Join David Rivers for an in-depth discussion in this video Manipulating toolbars and menus, part of Visio 2007 Essential Training.
All right folks, we are really close now to actually opening up a Visio diagram and viewing it, but just before we do that, I want to spend a little bit more time talking about your toolbars and even the menubar that we see up here at the top of the screen. What you need to know is that you have full control over what shows up here on your User Interface. In other words, you can customize it to be exactly what you need to work most efficiently. So, for example, if you don't do a lot of routing and that kind of stuff, you wouldn't need the routing toolbar.
If you do a lot of formatting, you want that one showing, but maybe there are buttons that are missing that you wish were on there. I am going to give you an example. On the Standard toolbar here I have got New, Open, I have got Save, E-mail and Print. Well, maybe I like to use Save As on a regular basis so I can save my diagrams in different formats. Well, I would have to go to File and choose Save As from the menu, but I could add a button right here next to the Save button if I wanted to for saving as. Let's try that. Before we do though, you all remember the very beginning of this lesson, right clicking out here off to the right of any one of these toolbars allows you to see a popup and any toolbar that has a check mark next to it is a toolbar that's being shown currently.
So I do see the Stencil toolbar, the Formatting toolbar and the Standard toolbar. I don't see any of these other ones. They are currently hidden because they are not checked off. Now if I work with a lot of pictures, for example, I put clip art and photos and stuff into my work, I might want this toolbar showing up all the time, so I click on Picture. So you can see where it shows up, it's kind of floating here in the middle of my screen. But I can move that up and as soon as I move it up to the top of my screen, you can see how it kind of snaps in and becomes an actual toolbar. And I can move it next to other toolbars on top of other toolbars.
So once I have got it where I wanted, just let go, and I have got that toolbar sitting there now. It will stay there until I hide it. How do we hide them? Well, we just simply deselect them. So I will go up here, again on a blank space where there is no toolbar or toolbar buttons, right click, go down to Picture. We will click on it to hide it again. It's still there whenever we need it. But that's how you show and hide various toolbars. Now you may have noticed that just to right of each of these toolbars we've got little dropdown buttons that allow us to do some modifications.
In other words, we are going to work with the Toolbar Options. So I am going to go up here to my Standard toolbar, click this little dropdown and you can see I have got the first option here which is Show Buttons on One Row. Watch what happens when I click this. All of my Standard and Formatting toolbar buttons just show up here combined into one toolbar at the top row. Now I may not see everything but you can see that I have got a little dropdown here, and when I click that, there is those other buttons that I might be missing, okay. Now if I want to actually show these on two rows, because there are too many to fit on one row, I go back to Show Buttons on Two Rows.
That's where I was a moment ago. All right, let's go back to that dropdown because the other option is to add and remove buttons from the toolbar itself, remember, we want to add the Save As button. If I go down to Add or Remove Buttons, Standard is showing up. That's my Standard toolbar, and you can see that everything with a check mark is currently on my Standard toolbar, anything that's missing a check mark is not. So quite a few, but I don't see Save As, I only see Save As Web Page. So I may then need to come over to Customize.
When I click on Customize, I get the Customize dialog box showing and now you can see I have got access to every command. So I got all of the File commands from the Edit menu, from the View menu, the Insert view. All of these are at my fingertips now and I know that Save As falls under the File menu. So I come up here, you can see there is New Drawings, there is Getting Started, there is Save As right there. So I click on Save As and if I want to bring it up on to the toolbar, I do exactly what I just said. I bring it up there by clicking and dragging it up to the toolbar and letting go where I think it belongs.
You can see there is a little separator following me, I think right between Save and E-mail is where it should go, I let go, and I have got a new button on my toolbar. All right, maybe there is up one here that I will never use. Lets say, up here where I see this one, I am going to hover over this button and you can see now it's selected. Now I don't actually use the command when the Customize dialog box is open, when I click a button I am not actually going to use it. So if I don't need the Drawing Tool here, I can just click and drag it off and it's gone.
