthatispartofashapeandisusuallyvisibleonorneartheshape.
ShapeswindowAVisiowindowthatcontainsoneormorestencils.
ShapeSheetAspreadsheet-likedatastorethatexistsbehindeveryobjectinVisio:every1-Dor2-Dshape,everycontainer,everypage,eventhedocumentitself.ThevaluesandformulasintheShapeSheet,inconjunctionwiththeVisioengineandadd-incode,controleveryaspectoftheappearanceandbehaviorofVisioobjects.Seealsoadd-in;smartshape;Visioengine.
sheetAninternalVisiotermforashape.
smartshapeAVisioshapewhoseappearance,behavior,orotherattributeschangesinresponsetoeventsortoalterationswithinoroutsidetheshape.MostsmartfeaturesareimplementedbyplacingformulasintotheShapeSheetofthesmartshape.SeealsoShapeSheet.
staticglueTheresultofattachingadynamicconnectororalinetoaconnectionpointonashape.Whenyoumovestaticallygluedshapes,thepointofattachmentfortheconnectorremainsfixed.Seealsodynamicglue;glue.
statusbarAnareaatthebottomoftheVisiowindowthatdisplaysinformationaboutthedrawingpageandselectedshapes;alsocontainsbuttonsandcontrolstoadjustthepageandselectedshapes.
stencilAVisiodocumentthatcontainsacollectionofmasters.Stencilsusea.vss,.vssx,or.vssmfileextension.Seealsomaster;shape.
subnetAsectionofanetwork.
subprocessAsubsetofaprocess.InVisio,asubprocessshapeononepagerepresentsacollectionofprocessstepsthataretypicallylocatedonanotherpage;thesubprocessshapeisusuallyhyperlinkedtotheotherpage.
SVGShortforScalableVectorGraphics;anXML-basedformatfordescribingandrenderingvectorgraphics.
swimlaneAverticalorhorizontalrectangleinaswimlanediagramthatcontainsprocess
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steps.
swimlanediagramAtypeofflowchartinwhicheachprocessstepisplacedintoahorizontalorverticallanebasedonwhichperson,department,orfunctionisresponsibleforthatstep.Sometimesknownasacross-functionalflowchart.
tabOntheVisioribbon,asetofbuttonsthatproviderelatedfunctions.
taskpaneAfixedpanethatappearsononesideofanappwindowandcontainsoptionsrelatedtothecompletionofaspecifictask.
taskAsteporactivityinaprocessmap.
templateAVisiodocumentthatincludesoneormoredrawingpageswithpresetdimensionsandmeasurementunits.Atemplatecanalsoincludeoneormorestencils;itcanincludebackgroundpagesanddesigns;itspagescancontainshapesortext.Atemplatecanalsoincludespecialsoftwarethatoperatesonlyinthattemplate.Templatesusea.vst,.vstx,or.vstmfileextension.
textblockThepartofashapethatcontainstext.
TexttoolAVisiotoolyoucanusetomanipulateshapetextwhenyouusethetooltoselectashape.Youcanalsouseittocreateatext-onlyshapebydraggingacrossthebackgroundofthedrawingpage.
themeAcoordinatedsetofcolorsandeffectsdesignedtoenhancethepresentationofaVisiodiagram.Seealsoeffect.
tileSeeprinttile.
tooltabAtabontheVisioribbonthatappearsonlywhenyouselectanobjectforwhichitisrelevant.Tooltabsareorganizedintotooltabgroups.
tooltabgroupAcollectionofoneormoretooltabsthatappearsonlywhenyouselectanobjectforwhichitisrelevant;forexample,theContainerToolstabgroupappearswhenyouselectacontaineroralist.
USeerackunit.
URLShortforUniformResourceLocator.URLsareusedtoidentifythelocationofadocumentorotherelectronicobject.
USUnitsAsystemofmeasurementusedinVisiodrawingsandtemplatesintheUnitedStatesandpartsofCanadaandMexico.Seealsometric.
user-definedcellsDatanamesandvaluesthatcanbestoredintheUsersectionoftheShapeSheetforaVisioshape,page,ordocument.
validationAVisioProfessionalfeaturethatyoucanusetoverifythatadrawingmeetscertainpredefinedrequirements.Seealsorule;ruleset.
variablelistAtypeofshapedatalistfromwhichuserscanselectanentryorcanenteranewvalue.Seealsofixedlist.
variantOneoffourvariationsonathemethatincludesalternatecolorsandshapedesignssoyoucanaddyourownflairtoadrawingwhileretainingtheoveralllookofthetheme.
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VBASeeVisualBasicforApplications.
VBESeeVisualBasicEditor.
.vdwFileextensionforaVisio2010webdrawing;notusedinVisio2013andlater.SeealsoVisiowebdrawing.
VisioengineThecoresoftwarethatprovidesVisiofeaturesandfunctions.Seealsoadd-in;ShapeSheet.
VisioServicesAserviceprovidedbySharePointServer,whichyoucanusetopublishdynamicallyupdateableVisiodrawingssotheycanbeviewedbypeoplewithoutVisio.
VisiowebdrawingAVisio2010fileformatthatyoucanusetopublishVisiodrawingstoSharePointsitesbyusingVisioServices.VisiowebdrawingscanbeviewedbyanyonewithInternetExplorer.WebdrawingscanbedynamicallyupdatedwhenthedataintheVisiodrawingchanges.Usesa.vdwfileextension.NolongerusedinVisio2013andlater.
VisioWorkflowInterchangeAVisio2010fileformatthatyoucanusetoexchangeVisioSharePointWorkflowdrawingswithSharePointDesigner.Usesa.vwifileextension.NolongerusedinVisio2016.
VisualBasicEditor(VBE)AnenvironmentinwhichyouwritenewandeditexistingVisualBasicforApplicationscodeandprocedures.TheVisualBasicEditorcontainsacompletedebuggingtoolsetforfindingsyntax,run-time,andlogicproblemsinyourcode.
VisualBasicforApplications(VBA)AprogramminglanguagebuiltintomanyMicrosoftOfficeproducts.
VMLShortforVectorMarkupLanguage.AmarkuplanguageusedtodefineandrenderwebpagescreatedbyusingSaveAsWebPage.VMLwastheprimarySaveAsWebPageoutputformatinversionsofVisiobeforeVisio2010;itisstillavailableinVisio2010andlaterversionsasanalternateoutputformat.
