IntroductionWelcome| 00:04 | Hi, I'm Dave Edson and welcome
to Visio 2010 Essential Training.
| | 00:08 | In this course I'll show you how to become truly proficient in
the Visio environment and create many diverse Viso diagram types.
| | 00:15 | Together we'll create connected datagrams
| | 00:18 | in the form of flowcharts,
| | 00:20 | and use those to understand the ins
and outs of Visio diagram creation.
| | 00:24 | We'll create hierarchical diagrams both in the form
of brainstorming diagrams and organizational diagrams.
| | 00:31 | Together we'll build time sensitive
diagrams by creating Visio timelines and calendars.
| | 00:36 | We'll also dive into the creation and use of Visio pivot
diagrams to visualize structure data from external data sources.
| | 00:43 | We'll wrap up by taking a look at
Visio's tools for creating wireframe diagrams
| | 00:48 | for prototyping Windows user interfaces.
| | 00:51 | Whether you are brand new to Visio or you feel you are
a seasoned user who would like to learn faster, easier, and
| | 00:56 | better techniques for creating Visio diagrams, I'm sure
you'll enjoy the experience and come away with a far greater level
| | 01:02 | of confidence in your Visio usage skills.
| | 01:05 | So if you're all set,
| | 01:06 | let's get started with the power of Visio 2010.
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| Using the exercise files| 00:00 | Exercise files are available to
premium subscribers of lynda.com or those
| | 00:04 | who purchase the DVD.
| | 00:06 | Simply download the exercise Files
to your computer and place them on the
| | 00:10 | Desktop for ease of access.
| | 00:12 | The exercise files are
organized by chapter number.
| | 00:16 | Whenever an exercise file is
available for a video, you'll see a yellow
| | 00:21 | overlay at the bottom of the screen
that indicates the location and the name
| | 00:24 | of the exercise file.
| | 00:26 | Working with the exercise file can be of
benefit in reinforcing each of the tips
| | 00:30 | and techniques I'm showing.
| | 00:31 | However, if you don't have access to
the exercise files, you can still follow
| | 00:35 | along with the videos,
| | 00:36 | use your own files, and still
have a great learning experience.
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1. Starting Visio 2010Starting Visio 2010| 00:00 | Visio 2010 can be started in
a couple of different ways.
| | 00:04 | Number one, we can begin from the
Windows Start menu or we can begin from a
| | 00:08 | Windows Desktop shortcut.
| | 00:10 | Additionally, we can also start with
an existing diagram and launch Visio
| | 00:14 | utilizing that diagram.
| | 00:16 | I'm going to walk you through how
to start from the Windows shortcut.
| | 00:19 | So we'll come down to the gym, and we'll
select the gym, and select All Programs and
| | 00:25 | Microsoft Office, and click on Visio 2010.
| | 00:28 | That will launch the Visio 2010 and
places immediately into the backstage view.
| | 00:34 | As I said, another way to launch into
that is to select a desktop shortcut.
| | 00:40 | If one is not already been created
for you. Simply select the same path,
| | 00:43 | All Programs, and in this case when we
get down to Microsoft Office, right-click
| | 00:48 | on Visio 2010, and select
Send to Desktop (create shortcut).
| | 00:54 | That will create the Visio item on
your Desktop, and from there simply
| | 00:59 | double-click to launch that item, and again
you'll be presented with a backstage view.
| | 01:04 | Now as I said an alternate method to
launch Visio 2010 is to launch with
| | 01:09 | an existing diagram.
| | 01:10 | So I'm going to go to a
folder where I have a diagram.
| | 01:13 | Notice it says in this case Decision Tree.
| | 01:16 | It's a Visio diagram. And simply double-
click on that diagram, and in doing so
| | 01:21 | it's going to bring up the Visio
environment and place you directly into the
| | 01:25 | drawing environment with
that drawing ready to work with.
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| Solutions available in each edition of Visio 2010| 00:00 | I'd like to walk you through how
to create a Visio diagram based on a
| | 00:04 | specific template, and certainly
Visio contains lots and lots of different
| | 00:08 | templates available.
| | 00:09 | So what I'm going to do is go ahead from
our Desktop shortcut launch Visio, and
| | 00:13 | we're immediately placed
into the Backstage view.
| | 00:16 | In that Backstage view, on the left we
have the usual file type of function,
| | 00:20 | such as saving, and
opening, and closing documents.
| | 00:24 | In the middle of the screen beneath the
Recently Used Templates, we have all of
| | 00:28 | our categories of
templates that are available to us.
| | 00:32 | Now this will vary based on which
particular edition of Visio 2010 you're using,
| | 00:36 | whether it's Standard, Professional, or Premium.
| | 00:39 | I happened to be using Premium here,
which has the complete content and in a few
| | 00:43 | minutes I'm going to talk you about
some of the differences in the editions.
| | 00:47 | Now I'm going to open up the Business
category simply by clicking on it and
| | 00:51 | you're presented with a visual
indicator of all the different template types
| | 00:57 | within the general Business category.
| | 00:59 | These include things like Audit
Diagrams, and Cause and Effects, and some
| | 01:03 | general Charts and Graphs, and I will
not walk you through each, but you can see
| | 01:07 | visually the collection of
things within a Business category.
| | 01:11 | Let me step back and take you
into the Engineering category.
| | 01:14 | These are all available only
in Professional and Premium.
| | 01:18 | We've got Electrical and Fluid Power
and Piping and Instrumentation and all
| | 01:22 | the very technical engineering
type of diagrams available to us.
| | 01:26 | Within the Flowchart category, you're going
to find various contents based on the edition.
| | 01:31 | So Basic Flowcharts and Cross-
Functional Flowcharts, SDL Diagrams, IDEF0, and
| | 01:37 | Workflow are all part of
the Visio Standard package.
| | 01:41 | But the BPMN Diagram and the SharePoint
Workflows are only within the Premium sku.
| | 01:46 | I'm going to jump back
again and let's look at general.
| | 01:50 | We have Block Diagrams
and Blocks with Perspective.
| | 01:53 | Within the Maps and Floor Plans, and
this is in the Professional category,
| | 01:58 | we have lots of architectural and engineering
and facilities and management diagram types.
| | 02:03 | Everything from Electrical and Telecom,
to standard Floor Plans, Office Layouts,
| | 02:07 | Plumbing, Reflected Ceiling,
Security, lots of information.
| | 02:11 | Within the Standard, we also
have Directional and Directional 3D.
| | 02:16 | If you're trying to do graphical maps
of given areas, they are a very good set of
| | 02:20 | tools for working with that.
| | 02:22 | Network again, is Professional and
Premium, and we have Active Directories,
| | 02:26 | Detailed Networks, Rack Diagrams, etcetera.
| | 02:30 | Then within Schedule, we have
Calendars, Gantts, PERTs, and Timelines.
| | 02:35 | In the final category we have Software
and Database. It brings us to things like
| | 02:40 | architectural designs for software, COM and
OLE, Conceptual Websites, Data Flow Diagrams.
| | 02:46 | Also within this category we have
Wireframing, which used to be called
| | 02:50 | Prototyping Environments.
| | 02:52 | Now we call this Wireframing as well as UML.
| | 02:55 | So that's kind of a list of different--
and just to show you how to start one,
| | 03:00 | I'm going to go into the Flowchart
area and by double-clicking on Basic
| | 03:04 | Flowchart that will launch it
in the current default units.
| | 03:08 | If you're within the United States,
that would be US Units, feet and inches.
| | 03:12 | If you're outside the US, it's Metric Units.
| | 03:15 | Centimeters, millimeters, etcetera.
| | 03:18 | You have the ability over on the right side
to choose either Metric Units or US Units.
| | 03:24 | So even if you are within the US, if
the particular output is desired to be
| | 03:28 | metric, simply click on
Metric Units and click Create.
| | 03:32 | Double-clicking will always create a
diagram in your default units, but at
| | 03:36 | anytime you can choose
your units and click Create.
| | 03:40 | I'll go ahead and double-click the
Basic Flowchart and as you'll see that'll
| | 03:44 | bring up the drawing environment.
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2. Understanding the Visio 2010 EnvironmentThe Drawing environment versus the Backstage view| 00:00 | I like to talk a little about the
differences between the Backstage view, which
| | 00:04 | is what we're currently looking at as
we've immediately started Visio, and the
| | 00:08 | drawing environment.
| | 00:09 | They're two separate realms within the
new paradigm of Microsoft Office products.
| | 00:15 | Some of the tools and utilities that
used to exist within a working environment
| | 00:20 | have all been pulled out to this
new environment called Backstage.
| | 00:24 | This is where we used to call
things Getting Started as well in
| | 00:28 | previous versions of Visio.
| | 00:29 | So the Backstage environment itself
contains tools for managing the Visio files.
| | 00:35 | It allows us to save a file if
we're already working on a file, save a
| | 00:40 | file under a new name if we want
to change that and create literally
| | 00:45 | phases or states of the diagram
or just simply change the name for
| | 00:49 | whatever purpose that makes sense,
| | 00:50 | to open an existing diagram, to
close any diagram, or to find out
| | 00:56 | information about any diagram.
| | 00:58 | Also within the Backstage view we can
click on the Recent and Recent will give
| | 01:03 | us then a palette of different
diagrams that we've recently been working on.
| | 01:08 | New will take you right back into the
standard Backstage view, allowing you to
| | 01:15 | see the Recently Used Templates, up at
the top you'll have a collection, and
| | 01:19 | you can control the number of these
that appear, in a collection of your most
| | 01:23 | recently used diagrams.
| | 01:25 | Beneath that, we have the collection
of different categories of templates
| | 01:30 | choosing the type of diagram we want to
begin based on a specific template, and
| | 01:35 | down beneath that, then other ways to
get started include creating a new totally
| | 01:39 | blank drawing, and I want to emphasize
that for just a moment. A totally blank
| | 01:44 | drawing means absolutely no
stencils open, no shapes open.
| | 01:47 | It's just a completely blank environment.
| | 01:50 | We can also go out to Office.com, which
is Microsoft's site, and pull down the
| | 01:55 | additional templates that are not
included in the base content of the edition of
| | 02:00 | Visio that you purchased.
| | 02:01 | We can select Sample diagrams and if
when you loaded Visio in the first place
| | 02:06 | onto your Desktop you had opted to load
samples, that is in a directory of lots
| | 02:11 | of different sample diagrams you can work with.
| | 02:14 | Then New from existing allows you to
select an existing diagram and create a
| | 02:19 | brand new diagram using
that as a base starting point.
| | 02:24 | Now no matter which of these areas you utilize,
| | 02:27 | Recently Used, Template
Categories, or Other Ways to Get Started,
| | 02:31 | when you select a specific, and I'm
going to click on Flowchart here, when you
| | 02:35 | select a specific one you're going
to get a little paragraph letting you
| | 02:39 | understand what that particular
diagram is about. So you can make a conscious
| | 02:43 | decision that that is in fact the
particular diagram type that you want to work with.
| | 02:49 | Beneath the New category, we also have
Print, the ability to fire off a print,
| | 02:53 | and if you have multiple printers
configured allowing you to select a particular
| | 02:57 | printer you're interested in.
| | 02:59 | Save & Send allows you to take your
Visio diagrams and publish them out to
| | 03:04 | various sources, including Microsoft SharePoint.
| | 03:07 | Help brings up the help system and
there are effectively two help systems
| | 03:11 | you should be aware of.
| | 03:12 | Number one is if you are totally
disconnected and you'll get a minimalist
| | 03:16 | amount of help, and if you are
connected in online, Help will then include a
| | 03:21 | far more robust and expanded help
based on being able to pull it from online
| | 03:26 | sources within Microsoft.
| | 03:28 | Under Options, this is the area
that used to be included in the Visio
| | 03:32 | working environment.
| | 03:33 | We select it from the working
environment tools and then Options.
| | 03:38 | That's been moved out to the Backstage
view, and we can click on Options and
| | 03:42 | it brings up a dialog.
| | 03:44 | The dialog is effectively the same information
tools that you used to know in tools options.
| | 03:50 | But now within Visio 2010, it's
been those little cleaned up, a little
| | 03:54 | rearranged, and you can
understand it in a better manner.
| | 03:56 | So general options of things you
want to show, giving your initials and
| | 04:00 | your name in there.
| | 04:02 | Proofing options about spelling.
Saving options in terms of you can also going
| | 04:09 | to select in this area if you want to
use AutoRecover and tell it the number of
| | 04:14 | minutes you'd like to use for auto recovery.
| | 04:17 | Language options, and under Advanced options--
| | 04:20 | And this is something I think is
incredibly important for you to understand.
| | 04:24 | Go down to the bottom under your
Advanced options, scrolling down to the bottom,
| | 04:29 | and in the General area, you'll
want to select Run in developer mode.
| | 04:34 | You only need to do this one time.
| | 04:36 | Visio will remember it.
| | 04:37 | Now it does not mean that from this
point forward you have to write C# code to
| | 04:41 | get anything done in Visio.
| | 04:43 | What it means is that a lot of things
that otherwise would have been hidden from
| | 04:47 | you and lots of menu sets and
options are instantly made available to you.
| | 04:52 | So I strongly recommend that every
Visio user checks Run in developer mode.
| | 04:58 | This is the area you can also use to
customize the Ribbon and we'll be talking
| | 05:03 | about the Ribbon in just a few moments,
but it's already laid out with that
| | 05:08 | which is existing on your Ribbon and
you can add and subtract from that in any
| | 05:12 | way that makes sense.
| | 05:13 | This is where you can also change the
Quick Access Toolbar and that's a tiny
| | 05:18 | small toolbar in the very upper
left-hand corner of your Visio environment.
| | 05:23 | As you can see in mine from the upper
left-hand corner, we have a Save and
| | 05:28 | Undo and a Repeat in there.
| | 05:31 | This can be expanded to
include any other options you want.
| | 05:35 | You can see Save, Can't Undo, Can't--
in this particular case, because no
| | 05:40 | action has been taken.
| | 05:42 | Also within this Visio Options, we can
manage all the add-ins, plug-ins that are
| | 05:47 | used on top of Visio.
| | 05:49 | We can always deal with the Trust
Center and we can establish the level
| | 05:53 | of trust we have for VBA, code that might
run with Visio or any outside applications.
| | 05:59 | So that's always in the Options
environment, and then we can also through the
| | 06:04 | Backstage view of course exit Visio.
| | 06:07 | So that Backstage view is a staging
area for any type of work you want to do,
| | 06:12 | and the trigger to move you back and
forth between the Backstage view and the
| | 06:16 | drawing environment is simply the File
tab of the Ribbon, and by clicking on
| | 06:21 | that we toggle back and forth.
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| The Fluent UI (the Ribbon)| 00:00 | We're in the Backstage view and I want
to begin a new drawing so that we can
| | 00:04 | talk about the fluent UI, or more
commonly known as the Ribbon.
| | 00:08 | I am going to actually open up a blank
drawing that I've previously saved, and
| | 00:12 | it is in the exercises.
| | 00:13 | But you can just as easily begin by
selecting Blank drawing in Other Ways to Get sSarted.
| | 00:18 | In my case I'll go ahead and select
Open and I'll navigate to my desktop and
| | 00:24 | into my Exercises, in Chapter 2,
and select my blank drawing.
| | 00:31 | Now, in my blank drawing I am looking
at a series of items on a Ribbon tab and
| | 00:37 | this is a new environment for Visio.
| | 00:40 | With Office 2007 it
obtained the Ribbon environment.
| | 00:43 | Visio is still using the menu system.
Not until 2010 did it obtain this
| | 00:48 | entire Ribbon environment.
| | 00:50 | As we know, the File tab of the Ribbon
will toggle us back and forth between that
| | 00:54 | backstage view and the drawing environment.
| | 00:57 | While we are in the drawing
environment the Home tab gives us a collection of
| | 01:01 | the most commonly needed
tools to work on a general basis.
| | 01:06 | The Insert tab allows us to insert
objects and items within our Visio diagram.
| | 01:13 | We can add new pages in the Pages area.
| | 01:16 | Within the Illustrations area we can
select Pictures or Clip Art or Excel
| | 01:21 | Charts or AutoCAD Drawings
in both the DXF or DWG format.
| | 01:28 | We can select new diagram parts.
| | 01:30 | These are brand new to Visio 2010.
| | 01:32 | Containers and Callouts.
| | 01:35 | We can add hyperlinks to any Visio
shape, and we can work with different
| | 01:40 | forms of inserted text.
| | 01:42 | Either a text box, a ScreenTip, which
allows you to float over a shape and see
| | 01:47 | that, an object inserted from any
other application such as Microsoft Word or Excel,
| | 01:53 | a text field-- these are the
same sorts of text fields that you're used
| | 01:57 | to working with in other applications
such as Word-- or symbols, for example an
| | 02:02 | ampersand symbol, the type of symbology
that you would include into your flow of text.
| | 02:07 | So the Insert is our tab for
being able to work with those options.
| | 02:11 | The Designing tab is where
under 2007 the themes exist.
| | 02:16 | Themes were introduced under 2007 and
certainly have been enhanced under 2010.
| | 02:22 | To the left we have our Page Setup,
our Page Orientation that we can change
| | 02:27 | from Portrait to Landscape, our Page Size
that we can change to any given standard size.
| | 02:34 | This of course is based on the
units that we used to start our drawing.
| | 02:38 | If we're using US units you
can see 8.5x11, 11x17.
| | 02:43 | If we were working in metric units, as
you can see down to the bottom, we can do
| | 02:47 | things like A3 and A4, etcetera.
| | 02:50 | There is a function within this tab
called the Auto Size and that allows the
| | 02:54 | page to expand or contract based on
standard page increments, if the information
| | 03:00 | that you're drawing in a diagram tends
to lap off the page, and you can choose
| | 03:05 | to toggle that on and off at will.
| | 03:08 | The old Page Setup dialog box that was
available in Visio 2007 is still fully
| | 03:14 | available in the lower corner of the Page Setup.
| | 03:17 | We can click on Page Setup and that
will bring up that same dialog which you've
| | 03:22 | been used to for a long time in Visio.
| | 03:25 | So none of the options have been removed.
| | 03:26 | Some have just been relocated slightly.
| | 03:29 | To the right of the Themes area we now have
the Backgrounds section of the Design tab.
| | 03:35 | On the Backgrounds section we
have a collection of backgrounds.
| | 03:40 | In our Stencils on the left we no
longer have a Background stencil.
| | 03:45 | The backgrounds are now
confined within this area.
| | 03:47 | So you can choose a particular
background you might like to add to a diagram.
| | 03:52 | We also have Borders & Titles.
| | 03:54 | Again, there's no longer a stencil
for Borders and Titles; they've all been
| | 03:58 | confined within this area.
| | 04:00 | You can choose a border and
title that you like the look of.
| | 04:03 | To the right of that on the final area
of the Design tab we have Re-Layout Page,
| | 04:08 | which allows us to shift and re-layout shapes.
| | 04:11 | As I start into talking about building
diagrams and laying out diagrams we'll be
| | 04:16 | utilizing this information.
| | 04:18 | Finally, Connectors allows us to
change the style of the connectors that glue
| | 04:22 | the shapes together.
| | 04:24 | After the Design tab we have the Data tab.
| | 04:27 | This is available only in Professional
and Premium edition and it allows us to
| | 04:32 | link to external data sources, display
that information in a graphical format on
| | 04:37 | top of our shapes, and then also show
and hide specific features such as data
| | 04:43 | windows and external data windows.
| | 04:45 | The Process tab allows us, and again
this is available only in Professional and
| | 04:50 | Premium SKUs, to create sub-
processes from selections of shapes.
| | 04:56 | So if our diagrams are getting too
cluttered we can move some of that off to
| | 05:00 | another page and have a marker on the
first page as a subprocess marker, which
| | 05:05 | will hyperlink us off to that next page.
| | 05:08 | We also under the Premium SKU have the
Check Diagram feature, and this allows us to
| | 05:13 | validate our diagrams against current
standards that are out there for that.
| | 05:18 | Then also with Premium SKU only we have
the ability to send and pull information
| | 05:23 | from SharePoint workflows.
| | 05:25 | The Review tab is where all of our
proofing tools are, our Spell Check and being
| | 05:30 | able to do thesaurus and research type of work.
| | 05:32 | the same thing that you're used to
within Microsoft Word certainly. Also to
| | 05:36 | translate languages and work with
additional languages and set your
| | 05:40 | language preferences.
| | 05:42 | Also within this area we have the
ability to add Windows Office style comments,
| | 05:48 | and edit those comments, delete them, etcetera.
| | 05:51 | We also have an area called
Markup which allows for team review and
| | 05:55 | collaboration so that we can set a
diagram into Collaboration mode, save it, and
| | 06:01 | pass it off to other people in the same
manner that within Microsoft Word when
| | 06:06 | you set up reviewing, if you delete a
paragraph, it doesn't really delete it.
| | 06:10 | It actually simply changes it to
strikethrough text and put a bubble out of the
| | 06:14 | side saying it was deleted by so and so,
and as a reviewer you can choose to
| | 06:19 | accept or reject those markups.
| | 06:21 | That's all fully available within Visio.
| | 06:24 | Also we have the Shape Reports.
| | 06:27 | This under Visio 2003 was found under
Tools > Reports and under 2007 it was found
| | 06:34 | under Data and Reports, and
they've been moved yet again under 2010.
| | 06:38 | They're now found on the Review tab.
| | 06:41 | Finally, under the View tab,
we have the ability to turn on and off
| | 06:46 | different elements.
| | 06:47 | We can move to a Full Screen View, and the
shortcut for that by the way is F5 if you need it.
| | 06:53 | We can show different elements, show
rulers or hide rulers, page breaks, grid,
| | 06:58 | guides, and by dropping down the list
the different forms of task panes are
| | 07:03 | available. We can show or hide those task panes.
| | 07:07 | We can also work with Zoom,
Fitting to Window, Page to Window, and
| | 07:12 | Zoom parameters there.
| | 07:14 | That's also by the way fully available
in the lower right-hand corner under the
| | 07:18 | Zoom area available to you.
| | 07:22 | We have other visual aids such as
the Dynamic Grid, the AutoConnect,
| | 07:25 | and Connection Points.
| | 07:26 | We can toggle the use of these
on and off through Visual Aids.
| | 07:30 | And we can manipulate and manage all
of the windows, because Visio itself is
| | 07:35 | what's called an MDI or
multiple document interface.
| | 07:39 | It means that we can have multiple
drawings opened at the same time and we can
| | 07:44 | manage the windows and bring forward
or send back the different windows, the
| | 07:47 | different drawings we're working on.
| | 07:49 | In this area also in View, we can view
the particular macros and add-ons that
| | 07:54 | have been added into our Visio environment.
| | 07:56 | So that's a good look at the Ribbon
tabs that are available to control the
| | 08:00 | overall drawing environment.
| | 08:02 | The Ribbon tabs do tend to be context
sensitive, meaning as you're working in
| | 08:07 | specific things, one tab or another
may bring itself to the forefront to help
| | 08:11 | you work in context with the
type of work you need to do.
| | 08:14 | But at anytime if you tend to get lost,
simply return to the Home tab, which is
| | 08:19 | going to be your general drawing tools,
your clipboard information, fonts,
| | 08:24 | paragraphs, the different drawing tools,
different shape tools, the ability to
| | 08:30 | arrange and align those shapes,
and your general editing tools.
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| The Shapes and Drawing windows| 00:00 | I am going to go ahead and start
another new drawing, this time based on
| | 00:04 | the Basic Flowchart.
| | 00:05 | If you've not already found it in your
Recently Used Templates I am going to
| | 00:08 | select Flowchart and in
that category double-click.
| | 00:13 | Any way that you need to, you're going
to end up in the drawing environment set
| | 00:16 | up to run a basic flowchart.
| | 00:18 | Now let's talk a little bit
about what we have going on.
| | 00:22 | initially starting with the left hand
side, what's called the Shapes window.
| | 00:27 | Within the Shapes window we
have a collection of Stencils.
| | 00:31 | Going back historically to the early
days of Visio, the reason these are called
| | 00:34 | stencils is we had something called
barrel ellipse templates and you used to
| | 00:38 | stick your pencils to that green
plastic template and draw an ellipse, etc.
| | 00:42 | In working with those, shapes on a
stencil are pre-drawn shapes that we can
| | 00:47 | drag off a stencil.
| | 00:49 | Every single Visio diagram that you create,
| | 00:52 | unless you start it with
a totally blank drawing,
| | 00:55 | will always open up one or more
stencils, giving you an environment that's ready
| | 01:00 | to begin creating that
particular type of drawing.
| | 01:04 | In this case based on Basic Flowchart, I can
see that I have the Basic Flowchart Shapes.
| | 01:10 | The things which you're used to doing
in working with a standard flowchart --
| | 01:13 | a Process shape, a Decision shape, a Document
shape, a Data shape, Subprocess, Start/End, etc, etc.
| | 01:21 | There's lots of available pre-drawn shapes,
making it easier to create a Visio diagram.
| | 01:28 | Notice the other additional stencil is
open, Cross-Functional Flowchart Shapes,
| | 01:33 | and these are the things that allow
you to create swimlanes as necessary.
| | 01:37 | We can create both
horizontal and vertical swimlanes.
| | 01:40 | We also have an item under
Visio 2010 called Quick Shapes.
| | 01:44 | And Quick Shapes are the stencils of the
things that you might want to use most often.
| | 01:50 | I am going to switch back to Basic
Flowchart Shapes because the next thing I
| | 01:53 | want to show you is if you move your
cursor to the divider bar between the
| | 01:58 | Shapes pane or the Shapes window and
the standard drawing area to the right,
| | 02:03 | notice it changes to a
little double vertical bar symbol.
| | 02:06 | And if I left click and
hold I can downsize that,
| | 02:10 | make it smaller, and when I do it
sort of becomes extended down there.
| | 02:14 | And I can even downsize it one step
further to where I am seeing only the
| | 02:18 | symbology and no names and I
can drag that of course back out.
| | 02:22 | So they can be resized anyway you
need to get them out to the size that
| | 02:26 | makes sense for you.
| | 02:28 | Notice at the very top of your Shapes
pane there's a little left pointing arrow.
| | 02:32 | And if I click on that, that will
automatically fully minimize that.
| | 02:37 | And if I right-click on it
again I can extend it back out.
| | 02:41 | So you can collapse and expand
that Shapes window to suit your needs.
| | 02:45 | Now as I said, every diagram you
create will open up a series of stencils
| | 02:49 | with masters on them,
| | 02:51 | master shapes on them, to
allow you to create a diagram.
| | 02:55 | But you're not limited
to that palette of shapes.
| | 02:58 | At any time you want, you can add additional
shapes to your collection of shapes available.
| | 03:05 | And we do that by coming up to the
area that says More Shapes and simply
| | 03:10 | clicking on the little right-pointing
arrow and finding the different categories
| | 03:15 | of shapes that are available to us.
| | 03:16 | So I notice if I come here to
Flowchart, in addition to the Basic Flowchart
| | 03:21 | Shapes that we're using and the Cross-
Functional Flowchart Shapes that we're
| | 03:25 | using and note we have both Metric
and US units, we can add additional.
| | 03:31 | So I can come down here and select
Miscellaneous Flowchart Shapes in US units.
| | 03:37 | And that will add that additional
stencil of shapes that are available to me.
| | 03:42 | Now if I decide I don't want that one,
| | 03:44 | it's just too much visual clutter and
I don't need that stencil, at anytime I
| | 03:48 | can right-click on the header of
a stencil and simply select Close.
| | 03:54 | Before I do that however, I also want
to show you that you can float a stencil,
| | 03:59 | remove it from the docked position and move it
wherever you'd like to move it in your diagram.
| | 04:06 | You can dock it up to another
side of your diagram if you wish.
| | 04:10 | So at any time you have the full ability
to control what shapes you want to see,
| | 04:14 | when, where, and how you'd like to see them.
| | 04:17 | Now that we've talked about the shapes
themselves, let's do a quick exploration
| | 04:22 | of the rest of the areas of the
Visio drawing environment so that you're
| | 04:25 | comfortable with all that before you
begin creating drawings themselves.
| | 04:30 | Notice immediately above and to the
left of your drawing environment we have
| | 04:35 | rulers-- horizontal and vertical rulers--
which show you the size of the sheet
| | 04:40 | of paper that you're working with.
| | 04:42 | In this particular case an
8 and a half by 11 sheet of paper.
| | 04:46 | The grid itself under 2010 stops at the
edge of the printable area of the sheet
| | 04:52 | of paper based on the particular
printer that you have configured.
| | 04:57 | And that will vary from printer to printer.
| | 05:00 | A standard laser printer in this
case does not allow printing on the last
| | 05:04 | quarter inch around it so we could
see the grid stops within that area.
| | 05:09 | And these were controlled again
through the View menu by turning on or off the
| | 05:14 | rulers, turning on or off the grid, and
we can turn on or off the ability to see
| | 05:21 | guides and page breaks as
we work with larger pages.
| | 05:25 | At the bottom of the drawing
environment in the lower left, we have page tabs.
| | 05:30 | Right now this particular diagram only
has one page and it's listed as Page-1.
| | 05:35 | And if I click on the little area immediately
to the right of it then it says Insert Page.
| | 05:40 | It will insert a new page so that's Page-2.
| | 05:43 | At anytime I want I can right-click on
these page tabs and either Insert more,
| | 05:49 | delete them, rename them, or set up
information, configure them in any way we need,
| | 05:56 | or reorder the collection of the pages.
| | 05:59 | At the lower right we have the ability to
just to zoom in and out of our diagrams.
| | 06:04 | So I can adjust that in any way I would like.
| | 06:08 | Also of course, you're used to with any
Windows application the ability scroll
| | 06:12 | left and right and the ability to
scroll up and down based on using scrollbars.
| | 06:17 | We can also fit our page to our current view,
which effectively zooms to the whole page.
| | 06:25 | And we can also open up a pan & zoom or
a birdseye window that will allow us to
| | 06:30 | navigate around large
diagrams at anytime we want.
| | 06:34 | We can also from the drawing
environment switch different windows if we're
| | 06:37 | having multiple drawings
that we're working with.
| | 06:41 | This is the drawing
environment and the Shapes pane,
| | 06:45 | all of the areas that we will need to
work with as we start to create diagrams.
| | Collapse this transcript |
|
|
3. Creating Connected DiagramsDropping a SmartShape from a stencil| 00:00 | We are now going to look at
creating connected diagrams.
| | 00:04 | Fully half of all Visio diagrams
that we create are what we refer to
| | 00:07 | as connected diagrams.
| | 00:09 | We have smart shape symbols
connected to other smart shape symbols via
| | 00:13 | dynamic connectors.
| | 00:14 | We are going to look at every aspect
of creating these and to do that let's
| | 00:18 | start together with a Basic Flowchart.
| | 00:20 | So, I am going to select the
Flowchart category and I am going to select
| | 00:24 | the Basic Flowchart.
| | 00:26 | And again, we'll have our
typical Visio drawing environment.
| | 00:30 | Open collection of shapes on the left,
drawing environment on the right.
| | 00:35 | The first thing we need understand in
building a Visio diagram is how to draw up
| | 00:39 | a shape and it's really quite intuitive.
| | 00:42 | We simply click on a particular shape
we want, hold, drag it across and drop it
| | 00:49 | into the Visio environment wherever
we'd like to place it and release.
| | 00:53 | And when we release it, it's
already automatically selected for us.
| | 00:57 | We can see the sizing handles at top,
bottom, left, right, four corners.
| | 01:02 | We can see a small rotation handle
above and when we float our cursor over it,
| | 01:07 | we see some controls,
| | 01:08 | little outlined blue triangles that
allow us to connect to other shapes.
| | 01:13 | The thing that's most important to
understand about dropping shapes is what goes
| | 01:16 | on in the background when we draw up a shape.
| | 01:19 | Now, I'm going to go ahead in
addition to dropping this process shape, I am
| | 01:23 | going to grab a little document
shape and drop it out in the Visio
| | 01:26 | environment as well.
| | 01:27 | Notice little visual guides come up to
help me space and align these, which are
| | 01:32 | really helpful, and I am going to release that.
| | 01:34 | And now I have two
shapes out in my environment.
| | 01:37 | I am going to switch over to my
Developer tab and in the Developer tab in
| | 01:44 | the Show/Hide area,
| | 01:45 | I'm going to click on Document Stencil.
| | 01:48 | Now, notice my Document Stencil and
this stencil is local to this document alone;
| | 01:55 | the other stencils that we work
with came from the open template that
| | 01:59 | we were working with.
| | 02:00 | But with this particular one, I can
see that I have both the Process master
| | 02:04 | and a Document master.
| | 02:06 | The important thing to understand
is the first thing that Visio does.
| | 02:10 | Every time you drag a shape off a
stencil and drop it in your Visio
| | 02:14 | environment, Visio creates a local
copy of that external master from that
| | 02:22 | external stencil and it's saved as part
of your Visio drawing, as you can see,
| | 02:27 | because we can toggle this off.
| | 02:29 | By default that local document
stencil is never seen, but we can look at it
| | 02:35 | at any time we want.
| | 02:37 | Why is this important?
| | 02:39 | Because it gives us the ability to
wholesale change lots of functions about
| | 02:44 | individual shapes without having
to work with them one at a time.
| | 02:48 | Now, I am going to go ahead and
replicate this particular rectangle shape.
| | 02:54 | I am going to drag out just a
couple more of these. There we go.
| | 02:58 | I want to come back to the local document
stencil and on that local document stencil
| | 03:03 | I am going to right-click on that Process
master and select Edit Master and Edit Master Shape.
| | 03:11 | A new window opens up which allows me to make
any change I would want to this local master.
| | 03:18 | So, if I select this shape and right
now if I look to the bottom I can see
| | 03:21 | that the height of this is 0.75 inches,
and I am just going to grab its little
| | 03:27 | handle here and drag it up
and make it 1.025 inches tall.
| | 03:33 | Now, when I go to close this
out, don't click the red X box.
| | 03:39 | That would close all of Visio.
Close the little X below it.
| | 03:43 | It will say do you want to update this
Process master and all of its instances?
| | 03:48 | So, I will say yes I would like to.
| | 03:51 | And notice it's going to update that
shape and grow the shape to accommodate that.
| | 03:57 | So, the local document
stencil is very important.
| | 04:00 | It's where you can make changes-- and
I can close that anytime I want-- to
| | 04:04 | anything that you need.
| | 04:06 | To add shapes to your drawing, simply drag
and drop, place where you'd like to place them.
| | 04:15 | It's just that simple.
| | Collapse this transcript |
| Arranging the top four SmartShapes on a stencil| 00:00 | I'm again starting with a new
blank Basic Flowchart drawing.
| | 00:05 | If you look at the top of the Visio environment,
mine right now says Drawing3. Yours may differ.
| | 00:10 | It could say Drawing2, Drawing1, Drawing11.
| | 00:13 | Depending on how many drawings you've
opened and maybe not saved during the same
| | 00:17 | Visio session, that could differ.
| | 00:19 | The important thing is that we're starting
with a clean blank Basic Flowchart drawing.
| | 00:23 | And again, I'm going to go ahead and
drag a shape out and drop it onto the page.
| | 00:28 | Now notice as I float my cursor over
that shape at anytime, four little blue
| | 00:32 | triangles show up outlined.
| | 00:35 | Starting with Visio 2007, if I had a
shape selected on the stencil, whatever
| | 00:42 | shape was selected on the stencil, in
this case I am going to click on a data
| | 00:45 | shape, if I touched one of those blue
triangles, I will do that quickly,
| | 00:50 | you will see that it added that
shape automatically to the diagram.
| | 00:54 | Not only added it automatically, but
properly aligned and properly spaced that.
| | 01:00 | That was a feature that was added in 2007.
| | 01:01 | I am going to do Ctrl+Z to back up a
step so we have just got the one shape.
| | 01:08 | Under Visio 2010, that feature of being
able to automatically very quickly add an
| | 01:14 | additional shape has been greatly enhanced.
| | 01:18 | Again, if I select this shape and I
look over here on the stencil, the order of
| | 01:23 | these shapes, starting with Process,
Decision, Document, and Data, following on
| | 01:29 | with Subprocess, Start/End, etcetera,
etcetera, is actually rather important. Why?
| | 01:36 | Because if I move my cursor over one
of these blue arrows in the diagram
| | 01:40 | and float it without clicking on it, notice
right at my cursor tip the top four shapes,
| | 01:46 | Process, Decision, Document,
Data, show up right at the tip.
| | 01:52 | This is quick selection, and if I
click on any one of those it will
| | 01:56 | be immediately added.
| | 01:58 | Now, I said the order was important and
it is because I can grab any other shape.
| | 02:03 | Let's just pick on Custom 2 for
right now. And drag it up and reorder the
| | 02:09 | order of these shapes.
| | 02:11 | So now I have Process, Decision,
Document, and Custom 2, so that when I float
| | 02:16 | my cursor over that, I can see that shape is
available to select and add to the diagram.
| | 02:23 | And again, I can do this in
any of the four directions.
| | 02:27 | So that ability to rearrange the
shapes and place them in an order that makes
| | 02:31 | sense to you is fundamentally important
to understanding the fastest and easiest
| | 02:37 | way to create Visio diagrams.
| | Collapse this transcript |
| Using the Cursor-Tip selection list| 00:00 | From within the Chapter 3 exercises,
I've opened the Connected_Diagram_01 file.
| | 00:06 | This is the file I was
working with a little earlier.
| | 00:10 | Notice that we have two
shapes connected together.
| | 00:12 | I'm actually going to go ahead and
select that second shape and delete that
| | 00:17 | shape just by selecting the
shape and hitting the Delete key.
| | 00:20 | Notice that it deleted the connector
that went along with it, so I don't have to
| | 00:24 | do a lot of cleanup.
| | 00:25 | And I am going to move
this a little off to the side.
| | 00:29 | Now we've talked about the fact that
the top four shapes can be selected in any
| | 00:34 | order we want and by rearranging the
order make them available to our quick
| | 00:39 | select at our cursor tip, which we
accomplish by floating out to the end.
| | 00:44 | So what I'm going to do is I am going to
actually make sure that I have Process,
| | 00:49 | Decision, Document, and Data selected
in my proper order either on my Quick
| | 00:55 | Shapes or my Basic Flowchart
Shapes, which in fact I do.
| | 00:59 | And I am going to now start
building a connected diagram.
| | 01:03 | So, sliding right, I'm going
to select a second Process.
| | 01:07 | I will now select a Decision and from
that Decision, I am going to move upward
| | 01:13 | and select another Process. Leading off
that Process, I'm going to select a Data store.
| | 01:19 | Coming back to my Decision and note
that I do not have to select it currently;
| | 01:24 | just floating over it gives
me the arrows that I need.
| | 01:27 | I will come down, select another Process,
and from here come out to a Document store.
| | 01:36 | Very quickly and easily building and
arranging those shapes based on the
| | 01:41 | current cursor selection tip
order of the shapes, to do a simple,
| | 01:46 | straightforward flowchart.
| | Collapse this transcript |
| Using the Auto-Connect selection points| 00:00 | From within the Chapter 3 samples and
exercises and files, I've opened up the
| | 00:05 | Connected_Diagram_02, which
we were working on earlier.
| | 00:10 | I am using this to demonstrate now that
we can work with these connection points.
| | 00:14 | Again, by floating over the
diagram, we can see the available
| | 00:18 | connection directions.
| | 00:19 | We have come in from the left of this
particular data shape and by floating over it
| | 00:24 | we note that we have three
additional directions still available to us.
| | 00:29 | So what I'm going to do is actually
come in, noting the top four that I have
| | 00:34 | available to me, I'm going to bring
the Data up to the third position, the
| | 00:40 | Database as it were, and the
External Data to the fourth position.
| | 00:45 | Now representing from this original
Data shape, I can float over and say I
| | 00:50 | want to talk about a Database here
from Data and coming back down here, an
| | 00:56 | External Data store here.
| | 00:59 | I still have available to me another
direction and I can add yet another item as necessary.
| | 01:06 | This allows me to do branching
routines simply by floating over and using the
| | 01:10 | available connection points on any given shape.
| | Collapse this transcript |
| Inserting a SmartShape between two existing SmartShapes| 00:00 | From the Chapter 3 directory within
our sample exercise files, I've opened
| | 00:05 | up the Connected_Diagram_03 file.
| | 00:07 | What I want to talk about is the
ability to add a shape between two shapes in
| | 00:14 | the diagram that we're currently looking at.
| | 00:17 | If I had an additional process that
need to happen between this first process
| | 00:21 | and this second process, and I were
using an earlier version of Visio,
| | 00:26 | I certainly could left-click, drag and
select everything except the first shape,
| | 00:35 | gathering them together, pulling them
off to the right, trying to keep them
| | 00:40 | aligned as best I can, and
opening up additional space.
| | 00:44 | Now, if I were using Visio 2003, I
would select this connector, disconnect the
| | 00:51 | connector, drag out an additional shape,
putting it in place, reconnecting that
| | 00:58 | connector, selecting my Connector tool, and
adding the next connector to put that in place.
| | 01:08 | Not difficult, but certainly a lot of steps.
| | 01:11 | I am going to Ctrl+Z my way back
before that happened, still having moved
| | 01:16 | all those to the right.
| | 01:17 | With Visio 2007, I could simply grab
that shape, bring it down into place, and
| | 01:25 | when I have got it in place release it,
and it would take care of splitting that
| | 01:29 | connector and placing that shape between them.
| | 01:33 | Now, that's wonderful and I do have
two individual connectors. That does all the
| | 01:37 | cleanup work for me; however, I
still had to push things to the right.
| | 01:42 | So I am going to undo everything
I've done here and move this back.
| | 01:46 | With Visio 2010, I will simply select a
shape, drag it out, and move it between
| | 01:52 | the two shapes that I'm interested in.
| | 01:54 | And when I release my cursor, notice
how Visio simply pushes everything to the
| | 02:00 | right to open up the proper spacing
between these, so all the shapes still
| | 02:06 | remain properly spaced, properly aligned.
| | 02:10 | Simply drag the shape off the
stencil, move it between two shapes.
| | 02:14 | When you see the ends of the
connector or highlight, release your left
| | 02:18 | mouse button and it will
automatically adjust the diagram to accommodate
| | 02:23 | the new shape.
| | Collapse this transcript |
| Deleting a SmartShape from between two existing SmartShapes| 00:00 | From the Chapter 3 exercises,
I've opened up Connected_Diagram_04.
| | 00:05 | I am looking at this diagram. Perhaps
in the end result, we decided that this
| | 00:10 | particular second process was actually
not necessary and we needed to delete it.
| | 00:16 | If I were working with Visio 2003 and
I selected the shape and hit my Delete key,
| | 00:22 | I would be left with two hanging
connectors, and in fact, that's true with
| | 00:27 | Visio 2007 as well, two hanging
connectors that I would have to clean up.
| | 00:33 | I delete one of the connectors and
reconnect by stretching and going to a
| | 00:38 | connection point, the
existing remaining connector.
| | 00:42 | With Visio 2010, I'm simply going to
hit the Delete key and notice how the
| | 00:48 | connector takes care of healing itself.
| | 00:51 | I don't have to remove the shape or move
one connector reconnected. It simply re-heals it.
| | 00:55 | It did not however push that information back.
| | 01:01 | it actually left that space there,
because perhaps I actually wanted to place
| | 01:06 | some other shape in there.
| | 01:07 | I am going to come over to my stencil
and grab a Subprocess, drag it out and
| | 01:11 | drop it between, and take
care of adding that in there.
| | 01:14 | So, Visio leaves the gap for you.
| | 01:17 | It takes care of cleaning up all
the connections, but it doesn't
| | 01:19 | automatically change the spacing.
| | 01:22 | I am going to Ctrl+Z to
undo what I've just done.
| | 01:25 | If you do want to adjust that spacing
to bring that back into position, with
| | 01:32 | Visio 2010, under the Home tab
I will select Auto Align & Space.
| | 01:38 | Notice that I don't have any shape
selected. I simply click on Auto Align &
| | 01:42 | Space and the diagram
pulls itself back together.
| | 01:46 | It analyzes all the particular
items in the diagram and resets all the
| | 01:51 | positioning so that I have equal
spacing between all of my shapes.
| | Collapse this transcript |
| Using Auto Align and Space to organize SmartShapes | 00:00 | From the Chapter 3 exercises, I have
opened up the Connected_Diagram_05 file,
| | 00:06 | which is the state I had left my diagram
in the last time I was working with it.
| | 00:10 | I'm going to deliberately change some
of the positioning of the shapes itself.
| | 00:15 | I am going to drag this one off here and
maybe this one back here aways, this one
| | 00:20 | forward, this one up, this one back a
little bit as well, maybe even this one.
| | 00:27 | Perhaps this one off-center.
| | 00:29 | I have things totally out
of position and out of place.
| | 00:33 | If I were using earlier versions of
Visio, I had have to carefully come in and
| | 00:37 | using the tools I have available, I
can use the rulers and things to find the
| | 00:41 | position and get things
organized the way I want.
| | 00:44 | Using 2010, again under the Home tab
I will select Auto Align & Space.
| | 00:50 | And when I click Auto Align & Space, note
that the Visio diagram will clean itself up.
| | 00:56 | Do notice that it is not a 100% perfect cleanup.
| | 01:01 | There really is no such thing as an
absolute perfect layout algorithm. Visio
| | 01:05 | will attempt to get things organized as
best it can; however, you may still need
| | 01:10 | to select a shape and utilizing the
Auto Align tools that are available to you,
| | 01:16 | just simply bring it into position to
let alignment shows up properly and release.
| | 01:20 | And again, do the same thing here, get
them in position, do the auto alignment
| | 01:24 | spacing, selects them in the
proper order, the proper position.
| | 01:29 | Now, as my diagram has moved up near
the top of the page, I'm simply going to
| | 01:34 | select all the items and without
having to group them or change anyway,
| | 01:39 | simply with them all selected, put my
cursor over shape and drag them down
| | 01:43 | into position in something that
makes sense to center them in the drawing
| | 01:47 | area that I'm interested in.
| | Collapse this transcript |
| Using Re-Layout to rearrange connected diagrams on the page| 00:00 | I've opened up the Connected_Diagram_06
from the exercises 3 folder on my desktop.
| | 00:07 | This is the same diagram
| | 00:08 | I've been working with as I've
been building this connected diagram.
| | 00:12 | As the diagrams get larger and larger,
they will start to get to a point where
| | 00:17 | they're not going to necessarily fit
on a page or they just simply become too
| | 00:21 | cluttered in their current arrangement,
and you may have very well want to
| | 00:25 | change that alignment to
something else that makes sense.
| | 00:29 | But rather than having to drag
individual shapes to their new positions and
| | 00:34 | trying individually get them aligned,
simply come up to your Design tab on the
| | 00:40 | ribbon and on the Design tab over on
the far right under Layout is an item
| | 00:46 | called Re-Layout Page.
| | 00:49 | And if you will drop that down by
selecting the little down-pointing grey arrow
| | 00:53 | there, you will see that there is a
palette of different alignment types.
| | 00:57 | There are four for Flowchart, four for
Hierarchy, four for Compact Tree, another
| | 01:03 | one for Radial, another one for
Circular, and at the bottom More Layout Options.
| | 01:09 | One of the features of Visio 2010 is
something called Auto Preview, so that if I
| | 01:14 | float my cursor over any one of these
items and I am going to float it over the
| | 01:19 | very upper left one under Flowchart,
notice how the diagram simply rearranges
| | 01:25 | itself under Auto Preview to let me see
what it would look like under any one of
| | 01:31 | these different permutations.
| | 01:33 | And I can very quickly and easily float
between them, make the decision that I
| | 01:38 | need to make before I actually
apply that particular formatting.
| | 01:44 | So, there's an entire
series of predefined forms.
| | 01:49 | Now, notice when I selected Circular,
it actually opened up two new page areas
| | 01:54 | with the auto page sizing, because
it would not allow that to fit on one
| | 01:58 | single page, and if I move it back
to another format it closes those
| | 02:02 | additional pages back down.
| | 02:04 | This allows me to choose a format
that works for the type of diagram that
| | 02:09 | I'm creating and ensure that I'm getting
the most common and compact format for that.
| | 02:15 | I am going to come under the left to
right, perhaps for whatever reason I want
| | 02:19 | to go right to left, and I will select
that and it's now created that as a right
| | 02:24 | to left based diagram.
| | 02:25 | If I don't like it for any reason, I
can select Ctrl+Z of course and undo the
| | 02:30 | formatting that was done.
| | 02:32 | Another item that's under this Re-
Layout Page that's important to understand is
| | 02:37 | down at the very bottom, the More
Layout Options, and if I select that, that
| | 02:41 | brings up the Configure Layout that you
would have found under Visio 2007, under
| | 02:46 | Shapes & Configure Layout.
| | 02:48 | But within this dialog, I can select
any one of the styles that I want, from
| | 02:53 | Radial through Flowchart,
Circular, Compact Tree, or Hierarchy.
| | 03:01 | And again I think I'll select
Flowchart, and with that I can then set my
| | 03:06 | Direction Left to Right, Top to Bottom,
Right to Left, etcetera, and I will
| | 03:10 | select Right to Left.
| | 03:12 | I can choose the Spacing between them,
within the connectors I can choose the
| | 03:17 | Style of connectors, whether it be
Flowchart or Right Angle or Straight or
| | 03:21 | whatever it might be.
| | 03:22 | Perhaps I'm going to select a
Center to Center type of formatting.
| | 03:26 | And the appearance of these rather than
being straight, maybe I want them Curved
| | 03:30 | and I want to apply that
routing style to connectors.
| | 03:34 | And if I wish to, over on the right, I can
select Enlarge the page to fit the drawing.
| | 03:38 | This is the same as the auto
feature for page sizing that's there.
| | 03:43 | If I click OK, you will see that it's
taking care of rearranging that and I have
| | 03:48 | decided that maybe that's not the best
one for me, so I am going to Ctrl+Z and
| | 03:52 | undo what I've done.
| | 03:53 | By default, Visio remembers
the last 20 Ctrl+Z or undoes.
| | 03:59 | Through the Backstage View Options dialog,
you can set that range anywhere from back
| | 04:05 | only one step through back 99 steps.
