visio 2003 reference guide - pc training central - …pctrainingcentral.net/visio 2003...

Susan Congdon pctrainingcentral.net

VISIO 2003

DISCLAIMER: This reference guide is meant for experienced Microsoft Visio users. It provides a list of quick tips and shortcuts for familiar features. This guide does NOT replace training or a comprehensive instruction manual.

THE BASICS.................................................................................................. 2 NAVIGATION................................................................................................. 3 PAN AND ZOOM ........................................................................................... 5 DRAWING TYPES......................................................................................... 6 SHAPES......................................................................................................... 7 SELECTION TECHNIQUES........................................................................ 10 FORMAT SHAPES ...................................................................................... 11 GROUP SHAPES ........................................................................................ 14 ORDER SHAPES ........................................................................................ 14 CONNECTING SHAPES ............................................................................. 15 TEXT............................................................................................................ 17 GRIDS, GUIDES AND CONNECTION POINTS ......................................... 19 SNAP AND GLUE........................................................................................ 20 ALIGN AND DISTRIBUTE ........................................................................... 22 CROPPING.................................................................................................. 23 TIPS ............................................................................................................. 24 NEW IN VISIO 2003 .................................................................................... 25


THE BASICS NEW, OPEN, SAVE, PRINT PREVIEW, PRINT, SPELL CHECK

NOTE: Many of the following commands are found on the shortcut menu. To display the shortcut menu, click the right mouse button. Context-sensitive options appear.

To accomplish this Use this menu (Or) button (Or) key combo

File > New C N Start a new drawing

View > Task Pane

Add a new page Insert > New page

Edit > Delete Pages > Select page to delete Delete a page

Right-click on page tab >Delete page

Open an existing document File > Open C O

Open a stencil File > Shapes > Open Stencil or

Spell check Tools > Spelling 7

Save a document File > Save C S

View drawing without menus and toolbars View > Full Screen 5

Cancel full screen Right-click > Close 5 or E

Print preview File > Print Preview None

Print a document File > Print C P


NAVIGATION MOVING THROUGH A DRAWING EFFICIENTLY


Next page Edit > Go To C d

Previous page Edit > Go To C u First page Edit > Go To

Last page Edit > Go To

Go to a specific page Edit > Go To

Next page (in full screen) View > Full Screen

d or r

or n

Previous page (in full screen) View > Full Screen

u or l

or p

Go to specific page (in full screen)

Right-click >

Select a specific type of shape Edit > Select by Type

You can change all shapes you select by this method at one time instead of individually.

Find a word or phrase Edit > Find C F


NAVIGATION (continued) MOVING THROUGH A DRAWING EFFICIENTLY


Locate a specific shape, shape text, or shape property

Edit > Find


PAN AND ZOOM ZOOM CONTROLS PAGE MAGNIFICATION.

PANNING MOVES A MAGNIFIED DRAWING ON THE SCREEN INTO VIEW. THE PAN & ZOOM WINDOW DISPLAYS A MINIATURE VERSION OF YOUR DRAWING.


View a portion of an enlarged drawing

View > Pan & Zoom Window In the miniature Pan & Zoom window, click and drag to create a red box. Resize the red box to fit the area you want to magnify. Note: The larger the box, the more you see of the page, so the less shapes are magnified. The smaller the box, the less you see of the page, so the more shapes are magnified.

Zoom (change magnification)

Drag the Pan & Zoom lever to the degree of magnification you want. Drag up to enlarge the view size. Drag down to reduce the view size.

Enlarge the view size CS Click

Reduce the view size

CS Right-click

Pan (view a portion of an enlarged drawing)

View > Pan & Zoom Window In the miniature Pan & Zoom window, click and drag to create a red box. Resize the red box to fit the area you want to magnify. The larger the box, the more you see of the page, so the less shapes are magnified. The smaller the box, the less you see of the page, so the more shapes are magnified.