.vsdxThefileextensionintroducedwithVisio2013.UsesOpenPackagingConventionstostoreVisiodiagramsinastandards-basedXMLformat.
.vwiSeeVisioWorkflowInterchange.
workprocessSeebusinessprocess.
workflowAsetofprocesssteps,someorallofwhichhavebeenautomated.Fortheautomatedpartsofaworkflow,documentsandfilesarestoredandmovedelectronically,accordingtoasetofpredefinedrules,sothattheyareavailabletoparticipantsasrequired.
workspaceAcollectionofVisiowindowsandwindowsettings.Atminimum,theworkspaceconsistsofthedrawingwindowandthezoomsettingsforthepagesinthedrawing;frequently,italsoincludesaShapeswindowcontainingoneormorestencils.
X-coordinateDefinesthehorizontalpositionofashapeonthedrawingpage.
XAMLShortforExtensibleApplicationMarkupLanguage.AmarkuplanguagebasedonXMLthatwascreatedbyMicrosoft.UsedbymanyMicrosoftproducts.VisiocreatesXAMLdocumentswhenyouusetheSaveAsWebPagefunction.
XMLShortforExtensibleMarkupLanguage.Amarkuplanguagefordescribingand
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exchangingstructureddatainaformatthatisindependentofoperatingsystemsandapplications.XMLisaWorldWideWebConsortium(W3C)specificationandisasubsetofStandardGeneralizedMarkupLanguage(SGML).
Y-coordinateDefinestheverticalpositionofashapeonthedrawingpage.
zoomTomagnify(zoomin)orshrink(zoomout)thedisplayofadrawing.
Z-orderDefinestherelativefront-to-backpositionofashapeonthedrawingpage.Thefirstshapeyouaddtoapageisatthebackandeachsubsequentshapeisinfrontofallpreviousshapes.YoucanchangetheZ-orderbyusingtheSendForward/SendBackwardorSendToFront/SendToBackbuttons.
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Index
Symbols1-Dshapes65,76,525
2-Dshapes65,245,525
3-Dequipmentshapes244
3-Drotationeffects222
Aabsolutelinks366–370,525
Accountpage(Backstageview)20–21
actiontags525
activepages525
activewindows525
Activity(BPMN)shapes525
Activity(General)525
add-intab525
add-ins24–25,150,525
Addondropdatafieldattribute280
AdvancedDataGraphicsbutton308
AdvancedDataGraphicsgallery334,342
aligning
shapes,automatically211–213
shapes,manually206–209
text523
anchorshapes525
attachingcomments104
designating208
anglesofrotation30
annotatingshapes440–443
annotations
addingtoshapes96–97
callouts105
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comments104–105
ScreenTips104–105
Arctool68
AreaSelecttool52,525
AutoSize128–129,525
AutoAdd83–85,525
AutoCAD392
AutoConnect525
activating78
addingshapes81,82
connectingshapes79
flowcharts78,144
linkingshapes82
livepreview80
turningoff82
autocorrectoptions22
AutoDelete86–87,526
AutomaticallyOpenWebPageInBrowseroption406
Bbackgroundpages526
applying132,134–136
assigningtoexistingpages133
automaticvs.manual132
changingtitlesintitleblocks132
creatingautomatically132
creatingmanually134
deletingfromdiagrams132
linkingtoforegroundpages121,130
removingfromforegroundpages132,134
valueof121
backgrounds378,526
Backstageview7,13,526
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accessing13
Accountpage20–21
commands13
Exportpage20
Infopage14–16
Newpage16
Openpage17
Printpage18
returningtodiagramsfrom13
Saving/SaveAspage17–18
Sharepage18–20
viewingmetadata380
VisioOptions22
BasicElectricaltemplate6
BasicFlowchartvalidationruleset448
BasicNetworkDiagramstencils240
BasicNetworkDiagramtemplate242
beveleffects222–223
BlankDrawingtemplate9
Booleanshapedatafield268,278
borders
containers428–429
insertingonbackgroundpages130
boundingboxes37,51–52,526
selectingshapesincontainers418,422
selectingshapesingroups422
BPMN(BusinessProcessModelandNotation)526
BPMNDiagramtemplate6
BPMNDiagramvalidationruleset448,456
BPMNdiagrams
Seealsodiagrams
Activityshapes525
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activitytypes157
addingtextannotations163
annotatingshapes162
basicshapes158
calloutshapes162
connectortypes157
coreshapesets156
creatingsubprocesses164–167
designing158–163
eventtypes156
Gatewayshapes528
gatewaytypes157
settingactivitytypes163
settinggatewaytypes163
settinglooptypes163
symbolset156
usesfor155–156
validating456
BusinessProcessModelandNotation(BPMN)526
businessvalidationrulesets448
Ccalloutshapes162
callouts308,416
attachingtoshapes443
changingstyles443
deleting443
detaching443
gluingtoshapes162
locating440
relocating443
using440–442
canvas29
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categories10,12
ChangeShape526
chartsSeeorganizationcharts
CheckDiagram449,526
CivilEngineeringdiagrams258
coauthoring483–484,489
collaborating105,526
ColorByValuegraphics308,310–311,313,526
colorpalette214
colorpicker227,229–230,232
colorschemes213,220
colorselector228
colors
applyingsolidfills229
applyingtolines232
changingforiconsets310
choosing219
creating228
customizing219,221
deletingcustomsets220
hue529
Hue-Saturation-Lightness(HSL)529
lockingforshapes227
saturation529
specificvalues228
comma-separatedvalue(CSV)526
commentindicators
balloons105
hiding/showing109
comments526
addedbydifferentauthors106
adding481–482
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addingtodiagrams104
addingtopages106,108
addingtoshapes104,108
attachingtoanchorshapes104
balloons105
collapsing106
deleting482
deletingindividual106
displaying105
drawingpages477
editing482
indicators105,109,477,482
interactive464
orderofdisplay104
replyingto108,482
vs.ScreenTips105
threaded104,106
viewing482
viewingall107
viawebbrowsers479
Commentspane478
filteringcomments481–482
opening/closing108,471
CompatibilityMode15,513
Configurationbutton342
ConnectingObjectshape526
connectingshapes
usingdynamicconnectors70–76
usinglines65–69
connectionpoints66,526
Seealsolines
connectingshapescontaining70–72
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Ethernetshapes240
rackshapes249
staticglue71–72
connectorsegments,adjusting75
Connectortool72,527
connectors526
Seealsodynamicconnectors