You have complete control over the undo
| | 04:11 | capabilities and Visio
will always remember that.
| | 04:15 | So again, under the Re-Layout Page, you
can either choose and auto preview any
| | 04:21 | of the style of layouts or come down
to More Layout Options and granularly
| | 04:26 | configure the options for
your re-layout of your diagram.
| | Collapse this transcript |
| Using the Snap settings and techniques| 00:00 | I am continuing to work with the
diagram under the Exercises 3 folder called
| | 00:04 | Connected_Diagram_07.
| | 00:07 | This is the diagram that we have
been building a connected diagram with.
| | 00:12 | Now, as you are starting to apply and
add additional shapes, the layout of the
| | 00:17 | shapes as you manually drag shapes out
from the stencil, which I will do here,
| | 00:22 | their positioning on the page is
determined by a couple of different features.
| | 00:28 | And I want to walk you through first of
all the settings for snapping to shapes.
| | 00:34 | This is found under the View tab of Visio 2010.
| | 00:40 | If I come on to the View tab and look
under the Visual Aids area, I can see that
| | 00:44 | I have Dynamic Grid, Auto Connect,
and Connection Points all checked.
| | 00:49 | In the lower right hand corner of that
it says Snap & Glue and I if I open
| | 00:53 | that up, this brings up the same Snap
& Glue dialog that you might have been
| | 00:58 | used to under Visio 2007.
| | 01:00 | Note there are two tabs, the General tab
and an Advanced tab, and under Currently
| | 01:05 | active, we can choose whether
snapping is active or not, as well as gluing.
| | 01:11 | Whether the Dynamic grid, that's
those orange helps are showing up and
| | 01:15 | other drawing aids.
| | 01:17 | Under the Snap to column, we can choose
the items that the Visio shapes will snap to.
| | 01:23 | Do we want to have our shapes
snapped to the ruler subdivisions?
| | 01:27 | Do we want to have them
snapped to the grid on the page?
| | 01:31 | Do we want to have them snap based on
the alignment box or the shape extensions
| | 01:37 | or the shape geometry or guides on the page?
| | 01:42 | Shape intersections, shape handles,
shape vertices, and connection points.
| | 01:46 | You have complete control over what
facet of a given shape is being managed by
| | 01:52 | these snap settings.
| | 01:54 | I am going to cancel out of that
dialog for just a moment because I want to
| | 01:57 | bring up one of the shapes to
again talk about the different facets.
| | 02:01 | And I'm going to zoom in very,
very close on this particular shape.
| | 02:04 | So, let me get in here nice and
close on the shape itself. There we go.
| | 02:11 | Now the bounding box, which is not
necessarily the parameter of the shape, is
| | 02:17 | controlled by the sizing handles.
| | 02:19 | We have the four corners, top-center,
bottom-center, middle-left, and middle-right.
| | 02:23 | Notice when I selected this shape,
it's encompassing it because it's
| | 02:27 | a rectangular shape.
| | 02:28 | However, if I move over to this Data
shape, notice how the bounding box has
| | 02:34 | pieces of the geometry falling
outside of it and some that are within it.
| | 02:38 | The bounding box is one of those snap settings.
| | 02:42 | Do I want to use the parameters of the
bounding box or would I prefer to use the
| | 02:46 | actual geometry of the shape when I'm
trying to snap to things? We choose that.
| | 02:52 | Remember that the center of every
single shape, if I move up against the
| | 02:56 | rotation handle, has a pin and all
rotation and all sizing takes place around
| | 03:02 | that pin and that pin can be used
as a location for our snap as well.
| | 03:08 | Again, if we come up to our Visual
Aids, we choose whether we use shape
| | 03:13 | intersections, shape handles, those
are the sizing handles, shape vertices,
| | 03:18 | that's the individual vertices of the
geometry, the connection points on the
| | 03:23 | shape or any facet thereof, the
extensions, geometry, guides etc.
| | 03:29 | Under the Advanced tab, not only can we
choose from the General what we want to,
| | 03:35 | but we can choose the Snap
strength, the relative strength.
| | 03:40 | We want to have guides to have priority.
| | 03:43 | we want to have the geometry to have priority.
| | 03:45 | We simply adjust the slider to set the
strength of what we're trying to snap to,
| | 03:50 | and it takes precedence over that which
is weaker. In this case the geometry for
| | 03:55 | a shape, will take much higher
precedence than the rulers or the grid on the
| | 04:00 | page, just based on the sliders.
| | 04:02 | And I can also choose when I
am choosing shape extensions
| | 04:06 | which shape extensions I would like to
use as snapping positions and points.
| | 04:12 | And I will cancel out of this right now.
| | 04:14 | So, as you can see, you have
complete control over how these react.
| | 04:19 | One of the things that I've heard
people saying many, many times is how do I
| | 04:23 | make sure that that all my shapes are
auto aligned as I simply drag them out
| | 04:28 | without having to worry about manually
bumping them around, and that's exactly
| | 04:33 | what we do with the Snap settings.
| | 04:36 | So, the Snap settings themselves are
found under the Visual Aids in the lower
| | 04:40 | right-hand corner, bringing
up the Snap & Glue dialog.
| | Collapse this transcript |
| Using the Glue settings and techniques| 00:00 | Again, I'm going to work with the
Connected_Diagram_07 file from the
| | 00:04 | exercises in Chapter 3.
| | 00:07 | This is our diagram for connected shapes.
| | 00:10 | Now, I talked a little about
snapping in a previous video.
| | 00:14 | In this particular video, I want to
talk more about the glue settings.
| | 00:17 | And I am going to again under our
Visual Aids on the View tab open up the
| | 00:22 | Snap & Glue dialog.
| | 00:24 | Here under the Glue to column, I can
choose whether I want to be able to Glue to
| | 00:30 | shape geometry, guides, shape handles,
shape vertices or connection points.
| | 00:37 | Note that by default, if
I'm trying to manually glue,
| | 00:41 | that I will glue to guides and
I'll Glue to connection points.
| | 00:45 | I am going to cancel out of this dialog
and to give you an example of how that
| | 00:49 | works, I am going to come back to my
Home tab and select the Dynamic Connector and
| | 00:53 | I am just going to draw a dynamic
connector out on to the page and return to my
| | 00:58 | Pointer tool and let me zoom
in on that little bit closer.
| | 01:03 | By default, under Visio 2010, notice
that we do not see any connection points on
| | 01:09 | the shapes, those little blue Xs
of things we know we can connect to.
| | 01:13 | But if I grab the beginning or the end
point of any connector and start to move
| | 01:19 | it in close to a shape, notice
how they appear on the shape.
| | 01:23 | This avoids a lot of visual clutter.
| | 01:25 | When I am near it, they disappear; when
I move close to it, they appear as needed.
| | 01:31 | So, right now my glue settings state
that I can glue to connection points.
| | 01:36 | So, I can move that over to the
connection point and that says Glue to Connection
| | 01:41 | point and gives me a little hollow red
box and when I release, it will actually
| | 01:46 | glue there and give me an
indicator that it's glued.
| | 01:48 | Now, I'm going to try and do that by
disconnecting and re-gluing to a corner and
| | 01:55 | notice I do not get any indicator.
| | 01:57 | I am not allowed to glue
to a corner of a shape.
| | 02:00 | However, if I go back under my View menu,
to my Visual Aids, and say that I want
| | 02:06 | to be able to glue to shape vertices
and say OK, now when I grab this notice
| | 02:13 | that I can now glue to a vertex.
| | 02:17 | So again, just as with snap settings,
with glue settings you have complete
| | 02:21 | control over what it is you want to glue to.
| | 02:25 | Just connection points, just
particular vertices and intersections of shapes.
| | 02:30 | Whatever makes the most sense for the
type of diagram you are trying to build,
| | 02:35 | you choose with your settings
what you want Visio to do.
| | Collapse this transcript |
|
|
4. Formatting SmartShapes and Associated TextFormatting shape fills| 00:00 | I've opened up a particular sample file
called Formatting Visio Shapes from your
| | 00:05 | Chapter 4 directory.
| | 00:07 | We're going to work with this for the
next three videos, both on working with
| | 00:11 | formatting our fill, formatting our
lines, and formatting on our text.
| | 00:15 | But I want to focus right now on
formatting the fill of a shape.
| | 00:19 | So I'm actually going to zoom in on
these top two shapes just so you can see
| | 00:24 | them a little bit better. There we go.
| | 00:25 | This is called a 2-D shape and this is
called a 1-D shape, and believe it or not
| | 00:30 | it has absolutely nothing to do
with the physical look of them.
| | 00:35 | Any shape can be 2-D or 1-D.
| | 00:37 | So the biggest difference that you
need to understand is that both shapes can
| | 00:43 | contain fill, as long as there is a
closed boundary for a filled area.
| | 00:49 | So quite obviously, a line does not
have a boundary that encloses the shape,
| | 00:53 | therefore it has no fill.
| | 00:55 | But if I select any given individual shape,
two things control the fill of the shape.
| | 01:01 | The first thing that controls the fill
of any given shape is whether or not a
| | 01:06 | theme has been applied to it.
| | 01:08 | Themes are something I will be
discussing in much greater detail at another time.
| | 01:11 | But for right now for our discussions,
I want to make sure we simply come up to
| | 01:15 | the Design area, and under our
Themes, set this to No Theme.
| | 01:21 | So we specifically have no
theme being applied here.
| | 01:24 | Now individual formatting takes
precedence over anything. And I can control the
| | 01:30 | formatting of a shape in several
different ways, but the easiest way is simply
| | 01:34 | to select the shape, right-click, and
come down to the Format context menu and
| | 01:40 | select Fill, and that will
bring up the format Fill dialog.
| | 01:45 | I'm going to Cancel that for just a
moment, just to show you that you can go to
| | 01:49 | the Home tab as well, and under the
Home tab, we can actually control the Fill
| | 01:55 | of a shape from the Shape area in the
Fill drop-down menu and Fill Options.
| | 02:01 | That will give us access to
exactly the same dialog box.
| | 02:05 | So I want to talk through the
different items that are within here and I'm
| | 02:08 | going to move this to the sides so
you can actually see the shape as we're
| | 02:12 | applying these different items.
| | 02:14 | Obviously, the first one when we're
talking about fill is controlling the Fill
| | 02:17 | Color, and we can use any of the
predefined Theme Colors, and these are the same
| | 02:23 | Theme Colors that are coming out of
that palette of themes that we were working
| | 02:27 | with, or we can use Visio's Standard
Colors, and simply by clicking on any given
| | 02:32 | item we can see a preview of
what that's going to look like.
| | 02:36 | But we can also come down to the
bottom under More Colors and bring up a
| | 02:40 | sub-dialog box that gives us the
traditional Windows hexagonal pattern of
| | 02:46 | different standard fill colors, or
we can click on Custom and using the
| | 02:53 | little crosshairs drag it around
and see a preview in the lower right of
| | 02:59 | what that's going to look like.
| | 03:00 | Notice as I'm dragging this around,
it's adjusting the R, G, and B, Red, Green,
| | 03:06 | and Blue values, using RGB color model.
| | 03:09 | I can also use HSL, which is Hue,
Saturation, and Luminance, and adjust those
| | 03:15 | numbers, and I can individually control them
and you'll see how it moves that crosshair.
| | 03:20 | The point I'm trying to make with
this is that you literally have absolute
| | 03:24 | complete control over the
fill color of any given shape.
| | 03:28 | If in your organization, you're
interested in particular Pantone colors,
| | 03:34 | the Pantone color chart has a match to
HSL and RGB so you can literally type-in
| | 03:40 | the values of a Pantone chart, get the
exact color that's going to match that
| | 03:45 | Pantone color for any of the Visio
shapes that are in your diagram to ensure
| | 03:50 | that your diagram meets with the
specifications of your corporate color
| | 03:54 | standards and for some
organizations that's absolutely critical.
| | 03:58 | In addition to adjusting the fill
color, and I'm going to set this back to
| | 04:02 | white for just a moment,
| | 04:03 | we can also adjust the pattern.
| | 04:06 | Now right now the Pattern is set
to Solid, meaning it's going to be a
| | 04:09 | solid whatever color.
| | 04:11 | I can also say None, which would turn
the fill off altogether, or I can choose
| | 04:17 | any one of these little hatch patterns,
and right now they are not showing up
| | 04:21 | very well because the particular
secondary color I have is very pale gray and
| | 04:25 | I'm going to set that to black.
| | 04:27 | Now these patterns are going to
show up much better for you to see.
| | 04:30 | So we have slash patterns, and hatch
patterns, and series of dots, and things.
| | 04:35 | We also have more creative patterns down
towards the bottom with gradient sorts of fills.
| | 04:40 | So if we wanted to set something up
with a gradient fill left to right, I could
| | 04:44 | set that up, going from let's just say a
very, very deep green on the left to a
| | 04:50 | very, very pale frosty green on the right.
| | 04:53 | When I click Apply, you can see that
fill pattern is applied to the shape.
| | 04:58 | The center of the fill is always the
pinpoint of the shape, which by default is
| | 05:04 | the center of the shape,
but you can adjust that.
| | 05:06 | So the center of the gradient
can be off in any area you want.
| | 05:11 | You also have complete control over the
transparency of the shape, and I can set
| | 05:16 | this for examples to 40% transparency
and click Apply, and now I can see
| | 05:20 | through the shape to whatever
is behind it at a given rate.
| | 05:24 | For Fill, you will always have change of
Color, change of Pattern, change of the
| | 05:28 | Pattern Color, change of the Transparency.
| | 05:31 | In the same dialog, you can
also control the shadow of a shape.
| | 05:35 | By the way, if I'm using shadows, I'm
going to set my Transparency generally
| | 05:39 | back to 0, because if I set up a
shadow and I'm going to click Apply here,
| | 05:45 | if I had a transparency over here
around 20%, you can see that I'm actually
| | 05:50 | seeing through the shape as
transparent as the shadow shows through, which I
| | 05:53 | don't find to be very attractive.
| | 05:55 | So I will tend to set my Transparency
at 0 for the shape as I use a shadow, if
| | 06:00 | I'm going to use one.
| | 06:02 | And again with the shadows, I can
set up a given color that makes sense.
| | 06:05 | I came to set up patterns for shadows,
though I'm not certain why you would
| | 06:09 | probably want to do that,
but you can if you wish.
| | 06:12 | Then again you can even set up a
transparency for the shadow itself.
| | 06:16 | So I've got a 40% transparency in sort
of a silver gray, and I'll apply that,
| | 06:20 | and that becomes my transparency for
the shape, for the shadow, which is
| | 06:25 | certainly a lot more effective,
a lot subtler in doing so.
| | 06:29 | Now with the Offset, I have all of the
standard different ones that I might like
| | 06:35 | to apply, but I can also do an
Offset custom and an Oblique custom.
| | 06:39 | So in an Offset custom I can choose through
the Shadow dialog, and I'll just say OK here.
| | 06:46 | But under my Home tab, if I come under
Shadow, I can set the Shadow Options and
| | 06:53 | here I then have very granular control
of the X and Y offsets of the shadow to
| | 07:00 | the shape, as well as the
other options we fully discussed.
| | 07:03 | So in terms of the fill formatting of a
shape, note that you can format the fill
| | 07:10 | of the shape. Notice also as you
can format the shadow of the shape.
| | Collapse this transcript |
| Formatting shape lines| 00:00 | I've opened up the Formatting Visio Shapes
Diagram found in your Chapter 4 directory.
| | 00:06 | The diagram itself has a 2-D shape and a
1-D shape and then a particular dynamic
| | 00:12 | connector and them some text areas
underneath it and I want to zoom in and focus
| | 00:16 | in right now on the top area here so
that I'm looking at the dynamic connector,
| | 00:22 | 1-D and the 2-D shape.
| | 00:25 | Now a dynamic connector itself is
nothing more than a very specialized, very
| | 00:29 | intelligent form of a line so what
we're going to be talking about here is
| | 00:33 | formatting lines and I am going to show
you how we can apply that formatting to
| | 00:37 | any number of different types of shapes,
whether it would be a 2-D shape or a 1-D
| | 00:41 | shape or a dynamic connector.
| | 00:44 | If I select the shape, again the
easiest and fastest is to right-click and
| | 00:49 | select Format and Line,
bringing up the Format Line dialog.
| | 00:55 | Again, just so you're aware, you can
also achieve that same thing by selecting
| | 01:00 | the shape and coming up on your Home
tab, under the Shape area and under Line,
| | 01:05 | selecting Line Options.
| | 01:08 | Either way you'll get the same dialog up,
and I am going to move this to the side.
| | 01:12 | This time when we're talking about the
color we are talking about the color of
| | 01:16 | the line and not the color of the shape
itself. So if I wanted to have a bright
| | 01:21 | red line I could change that to red
and I could change the line weight. Right
| | 01:27 | now it's at a quarter of a point.
I could bring that up to let's just say 3
| | 01:30 | points and quickly click Apply here
and you can see how it's applied a much
| | 01:35 | heavier red line to the outside of that shape.
| | 01:38 | Now I am going to change a few other
things because I want to talk through each
| | 01:42 | of the options for you.
| | 01:43 | The Dash type controls what that line
is going to look like, whether it's long
| | 01:48 | dashes, literally dots, or dash dots or
any combination of things that you're
| | 01:52 | interested in seeing. You
can set those options for it.
| | 01:56 | If I wanted just the individual
colored dots around that, I can apply that and
| | 02:00 | you can see I get individual dots on it.
| | 02:03 | I don't think that works that well on
a 2-D shape so I am going to set that
| | 02:07 | back to a solid pattern.
| | 02:09 | However, and I'll just click OK here,
if I took a line, by definition of course it
| | 02:14 | has no real fill to it because there is
no bounded filled area, if I right-click
| | 02:19 | on that and select Format and Line
maybe I would like to have a dashed line of
| | 02:24 | some form so I can select Dash line
and maybe I'd like this in some sort of a
| | 02:30 | bold blue and I'll click Apply there and OK.
| | 02:33 | And you can see that we
now have a dashed blue line.
| | 02:36 | And just to prove the point again, I'll
select this dynamic connector and select
| | 02:40 | Format and make sure we're getting a
line instead of fill, there we go, I'll get
| | 02:44 | the Dash type, the Weight, the Color.
| | 02:47 | The Cap refers to when I have an open-
ended shape whether the ends of that will
| | 02:52 | be square or rounded.
| | 02:53 | To illustrate that let me come down here,
and I'm going to use my Drawing tools
| | 02:58 | and I am going to draw a line and let's
just draw one up at a diagonal here and
| | 03:04 | we'll zoom in on that shape and we're now
going to right-click and select Format and Line.
| | 03:11 | And in doing so I am going to
change the line weight initially to
| | 03:14 | something relatively heavy, maybe about 3
point, and let's change that to maybe a dark blue.
| | 03:21 | When I click OK, notice the
ends of that line are rounded.
| | 03:25 | If I come back into that dialog,
Format > Line, I can change that Cap from being
| | 03:33 | Round to Square, I'll click Apply, and
notice how that's literally squared that
| | 03:39 | off so it's no longer rounded on the
ends. It's nice and crisp and sharp.
| | 03:43 | You control how that works.
| | 03:45 | Let me cancel out of this for just a
moment and I'm going to draw a different
| | 03:50 | line now. Let's go ahead and delete this one.
| | 03:53 | Using our Line tool again I am going to
draw something with a couple of vertices to it.
| | 03:57 | There's a interesting line form.
Let's right-click on that, and Format >
| | 04:03 | Line, and we're going to set this now
to something again somewhat heavier, 3
| | 04:07 | point, and we'll make this, I don't know,
maybe a dark brown and we'll do square ends to it.
| | 04:13 | I can again control the
transparency of that line if I wish.
| | 04:17 | And I can also control the corner rounding.
| | 04:20 | Now the corner rounding is what
happens at each vertex. Right now that's
| | 04:26 | perfectly square but I can set that,
let's just try this one for a moment, you
| | 04:31 | can see the preview here and if I
click Apply you can see how that's applied
| | 04:35 | that rounding to that.
| | 04:36 | I can get really obtuse with it and apply
that. It's going to really flatten it out.
| | 04:41 | But you control the amount of corner
rounding at each vertex as you work with these things.
| | 04:47 | Now you can also control through that
same dialog box not only the line itself
| | 04:53 | but you can control the
arrowheads that show up on the end.
| | 04:57 | By default, a line when it's drawn has
no arrowheads, even a dynamic connector
| | 05:02 | has arrowheads only because it's been
defined with that template as having that
| | 05:07 | particular arrowhead.
| | 05:09 | But we have a complete
palette of different arrowheads.
| | 05:12 | Now remember I do this from left to
right. So I am going to start with the ending
| | 05:16 | one here and I am going to say I might
like a big triangular arrowhead on that.
| | 05:20 | And we can control the end
size for those arrowheads as well.
| | 05:25 | And even though I started out with
Visio when the company began, I swear to you
| | 05:29 | folks I had nothing to do with the
naming convention for these arrows.
| | 05:34 | We have Very Small, Small, Medium,
Large, Extra Large, Jumbo, and Colossal.
| | 05:41 | So I am just going to set this one to
Large right now and apply it and you can
| | 05:44 | see that I get a large arrowhead on the end.
| | 05:47 | And if I want something to show up on
the beginning, again I have a complete
| | 05:50 | palette of different types of things
like I have a hollow block showing up on
| | 05:54 | that and just have that
small and I'll get a hollow box.
| | 05:58 | Complete control over the formatting of
your lines as well as your fill of
| | 06:04 | any given shape. Remember that
arrowheads will only show up where you have an
| | 06:09 | open-ended line. If you have a closed
loop you will get control over the corner
| | 06:16 | rounding which you won't be able to
apply any form of an arrowhead to a closed
| | 06:20 | loop, fairly obviously.
| | 06:23 | So that is formatting the line of a given shape.
| | Collapse this transcript |
| Formatting shape text| 00:00 | I've opened up the Formatting Visio
Shapes from the Chapter 4 directory for
| | 00:05 | our student exercises, and in it we
can see we've got 2-D and 1-D shapes and
| | 00:10 | we've got a dynamic connector and
down at the bottom of that diagram I've
| | 00:14 | listed something that says Text for
SmartShapes, and I am going to zoom in
| | 00:17 | here just a little bit.
| | 00:19 | And the thing to realize about a
text shape before anything else is that
| | 00:25 | effectively all shapes are exactly the
same thing. A bit earlier we had talked
| | 00:30 | about formatting fill and formatting lines.
| | 00:34 | If I were to look at this shape and
right click and select Format > Fill,
| | 00:39 | notice that right now the Pattern is set to
None. I could set that to Solid and apply
| | 00:45 | that and I'd actually have a filled shape.
| | 00:48 | The reason I go through all this, and
I'll cancel out of all this. Oops, let's
| | 00:51 | make sure we get this back to where it
was before, Format and Fill, and we're
| | 00:55 | going to set this thing
back to under Pattern, no fill.
| | 01:01 | The important thing to remember about a
text shape that's created by using the
| | 01:05 | Text tool in Visio, it is nothing more
than a standard rectangle shape with a
| | 01:10 | fill and the line turned off.
| | 01:12 | A shape is a shape is a shape.
| | 01:14 | But the only thing that's left for us
to see in this shape is in fact the text.
| | 01:18 | Now if I click on that text it
highlights the whole shape and of course you're
| | 01:22 | seeing the bounding box for that shape,
and if I start typing I don't have to
| | 01:27 | double-click on the shape.
| | 01:29 | If you talk to most Visio users, when
you ask them how to edit the text of a
| | 01:33 | shape they would say "Oh, double-click
on it," and in fact, if I double-click it
| | 01:37 | does take me into text editing mode
where it highlights all of the text and I
| | 01:42 | could start then clicking my cursor in
somewhere and adding an additional word,
| | 01:46 | whatever I want to put in there.
| | 01:48 | But if I'm trying to add text to a
shape that has no text or wholesale change
| | 01:54 | the text, the only thing I have
to do is select and begin typing.
| | 02:00 | Very easy to add any text to any shape
simply by selecting it and begin typing it
| | 02:04 | and it will accept that text.
| | 02:06 | That's the default
behavior for every Visio shape.
| | 02:08 | Now there is a lot of options around
text other than just being able to type in
| | 02:14 | the text on any given shape.
| | 02:15 | And just as you would do to format the
line or format the fill of a shape, by
| | 02:21 | right-clicking on the shape and
selecting Format > Text it's going to bring up a
| | 02:26 | dialog with all the
possibilities for formatting that text.
| | 02:30 | I am going to cancel out of there for
just a moment because I want to show you
| | 02:34 | in addition to getting at formatting
your fill and your line and your Shadow up
| | 02:38 | here we can come down here and change
the fill or the text color for a shape,
| | 02:44 | change its size, do the underlining,
the standard kind of things, but to
| | 02:49 | granularly change every aspect of it,
simply right-click, select Format and Text,
| | 02:56 | and it'll bring up this dialog.
| | 02:58 | The first tab of this dialog allows
you to set the particular font that
| | 03:02 | you're interested in.
| | 03:04 | Set the style, whether it's
Regular, Italic, Bold or Bold Italic.
| | 03:08 | Set the font size in points.
| | 03:10 | Set the color of the text and again,
this is the same as setting the color of
| | 03:15 | fill or setting the color of line.
| | 03:17 | You can also choose whether it's all
uppercase, all lowercase, etcetera. You can
| | 03:22 | subscript it or superscript it.
| | 03:24 | Set up a single or double underline.
| | 03:27 | Set it up as strikethrough, single or double.
| | 03:29 | You can control the transparency.
| | 03:32 | Every aspect of that font can be controlled.
| | 03:34 | If I switch to Character tab
I can set the Scaling for that.
| | 03:39 | A 100% meaning standard default per
the point size but I can also shrink and
| | 03:44 | expand that as necessary in width by
setting the scaling of that, and I can also
| | 03:50 | set that Expanded or Condensed in its Spacing.
| | 03:54 | And if I said that, for example,
Expanded I can tell it by what width I would
| | 03:58 | like that, By 1 point, By 1.5,
just type-in a value in there.
| | 04:02 | Under the Paragraph area I choose
the Alignment for the text within that
| | 04:08 | bounding box Left, Centered, Right
or Justify, just as you would with
| | 04:13 | any paragraph of text.
| | 04:15 | I can also set the Indentation for my text.
| | 04:18 | Before the text overall, after the text
overall, just for the first line, and the
| | 04:23 | spacing before, after, and between lines.
| | 04:26 | With the Text Block I can choose whether that
text should be Top, Middle, or Bottom aligned.
| | 04:32 | I can also set the margins within that block.
| | 04:36 | The Margin Left to Right and Margin Top to
Bottom so Top, Bottom, Left to Right margins.
| | 04:41 | By default, the text background is turned off.
| | 04:44 | I can actually tell that just the area
around the text, not the whole shape area,
| | 04:49 | but just the text, to have a
particular color if I wanted it to.
| | 04:54 | There was some need to highlight
just right around the text, and again
| | 04:59 | set its transparency.
| | 05:01 | I can also set up any number of tab stops,
so that if I use the Tab character on
| | 05:07 | my keyboard I can actually tab things
in and I can set their positions so I can
| | 05:12 | have one at a quarter inch
and the next one in 1.0125 inch.
| | 05:17 | Whatever it might be I can set them all
up and set up the alignment for my tabs,
| | 05:22 | and right now my default tab stops
are every half an inch, so I can add
| | 05:27 | additional tabs as I wish.
| | 05:29 | Under Bullets, I can use any of the
predefined bullet sets. By default you'll
| | 05:34 | have none but you can set
up any of the predefined.
| | 05:37 | You can also, using custom
characters set up a bullet character.
| | 05:42 | If I want to have the bullet character
be the capital letter H, I can have it
| | 05:47 | do that and it can be in a different
font than the regular text. I could have
| | 05:51 | it be some sort of a symbol like a
dollar sign. Whatever I would like I can
| | 05:55 | set up for these bullets.
| | 05:56 | I can even use ASCII character codes.
For example if I did Alt+0169 that brings
| | 06:03 | up the copyright symbol on there.
| | 06:06 | So you have complete control
over the bulleting as well.
| | 06:09 | Now another thing that I wanted to
make sure you're well aware, and we've
| | 06:12 | actually set the bullet up on this, is
that in addition to changing numerous
| | 06:17 | aspects about the text, Auto-preview
also works with the text, which I think is
| | 06:22 | wonderful and this is new to Visio 2010.
| | 06:24 | But if I come to this drop-down list
of different fonts, as I start moving my
| | 06:30 | cursor through the fonts notice that
it's showing me all of them, and I can
| | 06:35 | auto-preview which of these looks the
best in what I'm trying to do, and maybe
| | 06:40 | it's Brush Script here, and I can set up
Brush Script and maybe bring that up to 18 point.
| | 06:46 | Now, I deliberately brought this up to a
point where you can see that it started
| | 06:50 | to word wrap and I have training and
the then g down in the next line, which
| | 06:55 | doesn't help me out very much.
| | 06:57 | So another thing we can do in
formatting our text is come up next to the Text
| | 07:02 | tool we have something called the Text
Block tool and the Text Block tool allows
| | 07:09 | me to control the width of the text
block different than the width of the text
| | 07:15 | shape that it's a part of.
| | 07:17 | So notice if I pull this a little bit
wider I can set this up any way I want.
| | 07:22 | I can get rid of some of
those word wrap sorts of issues.
| | 07:25 | Now I am going to show this on a
different shape. I'm going to just use a
| | 07:29 | Rectangle tool here and I'll fill the
Rectangle tool very, very quickly. Format >
| | 07:34 | Fill, and let's give it some sort of
a color like, there we go, it's a nice
| | 07:38 | gradient fill and I'll just type
some text on here, there we go.
| | 07:43 | Now that I have the text in there let me
zoom in on this shape just a little bit.
| | 07:47 | And as I said, if I select the shape
and then select the Text Block tool, I can
| | 07:53 | come to this rotation handle if I like
and I can rotate the text independent of
| | 07:58 | the shape and resize the text block,
put the text wherever I'd like to put it.
| | 08:03 | You have complete control over the text.
| | 08:06 | It's still associated with the shape.
If I come back to the Pointer tool and move
| | 08:10 | it around, it's still a part of the
shape, but you have complete control over
| | 08:14 | every aspect of the text
in any given Visio shape.
| | 08:18 | So remember to edit that text for
all of its different parameters. Simply
| | 08:22 | right-click and select Format > Text
to bring up that very expansive dialog
| | 08:28 | box with every aspect.
| | 08:29 | If you want to control the Position,
Size and Rotation, use the Text Block
| | 08:35 | tool and you can also set the font
and its size right there from the Font area of that.
| | Collapse this transcript |
|
|
5. Inserting Additional Objects into DiagramsInserting foreground and background pages| 00:01 | I've begun a new Basic Flowchart diagram.
| | 00:03 | This has one page in it.
| | 00:06 | It's the only page in it.
| | 00:07 | It does not have any additional pages.
| | 00:08 | What I want to spend a little time
talking about now is inserting both
| | 00:12 | foreground and background pages.
| | 00:15 | Inserting a foreground page
is certainly very, very easy.
| | 00:18 | I simply come down to the page tabs
and click on the little page with a spark
| | 00:24 | and it'll add a new page.
| | 00:25 | And you can see each page gets
sequentially numbered Page-1, Page-2, etc. etc.
| | 00:31 | And I can move back and forth between them.
| | 00:34 | And just to prove the point so it's easy
to see, on Page-1 I am going to put this
| | 00:38 | little database symbol out on the front
and in Page-2 I am going to put a little
| | 00:43 | document symbol down here.
| | 00:44 | And as I toggle back and forth between the
pages you can see the two foreground pages.
| | 00:49 | Now I am going to eliminate that page too.
| | 00:52 | I am just simply going to delete the page.
| | 00:54 | And it will delete anything that's on
that page as well, so use caution when
| | 00:58 | deleting a page and it will end up deleting it.
| | 01:01 | We talked in a previous chapter
about adding a background image.
| | 01:06 | And that's very easy to do.
| | 01:08 | Under the Design tab I can select
Backgrounds and when I select Backgrounds
| | 01:14 | and select a background I'd like to
use, for example this world map,
| | 01:18 | it actually in addition to making a
Background, notice in my page tabs it's
| | 01:23 | created a background page and placed a
sort of watermarked, if you will, image
| | 01:30 | onto that background page.
| | 01:31 | It's actually created a Visio shape
and put it on that background page and
| | 01:35 | applied that background to the foreground.
| | 01:39 | So you can see the little world map
showing up behind our database symbol.
| | 01:44 | Now I am going to delete that
background page and I am going to start by
| | 01:49 | eliminating the shape on my foreground
page because now I want to talk about
| | 01:53 | doing all of this manually
in terms of building pages.
| | 01:57 | When you click that new page tab it
always, underscore always, creates a new
| | 02:02 | foreground page by default.
| | 02:05 | But if you want to create a background
page, the best and easiest way to do this
| | 02:09 | under Visio 2010 is simply come up to
your Insert menu and where it says Blank Page
| | 02:15 | on the far left, don't
just click on the page icon.
| | 02:19 | That'll create a foreground page.
But click this little drop-down and select
| | 02:24 | that you would like to create a Background Page.
| | 02:27 | And it'll bring up the Page Setup
dialog and if you've worked with previous
| | 02:30 | versions of Visio, you'll be quite
comfortable with that Page Setup dialog.
| | 02:34 | You can name a nackground page anything
you want, My Background. There we go.
| | 02:41 | There's My Background and I'll click OK.
| | 02:44 | So it's created a new page.
| | 02:46 | You see down the page tabs, My
Background and it's left me off on the
| | 02:50 | My Background page.
| | 02:51 | Now just to show how this all works I am
going to go ahead and grab a few shapes
| | 02:57 | here and put them down in the lower corner
here as I am working with these. There we go.
| | 03:04 | These are on my background page.
| | 03:06 | These four little symbols here.
| | 03:08 | If I go to my foreground
page I do not see them at all.
| | 03:13 | How do I get that background page to
show through to my foreground page?
| | 03:18 | When I went to my Design tab and I
selected Backgrounds, it automatically did
| | 03:23 | all of the work necessary so that my
foreground page could see through to my background page.
| | 03:29 | It's not difficult to set that up yourself.
| | 03:32 | Simply come to your Design tab and
in the Page Setup area go to the lower
| | 03:36 | right-hand corner and click the Page
Setup and on the Page Properties tab you'll
| | 03:42 | notice that there's the name of the page.
| | 03:44 | Right now by default that's Page-1, but
I could change that to any name I like.
| | 03:49 | And then in the Background
area right now it says None.
| | 03:52 | And then using that drop-down list I
can say I would like the background for my
| | 03:57 | foreground Page-1 to be My Background,
| | 04:01 | the background page we created.
| | 04:03 | When I click OK, you'll see that I am
still on Page-1 by looking at my page tabs.
| | 04:08 | But I can see through my page to my background
and there's my four little shapes showing up.
| | 04:16 | So we can add foreground pages at will,
we can add background pages at will, and
| | 04:21 | we can assign a foreground
page to a background page.
| | 04:24 | Now the interesting factors here are
that I can actually assign a background
| | 04:30 | page to a background page.
| | 04:33 | So I am going to go to My Background.
Under the Insert I want a new Background Page.
| | 04:40 | And I am going to call this Way Back.
| | 04:46 | And I am going to put this little
hexagonal shape in the upper left-hand corner
| | 04:51 | of my Way Back page.
| | 04:53 | I am going to come to the My Background
page and I am going to come over to the
| | 04:59 | Design tab and down to Page Setup
and tell under the Page Properties that my
| | 05:05 | background page should have its own
background called Way Back. Click OK.
| | 05:11 | And now my background page sees the Way Back
page behind it like layers or transparencies.
| | 05:17 | And if I come to Page-1, because Page-1
uses the My Background which uses the Way Back,
| | 05:24 | I am seeing through three levels of pages.
| | 05:27 | You can actually use these like the
Disney transparencies where you have the
| | 05:31 | mountains and then you have the forest and then
you have Bambi's mother, etc. Very easy to do.
| | 05:36 | Set these up anyway you like.
| | 05:38 | Now what's really interesting is if
I create a new foreground page just
| | 05:43 | by hitting the Insert Page tab,
it will already use whatever backgrounds
| | 05:49 | are predefined for it.
| | 05:50 | I don't have to go and do assignments.
| | 05:52 | By setting up a background page as
you create new foreground pages,
| | 05:57 | they will utilize the existing background page
until you tell it to utilize something else.
| | 06:03 | You may have as many foreground pages
and as many background pages as you like.
| | 06:08 | Any of those background pages can
have as many different foreground pages
| | 06:12 | assigned to a given background page
and any background page can have its
| | 06:16 | own background pages.
| | 06:17 | You have complete control over the
structure of how these pages work within
| | 06:23 | your Visio environment.
| | Collapse this transcript |
| Inserting illustrations including pictures, clip art, charts, and CAD drawings| 00:00 | I want to talk for a little while
about creating additional content in your
| | 00:04 | Visio diagrams beyond the use of all
of the Visio shapes you have available.
| | 00:09 | There are many, many things that we can
incorporate and add into a Visio diagram
| | 00:14 | to make them more effective.
| | 00:17 | The first thing I want to talk about is
inserting illustrations into your Visio diagrams.
| | 00:22 | You can use any form of
illustrations that you like.
| | 00:26 | I am going to come up to the Insert menu
in Visio and under Illustrations we can
| | 00:31 | insert pictures, clip art,
charts, and even CAD drawings.
| | 00:34 | And I am going to start with
pPictures and I am going to select Picture.
| | 00:38 | And I am going to navigate to the
directory where all of my exercises exist and
| | 00:44 | come into my chapter for this.
| | 00:47 | And we can see that Maria Vitalia
is our CEO of Two Trees Olive Oil.
| | 00:53 | And I would like to get
her picture in my drawing.
| | 00:55 | So I simply select her picture and click Open.
| | 00:59 | And when I do, her picture is
automatically added to Visio.
| | 01:03 | Now what you need to be aware of is that what
Visio does when it brings in an illustration,
| | 01:08 | a graphic like this, a JPEG image, is
that it wraps a shell of a Visio shape
| | 01:14 | around it and that's why you still see
sizing handles and a rotation handle.
| | 01:19 | Therefore, I can grab the rotation
handle and rotate her picture any way I would like,
| | 01:23 | kind of do an offset for a bit of flair.
| | 01:26 | I can increase the size of it or
decrease the size of it at will.
| | 01:30 | You can also pull on the sides and
distort, though I don't really recommend
| | 01:34 | doing it because you just added a few
pounds to Maria and I am sure she wouldn't
| | 01:37 | appreciate that, so I am
going to Ctrl+Z and undo that.
| | 01:40 | But it wraps a shell around it.
| | 01:42 | In an earlier video I talked about
whenever you grab the Visio shape and drug it
| | 01:47 | out and drop it in a diagram, the first
thing that Visio did was make a copy of
| | 01:51 | that external master on the
diagrams own local stencil.
| | 01:55 | And then everything became an instance of that.
| | 01:58 | This was originally done for
portability reasons so that when you send a
| | 02:01 | diagram everything was already there with it.
| | 02:04 | But it also meant that you could
adjust that master and it would adjust every
| | 02:08 | instance of that master.
| | 02:10 | I am going to come back to the
Developer tab and I am going to open up the
| | 02:13 | local Document Stencil.
| | 02:14 | And notice there is no master there
even though I've dropped a photograph in.
| | 02:19 | Images are not considered shapes
even though they have a shape shell
| | 02:24 | wrapped around them.
| | 02:25 | And therefore, every time you add an
image to your Visio diagram it is going to
| | 02:30 | increase the size of your Visio diagram.
| | 02:34 | You just need to be very aware of that.
| | 02:36 | So if you start trying to add tens
of thousands of illustrations, it will
| | 02:41 | dramatically increase the
size of your Visio diagram.
| | 02:44 | But they're very, very easy to add.
| | 02:46 | We simply go to the Insert menu
and click on what we want to add.
| | 02:49 | So we've added a JPEG type of image.
| | 02:53 | We can also add clip art
types of images as well.
| | 02:57 | So I can click on Clip Art and then
we can go search for that clip art
| | 03:02 | at Office.com, etc, etc.
| | 03:04 | And rather than trying to be
connected to Office.com I am just going to
| | 03:08 | insert it directly as a picture but
it's the same piece of clip art that I
| | 03:11 | might get elsewhere.
| | 03:12 | And there is my corporate logo and again
I can put that wherever I would like
| | 03:16 | and it will resize it in any way,
shape, or form that makes sense.
| | 03:20 | So adding illustrations, whether they
be JPEG type of images of people or any
| | 03:24 | form of clip art, getting them from
any source that we would like is very,
| | 03:29 | very straightforward.
| | 03:31 | Okay, we're next going to talk
about adding charts to Visio.
| | 03:35 | And what I am going to do in this
particular case is I am going to minimize down
| | 03:39 | Visio for just a moment,
but before I do, I want to launch Excel.
| | 03:43 | And in your student files, and I am
going to select File and Open here and we'll
| | 03:49 | go out to Desktop and in your Exercises
folder under Chapter 5, you'll see that
| | 03:55 | we have an Excel Bar Chart and Data file.
| | 03:58 | And I am going to open that up just so
that we can see that we've taken this
| | 04:02 | information done as a very simple
spreadsheet and created a bar chart from it.
| | 04:08 | Now I can select that bar chart
and I can do a Ctrl+C to copy.
| | 04:14 | Then I can come back to Visio and in my Visio
diagram I can now do a Ctrl+V to paste that in.
| | 04:22 | And you'll see that I've
pasted in that bar chart.
| | 04:24 | And again, because it's an object I can
resize it, I can move it around, I could
| | 04:30 | even rotate it as necessary.
| | 04:33 | Now you certainly do
whatever you would like with that.
| | 04:35 | With inserted objects quite often I do
not recommend rotating them because as
| | 04:41 | you could see things can get a bit
jagged if you do. But keeping them straight
| | 04:45 | and vertical they look very nice.
| | 04:47 | So that's an inserted Excel spreadsheet.
| | 04:50 | Now the last item I want to show within
this is how to insert a CAD drawing and
| | 04:55 | I've just switched to my second page here.
| | 04:58 | Again, under the Insert
menu we'll select CAD Drawing.
| | 05:02 | And this will allow us-- and I'll
navigate to where those drawings live.
| | 05:07 | Navigate to any AutoCAD DWG or DXF file.
| | 05:12 | DWG is AutoCAD's major format.
| | 05:14 | DXF is all the other CAD interchange formats.
| | 05:17 | Simply select the file and click Open.
| | 05:20 | When you do, a dialog is going to appear.
| | 05:23 | It's going to ask you to
set the parameters for this.
| | 05:27 | Notice that my Page Scale
right now is 1 inch equals 1 inch.
| | 05:32 | So my CAD drawing is much,
much larger than the page.
| | 05:36 | But what I am going to do is set up a custom
scale. 1 inch equals let's just say 24 inches.
| | 05:43 | And my CAD drawing now fits
very nicely within the page.
| | 05:45 | I could actually probably decrease
that to 12 inches and it looks it's still
| | 05:50 | going to fit very, very nice.