CS Right-drag


DRAWING TYPES CREATE A NEW DRAWING FROM A TEMPLATE OR FROM SCRATCH

Visio offers many different drawing types to jump-start a drawing. Each drawing type contains several templates in both English and metric units from which to choose. Each template contains ready-to-use shapes that are suitable for the active drawing.

A template includes everything you need to create a drawing, from the drawing page to shapes and styles. Using a template ensures consistency across your drawing files. When you start a drawing based on a template, a Visio file opens that contains:

• One or more stencils that include related master shapes. • A blank drawing page that has a grid and measurement system appropriate for the type of

drawing you are creating. • For scaled drawing types, a drawing page set up with the correct scale and page. • Styles for text, lines, and fills appropriate to the type of drawing you are creating.

Note: You can also find Visio templates on Microsoft Office Online.

To accomplish this Use this menu

Create a drawing from a template

File > New > Choose a category of drawing …

… then choose a specific drawing type within the category

Creating a drawing from scratch gives you total flexibility to determine page size and setup, draw and format any shape, and create or open any stencil.


Create a drawing from scratch File > New C N

One blank drawing page appears with the default page size, no stencil and no task pane.

Open one or more stencils and add shapes to the drawing.

Or draw simple shapes using the Drawing toolbar.


SHAPES SHAPES ARE GRAPHIC REPRESENTATIONS OF PROCESSES, BUILDINGS, HARDWARE, CABLE, FURNITURE AND MORE.


Add a shape from a stencil Display the stencil(s) of your choice (see Stencil topic below) Drag a shape from the stencil to your drawing

Display the drawing toolbar: View > Toolbars > Drawing

Draw a shape from scratch

Select a shape from the drawing toolbar.

On the drawing, drag the mouse to create the preferred height and width.

Find a specific shape View > Shapes Window

Type the shape you want to add to your drawing, then click the arrow. Visio displays a list of shapes that you request.

Drag the shape from the search results to your drawing.


SHAPES (continued)


RESIZE A SHAPE The following steps require that a shape be selected. HANDLES appear around a shape when it is selected.

Resize manually

Select the shape. Drag a corner handle diagonally (to keep the shape proportional) Note: A two-headed arrow

indicates resizing.

Resize using size and position

Select the shape View > Size and Position Window Type the width and height you prefer

MOVE A SHAPE

Move a shape manually

Select the shape. Point to the middle of the shape and drag to a new position. Note: A four-headed arrow

indicates moving. Move a shape using size and position

The X position is the horizontal position of the shape, measured from its Pin Pos. The Y position is vertical position of the shape, measured from its Pin Pos.

View > Size and Position Window In the example on the right, the Pin Pos is the center of the shape. Type the preferred X and Y positions to move a shape.

Gray handles indicate the shape is locked and cannot be resized.

Green handles mean a shape is selected


SHAPES (continued)


Copy a shape

Select the shape Edit > Copy C C

Delete a shape (permanent) Select the shape D

Cut a shape (for pasting) Select the shape Edit > Cut C X

Paste a shape Edit > Paste (The shape is pasted in the middle of the screen) Drag the shape to the desired position

C V

Select the shape Press C and drag the shape to a new position (You will have two shapes) Press 4 to repeat You will have identical equidistant shapes

4 (to repeat)

Duplicate a shape and its relative position to other shapes

Example: Edit > Duplicate The shape is copied and pasted in one step The pasted shape is offset down and to the right

C D

Duplicate a shape

Example: PC

PC

PC


SELECTION TECHNIQUES SELECT AN OBJECT TO COPY, EDIT OR DELETE

Standard Toolbar

To accomplish this Use this mouse technique

Select one shape Use the Pointer Tool. Move the mouse pointer on a shape and click.

Shift-click to select multiple shapes

Use Area Select to drag a “selection net” around many shapes that are in a regular arrangement

Use Lasso Select to drag a “selection net” around many shapes that are in an irregular arrangement

Use Multiple Select to click on many shapes, one at a time

Select multiple shapes

When you select multiple shapes by pressing SHIFT and clicking each shape, the first shape you select is considered the primary shape, and is indicated by a thick magenta outline.