changingstyles221
types157
unglued450
containers416–419,527
addingshapes420,425
borders428–429
boundingboxes418
choosingstyles427
creating509–511
deleting425
draggingshapesoutof422
droppingshapesinto422
enteringtext422
formatting426–427
vs.groups417–422
hidingheadings427
locking/unlocking425–426
organizingshapes423–424
placingonpages425
removingshapes426
resizingcontents422
selecting418,424
selectingshapes418,422,424,426
sizing429
styles424
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andswimlanes435
using424–426
controlhandles527,531
hiding241
locked61
movinginteriorverticallines61
reshapinglines68
rotationhandles61
shapesize,adjusting62
yellowhandles62
copyingshapes53–54
croppingphotos201
cross-functionalflowchartdiagramsSeeswimlanediagrams
Cross-FunctionalFlowchartvalidationruleset448
CSV(comma-separatedvalue)526
Currencyshapedatafield268,278
CustomImport326,527
linkingdiagramstodata333
using330
customproperties527
customtemplates,storing395–396
DDataBargraphics308,312,317
datafields268,308–309
attributes279–280
changingattributes281–283
changingproperties281
creatingnew281–283
labeling283
predefined270
rules276
DataGraphicFieldstaskpane343
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datagraphiclegends306,319–320,527
datagraphics527
Seealsoshapes
applying343
applyingduringdatalinking334
applyingmultipletoprocesssteps314
applyingtomultiplepages315
applyingtoshapes313–316,342
assessingriskusing306–307
basedonshapedatafields309
callouts308
capturingnear-real-timeinformation305
changing342–343
changingdisplayproperties317
changingpositions343
ColorByValue308,310–311,313,526
creating308–313
creatingbasedoncalculatedresults309
creatingbasedondocumentproperties309
creatingbasedonpageproperties309
creatingDataBargraphics312
creatingIconSetgraphics313
creatinginunlinkeddiagrams308
creatingTextgraphics312
DataBargraphics308,312,317
deleting319
duplicating318
editing316–319
enhancingrackdiagrams302–305
graphicitemsin309
hiding315
IconSetgraphics308
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improvingswimlanediagrams304
insertinglegends439
modifyingcharacteristics316
multiplegraphicitemswithin315
optionsforlinkeddata341–342
organizationcharts305–306
positioning342
previewing313
removing343
removingfromshapes313,315–316
renaming318
selectingfieldsforcreating312
selectingshapesusing318
settingconditions310
settingdefaultpositions316
settingvalues317
DataGraphicsgallery308,313,342
datalinking527
Seealsolinkeddata
applyingdatagraphics334
changingcolumnsettings340
CustomImport330,333
datasources330
draggingdatatoexistingshapes334–335
dynamiclinks326
toExceldata327
toexternaldata327
linkingautomatically335–337
linkingmanually330
linkingtoSharePointlists330
networkdiagrams259
process326
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QuickImport326
toshapes333–339
uniqueidentifiers331–332
unlinkingdatarowsfromshapes340
unlinkingdiagramsfromdatasources340
unlinkingshapes340
datarowslinkedtoshapes339
datavalues
entering268
insertingonshapes284–285
Dateshapedatafield268,276,278
DefineShapeDatadialogbox281
DetailedNetworkDiagramtemplate240,242
Detailsnavigationpane400
developermode499–501,527
diagramming
enterprisenetworks244
Ethernetnetworks242
racks251
diagrams
SeealsoBPMNdiagrams;flowcharts;networkdiagrams;shapes;swimlanediagrams
addingcomments104
addingScreenTips104–107
addingshapes83–85
addingswimlanes154–155
addingvalueusingdatagraphics302–305
applyingthemestoallpages218
AutoAdd83–85
AutoConnect78–84
BusinessProcessModelandNotation(BPMN)155–163
CheckDiagram526
closing20
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coauthoring483–489
collaborating476–477,526
commenting477–482
creatingfromexisting10,13
creatingfromtemplates9–10
creatingfromtemplatethumbnails10
creatingwebsitesfrom402
deletingbackgroundpages132
deletingshapes86–87
effects213
enhancingeffectiveness302–305
flowcharts140–148
hiddendata381–383
identifyingrisksandcontrols306–307
importingvalidationrulesets457
incorporatingintoSharePointapps464
linkingpages357
linkingtodata326,330–333
linkingtodatausingCustomImport333
linkingtomultipledatasources332
near-real-timedatagraphics305
opening12
orientation142
andpages120–121
panning37–39,41
panninginwebbrowsers470
presentationmode30
previewing376–379
printing379
publishingtotheweb398–409
QuickShapes81–83
refreshinglinkeddata344
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refreshingonSharePoint474–479
removingtipspane28
restrictingaccess384–385
savingasPDFs393
savingastemplates394
savinginotherformats390–394
savingtoSharePoint468–469
sharing18–20
sharingusingVisioViewer397
stencils45
swimlanes149–155
TaskMapadd-in306–307
templates45
themes213
unlinked,creatingdatagraphicsin308
unlinkingfromdatasources340
updating482
usingstarters25–28
validationissues449
variants213
viewingallcomments107
viewingdifferentpages31
viewinginOffice397
viewinginSharePoint470
viewinginwebbrowsers469–471
viewinglistofallpages31
viewingnetworkperformance302–304
viewingpublished398–403
zooming37–39
documentproperties382–383
documents
checkingout15
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linkingto361–362
openingShapeSheet502
restrictingaccess384–385
versionhistory15–16
drawingcanvas527
DrawingExplorerwindow527
drawingpages
AutoSize128,525
canvas29
ChangeShape526
changingattributes127
changingsizes128
creatingimagesof389
fittowindow31,40
grid528
placingemptycontainers425
printtile530
drawingscale,527
changing255–257
changingCivilEngineeringdiagrams258
changingMechanicalEngineeringdiagrams258
changingMetricdiagrams258
creatingcustom253
predefinedtypes253
DrawingScaletab,displaying257
drawingtools520
Seealsoshapes
aligningshapes50
creatingshapes48,50
displaying66
lines65,68
sizingshapes50