| | 05:51 | So this is 1 inch equals
a foot. And I'll click OK.
| | 05:55 | And it brings that drawing in very, very nicely.
| | 05:59 | So at anytime I can view the CAD
drawing in my Visio environment.
| | 06:04 | Why is this important,? Because even
though this has been brought in as a single
| | 06:08 | CAD object, I still have the ability
to snap and glue to information within
| | 06:14 | that CAD environment.
| | 06:16 | So if I want to add particular
pieces of electrical equipment or lighting
| | 06:20 | or people or PCs, etc,
| | 06:22 | I can use the information
in the CAD to snap to it.
| | 06:26 | Now once I have the CAD drawing in my
Visio diagram, I can right-click on that
| | 06:32 | and then select CAD Objects and Properties.
| | 06:36 | And I can choose under Layers which one
of those layers I would like to see or
| | 06:41 | not see of the CAD layers.
| | 06:43 | I can also under the General
tab choose to convert if I want.
| | 06:48 | I can right-click on the CAD Object
and say Convert and I can choose any one
| | 06:53 | of the layers that I might want to
convert from AutoCAD information to
| | 06:58 | becoming Visio information.
| | 07:00 | So if I had a particular layer that I
wanted, maybe a chairs layer that I wanted
| | 07:05 | to convert from CAD simple objects
with no data to Visio shapes where I could
| | 07:12 | add data to them,
I might convert the CAD layers.
| | 07:15 | But note that after CAD
conversion is done it cannot be undone.
| | 07:19 | So it's a one-way street.
| | 07:21 | But it's very easy to add CAD
information into your Visio diagrams as well.
| | 07:26 | So we've taken a look at being able to
add JPEG type of photographs, clip art
| | 07:32 | that we can obtain from any source,
any charts out of Excel spreadsheets, and
| | 07:37 | graphs and CAD drawings
into our Visio environment.
| | Collapse this transcript |
| Inserting the new Visio 2010 diagram parts including containers and callouts| 00:00 | There are many different things that can
be added to a Visio diagram, in addition
| | 00:04 | to standard Visio shapes and lots
and lots of the external data such as
| | 00:08 | photographs and CAD drawings, etc.
| | 00:10 | But Visio 2010 has brought about a few
new objects which can be added to the
| | 00:15 | Visio environment that I want to
make sure we cover definitively.
| | 00:19 | And I am going to go ahead and start by
just grabbing a shape and dropping it out here.
| | 00:22 | The first of these two objects I want to
talk about is something called a container.
| | 00:26 | Let's drag a couple more shapes
out here as well. There we go.
| | 00:33 | Now let's say these two shapes here at
the top absolutely needed to remain together.
| | 00:38 | Under Visio 2007 and prior we would
probably select the two shapes. Under the
| | 00:44 | Home tab we would select Group
and Convert to Group and say OK.
| | 00:50 | They have now become part of a group.
| | 00:52 | And the data that was
associated with these two shapes just
| | 00:56 | disappeared altogether.
| | 00:57 | I am going to Ctrl+Z and undo that.
| | 00:59 | Just drag that one back out here.
| | 01:01 | Remember that if I select a shape and
come up to the Data menu and select Shape
| | 01:06 | Data Window I can see the Shape Data
window and I can see all the different
| | 01:11 | properties that are available to them.
| | 01:12 | In this particular case it was Cost and
Process Number and Owner and Function,
| | 01:16 | Starting and Ending Date, and Status, etc.
| | 01:19 | There's lots of data associated with
the shapes that we can either fill in
| | 01:23 | manually or attach to external data sources.
| | 01:26 | But if I group these shapes,
| | 01:28 | I'll select the two shapes and under
the Home tab, under Group select Group,
| | 01:33 | nNow the group has no data.
| | 01:35 | we've submerged that data down inside the
group and that's really less than helpful.
| | 01:40 | So instead of doing that what we're
going to do is use a new object type.
| | 01:45 | And again under our Insert menu we
have new diagram parts and one of those
| | 01:49 | is called a Container.
| | 01:51 | So I'll select the two objects that I
am interested in, select Container, and I
| | 01:56 | have an entire palette of
different containers available.
| | 01:58 | And again Auto Preview allows me to see
what these containers might look like.
| | 02:03 | And I just happened to like of the
look of this one so I'll select it.
| | 02:06 | Now notice when I have a container in
here it contains the two shapes and if I
| | 02:10 | move the container the shapes move right
along with it just as they should, just
| | 02:15 | as they would if they were grouped.
| | 02:16 | But at any time, I can simply click on
an object directly and get full access to
| | 02:21 | the data that's associated with it.
| | 02:24 | Containers are a wonderful way of
organizing information without submerging that
| | 02:29 | information in there.
| | 02:31 | Now at any time I want I can select
a container and expand it if I would
| | 02:35 | like and throw another object inside of it.
| | 02:39 | And now I have three objects in my
container. If I move the container around,
| | 02:42 | they will come with it.
| | 02:44 | I can remove an item from a container. Co
they're very, very, very easy to work with.
| | 02:50 | Now notice if I select the container
itself a new tab shows up that says Format.
| | 02:56 | And again, just like themes I
can choose the look of these
| | 03:01 | different permutations.
| | 03:02 | And I can drop that down to see all the
permutations of what I would like that to look like.
| | 03:07 | I can also select Heading Style and
again look at all the different heading
| | 03:12 | styles that I would like
for my particular container.
| | 03:14 | So you have great flexibility in
the visual look and feel of the
| | 03:19 | individual containers.
| | 03:21 | I can lock a container.
| | 03:23 | If I lock a container nothing can be added to,
nothing can be deleted from the container.
| | 03:30 | I can also choose to select all the
contents of a container and to disband a container.
| | 03:37 | But before I do that let me
show you this one other thing.
| | 03:40 | If I were to select this container and
hit the Delete key, anything inside the
| | 03:45 | container gets deleted as well, as it should be.
| | 03:48 | it's a container for those objects.
| | 03:50 | But if I come under my Format and
select Disband Container, it will get rid of
| | 03:55 | the container and leave the objects there.
| | 03:58 | So containers are an entirely new class
of objects that's available within Visio
| | 04:03 | 2010, within all skis,
Standard, Professional and Premium.
| | 04:08 | Another new item that's available within
2010 as a new object type are callouts.
| | 04:14 | And callouts are really exciting.
| | 04:15 | Before I show you callouts however,
we're going to select under More Shapes and
| | 04:21 | down to Visio Extras we're
going to select Callouts.
| | 04:25 | And for a long time Visio has had an
entire palette of different callouts.
| | 04:29 | And these are sort of been
semi-intelligent callouts.
| | 04:33 | In other words I can create a 2-D
word balloon and it gives me the ability
| | 04:37 | through a control handle to
manipulate the mouthpiece of that item.
| | 04:43 | And I can change the text on it.
| | 04:44 | But what the new Visio 2010 callouts
really shine, and let me delete that, is I
| | 04:50 | don't have to open up a new
stencil in any way, shape, or form.
| | 04:54 | I simply select the shape that I am
interested in and notice if I float over
| | 04:59 | that it's giving me the top
four off that stencil as it should.
| | 05:03 | But if I come under the Insert menu to
Callout I get a palette of the new 2010 callouts.
| | 05:09 | And because I selected the shape
first, when I click on the callout it
| | 05:14 | automatically not only adds it in
association with a shape, but notice how it
| | 05:19 | moves right with the shape.
| | 05:21 | And if I select the callout and drag it
around, it still stays connected to the shape.
| | 05:27 | And I can add any text I want. Oops!
| | 05:32 | I guess I need to add that to the
callout itself. More Text Here.
| | 05:39 | So I have the ability to adjust content of that.
| | 05:43 | I can add data fields to that.
| | 05:45 | It stays associated with the shape.
| | 05:47 | If I move the shape
around, I can move it around.
| | 05:50 | They're just much better. Very, very
intelligent objects to act as callouts.
| | 05:56 | Now as long as I am talking about
callouts there are some things to be aware of.
| | 06:01 | Under the Review tab there
is this thing called Comments.
| | 06:05 | And I know you've probably seen
comments in lots of Office applications and if
| | 06:08 | I select this and say add New Comment,
you've all seen that sort of thing
| | 06:13 | pop up and I can type in
what I want. Here we go.
| | 06:19 | And if I click off of it, it collapses
down to a small box and clicking it again
| | 06:25 | shows me what I had in there and a date.
| | 06:28 | The downside to these is if I move the
shape, the callouts do not move with them.
| | 06:34 | They're not associated and they
don't understand the relationship with
| | 06:38 | the object they were.
| | 06:40 | Not saying don't use the comments.
| | 06:42 | They can be used in a lot of different ways.
| | 06:44 | I just find that the new object found
under the Insert menu and under Diagram
| | 06:49 | Parts > Callouts will do a lot
better job of keeping outside information
| | 06:55 | associated with the shapes
themselves and offer a lot more flexibility in
| | 06:59 | working with callout types of information.
| | Collapse this transcript |
| Inserting hyperlinks| 00:00 | One of the exciting things about Visio
diagrams is that each and every shape can
| | 00:05 | contain hyperlinks out to
additional sources of information.
| | 00:09 | These sources of information allow us to
access that information on-the-fly from
| | 00:15 | within our Visio diagram.
| | 00:17 | Here we are looking at a
BPMN Transaction Activity Flow.
| | 00:21 | This is a business process modeling
notation diagram which explains some aspect
| | 00:26 | of a particular organization, for
example our Two Trees organization's
| | 00:31 | transaction activities.
| | 00:33 | I'd like to be able to link this out
to additional sources of information and
| | 00:38 | it's very, very easily done
within the Visio environment.
| | 00:42 | Two possible ways. I can select a shape
and having it selected, go to the Insert
| | 00:48 | tab on my Ribbon and select Hyperlink.
| | 00:52 | This will bring up the Hyperlinks
dialog box and this dialog box has been
| | 00:56 | the same for lots of releases, so it
should be quite comfortable and familiar to you.
| | 01:01 | To the right of Address and to the
right of Sub-address we have two different
| | 01:05 | Browse buttons and if I click on the
first Browse button, notice that it says I
| | 01:09 | could insert an Internet address, a
URL, or I could simply type one there.
| | 01:15 | I can type in http://www.microsoft.com
and that's added that hyperlink in there
| | 01:27 | and you would want to add a description
because if you don't add a description
| | 01:30 | it's going to use whatever
is listed in that address.
| | 01:33 | But I could say "Go to the Microsoft
site," and if I could type I'd even be in
| | 01:41 | better shape here. Let's clean up my
typo errors, there we go, and click OK.
| | 01:46 | Now that I've done that if I float
my cursor over that, notice how the
| | 01:50 | cursor changes to an arrow with a
small hyperlink symbol and it'll say Go to
| | 01:54 | the Microsoft site.
| | 01:56 | Under Visio 2010 I can hold my Ctrl
key down and click on the shape to take
| | 02:01 | that hyperlink, or I can right-click on the
shape and find the hyperlink and select it.
| | 02:07 | Either way it will take me
out to the Microsoft site.
| | 02:11 | Any shape can have as many
hyperlinks on them as you want.
| | 02:16 | I can still keep that shape selected,
click on Hyperlink, and then click on
| | 02:21 | New and add a new one.
| | 02:23 | So in addition to going out to URLs,
I can also go out under address to a local
| | 02:29 | file and that's any file
that your machine can see.
| | 02:34 | So anything on your local PC,
anything on anything that's connected to your
| | 02:38 | network. I am going to change my file
types from Visio Files to All Files so I
| | 02:44 | can see all of the things I have and I
have got a Word document here and I am
| | 02:48 | going to open up that Word document
and it's inserted that and notice the
| | 02:52 | Description is the same again is the
Address, which isn't really that pleasant
| | 02:57 | looking, so Text Gibberish and say OK.
| | 03:03 | Now that I have established two
hyperlinks, if I float over it, it's going to
| | 03:07 | say Multiple Hyperlinks.
| | 03:09 | But if I right-click it will show me
the individual hyperlinks and if I take
| | 03:13 | this to Text Gibberish one, of course I
get that wonderful error message letting
| | 03:18 | me know that everything is unsafe, do
I really want to open the file and of
| | 03:21 | course yes I absolutely do, and so it
opens up that Word document and there's
| | 03:25 | all of my Latin text gibberish.
| | 03:28 | Interestingly enough, and I'll close this out,
| | 03:31 | I can edit that hyperlink and I can
select Text Gibberish, and if the particular
| | 03:37 | document file, the Word document file,
had a bookmark in it and I listed that
| | 03:43 | bookmark in the Sub-address, not only
would it take me to that document file but
| | 03:49 | it would additionally take me to that
location within the document, and because
| | 03:54 | I can have multiple hyperlinks and those
hyperlinks could all be pointing to the
| | 03:57 | same document by different bookmarks;
you can actually have multiple different
| | 04:02 | locations in a document attached to a
Visio shape and have it open that up.
| | 04:06 | By the way I can either select Insert
Hyperlink up from my Ribbon tab or I can
| | 04:10 | right-click on a shape and select Hyperlink,
which will get me to the same dialog as well.
| | 04:16 | So you have two ways of getting at that.
| | 04:18 | But under the Sub-address, the Sub-
address is by default a location within the
| | 04:24 | same Visio diagram. Only if you are
using an address of an external file would
| | 04:29 | you be able to add bookmarks.
| | 04:30 | But if I am presuming I am just
dealing with this standalone file and I would
| | 04:34 | just like to bookmark to a new location,
| | 04:36 | I can select going from Page 1 to Page
2 with this shape and I can also choose
| | 04:42 | a particular shape to focus on and a
particular zoom that I am interested in.
| | 04:47 | But I am just going to go to the page
and say "Go to the next Page" and say OK.
| | 04:55 | Now when I float over this it will say
Go to the next Page and if I right-click
| | 05:00 | and select Go to the next Page, it
will take me to page 2 of my diagram.
| | 05:04 | So I can to hyperlinks to external
sources, I can do hyperlinks to internal
| | 05:10 | sources all within the same Visio
diagrams, and each shape can have as many
| | 05:16 | hyperlinks as you would want.
| | 05:18 | As you save a Visio diagram to external
sources, do note that if you save this to
| | 05:23 | PDF or to HTML or to Visio Services,
all of those hyperlinks are fully
| | 05:31 | preserved, allowing you a lot of flexibility
in the way that you manage your Visio
| | 05:36 | diagrams to external sources.
| | Collapse this transcript |
| Inserting text-related objects including text boxes, screen tips, text fields, and symbols| 00:00 | I am going to spend a little time with
you talking about inserting text-related
| | 00:04 | objects into your Visio diagrams.
| | 00:06 | Specifically I am going to talk
about including text boxes, screen tips,
| | 00:11 | text fields and symbols.
| | 00:14 | So let's start by talking
about inserting text boxes.
| | 00:17 | We know that we can use
different tools including a Text tool.
| | 00:21 | If I select the Text tool I can drag
out a rectangular area that I'm interested
| | 00:28 | in and add text to this, and as we have
discussed earlier there is nothing more
| | 00:37 | than a Visio shape with the fill and the
line turned off, so that I just sort of
| | 00:42 | have text floating in what otherwise
would be a rectangular Visio shape.
| | 00:46 | So that's certainly one way of adding
text, but I can come up to the Insert menu
| | 00:51 | and under the Text area select Text
Box and I can have a horizontal or a
| | 00:55 | vertical text box, and if I select
Horizontal Text Box notice that it allows me
| | 01:01 | to define the size of that and I
can type in information into it.
| | 01:06 | But I can also insert a Vertical Text
Box and when I do so, it becomes vertical.
| | 01:19 | Now because it's just a piece of text
I can certainly rotate that as necessary.
| | 01:24 | So text boxes are very, very
straightforward, very easy to add your diagrams.
| | 01:31 | The next thing we want to talk about
our screen tips, and again I am going to
| | 01:35 | drag out a little shape here.
| | 01:36 | You could do this just as easily with a
under your Home tab, under any of your
| | 01:40 | Tools, by drawing
something or use any Visio shape.
| | 01:44 | But what I'd like to have is the
ability to float my cursor over a shape and
| | 01:49 | have some text pop up, which
would be really, really helpful.
| | 01:53 | So I am going to come back under my
Insert menu and select ScreenTip, and
| | 01:58 | it brings up a little dialog says
what's the Shape ScreenTip information
| | 02:02 | you're interested in?
| | 02:04 | And I am going to put in "It is
getting warmer this time of year."
| | 02:13 | Maybe this information is all about
different locations within our organization.
| | 02:18 | It is getting warmer this time of year.
And when I click OK, now if I take my
| | 02:22 | cursor and float it over the shape
and leave it there long enough, it will
| | 02:26 | pop up that ScreenTip.
| | 02:29 | Now interestingly enough there is a lot
more that I can do with this than just
| | 02:32 | having text show up.
| | 02:34 | However, the little dialog only allows
me to just pop up that base information.
| | 02:41 | One of the things that I mentioned
very, very early on in this video series is
| | 02:45 | that every person should go to their
backstage view and make sure that Run in
| | 02:49 | Developer Mode is turned on and part
of the reason for that is, is that any
| | 02:53 | time not only do I have access to the
Developer tab, but I can click on Show
| | 02:59 | ShapeSheet. And you have to say
that of course very carefully.
| | 03:02 | I have had literally people ring me up
at 8 o'clock at night and say "I think
| | 03:06 | I just broke Visio.
| | 03:07 | I did something in this weird
spreadsheet came up in front of me."
| | 03:11 | The Visio Shape Sheet is nothing more
than an Excel-like spreadsheet broken down
| | 03:16 | into discrete columns, and those
discrete columns display different forms of
| | 03:21 | information, so we can see the Width
and the Height of the shape and the Angle
| | 03:24 | of the shape and some User-
defined Cells and some Shape Data.
| | 03:28 | There is our Cost and Process Number
and Owner and Function and Start/End Date
| | 03:32 | and Status that we've been seeing
all along with all of our flow shapes.
| | 03:36 | But if I scroll down far enough in
here to the Miscellaneous section, we can
| | 03:41 | see in the Comment cell there is that same
text. It is getting warmer this time of year.
| | 03:46 | In addition to just having quoted text
I can actually have values that are from
| | 03:53 | this particular spreadsheet.
| | 03:55 | Notice I have cells called Width and
Height and within those cells I can put in
| | 04:02 | now a piece of text that says "The height is: ",
| | 04:10 | an ampersand which is a
concatenator, and then the word Height.
| | 04:16 | That's the name of that cell and
notice how the IntelliSense Contextual is
| | 04:20 | kicking in. And now another ampersand
and then a quote, space, The Width is:,
| | 04:30 | space, quote, &Width, and then click OK.
| | 04:32 | Having done so with this I will close
that Shape Sheet out and now when I float
| | 04:38 | my cursor over that, it's going to say
the Height is 0.75 inches and the Width
| | 04:42 | is 1 inch, and if I adjust this, make
it bigger, it will now say the Height is
| | 04:48 | 1.125 the Width is 1.75.
| | 04:49 | So you can use combinations of static
text and dynamic information coming out of
| | 04:56 | information from within the shape
itself to add very intelligent information
| | 05:01 | into your shapes using
these callouts or screen tips.
| | 05:05 | The thing to remember here is that if
you use the tool, Insert > ScreenTip,
| | 05:09 | you're only going to be able to
add just base level text information.
| | 05:13 | But if you open up the Shape Sheet
and use the names of cells and the
| | 05:18 | concatenator operator with pieces
of text, you can get very powerful
| | 05:22 | information in there.
| | 05:23 | In an earlier episode about callouts,
and I will refresh your mind to that.
| | 05:27 | That's a new diagram part to Visio 2010.
| | 05:30 | Select the shape, select Callouts, find the
style of callout that you'd like to utilize.
| | 05:37 | You get live preview working with those.
Maybe you've got something like this
| | 05:40 | going on, a brace pair, and then in
that I am tugable and when I move the
| | 05:48 | shape it moves right along with it and yet I
can still independently position it as I wish.
| | 05:53 | So the callouts are very, very powerful
as well and very flexible and very usable.
| | 05:59 | So the object types that we looked at
were text boxes, screen tips, and now I
| | 06:04 | want to talk about for a
moment about text fields.
| | 06:08 | Remember if I select this shape, and
certainly I have that kind of pop-up
| | 06:11 | information going on,
| | 06:13 | if I come back to my Data tab and select
the Shape Data Window I see that I have
| | 06:19 | Cost, Process Number, etcetera, etcetera.
| | 06:20 | I am going to double-click on my shape,
so I have got a blinking cursor and I am
| | 06:25 | going to say The cost of this Process is, space,
colon, space, and now with my cursor still blinking there,
| | 06:35 | I am going to go back to the
Insert menu and select Field and in the
| | 06:40 | Field information I have lots of
different categories of information that I can
| | 06:44 | add to a particular Visio shape.
| | 06:46 | I am sure you're all very used to
being in a Word document and selecting
| | 06:51 | Show Headers and Footers, Switch to Footer,
then Page, Page Number of, Number of Pages.
| | 06:57 | That's Word's version of particular
text fields and Visio can do the same thing.
| | 07:02 | So I want to select Shape Data and I
am going to select Cost and say OK.
| | 07:07 | Now there is a 0 right now that's
because my cost is blank, but if I come up to
| | 07:11 | my Shape Data here under Cost and
make this cost $548.95, click in here, you'll
| | 07:20 | see that that immediately is reflected in there.
| | 07:23 | Text fields can be added to any shape
and I can have as many text fields added
| | 07:29 | to a shape as I would like to add.
| | 07:31 | Based on all of these data fields or any
other cells of information from within this shape.
| | 07:39 | I can also add symbols if I would like.
| | 07:41 | I am going to come down and the same
thing and hit a couple of Enter signs and
| | 07:44 | under the Text area of the Insert menu,
I can down click on the Symbol area
| | 07:50 | and I can see that I have lots of
symbology and I can put a copyright symbol
| | 07:55 | if I want in there.
| | 07:56 | I can also click on More Symbols and have
it bring up a typical Windows font selector.
| | 08:03 | Select a particular font
that I might be interested in.
| | 08:06 | For example, Wingdings and get a
telephone there and click Insert and then close
| | 08:11 | and you will see that there is
a telephone in my shape as well.
| | 08:15 | So adding text fields and text
information is a very straightforward and gives
| | 08:19 | a lot more power to the kind of
texture adding into your specific shapes.
| | 08:25 | So we can insert text boxes, screen
tips, callouts, text fields and symbols
| | 08:32 | into our diagrams.
| | Collapse this transcript |
|
|
6. Showing and Hiding Visual Elements in DiagramsToggling between Normal view and Full Screen view| 00:00 | Working with Visio many people
have a need to look at things in much
| | 00:04 | greater detail and certainly we can
pan and zoom in many, many different ways
| | 00:09 | and we have talked about the
tools that are down in the lower
| | 00:11 | right-hand corner for doing that.
| | 00:13 | Well one of the things that I hear very,
very often is "This diagram is great.
| | 00:17 | Now how do I get it into PowerPoint?"
| | 00:19 | Because they want to see just the
drawing environment and not eliminate lots
| | 00:23 | of other Windows and try and diminish
things to try and get more real-estate
| | 00:27 | for the image itself.
| | 00:29 | So they will bring the Visio
diagram into PowerPoint and display it
| | 00:32 | through PowerPoint.
| | 00:33 | But one of the things Visio has had
for a long, long time is the ability to
| | 00:38 | display a diagram in Full Screen mode.
| | 00:41 | In order to do that we can do one of two things.
| | 00:43 | Either from the View tab on the Ribbon
select Full Screen and that will take
| | 00:51 | this right up to Full Screen mode where
I am looking at the diagram and only the
| | 00:54 | diagram or the alternate to that is
pressing the F5 key in Visio and that will
| | 01:00 | perform exactly the same action.
| | 01:02 | The beauty of multi-page diagrams with
hyperlinks, etcetera, etcetera, is that as
| | 01:09 | long as I stay within the Visio
environment, even if I am in Full Screen mode,
| | 01:14 | all of the hyperlinks that I might have set
up, all the navigation, all the access
| | 01:19 | to data is still there.
| | 01:20 | I am still working fully in the Visio
environment, but I can present actively
| | 01:25 | and fully right within Visio, without
having to leave Visio at all, without
| | 01:29 | having to build a
separate PowerPoint presentation.
| | 01:32 | To toggle back out of it, simply hit
your Escape key or your F5 key once again
| | 01:37 | and that will toggle you right back out of it.
| | 01:40 | So Full Screen mode viewing in Visio is
as simple as either going to View > Full Screen
| | 01:46 | and then to leave that hit
your Escape or press F5 to go into Full
| | 01:51 | Screen mode and F5 again
to leave Full Screen mode.
| | Collapse this transcript |
| Showing/hiding rulers, grids, page breaks, and guides| 00:00 | While we are working with Visio
diagrams, there are many graphical elements,
| | 00:04 | visual elements, that help us
work with the diagrams much easier.
| | 00:08 | Now those elements include things like
rulers, grids, page breaks, and guides.
| | 00:14 | Now by default when you start a
Visio diagram, the rulers will be shown.
| | 00:18 | They are typically shown in any diagram.
| | 00:20 | You can see them at the top and the
left of the drawing environment that we are
| | 00:24 | looking at right now.
| | 00:26 | At anytime I want I can come up to the
View menu and turn those rulers off and
| | 00:31 | if I turn them off they simply
disappear and I can turn them back on simply by
| | 00:35 | clicking on that again.
| | 00:37 | So rulers act as visual guides to help
me understand sizing but if they are in
| | 00:41 | your way, simply turn them
off if they are not needed.
| | 00:44 | In addition to ruler, we have grids,
and the grid right now is being hidden
| | 00:50 | because we have a background page that
has an image that's lying over the top of
| | 00:55 | the grid so we are not seeing it.
| | 00:57 | The grids still work; they're just not visual.
| | 01:00 | So to help you understand that I am
going to actually minimize down this drawing
| | 01:03 | and start with a new blank drawing
just to show you what that grid looks like
| | 01:08 | and show you how we can turn them on or off.
| | 01:10 | So I am going to select File and under
New we will select a totally blank drawing
| | 01:16 | here, and we can see the
grid in our diagram now.
| | 01:19 | So to turn them off again we go to the
View menu and simply check or uncheck Grid.
| | 01:25 | Now notice that the border is still showing there.
| | 01:28 | The printable area is still showing, even
though I have turned visually the grid
| | 01:32 | off and I can turn it back on.
| | 01:34 | But the grid will only go out to the
edge of the printable area of the page.
| | 01:38 | Let me minimize that blank diagram back
down and return to the larger diagram.
| | 01:44 | So the grids are capable of being
turned off; so are the page breaks itself.
| | 01:49 | If I were to position a shape out onto
the edge of a page so that it forces the
| | 01:55 | expansion into a new page out there, I
actually have page breaks that are being
| | 02:00 | shown and again because I have got a
background image that's not really helping
| | 02:04 | me out a lot to show it
in this particular diagram.
| | 02:07 | I am going to do Ctrl+Z and undo that.
| | 02:08 | I am going to switch back over to our
other diagram here. And again if I drop a
| | 02:13 | shape in the diagram and I am just
going to open up a shape real quick here.
| | 02:17 | Under Flowchart we'll pick our basic
flowchart shapes, and I am going to draw up
| | 02:21 | something so that it's crossing off
the page, and of course that's kind of
| | 02:25 | pushed it off to the right.
| | 02:26 | So let's start with something on the
page and we are just going to start adding
| | 02:30 | additional shapes to the page as we go along.
| | 02:32 | Ctrl will drag out another one and
another one, and notice that dashed line and
| | 02:38 | I am going to zoom out so you
can see this very carefully.
| | 02:41 | We can see we have two pages in width
and if I don't want to see that dashed
| | 02:45 | line defining the two pages, again
under the View menu I simply come up to
| | 02:50 | Page Breaks and uncheck that item and it turns
that off. Checking it again turns it back on.
| | 02:56 | So these are just visual elements that
assist you, turning rulers on or off,
| | 03:01 | grids on or off, page breaks on or off.
| | 03:04 | Now an item that you may not be
used to working with too often in your
| | 03:08 | diagram, I find most Visio users aren't even
aware that exists, is something called a guide.
| | 03:13 | Guides are used to help you
align and move things en mass.
| | 03:18 | And the way we do that is we move that up
to the edge of a ruler and drag out a guide.
| | 03:23 | That's a horizontal guide and that's
a vertical guide, and of course we can
| | 03:27 | glue things to guides.
| | 03:29 | They are wonderful, wonderful tools.
| | 03:31 | Guides never print, so you don't have
to worry about them and you can certainly
| | 03:35 | have as many guides as you like.
| | 03:37 | But if the visual clutter of the guides
is getting in your way, again under the
| | 03:41 | View menu simply uncheck
Guides and they'll turn off.
| | 03:45 | Checking it again, they will turn back on.
| | 03:48 | So the four elements that we are
talking about visually being able to turn on
| | 03:52 | and off are rulers, page
breaks, grids and guides.
| | 03:57 | All from the View tab of the Ribbon in
the Show area. Simply check or uncheck
| | 04:02 | as necessary.
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| Showing/hiding task panes| 00:00 | While working with a Visio diagram,
there are many, many different visual
| | 00:04 | aspects that you may want to move out of
your way or may not be showing when you
| | 00:08 | need them, when you need to bring them back.
| | 00:10 | So there are some very, very
ways to get at that information.
| | 00:15 | I want to talk a little about showing
the Dynamic Grid and using it, dealing
| | 00:20 | with the Shapes pane, the Shape Data
window, the Pan and Zoom window and the
| | 00:25 | Size and Position window.
| | 00:27 | So let's start with the task
panes including the Shapes pane.
| | 00:30 | The Shapes pane is over here on the left.
| | 00:32 | We used to call it the Stencil area;
it's now called the Shapes pane.
| | 00:35 | We can certainly just minimize it,
moving it off to the left, buying us lots and
| | 00:41 | lots of additional space and we can
maximize it back again when we need it.
| | 00:45 | But under the View menu we
certainly have the ability to turn it off
| | 00:49 | altogether, and under Task Panes we
find Shapes and simply select that. It will
| | 00:55 | turn it off altogether.
| | 00:56 | Not just minimize it but completely
get rid of it, and under Task Panes we can
| | 01:00 | bring it right back again.
| | 01:02 | Same is true with the Shape Datawindow.
If I select an individual shape, right
| | 01:06 | now that shape has lots and
lots of information on it.
| | 01:09 | But I am not seeing that.
| | 01:11 | So under my Task Panes, actually in
this case it's easier to go to the Data
| | 01:15 | window and select the Shape Data
Window, and that's right now floating.
| | 01:20 | I like to take mine and dock it up at
the bottom underneath my shapes and this
| | 01:26 | is my shape data and I can view that at will.
| | 01:29 | So at any time I can toggle that on and
off simply by going to the Data window
| | 01:34 | and clicking on the Shape Data
Window, to toggle on or off at will.
| | 01:39 | The Pan and Zoom window usually
shows up in the lower right of your Visio
| | 01:43 | environment when you choose to use it.
| | 01:45 | So again coming back to the View menu
and under Task Panes we can go to the Pan
| | 01:53 | and Zoom item and that
shows up as a bird's eye area.
| | 01:56 | Now with that Pan and Zoom window, it
gives me the ability to click into it and
| | 02:00 | drag out a window that I am interested
in and we will zoom into that area and I
| | 02:05 | can resize that at will.
| | 02:07 | I'll make it large or any way that I want to.
| | 02:10 | Move it around, pan and zoom.
| | 02:12 | I can zoom in and out using
the plus and minus controls.
| | 02:16 | I can slide in and out,
just utilizing those controls.
| | 02:20 | So the Pan and Zoom is a great window.
| | 02:22 | I can close it out with the little X
to that window at any time or come up to
| | 02:26 | Task Panes and just click on Pan
and Zoom window again and turn it off.
| | 02:31 | Same is true with the Size and Position window.
| | 02:34 | With the Size and Position window,
again under Task Panes > Size and
| | 02:38 | Position. I can see the
information about this shape.
| | 02:41 | I can see that it's one-inch wide
and three-quarters of an inch high.
| | 02:44 | Now if I want to change those values
I could, but in order to show or hide
| | 02:49 | that window I simply can toggle it from
the Task Panes or to turn it off again
| | 02:54 | click the small X next to it.
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| Showing/hiding visual aids| 00:00 | There are additional elements, which
can be viewed or not viewed based on your
| | 00:04 | personal preference.
| | 00:06 | I am going to go ahead and
launch a basic flowchart.
| | 00:09 | And in this basic flowchart, I'm going
to go ahead and add a few elements so
| | 00:13 | that we can understand what's going on.
| | 00:15 | If I drag the first shape out and I
now try to drag another shape out, notice
| | 00:21 | how the Dynamic Grid, that's these little
orange indicators, helps me understand how
| | 00:26 | to align and properly space these shapes.
| | 00:29 | If I don't want that kind of assistance
again, under the View menu I can choose
| | 00:34 | to turn off the Dynamic Grid and now
when I'm dragging things out, I will not
| | 00:40 | get that kind of help that
I otherwise would expect.
| | 00:44 | You choose when you want to have
that Dynamic Grid helping you or not.
| | 00:48 | Another aspect that I can deal
with is the Auto Connect feature.
| | 00:52 | That's when I float over a shape and
get those four little blue triangles that
| | 00:56 | help me auto connect
something that's out there.
| | 00:59 | Again, I can choose whether those are
shown or not simply by toggling that on or off.
| | 01:04 | If it's not toggled on and I float over
a shape, selected or not, I'm not going
| | 01:09 | to get those blue triangles whatsoever.
Toggling it back on, I can get the blue
| | 01:14 | triangles, very easily see
what I need to connect to.
| | 01:18 | Now, through Visio 2007 we
always saw the connection points.
| | 01:24 | That was with the tiny blue axis
showing up on every shape and especially with
| | 01:27 | basic flowchart shapes, we had top center,
bottom center, middle left and middle right.
| | 01:33 | And if I zoom in on my diagram here, I'm
not seeing those little blue axis at all.
| | 01:38 | Now, strange enough Connection Points
is being shown, and if I go back to my
| | 01:42 | Home tab and select the Connector tool
and drag out a Connector tool-- go back
| | 01:46 | to my Pointer tool.
| | 01:48 | As I move closer they actually, show up.
| | 01:52 | Here is the left, the right, the top or
the bottom, and then you can see all of them.
| | 01:56 | As I move away, they disappear.
| | 01:58 | But if I go back to my View menu and
turn off the Connection Points, then at
| | 02:03 | that point in time it will still glue
to them, they are still there, but if I
| | 02:07 | don't want to see them at all I can
turn off the view of the Connection Points.
| | 02:13 | Again, the choice is yours.
| | 02:14 | Personal preference, best
practice, I would leave them on.
| | 02:17 | In special sense they only show up as
you're approaching them and don't provide
| | 02:21 | a lot of additional visual clutter.
| | 02:23 | So the Visual Aids and the Dynamic Grid,
the Auto Connect and the Connection
| | 02:28 | Points, allow you to choose what you
need to see in working with your day-to-day work,
| | 02:33 | under the Visual Aids area of the diagram.
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| Working with windows in the Visio environment| 00:00 | A feature that has been available in
Visio for a long, long time has been the
| | 00:04 | ability to work with
multiple diagrams simultaneously.
| | 00:08 | Visio has what's know as an MDI or
Multiple Document Interface. That means we can
| | 00:13 | open up numerous drawings at
the same time and work with them.
| | 00:17 | Through the use of windows we can
also work with two of them not only
| | 00:21 | simultaneously but also
concurrently, and we can work with two
| | 00:26 | different disparate views of
the same diagram concurrently by
| | 00:30 | utilizing different windows.
| | 00:32 | So what am I going to do is I am going
to come with my BPMN Transaction Activity
| | 00:36 | Flow diagram and select under the View
menu, the window management and I'm a
| | 00:42 | click on New Window and I am going to
close out the data for that, and now I am
| | 00:48 | going to select Arrange All and notice
I'm looking at two views of exactly the
| | 00:54 | same diagram. And I'm going to minimize
down the Shapes area because right now
| | 00:58 | I don't really need to worry about those.
| | 01:00 | And I'm going to zoom in, in
different areas of the same diagrams.
| | 01:05 | So I am going to zoom in here with
this diagram and yet zoom in here with this
| | 01:12 | diagram and I'm looking at exactly the
same diagram but two different areas.
| | 01:17 | And if I needed to work, I can
alternately jump back and forth between them.
| | 01:22 | simply by creating a new window-- and it
opens up the same diagram in the new window.
| | 01:27 | Notice this is Diagram Complete:1.
This one is Diagram Complete:2.
| | 01:33 | So, it's very easy to work with
multiple windows into the same diagram.
| | 01:37 | I am going to close this window out and
I am going to open up another diagram.
| | 01:42 | So I am going to select it from
Backstage View, Open, and I am going to select my
| | 01:46 | little Decision Tree and click Open
and there's my Decision Tree diagram.
| | 01:51 | And again, I'll select Arrange All windows
and now I'm looking at both of my diagrams.
| | 01:57 | If I come over here to Diagram
Complete I can zoom out to the overall diagram.
| | 02:02 | I'm looking in both diagrams and
maybe I need to reference some of the
| | 02:06 | information that's in this diagram to
complete the work I'm doing over here.
| | 02:10 | So by selecting the Decision Tree diagram,
I can zoom in on the area of interest
| | 02:14 | to me, come over to the BPMN
Transaction Activity, zoom into the area that
| | 02:19 | interests me, and then alternately
while viewing this actually work on this.
| | 02:25 | So working with windows is very
straightforward and allows you to work with
| | 02:29 | differing views of the same diagram or
views of different diagrams at the same time.
| | 02:36 | New Window is going to open up a new
window, filled with whatever content you need.
| | 02:41 | Arrange All allows them to be arranged.
| | 02:44 | Cascade allows them to be just quite
literally that. There's Decision Tree and
| | 02:50 | there is the Diagram Complete, the
Cascade working from the upper left down
| | 02:54 | below, and I can also select the window
to switch between quite readily between
| | 03:00 | them as I need to work on multiple windows.
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|
|
7. Publishing Diagrams Printing diagrams| 00:01 | After we've worked with a Visio diagram
for the many hours that we might put into
| | 00:04 | accurately defining, in this case
defining a Transaction Activity Flow,
| | 00:10 | we want to be able to share our
diagrams with lots of other people.
| | 00:14 | So I am going to spend some time now
talking about how to go about printing a
| | 00:18 | Visio diagram and some best practices
around ensuring that the Visio diagram
| | 00:23 | that comes out on the piece of paper
is in fact the same diagram that you are
| | 00:27 | used to working with in the Visio environment.
| | 00:30 | To print in a Visio diagram, we
can do a couple of different things.
| | 00:34 | One, we can certainly customize by clicking
on the little down arrow in our shortcuts.
| | 00:41 | We can say we would like More Commands
on our Quick Access Toolbar and we've
| | 00:47 | come down to our File area that we're
interested in and let's come down to File
| | 00:54 | Tab and we can find
Print and add that. Click OK.
| | 00:59 | And we can see the printer icon is up there.
| | 01:02 | Clicking on that icon or clicking on
Ctrl+P will print the Visio diagram to
| | 01:08 | whatever is the default
configured printing device.
| | 01:13 | And if you don't have one configured
you are going to have to configure one.
| | 01:16 | But for a lot of people if they don't
have it configured, they might have a copy
| | 01:20 | of some other application that they
can capture to such as OneNote and that
| | 01:25 | will be their default printer.
| | 01:27 | If you want to print to a specific
device, go to your Backstage view by
| | 01:32 | selecting File and come down and
select Print and then Quick Print is
| | 01:37 | exactly what you would get.
| | 01:39 | The default printer without any changes,
but coming beneath that and selecting
| | 01:45 | Print will allow you to print to
whatever from the list of configured printers
| | 01:51 | might be and select the
properties for that printer.
| | 01:55 | And select the range that you would
like to print, the current page. Pages from
| | 02:01 | 1 to 2 in this particular case
since I have a two page document.
| | 02:04 | Do you want the
background printed along with it?
| | 02:07 | Do you want printed as grayscale?
| | 02:09 | Have the color printed as black?
| | 02:10 | Do you want to print to a file that
can be utilized and handed off to some
| | 02:15 | external print operation?
| | 02:17 | So it's very straightforward to
select and get the printer you want.
| | 02:21 | Use the default or configure what you need.
| | 02:24 | But one of the things I would like to
talk about quickly is how to ensure that
| | 02:29 | this image is exactly what's
going to hit the piece of paper.
| | 02:33 | And in order to do that we need to come back
under the Design area and under Page Setup.
| | 02:42 | Note that in the Print zoom, by default
Visio says that it's going to adjust to
| | 02:48 | 100%, meaning it's going to try and
push this out to a printer exactly 100% of
| | 02:56 | the way it was designed.
| | 02:58 | And that may not be the
case that really works for you.
| | 03:01 | If you want to ensure that the entire
diagram even if it's larger than the sheet
| | 03:05 | of paper will entirely fit on the
sheet of paper, in other words zoom it to
| | 03:11 | ensure that it stays on one sheet of paper,
| | 03:14 | instead of Adjust to 100%, in your
Print zoom select Fit to 1 sheet(s) across
| | 03:21 | by 1 sheet(s) down.
| | 03:23 | And under your Page Size tab rather
than Let Visio expand the page as needed,
| | 03:30 | set it to a specific piece of paper size.
| | 03:34 | In this case, 8.5 by 11 inch Letter mode,
which becomes landscape 11 across 8.5
| | 03:41 | high, with Page orientation Landscape.
| | 03:44 | By setting those two settings, fit to
one across by one down and specifically
| | 03:50 | picking your paper size, you will
ensure that under Print Preview that is in
| | 03:55 | fact going to come up
exactly the way you want it to.
| | 04:00 | So, if I now, come back to File and
Print and Print Preview, my Print Preview is
| | 04:07 | going to show me exactly what's coming
out in the printer and for an 8.5 by 11
| | 04:10 | sheet of paper I am spot on.
| | 04:12 | That's exactly right.
| | 04:14 | So again, there are two things to
always remember to print out is rather than
| | 04:18 | using quick tools, unless you know
hundred percent you're right, close that.
| | 04:23 | Back to the diagram.
| | 04:24 | Go to your Design tab, under Page
Setup make sure that you set for Fit to 1
| | 04:31 | sheet(s) across by 1 sheet(s) down
and on your Page Size tab, make sure you
| | 04:36 | select a particular piece of
paper and you're good to go.
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| Saving diagrams as PDFs| 00:00 | Whenever we save a Visio diagram, and
print the diagram what we end up with is a
| | 00:05 | sheet of paper. The sheet of
paper is visually graphically rich
| | 00:09 | in that it has shapes,
in that it has text on it.
| | 00:12 | But that's the limitations
of what that diagram has.
| | 00:15 | One of the advantages of being able to
save to a PDF format is not only is it
| | 00:21 | as the name suggests a portable document format,
| | 00:24 | but the PDF preserves any hyperlinks
that are embedded in any shape, including
| | 00:29 | multiple hyperlinks.
| | 00:31 | Therefore, it's very advantageous to be
able to save a Visio diagram in PDF format.
| | 00:35 | This does not require additional
external tools at this point of time.
| | 00:39 | All we need to do is simply come up
and select File > Save As, change our file
| | 00:47 | type from Drawing, which is VSD, to PDF,
point it to wherever we would like it to
| | 00:56 | live and click the Save button.
| | 01:00 | And it will generate that PDF file
and preserve all of those hyperlinks.
| | 01:04 | Very easy, very straightforward,
and this is native now within all
| | 01:08 | applications as well as Visio.
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| Saving diagrams as JPGs and GIFs| 00:00 | When we save a Visio diagram out to
PowerPoint, we end up getting only the
| | 00:06 | information that exists on the current
active page and not the background image.
| | 00:11 | So in order to ensure that we are
getting all of the information we want to see
| | 00:15 | in an image format, it makes sense to
be able to save that out easily as an
| | 00:20 | image that incorporates every one of
the foreground and background pages
| | 00:25 | required for that particular foreground page.
| | 00:27 | In this case our Page 1 is
utilizing VBackground-1 as its background.
| | 00:34 | We want to ensure we get both of those.
| | 00:36 | So the way we do that is we simply
select File > Save As and now we are going to
| | 00:44 | save this as either a Graphics
Interchange Format, GIF, or as a JPEG or PNG or TIF
| | 00:51 | or whatever makes sense for
the type of work you need to do.
| | 00:54 | In my case, I'm going to go
ahead and save it as a JPEG.
| | 00:58 | Point to where you want that to
live and click the Save button.
| | 01:02 | Now a dialog is going to come up which
allows you to fine-tune that JPEG or image output.
| | 01:08 | In this case, the Operation is
Baseline, Background color is transparent,
| | 01:13 | Color format is RGB, the Quality is 75%,
Rotation normal, Resolution is the same
| | 01:19 | as Screen, Size is the same as Source.
| | 01:22 | You can adjust these options anyway
you like but when you've got them set for
| | 01:26 | what makes sense, go ahead and click OK and
that will right out and create that image.
| | 01:32 | Now I am going to go to the directory
where that lives and we can see that
| | 01:37 | image is here, and if I go ahead and
double-click on that, you are going to see
| | 01:41 | that same Visio diagram, as it's been
saved as a JPEG image which we could
| | 01:46 | then, easily import into a PowerPoint
presentation slide anyway we need to work with that.
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| Saving diagrams to the web as HTML files| 00:00 | When we print a diagram out to
hardcopy and paper, we're creating a flat ,
| | 00:05 | non-data accessible file.
| | 00:07 | The only information's available to us
is a text on the face and a physical look
| | 00:11 | of the shapes themselves.
| | 00:13 | We set a step above that was to save
as PDF which certainty preserves the
| | 00:17 | hyperlinks, but doesn't provide us
full fidelity and full access to the data.
| | 00:22 | Starting with Visio 2003, we've had the
ability to save a Visio diagram out as
| | 00:28 | an intelligent webpage and in doing so,
provide full access to not only the
| | 00:34 | images but all the data that is
behind them as well as providing additional
| | 00:39 | tools and utilities for
working with these diagrams.
| | 00:42 | It's really very straightforward and very easy.
| | 00:45 | We simply go to the File menu, select
Save As, and change our file type from
| | 00:50 | Drawing VSD to Web Page HTML.
| | 00:54 | Don't click the Save button.