When you select multiple shapes by dragging a selection net around them, the primary shape is the one at the back of the stack (the first one that you dragged onto the page).

When you select multiple shapes by clicking the Select All command on the Edit menu, the last shape dropped on the page becomes the primary shape.

Select a specific type of shape Edit > Select by Type

Select all the shapes on a page Edit > Select All C A

Pointer tool


FORMAT SHAPES VISIO PROVIDES A FORMATTING TOOLBAR FOR ITS SHAPES IN ADDITION TO THE FAMILIAR OFFICE FORMATTING TOOLBAR.

VIEW > TOOLBARS > FORMAT SHAPE


Always select a shape before formatting Add a border line Format > Line Or Right-click > Format > Line

Line color (outside shape) Format > Line

Line thickness Format > Line

Line pattern Format > Line

Arrow tip and direction Format > Line

Corner rounding Format > Corner Rounding


FORMAT SHAPES (continued)


Always select a shape before formatting

Format > Fill Or Right-click > Format > Fill

Color Pattern

Fill shape interior with color or pattern

Shadow Format > Shadow


FORMAT SHAPES (continued)


Always select a shape before formatting

Copy formatting Select the shape containing the formats you want to replicate Click the Format Painter Click on a different shape to apply the formats

Hint: If you double-click the Format Painter, it remains active for multiple applications

Select the shape

Shape > Rotate or Flip

Select the shape

Drag the circular handle clockwise or counter-clockwise

Rotate a shape

Before rotation

After rotation

Select the shape Shape > Rotate or Flip

Flip a shape

Before flip

After flip


GROUP SHAPES GROUPING ENABLES YOU TO SELECT MULTIPLE OBJECTS, THEN WORK WITH TOGETHER AS ONE U NIT (RESIZE, FORMAT, MOVE, ROTATE, AND FLIP) FOR EXAMPLE, A LOGO COMPOSED OF MULTIPLE SHAPES AND TEXT


Group two or more shapes

Select all the shape you want to group Shape > Grouping > Group

SCG

Ungroup shapes Select the grouped shapes Shape > Grouping > Ungroup

SCU

ORDER SHAPES ORDERING SHAPES MEANS STACKING ONE SHAPE ON TOP OF ANOTHER. SHAPES ON TOP ARE CONSIDERED IN “FRONT. “ SENDING A SHAPE “BACKWARD” MEANS IT WILL BE SENT IMMEDIATELY BEHIND THE SELECTED SHAPE. SENDING A SHAPE “TO BACK” MEANS IT WILL BE BEHIND ALL OTHER SHAPES.


Change the “stacking” order of shapes

Select the shape you want to change Shape > Order >

Bring to Front

Send to Back

CSF

CSB


CONNECTING SHAPES CONNECTING SHAPES IS THE PROCESS OF JOINING SHAPES BY A LINE OR OTHER TYPE OF CONNECTING SHAPE. CONNECTORS SHOW RELATIONSHIPS BETWEEN SHAPES IN A DRAWING. USE CONNECTORS SO THAT WHEN YOU MOVE SHAPES, THEIR CONNECTORS MOVE WITH THEM.

To accomplish this Use this menu (Or) button

Connect shapes: point-to-point When one shape is moved, the shapes remain connected at the same point

Click the Connector tool on the Standard toolbar Drag from a connection point on the first shape to a connection point on the second shape. The connector endpoints turn red when the shapes are connected.

Connect shapes: shape-to-shape When one shape moves, the connection point may also move

Position the Connector tool over the center of the first shape until a red box appears around the shape. Hold down the mouse button and drag to the center of the second shape. When a red box appears around the second shape, release the mouse button.