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drawingwindows28–29,528
arranging519
movingaroundin516
pagecontrols29
pagenametab530
panandzoom37
statusbar29–31
zoomingin/out37
drawings527
AutoCAD392
changingtounscaled258
language30
pagenumbers30
previewing376–379
runningreportsstoredin290
savinginotherfileformats390–394
DuplicatePage528
duplicatingshapes55
Durationshapedatafield268,278
.dwgfileextension392
.dxffileextension392
dynamicconnectors65,70,528
Seealsoconnectors;diagrams;shapes
applyingstyles220
AutoAdd525
AutoConnect77–83,525
AutoDelete526
changingstyles74–76
connectingshapes148
connectionpoints71
dynamicglue74
gluingtoconnectionpoints72,79
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gluingtoshapes74
linebends,creating76
movingsegments76
movingshapes75
removingtextblockbackgrounds161
resetting75–76
segmentation,changing74–76
staticglue72,74
dynamicglue74,77,528,146–147
DynamicGrid528
activating49
aligningshapes46,49
drawingtools48
guidelines46,153
spacingshapes46,49
verticalspacingofshapes48
dynamiclinks326
Eeffects213,528
3-Drotations222
applying222–224
bevels222–223
changing224
controllingproperties223
customizing221
glows222
reflections222
removing224
selecting220
shadows222
softedges222
types222
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emailaddresses,hyperlinksto360
embellishments528
endpointsSeeconnectionpoints
enterprisenetworks,diagramming244
errata,submittingxix
Ethernetnetworks,diagramming242
Ethernetshapes
addingdevicesto242
networkdiagrams240–241
eventtypes163
Eventsshapes528
Excel
displayingreportoutputin287
linkingtocells363
Exportpage(Backstageview)20
ExtensibleApplicationMarkupLanguage(XAML)404,534
ExtensibleMarkupLanguage(XML)534
ExternalDatawindow326
FFeaturedtemplates9,12
feedback,submittingxix
fields
indatagraphics312
inserting511–512
fileextensions391–392
fileformats
graphics386–388
macros391
previousVisioversions391
XML-basedOpenPackagingConvention513
filetypes392
files
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openingfrompreviousversions513
openingincompatibilitymode15
savingtoSharePoint466–467
fillcolors229
fillpatterns228
fills,removing230
fittowindow515
FixedListshapedatafield268,278
fixedlists276–277,528
flippingshapes519
flowcharts528
Seealsodiagrams
addingshapes148
addingtexttoshapes148
buildingquickly145
connectingshapes78,148
creating142–145
cross-functional527
defaultfontsize142
exitingtextentrymode149
guidelines145
ignoringvalidationissuesandrules453
livepreview144
orientation142
templates140–141
validating449–454
footers,printing378–379
foregroundpages528
addingafterexisting123
autosizing127
choosingpapersize126
configuring125–128
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definition121
including/excludinggridlines126
linkingtobackgroundpages121
managingproperties122
orientation127
pagenametabs122
previewing126
removingbackgroundpages132,134
scalingforprinting126
settingzoomlevel126
Formatdatafieldattribute279
FormatPainter233
formatting
text523
textboxes102
formulas,overwriting504
Freeformtool68
full-screenview,movingaroundin517
functionalbands528
GGatewayshapes528
.gif(GraphicsInterchangeFormat)528
GIFwebpageformat408
gloweffects222
glue528
gluedlines67
gluingshapesonlayers118
GotoPagenavigationpane399,405
gradientfills228
applyingtolines233
applyingtoshapes229
grammaroptions22
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graphicitems308,528
creating309
editing316
graphics,fileformats386–388
GraphicsInterchangeFormat(.gif)528
gravity528
grid528
gridlinesonforegroundpages126
groupingshapes417,519
changingproperties115
reasonsfor114
selections116
groups528
addingshapes420
vs.containers417–422
draggingshapesoutof422
droppingshapesinto422
enteringtext422
vs.layers118
resizingcontents422
selectinginteriorshapes422
selectingshapesusingboundingboxes422
selectingshapeswithin116,418
guides529
aligningshapes57–61
deleting59
displaying57
gluingshapesto58
hiding57
movinggluedshapes59
sizingshapes57–61
vertical58
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HHandDrawntheme214–215
handlesSeecontrolhandles
headers,printing378–379
Helpwindow524
Hiddendatafieldattribute280
hiddendata,removing381–383
HideUSizecommand250
hidingcommentindicators121
horizontalaxis209
HSL(Hue-Saturation-Lightness)529
.htm/.htmlfileextension392,529
HTML(HypertextMarkupLanguage)288,529
hue529
Hue-Saturation-Lightness(HSL)529
hyperlinkbase370–372,529
hyperlinks401
Seealsolinking
absolute366–370
adding365
addingtomultipleshapesatonce356
deleting364
displayingdescriptions365
editing364
emailaddresses360
following354
openingHyperlinksdialogbox355
relative366–370
relativepaths362
specifyingtarget355
symbolonshapes354
toVisiopages356
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HypertextMarkupLanguage(HTML)288,529
IIconSetgraphics308
iconsets310–311
ignoringvalidationrules453
images
creatingfromshapes386–390
creatingshapesusing109
fileformats386–389
inserting110
usingasbackgrounds130
Infopage(Backstageview)14–16,380–383
InformationRightsManagement(IRM)6,384–385,529
insertionbar529
IRM(InformationRightsManagement)6,384–385,529
Issueswindow450,454
JJavaScript529
JPG/JPEG529
JPGwebpageformat408
Kkeyboardshortcuts515–524
KeyTips517
LLabeldatafieldattribute279
labels,addingtoshapes103
lanesSeeswimlanes
languages
drawings30
parameters22
LAN(localareanetwork)529
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LassoSelecttool51,529
layers529
addingnewshapes118
assigningshapesto120
benefitsofusing117
changingproperties120
controllingvisibilityofshapes118
creatingonpages118–119
gluingshapes118
lockingshapes118
managingobjectcolors118
predefined117
printing118
properties116,118
removingfrompages119
removingshapes120
selectingallshapes120
snappingshapes118
vs.groups118