Click the Publish button.
| | 00:59 | And in the Publish button, we are
going to be able to choose which pages we
| | 01:02 | would like to publish. The details.
| | 01:05 | Do we want access to the data?
| | 01:06 | Absolutely, yes we do.
| | 01:08 | Do we want to have a navigation
control or Go to Page? Yes, we do.
| | 01:12 | Do we want to be able to
search our pages? Yes, we do.
| | 01:15 | Do we want to be able to
pan and zoom? Yes, we do.
| | 01:18 | And if we've created any custom reports,
| | 01:20 | we would like to add them
into our navigation as well.
| | 01:23 | We are going to change the
text for the title of the diagram
| | 01:28 | in this case to BPMN Transaction
Activity Flow. So that will be the title of
| | 01:41 | our browser window.
| | 01:42 | We are going to click the OK button.
| | 01:48 | Visio will then gather up all that
information, save it out as a webpage, and
| | 01:52 | publish it to the location
we have told it to publish to.
| | 01:55 | From there we can open up the directory
where that exists and simply open it up
| | 02:01 | in a supported browser.
| | 02:02 | In this case, I am going to use
Internet Explorer and in doing so we can see
| | 02:06 | the diagram with full fidelity.
| | 02:08 | We have the graphics that we need.
| | 02:10 | Notice that it says Ctrl+click a
shape in the drawing to view the details.
| | 02:16 | I am going to hold my Ctrl key
down and click on one of these shapes.
| | 02:20 | And notice in doing so it brings up
all the data that's in the shape data for
| | 02:25 | each one of those shapes.
| | 02:26 | It also allows me to do things like find things.
| | 02:30 | So for example, I know that the
assignments on this are hidden.
| | 02:35 | So I am going to type in in my little
search area below the word Hidden and the
| | 02:42 | Search browser beneath, when I click
that, will give me a list of every single
| | 02:47 | shape that conforms to that particular item.
| | 02:51 | I am going to do the same thing
with 6a, so I have a shorter list.
| | 02:55 | I'll search for 6a and we can see the
items that conform to that and if I click
| | 03:01 | on that item, it will point out exactly
where the item lives and if I click on
| | 03:05 | the next one, it will point me to
where it lives, even on a different page.
| | 03:09 | And I could then expand the data
for that particular item as well.
| | 03:15 | I have a full fidelity pan and zoom
window that allows me to move around the
| | 03:20 | diagram at will and notice even a very close
resolution how crisp and clear all of this is.
| | 03:26 | So I can pan and zoom, do whatever I
would like, go out to the full page if I want.
| | 03:32 | I have a navigation control that
allows me to move back and forth between the
| | 03:36 | particular pages in my diagram very
readily and easily and if I've created any
| | 03:41 | of those custom reports,
I can view those as well.
| | 03:46 | So viewing in a browser
environment is amazingly powerful.
| | 03:50 | Now another thing to remember about
the browser environment, and I am actually
| | 03:53 | going to close this browser out.
| | 03:55 | is if I look at the file that's
created, it's created one HTML file and one
| | 03:59 | support folder for that file.
| | 04:01 | I could zip these two together as a
single ZIP file, attach that to an email, and
| | 04:09 | send that off to anybody I needed to.
| | 04:12 | they could therefore unzip it to their
desktop double-click on HTML file and
| | 04:18 | open it up and have that
same functionality remotely.
| | 04:21 | So I can give fidelity rich, data rich
diagrams to other people who may not
| | 04:27 | have Visio on their desktop at all.
| | 04:29 | So that's saving as an intelligent webpage.
| | 04:32 | File > Save As, change your type to Web
Page, click on Publish, navigate to where
| | 04:38 | it needs to be displayed and save it.
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| Saving diagrams to Microsoft SharePoint as VDW files| 00:00 | Many organizations now are starting
to make dramatic steps in their use and
| | 00:05 | publishing and working with Microsoft
SharePoint technologies and amongst those
| | 00:11 | new features available within
SharePoint, starting back with 2007 with the
| | 00:15 | ability for many Office
applications to save their information in a
| | 00:20 | SharePoint accessible format.
| | 00:22 | For example, Excel worksheets could
now be saved in Excel services format.
| | 00:29 | SharePoint lists can act as data
sources connected to Visio diagrams.
| | 00:34 | Visio diagrams can also be saved starting
with Visio 2010 as Visio Services diagrams.
| | 00:42 | Now, I want to explain the
difference between a Visio diagram and a
| | 00:46 | Visio Services diagram.
| | 00:48 | If I were to publish this diagram to
Visio Services, this information that
| | 00:53 | resides in this diagram-- and I'll
go to the Data tab and click on the
| | 00:57 | External Data Window.
| | 00:59 | The information that's filling these
shapes was brought in from an Excel worksheet.
| | 01:04 | It shows me the identifier, the
particular category of information that's in
| | 01:09 | there, it shows me the particular
process cost and the event cost and gives me
| | 01:13 | the tracking, is it on time, is it late etc.
| | 01:16 | And based upon the data that's
in there we've created data graphics.
| | 01:21 | And those data graphics, if I zoom
in on the Legend, show me exactly what
| | 01:25 | those little icons mean.
| | 01:27 | If it's a checkmark, it's On Track.
| | 01:29 | if it's a triangle with an
exclamation point it's Not yet Started.
| | 01:33 | If it has an information icon, that's
Delayed and if there are white X on the
| | 01:38 | red field it's Late.
| | 01:40 | So I can look at the information of my
diagram and see where I've got problems,
| | 01:44 | where things aren't started, where are my
bottlenecks that are happening in here.
| | 01:47 | And I won't be able to do that and
publish this out to a SharePoint environment,
| | 01:53 | such that the viewers do not need to
have Visio on their desktop at all.
| | 01:57 | That's what Visio Services is all about.
| | 02:00 | So step one, we build the Visio diagram.
| | 02:03 | Step two we create a data source
| | 02:05 | that is SharePoint accessible, in
this case an Excel Services file.
| | 02:10 | And once that data is there we attach that
Excel services data to our Visio diagram.
| | 02:16 | With that attached to the diagram, we
then build the custom data graphics that
| | 02:20 | we would like and when the diagram is
ready to publish now we need to publish
| | 02:25 | this out in a brand-new format.
| | 02:27 | The way we do that is simply
selecting again, from the Backstage view,
| | 02:33 | we can either select Save As and change
our format here to Web Drawing, which is
| | 02:40 | actually an extension VDW, Visio
drawing for the Web, or, and I'll cancel out
| | 02:46 | of that for just a moment, we can
select File > Save & Send and in doing so
| | 02:55 | select Save to SharePoint and set the
file type as a data refreshable drawing
| | 03:01 | for use for Visio Services on
SharePoint and we click that and then we will
| | 03:06 | click Save As and we point it to
where we want that VDW file to live.
| | 03:12 | Now in my particular case, I am
saving it to a student folder here.
| | 03:16 | In the case of a production
environment, you would save it to the URL which
| | 03:20 | is in fact, where that document
repository, that document library lives in
| | 03:25 | SharePoint and I'll go ahead and
select this diagram complete and it will
| | 03:29 | save it now as a BPMN.
| | 03:32 | Now it's telling me right now that the
data source that I have connected here
| | 03:36 | is an Excel worksheet, not a Excel
Services file. It is not valid for publication
| | 03:42 | and that's perfectly fine in our case.
| | 03:45 | But it will save all that information
out there and publish the VDW file, that
| | 03:50 | being published out in a SharePoint
environment we would be able to open that
| | 03:54 | up in the SharePoint environment and see it.
| | 03:58 | And if the data changed out in the
SharePoint environment, that data is
| | 04:03 | attached out there,
| | 04:04 | for example, this changed from late to
on time and has a little green checkmark,
| | 04:09 | all I would have to do in the SharePoint
environment is click the Refresh button
| | 04:13 | and the Visio diagram will
automatically refresh to reflect that change in
| | 04:17 | data, without the necessity
of Visio in the interim at all.
| | 04:21 | A direct connection between the Visio
diagram and VDW file and the data file,
| | 04:27 | in this case Excel Services file.
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|
|
8. Navigating DiagramsZooming in/out on a diagram| 00:00 | When working with Visio diagrams,
especially as they get larger and larger,
[00:00:04.9 2]
it's really important to be able to move
about the diagram easily, especially getting
| | 00:09 | in close to the work that you're working on.
| | 00:12 | We fully realize that in working with
the diagrams most people tend to use the
| | 00:17 | scroll bar at the right to move up
and down and scroll bar at the bottom to
| | 00:23 | move left and right.
| | 00:24 | If you were working with previous
versions of Visio, on your standard toolbar
| | 00:29 | there was a drop-down list of zoom percentages.
| | 00:32 | All of these certainly worked to move
around your diagram but are most probably
| | 00:35 | the least efficient way of doing so.
| | 00:38 | So I want to walk through the ability
to zoom in and out of a diagram much
| | 00:43 | faster and much easier by utilizing a
keyboard shortcut and for zooming in and
| | 00:49 | out of diagrams, the keyboard
shortcut all revolves around holding your
| | 00:53 | Ctrl+Shift keys down at the same time.
| | 00:57 | Notice that when I press Ctrl+Shift
my cursor changes to a small magnifying glass
| | 01:02 | and while I'm holding my Ctrl+
Shift keys down, if I click with the left
| | 01:08 | mouse button and hold I can drag out
a windowed area that I'm specifically
| | 01:13 | interested in, and when I've reached
the area of that bounding box window of my
| | 01:18 | zoom area, all I have to do is release
that left mouse button and I'm instantly
| | 01:24 | zoomed in to that area.
| | 01:26 | I'm also going to move my cursor
right over this little arrowhead between
| | 01:32 | Process Box 1 and Event 2.
| | 01:35 | As I've placed my cursor right there,
again I am going to hold Ctrl+Shift down
| | 01:41 | and I am going to start
tapping with the left mouse button.
| | 01:44 | As I tap with the left mouse button, notice
that I zoom in at the location of my cursor.
| | 01:50 | Still holding Ctrl+Shift down, if I tap
with the right mouse button I zoom out at
| | 01:57 | the location of the cursor.
| | 01:59 | So we can see that moving around a
diagram is much faster and much easier using
| | 02:04 | the keyboard shortcut combination Ctrl
+Shift, and then using the left mouse
| | 02:08 | button, tapping to move in, right
mouse button, tapping to move out, and by
| | 02:13 | clicking and holding the left
mouse button we can drag it to an area.
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| Panning around a diagram| 00:00 | We talked about techniques for being
able to zoom in and out of diagrams using
| | 00:04 | the keyboard shortcut Ctrl+Shift.
| | 00:07 | We can also use that keyboard shortcut Ctrl
+Shift to be able to pan around a diagram.
| | 00:13 | I am going to zoom in on the diagram
just a little bit here so we can work
| | 00:17 | with a smaller area.
| | 00:19 | Notice I'm not seeing the entire
diagram and as I build larger-and-larger
| | 00:23 | diagrams it's very important to be able
to move around that diagram, and using
| | 00:28 | scrollbars is certainly the
least efficient way of doing this.
| | 00:32 | So again if I hold Ctrl+Shift down my
cursor changes to a small magnifying
| | 00:37 | glass and if I now click and hold
with the right mouse button and move the
| | 00:43 | mouse just slightly, notice that my
cursor changes to a little hand, and while
| | 00:49 | I'm in this Pan mode holding Ctrl+Shift
down and holding the right mouse button
| | 00:53 | down I can drag my mouse
around to pan around the diagram.
| | 00:58 | I can use sort of a brushing technique
by right mouse clicking and holding and
| | 01:04 | release, right mouse clicking, holding,
release, and easily navigate and move
| | 01:08 | around large diagrams at
the current zoom percentage.
| | 01:13 | Combining that with the ability to zoom
in and zoom out, it makes it very easy
| | 01:18 | to navigate around these diagrams.
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| Zooming to see the full page| 00:00 | If I need to navigate around a
diagram and I've zoomed myself into a small
| | 00:04 | area and I need to then get back out
to see the overall diagram, I can do this
| | 00:10 | very quickly and easily.
| | 00:11 | To begin with I am going to zoom into a
small area here and let's say we've been
| | 00:15 | working on this particular area and
it's very important to get back out to see
| | 00:19 | the overall diagram.
| | 00:21 | Certainly I can come down to the lower
right and using this particular icon, Fit
| | 00:26 | page to current window, and zoom out there.
| | 00:29 | That's one technique under 2010, but a
faster and easier way is simply holding
| | 00:33 | your Ctrl+Shift+W. Ctrl+Shift+W
will zoom out to the overall window.
| | 00:41 | So again the two techniques for being
able to zoom out to the overall window are
| | 00:45 | either Ctrl+Shift+W or coming to the
very lower right of your Visio environment
| | 00:51 | and selecting Fit page to current window.
| | 00:53 | Clicking on that will zoom you
out to the overall window as well.
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| Using multiple diagram windows| 00:00 | As I start to build more-and-more
complex diagrams with lots of information in
| | 00:04 | them it would be nice to be able to zoom
into multiple areas at the same time so
| | 00:09 | that I can work in detail in
any given area that's necessary.
| | 00:13 | So what I am going to do is I am
going to start by dragging out this little
| | 00:16 | start message shape and dropping it
into the diagram and again my dynamic
| | 00:20 | guides are helping me understand a good
location to hold that and I am going to drop it.
| | 00:25 | But now that that shape is in my diagram,
perhaps that shape actually needed to
| | 00:29 | be in another part of the diagram,
positioned in a very careful way.
| | 00:33 | So rather than having to zoom in
and out and pan around and do a lot of
| | 00:37 | additional work what I can do very
quickly and easily is open up a new window
| | 00:43 | on the same drawing.
| | 00:44 | I do that from the View
tab and selecting New Window.
| | 00:47 | I am going to close down the
external data area there and I am going to
| | 00:52 | minimize down both of these Shape Data
windows and what I'm going to do is in
| | 00:57 | this left window I'm going to zoom
into the area of interest to me so I can
| | 01:03 | see that start message shape and over
in the other window I am going to zoom
| | 01:07 | into the area where I'd like to move
that to. And remember these could be very,
| | 01:11 | very large drawings.
| | 01:13 | In the Landscape mode that would be
eventually plotted out on a roll feed plotter
| | 01:18 | rather than 8.5x11, so these
could be very large drawings.
| | 01:22 | So I am going to select this start
message from the left window and simply drag
| | 01:26 | it over and move it to where I need to have
it moved to, in the right window and release.
| | 01:33 | Now when I close out the secondary
window and notice the first one says
| | 01:37 | Diagram Complete:1 and this one says
Diagram Complete:2. This is the second
| | 01:43 | window I opened up.
| | 01:44 | If I close that window out and now Ctrl+
Shift+W to zoom all the way out, we can
| | 01:50 | see that that shape was moved from the
left to the right with great accuracy,
| | 01:54 | simply by using the ability to open
up a second window on the same drawing.
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|
9. Understanding Layering ConceptsUnderstanding how adding SmartShapes can create layers in a diagram| 00:00 | Layering is a concept that Visio
utilizes to help organize data in your diagrams.
| | 00:06 | For those of you who worked in a
CAD environment you're probably quite
| | 00:09 | familiar with layering.
| | 00:10 | However Visio's layers differ
significantly from CAD layers.
| | 00:15 | In the CAD world every single object
must be assigned to a layer and if you do
| | 00:20 | not assign it to a layer it'll
get assigned to a layer called zero.
| | 00:25 | In Visio a shape can be assigned to
no layer at all, any one layer, or
| | 00:30 | any number of layers.
| | 00:32 | Now I've started a brand-new drawing
based on the basic flowchart again.
| | 00:36 | I tend to use that often.
| | 00:38 | But with that drawing if I come up on
the Home tab to the far right under Layers
| | 00:43 | and drop that dialog down and select
Layer Properties I can see that right now I
| | 00:49 | do not have any layers in my diagram.
It's a blank drawing. I don't have any
| | 00:53 | shapes on it. I don't have any layers per se.
| | 00:55 | I am going to go ahead and cancel out of
that dialog right now and I am going to
| | 01:00 | grab one of these process
shapes and drop it into my diagram.
| | 01:04 | Now having done so if I go back to that
Layers dialog and under Layer Properties
| | 01:09 | I can see that bringing that shape in,
that shape had predefined as part of the
| | 01:14 | shape a layer, in this case
a layer called a Flowchart.
| | 01:19 | So bringing a shape in can in
fact add layers in and of itself.
| | 01:25 | Let me cancel out of that dialog box and
I am just going go ahead and connect up
| | 01:29 | yet another process box.
| | 01:33 | Now that not only added a process box but
of course it added a connector between them.
| | 01:37 | So if I select Layers and Layer
Properties again, notice that the connector
| | 01:42 | itself adds a layer called
Connector to that particular diagram.
| | 01:48 | Layers are automatically created by dragging
shapes that have predefined layer assignments.
| | 01:54 | Now if you are working with your own
shapes, shapes that you're designing, you
| | 01:58 | may not have pre-assigned a layer to
that particular object and therefore your
| | 02:04 | shapes as you bring them
in may not bring layers.
| | 02:07 | But most of the Visio shapes will
bring layers in with them and that's
| | 02:11 | important to understand.
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| Creating layers| 00:00 | As I am working with a Visio diagram,
and we've learned that dragging shapes in
| | 00:04 | will add layers, I might want to further
categorize the information by adding my
| | 00:09 | own layers and assigning shapes
to them. It's actually a very, very
| | 00:12 | straightforward process.
| | 00:14 | We certainly are looking at a diagram
right now that has a series of process
| | 00:18 | boxes, a decision, a data, and a
document shape in the diagram and if I come up
| | 00:24 | to the Layers dialog again under Layers
from the Home tab and Layer Properties,
| | 00:30 | I can see that because of the shapes
had pre-assignments for those layers that
| | 00:34 | we have a Connector and a Flowchart layer.
| | 00:36 | To add an additional layer into a
diagram, we simply click on the New button
| | 00:43 | and we give that a name. And I am going to give
this one a name of Process and I'll click OK.
| | 00:50 | Notice that's added that layer to my
list of layers and they are in alphabetical
| | 00:55 | order in the dialog regardless
of what order you create them in.
| | 00:59 | Let's take just a moment to talk about
this dialog as we are creating new layers.
| | 01:03 | The first column is in fact the name of
the layer but the second column that has
| | 01:08 | a little pound sign up above it has a
series of numbers beneath and this just
| | 01:12 | simply tells you the number of shapes
that have been assigned it to that layer.
| | 01:16 | I can see right now that I have six
shapes assigned to the Connector layer.
| | 01:20 | So I have six connectors in my drawing.
Let me pull this off to side a little bit.
| | 01:25 | Count those, one, two, three, four, five,
and six, and we have seven flowchart shapes.
| | 01:31 | Quite obviously there is
a seven flowchart shapes.
| | 01:34 | The second column here is Visible.
| | 01:37 | That's the properties of
turning them on and off.
| | 01:40 | We are going to talk about these a
whole lot more but the columns are fairly
| | 01:43 | self-explanatory as to what they do.
| | 01:46 | I've created a Process layer. I am going
to also create another new layer called
| | 01:50 | Decision and I can certainly create one
called Data and finally another new one
| | 02:02 | called Document. Very easily creating
the layers that I want within my diagram.
| | 02:12 | Once I've created the layers within
my diagram I'll click OK to close that
| | 02:16 | dialog box and now I can
start assigning shapes to layers.
| | 02:22 | That's very easily done. We simply
select the shape or shapes we like to assign to
| | 02:27 | a layer and I'll hold my Shift key
down and get the other process boxes there,
| | 02:31 | four of them there, and under
Layers instead of selecting Layer Properties
| | 02:36 | from that Home tab we select Assign to Layer.
| | 02:41 | Now notice in the Assign to Layer
dialog box, just listed as Layer, it shows
| | 02:46 | check that these are assigned to
Flowchart and we know that from when we drag
| | 02:50 | them in they are assigned
to that Flowchart layer.
| | 02:52 | I can remove that assignments simply by
unchecking that assignment in the list
| | 02:58 | and then I'm going to assign them to
the Process layer and I'll click OK.
| | 03:03 | Just that easily done, creating
layers and assigning shapes to layers.
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| Deleting layers| 00:00 | Once we've created a series of layers
in our diagram, we might also need to get
| | 00:05 | rid of unnecessary layers.
| | 00:07 | In the particular diagram that we're
looking at if I open up the Layer dialog box,
| | 00:11 | we can see that we created layers
for our Process, our Flowchart, Document,
| | 00:17 | Decision, Data, and then certainly
our Connector layers and we can see the
| | 00:20 | number of items that are created for them.
| | 00:23 | Notice that I have one now created for
the Decision layer and what I am going
| | 00:28 | to do is select my Decision shape and
under Layers and Assign to Layer I'm
| | 00:35 | going to uncheck that decision and I am
just going to reassign it to a Flowchart layer.
| | 00:43 | Now having done so, I now have a layer that
does not have any shapes referenced on it.
| | 00:48 | For example if I come back under the
Layer Properties dialog box I can now see
| | 00:52 | that my Decision layer has
no shapes assigned to it.
| | 00:57 | So to remove that layer, simply select
the layer that you want removed and
| | 01:01 | click the Remove button.
| | 01:04 | Now notice that it says removing
this layer will also delete all shapes
| | 01:09 | belonging to it, and asks you if you
really want to remove that layer and then
| | 01:13 | I'll say yes, I do, and because they
don't have any shapes assigned to that
| | 01:17 | layer it doesn't affect my diagram whatsoever.
| | 01:19 | I am going to cancel out of this
right now. I'm going to Ctrl+Z back just a
| | 01:23 | little bit and make sure that in my
Layers dialog box my Decision layer now
| | 01:28 | has one assigned to it.
| | 01:30 | So now if I select this and click
Remove, do I want to remove that layer?
| | 01:36 | If I now say Yes, watch the Decision shape.
When I click OK, it's going to go away.
| | 01:44 | So be very careful when you're
removing layers that you ensure you don't have
| | 01:48 | any shapes assigned to those layers
prior to removing them, unless you really do
| | 01:53 | in fact want to get rid of anything
assigned to a layer and it's a very handy
| | 01:57 | and very quick way of removing a lot of
information that you may not any longer
| | 02:01 | need in your particular diagram.
| | 02:04 | But deleting a layer, simply go
into the Layers dialog box under Layer
| | 02:07 | Properties, select the particular one
you want, and click on the Remove button
| | 02:13 | and then OK. Just that simple.
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| Managing layer settings| 00:00 | We spent a little bit of time looking
at Layers and the Layer Property dialog box,
| | 00:04 | which again is found on the Home
tab under Layers and selecting Layer
| | 00:09 | Properties, bringing up that dialog,
and again the first column with a pound
| | 00:15 | sign shows us a number of
shapes assigned to that layer.
| | 00:19 | The second column, which says Visible,
tells us whether any shapes assigned to
| | 00:24 | that layer will be visible or not.
| | 00:26 | For example I can see that my Process
layer has four shapes assigned to it and
| | 00:32 | if I uncheck the Visible property of
that Process layer and click Apply, you can
| | 00:39 | see those process shapes just simply turn off.
| | 00:42 | They are still in my diagram. They're
still available to me. They're just not
| | 00:47 | visible because I've unchecked the
Visible property of them. I am checking that
| | 00:51 | again and selecting Apply.
They will come right back.
| | 00:53 | So the first column simply states whether
something will be visible or not visible.
| | 00:59 | The next column over is printable.
| | 01:02 | Now certainly I am not going to print
something out to a hard copy as part of
| | 01:04 | the video, but if I were to uncheck the
Process layer and make it not printable,
| | 01:12 | when this went out into a hard copy,
everything in the diagram would print
| | 01:16 | except for that which is assigned to the
Process layer. So my four process boxes
| | 01:21 | simply would not print.
| | 01:23 | This can actually be a very handy
tool and one I find that a lot of people
| | 01:26 | don't use often enough.
| | 01:28 | For example if your company had some
company-sensitive information and as long
| | 01:34 | as that document is being passed
around internally within the company it's
| | 01:37 | perfectly fine for everyone to see
everything, but if you have an outside
| | 01:41 | consultant and you don't want that
information to leave the company, simply by
| | 01:46 | assigning things to a given layer and
making that layer nonprintable when it
| | 01:50 | goes out and in hard copy to that
consultant, they will never see that
| | 01:54 | information, it makes it very, very
easy to manage the security of that
| | 01:58 | information as it's printed out to a hard copy.
| | 02:01 | So Print is a wonderful, wonderful tool.
| | 02:05 | Active, if I make a layer active,
for example if I made the Process layer
| | 02:10 | active and I then drag a shape from a
stencil, if that shape already has a
| | 02:17 | layer assignment when it comes in,
not only will it maintain that layer
| | 02:23 | assignment, as we know where these
flowchart shapes you will get a Flowchart layer,
| | 02:28 | not only will it maintain that
assignment, but it will take on the layer that
| | 02:32 | you have checked as active.
| | 02:34 | So in this case if I were to drag
another process box out, it would take on the
| | 02:39 | Flowchart layer and additionally
the Process layer, if you need to have
| | 02:44 | multiple layer assignments.
| | 02:45 | One of the beauties of Visio shapes is
that they can be assigned to more than
| | 02:49 | one layer at a time.
| | 02:51 | The Lock layer is rather interesting
in that its visibility for the shapes
| | 02:56 | assigned to a layer certainly are
controlled by the Visible column, but Lock
| | 03:00 | controls whether you or anyone
else can interact with that layer.
| | 03:05 | So for example if I were to check the
Process layer and lock it and click OK,
| | 03:12 | now if I'm working in my diagram I
certainly can select the decision,
| | 03:17 | the document, and the data shapes, but I
simply cannot select or interact in any way,
| | 03:25 | shape, or form with those
process boxes. They are locked down.
| | 03:30 | It's a very nice way when you place
things exactly where you want them and you
| | 03:33 | don't want anyone else to be altering
them, to keep them locked down, and it
| | 03:38 | makes it very easy. People just
can't touch them or interact with them.
| | 03:41 | I can certainly move this off to
the side if I wanted. That's fine.
| | 03:44 | But I am not going to be able to drag
these off any other direction. I can't
| | 03:48 | change the physical properties of
it. They are just simply locked.
| | 03:52 | I'll come back to the Layers and
Layer Properties and uncheck the Lock
| | 03:56 | property and apply that.
| | 03:59 | Snap and Glue simply state can I snap to or
glue to any shape on a given layer, yes or no?
| | 04:08 | So you can control the snap-ability or
glue-ability if you will of a shape by
| | 04:15 | assigning it to a layer and then
changing the settings for Snap and Glue.
| | 04:20 | The final item on here is Color, and Color
is a bit of a difficult one to understand.
| | 04:25 | To show you how that works,
I'll click OK, come out of here.
| | 04:28 | I am going to take this particular
shape and I am going to right-click on it,
| | 04:33 | selecting Format and Fill.
| | 04:36 | I am going to change this to a nice
lovely blue color, and in fact I am going to
| | 04:41 | turn off Themes because you can see
it's got a gradient theme applied to it.
| | 04:45 | So we'll come under our Design area
and we'll come under our Themes and we'll
| | 04:50 | select No Theme whatsoever, so
we can get just a standard blue.
| | 04:55 | Now that I have assigned a blue color
to this, I am going to come back in my
| | 05:00 | Home tab and to my Layers
dialog under Layer Properties.
| | 05:05 | For the Process layer I am going to
check Color, and now that I've assigned a
| | 05:10 | color-ability to that layer, I am going
to come down under the Layer color and
| | 05:16 | assign and let's just use bright red.
| | 05:19 | Now before I click OK, what do you
think is going to happen to this particular
| | 05:24 | blue shape or any of the process shapes?
| | 05:27 | Most people would tend to say oh well,
we've assigned the color red to that, so
| | 05:31 | it's certainly going to turn red.
| | 05:33 | Let's take a look at what
happens when I apply that.
| | 05:36 | Notice that it did not change the
fill color of the shape whatsoever;
| | 05:42 | it changed the color of the line, and if
there was any fill color assignment it
| | 05:48 | turned it to white.
| | 05:50 | So all of these shapes just instantly
went white in their fill, but their line
| | 05:55 | color went to red. And if I uncheck that
and apply it, it will go right back to
| | 06:02 | whatever I've assigned.
| | 06:03 | So it doesn't lose the memory of what
it had. It's just that when I assign a
| | 06:07 | color to a layer, it changes the fill
to white and assigns the line color to
| | 06:14 | whatever color we've assigned for that layer.
| | 06:16 | Now there certainly are uses for that.
I don't see it done that often out there,
| | 06:21 | but if you wanted to highlight a
specific layer of things because for whatever
| | 06:26 | reason those were critical on a
critical path, you could change the line color
| | 06:31 | of them to critical path.
They would all turn white.
| | 06:33 | So there are uses for them.
| | 06:35 | So again Visible controls the
visibility, Print controls the printability,
| | 06:40 | Active controls whether it will take
on an additional layer assignment, Lock
| | 06:45 | controls whether we can interact with it,
Snap and Glue control whether we can
| | 06:50 | snap or glue to shapes assigned to a
layer, and Color controls the line color for
| | 06:56 | the shapes as the color is turned on.
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| Assigning/unassigning SmartShapes to/from layers| 00:00 | When working with layers in Visio we've
learned that we can assign a shape to no
| | 00:05 | layer at all, any one layer, or any
number of layers at a given time.
| | 00:10 | In the particular diagram that we're
looking at right now, if I open up the
| | 00:14 | Layers dialog box, again under the
Home tab, selecting Layers and Layer
| | 00:19 | Properties, I can see right now I've got
lots of things assigned to the Process layer.
| | 00:25 | I've only got six items
assigned to the Connector layer.
| | 00:28 | I am going to cancel that for just a moment.
| | 00:31 | If I select that particular connector
and come up to the Layers dialog and
| | 00:36 | look at Assign Layer, I can see that it is
assigned to the Connector layer, as it should be.
| | 00:43 | I'll click cancel here.
| | 00:44 | I am going to come down to this
particular shape and under Layers, Assign to ayer,
| | 00:49 | LI see that it's assigned to a
process layer and that's not helping me out
| | 00:54 | much at all and the reason I state that
is if I came into my Layers dialog box
| | 00:59 | under Layers Properties and I went to
turn off my Connectors and clicked OK,
| | 01:06 | notice that the connectors up here all
turned off as they should, but all of
| | 01:10 | these connectors are still being seen.
| | 01:13 | They are improperly assigned to the wrong layer.
| | 01:15 | So what I want to do is
reassign them to the correct layer.
| | 01:20 | Let me come back to my Layers dialog
box and I am going to go ahead and make
| | 01:23 | that visible once again, but I am now
going to come in, click on this first
| | 01:28 | shape, hold my Shift key down and
click on each of the additional connectors,
| | 01:33 | being really careful to ensure that I
am clicking on the connectors, not the
| | 01:36 | process boxes themselves. Here we go.
| | 01:39 | Now that I have got those eight
assigned there, I'll come up under the Layers
| | 01:44 | dialog, click on Assign to Layer and I
am going to remove that assignment to the
| | 01:51 | Process layer and change that over to
the Connector layer, and I'll click OK.
| | 01:57 | Now if I click off of there, come back
to the Layers dialog box, selecting Layer
| | 02:02 | Properties, and if I now notice that the
number of connector items has increased
| | 02:08 | and the number of process
items is decreased, as it should.
| | 02:12 | If I now uncheck the Visible property
of the Connectors layer and click Apply,
| | 02:17 | you can see now all of my connectors
are turned off, as they should, and checking
| | 02:23 | the Visible again and
applying they will turn back on.
| | 02:26 | So you can validate quickly and easily
where you have assignments that don't work.
| | 02:31 | Now I've said earlier that we can
assign things to more than one layer, so
| | 02:36 | what I am going to do is I am going
to actually just say OK here and I am
| | 02:40 | going to create a new layer, under
Layer Properties I will click New, and I am
| | 02:44 | going to call this Path. Now I'll say OK.
| | 02:49 | Now what I'm going to do by clicking OK
here, I am going to again select these
| | 02:54 | particular items, make sure I get all
eight of them selected and only those
| | 02:59 | selected, and once I have selected all
of the items that I'm interested in I am
| | 03:04 | going to come under my Layer
Assignments and I am going to assign them not only
| | 03:10 | to the Connector layer but also
to my Path layer and I'll say OK.
| | 03:16 | Those eight items below now
have two layer assignments.
| | 03:20 | So if I come back into the Layers
dialog box and I now turn off the visibility
| | 03:29 | of the Path layer and I click Apply,
you're asking yourself well why didn't they
| | 03:35 | turn off, since you turned off
the visibility of that layer?
| | 03:38 | Remember that they were assigned
to two layers at the same time.
| | 03:42 | If I come into the Connector area and
uncheck that, turn off its Visibility,
| | 03:48 | click Apply, they will turn off along
with those that were just assigned with the
| | 03:52 | Connector layer. Turning the Connector
layer back on and applying, they are all
| | 03:57 | going to turn on and that's because
they have dual layer assignments and when
| | 04:01 | you assign something to more than one
layer at a time, it will take on the
| | 04:06 | constraints of the worst-case condition.
In this case because connectors were
| | 04:12 | being seen, even though we unchecked
Path it's still being seen because the
| | 04:17 | Connector layer is being seen.
| | 04:19 | So, be aware that if you assign
things to multiple layers, you will need to
| | 04:23 | understand what is your worst-case
condition in terms of visibility and
| | 04:28 | printability, etcetera.
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|
|
10. Working with ThemesThemes vs. styles (Visio 2007 and prior)| 00:00 | With the advent of Office 2007, a new
concept was introduced called Themes and
| | 00:07 | Themes were designed to assist and
getting a unified look and feel to all of
| | 00:13 | the documents that were to make up
an entire presentation or portfolio or
| | 00:17 | whatever it might be.
| | 00:18 | So Visio under Visio 2007
introduced themes as well.
| | 00:24 | However, let's step back a ways.
From the very very beginnings of Visio, Visio
| | 00:29 | has always contained something called styles.
| | 00:33 | A style was a named collection of formatting.
| | 00:37 | So for example if I grabbed a process
box and brought it out and dropped it,
| | 00:42 | right now it's a white box with a black
line and if I zoom in on this, and I'll
| | 00:48 | just put the word text in the middle of this,
| | 00:54 | that has really no formatting. It's
using the standard formatting applied to the
| | 00:59 | document as a whole.
| | 01:01 | In other words if I come back to Home
tab and I select the shape I can see that
| | 01:05 | it's Calibri, 8 point text, white fill,
it has a standard black line around it.
| | 01:11 | Very typical of what you
would see right on the master.
| | 01:14 | At any time I want with Visio 2007, I
could certainly right click on that shape,
| | 01:21 | and select Format > Line, and I could
make them maybe 2 1/4 point. I could make
| | 01:29 | it square edged. Let's just make it a
brown color and slight corner rounding and
| | 01:37 | say OK, we formatted the line. We'll
come back in here and select, right clicking
| | 01:42 | Format and Fill and we'll come in here
and we'll select a pattern, and I am going
| | 01:49 | to bring a pattern in of some sort of
gradient fill, that will work for me, and go
| | 01:55 | from a very, very light color to
something a little bolder and say OK.
| | 02:04 | Now we can see that fill taking place.
I can come with a shape selected and
| | 02:08 | change it to some other font that makes
sense for me. Maybe Britannic Bold and
| | 02:14 | make that 12 points and Italics.
| | 02:19 | So we can format this any way we want.
| | 02:21 | Then with Visio 2007 and prior we
can save this collection of formatting
| | 02:27 | options as a style.
| | 02:30 | So styles have been around since Visio
1.0 and were still there through 2007.
| | 02:35 | But with the introduction of 2007
we introduced the concept of themes.
| | 02:40 | Let me back up with some of this
formatting that I've done and if I now come up
| | 02:45 | to the Design tab of the Ribbon, front
and center is Themes and if I drop down
| | 02:51 | the list of Themes, I can see the
application of themes to my shape as I preview
| | 02:58 | them via Live Preview, which is very,
very nice. And so what is a theme?
| | 03:03 | A theme collects two
different types of formatting styles.
| | 03:08 | We have Theme Colors and Theme Effects, as
you can see the upper right of the Themes area.
| | 03:14 | Themes Colors certainly apply
only to the color of the fill shape.
| | 03:20 | Now if I don't like any of the built-in
ones I can certainly click on Create New
| | 03:25 | Theme Colors and we see that it applies
to the different color aspects, not only
| | 03:29 | to the Text, but also the Line, the
Connector, the Fill, the Fill Pattern, the
| | 03:33 | Shadow, Accent colors, the Background, etcetera.
| | 03:37 | Color controls every color aspect of the shape.
| | 03:41 | Under Effects we can control things
like the Font of the text, the Line Weight
| | 03:48 | and Line Style and Corner Rounding,
the Fill Patterns, any Shadows, and then
| | 03:56 | how connectors work.
| | 03:58 | So the difference between a style
and a theme is that a style was nothing
| | 04:04 | more than a named collection of
formatting whereas a theme is universally
| | 04:10 | applied across an entire document and a theme
gives you greater flexibility in organizing it.
| | 04:17 | We'll be talking later about how to
block the application of a theme if we don't
| | 04:22 | want it, but remember that themes
apply to all shapes selected or not unless
| | 04:28 | they're blocked, whereas styles you
needed to preselect the shapes and then
| | 04:34 | assign a style to them.
| | 04:36 | Styles have disappeared
altogether under Visio 2010.
| | 04:42 | We only have themes available to us now.
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| Applying a theme| 00:00 | We now understand the difference
between styles and themes and understand that
| | 00:05 | themes are the only thing
left to us under Visio 2010.
| | 00:07 | So as long as we are going to be
working with themes, we need to understand how
| | 00:11 | to apply the themes and
the various permutations.
| | 00:14 | Again we go to the Design tab of our
Ribbon and under the Design tab, we can
| | 00:20 | drop down a list of all of the
available themes that are built in to this
| | 00:26 | particular defined document and we've
got a full collection of them as you can
| | 00:30 | see, we also have an item called the
No Theme and right now that's what I've
| | 00:36 | assigned to this particular diagram.
| | 00:38 | There is no theme assignment.
| | 00:40 | Notice that as I float my cursor over
the individual themes, the Auto Preview
| | 00:47 | kicks in and allow me to see what
that's going to look like before I apply it.
| | 00:53 | Now by the way I deliberately
selected this specific color, Bevel
| | 00:57 | highlights effects.
| | 00:58 | You'll need to look very closely, but
notice because of the corner rounding
| | 01:02 | that's happened on the Decision
shape there that the arrow is not even
| | 01:07 | touching the edge of that shape any
longer. It's actually standing back
| | 01:11 | just slightly from it.
| | 01:13 | When we do corner rounding, that can affect that.
| | 01:15 | Notice if I go back to this green one
that the arrowhead is actually touching
| | 01:18 | the edge of the shape.
| | 01:19 | So do understand it themes have other
implications other than just the visual
| | 01:25 | aspect of them, and this one
we go to dotted lines, etcetera.
| | 01:28 | There are just lots of them.
| | 01:31 | So applying a theme is simply a
matter of scrolling over to find the one you
| | 01:34 | want under an Auto Preview and maybe
that's the one we like and then when we
| | 01:39 | click on it, it will apply
that theme to the overall diagram.
| | 01:44 | I am going to Ctrl+Z back before that happened.
| | 01:48 | In addition to applying a full-blown
theme which includes both theme colors
| | 01:53 | and theme effects, I can apply just Theme
Colors if I like. Maybe the Civic color here.
| | 02:01 | I've not affected any of
the rounding whatsoever.
| | 02:05 | I can come under Theme Effects and say
I am interested in this one because I
| | 02:10 | like the little drop shadows and then select it.
| | 02:13 | So I don't have to use a unified
collection of theme colors and effects.
| | 02:18 | I can choose separate theme colors
and themes effects as I'm applying them.
| | 02:22 | But the application of the theme is
really as simple as previewing to find out
| | 02:27 | what you need and what you want
and then clicking on it to apply it.
| | 02:31 | By the way do notice under Visio
2010 that not only did it apply that
| | 02:37 | application of the theme to the items
within the diagram itself, but looking to
| | 02:42 | the left in the stencil area it's
actually updated the masters in the stencil to
| | 02:49 | show a preview of what they're going
to look like when dropped on the page.
| | 02:54 | So if I look at this particular
document shape, I can see that it has corner
| | 02:58 | rounding, that it has that sort of
brownish fill, and it has a drop shadow behind it.
| | 03:03 | If I grab it and drop it out into my
diagram, we'll see that certainly that has
| | 03:08 | been applied out in the diagram itself.
| | 03:11 | That's a new feature of Visio 2010,
| | 03:13 | in that your masters now show the
application of the themes and they're live
| | 03:20 | representations of what they really are
going to be in the diagram rather than
| | 03:24 | static representations of the way the
shape might have initially been designed.
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| Applying a theme color| 00:00 | To apply only a theme color, rather
than a full theme to a given diagram,
| | 00:06 | rather than dropping down and
selecting from the list of all of the themes
| | 00:10 | that are available to you, simply come
up to Colors on the right of the Themes
| | 00:15 | area and drop that down and find the
list of all the colors that you might be
| | 00:20 | interested in and then apply that
particular color, whatever makes sense for
| | 00:25 | you and the way you want to work.
| | 00:28 | It does not affect any other aspect
other than the colors and again when I say
| | 00:33 | colors, we're referring to not only
the fill color of the shape, but also the
| | 00:40 | text color, line color, the color of
connectors, the fill pattern color, the
| | 00:47 | shadow color, any accent
colors and the background.
| | 00:51 | So applying a color is simply
selecting from the drop-down list, applying the
| | 00:57 | color that makes the most sense,
previewing it first and then clicking on it to
| | 01:01 | apply the particular color.
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| Applying a theme effect| 00:00 | To apply a theme effect rather than an
overall theme, again go to the right of
| | 00:07 | the Themes area and find the Theme
Effects and drop down the list and you'll find
| | 00:13 | lots and lots of different effects.
| | 00:15 | So I can do corner rounding, I can do
very bold corners, I can do patterns,
| | 00:22 | very square stripes.
| | 00:25 | Effects control many, many aspects of
the shape, controlling the text itself, the
| | 00:34 | font, the line in terms of pattern,
weight, transparency and corner rounding,
| | 00:40 | the fill in terms of the fill, pattern
and transparency, again not the colors,
| | 00:47 | but the pattern and transparency, the
shadow in terms of the shadow style and
| | 00:52 | transparency and any Offset positioning
and for connectors the pattern, weight,
| | 01:00 | transparency, the end
styles and the corner rounding.
| | 01:04 | So rather than applying a full theme
to apply an effect, simply come down, go
| | 01:09 | through the list of effects that make
sense to you, maybe it's Raised Surface,
| | 01:14 | click on it and you got
the theme effect applied.
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| Blocking the application of a theme to a SmartShape| 00:00 | We have learned that
themes are highly pervasive.
| | 00:03 | We don't need to preselect shapes, and
I'll drop down our list here. Float over
| | 00:08 | a given theme, it will apply both the
theme color and the theme effect to those
| | 00:12 | to all shapes in a diagram
without pre-selecting them at all.
| | 00:17 | But what happens if I want to
block a shape from accepting a theme?
| | 00:22 | There is an easy way to accomplish
this and I am going to do that with this
| | 00:26 | particular shape here.
| | 00:27 | Simply select the shape and right-
click on it and by right clicking, select
| | 00:33 | Format and notice down at the bottom of
that context menu, we have Allow Themes
| | 00:40 | and I'm going to uncheck that Allow Themes.
| | 00:44 | Notice if I right-click on that again, we
can see that that's now unchecked in there.
| | 00:49 | So with that unchecked, knowing that
that shape is now no longer going to allow
| | 00:53 | themes, if I float over it, you can see
that all the other shapes are changing,
| | 00:58 | but that one does not allow a theme.
| | 01:00 | So you can select one or more shapes in
a given diagram and tell it not to allow
| | 01:09 | the application of a theme.
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| Removing a theme from a SmartShape| 00:00 | As we are working with themes, we
might also want to remove a theme from a
| | 00:05 | specific shape that had a
theme already applied to it.
| | 00:08 | So I am going to start by
applying a theme to my overall diagram.
| | 00:13 | I want to select that and apply the
theme and now I want to remove the theme.
| | 00:18 | Let me zoom in just a little bit on
this and maybe I want to remove the theme
| | 00:22 | from these three shapes, P4, P6a and
P6b. So I am going to select those three
| | 00:29 | shapes, holding down the Shift key to
have them all selected, and I'll right
| | 00:34 | click on that and again under Format, I'll
simply come down here and select Remove Theme.
| | 00:41 | I removed that theme, and I'll zoom back
out, from those three shapes. Very easy to do.
| | 00:47 | However, if I go to apply another theme,
notice they'll instantly take it along with it.
| | 00:53 | If I want to remove it and block it
from taking a theme, after I have removed
| | 00:59 | the theme, I will still need to
select the shapes and right click and under
| | 01:04 | Format uncheck the Allow Themes and
now as I float over the different ones,
| | 01:11 | it will remove them.
| | 01:13 | Remember that at anytime even though I
have removed a theme and blocked a theme,
| | 01:18 | the shape can still be
formatted in any way I choose.
| | 01:23 | I can choose a particular font, I can
choose the particular fill, color, and
| | 01:27 | pattern. All the formatting things you are
used to are still fully available to you.
| | 01:32 | It's just that themes are not
then imposed upon the given shapes.
