Join David Rivers for an in-depth discussion in this video Opening and viewing Visio documents , part of Visio 2007 Essential Training.
It's time now to open our first diagram in Visio and look at the different ways we can view that diagram. So with a blank screen here, we will go up to one of three options, we can go to the Open button up here on our standard toolbar. We can go up to the File menu and you will notice when we click File, Open appears down here and the third option is to use the keyboard and keyboard shortcut for opening a diagram is Ctrl+O. So since we have it here, we will just click Open and what we will do next is navigate to the Lesson1 folder of your Exercise Files for Visio, and in here you can see we have got four diagrams, we are going to open up this one here, BasicDiagram1a.
So we give that a click and then down below you will notice we have an Open button. Before you click Open, there is a dropdown to the right of the word Open on this button and when you click on it, you can see we have the option which is to open it, Open Original, Open as Copy and Open Read-Only. So these options are different ways to open up your diagram. Now Open and Open Original are very similar, in that you are opening the original version of this diagram. Now if there is only one version out but these two are the same.
If you start working with copies of the diagram, in other words, you want to keep the original and work on a copy so that you can make changes and have two versions then this would make a difference. So Open Original and Open as Copy is how we create a copy from an original. So if I was to choose right now Open as Copy, I get a copy of my BasicDiagram1a and then I have to give it a new name and once I have got that that would be a copy of my original. Open Read-Only means, I can open it up and protect it from any inadvertent change.
In other words, I want to view this diagram and by clicking Open Read-Only, I won't be able to make changes to it. I could, if I wanted to create a new diagram from it, in other words give it some different name or save it in a different location, but my original would be protected. So those are your options, we are just going to click Open right here and our diagram opens up on our screen. All right, so we are viewing the entire page, in other words we can see all four corners of the entire page including what's on the page, our diagram and we have got a little title up at the top.
You will also notice on the left-hand side under the Shapes heading here, we have got various groups of what looks like shapes, but really what these are called stencils and in each stencil we have got down below a number of shapes. In this case, in the background stencil, we have got different backgrounds that can be applied to our diagram. You will see down below though we have also got borders and titles and if we click that, there are number of borders and titles to choose from and you can see there is a description right below that we just need to simply drag this on to the page to create this new border if we wanted to.
Same thing goes, down here we have got blocks raised. Now these are shapes that are specifically blocks and you can see that they are 3-dimensional or raised and this is a separate stencil containing many shapes. Down at the bottom, we have got just the regular blocks, you can see they are not raised, so these are shapes that are being used and now anything that we have used in our actual document or our diagram here such as the rectangle, the arrows that you see, the circles etcetera. They are collected on a separate stencil called the document stencil, if I click that you will see everything that has been or is being used in this particular diagram.
So all of these at one point have been used and down below you can see there is my connectors, you can see there is my title block, there are circles, there is the diamond that we see here in a box. So we will talk more about stencils a little bit later on, but when we open up a diagram in Visio, we get all of the various stencils that apply to this type of diagram showing up as well as the document stencils. You also notice that we have got a ruler across the top for measuring and down the left for vertical measurements and then down below here you can see we have got some arrows to move from page to page.
I have only got one page and the background. So I don't really have multiple pages in this particular document, but if I did, here is how I can navigate through those pages. So left to right going through the pages. Now on the status bar, I actually have some information. Down here in the bottom right corner, I can see them on Page 1 of 1. Now currently because I am viewing the entire page, if we look up at the standard toolbar, we have got a Zoom dropdown and currently the figure that shows up here is 50%. 50% is what allows me to see everything on the page.
But it's very difficult to read what's inside those shapes. So if I click this dropdown on the Zoom button, I can then zoom into actual size at 100% and I have got some other presets to choose from as well. I am going to go to 100%. Now while I can zoom in and see what's inside some of these shapes now, I can't see the diagram in its entirety. So in this case I would need to use scrollbars which appear on the right to move up and down and down at the bottom to move left to right.
At any time, I can change the Zoom level, of course I can do it from toolbar, I could go up to the View menu as well, and if I click on View, you can see we have got way down here at the bottom a Zoom option and right above it is Full Screen and you can see that F5 is the option for that. So under Zoom, we have got all of those presets, we have also got Zoom down here at the bottom where we can open up the dialog, where we can select those presets or actually type in a percentage that's maybe not on the list.
For example, may be 125% or maybe a little less 85%, neither of those show up on my list, so I can just type them in here. I am going to type in 85 and click OK. You can see, I have zoomed back a little bit, at least now I can see the full width, and I can just scroll up and down to see the entire diagram. Okay, so a couple of different ways to zoom. Let's go back to the View menu now for a second, we will click on View. We will go down to Full Screen.
So when we are done working with the diagram, we want to preview it, we can click Full Screen and you can see now everything disappears, I am just looking at my diagram. This gives me a nice little preview of what the diagram looks like without all of those surroundings. Okay, so there it is, all we have to do is hit Esc now on the keyboard to return back to the previous view. Also from the View menu, go back up here, you can see all the things that do show up like the rulers, the rulers that we saw across the top and the bottom, there is a grid that allows us to move things around.
Now we see a background on our particular diagram so the grid is not all that visible right now, there are guides and connection points. So you can see all these little points around the outside. If we like to see those that's good, we know exactly where things are connected or if they are connected or not. All of these may be turned on for you, some may not, but by default they should all be turned on, gives us an opportunity to work with our diagram and see a lot of information as we are doing it. All right, also at the top, we have got various windows that can be shown like the Shapes window that we see over here on the left.
Now that's a default when we start working with such a diagram. But there is also the Pan & Zoom Window and if we click on that you will see by default, it shows us over here on the right-hand side and this is a great way for us to move around our diagrams. If I just drag this little red bordered box on the Pan & Zoom Window, you can see it's moving inside my diagram. So I got a quick glimpse of a thumbnail of the entire thing that I can move this around. Now there is a slider here that allows me to zoom in and out as well.
So as I move it up, you can see I am zooming into my document, I can see less of it over here, I can still see the entire thing here and I can move my little box to zoom to a specific location. I can use the little buttons at the bottom to zoom out and zoom in. If I want this to stay there, you can see there is little push pin, this is called Auto Hide. So right now the push pin is in, which means as I move around my document, this windows stays there. But if I only want it to show up when I need it, I can Auto Hide it, so keep it there, but when I take out the push pin by clicking on it, you can see now when I click on my diagram, it just kind of flips inside the title bar here called Pan & Zoom.
When I need it, I hover it, use it, go back to my diagram, it hides itself. Kind of a neat feature. When I am done with it, I click the Close button right here, so if we go back to the View menu, we have got lots of those, we have got Pan & Zoom, we have got Shape Data Window. So if your shapes and your diagram are attached to actual data, then we might want that window open, Size & Position Window for sizing and positioning the various shapes in our diagram, if we need precision for example.
The Drawing Explorer Window, External Data Window as well for link to data outside of Visio for example Microsoft Excel. So lots of options here on the View menu for you to explore. Mainly though, we need to understand how to zoom in and out to see the entire diagram, to zoom into specific areas and you do have the Zoom option down here as well as on your standard toolbar right up here, right from this dropdown, I am going to go down to Page, allows me to see the entire page and that's where we started when we opened up this diagram.