legends,datagraphics306,319–320,439,527
Linetool68,529
lines
Seealsoconnectionpoints;shapes
applyinggradients233
applyingsolidcolors232
arcs68
changingarrowtypes232
changingpatterns232
changingweights232
colorpicker230,232
connectingshapes65–70
connectionpoints66,71
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create2-Dshapesusing69
creating65
customizing231
drawingtools68
formatting71
freeform68
glued/unglued67
gluingtoshapes69,71
staticglue71,74
tailoringproperties231
linkeddata
Seealsodatalinking
changingcolumnsettings339
datagraphicoptions341
identifyinglinks339
managing339–340
refreshing344–345
usingdatagraphicoptions341–344
linking
Seealsohyperlinks
adjacentshapes82
backgroundpagestoforegroundpages130
todocuments361–362
toExcelcells363
foregroundpagestobackgroundpages121
non-adjacentshapes82
toOneDrive21
topagesindifferentdiagrams357
topageswithindiagrams357
toPowerPointslides363
shapesusingAutoConnect77–83
toSharePointsites21
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tospecificlocationsinOfficedocuments362–364
tospecificshapes356,359
toVisiopages356
towebsites360
toWordbookmarks363
listfields276–277
lists416,430,529
addingshapes431–434
creating509–511
formatting434
andswimlanes435
LivePreview529
localareanetwork(LAN)529
LoopTypedatafield277
Mmacrorecorder30
macros391–392,529
recording506
running506
securitysettings507
vs.VBA509
Markertheme215
masters8,529–531
MaximumValuefield317
measurementunits11
MechanicalEngineeringdiagrams258
metadata380–384
metric530
Metricdiagrams258
metrictemplates11
MicrosoftPresscontactinformationxix
MicrosoftPressStorexviii
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MicrosoftSharePoint2010Workflowvalidationruleset448
MicrosoftSharePoint2016Workflowvalidationruleset448
MicrosoftSilverlight399,404
MicrosoftVisualBasicforApplications(VBA)508–509
MinimumValuefield317
minitoolbar530
Moderntheme214
NNamedatafieldattribute280
networkdiagrams
Seealsodiagrams
2-Dshapes245
addingnetworkcabling259
addingrackdiagrampages252
buildingbasic240–242
buildingdetailed242–244
choosingshapestyles245
datalinking259
enhancing259
Ethernetnetworks242
Ethernetshapes240–241
findingshapes246
predefinedreports260
real-time259
stencils242
networkperformance302–304
networks244
Newpage(Backstageview)16
nullentries282
Numbershapedatafield268,278
O
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ObjectLinkingandEmbeddingDatabase(OLEDB)530
objects
managingonlayers118
masters8
shapes8
ODBC(OpenDatabaseConnectivity)530
OLEDB(ObjectLinkingandEmbeddingDatabase)530
one-dimensionalshapes
identifying76
lines65
OneDrive,linkingto21
OpenDatabaseConnectivity(ODBC)530
Openpage(Backstageview)17
OrganizationChartWizard
creatingdatacharts185–186
includingphotos201
usingwithexistingdata178–184
organizationcharts530
add-intabs172
addingmultipleshapes176
addingnames174
addingphotographs196
addingtitles174
applyingstyles188
applyingthemes197
arrangingshapes189
buildingfromexistingdata177–184
buildingmanually173–177
buildingwithOrganizationChartWizard178–184
centeringonpages189
changinglayouts187–189
changingshapeappearance191–195
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changingshapepositions176–177
changingstyle194
correctingshapepositions189
correctingshapespacing189
creatingdatacharts186
croppingphotos201
datasourcetypes177
defaultstyle193
deletingphotos197
editingphotos201
enhancingwithdatagraphics305–306
hidingsections189
hyperlinkingemployeeshapes183
importingphotos198–200
layouts187
movingshapes189–190
replacingphotosinshapes196
restoringshapespacing188
showing/hidingphotos197
showing/hidingsubordinates190
specifyingpagecontents182
synchronizingemployeeshapes183
undoingchanges194–195
usingtemplates173
verticalspacing189–190
OrganizeSupportingFilesInAFolderoption406
orientation
changingforpages128
flowcharts142
ofshapetext99
swimlanes150,151
P
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pagebreaks,movingshapesoff211
pagecontrols530
pagenametabs122,124,530
pages
addingcomments106,108
assigningbackgroundpages133
backgrounds121
changingorientation128
copyingattributes122
creatingfromselections164
creatinglayers118–119
creatingnew164
deleting125
duplicating124
duplicatingcontents122
foregrounds121
linkingtoshapes164
moving124
on-screendrawingsettings121
openingShapeSheet502
physicalpagesettings121
previewing376
removinglayers119
renaming123
resequencing124
scrolling32
viewingonweb398
PanandZoomnavigationpane400
Pan&Zoomwindow37–39
panning516,530
diagrams37–39,41,470
printpreviewimages376
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webpages400,403
pastingshapes53–55
patternfills230
PDF(AdobePortableDocumentFormat)392–393
Penciltool68
personalinformation,removing381,383
photos
addingtoorganizationcharts196
cropping201
deletingfromshapes197
deletingplaceholders197
editing200–201
importingintoorganizationcharts198
showing/hidingplaceholders197
pictures,creatingshapesusing109
PinPosSeepinposition
pinposition61,63,530
.png(PortableNetworkGraphic)530
PNGwebpageformat408
PointerTool530
PortableNetworkGraphic(.png)530
Positionbutton342
positioningshapes207,209–211
practicefilesxvi–xviii
predefinedreports,running286–290
presentationmode30
previewing
datagraphics313
diagrams376–379
drawings376–379
printerpaperdimensions377
Printpage(Backstageview)18
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printpreview376–379
printtile530
printers,choosingpapersize126
printing376–378
backgrounds378
changingpageorientation128
configuringpagesettings127
diagrams210,379
footers378–379
headers378–379
imagequalitysettings378
layers118
MoveOffPageBreaks377
movingshapesoffpagebreaks379
pageranges378
scalingforegroundpages126
processmap530
Professionaltheme214
Promptdatafieldattribute280
properties
changingforlayers120
foregroundpages122