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| Defining a theme| 00:00 | We've learned all about how
themes work within Visio 2010 diagrams.
| | 00:05 | Unified themes, as well as
theme colors, and theme effects.
| | 00:09 | We've also learned how to block the
application of a theme and how to remove a theme.
| | 00:14 | Next, I want to walk us through
exactly how to create our own themes.
| | 00:20 | In order to create a theme, we need to create
one or both of theme colors and theme effects.
| | 00:27 | So I want to come down to the Theme
Colors to start with, and I'm going to
| | 00:31 | scroll all the way to the bottom of
Create New Theme Colors, and I'm going to
| | 00:36 | give mine a name, and I'm just
going to call this VenturaColor.
| | 00:45 | I'd like my text for whatever reason to
maybe be a very dark blue rather than a
| | 00:51 | black, and I'd like the lines to be
maybe a more medium blue, and if I'm using
| | 00:58 | connectors, I'd like them also
to be that particular medium blue.
| | 01:01 | The fill pattern, maybe I'd like to
have some sort of a pale gray for my fill
| | 01:09 | color, and if I'm using a fill pattern,
then I'd like that to be maybe in a very
| | 01:15 | light purple sort of thing, and the
shadows, I think that the shadows are very
| | 01:20 | dark there, so I'm going to
use a lighter shadow color.
| | 01:23 | Accents are defined within the shapes
themselves and rarely tend to be used in
| | 01:27 | most of the shapes that
you're going to be working with.
| | 01:30 | So you certainly can assign
accent colors, but not mandatory.
| | 01:34 | Background is if you apply a
color to a background page.
| | 01:39 | Assign a solid shape and a background color.
| | 01:41 | So again, you can decide to use
that or not use that at will.
| | 01:45 | I'm going to go ahead and use a very,
very pale color there just to have it.
| | 01:50 | I get a preview of what's going on as I'm
assigning these things, and that looks pretty good.
| | 01:55 | So that's my colors setup and I will click OK.
| | 01:57 | That's my VenturaColor.
| | 01:59 | It says "This theme has a background color.
| | 02:02 | Click on Backgrounds and choose a
background design to see the background color
| | 02:06 | from the theme," and it's just letting
me know that right now I don't have a
| | 02:09 | Background, so I can't preview that.
| | 02:11 | But if I did have a
background, I'm fine with that.
| | 02:14 | So I'll click OK there, and it's
applied to that particular theme color to
| | 02:19 | what I'm working with.
| | 02:21 | I'm going to do the same thing for
Theme Effects. Again, come down and create
| | 02:24 | a New Theme Effect.
| | 02:26 | In this case, rather than using the
Calibri Font, maybe I want Century Gothic.
| | 02:31 | I like the look of that font.
| | 02:35 | Come under Line and we're going to
make the line pattern maybe be a dashed
| | 02:41 | line, and the weight on that be
maybe three quarters of a point, and the
| | 02:46 | transparency, maybe we'll make it 30%
transparent, and slightly rounded corners.
| | 02:53 | We'll come under our Fill and we'll
set up a fill pattern so that we can use
| | 02:57 | both the pattern and the background,
and we'll just kind of do a sliding scale
| | 03:03 | here gradient fill.
| | 03:05 | That looks pretty good.
| | 03:06 | Then we'll come under Shadow, and we'll tell
it to use offset lower right for our shadow.
| | 03:12 | We want the transparency really
high there so it's a faint shadow.
| | 03:16 | I am fine with the offset for that.
| | 03:18 | Then for Connectors, maybe I want the
end of a connector to have an arrowhead on
| | 03:24 | it, some sort on it.
| | 03:25 | Now that I've defined all of that, I
want to come back to the General tab and
| | 03:29 | I'm going to use this as my
VenturaEffect and say OK.
| | 03:37 | Having done so, I'm now seeing the
application of that in my diagram.
| | 03:42 | If I drop-down my list of overall Themes
now, I can see that in This Document,
| | 03:48 | I have Ventura colors and Ventura
effects, and it's used by all pages.
| | 03:53 | So it will add it to this particular document.
| | 03:56 | Now I've added it to this singular
document and I've made these changes so that
| | 04:00 | I can see this in this document.
| | 04:03 | If I wanted this more pervasive, I
can actually do this same technique of
| | 04:09 | Theme Color and Theme Effect to
create my own theme and I could save what
| | 04:14 | I've done as a template.
| | 04:16 | So in other words, I can open up
the Basic Flowchart Shapes and have a
| | 04:20 | brand-new blank document, set up a
theme color, set up a theme effect.
| | 04:25 | Once I've done so, then select File
and Save As, and change my file type from
| | 04:32 | Drawing to Template, and that
creates a VST file, a Visio Template.
| | 04:41 | Then any new diagram created based on
that template will already have that
| | 04:45 | unified theme available to it, and not only
available, but in this case applied to it.
| | 04:52 | This is how you can develop
standardized look and feel for all of your
| | 04:56 | corporate diagrams.
| | 04:58 | So defining a theme and then saving
that theme as part of a template will
| | 05:02 | allow you to create new documents based on the
template, giving you the look and feel you want.
| | 05:07 | If you only want to apply it to this
particular document, then by all means,
| | 05:11 | select your theme colors, theme effects,
and it'll be fully available at any time
| | 05:15 | in this particular document.
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11. Creating Brainstorming DiagramsUnderstanding the structure of brainstorming diagrams| 00:00 | There are many different
types of diagrams within Visio.
| | 00:04 | In fact, within the Premium
SKU, there are over 75 different
| | 00:07 | templates available.
| | 00:09 | We have what we generally
classify as connected diagrams.
| | 00:12 | Those tend to be things like our
basic flowcharts and cross functional
| | 00:16 | flowcharts, etcetera, etcetera.
| | 00:18 | We also have a secondary class which I
refer to as hierarchical diagrams, and
| | 00:23 | there are numerous hierarchical diagrams.
| | 00:26 | When we speak of hierarchical
diagrams, most people think initially of an
| | 00:31 | organizational diagram.
| | 00:33 | starting from the CEO and working
our way down to the lowest intern.
| | 00:36 | That's a very classic hierarchical diagram.
| | 00:40 | However, there is another class of
hierarchical diagrams that most people aren't
| | 00:44 | even exposed to because of the
labeling of it, and it's called a brainstorming
| | 00:49 | diagram, and we find that
under the Business category.
| | 00:52 | So I'm going to select under my Template
Categories the Business category and we
| | 00:56 | can see the
Brainstorming Diagram is right there.
| | 00:58 | A lot of people say "Well, geez!
| | 01:00 | I don't do Brainstorming.
I wouldn't touch this particular diagram."
| | 01:04 | However, this is a very flexible
and very powerful diagram type.
| | 01:09 | I'm going to go ahead and double-
click on this to begin a new one.
| | 01:13 | Notice that when the environment opens
up we have our typical stencils on the
| | 01:17 | left, drawing area on the right.
| | 01:19 | But also notice in the lower left of
the drawing area we have something
| | 01:23 | called an Outline Window.
| | 01:26 | Right now, the top level of the hierarchy
in our Outline Window is in fact the drawing.
| | 01:31 | Now yours may not say Drawing3;
it may say Drawing11, Drawing4, Drawing
| | 01:35 | whatever, depending on how many times you
open diagrams within the same session of Visio.
| | 01:41 | But in fact the drawing itself will be
the highest level and for each element
| | 01:47 | that's stacked below that in the
hierarchy, not only is it going to show itself
| | 01:51 | in the diagram, but it will also
show itself in the Outline Window.
| | 01:57 | So what we're going to accomplish in the
next series of videos is how to build a
| | 02:03 | hierarchical diagram, a Brainstorming
Diagram, and take advantage of all the
| | 02:07 | features that are available to that diagram.
| | 02:11 | We'll start with a main topic and
work our way down through subtopics,
| | 02:17 | multiple subtopics, and we'll be using
the dynamic connectors and associations
| | 02:21 | to make all of this work.
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| Adding the top-level topic| 00:00 | When creating a brainstorming diagram,
we have to have a starting point and in
| | 00:05 | our Outline Window the top-level of our
hierarchy is in fact the diagram or the
| | 00:09 | document itself, in my case Drawing3 right now.
| | 00:13 | I'm going to go ahead and simply start
with my main topic. I am going to
| | 00:16 | drag it out and drop it somewhat
center top of my diagram and notice that it
| | 00:22 | says Main topic on that, which certainly
is a little bit less than helpful to me.
| | 00:27 | I need to change that in some way, shape, or form.
Let me zoom in on that just a little bit more.
| | 00:32 | Most people if I ask them how do I go
about changing the text on a shape,
| | 00:37 | they will tend to say, "Oh double-click
on it," and in fact if I wanted to edit or
| | 00:42 | modify that text, I certainly could
either double-click or press the F2 key.
| | 00:48 | If I double-click, that takes me to
Text Editing mode where I can then click
| | 00:52 | again to place my cursor where I want it
and make a change in any way, shape, or
| | 00:58 | form that I need and when
click off of it that's done.
| | 01:01 | But if I'm just trying to
wholesale change the text, I don't need to
| | 01:05 | double-click. I don't need to press F2.
| | 01:07 | If I'm working with a shape that has
no text or if I want to just wholesale
| | 01:12 | change that text, simply by selecting the
shape and starting to type, I'm just fine to go.
| | 01:19 | So you can see that's changed the text
for me and I am going to zoom back out
| | 01:25 | to the overall page.
| | 01:27 | So I've added the top level node to my diagram.
| | 01:31 | Notice that in my Outline Window
underneath the drawing itself the first level
| | 01:37 | node is now Automotive.
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| Adding a single sub-topic| 00:00 | Now that I've created the top-level
node in my diagram, and I am going to open
| | 00:04 | that up in my Outline Window so
that we can see it a little better.
| | 00:07 | Now that I've created that top-level
node, I want to start creating the hierarchy
| | 00:11 | that falls underneath it. I want the
next level of my hierarchy that works down.
| | 00:17 | By selecting the shape itself,
notice I have on my series of Ribbon tabs a
| | 00:22 | Brainstorming tab, and I have the
ability to add a single subtopic or multiple
| | 00:29 | subtopics beneath that.
| | 00:31 | So to create a single subtopic beneath
that, I simply click on the subtopic or
| | 00:37 | right-click on the shape and select
Add Subtopic. Both of these perform an
| | 00:43 | identical task. It's just whatever you
are most comfortable working with. If you
| | 00:47 | like to right-click on shapes by
all means that's what I tend to do.
| | 00:51 | However, if you're a menu-driven sort
of person, simply select Subtopic and
| | 00:57 | it's going to add a subtopic out there.
| | 00:59 | Now it's going to start by calling it
New Topic, but you can change this to
| | 01:02 | whatever you want, and since my top
level is Automotive I'm just going to call
| | 01:06 | this one GM, and that works
perfectly fine for me, and say OK.
| | 01:10 | Very easy to add a node beneath it, a
single node. Notice in my Outline window
| | 01:16 | I've gone from the diagram down to my
top-level topic, Automotive, and added a
| | 01:21 | single item, GM, in there.
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| Adding multiple sub-topics| 00:00 | Just as we added one subtopic, in this
case our GM subtopic, we can add multiple
| | 00:07 | subtopics at the same time and it
certainly saves a lot of time as we build our
| | 00:11 | brainstorming diagram.
| | 00:13 | And again just as we've done before
I could either select the shape that
| | 00:17 | I'm interested in, right-click and
select Add Multiple Subtopics, or from
| | 00:24 | the Brainstorming tab of my Ribbon
I can come up to the Add Topics and
| | 00:29 | click on Multiple Subtopics.
| | 00:32 | Either way both are going to bring up
this same dialog Add Multiple Topics and
| | 00:37 | in here I can then type-in the
topics that I'm interested in.
| | 00:41 | So since we're dealing in Automotive and
we've added GM we'll go ahead and add a
| | 00:45 | few additional ones.
| | 00:46 | For example, Chrysler and Ford and
my personal favorite, Jaguar, and then
| | 00:56 | finally just another one to throw in there,
BMW, and when we've added them we'll click OK.
| | 01:05 | Now however before I do, I just want to
draw your attention to the item that says
| | 01:09 | the top and this is critical. It
says "Type the topic text, then press Enter
| | 01:15 | for each new topic," and that's the only
important thing you've got to remember here.
| | 01:19 | You can use a single word like
I'm using. You can use a sentence, you can
| | 01:23 | paragraph, you can use a chapter, War
and Peace, whatever makes sense. You just
| | 01:28 | mandatorily need to press that Enter key
for Visio to understand that it's a new
| | 01:33 | topic between each one.
| | 01:35 | So I've done that, and I'll click OK
and we can see that it's laid those out.
| | 01:40 | It's kind of drifted off the page a
little, so I'm going to pull my diagram down
| | 01:43 | just slightly and we can see those out there.
| | 01:46 | Now it's about this point in time that
you're probably saying yourself, "Well,
| | 01:50 | you know, this is really an ugly
looking diagram" and I'd probably be the
| | 01:53 | first to agree with you.
| | 01:55 | But bear with me because as we stepped
through the entire process of building
| | 02:00 | this hierarchical diagram, when we get done it's
going to be a very elegant, very nice diagram.
| | 02:06 | So we right now have five subtopics
off of Automotive. We can see them in the
| | 02:11 | diagram and looking in our Outline
window we see our five subtopics coming
| | 02:17 | underneath Automotive as well.
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| Using the Brainstorming window to edit topics| 00:00 | Thus far as we've been working with our
Brainstorming diagram we've been working
| | 00:05 | solely within the drawing environment
itself. We've been adding subtopics by
| | 00:09 | either selecting the shape
and right-clicking on it
| | 00:12 | to add a single subtopic or multiple
subtopics, or we've been using the
| | 00:16 | Brainstorming tab of the Ribbon and
selecting Subtopics or Multiple Subtopics as well.
| | 00:23 | We are not confined however to
working within just the diagram.
| | 00:27 | We can actually work
directly within the Outline Window.
| | 00:32 | So for example I could select my Jaguar
shape and we'll add a subtopic as well
| | 00:37 | and we'll get our XJS, and we can come
under Ford and right-click and select add
| | 00:45 | a subtopic as well here, and we can
see that it shows up in our hierarchy and
| | 00:51 | maybe we'll do a 300 series.
| | 00:55 | Now I notice that I've made a mistake here.
| | 00:58 | Ford does not have a 300 series;
Chrysler does. So what do I do?
| | 01:03 | Do I Ctrl+Z to undo before this, do I
select the 300 and delete it and start
| | 01:10 | again, do I try and disconnect
it and move it and reconnect it?
| | 01:13 | A much easier way is to work right
in the Outline window and we're going to
| | 01:17 | drag our 300 series from the Ford right
to the Chrysler, and when I drag it in
| | 01:25 | notice that it's added it
right over here in the Chrysler.
| | 01:32 | So Visio diagram takes care of itself
based on the changes that we make right
| | 01:36 | in the Outline Window.
| | 01:38 | We can use this brainstorming window,
this Outline Window, to add topics, delete
| | 01:44 | topics, rearrange topics,
change the order, move them around.
| | 01:49 | This allows us to play what-if scenarios.
What if this person said reporting to
| | 01:53 | that person reports to another person,
what if this particular process step is
| | 01:57 | actually a part of another process
rather than this? We can play what-if
| | 02:00 | scenarios very easily utilizing the
Outline window and the diagram will simply
| | 02:05 | take care of itself.
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| Changing the look of the topic shapes| 00:00 | As we are working with our
brainstorming diagram, we may want to change the
| | 00:04 | physical look of any one of the nodes.
| | 00:07 | And this is very easily done and
accomplished in Visio simply by selecting the node.
| | 00:11 | I am going to select the GM node
right now. And either going up to the
| | 00:15 | Brainstorming menu and selecting a change
from there. We can change the topic here.
| | 00:23 | That will bring up this dialogue. Or
just as easily again right clicking on it
| | 00:28 | and selecting Change Topic Shape.
| | 00:31 | We have a fixed palette of
different shapes that we can use.
| | 00:34 | In other words, you can't use
absolutely any shape that you'd like.
| | 00:38 | You're confined to the shapes as they
exist with in the brainstorming solution.
| | 00:43 | I am going to kind of spin through
some of them so you can see.
| | 00:46 | I could change this one to an Oval if I wanted.
| | 00:50 | I can change it to a Cloud form if I like.
| | 00:55 | I can change this to a Rectangle and
I'll keep just kind of checking through these.
| | 01:02 | A Line, which is of course what
we started with here, and two more then.
| | 01:07 | We have a Freehand shape that's just
sort of like a circle and a very light gray.
| | 01:12 | You might want to darken that up if
you're going to use that. And then finally
| | 01:16 | we have something called a Wave.
| | 01:17 | So you can easily change the look of
any node at any time you would like simply
| | 01:22 | by either right clicking on it and
selecting Change Topic or from the
| | 01:27 | Brainstorming Ribbon
click on Change Topic as well.
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| Changing the layout| 00:00 | Again as we are working with our Visio
diagram, we have lots of flexibility in
| | 00:04 | the way that we can work with them.
| | 00:06 | We have talked about changing
individual topic shapes simply by selecting the
| | 00:10 | particular shape or right clicking on
it and selecting Change Topic Shape and
| | 00:15 | making it anyway we want. Very
straightforward, very easy to do.
| | 00:19 | And we talked about being able
to add levels of the hierarchy.
| | 00:22 | So under my Jaguar, I can come down
very quickly and easily and add a subtopic
| | 00:27 | under here and have the text XJS as
it were, and I can also add under my
| | 00:33 | Chryser I can have my 300 series as well,
by adding a subtopic under there and
| | 00:38 | having my 300 series.
| | 00:40 | Very quickly and easily
adding the topics that I want.
| | 00:44 | Earlier I had talked about how this
is not necessary the most attractive
| | 00:47 | diagram, but with a few quick and short
changes we could make this thing very,
| | 00:52 | very attractive and a very usable diagram.
| | 00:55 | So what I want to walk you through
at this point of time is the two-step
| | 00:58 | process and being able to organize
this, changing the layout and the look of
| | 01:03 | this to get it really elegant.
| | 01:06 | I am going to do this from
the Brainstorming tab as well.
| | 01:09 | There are two items here that
we need to pay attention to.
| | 01:12 | One is a Diagram Style
and the other is the Layout.
| | 01:16 | And I am going to start with the Diagram Style.
| | 01:19 | So I am going to select Diagram
Style and up comes this dialog box.
| | 01:23 | This dialog is a fixed
palette of different styles.
| | 01:28 | About half of these I think work
incredibly well; the other half are somewhat
| | 01:32 | less than effective in my mind.
| | 01:34 | Simple is the way we have started
with, the oval at the top and individual
| | 01:38 | lines cascading out from underneath that.
| | 01:41 | Billowing is just a whole series of
clouds and it's not necessarily what I think
| | 01:46 | the most effective type of topic.
| | 01:48 | Boxy is a nice clean corporate look.
| | 01:50 | Elliptical is a little bit more
casual but unified. That's a great look.
| | 01:55 | Mosaic 1, still has the cloud out there and
I probably wouldn't be prone to using that.
| | 02:00 | Mosaic 2 alternates between an oval
and a rectangle and ovals, and I probably
| | 02:06 | then individually need to change those
lines out to be rectangles well to get a
| | 02:10 | unified look, knowing that can be done.
| | 02:13 | And then finally, Starburst to my mind
is pure cartooning and I just can't see
| | 02:18 | a sense why I would tend to use that one at all.
| | 02:20 | So I am going to pick on Boxy just because
I like the look of it and I going to say OK.
| | 02:25 | And notice it's changed them all to boxes.
| | 02:28 | Now, because we are using Visio 2010,
themes are applied to these diagrams by default.
| | 02:35 | In fact every Visio diagram under 2010
has a theme applied to it, and themes
| | 02:40 | block the kind of
formatting that we are used to.
| | 02:44 | The reason I say that-- and I want to
come back to the Design tab and I'm going
| | 02:48 | to select No Theme.
| | 02:50 | Now notice when I have turned the
themes off for this diagram, then all of a
| | 02:55 | sudden we note that the each level of
this hierarchy is in fact in a different
| | 03:00 | color and that's been the default
behavior for Visio brainstorming diagrams
| | 03:04 | since we started them
years and years and years back.
| | 03:07 | I think it's absolutely elegant. I don't
have to worry about colorizing these at all.
| | 03:11 | It sets up each level of the
hierarchy with its own color.
| | 03:15 | And it looks very, very nice.
| | 03:17 | So remember that by default if you
have the built-in theme going on, you get
| | 03:23 | just sort of this plain white
with a barely gradient sort of fill.
| | 03:27 | And in order to get that colorization,
simply turn your themes off and you'll
| | 03:31 | get the colorization and they
look really very nice under Boxy.
| | 03:35 | We said that we are going to deal
with both Diagram Style and then Layout.
| | 03:40 | So under the Arrange area, under the
Brainstorming tab, I am going to select Layout.
| | 03:45 | And Layout brings up a dialog, which
allows us to choose the layout for our
| | 03:50 | brainstorming diagram.
| | 03:51 | Default is from center outward.
| | 03:53 | That's what we've been working with thus far.
| | 03:55 | But we can also set this up Left to Right,
Right to Left, Top to Bottom, and Bottom to Top.
| | 04:02 | And what I think of a hierarchical
diagram, I tend to think of top-down.
| | 04:07 | So I am going to select top down and
because I'm using boxes, rather than using
| | 04:12 | curved connectors that you're
seeing here, I am going to change that to
| | 04:15 | straight connectors.
| | 04:17 | And when I click OK, we can see that
the diagram itself is now built itself
| | 04:22 | around a top-down hierarchy, setting
each one at its own level using straight
| | 04:27 | connectors and is a very clean,
very elegant looking diagram.
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| Sending data to Microsoft Word| 00:00 | Now that our diagram has been actually
created-- we have the hierarchy in place,
| | 00:05 | we have changed the style of it, we
have changed the layout of it, and we have
| | 00:09 | something that looks very, very effective--
| | 00:12 | we may very well want to share the
information contained within this diagram
| | 00:16 | with other applications, within the
Microsoft product suite or in fact within
| | 00:20 | other applications completely
outside of the Office suite.
| | 00:23 | And we do this very quickly and very
easily again from the Brainstorming menu,
| | 00:28 | which is the fastest way
to get at this information.
| | 00:31 | We have our Export and Import Data and
I am going to select under Export Data
| | 00:36 | that I would like to export
this initially to Microsoft Word.
| | 00:41 | Before we do our export, I need to
make you very, very aware of in order for
| | 00:45 | this to work you need to be using
compatible versions of Office and Visio.
| | 00:51 | In other words, if you're using
Visio 2007, you'll need Office 2007.
| | 00:55 | If you're using Visio 2010,
you'll need Office 2010.
| | 01:00 | If you don't have a compatible version,
these items down here will in fact be
| | 01:05 | grayed out. You'll not be able to do
this. But as long as you have compatible
| | 01:09 | equal versions thereof, you'll
be able to very easily do this.
| | 01:12 | So I am going to select on Export Data and I
am going to click on Export To Microsoft Word.
| | 01:19 | When I do, it's going to ask me where I
would like to place an interim XML file
| | 01:26 | that it's going to create, and I am
going to place this certainly in exactly
| | 01:29 | the same location that I
have before from my desktop.
| | 01:33 | I'll go to my Exercise Files and
I'll go into Chapter 11 here and our
| | 01:39 | Brainstorm 06 file.
| | 01:41 | So I'll click on Save and when it does,
its going to right out and create the
| | 01:45 | XML file, and then it's
going to launch Microsoft Word.
| | 01:49 | And notice that our top-level topic,
Automotive, shows up in Heading 1 style.
| | 01:57 | Each one of our manufacturers GM, Ford,
Chrysler, Jaguar and BMW all show up in
| | 02:05 | Heading 2 and the individual models,
| | 02:09 | the Chrysler 300 and the XJS,
are showing up in Heading 3.
| | 02:14 | I presume all of you are very
comfortable and very aware of understanding that
| | 02:18 | structure of Heading 1, 2, 3 and 4 for
formatting options within Microsoft Word.
| | 02:25 | So when Visio creates the export to Word,
it takes each level to hierarchy and
| | 02:30 | puts it in the different heading levels.
| | 02:32 | Now by default Microsoft supports and
we can see through Heading 5, but I think
| | 02:38 | it supports actually through
Heading 9 all the way down.
| | 02:41 | So you can have a very deep nested
hierarchy in Microsoft Word and generate
| | 02:45 | the diagram by applying the styles and then
again you can format this in any way you want.
| | 02:51 | What this gives you the ability to do
of course is take the data out of your
| | 02:55 | Visio diagram and push it out into Word
in an outline format that you can then
| | 03:00 | flash out and do a lot more information,
with once you have got that outline put
| | 03:05 | together the way you want
utilizing the Brainstorming tool.
| | 03:08 | I'll go ahead and close out Microsoft
Word and return us to the Visio diagram.
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| Sending data to Microsoft Excel| 00:00 | Just as we sent an output from a
Visio diagram out to Microsoft Word and
| | 00:05 | it showed up utilizing Word's outline
heading formats of Heading 1, 2, 3, 4
| | 00:10 | etcetera, we can also send the data from
our Visio diagram out to an Excel file.
| | 00:16 | And again, it's just as simple as
selecting the Export Data and sending to Excel.
| | 00:22 | Now just as a reminder, you will need to
have compatible versions of Office and Visio.
| | 00:27 | So in the case of Visio 2010, you will
need Office 2010. Visio 2007 you will
| | 00:32 | need Office 2007. But I am going to go
ahead and click on Excel and it's going
| | 00:36 | to ask us where we want to
place that interim XML file.
| | 00:40 | So I will again place that in my
exercise folder and click Save.
| | 00:46 | Now in this case once it has written
the XML file, it's then going to generate
| | 00:50 | our Excel workbook and you can see
that it's taken our topics that we have in
| | 00:54 | there and it's generated an
additional column showing me the hierarchy.
| | 01:00 | So notice our Automotive,
| | 01:02 | which is our top-level hierarchy, shows
up as T1, our individual manufacturers
| | 01:07 | show up as 1.1, 1.2, 1.3, 1.4 and 1.5,
and the individual models under the
| | 01:16 | Chrysler 300 becomes then 1.3.1 and
under Jaguar 1.4.1, and this would be
| | 01:23 | continued for as deep as the
nesting of the hierarchy is put together.
| | 01:28 | So Visio does a wonderful job of
generating the raw XML data such that it can be
| | 01:33 | pushed out and generate
the Excel files, etcetera.
| | 01:36 | Let me close that out and come back to
Visio and I won't save the changes here.
| | 01:41 | Just to make you aware, in addition to
exporting to Word and Excel, we can also
| | 01:46 | just generate the XML file.
| | 01:48 | That way any application capable of
consuming XML could have access to the data
| | 01:54 | from this brainstorming diagram.
| | 01:56 | Do note that there is also an
Import Data item here and it says "Import an
| | 02:01 | outline in XML format as a brainstorming
diagram," which means that you can craft
| | 02:07 | an XML file to use as a data source for input.
| | 02:11 | However, you can't just
start with an Excel spreadsheet.
| | 02:15 | You would need to generate the XML file.
| | 02:18 | Actually what's not stated in here,
just to make sure that you're very aware of it,
| | 02:23 | is that the only valid application
input for the brainstorming diagram is
| | 02:29 | Microsoft Word, and what you will need
do is very carefully use heading 1, 2,
| | 02:33 | 3, 4, etcetera in your Word document,
and within your Word document it will then
| | 02:38 | save the Word document in Word's XML
format, and when it's saved out to XML you
| | 02:44 | can then use that data as an import by
clicking on Import Data and bringing that in.
| | 02:50 | Now when it's brought into Visio you
are going to have a single oval and a
| | 02:53 | whole lot of sticks going from center
outward, but as we've seen in earlier
| | 02:57 | videos, it is very quick and very
easy to change the diagram style and the
| | 03:02 | diagram layout to get something very attractive.
| | Collapse this transcript |
|
|
12. Creating Organizational ChartsAdding the top-level executive SmartShape to the diagram| 00:00 | Probably the most classic hierarchical
diagram in all the Visio diagrams is an
| | 00:06 | org chart and we tend to think of
org charts as being that penultimate
| | 00:10 | hierarchical diagram, starting from the
executive at the top, the CEO, and all the
| | 00:15 | way down to the newest hired
intern that might be part of the team.
| | 00:20 | I've started a new diagram
based on a file called Org Chart 00.
| | 00:24 | However, I have started with a blank
org chart, so you could just as easily
| | 00:29 | select File and then New, and in your
Business Category you'll notice there is
| | 00:35 | both Org Chart and Org Chart Wizard
and I'm using Org Chart itself.
| | 00:40 | I am going to talk about the
differences between these two in a later video and
| | 00:45 | why you should always, underscore,
always use Org Chart and not use Org Chart
| | 00:51 | Wizard, but for the work we're doing
we are going to use Organizational Chart.
| | 00:54 | So if you don't have the student
file, by all means just start a new
| | 00:58 | organizational diagram based on Org Chart.
| | 01:01 | I will return back to my diagram.
| | 01:03 | So the first thing we need to do in
manually building an org chart is to
| | 01:07 | drop the executive.
| | 01:09 | So just as we are always used to
doing in Visio, we drag and drop.
| | 01:12 | We will drag executive out and drop them.
| | 01:15 | Now when you do, a dialog is going to
pop up that says to connect the shapes,
| | 01:20 | drop a shape on top of the superior shape.
| | 01:23 | Once you have seen this hundred times
over, building lots of the things, you'll
| | 01:28 | very gladly and cheerfully check this
little checkbox here that says Don't show
| | 01:32 | me this message again.
| | 01:34 | All this is designed to do is
reinforce for you that in order to build the
| | 01:38 | structure of these diagrams, you'll
always drop the subordinate on top of the
| | 01:43 | superior and Visio will take care of
the layout and connectivity for all of it.
| | 01:48 | So building the top level starts with
dropping the executive top center, and
| | 01:55 | note that it's going to have a shape
called an executive shape, and let's talk
| | 01:59 | through these shapes for just a moment.
| | 02:00 | There is an Executive shape, there is a
Manager shape, a Position shape and then
| | 02:07 | similar to the Position shape there is a
Consultant Assistant and Vacancy shape.
| | 02:12 | There are also some additional shapes
that will talk about as we work with
| | 02:16 | the diagram further.
| | 02:17 | Now the thing to remember at all
times about the Visio organizational
| | 02:21 | diagramming solution is that this is
a very closed, very fixed solution.
| | 02:27 | In other words you can't use your own
shapes at all, and in fact you can't
| | 02:32 | modify the shapes in any way.
You need to work with them just as they are.
| | 02:37 | They are quite powerful and they will
do a lot for you, but you do need to work
| | 02:41 | with them just the way they are.
| | 02:43 | So starting any organizational diagram,
we start by dropping the executive
| | 02:47 | shape and I tend to drop it top center.
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| Adding manager sub-shapes to the diagram| 00:00 | Once we have our top-level executive in
position at the top of our diagram,
| | 00:05 | we now want to start laying out those
people reporting to that executive and just
| | 00:10 | as the dialogue stated when we dropped
executive in the first place, in order
| | 00:13 | to add a subordinate to the diagram,
we simply drop the subordinate on top of the superior.
| | 00:20 | So for adding Managers or Vice
Presidents or Directors, whatever works for you,
| | 00:25 | under the top-level CEO we simply
grab that and drop it right on top of that shape,
| | 00:31 | and in doing so, again we have
that message that pops up, but it will
| | 00:37 | then drop them beneath and the first
one is going to show up centered on that.
| | 00:43 | I then come in and grab another
one and it'll put it to the right.
| | 00:49 | Grabbing another one it puts it to the left.
Grabbing another one puts it to the right.
| | 00:55 | Grabbing another one puts it to the left.
| | 00:59 | And then we will stagger them starting
with center, then right left, right left,
| | 01:03 | right left, and will continue doing
this in a totally horizontal manner for as
| | 01:07 | many people as you're dropping
underneath the superior above it.
| | 01:12 | Later on we will talk about how to
rearrange the order of these things.
| | 01:15 | You are not in any way, shape, or form
confined to having a purely horizontal layout.
| | 01:20 | That's just the default in the way it's
going to drop them initially, but as you can see.
| | 01:26 | we now have five subordinates
reporting up to our top-level executives.
| | 01:32 | So this could very easily be the CEO
and this could be the VP of finance,
| | 01:36 | operations, sales, marketing, R&D.
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| Adding position sub-shapes to the diagram| 00:00 | Once we have that second tier in place,
starting from our top-level executive
| | 00:06 | and then working with the managers
beneath them, we can apply exactly the same
| | 00:10 | technology, starting to add
position shapes beneath these managers.
| | 00:15 | Again, we simply grab the shape and
drop it right on top of the superior and
| | 00:20 | the first one will be added immediately
beneath, and if I add yet another one,
| | 00:25 | it will be added to the right,
another one added to the left, etcetera.
| | 00:31 | Very straightforward. It's always
going to lay them out initially in a
| | 00:35 | totally horizontal manner.
| | 00:38 | Again, we can change that order in any
way, shape, or form we want, change the
| | 00:43 | layout very easily and effectively, and
we'll be talking about that soon enough.
| | 00:47 | The philosophy always is take the
subordinate and drop it on top of
| | 00:52 | the superior.
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| Defining alternate layouts for subordinate SmartShapes| 00:00 | As I've stated before, when Visio
lays out each level of the hierarchy in
| | 00:05 | our organizational diagramming solution,
it lays them out in a purely horizontal manner.
| | 00:10 | So as you can see in the diagram we're
working with, the executive is at the
| | 00:14 | top, the five VPs or directors are beneath that.
| | 00:19 | And then beneath those manager shapes
we have position shapes, and they are also
| | 00:23 | laid out totally horizontally, starting
from center then working right, left,
| | 00:27 | right, left, right, left, etcetera.
| | 00:29 | You and I both know that there is no
way in the world an entire organization is
| | 00:34 | going to fit on an 8.5x11 sheet of
paper, especially if they're running out
| | 00:37 | purely horizontally.
| | 00:39 | So at any time we want we can define an
alternate layout for the subordinates
| | 00:44 | that we're working with.
| | 00:46 | The important thing to remember here is
that we need to select the manager and
| | 00:51 | we can change the layout of
the people beneath that manager.
| | 00:56 | So we'll go up to the Org Chart tab on
our Ribbon and over here in the Layout
| | 01:01 | area we have three
different categories of layouts.
| | 01:05 | We have a purely horizontal layout,
which is centered and that is the default.
| | 01:11 | We can also have them stacked
to the right from left to right.
| | 01:15 | We can have them stacked from the
right to the left. We can have them Left
| | 01:20 | Offset, Right Offset or Staggered.
| | 01:23 | In vertical layouts we can set them
up Left or Right, Center Left, Center
| | 01:29 | Right, Left Offset, Right Offset, and then
using staff members, Staff Left and Staff Right.
| | 01:35 | We can also under
side-by-side use a single side.
| | 01:39 | In other words, it's going to stack
them side-by-side but connect them to
| | 01:42 | the side of the shapes.
| | 01:43 | We can also use Single Top, which will stack
them side-by-side and connect them into
| | 01:48 | the tops of the shapes.
| | 01:49 | We can also have double ranked, which
will give us four columns connected at the sides,
| | 01:54 | or Double Top which is
four columns connected at the top.
| | 01:58 | I'm going to go ahead and
change ours to Single Top.
| | 02:01 | When I click on Single Top, notice
that it just change the hierarchy,
| | 02:05 | the layout of those subordinates, to be
side-by-side in two column ranks, connected
| | 02:11 | at the top of each shape.
| | 02:13 | You of course determine the layout, that
works the best that makes the most sense
| | 02:17 | for what you're doing, and choose that layout.
| | 02:20 | At anytime you want during the
process of this you can change that order.
| | 02:24 | The important thing to remember: always
select the manager or the superior and
| | 02:30 | it will re-layout the
subordinates beneath that superior.
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| Reordering team members| 00:00 | We look at how to lay out our
subordinate shapes, starting in a hierarchy working
| | 00:05 | from the top and the CEO, working down
to the managers or directors, working down
| | 00:10 | to the positions, and we've noted
that it initially lays things out in a
| | 00:14 | horizontal manner starting from
center then going right left, right left.
| | 00:19 | Now we've also noted by selecting a
manager we can use the alternate layouts
| | 00:24 | under the Layout area of the
organizational Ribbon and select any alternate
| | 00:28 | layout that makes sense.
| | 00:30 | But because it's laying them out
center then right left, right left,
| | 00:33 | it may not lay these out in an order
that is optimal to the way you want your
| | 00:38 | organizational structure to work.
| | 00:40 | For example you may want the CIO,
before the CFO, before the COO, and you may
| | 00:46 | want them in some sort of alphabetical order.
| | 00:49 | So at anytime you want you can
select a particular person or particular
| | 00:54 | position, a manager, whatever you need
and under the Arrange area under the
| | 00:59 | Organizational tab of the Ribbon you can
choose to move them left or up or right or down.
| | 01:06 | Now notice that I have this particular
manager and their team at the far left
| | 01:11 | and maybe I needed that manager and
their team the next slot over to the right.
| | 01:16 | So by selecting that particular manager
I simply click on Move Right/Down and it
| | 01:22 | will move it right and it's adjusted those.
| | 01:24 | Now I am going to zoom in on this area.
As a matter of fact what I'll do is
| | 01:29 | I'll come under Data and select the
Shape Data Window and the name of this
| | 01:33 | person I'll just call Sue and the
name of this person I'll just call Fred.
| | 01:39 | Now having done that I might want Sue
or Fred to be swapped. So I can select
| | 01:45 | Fred and come back to the
Organizational Chart and say I want to move Fred up
| | 01:51 | and that will swap out the
position of those as well.
| | 01:53 | So you have the full control to move
things right or left, up or down, and
| | 01:59 | rearranging the order of the people,
the positions, within a structure that
| | 02:03 | you're working with.
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| Adding consultant, assistant, vacancy, and staff sub-shapes to the diagram| 00:00 | In addition to being able to drop a
series of managers under that executive and
| | 00:04 | a series of positions under a given
manager we also have the ability to lay in
| | 00:11 | consultants, vacancies, and assistants
as alternate shapes to the standard set of
| | 00:16 | three shapes in building our hierarchy.
| | 00:19 | So I want to walk you through the
ability to drop in consultants, assistants, and
| | 00:25 | vacancies and staff sub-
shapes to the diagram itself.
| | 00:30 | It's really very straightforward and
very simple. The same methodology that
| | 00:34 | we've always used before.
| | 00:36 | To lay in an assistant, we simply grab
the Assistant shape and drop it on the
| | 00:41 | person that they are going to be assigned to.
| | 00:43 | To drop in a consultant we can select
the Consultant and drop it on the person
| | 00:49 | that they're going to report to.
| | 00:50 | It will add a consultant.
| | 00:52 | The methodology is always the same:
drop the subordinate on top of the superior.
| | 00:58 | So to lay in an open requisition
under this particular manager I'll grab a
| | 01:03 | Vacancy here and drop that in
here and it's going to add that open
| | 01:07 | requisition underneath that.
| | 01:09 | Now certainly when we get down beneath
the level of the staffing and I'm zooming
| | 01:15 | in here a little bit just so can see
this somewhat better, we might have what
| | 01:20 | are called staff positions under.
| | 01:22 | They are not a snow position; they are
additional staff, the lowest level of hierarchy.
| | 01:28 | We have an item here called Staff.
| | 01:29 | So I'll grab Staff and I am going to
drop that under Franco and it's going to
| | 01:33 | lay that one out there, and of course
that one was centered and if we have
| | 01:37 | another staff position, it will drop
it off to the right and another one to
| | 01:41 | the left, etcetera.
| | 01:42 | Again, everything is always laid out
initially in purely horizontal format and
| | 01:48 | at anytime after we get them dropped
we can come into the Org Chart and come
| | 01:53 | into the Layout area and change not only
the layout but then in the Arrange area
| | 01:59 | change the ordering of them
within the given hierarchy.
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| Adding team frames to the diagram| 00:00 | As our hierarchies become more-and-more
complex, within the working structure of
| | 00:04 | any organization we might have teams
that work together and those teams can
| | 00:08 | certainly cross individual managers.
| | 00:11 | So one of the shapes that's available
to you and if I scroll down through here
| | 00:15 | is we'll find something called a team
frame, and I am going to go ahead and drag
| | 00:20 | out a team frame and drop it in my
diagram, and I'll resize that team frame to
| | 00:25 | encompass the people that I
want to show working together.
| | 00:28 | I am just kind of move that out and
right down into here and that's fine.
| | 00:35 | So I'm showing a group of people that
work together across different managers.
| | 00:39 | This particular manager, Suzie, has
quite a few people working for her and the
| | 00:44 | other persons have less of them, but
they're all working together as a team on a
| | 00:47 | specific project and I
want to be able to show that.
| | 00:50 | The team frame does a great job of this.
| | 00:53 | However, do note something about the
team frame that I find rather unusual.
| | 00:57 | The team frame is designed to be a
dashed line with two arrowheads and a gap
| | 01:02 | between it and the text is showing up
down here underneath the shape and I
| | 01:08 | think it will be far more efficient if
the text was showing up between the gap.
| | 01:13 | So it's a very easy fix, even though I
think the shape was not designed spot on.
| | 01:17 | I am going to select the shape
itself and go back to the Home tab and under
| | 01:22 | the Home tab under the Position menu
I am going to come down to the Rotate Shapes
| | 01:28 | and within Rotate Shapes under Orient
Shapes I'm simply going to flip it vertically.
| | 01:34 | Now once I flipped it vertically with
the shape flipped over and notice that the
| | 01:39 | text now sits in that gap
between the two particular arrowheads.
| | 01:44 | So I can now simply select that and
change the text on that to read let's just
| | 01:47 | say Product Research, and that
certainly makes a lot more sense that this is a
| | 01:56 | product research team and I'm
showing them all working together.
| | 02:00 | So the team frame is simply drag it out,
size it, position it where you need it.
| | 02:04 | I recommend flipping it over so that
the text that you type for that shows up
| | 02:09 | in the gap between the arrowheads
and it looks very nice and helps you
| | 02:12 | understand the relationship of
all these people working together.
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| Creating dotted-line report indicators| 00:00 | One of the things that Visio does
not do in an automated manner but you
| | 00:04 | can always do in a manual manner is
lay in what's referred to as dotted
| | 00:09 | line relationships.
| | 00:11 | That's where I have an individual who
reports directly to a particular manager
| | 00:16 | but also has a secondary
reporting to another manager.
| | 00:20 | So for example our person Franco here
reports directly to Suzie, but Franco
| | 00:26 | might also report in a secondary
manner to this manager out here.
| | 00:30 | Now he is working outside of this Team
frame here. He is doing some additional
| | 00:35 | work for this manager.
| | 00:36 | So if I scroll down through my list of
Organizational Chart Shapes I can find
| | 00:40 | something called a Dotted-line report,
and what I am going to do is simply drag
| | 00:44 | that dotted-line report out and drop it
on the page and then grabbing the begin
| | 00:49 | point of that dotted-line report I'll
connect it up to the side of Franco here.
| | 00:54 | Notice the small red hollow box letting
me know I'm using point to point glue,
| | 00:59 | going to that connection point.
| | 01:01 | Then I'll do the same thing over here,
dragging out to the center bottom onto
| | 01:05 | that connection point here and I've
just laid in a dotted line relationship.
| | 01:09 | So people looking at this diagram
will understand that Franco not only
| | 01:13 | reports directly up through to Suzie
using that particular path, but also
| | 01:19 | using this alternate and dashed line
reports up to this alternate manager out
| | 01:23 | there as well.
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| Utilizing multiple and three-position SmartShapes| 00:00 | In building a complex hierarchy of
organizational structure we want to find as
| | 00:05 | many shortcuts as we possibly can to
make this as fast and easy as possible,
| | 00:10 | even when we're building
this in a manual manner.
| | 00:13 | Down towards the bottom of your
Organizational Chart Shapes, you have the
| | 00:17 | ability to lay in either Multiple shapes
or what's called Three positions, and I
| | 00:22 | am going to start with Three positions here.
| | 00:24 | But before I do, let me zoom in on this
given area here and I am actually going
| | 00:29 | to remove, just for clarity's
sake, the dotted line reporting.
| | 00:33 | I want to add three positions
underneath this particular manager.
| | 00:37 | So I come over on to my Organizational
Chart Shapes, grab Three positions, and
| | 00:42 | as we know, we simply drop it on a superior and
as you see it will lay in the three positions.
| | 00:49 | Now, you probably also noted that it
is laying them in a purely horizontal
| | 00:53 | manner and they are overlaying the other items.
| | 00:56 | So what I would tend to do is select
the manager, come up to the Org Chart
| | 01:00 | menu, and change the layout to Single
Top since that one is still overlaying
| | 01:06 | someone else. Still select that
manager and Vertical to Left and now they are
| | 01:12 | stacked beneath that.
| | 01:13 | So we can lay in multiples at a time.
| | 01:16 | In this case, it's three positions.
| | 01:18 | I am going to go ahead and Ctrl+Z and
undo this back a little bit and I'll also
| | 01:23 | get rid of my connector there.
| | 01:24 | We also have what's called Multiple
Shapes and again if I drag that out and
| | 01:29 | drop it, it's going to ask us the
number of shapes that we want and perhaps I
| | 01:34 | want in this case maybe five shapes and what
I would like to use is Staff, and I'll say OK.
| | 01:41 | Now, before I do that by the way do
notice that you can lay in any one of the
| | 01:46 | shapes off that stencil.
| | 01:48 | Executive, Manager, Position,
Consultant, Vacancy, Assistant, or Staff.
| | 01:52 | So you can choose any one you want and
you can choose any number of that you want
| | 01:57 | to lay in at any given time.
| | 01:59 | So I happen to have chosen 5 and Staff
and I'll click OK and it of course lay them
| | 02:04 | all out horizontally.
| | 02:05 | So I will select the manager and in
this case come under Vertical and do maybe
| | 02:10 | a Left Offset and they're
all showing up in there.
| | 02:14 | Now in this case, they are
conflicting with my team frame slightly.
| | 02:17 | So I'd probably readjust my team
frame and move it in just a little bit.
| | 02:21 | Now by the way, when you're moving
that team frame or when you're moving any shape
| | 02:25 | you have the ability
to do a couple things in Visio.
| | 02:28 | One of those things that's really
fascinating is that you can use your arrow
| | 02:32 | keys on your keyboard to do
what's called nudging a shape.
| | 02:36 | So with the shape selected I can click
on my left arrow and it's going to move
| | 02:39 | it in just a little bit.
| | 02:40 | I can go right, left, up or down.
| | 02:44 | Anything that makes sense to me and if I
hold my Shift key down while I'm doing it,
| | 02:49 | it does it one pixel at a time.
| | 02:51 | So I am going to establish very,
very granular control over how all of this works.
| | Collapse this transcript |
| Adding pictures of employees| 00:00 | In addition to manually specifying the
organizational structure and what teams
| | 00:06 | are reporting and how a dotted line
works and we can drop in multiple shapes and
| | 00:10 | multiple positions, etc, we also have the
ability within the Visio organizational
| | 00:14 | solution to drop in photographs
of each one of the staff members.
| | 00:19 | and it's really very, very straightforward.
| | 00:21 | I'm going to zoom in on our top level here.
| | 00:23 | I am going to select the shape and in
this case I'm going to right-click on the
| | 00:30 | shape and I can select Insert Picture.
| | 00:33 | Note that I can also within the
Organizational tab insert a picture, delete
| | 00:39 | a picture or choose to show/hide the
picture, even if it remains in the organization.
| | 00:44 | So I can choose when and where I want it.
| | 00:46 | But I am going to insert a picture and
in this case I'm going to go out to my
| | 00:50 | particular Exercise Files directory
and I find the picture I want and click
| | 00:56 | Open and it will automatically resize that
picture to fit within that particular frame.
| | 01:03 | And once the picture is in there, you
can choose to show or hide that picture.
| | 01:08 | And it's in there. We just choose
whether or not we want to see it, and if we
| | 01:11 | want to delete it we simply
delete the picture out of there.
| | 01:14 | But very straightforward to add pictures.
| | 01:16 | It is not an automated process.
| | 01:19 | For each and every employee shape
you will need to click on the shape,
| | 01:23 | right-click, or use the Organizational
Chart tools and select Insert, and manually
| | 01:28 | insert the picture for
each and every individual.
| | 01:31 | But once they're in there, you can then
quickly and easily show or hide them so
| | 01:35 | they're all available to you.