Connect multiple shapes

Select all the shapes to be connected Shape > Connect Shapes

Connect shapes as you add them to a drawing

Select a shape on the drawing Select the Connector tool Add a new shape to the drawing The two shapes will be connected


CONNECTING SHAPES (continued)


(Or) button

Use a connector from a stencil

Open the Connectors stencil File > Shapes > Open Stencil > (Find Connec_U.vss) Choose a connector

Drag the connector's begin point to the shape you're connecting from

Drag the connector's end point to the shape you're connecting to


TEXT ADD TEXT INSIDE SHAPES OR AS SEPARATE ENTITIES.

VISIO PROVIDES A FORMATTING TOOLBAR FOR ITS TEXT IN ADDITION TO THE FAMILIAR OFFICE FORMATTING TOOLBAR. VIEW > TOOLBARS > FORMAT TEXT

Add text to a shape Select the shape Type text Hint: Do NOT create a text box inside the shape because a text box is a separate shape. It will not automatically adjust when a shape is moved or resized. Example: (Centered) (Out of position)

Format shape text Select the shape Format > Text (or) Right-click > Format > Text


Increase font size

Decrease font size

Change vertical alignment

Increase indent

Decrease indent

Change text color

Without text box

With text box


TEXT (continued)


Rotate text in a shape Select the shape Select the Text Block Tool

Before rotation

After rotation

Reposition shape text Select the Text Block Tool Use the sizing handles to reposition the text within the shape Note: Using this technique, the text will automatically adjust when you move or resize the shape

Before repositioning

After repositioning


GRIDS, GUIDES AND CONNECTION POINTS A GRID IS A SERIES OF NON-PRINTING HORIZONTAL AND VERTICAL LINES THAT APPEAR AT REGULAR INTERVALS. GRID LINES FACILITATE POSITIONING SHAPES VISUALLY ON A DRAWING PAGE.


Hide or display the grid View > Grid

Hide or display the guides View > Guides

Set grid spacing Tools > Ruler & Grid

GUIDES ARE NONPRINTING LINES THAT CAN BE PLACED ANYWHERE ON A DRAWING PAGE. WHEN SHAPES ARE GLUED TO A GUIDE, MOVING THE GUIDE TO MOVES ALL THE SHAPES AT ONCE.

Place a guide To place a guide, drag a guide from the horizontal or vertical ruler onto the drawing page, and then release the mouse button

Remove a guide Drag the guide off the ruler

A CONNECTION POINT IS A BLUE X ON A SHAPE. WHEN A CONNECTOR IS GLUED* TO THAT CONNECTION POINT, THE ENDPOINT OF THE CONNECTOR TURNS RED. *SEE THE DISCUSSION ON GLUE LATER IN THIS GUIDE.


Display / hide connection points

View > Connection points


SNAP AND GLUE SNAP PULLS SHAPES TO RULER SUBDIVISIONS, GRID LINES, GUIDES, OR ONE ANOTHER TO FACILITATE PLACEMENT AND ALIGNMENT.


Tools > Snap & Glue

To view active snap and glue options

Tools > Snap & Glue

Snap Options: To set snap options

If an item is checked, shapes that come near to it are pulled onto it. This feature facilitates aligning and connecting shapes.

You may choose to disable snap for more precise control when placing and connecting shapes.


GLUING ITEMS KEEPS CONNECTORS ATTACHED TO SHAPES. GLUING ENSURES THAT TWO SHAPES STAY CONNECTED WHEN ONE OF THE SHAPES MOVES. (SEE CONNECTORS EARLIER IN THIS GUIDE.)


Tools > Snap & Glue

Glue Options: To set glue options

The end point of a connector turns red when it is selected and glued to a shape.


ALIGN AND DISTRIBUTE ALIGN SHAPES SO THEIR TOPS OR BOTTOMS ARE EVEN, OR SO THAT THEIR SIDES ARE EVEN. DISTRIBUTE SHAPES SO THE AMOUNT OF SPACE BETWEEN THEM IS EVEN.

Note: The first shape you select will have a darker border. Other shapes will align with first shape you select.