layers118
publishingdiagrams398–403
differentformats404
settingoptions404–409
QQuickAccessToolbar23,496–497,530
QuickImport326–330,530
QuickImportwizard6
QuickShapes77,530
addingshapes83
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changingorderofmasters81
livepreview81
masters83
QuickStartguide12
QuickStyles213,225–226,530
Rrackdiagrams247
addingtonetworkdiagrams252
changingdrawingscale255–256
creating251
enhancingwithdatagraphics302–306
publishing259
scaleddrawings252
shapeheights250
stencils247–248
RackMountedServersstencils242
rackshapes
addingdatato259
adjusting250,252
connectionpoints249
displayingheights249
gluingonracks249
andscaleddrawings249
showing/hidingUheights251
rackunits249,531
racks
addinghyperlinks259
gluingshapes249
Uheights251
Red-Green-Blue(RGB)531
reflectioneffects222
relativelinks366–370,531
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relativepath362
RemoveHiddenInformation380–383
ReportDefinitionWizard291
reports531
creating291–296
displayinginExcel287
displayinginshapes288
displayinginwebbrowsers288
displayinginXML289
modifying291–295
modifyingdefinitions296
networkdiagrams260
outputchoices287
predefined286
running290
savingdefinitions295
updating289–290
resizehandlesSeecontrolhandles
resizing
Ethernetsegments242
Ethernetshapes241
Servershapes250
shapes56,242,252
restrictingaccess384–385
reviewer’smarks,removing381
RGB(Red-Green-Blue)531
ribbon531
add-intabs24–25
customizing23,493–496
KeyTips517
navigating517–518
tabs532
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tooltabgroups533
tooltabs23–24
rotating
shapes100,102
textindependentofshape102
textinshapes100–101
rotationangles
displaying30
rotationhandles61–62,531
rulesetsSeevalidationrules
rulers531
aligningshapes56
displaying/hiding56
positioningshapes56,57
sizingshapes56
rules531
templates448
validation448–449
Ssaturation529
saving
diagramsasPDFs393
options22
Save/SaveAspages(Backstageview)17–18
toSharePoint466–469
ScalableVectorGraphics(SVG)532
scaleddrawings531
adjustingscalingfactors255,257
creatingcustomratios253
definition252
predefinedscales256
rackshapes249
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scaletypes253
ScreenTips104,280,365,531
addingtodiagrams104
vs.comments105
scrollbarsinShapeswindow34
scrollingpages32
SearchPagesnavigationpane401
searching
full-text401,465
fortemplates9,13
webpages401
security,macros507
selectionhandlesSeecontrolhandles
selectionrectangles531
selectiontools520,525
Servershapes250
Serversstencil242
shadoweffects222
Shape&Positionwindow63
shapedata532
Seealsoshapes
datafields268,275
editing275–278
enteringdatavalues268
enteringintextfields278
exitingfields278
formatting275
listfields276–277
viewing269–274,471
shapedatafields268
allowingblanks282
changingattributes281,283
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changingdefaultvalue281–282
creatingdrop-downlists282
defining283
labeling283
specifyinginternalname283
specifyingsortkeyvalue283
types268
viewingattributes279–281
workingwithmultipleshapes280
ShapeDatawindow532
changingdatavaluesin275–278
closing273
docking269,273
hiding269
locating274
opening273
positioning273
resizing269
settingdefaultvalue281
shapenames532
shapes8–9
Seealsodatagraphics;diagrams;drawingtools;dynamicconnectors;lines;shapedata
2-D,creatingwithlines69
2-Dnetwork245
3-Dequipment244
actiontags525
Activity(BPMN)525
activitytypes157
addingcomments108
addingdatafields283
addingfromstencils82
addinghyperlinks356,365
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addinglabels103
addingphotos196
addingScreenTips107
addingtext96–97,148
addingtocontainers425
addingtoflowcharts148
addingtolayers118
addingtolists431–434
addingtoorganizationcharts176–177
addingtoswimlanediagrams153
addingwithAutoAdd84–86
addingwithQuickShapes83
adjacent,linking82
adjustingheights252
adjustingsizes163
adjustingspacing209
adjustingwithcontrolhandles62
aligning49–50,206–209,211,213
aligningonaxes49
aligningusingDynamicGrid241
aligningusingguides57–61
aligningusingrulers56
anchors208,525
annotating96,162,163
annotatingusingcallouts440–443
applyingdatagraphics306,313,315,342
applyingeffects222–225
applyinggradientfills229
applyingpatternfills230
applyingQuickStyles226
applyingsolidfills229
applyingthemes214
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areaselection51–52
assigningtolayers120
attachingcallouts443
attributes62–65
AutoAdd83–85
AutoDelete86
automaticallyapplyingdatagraphics315
basic158
behavior501,504
boundingboxes51–52
bringingtofront207
callouts162,440–443
canvas29
changingdatagraphics342
changingeffects224
changingheight/width195
changingverticalspacing190
circles50
coauthoring483
collapsingcomments106
commenting477
ConnectingObject526
connectingusingdynamicconnectors70–76
connectingusinglines65–70
connectingwithoutconnectionpoints72–74
connectionpoints66
connectortypes157
controlhandles60–65
controllingvisibilityonlayers118
coordinates62–64
copying53–54
copyingformatting233
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creatingcustom497–499
creatingfromdata338–339
creatingimagesfrom386–390
creatingmultiple339
creatingnewpagesfrom164
creatingtext-only102
creatingusingdrawingtools48,50
creatingusingimages109
datafields309
deleting86
deletingphotos197
determiningnames358–359
disallowingthemes219
displayingdimensions30
displayingreportoutput288
displayingrotationangles30
displayingtextinmultipleplaces114
distributing209–210
draggingdatatoexisting334–335
draggingontoracks249
duplicating54–55
DynamicGrid46–51
editingtext518
embellishing220–221
Ethernet240–242
Events528
eventtriggers163
eventtypes156,163
exitingtextentrymode97
finding246
flipping211,519
formulas504
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gatewaytypes157,163
glue528