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| Breaking down the organizational structure with synchronized copies| 00:00 | In many organizations in the structure
of the organizational breakdown can be
| | 00:05 | quite large and in fact, if we think of
very large Fortunate 500 companies, the
| | 00:09 | structure can be in a multiple thousands
of people, and quite obviously multiple
| | 00:14 | thousands of people are not going to
fit on a single 8.5 by 11 sheet of paper.
| | 00:18 | So what we need to be able to do is have
the ability to break this down so that
| | 00:23 | each manager and their team can have
their own page in an organizational diagram
| | 00:29 | and create a multi-page diagram.
| | 00:31 | Page 1 becomes the top-
level management structure.
| | 00:34 | Pages 2 through end become each of
the breakdown pieces within them.
| | 00:39 | And Visio does this quite
readily and quite easily.
| | 00:42 | Now one of the things I've done
with this drawing is very quickly I've
| | 00:45 | created a few layers.
| | 00:46 | We talked about layers in an earlier
video, but under Layer Properties, I have
| | 00:49 | created two layers here for Dotted Line
and for Team Frame because, what I want
| | 00:54 | to be able to do is just turn those
off temporarily. I don't need to use them
| | 00:57 | right now, so I'm going to turn off
the Visible property of those and say OK.
| | 01:01 | So we're now looking at our
breakdown structure without that clutter.
| | 01:06 | In order to take a manager and their
team and shred them off to their own page
| | 01:12 | we use a technique called a synchronized copy.
| | 01:15 | And I am going to go ahead and select
this manager and having done so, I'll come
| | 01:18 | to the Org Chart and then what
we're going to do is select under the
| | 01:22 | Synchronize area, Create Synchronized Copy.
| | 01:25 | Now remember just as with anything else,
| | 01:27 | whatever you want to happen to the
subordinates, make sure you select the
| | 01:30 | manager and it understands
that which is underneath it.
| | 01:33 | So I am going to click on Create
Synchronized Copy and when I do so, because my
| | 01:40 | current document only has one
page, it is going to offer to put that
| | 01:44 | synchronized copy on a new page.
| | 01:47 | If I had a document that already had
multiple pages, I could select existing page
| | 01:53 | and use the drop-down list and place
that some existing page, if that made sense.
| | 01:58 | Generally, it makes more sense
to put it on a new page anyway.
| | 02:01 | So New page it is and then
there's a checkbox here that says Hide
| | 02:05 | subordinates on original page.
| | 02:07 | So I will check that and when I click
OK, that's going to take all of those
| | 02:13 | subordinates and move them off.
| | 02:15 | Notice we have a brand-new Page 2
there and it has taken that manager and
| | 02:20 | their team, and I am going to move the
manager down just a little bit, and put
| | 02:23 | them off on their own page.
| | 02:25 | If I go back to Page 1, you'll see that
what we're showing here, and I'll zoom in
| | 02:30 | on it so you can see it more clearly,
| | 02:31 | we are showing everyone rolled up under
that manager and that's what these sort
| | 02:35 | of multiple stack looks
like here. I'll zoom back out.
| | 02:39 | But if I go to Page 2, I can see all of that
information has been moved off to its own page.
| | 02:45 | So that manager and their team has
moved out there, and again at any point in
| | 02:50 | time I can select the manager and
change the view that I want for that
| | 02:54 | particular manager to
whatever makes sense for me.
| | Collapse this transcript |
| Expanding and collapsing reporting structure views| 00:00 | Once I've created a synchronized copy
and moved a manager's team off onto their
| | 00:05 | own page, and we see we've done that here.
Selecting Page 2, we can take a look
| | 00:10 | at that manager's subordinate team
and come forward again to Page 1.
| | 00:15 | Once I've created that
synchronized copy, the keyword there being
| | 00:19 | synchronized, I can make fundamental
changes-- and I'll come back to Page 2-- to
| | 00:25 | this particular team.
| | 00:26 | For example, under this particular
person right here, maybe I want to add
| | 00:31 | an additional vacancy.
| | 00:32 | So I want to add a vacancy underneath
that person and I've added a vacancy.
| | 00:37 | So I've made a change to the
structure of this team, but because these are
| | 00:42 | synchronized views, if I come back to
Page 1, at any time I can select that
| | 00:48 | manager and I can choose to
show or hide the subordinates.
| | 00:52 | So I'm going to select Show and I can
see under any one of those people that I
| | 00:59 | can show or hide the subordinates and
expand that team out and any change I've
| | 01:04 | made to the first will be made to
the second as well or I should say this
| | 01:09 | subordinate view will be
made to the superior view.
| | 01:13 | The top level view will always get
the changes that I've done beneath.
| | 01:16 | Now if I make changes to the top-level view,
it will also then be reflected beneath.
| | 01:21 | They're always synchronized with each
other, and at any time by selecting
| | 01:25 | a level of the hierarchy, I can choose to
roll up or drill down on that given view.
| | 01:30 | So you determine visually what you want
to see on any given view and let Visio
| | 01:36 | manage showing or hiding those as necessary.
| | 01:40 | One of the things that I would
probably recommend doing just to move you
| | 01:43 | back and forth is I would select
that manager and come under your Insert
| | 01:48 | menu and select Hyperlink and using
the Sub-address line, go to Page 2 and
| | 01:55 | say OK and I'll say "Go to team."
| | 02:01 | And now that I have a hyperlink set up
for that, I can right click on that and
| | 02:04 | select Go to team and it will take me
to the second page and then here on the
| | 02:08 | Manager, I would do the same thing.
| | 02:10 | set up a hyperlink using the Sub-address, go
back up to the top-level page, and Return To Top.
| | 02:19 | Say OK and then by right-clicking on
that, selecting Return To Top, will take me
| | 02:23 | back to the first page.
| | 02:25 | So setting up hyperlinks of
navigation between those pages will make it
| | 02:29 | much easier for the users of the
diagram to navigate back and forth rather
| | 02:33 | than having to go down to the bottom
and have page tabs which may or may
| | 02:37 | not be properly named.
| | 02:38 | Page-1 and Page-2 don't tell you a lot,
but certainly if we used a particular
| | 02:44 | manager's name and Go to team, go to
Sally's team or whatever it might be and
| | 02:47 | then return to upper-level management
would make a lot of sense and make these
| | 02:51 | diagrams very easy to navigate.
| | 02:54 | So the essence here is that we are
talking about being able to expand and
| | 02:57 | collapse the reporting structure of
any given area and of course be able to
| | 03:02 | navigate back and forth between them.
| | Collapse this transcript |
| Creating background pages, title blocks, and borders| 00:00 | When I began the discussion about
organizational charting, I noted that there
| | 00:04 | are two ways to begin an
automated organizational chart.
| | 00:08 | we can either use the Organization
Chart or we can use the Organization Chart
| | 00:13 | Wizard and we can do either these from
the File menu, selecting File to go to
| | 00:19 | the Backstage view and under New
within the Business category selecting
| | 00:24 | Organization Chart or Organization Chart Wizard.
| | 00:27 | At the time I noted that we should
always, repeat always, use Organization Chart
| | 00:33 | and never use Organization Chart Wizard
and the reason for this is, is that if
| | 00:38 | you use Organization Chart Wizard, it will
always immediately launch the wizard itself.
| | 00:46 | The reason we don't want to do
that is we want to be able to bring in
| | 00:50 | a background image.
| | 00:51 | Now I'm going to come back to my
drawing environment and here I've created a
| | 00:55 | brand-new organizational chart,
utilizing the Organization Chart, not the Wizard.
| | 01:03 | I'm set up with an environment that
allows me to go ahead and create an
| | 01:06 | organization chart, but
does not launch the wizard.
| | 01:10 | This gives me the
ability to lay in a background.
| | 01:12 | So what I'm going to do is now select
from the Design tab of the Ribbon under
| | 01:18 | Backgrounds, I'll choose a
background that I like the look of.
| | 01:23 | I'll go to the Background tab, which notice
is VBackground-1 by default within Visio.
| | 01:29 | I'll select that Background tab. I'm
going to right click on that and select
| | 01:33 | Format and Fill and I'm going to
give it a color other than Gray.
| | 01:37 | Let's go to some sort of medium green which
looks very nice there and come back to Page 1.
| | 01:42 | Now having established to that
background, now when I opt to run the wizard,
| | 01:49 | every new page that it creates will
use that same singular background.
| | 01:54 | If I opted to run the wizard
from the Backstage view, it would
| | 01:59 | immediately launch the wizard.
| | 02:01 | I'd point to the data set, run the data
set and when I did, when it got done, I
| | 02:07 | would have no backgrounds at all.
| | 02:09 | I would therefore be forced to either
come in and associate each and every
| | 02:14 | foreground page with that one
background page that I created after the fact,
| | 02:20 | which would be quite tedious, or I
could create a new background page for each
| | 02:25 | foreground page, which would not only
be time-consuming and tedious, but would
| | 02:29 | also dramatically increase
the size of my Visio file.
| | 02:33 | So again the strong recommendation
is step one, always begins with the
| | 02:38 | Organization Chart template, not the
Organization Chart Wizard template.
| | 02:43 | Once you have started the diagram,
step two is to then immediately create the
| | 02:50 | background as I've done,
formated in the way you want.
| | 02:54 | If you indeed want a corporate logo by
all means import that as a GIF, JPEG,
| | 02:59 | whatever it might be, place it where
you want it on the background page, and
| | 03:03 | return to that foreground page.
| | 03:05 | Now you have an
environment set up and ready to go.
| | Collapse this transcript |
| Understanding the Organization Chart Wizard| 00:00 | Up to this point in time in our
discussions of the hierarchical structure in an
| | 00:04 | organizational chart, we've
talked about doing this manually.
| | 00:08 | One by one dropping in the executive,
dropping in the managers under the
| | 00:11 | executive, dropping the positions, and
all the different items that we do to
| | 00:15 | manually create an organizational
chart, but if we have the data and the
| | 00:20 | structure of our organization stored in
an external file, it would be much easier
| | 00:26 | to point to that file of information
and use it to create the organization that
| | 00:32 | we want to work with.
| | 00:33 | What I'm going to do at this point in
time is I'm going to actually open up an
| | 00:36 | Excel spreadsheet and I'll go to my
particular directory and open up the Excel
| | 00:42 | spreadsheet for my organizational structure.
| | 00:45 | Now you can use literally
any ODBC compliant data source.
| | 00:50 | If you are using an Excel spreadsheet,
the only trick to using the spreadsheet
| | 00:55 | is that row 1 needs to be your column headers.
| | 01:00 | And they can be anything you want
to call them. So this doesn't have to
| | 01:03 | be called Employee.
| | 01:04 | It can be called staff.
| | 01:05 | It doesn't have to be called Title.
| | 01:07 | You can call these whatever you'd like.
| | 01:09 | The requirements are number one, row 1
must be your column headers and then the
| | 01:14 | data falls beneath it.
| | 01:17 | Requirement two is that you need to
have exactly the same names, because you
| | 01:23 | have to set up a parent/child
relationship between who am I, that's in my case
| | 01:30 | column A, and who do I report to,
and that's column C. So that's item 2.
| | 01:35 | You need to make sure you have two
fields of information that equate to who am I
| | 01:39 | and who do I report to.
| | 01:41 | And within those fields of information
the names have to be exactly the same.
| | 01:47 | In other words this person's name
is Jossef Goldberg and they are the
| | 01:51 | President & the CEO.
| | 01:52 | Suzan Fine and Laura Jennings
both report to Jossef Goldberg.
| | 01:58 | The spelling, the
capitalization, everything must be identical.
| | 02:01 | And Suzan's fine. She can't report to Joe
Goldberg; she must report to Jossef Goldberg.
| | 02:08 | As long as these names absolutely
match, as long as we have two fields of
| | 02:13 | information that equates to who am I
and who do I report to and as long as
| | 02:19 | if we're using an Excel spreadsheet, row
number 1 are our column headers, we are good to go.
| | 02:26 | Beyond those two fields of information
I can have as many additional fields of
| | 02:30 | information as I would like.
| | 02:33 | So I can have the person's title, their
department, their telephone number, their
| | 02:38 | email address, their office number,
their current performance rating, their
| | 02:42 | salary, their tenure in months.
| | 02:44 | And one last item out here, which
is rather of interest, is this thing
| | 02:49 | called Master_Shape.
| | 02:51 | And this is really the only field of
information that is absolutely mandated to
| | 02:55 | be a specific field of information.
| | 02:58 | I'm going to zoom out just a hair so
we can see everything. There we go.
| | 03:02 | Now notice that Jossef Goldberg is our
CEO & President and in terms of Manager,
| | 03:06 | it's left blank. Jossef is the top of the heap.
| | 03:09 | Visio understands when there is nobody
there that he must be the top of the structure.
| | 03:14 | Laura Jennings is the CFO and
she reports to Jossef Goldberg.
| | 03:20 | So she is going to get one of those
manager shapes that show up underneath the
| | 03:25 | executive shape, but Suzan Fine is an
executive assistant and she also reports
| | 03:31 | to Jossef Goldberg, but she
shouldn't get one of those manager shapes.
| | 03:36 | She in fact needs to be an executive assistant.
| | 03:38 | So notice out here on this field called
Master_Shape, it's an optional field, you
| | 03:44 | don't have to use it, but if you want
to use an alternate shape from a Visio
| | 03:49 | environment-- and I'm going to switch
back to the Visio environment here for
| | 03:52 | just a moment. There is our shapes,
Executive, Manager, Position, Consultant
| | 03:57 | Vacancy, Assistant, and of course the Staff.
| | 03:59 | Those specific names, if I want
instead of having a Manager shape to have an
| | 04:05 | Assistant shape, then back in my
spreadsheet I'll list the name of the shape
| | 04:10 | that I want to use
rather than the default shape.
| | 04:14 | So I listed the Assistant shape.
| | 04:16 | So my executive assistants out here
using the Master_Shape field are listed
| | 04:21 | in here and that way they will get that
Assistant shape rather than the default shape.
| | 04:25 | That's kind of all the parameters to
understand about using an external data source.
| | 04:29 | Let me close that out.
| | 04:31 | So we're going to use the Organizational
Chart Wizard to automate the production
| | 04:37 | and the creation of a
Visio organizational diagram.
| | Collapse this transcript |
| Importing data with the Organization Chart Wizard| 00:00 | Now that we've talked about the
reasons behind using the Organization Chart
| | 00:05 | template rather than the Organization
Chart Wizard template, the issues of
| | 00:10 | creating a background first then
launching the wizard, and talking about the
| | 00:14 | structure of the data, in this
case from an Excel spreadsheet,
| | 00:19 | it is actually time to go ahead and
get started and go through the process of
| | 00:23 | running that particular wizard.
| | 00:25 | So, at any time once we are sure that
our environment is set up the way we want it,
| | 00:28 | we can simply come to the
Organization Chart tab of the ribbon and looking
| | 00:34 | into the Organization Data area
select Import, and when we select Import that
| | 00:41 | will launch the wizard.
| | 00:43 | This is exactly the same wizard
that would've launched had we used the
| | 00:47 | Organization Chart Wizard template initially.
| | 00:50 | It forces us into running it immediately.
| | 00:54 | Now we run it when we want to run it.
| | 00:56 | So, the first screen of the wizard
asks us how we want to create our
| | 00:59 | Organization Chart.
| | 01:01 | Do we want to create it from
information that's already stored in a file or
| | 01:05 | database, and certainly that make sense
for us, or do we want to run that from
| | 01:10 | information that we
entered utilizing the wizard?
| | 01:13 | So, rather than typing in the
information manually within the wizard,
| | 01:18 | we have our information stored out in
an Excel spreadsheet and I'm going to go
| | 01:21 | ahead and use that.
| | 01:22 | So, I will click Next.
| | 01:25 | It then asks us to choose the
particular data source that we want to use.
| | 01:30 | We can either use a Microsoft Exchange
Server directory, which is perfectly fine.
| | 01:35 | However, as we said before, the
requirements for being able to have a data
| | 01:40 | source are that we need
two fields of information:
| | 01:43 | one that equates to effectively who am I
and one that equates to who do I report to.
| | 01:48 | And since most people's implementation
of Exchange Server tends to have who am I,
| | 01:54 | what's my email alias and possibly
what's my telephone extension or what's my
| | 02:00 | office number, and never
seems to have who is my manager,
| | 02:03 | you would either need to add that field
of information into Exchange Server or
| | 02:08 | choose to use some other data source.
| | 02:10 | So what other data sources can we use?
| | 02:12 | Well, we can certainly use a text
file that's been saved in comma, space, or
| | 02:16 | character delimited format.
| | 02:18 | We can use an Org Plus file that's been
saved in text format or as in our case.
| | 02:24 | we can use an Excel file.
| | 02:26 | Note that we can also use absolutely
any ODBC compliant data source as long as
| | 02:32 | that data source contains those two fields of
information: who am I and who do I report to.
| | 02:38 | So, we will choose Excel file and select Next.
| | 02:41 | Now, we are going to browse out to
select our data source and it's in our
| | 02:46 | Exercise files and under Chapter 12,
Organizational Sample Data Set or
| | 02:51 | OrgChart Sample DataSet.
| | 02:52 | We will select that. Click Open and Next.
| | 02:56 | Now, Visio is doing a quick analysis of
our information in our data source and
| | 03:02 | in this case it noted that Employee
equates to who am I and Manager equates to
| | 03:10 | who do I report to, and
that's perfectly fine for us.
| | 03:14 | The reason I go through this screen
carefully is you could use any type of data
| | 03:18 | to build a hierarchical diagram using
the Org Chart tool as long as the fields of
| | 03:24 | information equate to that
who am I and who do I report to.
| | 03:28 | Therefore Reports to could also be task
and Name could also be subtask, if I were
| | 03:34 | trying to do a work breakdown structure.
| | 03:36 | But in our case with organizational
data, Employee maps to Name, Manager
| | 03:40 | maps to Reports to. I click Next.
| | 03:43 | Now, we look at what information do we want
shown on the face of each one of those shapes.
| | 03:51 | And we see that right now we have
the employee's name and their title.
| | 03:56 | We can add or remove fields quickly and easily.
| | 03:59 | So if I wanted the department to be
shown on there, I could click on Department
| | 04:03 | in the left column, click on the Add
button, and it would push it to the right.
| | 04:07 | If I had a field that I choose not to
use, I can click on-- highlight that
| | 04:12 | field and click on the Remove
button and push it back to the left.
| | 04:15 | So, you choose which fields of
information you'd like to have shown on the face
| | 04:20 | of that shape, and we have a little
graphic that gives us a preview of what that
| | 04:24 | would effectively look like.
| | 04:25 | I am satisfied with the employee's
name and title so I will click Next.
| | 04:30 | It then asks us which fields of
information do we want permanently bound into
| | 04:35 | the shape as shape data?
| | 04:37 | Shape data we used to call in earlier
versions of Visio custom properties, and
| | 04:41 | effectively, I want every one of those
fields out of my Excel spreadsheet with
| | 04:46 | the exception of master shape.
| | 04:49 | I don't need that field bound in that
shape data; I just need it to know which
| | 04:55 | shape to be used and the wizard does
that automatically for me, so that's great.
| | 04:59 | I will select Next.
| | 05:01 | The last screen here then says okay,
what parameters do you want set up
| | 05:06 | in laying this out?
| | 05:07 | Do you want to specify yourself how
much the organization to break down each
| | 05:12 | page or would you like
the wizard to do it for you?
| | 05:15 | And certainly it makes sense
for the wizard to do that for you.
| | 05:19 | The name at the top of the
page is the starting point of your
| | 05:23 | hierarchical breakdown.
| | 05:24 | By default, that will be Top Executive,
the person in the spreadsheet that did
| | 05:28 | not report to anyone else.
| | 05:30 | However, if you want some other person
as your starting point, you can choose
| | 05:36 | that person and it will work down from there.
| | 05:38 | We also can choose whether or not we
want those employee shapes hyperlinked
| | 05:42 | across pages and certainly we do.
| | 05:45 | We then want to choose whether we want
these to be synchronized across pages,
| | 05:49 | the same way we would have done
that manually and we certainly do.
| | 05:52 | So, we will go ahead and click Finish.
| | 05:55 | And when we click Finish, the wizard is
going to show us the progress through that.
| | 06:00 | Now, in this particular case where I
have seventy people in the organization,
| | 06:04 | it's going to be an 11-page diagram.
| | 06:06 | In a very large organization with a
Fortune 500 company I that could very well
| | 06:11 | conceivably take five-seven minutes
or so, rather than a few seconds, so be
| | 06:15 | patient with it with very large data sets.
| | 06:18 | With ours, we are already done and it
leaves us off on the last page of the diagram.
| | 06:23 | We can then use the little VCR type
controls down on our Page tabs to take
| | 06:28 | us back to the first page. Click on it and
we can see the top level of our hierarchy.
| | 06:34 | Now, as I look at this particular
hierarchy and I move my cursor over some shapes,
| | 06:38 | I note that some of those shapes
have a hyperlink symbol on them and some do not.
| | 06:45 | Anything that has a hyperlink symbol on
it of course will take me to that page.
| | 06:50 | Now, notice it says
Ctrl+click to follow the link.
| | 06:53 | You can either Ctrl+click under
Visio 2010 or right-click. Either way,
| | 07:00 | by selecting the hyperlink, it's
going to take us to that particular page.
| | 07:05 | Now, you probably have noticed
something is a bit of miss here.
| | 07:08 | The page seems to have shifted.
| | 07:10 | I'm going to Ctrl+Shift+W to scroll
back to the full page here and then I'm
| | 07:16 | going to take that same hyperlink on
this page and I'll take it back to the
| | 07:22 | first page and it shifted that as well,
so Ctrl+Shift+W. I don't like that
| | 07:27 | behavior and here's how that behavior has
come about and a quick way to change that.
| | 07:32 | The hyperlink for Patricia Brooke here,
if I select it and come back to my
| | 07:37 | Insert tab and select Hyperlink,
| | 07:40 | note that it's telling me to go to
Page-8, then a forward slash and then Sheet.1.
| | 07:47 | So, it's saying go to the 8th page in
my default page listing and focus my view
| | 07:54 | on the first shape, Sheet.1, the first
shape that was created on that page, that
| | 07:59 | manager shape, which shifted the page down.
| | 08:02 | And I really don't like that
behavior so I am going to click into the
| | 08:05 | Sub-address and just remove that
reference to the particular shape, so I don't
| | 08:10 | need Sheet.1. And in the Description
area rather than having it say Page-8 Sheet 1,
| | 08:16 | which doesn't make a lot of sense to
anyone, I am going to enter in some text
| | 08:21 | that simply says "Go to Patricia Brooke's Team."
| | 08:26 | I float my cursor over it, Go to
Patricia Brooke's Team. I right-click.
| | 08:31 | I can select the link and go over there to that.
| | 08:34 | Now, I need to do the same thing here.
| | 08:36 | I will select this manager at the top
of the page, click on Hyperlink, remove
| | 08:42 | the reference to the specific shape
since I don't need to focus on that shape,
| | 08:47 | and simply say "Go Back To
Management" and click OK.
| | 08:56 | So, now if I take that hyperlink back,
it will take me back up to Management.
| | 09:00 | And I will want to clean that up for the
individual hyperlinks that are in there.
| | 09:05 | Note that if I click on someone, again
I am going to pick on Patricia Brooke.
| | 09:08 | That data over here in the Shape Data
window is showing me all that data that
| | 09:14 | came in from that spreadsheet: the
Department, Telephone, Employee, Title,
| | 09:18 | E-mail, Manager, Office_Number,
Performance rating, Salary, and Tenure.
| | 09:23 | If for any reason in your environment,
you are not seeing the Shape Data window,
| | 09:27 | go to the Data tab on your
ribbon and make sure that the Shape Data
| | 09:33 | Window item is checked.
| | 09:34 | If I uncheck it, notice it goes away.
| | 09:37 | If I check it, it comes back.
| | 09:38 | This Shape Data window, I
tend to dock it on the left.
| | 09:42 | That's why you're seeing it there but
you could click on it, grab the header,
| | 09:45 | and drag it off anywhere you'd like to drag
it to, and float it, dock it anywhere else.
| | 09:51 | But I like to keep it docked at
the bottom of my Shapes task pane.
| | 09:55 | So, we can see that when we have run
the wizard, it fills each and every one of
| | 09:59 | the shapes with the data from our external data.
| | 10:03 | It provides the hyperlinks, everything
remains synchronized at all time, and it
| | 10:08 | is up to us to clean up
those hyperlinks as necessary.
| | Collapse this transcript |
| Re-linking to organizational data after it changes| 00:00 | As we said in our previous video that
once the wizard has run, it is a
| | 00:05 | one time, one way pool from the data
source to build the diagram and from that
| | 00:09 | point forward, it knows nothing about the
original data that was used to create the diagram.
| | 00:15 | Consequently, if that data changes, the
Visio diagram knows nothing about and in
| | 00:20 | the older days we used to just
simply re-build the diagram. But all of
| | 00:25 | formatting, all the changes involved,
would be a lot of time wasted to have to
| | 00:30 | keep redoing that each and
every time we rebuild that diagram.
| | 00:35 | Consequently, starting with Visio 2007
Professional dition or 2010 Professional
| | 00:41 | and Premium editions, we have the ability
to link our diagram back to that source
| | 00:48 | data and once it's linked, we have
then the ability to as the data changes,
| | 00:54 | simply refresh the diagram from that data.
| | 00:58 | So, all we have to do is edit the data
in the data source, open up the Visio
| | 01:02 | diagram, click on our Refresh button,
and we're good to go with the changes.
| | 01:07 | Much faster and much easier.
| | 01:09 | So, I am going to walk you through the
steps on how to relink your diagrams back
| | 01:14 | to that source data and it's
really very straight forward.
| | 01:18 | Again, just to reiterate, it does
require Professional or Premium SKU under
| | 01:23 | 2010, and I will select the Data tab on
my ribbon and I am going to select the
| | 01:29 | Link Data to Shapes.
| | 01:31 | Now, this is a bit of a misnomer
because you're not actually linking to the
| | 01:34 | shapes yet; you're actually only
linking to the diagram as a whole.
| | 01:39 | In a second step, we will
link to the shapes themselves.
| | 01:43 | But I am going to click
this Link Data to Shapes.
| | 01:46 | It asks me what data source I want to use.
| | 01:49 | I notice that I can use Excel workbooks,
Access databases, SharePoint Foundation lists,
| | 01:54 | SQL Server databases, or any
OLEDB or ODBC compliant data source.
| | 01:59 | And in our case, we know that our
data source is an Excel workbook.
| | 02:03 | So next I need to browse out
to where that data source lives.
| | 02:07 | So again we will come under our exercise
files and we will find that data source. Next.
| | 02:15 | Because I'm using an Excel
workbook, I can choose a custom range.
| | 02:19 | in this case Organization, but if I
were using an Access or SQL database,
| | 02:23 | I would choose the particular table query
or view that I was interested in and let
| | 02:28 | it know that the first row of data in
my Excel Spreadsheet contains my column
| | 02:31 | headings as it should, so Next.
| | 02:35 | On this screen, I will click on Select Columns.
| | 02:38 | Right now, it says Columns to include.
| | 02:40 | The fields of information to include
are All Columns and under the Select
| | 02:46 | Columns, I can choose to include or not
include any of those and I don't need to
| | 02:50 | worry about the master shape at this point.
| | 02:52 | So, I am going to uncheck that one but I
certainly do want all the rest of those
| | 02:56 | fields linked, so OK.
| | 02:59 | I can even choose the records to
include and I can filter on those.
| | 03:03 | So, if I had a field called
permanent staff or temporary staff and I did
| | 03:08 | not want to link back to the
temporary staff, only the permanent staff,
| | 03:12 | I could filter on that.
| | 03:13 | But in my case, I certainly want
everyone involved there. So Next.
| | 03:19 | It looked at my data and it noted that
each employee's name was unique so it's
| | 03:24 | recommending that as my link field.
| | 03:28 | Now, in some organizations that may not
necessarily be the case. However, in that
| | 03:33 | data, you may have an employee number
and if you use employee number and those
| | 03:38 | employee numbers are unique,
that's really a wonderful one.
| | 03:41 | But in this case, it will look for a
unique field and I allow that to be checked
| | 03:45 | and it's recommending that.
| | 03:47 | So Next and Finish.
| | 03:50 | When it gets done, it actually builds
what's called an external data table.
| | 03:54 | Now, that's associated
with the diagram as a whole.
| | 03:57 | It is not yet linked to any individual
shape and if I zoom in here a little bit,
| | 04:03 | there are two ways that I can link
these data records from the external data
| | 04:08 | source into the individual shapes.
| | 04:11 | For example, Laura Jennings here, the CFO.
| | 04:14 | I can click on the record, then left
click, hold, and drag that record right
| | 04:20 | on top of the shape.
| | 04:21 | Notice the light blue bounded box that
drops over the shape, and release and it
| | 04:27 | would link that record to that shape.
| | 04:31 | And that's fine as long as I have
got just a few to do, but can you imagine
| | 04:36 | spending all afternoon dragging
these things from one to another?
| | 04:40 | It would be very tedious, very long-winded
to do it, and it is just way too much bother.
| | 04:45 | So instead, again under our Data tab in
the menu, once we have linked the data
| | 04:50 | to shapes, built the external data table,
now we can use the item Automatically
| | 04:55 | Link and I will click on that.
| | 04:58 | And it says I want to automatically link
to all the shapes on this page, Next,
| | 05:06 | wherever out in the data source our
Employee field equals in our data source the
| | 05:15 | employee in our Shape field.
| | 05:22 | So it's really nice and convenient.
| | 05:23 | I just say wherever I get a direct
match between the data source and the shape,
| | 05:29 | I want to be able to add that in.
| | 05:30 | And remember when we have first ran
the wizard, it created this field called
| | 05:34 | Employee and built that and filled
it with the right data, the first pass
| | 05:38 | through using the Organizational Chart Wizard.
| | 05:41 | So, now we are re-linking it makes it
very simple to say employee from the data
| | 05:45 | source equals employee from the Shape field.
| | 05:48 | So Next and then Finish.
| | 05:50 | Now, you see the little chain links
that you were showing up on the left side.
| | 05:55 | Out on the diagram itself, you are
seeing all sorts of little text and things
| | 05:59 | showing up out there.
| | 06:00 | These are data graphics.
| | 06:02 | We talked about data
graphics in an earlier video.
| | 06:04 | I am going to zoom back out here aways.
| | 06:06 | I'm going to select all the shapes,
Ctrl+A, and under Data I am going to
| | 06:11 | come under Data under Data Graphics and
select No Data Graphic and that will turn them off.
| | 06:16 | But these shapes are now linked to
that external data so that if the data
| | 06:22 | changes, all I need to do is come under
the Data tab of the Ribbon and click on
| | 06:27 | Refresh All and it will refresh those values.
| | 06:30 | So, if their e-mail address changes,
their office number changes, their
| | 06:33 | performance rating
changes, their salary changes.
| | 06:36 | If any of that changes, it will
automatically update the Visio diagram from the
| | 06:41 | changes in the data.
| | 06:43 | The one thing it will not do is if I
have a new record added out there in the
| | 06:48 | data source, it's not going to
automatically put a new shape in the
| | 06:52 | organizational chart.
| | 06:53 | If someone leaves the organization, I am
going to be left with a box with no data in it.
| | 06:57 | It won't remove that box. And if
somebody changes their reporting structure,
| | 07:02 | they were reporting to one person and
they are now reporting to a different,
| | 07:05 | it's not going to move that box.
| | 07:07 | Those three types of changes
I would have to make myself.
| | 07:11 | But if data that does not affect
position or I'm in or not in the organization,
| | 07:16 | as long as those aren't affected, any
of the rest of data will automatically
| | 07:20 | update by simply clicking on the Refresh All.
| | 07:23 | And by the way, under the Refresh All,
if I drop that down and select the
| | 07:28 | Refresh Data..., I can actually
configure that refresh to refresh any given
| | 07:35 | interval that I'm interested in.
| | 07:37 | As long as the Visio diagram remains
open, I can tell it to automatically
| | 07:42 | refresh down to as granular as one
minute, but it can be every minute, every
| | 07:47 | 5 minutes, every 60 minutes, take 60
times 24 and that's once a day. Whatever
| | 07:52 | makes sense for you in terms of minutes, you
can have it automatically refresh if you need to.
| | 07:58 | So, what we have looked at is the
ability to connect back to the original
| | 08:03 | source data so that if the data changes our
diagram can automatically refresh and update.
| | 08:09 | Now, do be aware when we ran this
Automatically Link, it said all the shapes
| | 08:14 | on this page. So I'd have to do
it one time for each one of all of the
| | 08:20 | pages that are in here and in this
case I've got an 11 page diagram so I
| | 08:24 | would have to do it 11 times.
| | 08:25 | But once it's linked, re-linked, then
I don't have to worry about that again.
| | Collapse this transcript |
| Applying data graphics| 00:01 | Now that I have my data relinked back
to the data source, and I can ensure that
| | 00:05 | I can refresh that easily and
quickly for any type of changes in my data.
| | 00:11 | I want to develop some graphical
indicators that help me understand what's
| | 00:15 | going on with the data.
| | 00:16 | Now again, per our last video, we saw
that we brought in external data and we
| | 00:21 | relinked it and we have a
huge external data table.
| | 00:24 | Just to give myself some screen real
estate, I'm going to close that external data.
| | 00:29 | From the Data menu, I can click
External Data Window and bring that back.
| | 00:33 | So I can easily retrieve it if I need it,
but right now it's just kind of in the way.
| | 00:37 | So here I am on Page 1 of my diagram
and I'm looking at my overall diagram.
| | 00:42 | If I were to select an individual shape,
I could look down in there and find out
| | 00:47 | there is Clair's name, she is the
Employee, and she is in Operations.
| | 00:51 | But I really don't want to have to click
on each and every shape to try and sort
| | 00:56 | out what department they're in.
| | 00:58 | So I'm going to close that Shape
Data menu for just a moment here.
| | 01:02 | What I can do now is use data
graphics to display that information.
| | 01:06 | So I'm going to take my diagram and
come up under the Data menu and under Data
| | 01:11 | Graphics, I'm going to
create a New Data Graphic.
| | 01:15 | I'm going to use this time a New Item
and I will choose in this case the
| | 01:21 | Department field, because I'm
interested in being able to visually see very
| | 01:25 | quickly which departments I
have available in my organization.
| | 01:30 | I want this displayed using Color by
Value, so that the shapes themselves will
| | 01:35 | take on a color based on the individual items.
| | 01:39 | Now I find it rather disturbing that
the Finance department instantly comes in in red,
| | 01:43 | but we won't go there.
| | 01:44 | They're actually in alphabetical order.
| | 01:46 | That's why Finance being first
showed up in that first color.
| | 01:49 | At anytime you want, you can change
the fill color to any color you like.
| | 01:54 | You can even change the text color to
any color you like, for any of these items.
| | 01:58 | But it automatically scanned my diagram and
found every department in the organization.
| | 02:03 | So I'll just go ahead and click OK here
and now that I've built that new data
| | 02:08 | graphic item in there, I'll click OK again.
| | 02:11 | Now that's built the data graphic,
but it's not yet applied to the diagram.
| | 02:16 | So again, I'll do a Ctrl+A to select
everything on this page and then under the
| | 02:21 | Data Graphics menu, there is my new Data
Graphic and I'll apply that and now I
| | 02:26 | can very readily see the
different departments in my organization.
| | 02:30 | Now if I were using Visio 2007, I
would need to manually create some sort of
| | 02:35 | legend so that the user would
understand what red is, what purple is, what tan is,
| | 02:39 | what green is, etcetera, etcetera.
| | 02:42 | But the nice thing about Visio 2010
is that I can come up under here and
| | 02:45 | select Insert Legend and I can
insert either a Vertical or a Horizontal
| | 02:50 | Legend as I choose.
| | 02:52 | So I'm just going to go ahead and
click on a Vertical Legend right now and
| | 02:55 | it always places that legend in the
upper right-hand corner and that's why I
| | 02:59 | wanted to leave it grayed.
| | 03:00 | I might choose to pull it down here
to the lower left-hand corner if that
| | 03:03 | makes more sense to me.
| | 03:04 | Let me zoom in on that so you can see.
| | 03:07 | It's taken each department and it's
shown me the color associated with that
| | 03:11 | department, gave me a legend, making it very
quick and easy to understand what's going on.
| | 03:15 | I'm going to delete that legend and
I'm going to actually create a little
| | 03:20 | change to my data graphic here.
| | 03:22 | We'll select Data Graphic, I'm going
to right-click on the data graphic that
| | 03:26 | I created and select Edit, and I'm going to
add a couple of additional items in here as well.
| | 03:32 | I'm going to select New Item and
this one is going to be based on their
| | 03:36 | Performance rating, and I'm going to
use an Icon Set, and I've got lots of
| | 03:42 | different styles of icons.
| | 03:44 | Some of which you may want to
use, some of which you may not.
| | 03:46 | But in my case I'm going
to use some trend arrows.
| | 03:49 | I'm going to say if their performance
rating on a scale of 1 to 5 is greater
| | 03:53 | than or equal to a four, meaning a 4 or 5,
| | 03:56 | I want to show then up-
trending with the green arrow.
| | 04:00 | If it's a less than or equal to a 2,
meaning a 2 or a 1, then I want to
| | 04:05 | show it down trending.
| | 04:08 | If they're just kind of sitting neutral
here so that it equals a three, then I
| | 04:12 | want to show it just as
a neutral indicator here.
| | 04:16 | I can choose the Position for that icon,
so I'm going to choose the Right Edge,
| | 04:22 | and the Top Edge for this
particular data graphic, and I'll click OK.
| | 04:28 | Notice how that's added it to my
collection of data graphic items in my data graphic.
| | 04:33 | Let me do one more new one and we'll
base this on the Salary, and again I'm
| | 04:38 | going to use an Icon Set, and this time I'm
going to use one of the stop light indicators.
| | 04:44 | So I'm going to say if their Salary is
less than or equal to, say, let's just
| | 04:49 | say $70,000 annually,
then I wanted to show green.
| | 04:54 | If it's greater than or equal to, let's just
say 125,000 annually, I wanted to show red.
| | 05:04 | If it's between the 70,000 and the
125,000, then I wanted to show as amber.
| | 05:16 | I'd like to place this one on
the Left Edge and the Top Edge.
| | 05:20 | So it's in the upper left-hand
corner of my shape. And I'll say OK.
| | 05:24 | So now I have three data graphic
items and when I click OK, because I've
| | 05:30 | already applied the data graphic to
the shapes, now when I click OK it's
| | 05:35 | just simply going to update the data
graphic that add the additional two items to them.
| | 05:39 | So I'll click OK here and we can
see that it's added those indicators.
| | 05:43 | Letting me know who is performing well
and costing me way too much money, who is
| | 05:49 | performing well and not costing me a
lot of money, who is performing poorly and
| | 05:55 | not costing me a lot, etcetera, etcetera.
| | 05:56 | You get the point here.
| | 05:58 | You can choose and understand visually
and graphically what's going on with all
| | 06:04 | of these indicators in your diagram.
| | 06:06 | You can setup as many different data
graphic sets as you would like and apply
| | 06:11 | them at any time you want, so the same
singular Visio diagram can be utilized
| | 06:16 | for numerous different purposes.
| | 06:18 | In this particular case, this is my
who do I sack first, because it is costing
| | 06:22 | me too much and they are
not performing well enough.
| | 06:24 | I might want another one showing me who
has been around the longest, who has got
| | 06:27 | the greatest tenure, etcetera, etcetera.
| | 06:29 | There are lots and lots of purposes
that these data graphics can serve for.
| | 06:34 | So in a review, we simply go to Data
Graphics, Create New Data Graphic, based
| | 06:39 | on the criteria, the fields that we want,
and set up the type of data graphic,
| | 06:43 | and the type of indicators, and set
their parameters, and then apply that data
| | 06:48 | graphic to what we are doing.
| | Collapse this transcript |
| Publishing organizational charts| 00:01 | Now that we have not only built the
Visio organizational diagram, but that we've
| | 00:07 | re-linked it back to the data and we've
applied data graphics to help understand it,
| | 00:11 | it would be very powerful and
very important to be able to share this
| | 00:15 | information with other applications.
| | 00:16 | And there are many ways that we can do this.
| | 00:19 | Certainly one of the easiest ways and
one of the most asked for ways is to be
| | 00:23 | able to share this with Microsoft PowerPoint.
| | 00:25 | And I am going to show you a couple
different methodologies in how to transfer
| | 00:30 | this information to PowerPoint.
| | 00:33 | So let's go ahead and
start by launching PowerPoint.
| | 00:36 | And I am going to come under All
Programs here and under Office, select
| | 00:41 | PowerPoint, New > Blank presentation,
so I haven't got anything in it.
| | 00:48 | And then we'll select New
Slide and we'll get a blank slide.
| | 00:51 | At any time you open up the
presentation you want, you'll create a new slide
| | 00:55 | that you're ready to work with for that.
| | 00:57 | So there is my new slide.
| | 00:58 | I am going to switch back
to Visio now. There we go.
| | 01:02 | And if I were to do a Ctrl+A to select
everything and Ctrl+C to copy and then
| | 01:08 | switch back over to PowerPoint and
then do a Ctrl+V to paste, I will get,
| | 01:17 | notice, only the foreground image.
| | 01:21 | I don't get my nice background.
| | 01:23 | I don't get the title blocks
and borders. I don't get logos.
| | 01:26 | I get only the information that's on the front.
| | 01:29 | And if you're using Visio 2007 and
prior and Office 2007 and prior, what it
| | 01:36 | will produce when it drops it in is a
collection of objects, which means your
| | 01:41 | PowerPoint presentation is
instantly going to get huge.
| | 01:45 | Under 2010, gratefully the default format
now is to drop it in as an Enhanced Metafile.
| | 01:52 | I am going to Ctrl+Z to undo what I just did.
| | 01:55 | When in doubt at any time, go to
Paste and Paste Special and make sure that
| | 02:03 | you're selecting Picture
(Enhanced Metafile) and click OK.
| | 02:08 | That's going to mean you're going
to get a photographically perfect
| | 02:11 | representation of what you had in Visio
and it's not going to blow it up your
| | 02:15 | PowerPoint presentation
and make it incredibly huge.
| | 02:18 | Now I am going to again Ctrl+Z to undo
what I just did and now I want to talk
| | 02:23 | about another methodology of getting
in your information to PowerPoint.
| | 02:28 | If you want that nice background or any
title blocks and borders and logos, etcetera,
| | 02:32 | if you want all the information to show
up in PowerPoint, then what you need to
| | 02:37 | do is select within Visio, File >
Save As and save it in a format that's a
| | 02:45 | graphics format, and I tend to choose
JPEG as the image format that I like.
| | 02:50 | But this is going to be an AutoOrg
03.jpeg and it's going to be in my student
| | 02:55 | directory that I'll place it
and I'll click Save and OK.
| | 02:59 | And once it's created that JPEG file,
now if I go to PowerPoint and select
| | 03:06 | Insert > Picture and go to my directory
under Exercise Files/Chapter 12 I'll
| | 03:13 | find my AutoOrg 03, and click on Insert,
I'll get to that image inserted in my
| | 03:19 | PowerPoint slide including the background.
| | 03:22 | So just remember that if you just try
and do a Copy/Paste, you're going to get
| | 03:26 | foreground page only,
| | 03:27 | no backgrounds, and when you do the
paste you want to ensure that you paste as
| | 03:31 | an Enhanced Metafile, not as Visio Objects.
| | 03:34 | But if you want the background, you'll
need to save your Visio diagram as a JPEG
| | 03:39 | and insert that JPEG into
your PowerPoint presentation.
| | 03:42 | Let me close that up.
| | 03:44 | Now another methodology
is to save out to a PDF file.
| | 03:49 | And there are some really good
justifications and reasons for that.
| | 03:52 | So I am going to select within Visio, File and
Save As, and change my file type here to PDF.
| | 04:02 | And this will be AutoOrg 03.pdf. So, Save.
| | 04:06 | And when it generates that PDF file,
not only do I see the image in PDF format,
| | 04:13 | in Acrobat Reader format, which is very
nice and clean, but the hyperlinks that
| | 04:17 | were there are still preserved, so that
I can actually navigate around between
| | 04:22 | them if I've set up the hyperlinks
in there, which is a real benefit.
| | 04:26 | Now in addition to that, another
methodology is to publish to the Web.
| | 04:34 | So I can select File > Save As, and
set this as Web Page. AutoOrg 03.
| | 04:45 | Click on the Publish, not the Save,
choose what you want to be published in
| | 04:50 | addition to the data, the navigation
control, the Search, the Pan and Zoom.
| | 04:54 | We also want to include custom reports
like the Org Chart Report and the Count
| | 04:58 | of Positions and click OK.
| | 05:03 | And in fact it's going to generate a
multi-paged HTML file, so I am going to
| | 05:08 | end up with one HTML file and one
support folder containing all the information
| | 05:13 | that we need for that and
this is an 11 page diagram.
| | 05:17 | But when it gets done, I'll come out to
my folder and I should find a file that
| | 05:23 | I can then Open with and I am
going to use Internet Explorer.
| | 05:25 | And using Internet Explorer I am
going to see that information right there.
| | 05:32 | This means that people who don't
even have Visio have the ability to see
| | 05:36 | and work with this.
| | 05:37 | And notice if I hold my Ctrl key down
and click, I have access to the data as
| | 05:42 | well as the graphics.
| | 05:43 | I can do a search for example.
| | 05:45 | Connie Waite, and I'll search on Connie.
| | 05:52 | And when I do so, it's going to give me a
list of every instance of Connie that it found.
| | 05:56 | And if I click on the first instance,
it'll give me an arrow pointing to Connie.
| | 05:59 | If I click on the next instance of Connie,
it'll show me Connie leading up her team.
| | 06:04 | And because Amy reports directly to
Connie, if I click on Amy, it'll show me Amy
| | 06:10 | and I can expand her data and
then see Amy reporting to Connie.
| | 06:15 | I also have the ability to Pan and
Zoom very quickly and easily at any time.
| | 06:21 | I can return to any page I am interested in.
| | 06:24 | For example, Page-1.
| | 06:25 | I can also go to any of those reports that
I had available and look at those reports.
| | 06:32 | So publishing as HTML has huge
benefits in working with these diagrams.
| | 06:38 | So again a review can take our Visio
diagrams, especially these organizational
| | 06:42 | diagrams, we can certainly publish them
to PowerPoint, we can publish the Adobe
| | 06:46 | Acrobat format and we can
publish them to the Web.