Align shapes Shape > Align shapes

Not aligned:

Aligned horizontally:

Aligned vertically:

Distribute shapes Shape > Distribute shapes

Not distributed evenly:

Distributed evenly:

First shape selected


CROPPING CROPPING HIDES PART OF A SHAPE.

Before cropping:

After cropping:


Crop a picture Select the shape Display the Picture toolbar View > Toolbars > Picture Enable the Cropping tool Drag the sizing handles to hide a portion of the picture Click the pointer tool to complete the cropping process

Note: The picture itself is not resized, but the amount of the picture that is visible is reduced or enlarged. To see a different portion of the picture, place your pointer over the picture until it becomes a hand symbol, and then drag until you see the part of the object you want. You can delete the cropped areas of a picture to reduce the image size. Format > Picture > Compression > Delete cropped areas of pictures > OK

The stream of water is not displayed


TIPS

WHAT TO DO WHY TO DO IT

Create a drawing but you’re unsure what type Use the Diagram Gallery under the Help menu

Select a shape to enter text

Do not draw a text box inside a shape

Text that you type in a shape will automatically be centered both vertically and horizontally. Shape text will also move when the shape moves. Text inside a text box is a separate shape and will not move or remain centered when you move or resize the shape.

Ensure the page size and print size match If the page size and print size to not match, the drawing may appear to fit on one piece of paper when viewed on the screen, but it may print on multiple pages.

Use align and distribute instead of dragging shapes Dragging shapes to align them requires dexterity and patience. Visio’s alignment feature is more precise and efficient.

Use Visio’s built-in connection features to connect shapes. Do not use the line drawing tool to connect shapes

When you move a connected shape, the connector will move with the shape. A line will not automatically adjust when you move a shape.

When adding a shape to a drawing, click-hold-and-drag to create the dimensions you want

If you merely click on the drawing, the shape may be the wrong size. In fact, it may be too small to view.

Always use a corner handle to resize a shape Using a side handle distorts a shape because it resizes it in only one dimension.

When you want to change the properties of all similar shapes, use Edit > Select by Type Do not select them one by one

Selecting shapes one at a time is tedious and time-consuming. Some shapes may be inadvertently omitted.


NEW IN VISIO 2003 USE New task panes Quick access to recent drawings, clip art, research and new drawings Shared workspace Use Windows® SharePoint™ Services to collaborate on drawings Reviewing Mark up and add comments to a review copy of a drawing Search for shapes Drag shapes from the search results to a drawing Personal shape management Save favorite stencils in the My Shapes folder Improved DWG conversion More accurate importing from CAD files

New Business Process category Six Sigma, SAP, ISO tools, event-driven process chain (EPC) diagrams, and fault tree analysis diagrams

Brainstorming template Brainstorming diagrams show interrelationships among topics in a hierarchy

Calendar

Import schedule information from Microsoft Office Outlook® 2003 into the improved Calendar template, and then easily customize it to suit your needs. Compare multiple schedules, create a calendar of any number of weeks, and highlight important dates with eye-catching Calendar Art shapes.

Organization chart

With the new and improved organization chart features in Visio 2003, you can add pictures to shapes, show dotted-line reporting relationships, experiment with different layouts without manually moving shapes, and liven up your diagrams with new and redesigned shapes

Improved importing Startup Wizard makes importing easier

Timeline Communicate date information to your teams and reinforce progression toward a deadline

New shapes Dramatically improved appearance with 22 pre-defined definitions to generate reports of your shapes

Rack diagram Network equipment shapes with industry-standard measurements

Improved shapes Electrical Engineering and Building Plan shapes have been updated and enhanced, and connect more cleanly

Ink Create hand-drawn shapes and insert handwritten notes Use the ink features in Visio on tablet computers and on desktop and laptop computers

Review Make and view proposed changes in a drawing Proposed changes are tracked on a separate colored and tabbed overlay for each person who opens the drawing

Visio Viewer Distribute drawings to team members, partners, customers, and others who don’t have Visio software

Document workspace Collaborate, edit, review drawings on a SharePoint site

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