gluedtoguides,moving59
gluingcallouts162
gluinglines69
gluingonlayers118
gluingtoguides58
gridlines48
grouping114,116,519
guidelines47
guides57–59
horizontalaxis209
horizontalposition207
hyperlinksymbol354
hyperlinks401
insertingdatavalues284–285
insertingdocumentproperties285
insertingfields284,511–512
interiorverticallines,moving61
lassoselection51–52
lines65–70
linkingdataonepageatatime337–338
linkingtodata333–339
linkingtodataautomatically335–337
linkingtoexternaldata327
linkingtomultipledatasources333
linkingtopages164
linkingusingAutoConnect77–84
listinglinks365
livepreview223
locked60
lockedtext96
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locking118
lockingcolors227
looptypes163
Microsoft-specific246
moving189–190,516,519
movingoffpagebreaks211
movingtextblocks99
MultipleShapes174
names358,532
non-adjacent,linking82
one-dimensional62
openingShapeSheet502
organizingusingcontainers423–424
orientingtext99
pasting53–55
pinposition63
placingonpages49
positioning48,55–59,207,209–211
positionsonaxes207
properties65,501
protection501
QuickShapes81–83
QuickStyles225
rack249
removingdatagraphics313,315–316
removingeffects224
removingfills230
removingfromcontainers426
removingfromlayers120
removingfromselection53
removingthemes219
replacing111–113
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replacingphotos196
repositioning163
repositioningtext98–99
resizing50,56,60,163,242
resizingtext98–99
resizingtextblocks99–100
restoringspacing188
retainingalignment54
rotating61–63,100,102,211,519
rulers,using56–57
runningreportsstoredin290
savingasmasters315
savingincustomstencils315
selecting51–53,516,525
selectingallonlayers120
selectingallthatusedatagraphics318
selectingfromstencils112
selectingmultiple52
selectingwithingroups116
selectiontypes52–53
sendingbackwards207
sheets358
showing/hidingUheights251
Size&Positionwindow62–65
sizeusingguides57–61
sizing46–47,50
smartshapes532
snappingonlayers118
spacing46–50,209–211,213
squares50
subshapes,protectingalignment114
text532
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textposition96
ThreePositions174
two-dimensional62
ungrouping115–116
unlinkingfromdata340
usingdifferentdatagraphics314
values63
verticalaxis209
verticalpositions207
wireframes437–439
X-axis207
Y-axis207
Z-axis207
Shapeswindow28,532
adjustingwidth34,36
docking36
expanding/minimizing33,36
floating34
opening/closing34,36
openingstencils36
scrollbars34
statusbar29–31
switchingtoopenstencils33
undocking/floating34,36
ShapeSheet430,433,502–505,532
Sharepage(Backstageview)18–20
SharePoint
incorporatingdiagrams464
linkingto21
refreshingdiagrams471–476
refreshintervals474
savingdiagramsto468–469
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savingfilesto466–467
viewingdiagrams470
VisioServices464–465
sharingdiagrams18–20,464
sheets358,532
ShowUSizecommand250
SixSigmaDiagramvalidationruleset448
Size&Positionwindow62–65
smartshapes532
Snap&Glue518
softedgeseffects222
Sortkeydatafieldattribute280
spacingshapes46–50
automatically213
manually209–211
spellingoptions22
starterdiagrams25–28
staticglue71,74,77,532
vs.dynamicglue146–147
statusbar29–31,532
Statusshapedatafield276
stencils8,521,532
addshapesusingAutoConnect82
BasicNetworkDiagram240,242
creatingcustom497–499
DetailedNetworkDiagram242
diagrams45
finding247
networkdiagrams242
QuickShapes81
RackMountedServers242
savingshapesin315
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selectingshapesfrom112–113
Servers242
shapes45,48
templates45
titles,revealing242
Stringshapedatafield268,278
subnet532
subprocesses164–166,532
subshapes114–115
SVG(ScalableVectorGraphics)532
SVGwebpageformat408
swimlanediagrams532
Seealsodiagrams
addingflowchartshapes153
addinglanes152,154–155
add-ins150
building152–154
functionalbands149
improvingprocessstepswithdatagraphics304
labeling155
laneorientation150–151
numberingprocesssteps304
usesfor149
validating454–455
swimlanes532
addingtodiagrams154
andcontainers435
labeling155
andlists435
rearrangingsequence436
Ttabs532
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taskpanes532
TaskMapadd-in25,306–307
tasks532
TellMe5
templates8,532
BasicElectrical6
BasicNetworkDiagram242
BlankDrawing9
BPMNDiagram6
businessrulesets448
categories10,12
creating394
custom395–396
DetailedNetworkDiagram240,242
displayinginformationabout10
featured12
flowcharts140–141
frequentlyused9
measurementunits11
metric11
predefinedlayers117
savingdiagramsas394
searchingfor9,13
starterdiagrams27
stencils8
UnifiedModelingLanguage(UML)6
usingexistingdiagrams13
USUnits11
viewingfromStartscreen7
wireframes438–439
text
addingtocontainers422
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addingtogroups422
addingtoshapes96–97,148
aligning523
aligninginshapes98
aligningintextblocks99
annotations163
controllinganglewithformulas101
editing522
formatting523
lockingonshapes96
orientationinshapes99–101
positiononshapes96
presetpositions98
removingbackgrounds161
repositioningonshapes98
resizingonshapes98
rotatingindependentofshape101–102
rotatingonshapes101
rotatingwithshapes100
TextBlocktool98–99
textblocks98–99,532
textboxes102–103
textfields,enteringdata278
Textgraphics312
Texttool102,533
Themegallery214
themes533
applying214,216–218
categories214
choosingcolors219
colorpalettes214
customizing219–221
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diagrams213
disallowingforfutureshapes219
effects213
HandDrawn214
Marker215
Modern214
organizationcharts197
Professional214
QuickStyles213
removing225
removingfromcurrentpage218
removingfromselectedshapes219
selectingalternatecolorschemes220
selectingeffects220
Trendy214
variants213,217,533
Thermometergraphics317
threadedcomments104,106
tintslider228
tipspane,removing28
titleblocksinbackgroundpages132
toolbars520