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|
|
13. Creating TimelinesAdding and configuring a timeline SmartShape| 00:00 | In many organizations it's very
important to be able to show things in a
| | 00:05 | timeline manner. In other words,
what's happening on what day, where are
| | 00:08 | my deadlines, etcetera?
| | 00:10 | One of the templates available within
Visio 2010 is the Visio Timeline template.
| | 00:16 | Here we're looking at the Backstage
view of course and I'm going to go ahead
| | 00:19 | and go into the Schedule
area and select Timeline.
| | 00:23 | Of course, we're going to be confronted
with the typical Visio environment,
| | 00:27 | our collection of stencils on the left
and our drawing area on the right.
| | 00:30 | Timelines have effectively five
different visual aspects to timelines.
| | 00:38 | All of these five timelines, whether it
be the block, the line, the ruler, the
| | 00:44 | divided, or the
cylindrical, function identically.
| | 00:48 | The only difference between the five of
these is the physical look and once you
| | 00:53 | get a timeline dropped down onto the page,
| | 00:56 | if you decide you don't like the look
of that, simply by right-clicking on it
| | 01:00 | you can change it to any
other look that you like.
| | 01:03 | So you do need to worry about which
timeline you're using based on personal
| | 01:07 | preference of the look that you like.
| | 01:08 | I tend to like the Cylindrical one and
that's the one I'm going to be using.
| | 01:12 | Another thing that you should
understand about timelines is that not only with
| | 01:17 | the timeline itself, but also
the milestones and the intervals,
| | 01:21 | anytime you drop an element into a
timeline diagram, the very first thing that's
| | 01:27 | going to happen is it's going to
ask you to configure that item.
| | 01:31 | So just be aware that as you drop
something you will be required immediately to
| | 01:35 | configure it, which is a very
straightforward process, and let's go through that.
| | 01:39 | I'm going to select the Timeline, in my
case the Cylindrical because I like the
| | 01:42 | look of it, drag it out
and drop it on to the page.
| | 01:46 | And the moment I drop it, notice
that it asks me to configure that.
| | 01:51 | So that configuration involves
setting a starting date for my timeline.
| | 01:55 | Let's say our fiscal
year goes from July to July.
| | 01:59 | So I'm going to back this up to July
1st of 2010 and our fiscal year will end
| | 02:07 | then on June 30th of 2011.
| | 02:11 | You certainly could configure an
actual starting time and ending time if you
| | 02:15 | wanted, but for the general timeline
itself, dates are probably sufficient.
| | 02:21 | The other decision you need to make
immediately is what is the scale of that timeline?
| | 02:26 | By default it's set to months, but
notice I can set that to full years and in my
| | 02:31 | case I think I'm going to
set that to quarters of a year.
| | 02:34 | Once I've set the parameters for my
Time Period, I can go ahead and click OK.
| | 02:40 | However, before I do, just so you're
aware, the other tab on this configuration
| | 02:45 | for the timeline itself is Time Format.
| | 02:48 | And in this area you choose the
physical look of the date fields that you want.
| | 02:53 | Do you want the format to be Month/Day/Year?
| | 02:58 | Do you want it in some other format?
| | 03:00 | Whatever makes the most sense to you
for the way you want to configure your
| | 03:03 | timeline. You'll do it
right here in the time format.
| | 03:05 | Just set them up the way that
makes the most sense to you.
| | 03:09 | I'll go ahead and click OK and as you
can see our timeline starts July 1st, 2010,
| | 03:14 | goes to June 30th, 2011 and we
can see the individual quarterly breakdown
| | 03:20 | markers on our cylindrical timeline.
| | Collapse this transcript |
| Understanding milestones and intervals| 00:00 | Now that we have a timeline itself
out in our diagram we're going to start
| | 00:05 | adding milestones and intervals.
| | 00:07 | However, before we start adding
milestones and intervals to our diagram, a bit
| | 00:11 | of a review for those of you who
might not be as versed in the project
| | 00:15 | management side of the world.
| | 00:17 | A milestone is a specific date and time in time.
| | 00:23 | In other words, I have to
meet a specific deadline.
| | 00:26 | it's due at 8 o'clock in the
morning on March, the 30th.
| | 00:29 | That is a milestone.
| | 00:31 | I need to meet that specific point in
time. Whereas an interval has different
| | 00:37 | starting and ending dates and times.
| | 00:39 | I have a sub-project which is to
configure a desktop and that sub-project
| | 00:45 | begins at 9 AM on the 5th of February
and ends at 4 PM on the 27th of March,
| | 00:52 | whatever that might be. It's a time span.
| | 00:54 | So the biggest thing to understand
between milestones and intervals,
| | 00:58 | milestone is a specific point in
time and interval is a span of time.
| | Collapse this transcript |
| Adding milestones to the timeline| 00:00 | Let's go ahead and add a milestone to
our particular timeline. Over on the left
| | 00:06 | because I used a cylindrical timeline
I'm going to use a cylindrical milestone
| | 00:10 | and a cylindrical interval as I add items to.
| | 00:14 | I'll click on the Cylindrical
milestone on my stencil, drag it out, and I don't
| | 00:18 | have to be the least bit accurate
about where I place it, because everything
| | 00:23 | that gets added to a Visio diagram
within the Timeline template must be
| | 00:28 | configured as its dropped. As long as I
drop this on the timeline it's going to
| | 00:33 | bring up a dialog box asking me to configure it.
| | 00:37 | Right now it's showing this
particular milestone is being 7/23/2010, which
| | 00:42 | doesn't make a lot of sense.
| | 00:43 | That's not where it really needs to be.
| | 00:45 | But all I need to do is drop down the
calendar and point it to the date where it
| | 00:50 | should go and I'm just going to click on
today's date temporarily and it'll put
| | 00:55 | it in for today's date. I do, however,
need to give it a description and we'll
| | 00:59 | just call this one Final Client Review.
| | 01:01 | Now I am going to move that dialog just
a little bit because when I click the OK,
| | 01:07 | watch that milestone shape because it's
simply going to hop right into position
| | 01:12 | where it needs to be.
| | 01:13 | Now I'm going to zoom in on that and
show you that there are two ways of editing
| | 01:21 | this once you've got it in position.
| | 01:23 | It's showing 3/10/2011 Final Client Review.
| | 01:28 | If I right-click on this and select
Configure Milestone it'll bring that dialog
| | 01:33 | right back up and I can alter the date
as necessary or at a time as necessary,
| | 01:38 | but I can also simply grab the shape,
drag it along the timeline anywhere I'd like,
| | 01:44 | and notice it will then
update the date on that accordingly.
| | 01:48 | So I can either use the dialog or
simply drag along the timeline to deal with that.
| | Collapse this transcript |
| Dealing with text collisions| 00:00 | We now have a milestone sitting on our
timeline and I'm going to go ahead and
| | 00:04 | zoom in on this, and we're going
to add a second milestone to this.
| | 00:09 | So I'll grab my Cylindrical milestone,
drag it out and drop it, and we'll give
| | 00:15 | this a description. Maybe
this is our Management Review.
| | 00:17 | Now even though I've configured this
appropriately and everything is set,
| | 00:24 | I've got a real mess on my screen and
I know that a lot of people get very
| | 00:27 | frustrated over this.
| | 00:28 | This is what we call text collisions,
and I want to walk you through how to get
| | 00:33 | rid of these text collisions and in
doing so we need to utilize again an item
| | 00:38 | that's been around in Visio since 1.0
and one of those things that most people
| | 00:41 | just don't know about and
these are called guides.
| | 00:44 | So what I'm going to do is bump up to the ruler.
| | 00:46 | And as soon as my cursor changes to a
double headed-arrow, I'll click, hold, and
| | 00:51 | drag down a horizontal guide.
| | 00:53 | I could certainly go to the ruler on the
left and drag out vertical guides as well.
| | 00:56 | In this case, they are not needed.
| | 00:58 | I'm going to drag out a second guide
here and now that I've done so I'm going
| | 01:03 | to click on the milestone on the right
and anytime you see a Visio shape that
| | 01:08 | has a little yellow diamond on it,
these are called control handles.
| | 01:12 | If you'll float your cursor over a
control handle, it tells you what it's
| | 01:15 | designed to do and this control
handle is designed to reposition the text.
| | 01:20 | So I'll click, hold, drag, and
glue that text up to that guide.
| | 01:24 | Now I'll take the other milestone shape
and drag it up and glue it to this guide.
| | 01:31 | As you can see this very nicely and very
easily avoids the text collisions and I
| | 01:36 | can move this one a little bit over
so that it's not crossing that line.
| | 01:40 | But by using guides I can establish an
exact horizontal order of all of my items
| | 01:47 | and stack them vertically
and be able to stagger them.
| | 01:50 | Anytime I click on the guide and move
the guide, anything glued to the guide
| | 01:54 | moves right along with it.
| | 01:55 | So guides are an elegant way of
organizing that information and getting rid of
| | 02:00 | these text collisions.
| | 02:02 | And again as I said before, anytime
you need to, you can go to the View menu
| | 02:08 | and turn off the Guides if the visual clutter is
more than you need. Or you can turn them back on.
| | 02:13 | Guides never print, so you
don't have to worry about that.
| | 02:15 | I'm going to zoom back out.
| | 02:18 | So we've taken a look at how to add
numerous different milestones along our timeline.
| | 02:25 | Anytime you deal with a text collision,
just simply stagger them by using guides
| | 02:29 | or any other methodology that you would
like and you should be in great shape.
| | Collapse this transcript |
| Adding intervals to the timeline| 00:00 | We stated earlier that the difference
between a milestone and an interval is
| | 00:04 | that a milestone is a specific point in
time whereas an interval is a span of time.
| | 00:09 | My Timeline already has a couple of
milestones in it, so now I want to add an
| | 00:14 | interval over the top of that.
| | 00:17 | I'm going to go ahead and grab this
interval shape and because again I'm using a
| | 00:20 | cylindrical timeline I'll choose a
Cylindrical interval. I'm going to drag it
| | 00:24 | out and drop it in my timeline.
| | 00:27 | This is for example a sub-
project of the overall timeline.
| | 00:31 | I need to give it a description
and perhaps this is my Process Improvement Project.
| | 00:36 | Now, I'm not going to worry right
now about the particular dates in that
| | 00:46 | configuration and the reason I'm not
going to worry about them as I zoom in on this,
| | 00:51 | at anytime I want I can simply
grab either the left or right sizing handle
| | 00:57 | on this shape and as I drag it out
you'll see that it updates the dates
| | 01:02 | accordingly for it, making it
very easy to adjust and work with.
| | 01:06 | I can certainly at any time right-click
on that and select Configure Interval and
| | 01:13 | get that dialog right back
there again to work with it.
| | 01:16 | Now you may have noted that when I
dropped this cylindrical interval on top of
| | 01:21 | my timeline that a couple
of things have happened.
| | 01:24 | Number one, I have obscured the
particular milestones and number two, I've
| | 01:30 | obscured the quarterly breakdown marker.
| | 01:33 | So by doing so, I've eliminated
some of the value of my timeline.
| | 01:36 | There is an easy way to get beyond
this and I'll do this simply by selecting
| | 01:42 | that particular interval, right-
clicking on it, and selecting Format > Fill.
| | 01:49 | And as you remember, every Visio
shape has a Transparency slider.
| | 01:54 | So I'm simply going to take that
Transparency slider and move that up to
| | 01:57 | around let's just say 35%.
| | 02:00 | When I click OK, now I can still see the
interval, but I can also see through it
| | 02:07 | to see the particular milestones
and the quarterly break down marker.
| | 02:11 | Now yes, I could very easily move those
two milestones forward without changing
| | 02:18 | the transparency and that
would work just fine for those.
| | 02:22 | But it wouldn't allow me to see
that quarterly breakdown marker.
| | 02:25 | So by setting a level of transparency
it does make it much, much cleaner, much
| | 02:30 | easier to read this in
its multidimensional form.
| | Collapse this transcript |
| Adding a Today marker to the timeline| 00:00 | When working with timelines it's
really beneficial to understand where we are
| | 00:04 | today versus where the beginning and
ending of a particular project might be,
| | 00:09 | where particular milestones are.
| | 00:11 | One of the features of the Visio
timeline solution is that it has an item in it
| | 00:16 | called a Today marker, and if I grab
that marker off the stencil and again toss
| | 00:22 | it onto the timeline, it doesn't matter
where I toss it onto the timeline, when I
| | 00:26 | release that it's going to
show me exactly where today is.
| | 00:31 | And it will use, because I am using a
cylindrical timeline, it will change that
| | 00:36 | to a cylindrical marker.
| | 00:38 | And let me zoom in and you can see that
a whole lot clear at that point time.
| | 00:41 | You can see exactly where Today is and
I might actually take my interval and
| | 00:48 | again by right-clicking on that I can
actually bring that forward or send that back.
| | 00:52 | In fact Bring to Front > Bring to Front.
| | 00:55 | It's a little sit behind it
just like the rest of things do.
| | 00:58 | And I can also adjust the position of that
so it's not interfering with other lines.
| | 01:05 | Very easily configuring these
and making the scenes look nice.
| | 01:07 | But the Today marker will
always show me where today is.
| | 01:12 | If I were to open up this diagram 6
days from today, the Today marker will have
| | 01:16 | the moved itself to the
right to show me the 6 days.
| | 01:19 | It's always going to show me, whenever
I open the diagram, where Today is in
| | 01:23 | terms of my project.
| | Collapse this transcript |
| Adding an Elapsed Time indicator to the timeline| 00:00 | In addition to being able to provide
a Today marker which always shows us
| | 00:04 | where today is, you may also want to
see the progress through the span of the
| | 00:09 | time that's involved.
| | 00:10 | We have an additional item here
called an Elapsed time marker.
| | 00:14 | I am going to drag that out
and drop it on my timeline.
| | 00:18 | It will always start at the
beginning of my timeline and take me up to
| | 00:23 | where ever today is.
| | 00:24 | And again let me zoom in on that
so you can see a little bit closer.
| | 00:28 | But it's showing me up to
where today is on my timeline.
| | 00:32 | And again, each day that I open up the
diagram this will move to the right to
| | 00:36 | show me where today is relative to
the beginning of the overall timeline.
| | 00:40 | This will not be relative to any one
of the individual intervals but to the
| | 00:44 | overall timeline, letting me see my
progress through the entire operations.
| | Collapse this transcript |
| Creating and adjusting the expanded timeline| 00:01 | The timeline that I've created
now has a couple of milestones.
| | 00:04 | It has an interval.
| | 00:05 | It shows me the Today marker and it is
showing me an Elapsed time marker, but
| | 00:09 | I might want to look at my process
improvement project in greater detail.
| | 00:13 | Right now my timeline is broken down by
quarters of a year and I'd like to look
| | 00:18 | at that particular project in greater detail.
| | 00:21 | Visio has a solution as part of the
timeline solution called an Expanded timeline.
| | 00:27 | And if I take this Expanded timeline
off the stencil, drag it out and drop it
| | 00:32 | right on top of that interval, it's
going to ask me of course to configure that.
| | 00:37 | I'm not going to worry about the dates
because I can adjust that later, what I
| | 00:41 | do want to change and what is very
important is to change this Scale.
| | 00:46 | My top-level timeline was broken down
by quarters of a year, so I want to go
| | 00:52 | more granular, and I'm going
to break this down by months.
| | 00:55 | Now do notice that the Visio timelines
will allow you to configure things by the
| | 00:59 | year, quarters of a year, months, qeeks,
says, and for the highly retentive of
| | 01:07 | you out there, hours, minutes, or seconds.
| | 01:11 | Believe me if you're tracking by the
second, I don't think I'd even want to know
| | 01:14 | about it, but we'll go ahead
and set this to Months and say OK.
| | 01:19 | Notice that what it did was build a
new timeline right over the top of
| | 01:24 | the existing timeline.
| | 01:26 | And this is a 1D shape, and as we know
with 1D shapes we move them and adjust
| | 01:30 | them by grabbing their endpoints.
| | 01:33 | So I want to take the right endpoint of
this shape and move it down further below.
| | 01:39 | And then I'm going to do the same thing with
the other end of this. Move it down and below.
| | 01:44 | Now notice in doing so it's move that
timeline below and added dotted lines and
| | 01:49 | showing me where this is relative to my
top-level timeline, and notice there are
| | 01:54 | two control handles here.
| | 01:56 | I can adjust, by grabbing those control
handles, the area that I'm interested in
| | 02:01 | looking at, pulling those in close,
and now I am focusing specifically on the
| | 02:08 | area of that process improvement
project that I'm interested in.
| | 02:12 | I'll zoom in here a little bit closer
and of course certainly you going to want
| | 02:15 | to take care of your text collisions.
| | 02:17 | I'll just take care of them
temporarily in a very quick manner.
| | 02:23 | This is an eminently readable diagram type.
| | 02:26 | I love the fact that these
expansions allow me to focus.
| | 02:30 | You need to be aware that the top-level
timeline can have as many expansions as
| | 02:35 | it wants, and each of those expansions
can have as many expansions as they want,
| | 02:41 | etcetera, etcetera, etcetera.
| | 02:43 | So that we can actually focus in on
numerous aspects and drill down from a very
| | 02:49 | high-level aspect down to very, very
granular details as we expand this out.
| | 02:56 | And again, if you need larger page
area, you can certainly go out to that.
| | 03:00 | One of the things that we find that we
might want is add additional milestones
| | 03:05 | on an expansion level and we
don't want them to show up above.
| | 03:09 | Notice if I grab a milestone here and
I drop it over here and I'll just call
| | 03:16 | this Project Closeout. Say OK.
| | 03:24 | That's going to show up here
and it's not showing up up above.
| | 03:29 | So I can keep adding levels of detail
here. But what if I've got something down
| | 03:34 | here that's already showing up here,
because it was there initially?
| | 03:38 | This again is where layering comes in.
| | 03:41 | I'll go back to my Home tab, select
Layers and Layer Properties, and I'll set up
| | 03:47 | a New layer that I'm going to call
Top Level, and I'll say OK and OK.
| | 03:54 | Now having done so, I'm going to select
let's just say my management review and
| | 03:59 | under Layers > Assign to Layer, I'll
assign this to Top Level and say OK.
| | 04:05 | Now that I've done that, at any time I
want I can come up under my Layers dialog box
| | 04:09 | and simply turn off
the visibility of Top Level.
| | 04:14 | And in doing so, it's still down at the lower
level, but it's not visible in the upper level.
| | 04:20 | So you can by using layers absolutely
control what is visible at what time.
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| Exporting timeline data to Microsoft Project| 00:00 | One of the advantages of using the
Visio timeline solution is it can also work
| | 00:06 | in concert with Microsoft Project, and
being able to work back and forth between
| | 00:11 | Microsoft Project and Visio is a huge advantage.
| | 00:14 | The one caveat I will state is that you,
again just as with other solutions in
| | 00:19 | Visio, do need to have
equal versions of the product.
| | 00:22 | In other words, if I'm using Visio 2010,
I'll need to make sure I have Project 2010.
| | 00:27 | As long as I do and I select the
Timeline tab on the Ribbon, in addition to
| | 00:34 | Milestone and Interval and Timeline, I
will see up in here Import and Export Data.
| | 00:39 | I've got my Timeline completed.
I think it's the way I want it.
| | 00:43 | I'm going to select the top-level
timeline and once I've done so I'm now going
| | 00:49 | to select Export Data.
| | 00:51 | When I click on Export Data, it says
would you like to export all markers on the
| | 00:57 | timelines expanded child timeline(s) as well?
| | 01:01 | And I certainly do want to export all
my markers from all expanded timelines.
| | 01:06 | So I'm going to go ahead and click Yes.
| | 01:07 | When I do so, it's going to bring up the
File dialog box and again I'm going to
| | 01:12 | go to my Exercise Files and into my
particular directory here and I'm going to
| | 01:17 | give it a name and I'll just
call this Output1 and click Save.
| | 01:26 | It tells me the project has
been successfully exported.
| | 01:29 | That wrote out every milestone and
every interval on my timeline, not only the
| | 01:35 | main one, but all the expansions beneath it.
| | 01:38 | You need to be very, very aware that
the only thing that it's passing out to
| | 01:41 | Microsoft Project are the
milestones and the intervals.
| | 01:45 | Now I'm not a certified Project
professional, but for me it's very, very
| | 01:49 | nice to be able to lay out exactly
what has to happen and when, get all of
| | 01:54 | this detailed, then be able to pass
that off to Project and it will write out
| | 01:58 | and create a brand new Microsoft.mpp
project file with those milestones and
| | 02:04 | intervals in place.
| | 02:07 | And then a certified Project
professional can open that project up in Microsoft
| | 02:12 | Project and do things like assigning
resources and resource leveling and
| | 02:16 | baselining and dependencies and all
those things that Project does so well.
| | 02:20 | I concentrate and focus on what makes
the most sense for me graphically and
| | 02:24 | based on time intervals that I need to
know about and a project manager focuses
| | 02:29 | on project management tasks.
| | 02:31 | I'm going to go ahead and
launch Microsoft Project.
| | 02:33 | So under Programs, we'll come
down to Office and Microsoft Project.
| | 02:41 | There we go, and I'm going to
select File and Open and we will go to my
| | 02:48 | particular directory here into the
exercise folders and we can see our Output1
| | 02:54 | file and I'll click Open.
| | 02:55 | Now we can see our milestones and our
intervals and all the information that was
| | 03:01 | contained within that Visio project.
| | 03:03 | Now a Project professional can get
ahold of this and do all the wonderful
| | 03:07 | things that Microsoft Project does.
| | 03:09 | I'll close that out now.
| | 03:11 | So again, in summary, we can export
information from the Visio file out to
| | 03:16 | Microsoft Project who can then get a
hold of it because it's a .mpp file and
| | 03:21 | do whatever they need to do to finish
that up, to expand it, to flesh it out even further.
| | Collapse this transcript |
| Importing timeline data from Microsoft Project| 00:00 | We've talked about the ability for
Visio to interact with Microsoft Project and
| | 00:04 | we've talked about exporting
information out to Project.
| | 00:08 | The other side of that coin is the ability
to import information from Microsoft Project.
| | 00:13 | I'd like to lay out a scenario for you.
| | 00:15 | Let's say you've been working on a
Project file for a period of time and as part
| | 00:19 | of that Project process, your manager
has asked you to present your Project
| | 00:24 | information at the next quarterly meeting.
| | 00:27 | So you're thinking, oh this is not a problem.
| | 00:29 | I'll simply plug in my laptop, hook
it to a projector, bring up Microsoft
| | 00:33 | Project and you'll bring up that
Project file, up comes the Gantt chart, and
| | 00:37 | half of the eyes in the room simply glaze over.
| | 00:40 | People have a real struggle
understanding Gantt charts.
| | 00:44 | So instead of that what we're going
to do is I'm going to launch a new
| | 00:48 | blank timeline in Visio.
| | 00:50 | Go to the Timeline tab of my Ribbon
and I'm going to select Import Data.
| | 00:57 | I need to browse to where my file is,
and again we'll get out of the exercises
| | 01:02 | area into our specific
chapter and I'm going to select a
| | 01:06 | ProcessImprovementCertificationProject
that I have. I'll click Open.
| | 01:12 | Next on this screen of the wizard, it's
going ask me what do I want to include.
| | 01:17 | Do I want to include all task types, do
I want to include top-level tasks only,
| | 01:22 | milestones only, summary tasks only,
or top-level tasks and milestones?
| | 01:28 | In my case, I'll go ahead and include
everything because it's a small file, but
| | 01:31 | you choose the granularity of
what you want to import. Next.
| | 01:36 | And then choose the style of
importing that you would like.
| | 01:39 | What's the style of the
timeline that you want to use?
| | 01:42 | Maybe I want to use a Block timeline.
| | 01:45 | Notice I can use Block, Line, Ruler,
Divided, or Cylindrical, but I'm going to
| | 01:50 | go ahead and select Block.
| | 01:51 | What type of milestone do I want to use?
| | 01:54 | I can use Diamonds, Triangles, Lines,
Xs, whatever makes the most sense.
| | 01:59 | I'll go ahead and stay with Diamonds.
| | 02:01 | And then what type of
intervals do you want to use?
| | 02:04 | So I'll use a little different style.
| | 02:06 | Bracket interval 2.
| | 02:07 | Now under the Advanced tab, you can tell
it again to configure your date formats
| | 02:13 | in any way you want.
| | 02:15 | So next in the wizard, it gives you a
summary of what you've asked it to do.
| | 02:19 | You click Finish and it will
build only the top level timeline.
| | 02:25 | You are going to have text collisions,
you're going to have only the top level
| | 02:29 | timeline, but as you've seen in earlier
videos, it's very fast and very easy to
| | 02:34 | clean up those text collisions and to
add expansions to drill into the granular
| | 02:40 | information that you're interested in.
| | 02:42 | But Visio does a wonderful job of
passing these things back and forth.
| | 02:47 | If I made changes to this at this point
in time, I could then push it back out
| | 02:52 | by exporting that data back out to Project.
| | 02:55 | That information, that change, could be
pulled back into another MPP file, a
| | 02:59 | master file, and
incorporate those changes in with it.
| | 03:03 | So the ability to import and export
data is incredibly powerful, Visio working
| | 03:08 | in concert with Microsoft Project.
| | Collapse this transcript |
|
|
14. Creating CalendarsCreating a monthly calendar| 00:00 | In the Schedule templates of Visio
2010, and I'll go ahead and go into that
| | 00:05 | area, we know that we not only have timelines,
| | 00:09 | we also have PERT and Gantt
charts, but we also have calendars.
| | 00:12 | Calendars are a wonderful way of
expressing information to showing people the
| | 00:17 | information that we're used
to in a calendar-based format.
| | 00:20 | Now you may be asking
yourself, "Why do we need calendars?
| | 00:24 | Because, quite frankly, Microsoft Outlook
does a wonderful job of showing calendars."
| | 00:30 | But realize that there are a lot of
people who may not have access to your
| | 00:33 | calendar file, who need to understand
what's going on in a calendar-based view.
| | 00:37 | And hence, we can create a Visio calendar,
save that as a PDF, and shoot that off
| | 00:42 | to anyone we want, or post it up to
the Web and let people read even more
| | 00:46 | information about that, or post it out
to a SharePoint site and let people see
| | 00:50 | the updated information based on that calendar.
| | 00:53 | So what I want to walk you through is
how to create both monthly as well as
| | 00:58 | weekly and daily calendars.
| | 00:59 | And then finally I am going to show
you how to import data into a Microsoft
| | 01:05 | Visio calendar from Microsoft Outlook.
| | 01:08 | So let's just start by double-clicking
on that calendar file and the first thing
| | 01:11 | we're going to do is create a monthly calendar.
| | 01:15 | Notice in your stencils on the left,
right up at the top of our collection,
| | 01:19 | we have Month, Week, Multiple week,
Thumbnail month, Year and Day calendars, as
| | 01:25 | well as tools for adding
Appointments and Multi-day events.
| | 01:29 | So I want to create a monthly calendar.
| | 01:32 | I'll simply click on that Month shape,
drag it out, and toss it at the page.
| | 01:37 | I don't need to be the least but
accurate about how I toss it, because in the
| | 01:41 | end result Visio in going to go ahead
and center that calendar on the page.
| | 01:45 | But when it drops the calendar,
it's going to ask me to configure it.
| | 01:49 | What month am I interested in, and I
can choose from any month of the year
| | 01:53 | and any year that I am interested in, and
what day of the week does my calendar begin on.
| | 01:58 | And like a lot of calendars I think
they begin on a Sunday, so I am going to go
| | 02:03 | ahead and set Sunday as my starting date.
| | 02:05 | So Saturdays will be on the right.
| | 02:07 | Sundays will be on the left.
| | 02:08 | What language do I want to use?
| | 02:10 | Do I want to Shade the weekends?
| | 02:12 | Do I want to show a title?
| | 02:14 | Configure this in the manner that makes sense.
| | 02:17 | And when I click OK, it'll configure
that calendar to conform to what I need.
| | 02:22 | Very quick, very simple.
| | Collapse this transcript |
| Adding appointments and events| 00:00 | Now that I've created the calendar
itself, in this case the monthly calendar,
| | 00:05 | the obvious next task that I need to
do of course is create an appointment or
| | 00:10 | multi-day event to add to that calendar.
| | 00:12 | On our collection of shapes on
our stencil we have both Appointments
| | 00:15 | and Multi-day events.
| | 00:17 | An appointment happens at a specific
time or range of time on a given day and
| | 00:22 | multi-day spans series of days.
| | 00:24 | If I'm going to go ahead and drag out
an appointment and drop that in.
| | 00:28 | For example, I'm going to drop
this in on March the 8th.
| | 00:33 | And when I drop it again, it's
going to ask me to configure it.
| | 00:36 | So what's my Start time and what's my
End time, and maybe this is actually 10:30.
| | 00:41 | I can either type them or just use my
arrow keys to bump that up to where I need it.
| | 00:46 | So this is going to go from 10:30
until let's just say 12 O'clock.
| | 00:52 | The Subject of this is Team Resource Meeting,
and its Location is Building 15 - Room 15007.
| | 01:08 | We can set our Date formats and our
Time formats to anything that makes sense
| | 01:12 | for you whether it's 24-hour time or
AM, PM, and then set and/or choose a
| | 01:18 | different date as we need, and click OK.
| | 01:20 | Now I will zoom in so you
can see that little bit better.
| | 01:22 | It will add that appointment to our calendar.
| | 01:25 | Now I want to do a multi-day event, so I'm
going to do one down here on the 16th and 17th.
| | 01:30 | I'll drag out a multi-day event and
drop it, and this is going to start on the
| | 01:34 | 16th and go up to the 17th and this is
going to be Budgeting Workshop, and the
| | 01:42 | Location is going to be
Corporate HQ and I'll click OK.
| | 01:47 | And you'll see that it will expand itself
out to fill the space for those two days.
| | 01:52 | Very easy to add any number of events
and multi-day events and appointments
| | 01:59 | anywhere on your calendar
that you want to add to them.
| | Collapse this transcript |
| Adding additional months| 00:01 | Perhaps the calendar that you're
looking at spans beyond the current month and
| | 00:05 | you want to add
additional months to your calendar.
| | 00:09 | It's really not a very difficult process.
| | 00:10 | Visio allows for multiple pages so
all I am going to do is take Page-1, and
| | 00:15 | actually before I do that, I am going to
right-click on that page and I am going
| | 00:19 | to select Rename and change
that from Page-1 to March 11.
| | 00:26 | And now I am going to create a new page,
right-click on that, and rename it to
| | 00:31 | April 11, and I am going to go ahead on
my stencil, grab another month, drag it out,
| | 00:38 | drop it on the page and configure
this to be April of 2011, beginning my
| | 00:45 | week on Sunday, and click OK.
| | 00:49 | And I now have two tabs of my page
tabs, one for March and one for April.
| | 00:53 | And I can repeat this process as often
as needed to build up as many months as I
| | 00:59 | need to build up in my
multi-page Visio calendar.
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| Embellishing the calendar| 00:00 | You've probably noted that in
addition to the Month, Week, Multiple week,
| | 00:05 | Thumbnail month, Year, Day, Appointment
and Multi-day event shapes, beneath that
| | 00:10 | are a whole series of items that we
can use to embellish our calendars.
| | 00:15 | And I am certainly not going to spend
the time reading all of these off to you,
| | 00:17 | but you can see as I scroll through
in there are lots and lots and lots of
| | 00:21 | visual items that we can add to our calendar.
| | 00:23 | Notice in the calendar that I have up
in front of me, and this is based in your
| | 00:27 | student exercises Calendar02, that
I've got a series of appointments in here,
| | 00:32 | both individual daily appointments
and one spanning a series of days.
| | 00:37 | And if I zoom into this area down
below where it says fly from Seattle to
| | 00:41 | Orange County airport, that
I've got an appointment in there.
| | 00:45 | And I would like to have people be able
to visually grasp this real quickly, and
| | 00:50 | this is something that you
can't do in an Outlook calendar.
| | 00:53 | So I can take one of these
embellishments, for example, this Travel by air one.
| | 00:57 | Simply drag it out and drop it into
my calendar wherever I would like it.
| | 01:00 | And if I scroll over a little bit to
the flying back to Seattle from Orange
| | 01:06 | County, I can put another one
of those airplanes in there.
| | 01:09 | And for our Tips & Techniques Lectures
that we have got going on, I can kind of
| | 01:15 | scroll through and say,
| | 01:16 | oh, that's actually a meeting here, so
I'll plot the little calendar item in there,
[00:01:20.0]
or I could have some absolutely
brilliant ideas come out of that and I can have these.
| | 01:25 | Just drag out any items to embellish
your calendar, anything to help people
| | 01:29 | understand what's going on with
your calendar, quicker and easier.
| | 01:33 | I am going to go ahead and just close
this one out and I am going to bring up
| | 01:37 | another one that I've provided for you.
| | 01:40 | This one is MonthlyCalendar04, and
you can see a better example of lots of
| | 01:44 | different appointments and things
going on, the weather on the week's end,
| | 01:47 | and where I've got a birthday going on and
some other interesting bits of information.
| | 01:52 | The important thing about adding these
embellishments to your calendar is not
| | 01:57 | just to make them look cute and pretty,
but to give people a quick visual idea
| | 02:01 | of what's going on in your monthly
calendar, something you cannot do with
| | 02:05 | other forms of calendars.
| | 02:06 | So even at a glance when I look at this
I can see the two dates that I am flying.
| | 02:10 | I can see where I've got a
series of meetings going on.
| | 02:13 | I can see where there's a birthday coming up.
| | 02:15 | I can get a chance to understand the
weather if I need to prepare for that.
| | 02:19 | Visio calendars convey lots of
information and when we say that a picture is
| | 02:23 | worth a thousand words,
| | 02:25 | that really shows itself to be true
with regard to these calendars.
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| Creating a weekly calendar| 00:00 | In addition to creating monthly
calendars, adding appointments and events, and
| | 00:04 | adding embellishments to make them
understandable, we do have other calendar
| | 00:08 | types available to us.
| | 00:10 | So I'm going to go ahead to start a
new calendar diagram, again based on the
| | 00:13 | calendar template and this time
instead of a monthly calendar, I'm going to
| | 00:17 | create a weekly calendar.
| | 00:19 | So I'll drag out a weekly calendar
shape and drop it in my diagram, and this
| | 00:24 | time I'm going to drop it
kind of down near the lower-left.
| | 00:26 | Now I'm going to tell that I like this
one to go from the-- let's just take a
| | 00:30 | peek here. Maybe I'd like this to go
from the 7th of March and I'd like this to
| | 00:35 | span five days to the 11th
of March, and I'll say OK.
| | 00:41 | And it will create that calendar,
showing me the 7th, 8th, 9th, 10th, and 11th.
| | 00:45 | And I can expand these.
| | 00:47 | These are Visio shapes and I can
expand them as necessary, kind of widen
| | 00:50 | that out if I wish.
| | 00:51 | If I need to move it up a
little, I can move it up a little.
| | 00:54 | Wherever it makes sense to place
that on your page and whatever size you want.
| | 00:58 | And then once you got that you can
certainly add appointments within that calendar.
| | 01:03 | Let's just call that
Meeting and the Location, Here.
| | 01:07 | And this maybe goes from nine until 10,
we'll say OK, and it will do that.
| | 01:12 | I can do the same thing with multi-day events.
| | 01:14 | Everything that we talked about
doing with the monthly calendar we can
| | 01:18 | certainly do with a weekly.
| | 01:22 | Team Coordination there. Say OK.
| | 01:24 | So you can see that it's very easy to
create these and again embellish them
| | 01:28 | in any way, shape, or form that you want,
whatever works for you in the weekly calendar.
| | 01:32 | Let me show you an example of one that
I've already created available for you.
| | 01:36 | I'll close this one out.
| | 01:37 | It's not really necessary any longer.
| | 01:39 | But here's one where I've created
the weekly calendar, put in a couple of
| | 01:42 | appointments, and then using the
Thumbnail month, drag out a thumbnail for the
| | 01:48 | month before March, and then the month of
March made it a little larger by sizing
| | 01:53 | it up, and then the month afterwards.
| | 01:54 | That way I can see a three-month span
plus the particular week I'm working with.
| | 01:59 | So you're not confined just because
I'm using weekly calendar, I can't see
| | 02:02 | monthly information. I can drop
these monthlies in just as easily as not.
| | 02:07 | Weekly calendars give you a closer
view of the information that you're working with.
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| Creating a daily calendar| 00:00 | Just as we've been able to build both
monthly and weekly calendars, add the
| | 00:04 | particular events and appointments that
we needed, and embellish them in any way
| | 00:08 | we want, we can also do the
same thing with a daily calendar.
| | 00:12 | If we need to see a chronology of the
different things we're doing on a specific day,
| | 00:15 | daily calendars work
incredibly well for that.
| | 00:18 | Again, we start a new diagram based
on the calendar solution and instead of
| | 00:23 | dragging out a month or a week,
this time we drag out a day.
| | 00:26 | And we'll drop it in our diagram.
| | 00:28 | Select the particular day that
we want to work with and click OK.
| | 00:32 | Now it starts out relatively small, but
you can expand that in anyway you need
| | 00:37 | to make it whatever size is important to you.
| | 00:40 | And this will give you a
chance for the day appointment.
| | 00:43 | I am going to go ahead and drag out an
appointment for there, and we'll have our
| | 00:49 | Team Kickoff and that goes
from 8 to 9. So we'll click OK.
| | 00:55 | And I can move these sort of up-and-
down within there, because I might want to
| | 00:58 | add a second appointment in here.
| | 01:00 | I'll drag out and drop it in here, and
this one is going to go from 9 until 10.
| | 01:05 | And if I'd made a mistake and I
didn't type in a specific value, I'll just
| | 01:09 | come back to configure.
| | 01:10 | I'll put the subject in and this is the
Workshop #1 Organization. Say OK and add that in.
| | 01:19 | And I can stack that further up next to
the previous one anywhere I need to, and
| | 01:24 | keep adding appointments as I go along.
| | 01:26 | And again, add
embellishments whatever is necessary.
| | 01:29 | Now that I've shown you the
practicalities of how to build that daily calendar,
| | 01:32 | let's close that out and I'll
show you the one that I've completed.
| | 01:36 | And I've taken this one,
| | 01:37 | created the daily calendar, added the
appointments in, created the thumbnail
| | 01:43 | month and dropped in the year,
so I have a full yearly calendar.
| | 01:48 | And over here dropped some notes.
| | 01:51 | And beside that, put in some text items,
so that I can fill in some additional
| | 01:56 | notes on my daily calendar as necessary.
| | 02:00 | Clean, concise, clear calendars in many formats
that allow me to convey information to other
| | 02:05 | people, who may not have Visio on
their desktop or who may not have access to
| | 02:11 | my Outlook calendar.
| | 02:13 | And I can save this as a PDF, shoot it
off to anyone I want, attach it to an
| | 02:17 | email and send it off.
| | 02:19 | It's a great way to communicate
information. Monthly calendars, weekly
| | 02:23 | calendars, and daily calendars.
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| Importing data from Microsoft Outlook| 00:00 | Another very exciting aspect of working
with Visio calendars is not only can I
| | 00:05 | create calendars in a manual mode,
meaning bring up a month, bring up a week,
| | 00:10 | bring up a day, add appointments, add
multi-day events, add embellishments, and
| | 00:15 | make them into attractive calendars,
but I can also pull information from my
| | 00:20 | Exchange Server based or even
locally based Outlook calendar.
| | 00:26 | So I'm going to go ahead and create a calendar.
| | 00:29 | Before I even drag that in I'm going to
decide by clicking on the Calendar tab
| | 00:34 | of that, that I'd like to
import data from Outlook.
| | 00:39 | So I'm dealing with a new blank Visio
calendar-based diagram and on the Calendar tab
| | 00:44 | I'll click Import Outlook Data.
| | 00:47 | Import wizard allows me to import
data into a, in my case, new Visio calendar.
| | 00:53 | Had I already dropped a month in there, I
could base it on the selected Visio calendar.
| | 00:58 | But in my case, a new one
from a blank drawing. Next.
| | 01:02 | So I set my starting and ending date
and I'm going to do this from March 1st
| | 01:05 | until March 31st, and my starting
times I'll go from 8 AM to 5 PM.
| | 01:13 | You can set those up.
| | 01:15 | You can even filter your appointments
based on specific subject containing.
| | 01:21 | So if you only want to bring in certain
categories of information, if you are one
| | 01:24 | of those people who carefully uses
subject matter appropriately, you can
| | 01:28 | actually filter based on that.
| | 01:30 | But I'm going to go ahead
and bring everything in.
| | 01:32 | So Next, and the Calendar Type that I'm
going to create is a monthly calendar.
| | 01:37 | I'm going to begin my week on Sunday,
I'm going to shade the weekends, the same
| | 01:42 | configuration we're used
to working with. So Next.
| | 01:45 | It tells me what I've asked it
to do and I'll click Finish.
| | 01:49 | And it's reading my Outlook calendar
and there is the information Visio, and
| | 01:54 | I'll zoom in so you can see this a
little bit better, that I've got all the
| | 02:00 | meetings and multi-day events and
everything that's going on for my calendar.
| | 02:05 | Now just so that you're aware and are
able to see that there's no smoke and
| | 02:09 | mirrors going on here, I'm going to
switch over to Outlook and there is the
| | 02:13 | same calendar in Outlook.
| | 02:15 | So all the appointments that were in
my Outlook calendar I've pulled back in
| | 02:20 | to my Visio calendar.
| | 02:22 | Now I can add all the embellishments
and do all the things that would not be
| | 02:26 | possible in my Outlook calendar, save
this either as a PDF or whatever format I
| | 02:32 | would like, attach to an email or send
up to a website or send out to SharePoint,
| | 02:37 | and share with other people who might
not have access to my Outlook calendar at all,
| | 02:41 | and they can understand what's going on.
| | 02:44 | So the ability to connect to an
Outlook calendar and pull in the appointments
| | 02:49 | and things that you're interested in
is a great advantage in working with Visio calendars.
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|
|
15. Working with PivotDiagramsUnderstanding PivotDiagrams| 00:00 | A new diagram type was introduced into
Visio with Visio 2007 and that diagram
| | 00:05 | type is called a PivotDiagram.
| | 00:08 | PivotDiagrams in Visio differ
somewhat from PivotTables in Excel.
| | 00:15 | Their similarities are that both are
hierarchically structured and show you a
| | 00:20 | breakdown and give you the ability to
drill down and roll up and slice and dice
| | 00:25 | the data in any way you want.
| | 00:27 | The largest difference is that Excel
PivotTables are still tabular clusters of
| | 00:34 | textual or numeric-based information,
whereas Visio PivotDiagrams are visual
| | 00:41 | breakdowns of the
information you're interested in.
| | 00:44 | Here we're looking at a breakdown of the
Two Trees Olive Oil system of employees.
| | 00:49 | We start from the top level
of the organization itself.
| | 00:52 | In the next level beneath that we
look at all the different departments
| | 00:56 | within that organization.
| | 00:58 | From there we drill into the Marketing
department and look at the particular
| | 01:01 | managers in that department. From
within one particular manager in this case
| | 01:07 | David Jaffe, we look at all of the
employees reporting to David and underneath
| | 01:12 | two of those employees we
analyze their telephone numbers.
| | 01:16 | The same sort of breakdown structure
that you're used to in PivotTables in
| | 01:21 | Excel, you can certainly do
within PivotDiagrams in Visio.
| | 01:26 | The largest difference is the Visio
diagrams are, A, based upon numeric-based
| | 01:32 | information by default, and two, are
very, very graphical, giving you a clear
| | 01:38 | indicator of what you're interested in.
| | 01:41 | Now should you decide that you
would like to also be able to include
| | 01:44 | textual-based information, you can
certainly easily do that simply by re-linking
| | 01:50 | to the data and applying the
textual-based information as well.
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| The Data Selector Wizard| 00:00 | I am going to begin a PivotDiagram
within Visio by going to the Business
| | 00:05 | category of my Templates and within the
Business category finding PivotDiagram.
| | 00:12 | Once I found PivotDiagram, as the
new diagram begins, the first thing that
| | 00:17 | happens is the Data Selector Wizard appears.
| | 00:21 | This is effectively exactly the same
Data Selector Wizard that is used in any of
| | 00:26 | the Visio 2007 and 2010 Professional and
Premium Data Connectivity Applications.
| | 00:33 | The only difference between this
Data Selector and the one used for
| | 00:37 | general data connectivity is that in
addition to all the data sources you're
| | 00:41 | used to be able to using, the
PivotDiagrams also allow you to utilize SQL
| | 00:47 | Server Analysis Services.
| | 00:50 | So it's exactly the same wizard and we're
going to step through that one screen at a time.
| | 00:55 | First, we'll select the
source that we want to use.
| | 00:58 | In our case we're going
to use an Excel Workbook.
| | 01:01 | We'll click Next and then we're going
to click the Browse button to go out to
| | 01:05 | our Exercise Files directory and select
the TwoTreesOliveOilOrganizationalData,
| | 01:15 | and we'll open that.
| | 01:16 | That fills that in, in the
workbook to import. Next.
| | 01:21 | Then because it's an Excel
workbook we can choose the specific range.
| | 01:25 | We've created a custom range there and in
this case Organization, which is fine. Next.
| | 01:31 | We'll then choose the columns of
information we want to include.
| | 01:35 | And we're going to certainly include
everything; however, we don't need the
| | 01:38 | Master_Shape that might've been used in
organizational charting so we're going
| | 01:42 | to uncheck that item.
| | 01:43 | And include all the rest of the
pertinent fields that are important to us,
| | 01:47 | and we'll click OK.
| | 01:49 | And then as far as rows to include,
we're going to include all rows so that
| | 01:53 | we have all information about every employee
in the organization so that's perfectly fine.
| | 01:59 | Next. And then Finish.
| | 02:02 | Very straightforward.
| | 02:03 | Unlike Data Connectivity where
we end up with a large data table,
| | 02:07 | an external data table shown at the
base and underneath the diagram, in this
| | 02:13 | case it creates the top level node.