So any of these that I don't use, click, drag it off, and you can see they are disappearing from my toolbar. Now the danger in that is you may not know where to find them to get them back. But you will also notice that quite often we have got a Reset option. So if I go to toolbars here in the Customize window and with the Standard selected here I can click Reset. Are you sure you want to reset the changes made? I click OK. And you can see what just happened, I have lost my Save As but my other buttons are back.
So maybe the other option is to create your own toolbar and put all the buttons you use most often on that toolbar and that's what we are going to do now. So with the Toolbars tab selected here under Customize, we click on the New button. We call it whatever we want, you can type in your own name, I am going to call it Dave's Toolbar and click OK. So right now my toolbar doesn't have anything in it, and this is where I go back to my commands and I start dragging buttons on to the toolbar.
So I am going to choose Open, I like Close, I like Save. You can see how it's growing now to accommodate all the buttons I am adding to it, Save As, maybe as I scroll down here printing is an option that I like to have. So I scroll down to where I see Print, there we go. And maybe I use some other things from some of the other toolbars. So I am going to go over here to Tools, for example, and put Spelling in there. Maybe I will go to Format Text, because I do a lot of bolding, italics and underlining, for example.
Okay, now I can rearrange these just by moving them around, if I think it should be bold, underlined and then italics, maybe it should be Save As then Save. I am going to just drag them around on the toolbar, as long as this Customize dialog box is open, I can edit this toolbar. All right, when I am done, I click Close. Right now it's floating so it can be anywhere on my screen, but I can move it up here with the others. All right, I can move it up next to there, right in between the two if I wanted.
Just drag it over and you can see now I have got one, two, three toolbars plus this one down here for Stencils, four toolbars. If I right click now, you will notice that Dave's Toolbar does have a little check mark next to it. If I don't want to show Dave's Toolbar, I just click here. So how do I remove a toolbar now that I have created? Glad, you asked. Well, right click up here and we will go down to Customize. There is our Customize dialog. Go back to Toolbars and on our list of Toolbars now we should have one called, ah! Down at the bottom, Dave's Toolbar.
If I click on it, the Delete button becomes available, I click Delete, I need to confirm I meant to do that. Click OK and it's gone. All right, we also have an Options tab up here and you can see we can under the Personalized menus and Toolbars, Show Standard and Formatting toolbars on two rows. That's what we currently selected up here when we right clicked. And always show full menus, so every time we click on a menu up here, you will notice it's not just a few commands that show up, it's every command on that menu.
That's something that actually drove me quite coo-coo. As in some of the other applications when you click on File, for example, you would only see three options and there would be a delay until the rest of the menu showed up. So you could either wait for that delay or you go down to the bottom and click a dropdown button that showed just give me the entire menu, and that's because, Always full menus is now selected here by default. There are some other options like large icons, if you find these difficult to look at, clicking large icons makes a lot easier to look at, but creates a lot less space down below in your work area.
So I am going to turn mine off. List font names in their font, so when we are working with fonts, you would actually see the font names as you're working with them. ScreenTips also show up as we hover over buttons. That's all stuff that is under the Options tab. So under Commands, you can see here there is all of our commands showing up under the different menus. We can grab buttons and put them up on existing toolbars, create our own and put them in there. And then the Toolbars tab, you can see here is where we got all of our toolbars, we can select which ones are going to show from here as well and which ones should not.
The menubar is considered one of these toolbars and if we don't want the menubar at all, we can come right here and you will notice if I try to turn that off I don't have the option. So I click on Close and back to where I started. So knowing what you know about toolbars and how you create your own and edit the existing ones, move them around, hide them, show them, you should be able to set up a User Interface that suits you and how you work. Once you have got it you just keep it, keep it that way until you need to change something, but at least you know exactly how to do it now.
We are ready to actually open up a diagram in the next lesson and view it.