tooltabgroup533
tooltabs23–24
transparency228
Trendytheme214
TrustCenter23
TwitteraddressforMicrosoftPressxix
two-dimensionalshapes65,245
Typedatefieldattribute279
UUheights251
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ungluedlines67
ungroupingshapes116
UnifiedModelingLanguage(UML)templates6
UniformResourceLocator(URL)533
uniqueidentifiers331–332
unscalingdrawings258
upgradingfrompreviousVisioversions15
URL(UniformResourceLocator)533
user-definedcells533
USUnitstemplates11
Vvalidating
BPMNdiagrams456
flowcharts449–454
swimlanediagrams454–455
validation533
validationissues
highlightingshapes453
ignoring453–454
Issueswindow450–451,454
showing/hiding454–455
sorting450
validationrules448–449
adding457
creatingnew458–460
editing459
ignoring452–454
importingintodiagrams457
Issueswindow450–451
listing458
selecting450
Valuedatafieldattribute280
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VariableListshapedatafield268,278
variablelists276,533
variants533
applying218
changingconnectorstyles221
changingembellishmentlevels221
customizing219–221
VBA(VisualBasicforApplications)508–509,533
VBE(VisualBasicEditor)508,533
.vdwextension533
VectorMarkupLanguage(VML)533
verticalaxis209
views
fittowindow515
full-screen517
Visio2003-2010Drawing391
Visio2003-2010Stencil391
Visio2003-2010Template391
Visio2016
add-ins23
editionsof4
fileformats512–514
filetypes391
newfeatures4–6
productID21
programmingwithVBA508–509
QuickStartguide12
scrollingpages32
Startscreen7
switchingwindows31
toolbars520
userinterface(UI)designshapes437
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versioninformation21
VisioDrawing391
VisioMacro-EnabledDrawing391
VisioMacro-EnabledStencil391
VisioMacro-EnabledTemplate391
Visioengine533
VisioOptions(Backstageview)22
VisioProfessional20164,439
QuickImportwizard6
starterdiagrams27
VisioProforOffice3654
VisioServices464–465,533
collaboratingondiagrams476–477
data-linkeddiagrams465
VisioStencil391
VisioTemplate391
VisioViewer397
VisioWebAccess464,470–471
Visiowebdrawing533
VisioWorkflowInterchange533
VisualBasicEditor(VBE)508,533
VisualBasicforApplications(VBA)533
VML(VectorMarkupLanguage)533
VMLwebpageformat408
.vsdfileextension391
.vsdmfileextension391
.vsdxextension534
.vsdxfileextension391
.vssfileextension391
.vssmfileextension391
.vssxfileextension391
.vstfileextension391
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.vstmfileextension391
.vstxfileextension391
Wwebbrowsers
Commentspane481–482
filteringcomments482
reading/writingcomments477,479,482
updatingdiagrams482
viewingdiagramsin469–471
WebPageformat392
WebParts475–476
webpages,movingaroundin517
web-publisheddiagrams
allowing/disallowingspecificsources468
navigating398–403
settingoptions404–409
websites,linkingto360
websites,Visio-generated
advancedsettings408–410
automaticallyopeninginbrowsers406
changingtitles404–405,409
contents410
copying410
creatingfromdiagrams402
customizing404–409
folderlocation410
generalsettings404–407
homepages410
moving410
navigationpanes399,405
outputformats408
panposition400
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panning403
publishingdiagrams398
publishingindifferentformats404
searchingfortext403
settingpublishingoptions404
specifyingincludedcontent405
storingpages406
viewingdifferentpages403
viewingshapedata403
viewingspecificpages399
viewingusingInternetExplorer399–401
zoomlevel400
windows
drawing528
DrawingExplorer527
Help524
ShapeData532
Shapes532
switching31
wireframeshapes437–439
Word,linkingtobookmarks363
workflow534
workspace9,534
XXAML(ExtensibleApplicationMarkupLanguage)404,534
X-axis207
X-coordinate534
XML-basedOpenPackagingConventionfileformat513
XML,displayingreportoutput289
XML(ExtensibleMarkupLanguage)534
XMLPaperSpecification392
.xpsfileextension392
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XPSDocument392
YY-axis207
Y-coordinate534
ZZ-axis207
zoom534
zoomlevel
displayingcurrentpercentage31
settingforforegroundpages126
webpages400
zoomsettings,changing403
zoomslider376
zooming515
diagrams37–40,376
diagramsinwebbrowsers470
InternetExplorer397
zoomslider30
Z-order207,534
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Abouttheauthor
ScottA.HelmersisaMicrosoftMostValuableProfessional(MVP)forMicrosoftVisioandistheprimaryVisioexpertatExperts-Exchange.com.HehashelpedcompaniescreatecustomVisioadd-instoenhanceorganizationalefficiencyandemployeeproductivity,andhastaughtthousandsofpeoplehowtousetechnologymoreeffectively.
HeisVicePresidentofProductPlanningandSupportattheHarvardComputingGroup,asoftwareandconsultingfirmthathelpsclientsunderstandandimplementbusinessprocesssolutions.Scottisaco-inventorofTaskMap(www.taskmap.com),aVisioadd-inthatanyonecanusetodocumentandimprovealloftheimportantaspectsofanybusinessprocess.
ScotthasworkedwithclientsinAfghanistan,Egypt,India,Ireland,Jordan,Malaysia,SaudiArabia,Singapore,Canada,andtheUnitedStatesonprojectsinvolvingknowledgemanagement,specificationofnewITsystems,processmappingandredesign,andtechnologytraining.Inaddition,hehasbeenanAdjunctProfessoratbothNortheasternUniversityandBostonUniversity.
Scottistheauthorofthreepreviousbooks:MicrosoftVisio2013StepbyStep(MicrosoftPress,2013),MicrosoftVisio2010StepbyStep(MicrosoftPress,2011),andDataCommunications:ABeginner’sGuidetoConceptsandTechnology(Prentice-Hall,1989).HealsocontributedChapter9,“VisioandVisioServices,”toBusinessIntelligenceinMicrosoftSharePoint2013byNormWarren,MarianoNeto,StaciaMisner,IvanSanders,andScottHelmers(MicrosoftPress,2013).InformationaboutScott’sbooksisavailableatwww.VisioStepByStep.com.
WhennotworkingorspendingtimewithhisfamilyinAndover,Massachusetts,Scottcanusuallybefoundonhisbicycleorworkingwithalocalcommunitytheatercompany.
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