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| The top-level node| 00:00 | Once the top-level node has been created
in the Visio PivotDiagram we want to do
| | 00:05 | a little analysis of what it has provided for us.
| | 00:08 | I'm going to zoom in on the upper left-
hand corner of our diagram and we'll see
| | 00:12 | that three items have appeared
in that upper left-hand corner.
| | 00:15 | And those three items are the top-level node.
| | 00:18 | This is indicated by the item that says
Total and has information underneath it.
| | 00:24 | Above the top-level node, we have the
name of the particular data source that
| | 00:29 | created this particular top-level node.
| | 00:32 | We also have to the right some data
information about the data source.
| | 00:38 | It gives us the data source name and shows
us the name of the spreadsheet that we use.
| | 00:42 | It shows us the specific range that we
use, which is replicated up here above.
| | 00:47 | It also shows us the last update time
for that data source and if any filtering
| | 00:52 | has been applied to it.
| | 00:54 | Now as I look at this top-level node
I notice that it's showing me that the
| | 01:00 | Total is totaling the office numbers.
| | 01:04 | It's trying to do a summation of all of
the office numbers, and that really is
| | 01:08 | not applicable or pertinent to what
we want to drill down on within our
| | 01:12 | organizational structure.
| | 01:15 | Therefore, what I'm going to do is look
to the left into the PivotDiagram Task pane,
| | 01:20 | and I'm going to in the Add
Totals area uncheck the Office Number
| | 01:26 | Summation, and I'm going to check
Count, and as I do noticed that the data
| | 01:32 | graphic changes out here in the diagram
itself and it's now showing me that in
| | 01:37 | my organization there are 70
individuals working there and that's certainly
| | 01:42 | makes a lot more sense to
what we want to analyze.
| | 01:45 | So remember that once the top-level
node is created, you'll want to check and
| | 01:50 | make sure that the top level is in fact
showing the information that makes the
| | 01:55 | most sense for what you need.
| | 01:57 | Later on we'll talk about being able to
choose to display or not display some of
| | 02:01 | these other facets at that top-level.
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| Adding a category by drilling in| 00:00 | With the top-level node configured
appropriately and now showing us that
| | 00:03 | we have 70 people within our organization,
| | 00:06 | the next step we would like to take
is to drill down and find out which
| | 00:10 | departments exist within our organization.
| | 00:13 | And to do this, just as we would do
in an Excel PivotTable, we're going to
| | 00:17 | drill in on the information.
| | 00:20 | In this case, it's very, very
straightforward. Very simple to do.
| | 00:24 | I simply select the top-level node and
once it's selected, I can either look to
| | 00:29 | the left in the PivotDiagram task pane,
and in the Add Category area look at
| | 00:34 | all the different fields of
information that were part of my data source.
| | 00:38 | We have Employee, Title, Manager,
Department, Telephone, etcetera, etcetera,
| | 00:44 | all the information that we were
interested in drilling in on.
| | 00:47 | So I am going to select the Department.
| | 00:49 | Now before I do, I want you to be
aware also that instead of using the
| | 00:54 | PivotDiagram task pane, I can also choose
to right-click on the shape itself and
| | 01:00 | select Add Category and
choose from the list there.
| | 01:03 | These are both identical functions,
the task pane at the left or the
| | 01:06 | context menu at the right.
| | 01:08 | Selecting the item I am interested in.
| | 01:10 | Personal preference, I
tend to use the right-click.
| | 01:13 | I am just a right-click kind of person.
| | 01:15 | It's right there where I needed.
| | 01:17 | But either way it works for you.
| | 01:19 | I'll go ahead and use the task pane
this time around, so we'll come back here
| | 01:22 | and we'll select Department. And when I do,
| | 01:26 | notice that it lays out in a horizontal manner
all of the departments within the organization.
| | 01:34 | And because that did not confine itself, it
wouldn't fit within an 8.5 x 11 sheet of paper,
| | 01:39 | Visio 2010 has allowed us to create the
additional sizing of the piece of paper
| | 01:44 | and shown us the page break.
| | 01:45 | Now I tend to find that page
break somewhat distracting.
| | 01:49 | So I am going to come back under the View
menu and simply turn off the Page Break.
| | 01:54 | We'll deal with resizing the page
and getting the information in a more
| | 01:59 | clustered manner later on
as we work through this.
| | 02:02 | But drilling down from the top-level
node is as simple as either selecting the
| | 02:06 | node and selecting the particular
category you want to drill in on, or
| | 02:11 | right-clicking and selecting Add
Category from the context menu and getting the
| | 02:15 | same selection set there.
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| Setting layout direction| 00:00 | By default as we drill into each level
in our PivotDiagram, Visio always lay
| | 00:06 | them out in a horizontal manner.
| | 00:08 | This is referred to as
top down or top to bottom.
| | 00:12 | We're stepping down with each level of
hierarchy, even though it's laying them
| | 00:16 | out in a horizontal manner.
| | 00:18 | I'd like to drill into the Marketing
department and take a look at who are the
| | 00:22 | managers within that Marketing department.
| | 00:25 | But instead of having it lay it out in
a horizontal manner one level beneath,
| | 00:30 | I'd like to stack those
managers on top of each other.
| | 00:34 | So I want to lay them out left to right.
| | 00:37 | So what I'm going to do is click on the
Marketing department itself and before I
| | 00:42 | go any further and before I try to
drill in, I'm going to choose from the
| | 00:46 | PivotDiagram tab the Direction and I'm
going to change that from Top-to-Bottom
| | 00:51 | to Left-to-Right, and having done so, I
can now go ahead and select the Managers
| | 01:01 | and note that the managers will now lay
out in a vertical manner stacked beneath
| | 01:07 | the Marketing department.
| | 01:09 | At any time we want, we can choose to set
the layout direction for any level of node.
| | 01:15 | Remember to set the level of layout
direction before you drill into that area.
| | 01:20 | You certainly can change the direction
after the fact, but I find it much more
| | 01:24 | logical to choose the item, set the
direction, then do the drill into that.
| | 01:29 | So we've drilled in now at this
point in time to the particular managers.
| | 01:33 | I want to continue down and drill in
a little bit further and I'm going to
| | 01:38 | select a particular manager, David Jaffe,
and I want the members to string out
| | 01:42 | to the right from there.
| | 01:44 | So I'm going to select the direction
there to be Top-to-Bottom and in doing so,
| | 01:48 | I'll now select the Employees to drill
in and I can see the list of employees
| | 01:55 | that come across as part of that alignment.
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| Setting layout alignment| 00:00 | In addition to setting the direction
for the layout of any given level in our
| | 00:05 | hierarchy, we can also
choose to set the alignment.
| | 00:09 | Notice as I float over the alignment
item, on the PivotDiagram tab it says
| | 00:15 | "Change the alignment of a
level of nodes in the PivotDiagram.
| | 00:18 | Start by selecting the
parent node." And this is important.
| | 00:22 | We start by selecting the particular
parent node for the alignment that we're
| | 00:26 | interested in providing, and then we
can choose to align this Left, Center,
| | 00:30 | Right, Top, Middle, or Bottom.
| | 00:34 | Choosing some of these permutations
will actually change the direction, so I
| | 00:38 | caution you to use care in selecting one.
| | 00:42 | For example, if I select Middle,
it's going to actually set up a middle
| | 00:48 | alignment based on those individuals to
their parent, which actually adjust the
| | 00:53 | spacing between the parents.
| | 00:55 | I'm going to Ctrl+Z there.
| | 00:57 | If I choose Bottom alignment, again
it's going to align that below, dramatically
| | 01:03 | changing that spacing between the
individual items to the parents above them.
| | 01:08 | Top will of course do the same sort of thing.
| | 01:11 | By changing alignment to Left,
that's what I have currently.
| | 01:15 | If I change it to Center, it's not going
to affect it, and Right is not going to
| | 01:22 | affect it currently.
| | 01:23 | So I can choose to alter forms
of layout by using alignment.
| | 01:28 | And by using both direction and
alignment in conjunction with each other, we can
| | 01:32 | establish the specific
layout that we're interested in.
| | 01:36 | The reason I go through this carefully
is you can still at anytime select an
| | 01:42 | individual node item and drag it off
anywhere you'd like to drag it off to.
| | 01:46 | Perfectly acceptable at anytime.
| | 01:48 | However, the moment you do any form of
refresh, it's going to revert back to its
| | 01:53 | default type of positioning.
| | 01:56 | Therefore, any manual adjusting or
positioning you should do after you have all
| | 02:02 | of your layouts created.
| | 02:04 | Save that for the end. Use the
tools initially to set what the default
| | 02:08 | positioning will be and make your final
adjustments when you're ready to create
| | 02:12 | the end of your diagram.
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| Sorting and filtering| 00:00 | Visio PivotDiagrams also give you the
ability to control the visual ordering and
| | 00:05 | layout of the individual
items within a given node.
| | 00:09 | In this case we're going to be talking
about sorting and filtering the information.
| | 00:14 | I'm going to zoom in on the particular
employees who report to the particular
| | 00:18 | manager, David Jaffe, and we can see
that he has five people reporting to him.
| | 00:23 | If I select the breakdown node itself,
and underneath a given node between that
| | 00:31 | and the individual items in
it is this breakdown shape.
| | 00:34 | And if I select the breakdown shape and
then under the PivotDiagram tab come to
| | 00:39 | the Sort & Filter area and
select the Sort & Filter,
| | 00:44 | I can sort by a category of information,
in this case Employee, and I can choose
| | 00:49 | to have that Ascending or Descending.
| | 00:51 | And I can choose the Maximum number
of items to work within that sort.
| | 00:57 | Right now it's sorted in an Ascending
order, so I can see Jaffe comes before
| | 01:01 | Helga, which comes before Joshua,
before Toby, before Wendy there, in
| | 01:06 | ascending alphabetical order.
| | 01:08 | If I change that order to Descending, we
can see instantly that we reversed that order.
| | 01:14 | So I can choose to set up an ascending
or descending order based on any given
| | 01:19 | category of information.
| | 01:21 | I'm going to back up before that
happened and again come to Sort & Filter,
| | 01:25 | and as I drop that list down and notice
that the list of items that we can sort
| | 01:30 | by is similar but not exactly the
same as the list of items in the Add Totals
| | 01:37 | area of our task pane.
| | 01:41 | By default, Visio chews on or works
with numeric data only or specific
| | 01:49 | alphabetical categories.
| | 01:51 | So there is a lot of information about
these particular individuals that we know
| | 01:55 | is out in the dataset that is
not used in the breakdown system.
| | 02:00 | And we have additional things like
Averages and Sums that may not mean anything
| | 02:06 | in a given category.
| | 02:07 | Later we're going to learn how to
attach and reattach external data to be able
| | 02:13 | to utilize textual-based information more,
but right now it's acting upon things
| | 02:18 | like Office_Numbers and Performance
rating and Salary and Tenure, which are
| | 02:22 | all numeric based values, in providing
its ascending and descending orders, and
| | 02:28 | then certainly Employee, which
is the level of the node itself.
| | 02:32 | Now in addition to being able
to sort, we can also filter.
| | 02:37 | Again, by selecting the breakdown shape,
we come up to the Filter item and it
| | 02:42 | asks us within the particular source
name that we're working with, in this
| | 02:46 | case our Employee area,
| | 02:48 | what is the criteria we would like to filter on?
| | 02:50 | So we select the Operation and notice
our operations contain things like, it
| | 02:55 | equals, it does not equal, it begins
with, it does not begins with, it ends
| | 03:00 | with, it does not end with,
it contains, it does not contain.
| | 03:04 | So I'm going to set up the does not begin with.
| | 03:07 | I want to set up a filter that shows
does not begin with, and I'm going to say
| | 03:11 | does not begin with Toby.
| | 03:14 | And by setting up a filter that says I
only want to display the items that do
| | 03:18 | not begin with Toby, and I click OK,
| | 03:22 | we notice that Toby's record has
disappeared out of our particular breakdown.
| | 03:26 | I'll Ctrl+Z to undo that particular
filter, but within those filters, and I need to
| | 03:33 | make sure I select that breakdown
shape, we can add multiple criterias.
| | 03:39 | So if I selected an operation that again
said does not begin with Toby,and then
| | 03:48 | we have And or Or operators.
| | 03:51 | And notice how we can stack these and
build these into multiple criterias to do
| | 03:56 | the filtering and the sorting that we need.
| | 03:59 | So the Sort & Filter and the Filter
tools up here on our PivotDiagram tab,
| | 04:05 | give us the flexibility to totally control in
an automated manner how things are displayed.
| | 04:11 | Again, remember at anytime you have
the flexibility and the freedom to move
| | 04:15 | these node items around wherever you
would like to move them, but if you change
| | 04:20 | some of the criteria, it's going to
place them back into their default mode.
| | 04:24 | So any manual changes
should always be done at the end.
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| Collapsing nodes| 00:00 | In the pivot that we're looking at
we've drilled down from the top level.
| | 00:04 | The organization as a whole through
the departments, through the managers, to
| | 00:09 | the individual employees
reporting to a singular manager.
| | 00:13 | I am going to drill down one more level
and up to this point I've been drilling
| | 00:17 | down on one item at a time.
| | 00:19 | It's just as easy to drill down on
multiple items whenever we need to.
| | 00:23 | So I am going to select Geof, hold my
Shift key down, and click on Joshua as
| | 00:28 | well, and that's now selected two.
| | 00:30 | I can select as many multiples as I would like.
| | 00:32 | And I want to drill down from these
individuals and I'll come into the Add
| | 00:37 | category and I want to take a
look at their telephone extension.
| | 00:42 | And in doing so we can see that it's
drilled down to that level for both of them
| | 00:47 | and showing their particular
telephone extensions within the organization.
| | 00:50 | Now perhaps I made a mistake or perhaps
I want to look at something different.
| | 00:55 | So at anytime I want I can also as well
as drill down, roll up or collapse notes.
| | 01:02 | And all I have to do is select the
parent above it, so again selecting Geof and
| | 01:06 | clicking the Shift key and selecting
Joshua, I can right-click and select from
| | 01:11 | the menu there Collapse.
| | 01:13 | Now note that I can also do this up
under my Arrange area by clicking on
| | 01:17 | Collapse as well through there, but I
am a right-click person so I am going to
| | 01:21 | select Collapse from the right-click
menu, and it rolls them right back up.
| | 01:25 | And now I can choose from there to then
drill down on another category, perhaps
| | 01:30 | in this case their E-Mails.
| | 01:32 | So it's very easy to drill down, roll
up at any time I need to work with them.
| | Collapse this transcript |
| Relocating nodes left or right| 00:00 | In addition to the tools that we've
talked about before in terms of direction
| | 00:04 | and alignment and especially in terms
of sorting and filtering, all of these
| | 00:08 | rearrange the order of items within the diagram.
| | 00:12 | We also can use the tools within the
PivotDiagram system on PivotDiagram tab to
| | 00:17 | individually slide items into
different orders, regardless of the sorting and
| | 00:22 | filtering options that are there.
| | 00:24 | So I am going to zoom in to this employee
area where I have Geof and Helge and Joshua, etc.
| | 00:31 | And maybe for some reason I decided I
like Joshua immediately next to Geof and
| | 00:36 | Helge move to the right.
| | 00:37 | So I could select either Joshua or
Helge and in this case I'll select Helge and
| | 00:42 | simply say to Move this to the right.
| | 00:45 | Notice this is under the
PivotDiagram tab in the Arrange area.
| | 00:48 | I can move something left for
upward or right or downward.
| | 00:51 | So in this case I am going to take Helge
and move that right, and that shifts it
| | 00:56 | right, which of course then swaps it
with Joshua which is now next to Geof.
| | 01:00 | So utilizing the tools in the
PivotDiagram tab Arrange area, moving left or up,
| | 01:06 | right or down, the ability to Collapse,
Promote, Merge or Unmerge items, all
| | 01:12 | give us total control over how
things lay out within our diagram.
| | Collapse this transcript |
| Setting display options| 00:00 | As we began our PivotDiagram we noted
that when we dropped the top-level node or
| | 00:05 | actually when the top-level node was created
for us and we configured it properly,
| | 00:09 | we said there were two other items that
existed beside that top-level, one of which
| | 00:13 | was the title of the data source you
were using and another was a complete
| | 00:16 | legend of that data source information,
I'm going to zoom in on that a little
| | 00:20 | bit just so you can see a little bit
clearer and we can see not only the
| | 00:24 | top-level node, but we can also
see that title and that legend.
| | 00:29 | You have the ability to choose whether
you do or do not wish to see those items
| | 00:34 | at any given time. When that top-
level node is selected it enables this
| | 00:39 | Show/Hide area of the PivotDiagram
tab and if I uncheck the Title item,
| | 00:45 | notice that the Title will turn
off and I can turn it back on.
| | 00:48 | Same thing with the Data Legend.
I can turn it off and turn it on.
| | 00:52 | In addition to those two items I'm choosing
whether or not I wish to see those in my pivot,
| | 00:58 | at each level of the node by default we
see the individual breakdown shape and
| | 01:03 | we noted that the breakdown shapes are
important to be able to select because
| | 01:07 | we use those in the sorting and filtering.
| | 01:10 | But when your sorting and filtering is
done perhaps you don't wish to see the
| | 01:14 | individual breakdowns in say Department
or Manager or whatever they might be, so
| | 01:19 | at any time you can also choose to turn
those off simply by un-checking them and
| | 01:23 | checking them again to turn them back on.
| | 01:26 | So the Show/Hide area allows you to
choose which visual aspects of that pivot
| | 01:32 | you want shown in the pivot at any time.
| | 01:34 | Remember that they're always there.
This is just your area that allows you to
| | 01:38 | choose whether you do wish
or do not wish to see them.
| | Collapse this transcript |
| Applying alternate SmartShapes| 00:00 | Now that in the particular pivot we're
working with, we drilled our way down to
| | 00:04 | the lowest level we're
interested in doing an analysis on.
| | 00:07 | And before we do final layout of
things, but we've got everything broken
| | 00:11 | down where we need them, I have a
personal problem with white boxes on a
| | 00:15 | white background. I tend to find them to be
deadly boring, and I'm sure you do as well.
| | 00:20 | So in order to change that one of the
things it's available to you within a
| | 00:24 | PivotDiagram is the ability to
apply an alternate Smart Shape symbol in
| | 00:28 | replacement for the default one.
| | 00:31 | Now I'm going to zoom in and kind of
close down to the bottom of this to make
| | 00:35 | this point a little bit clearer.
| | 00:37 | What you are looking at with each
one of these blue bars with white boxes
| | 00:41 | beneath it is not the actual Visio Smart
Shape symbol; it's actually the data graphic.
| | 00:49 | The Smart Shape symbol that is here is hidden.
| | 00:52 | It's really not shown at all, but you can at
anytime choose what you want to have it shown.
| | 01:00 | Select the particular node, and then
again I'm a very right-click person, you
| | 01:04 | can either select Apply Shape up in the
Format area of the PivotDiagram tab or
| | 01:11 | simply right-click and select Apply Shape.
| | 01:14 | Now when you select Apply Shape you
can apply a shape from any open stencil.
| | 01:21 | By default, two stencils are already
opened for you and that's the Workflow
| | 01:26 | Departments and Workflow Objects.
| | 01:29 | By opening up any additional
stencils you can also choose shapes from
| | 01:33 | those stencils as well.
| | 01:35 | Now I know because I'm dealing with
in this particular item here, an email
| | 01:40 | address, I know that within my Workflow
Objects, I happen to have a nice little
| | 01:45 | envelope to show mail there.
| | 01:48 | So I'll click on that and that will add
the little email symbol there and I'll
| | 01:52 | do it of course here as well.
| | 01:54 | And right now I'm doing them one at
a time just to prove that you can do
| | 01:59 | them one at a time.
| | 02:00 | However, I find that to be less than efficient.
| | 02:03 | So a better way to do that, and I'm zooming
out, is to simply select all of the nodes
| | 02:09 | that you're interested in.
| | 02:10 | In this case I have all the employees.
| | 02:13 | And then I would tend to right-click and
select Apply Shape and I have a User as
| | 02:19 | a shape there, so I have all my
employees working away madly at their desks and
| | 02:23 | that works just great.
| | 02:25 | And I can come over here to the next
level up to these Managers and select all
| | 02:29 | of the managers and right-
click there and Apply Shape.
| | 02:32 | In this case I'm going to switch from
Objects to Departments and within there I
| | 02:38 | have something called Management.
| | 02:40 | So there we can select Management, and
there is all our managers standing around.
| | 02:44 | Oh, I didn't see that, did I really?
| | 02:46 | And we'll zoom out just a little
bit further and then we can select the
| | 02:50 | Marketing department and Apply
Shape there, and we have our Marketing
| | 02:54 | department, and we can do the same thing
for Finance, etcetera, etcetera. Apply Shape.
| | 03:00 | You can get a little overboard with
applying shapes, so what I can to do is
| | 03:04 | apply shapes to the path that is
applicable to the information I'm interested in.
| | 03:09 | So in other words, even though I could
apply a shape for the Finance department
| | 03:13 | up here-- I'll cancel for just a moment.
| | 03:16 | I find that I want them to focus on
the marketing department here, so I have
| | 03:20 | only applied a shape here.
| | 03:21 | And that helps lead the eye down the path
to exactly what I'm interested in looking at.
| | 03:27 | So I might not even apply a shape for
these other three employees. Only the ones
| | 03:32 | that I'm interested in
drilling down to their email.
| | 03:35 | The choice is yours to
apply wherever you like.
| | 03:37 | I can come up to the top-level node,
and because it's a very global company I
| | 03:41 | can apply a shape for
the international division.
| | 03:44 | And as you can see, in very, very short
order we can turn something that looks
| | 03:48 | rather bland and dull into something
that actually has some real impact to it.
| | 03:53 | Now also notice that our page has
gotten totally out of size here.
| | 03:57 | It's 21 inches long and we don't need it.
| | 04:00 | So I am going to move my cursor to the right
edge of the page and I hold my Ctrl key down.
| | 04:04 | It will say Resize Page and I'm
just going to pull that page in closer.
| | 04:08 | And right now it's 18 inches and I
know that there is a typical size for a
| | 04:14 | legal sheet of paper, which is 8 1/2 X 14.
| | 04:17 | And I might want this eventually to fit
within that 8 1/2 X 14 space, which means
| | 04:22 | I just need to move manually in the end
result, a couple of those nodes around,
| | 04:27 | but I want to do all of that after
I have applied that alternate shape.
| | Collapse this transcript |
| Creating and using alternate data graphics| 00:00 | We are taking care of a lot of the base
graphics and before we are through with this
| | 00:03 | we certainly will be
adding a background page.
| | 00:05 | But the next thing I want to talk
about as we work through polishing and
| | 00:09 | finalizing our Visio diagram, our pivot
here, is I want to talk about the data
| | 00:14 | graphics themselves.
| | 00:16 | If I come back to the Data tab on my
ribbon and look at Data Graphics, you'll
| | 00:21 | know that there is one Data Graphic
item that's created and as I said before
| | 00:27 | that blue bar with a white box under
it is in fact the data graphic, not the shape,
| | 00:31 | and we've applied in a previous
video, we've applied the individual custom
| | 00:36 | shapes that we want to these.
| | 00:38 | Now rather than modifying the base Data
Graphic, we should always keep that intact.
| | 00:44 | So what I'm going to do is right-click
on that and select Duplicate and when I
| | 00:50 | select Duplicate and then come back up
to my Data Graphics, I can see that I
| | 00:54 | have Data Graphic and then
something called Data Graphic.,
| | 00:58 | whatever number it might be at the time.
| | 01:00 | In my case, right now says 23 and
that doesn't make a lot of sense to me.
| | 01:04 | So I'm going to right-click on this
and rename this and I'm going to just
| | 01:11 | call this one Employee. Then I'll say OK.
| | 01:17 | Now having done so, now
I have two Data Graphics,
| | 01:20 | one called Data Graphic and one called
Employee, and I'm going to right-click
| | 01:24 | on the Data Graphic called Employee and select
Edit, because I want to edit that information.
| | 01:30 | Now that blue bar is a text callout and
that's User.visDDTitle and that's what's
| | 01:38 | always going to be in that blue bar.
| | 01:40 | So rarely will you want to change that.
| | 01:43 | But beneath that blue bar for each
of these employees is the word Count
| | 01:46 | and the number 1 and that's because
it's based on the Count field and that's
| | 01:50 | not doing you an awful lot of
good and perhaps you want some other
| | 01:54 | information in there.
| | 01:55 | So we can click into that line and
then click Edit Item and choose a field
| | 02:01 | that we want to use.
| | 02:04 | Perhaps notice we can change it and
put their Salary in there or their Tenure
| | 02:08 | in there and let's put their Tenure in there.
| | 02:11 | And the Tenure is a text callout and
instead of the default label, which will
| | 02:16 | simply say Tenure, I'm going to say
Tenure In Months and I'll click OK.
| | 02:28 | I can add additional data graphics. I
can remove data graphics. I can edit these
| | 02:33 | in any way shape or form that I can
normally work with a data graphic, but I
| | 02:36 | think I have what I want for my employee.
| | 02:39 | So I'm going to click OK.
| | 02:41 | Now that hasn't changed anything in
the diagram because I haven't yet applied
| | 02:44 | that new data graphic that I've
created to any of those items, but I want to
| | 02:49 | go ahead and select each one of those
managers and apply that new Employee
| | 02:57 | data graphic to them and I'll select
each one of the employees and apply that
| | 03:04 | data graphic to them.
| | 03:07 | Now I certainly have something that
makes a lot more sense being displayed to my
| | 03:10 | diagram, that it shows me an
individual person has been in the company for x
| | 03:14 | number of months and it's a
great way to look at those.
| | 03:17 | So you can at anytime you want create
and use your own alternate data graphics
| | 03:23 | as well as applying your own alternate
Smart Shapes to customize each one of
| | 03:28 | these nodes to have them look any
way you'd like to have them look.
| | Collapse this transcript |
| Re-linking to data| 00:00 | As I stated earlier, Visio
PivotDiagrams tend to drill down and roll up based
| | 00:06 | upon numeric data and not
based upon textual-based data.
| | 00:11 | But I want to be able to add that
additional textual-based data into my diagram
| | 00:16 | so that I can view that in data graphics.
| | 00:18 | I can report on it. I can create custom
data graphics that utilize that external data.
| | 00:23 | If the data changes, I can
refresh my diagram with it.
| | 00:26 | There are lots of reasons why it's
very important not to just do the initial
| | 00:31 | setup with the pivot but also when you get it
laid out as you needed relink it to the data.
| | 00:37 | And this is exactly the same way we
talked about re-linking data when we
| | 00:41 | referred to organizational diagrams and
I would refer to literally any type of
| | 00:46 | diagram that does an initial pull from
data and then doesn't work with it later on.
| | 00:52 | So again, what we are going
to do is take our diagram.
| | 00:55 | We will come to the Data tab.
| | 00:56 | We are going to select Link Data to Shapes.
| | 00:59 | The Data Selector comes back up.
| | 01:01 | This is the same Data Selector that we
saw when we initially built the pivot.
| | 01:05 | The only thing that's not showing in
there is the SQL Services Analysis Cube at
| | 01:10 | this point, but we are using an
Excel workbook so we are fine.
| | 01:13 | Next, browse out to our data source
and it's in our Exercises in our chapter
| | 01:19 | folder and we will select that.
| | 01:26 | And we've talked through each one of
the screen so I won't talk through them
| | 01:29 | again, but I am just going to come
through them and again I don't need that
| | 01:33 | item for the Master_Shape, so I will
unselect that and Next and Next and Finish.
| | 01:44 | Now, we have all of the individuals
within our organization and that's really
| | 01:48 | what we are interested in reporting on.
| | 01:50 | We visually can see the breakdown we
have but we want to find out information
| | 01:55 | about these employees.
| | 01:56 | So, the fastest and easiest way to do
that would be to select a node and find
| | 02:01 | out what's in that particular node.
| | 02:04 | So, if I look under my Data tab and I
look at the Shape Data Window, I can see
| | 02:11 | in the Shape Data Window that
the Member is Ashley Larsen here.
| | 02:16 | For example, if I select further up the line
and click this one, the Member is Marketing.
| | 02:23 | Click the next one over here,
the Member is Operations.
| | 02:27 | Clicking way down here, the
Member is actually an email address.
| | 02:32 | So, what I'm interested in being able
to do to do an automatic linking is to
| | 02:37 | select Automatically Link.
| | 02:39 | This is from the External Data area of
the Data tab and I want to link all the
| | 02:44 | shapes on this page, Next, wherever
the employee name out in the data source
| | 02:54 | equals the Member on our shape field
and that's the critical linkage here that
| | 03:02 | you have to be aware of.
| | 03:04 | So, Next and Finish, and you'll see a
little link show up only for the members,
| | 03:13 | the individual people in the
organization that we've expanded.
| | 03:16 | Those are the only areas we have links.
| | 03:18 | Now at this point in time, I can
now collapse that External Data table.
| | 03:22 | But now having done so, if I select for
example David Jaffe, I now see all of the
| | 03:28 | data that came in from that external
data source, so I have got a lot more
| | 03:33 | information that I can use for any
different form of analysis service that I'm
| | 03:37 | interested in doing so.
| | 03:38 | The last thing I need to do to clean
up my diagram now that I've got all
| | 03:41 | the data I want and I could build custom
reports is I want to of course add a background.
| | 03:46 | So, I will go back to my Design tab
and I will come down to Backgrounds and
| | 03:51 | I'm going to select maybe a nice little world
map as a background and it will lay that out.
| | 03:56 | Now, notice I selected a world map, so oops!
| | 03:58 | I am going to Ctrl+Z because that's
sort of spilled off the page and I
| | 04:02 | don't want that one.
| | 04:03 | I am going to with a little less
verbose one here and I am going to come
| | 04:07 | down and select this little swirl top one
and that's going to look really nice in there.
| | 04:13 | However, I don't like it as gray so I
am going to select the Background page
| | 04:17 | tab itself, right click on the shape,
and select Format > Fill, and we will
| | 04:22 | change that gray to some other-- maybe a
medium green color or something that works for us.
| | 04:28 | There we go.
| | 04:29 | When I go back to my page itself and I
have got a very nice looking diagram.
| | 04:33 | I can certainly add any corporate logos
and graphics and things that I want at
| | 04:37 | any time and we will do that from the
Insert tab and Picture and we can drop
| | 04:42 | them on the background page or the
foreground page in this case. It will all work.
| | 04:46 | But we have got a really elegant
looking diagram at this point in time.
| | 04:50 | So re-linking to data provides us
access to additional non-numeric data that
| | 04:55 | would not initially show up.
| | 04:57 | And once we've done that, we then have
the ability to finalize our diagram by
| | 05:01 | manually dragging nodes around to get
things to the sizing we want and then
| | 05:07 | finalize a drawing for publication.
| | Collapse this transcript |
|
|
16. Creating Prototype Diagrams Using WireframesUnderstanding the collections of stencils for wireframe design| 00:00 | In older versions of Visio and Visio
Professional, there was a template involved
| | 00:06 | that was called the Windows XP
Interface Template, and it allowed you to
| | 00:11 | prototype up what looked to
be then a Windows XP interface.
| | 00:16 | The term "prototyping interface" has sort
of changed in the industry and it's no
| | 00:19 | longer called prototyping interface.
| | 00:22 | It's now called Wireframe Design.
| | 00:24 | So Visio, under Visio Professional
and Premium, now provides a template
| | 00:29 | for specifically that purpose and
we find that under the Software and
| | 00:33 | Database categories.
| | 00:35 | So I am going to go into that category
and then we find Wireframe Design and
| | 00:41 | I'll go ahead and launch Wireframe Design.
| | 00:43 | Now having done so, we have a large
collection of stencils over on the left and
| | 00:47 | I want to talk through what each one of these
stencils contain and what they are used for.
| | 00:52 | Dialogs is the first stencil you should
be aware of and under Dialogs, we have a
| | 00:57 | Dialog form, an Application form, a
Panel and then a Dialog button as being the
| | 01:04 | top-level items there.
| | 01:06 | We also have things like Status bars and
Status bar items, Status bar icons and splitters.
| | 01:12 | All the visual elements that go
to make up a generalized dialogue.
| | 01:18 | We also have within the collection of
stencils Toolbars which give us things
| | 01:23 | like Menu bars and Menu bar items
and Drop-down menus and Menu items and
| | 01:28 | Menu item separators and lots of the things
that would go on a menu item as iconography.
| | 01:34 | Cut, Copy, Paste, those sorts of things.
| | 01:37 | Beneath that we also have Controls and
with Controls we then have the ability
| | 01:42 | to have Labels and Text box and Buttons.
| | 01:46 | All the controls you would normally
find on forms are under the Controls area.
| | 01:51 | Beneath Controls we also have Cursors
and all the typical default Windows-based
| | 01:57 | cursors that you would work with.
| | 01:58 | Selection, Move, and Link selected and
Busy and Resizing, all of those types of
| | 02:04 | cursors are available.
| | 02:05 | And then we also have Common Icons
like Forward and Back and Expand and
| | 02:09 | Collapse, Filter, Tools, all the
things that you need to prototype up an
| | 02:14 | interface, and then finally Web and
Media Icons as well, showing you signal
| | 02:20 | strength items and email and Find and
Attachments and Chats and all the things
| | 02:25 | that you might utilize to design the dialogs.
| | 02:29 | Now I want to make it very, very
clear that this is not a case tool.
| | 02:33 | Visio is not designed to let you drag
and drop and put together a visual look
| | 02:38 | and feel and click on it and have it
generate the code to build these dialogs.
| | 02:44 | It is designed to design a dialog,
prototype it up, and when it's ready then
| | 02:51 | send it around for team
review and collaboration.
| | 02:55 | So I want to talk about that team
review and collaboration very, very quickly.
| | 03:00 | One of the things that we don't talk about
too often in Visio and it's not well-known.
| | 03:05 | If you look at the Review tab in Visio,
under the Review tab we can Track Markup.
| | 03:11 | This is the same as turning on track markup,
for example, in a Microsoft Word diagram.
| | 03:17 | Before I turned that on, I'm actually
going to drop a couple of things on the
| | 03:19 | page just to get a few things out there.
| | 03:23 | Now if I turn on the Track Markup,
notice that a red band shows up around the
| | 03:28 | diagram and notice that in the
lower right-hand corner on the markup
| | 03:33 | overlays, my name and initials are
shown as the originator of the diagram
| | 03:38 | with the red band around it.
| | 03:41 | Notice it states that your
document is now ready for review.
| | 03:45 | When I'm in this mode, if I save the
diagram and then attach it to an email or
| | 03:51 | put it on a SharePoint site or put it
on some network location and then someone
| | 03:56 | else opens up this particular diagram,
when they open it up their name and
| | 04:01 | initials will show up as one of the
reviewers and any changes they make to the
| | 04:06 | diagram will show up in the list of markups.
| | 04:09 | It will show up on their own Reviewer
tab on the right side of the diagram.
| | 04:14 | It will start generating these
Reviewer tabs for each additional reviewer.
| | 04:19 | Each person can do what they want.
| | 04:21 | one person might want to move this
envelope up to the upper right, another one
| | 04:24 | might want to move it to the lower
left, and another one might want to
| | 04:26 | eliminate it completely.
| | 04:28 | But their changes will show up only on
their tabs and when it finally comes back
| | 04:34 | to me, the originator, I can look
through those different tabs and just as I
| | 04:38 | could in Microsoft Word
accept or reject those changes.
| | 04:42 | So the team review and collaboration
tools are very, very powerful and give you
| | 04:47 | the ability to send something around
to get team consensus as you're working
| | 04:52 | with the individual items in your diagrams.
| | 04:55 | The collection of tools on the left on
the stencils are designed to provide you
| | 04:59 | the tools you need to design a prototype.
| | 05:02 | Once you've designed a prototype and
annotate it with anything you need, then I
| | 05:08 | strongly recommend turning on your
Tracking Markup and sending around for team
| | 05:12 | review to get the consensus
and the collaboration you need.
| | 05:15 | Bring it back, make the changes you
need, and that then works as your prototype
| | 05:20 | to send off to your development team
who work with Visual Studio and can
| | 05:25 | actually build the
particular dialogue necessary.
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| Creating prototype dialogs, wizards, and application windows| 00:01 | From our collection of items in our
exercise file, we can see that bringing this
| | 00:04 | Wireframe02 item up, we have got an
example of a dialog that's been built to show
| | 00:09 | you some of the capabilities.
| | 00:10 | I want to walk you through how we
design a dialog like this. And so I am going
| | 00:14 | to zoom out just a little bit on this
file and move it off to the left here.
| | 00:19 | And we are going to come back to the
Dialogs stencil and we will drag out a form.
| | 00:25 | Now as you drag out the form, you place it
where you want to place it on your screen.
| | 00:31 | You can resize it at will. You can do
anything you want with the sizing of it.
| | 00:35 | By clicking into the area of
Title, you can change the title.
| | 00:39 | Once you have got that set, now the
next thing you want to do is start adding
| | 00:45 | these control buttons that you
would find typical of any dialog.
| | 00:49 | So, we will select the Dialog button,
drag that out, and let the tools help us snap
| | 00:54 | that into place and when we drop that,
it's going to ask us what style of button
| | 01:00 | we are interested in using.
| | 01:01 | In this case, it was a Close button, but
it could be Maximize, Minimize or Restore.
| | 01:06 | So, I'll just leave that as Close and
that's typically our red X. I am going
| | 01:10 | to zoom in on that just a little bit more.
| | 01:13 | One way of speeding up rather than
having to constantly drag from the stencil,
| | 01:18 | if I'm going to use the same item many
times over, I want to copy it and most
| | 01:23 | people who tend to copy in Visio tend
to do things like Ctrl+C and Ctrl+V and
| | 01:29 | the default behavior is always to
place that copy dead center of the current view,
| | 01:34 | which is not
necessarily where you want it.
| | 01:36 | So, another technique that's been around
in Visio literally since Visio 1.0 is to
| | 01:41 | select a shape, hold your Ctrl key down,
left-click, and drag out a clone or a
| | 01:49 | duplicate of that shape.
| | 01:51 | And when I drop it, of course
it's going to ask me which one I want.
| | 01:54 | So, that will be Maximize and I will
do that one more time over here and
| | 01:59 | this one would be Restore and do a one more
time again and this one would be Minimize.
| | 02:06 | So you can see you can very rapidly put
together that set of buttons across the top.
| | 02:13 | Once you're working within the form,
you can use any of the items within your
| | 02:18 | collection of stencils to
design that which you need.
| | 02:22 | If you want to come into your Controls
area, you might find a List box and you
| | 02:27 | may want to contain a
list box in to your diagram.
| | 02:31 | I will zoom in on that a little bit
closer and within the list box, list box
| | 02:36 | itself is in fact a Visio container shape.
| | 02:39 | Because it's a container shape, it
contains lists within the shape and I can add
| | 02:45 | additional items down into that list box.
| | 02:48 | Notice that in terms of List
box, I also have List box items.
| | 02:52 | So, I can drag another List box item
into the container and that container will
| | 02:56 | grow to contain those items.
| | 02:59 | So, we can build the types of
dialogs that we are interested in.
| | 03:03 | We can add a radio button or a series of
radio buttons just as I showed you before.
| | 03:08 | Zoom in fairly close on your work
so you understand how to work with it.
| | 03:12 | Hold your Ctrl key down. Drag out a copy.
| | 03:15 | Now, if I need to do multiple of these,
I could certainly Ctrl+Drag out copies,
| | 03:19 | but I just performed an action to
drop a particular shape or radio button
| | 03:24 | immediately beneath another
and I want to repeat that action.
| | 03:28 | So, another quick keystroke combination to
help you out is simply pressing the F4 key.
| | 03:35 | And in Visio the F4 key says Repeat
the last action, so I press F4 and a new
| | 03:41 | one is added with the exact
same location and spacing offset.
| | 03:45 | So, F4, F4, F4, and I can very rapidly and
easily then build a series of radio buttons.
| | 03:52 | Again, the design of your dialogs is
all of your choosing, whatever you want to
| | 03:57 | put together, but they're very
straightforward, very easy usage.
| | 04:02 | If I want to put a spinner control on
a particular text box, I can drag out a
| | 04:07 | Text box, I can drag it down, and I can
put some sort of scroll bar or spinner
| | 04:13 | control on it as necessary.
| | 04:16 | You just lay these out,
design them as you need to.
| | 04:19 | If you need to have a cursor
illustrated where someone is going to select
| | 04:23 | something, put your cursor out
on there and show that selection.
| | 04:27 | If you want to show a resizing
happening, you might want to put a resize 2
| | 04:32 | down here in the corner.
| | 04:33 | Grabbing a tooltip that might float
over one of these particular text items and
| | 04:38 | you can "Touch me," whatever it might be.
| | 04:41 | You design what you need.
| | 04:43 | Visio provides the tools for the design
to make it quick and easy to lay them out.
| | 04:49 | And knowing all the things that you
know about Visio by utilizing guides, by
| | 04:53 | utilizing the grid, utilizing snap
and glue settings, this will all help you
| | 04:59 | design the dialogs the
way you need them designed.
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| Creating prototype menus, ribbons, and toolbars| 00:00 | Even though all of the items available
to you in building the prototypes are
| | 00:04 | really very straightforward, the
typical Visio paradigm, drag-and-drop, locate,
| | 00:10 | add text, add data as you wish, all
that is very straightforward for creating
| | 00:15 | the dialogs, wizards, and application
windows you might be interested in,
| | 00:19 | I wanted to walk you through
specifically the task of creating menus, Ribbons,
| | 00:25 | and toolbars. They all like the same sort
of thing, but new tools for them, though
| | 00:30 | very, very powerful, are somewhat
less than absolutely intuitive.
| | 00:35 | So, with just a little bit of
instruction, you'll be on your way to creating
| | 00:38 | these very readily and easily.
| | 00:39 | So, I am going to go ahead and start a new
diagram based on the Wireframe design template.
| | 00:44 | We will go ahead and double-
click on that and get started.
| | 00:48 | And on your Toolbars stencil, you'll
find Menu bar, Menu bar item, Drop-down
| | 00:55 | menu, Menu item, and Menu item separator,
and I am going to work with these five
| | 01:01 | items to show you exactly how to build these.
| | 01:04 | I am going to start simply by dragging
out a menu bar and this would be the same
| | 01:08 | menu bar you might place
in any application window.
| | 01:11 | Let me go ahead and zoom in on that and
it will just say Menu, Menu, Menu and of
| | 01:15 | course we might put in the
items like File and Edit and View.
| | 01:22 | So, we have three items in there.
| | 01:26 | We want to add additional items so we
simply come to the stencil and select
| | 01:30 | Menu bar item, drag it out, and notice that we
can place it wherever we'd like to place it.
| | 01:37 | Snap it in place in any position, so
you're not stuck just adding at the end or
| | 01:41 | just to beginning. You put it wherever you want.
| | 01:44 | I will put this one at the end and
notice that the menu bar expands to accept
| | 01:49 | that new menu item and this one might be Window.
| | 01:52 | So, you just build out your menu bar
for any and all of the items that you need
| | 02:00 | and then you are at some point in time
going to want to show what happens if
| | 02:03 | someone clicks that Edit menu and
that's what a drop-down menu is all about.
| | 02:07 | So, we are going to grab a Drop-down
menu item and when we do notice that
| | 02:11 | first of all a little connection
point show up and we have the ability to
| | 02:15 | glue to that connection point so it becomes
absolutely associated with that drop-down menu.
| | 02:21 | And it has three menu items in
there as part of that drop-down.
| | 02:26 | So we can fill in the text on those
items by selecting that first one. Maybe
| | 02:30 | the first is Undo. The next one is
Redo. The next one is Text or some sort,
| | 02:40 | whatever it might be.
| | 02:41 | And if we need to add additional ones,
we grab the Menu item and we add it and
| | 02:45 | put it where we want it. Maybe Redo
and Text. Another menu item is Rotate.
| | 02:52 | So, we can place them where you want
them and perhaps we need a separator
| | 02:56 | between the Undo/Redo and
then the Rotate and the Text.
| | 03:00 | So, we can drag out a menu item
separator and put it in place between them and
| | 03:05 | it will do a nice job of adding that.
| | 03:07 | If I need to cascade down a little
further, let's just say off of the Rotate,
| | 03:13 | we can again drag another Drop-down menu
off of Rotate, link it in, and this one
| | 03:20 | might be Rotate 90 degrees left and
this might be Rotate 90 degrees right.
| | 03:36 | Now, I've got more items and I don't
need this third down here. So I am simply
| | 03:40 | going to select it, even though it's
blank, and hit the Delete key and notice it
| | 03:44 | will just shrink that right back up to do it.
| | 03:46 | When I select a menu item, if I right
click on it, notice there are two items at
| | 03:51 | the top of the particular context menu.
| | 03:55 | First one is State and
something can be Enabled as it is now.
| | 03:59 | It can also be Selected and
notice how that shows that as Selected.
| | 04:04 | It can also show its State as
Disabled and it grays out the text on it.
| | 04:11 | So, you have control over
the state of that as well.
| | 04:13 | I will just return that to Enabled.
| | 04:15 | Now, I can also change the Type of it.
| | 04:18 | Is it a Normal item, is it a Radio item,
which gives it a button, is it's Type a
| | 04:23 | Checked item, is it's Type a
Cascading menu item which gives you that right
| | 04:29 | pointing which you certainly would do
if you're doing these cascades down.
| | 04:33 | So, this helps you design the
particular menus and work with the menu items and
| | 04:38 | you certainly can put
iconography next to something.
| | 04:42 | So, I am going to add
another menu item down here.
| | 04:45 | I know it doesn't belong under Edit but
that's all right. I will put it in here
| | 04:48 | anyway and this one's going to be Delete.
| | 04:54 | So, in addition to having the menu item
there, I can grab an icon off here and
| | 04:59 | add the icon and we have connection
points to glue them right into place.
| | 05:04 | Very straightforward, very easy to do,
just necessarily initially intuitive but
| | 05:09 | hopefully you are now set to be able
to build menus and drop-down menus and
| | 05:13 | slide-right menus and set the states
and get them to look exactly as you need
| | 05:18 | them in your prototypes.
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17. ConclusionGoodbye| 00:00 | I'm David Edson. Thanks so much for
viewing the Visio 2010 Essential Training.
| | 00:05 | Let's take those skills we've learned
in this course and go out and create
| | 00:08 | great Visio diagrams.
| | 00:10 | Thanks again!
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