Learn tips and tricks for using the software more effectively. Join Visio MVP Scott Helmers as he demonstrates how to view and arrange two or more drawing windows, open a second window into your current diagram, and show or hide, the grid, page breaks, rulers, and guides.
- [Instructor] More than most of the programs in the Microsoft Office suite, Visio provides multiple windows and task panes. In this video, you'll discover tips for managing the Drawing window, where you'll do most of your work. In another video in this chapter, you'll learn about the secondary windows and task panes that will help you to use Visio more effectively. Most of the time, when you're working in Visio, there's a single Drawing window visible, just as you see on the screen. However, you can have more than one drawing open, within the same instance of Visio.
This is the default behavior in Visio 2010, and while Visio 2013 and 2016 default to opening a different copy of Visio for each diagram, those versions still support multiple diagrams, if you choose. As an example, you're looking at Visio 2016, and I have three drawings open. To switch to another, on the View tab, click Switch Windows, and choose a different diagram. You can also use the keyboard shortcut, Control F6, to cycle through, open diagrams, within the same copy of Visio.
Also on the View menu, is an option to arrange multiple Drawing windows on the screen. For example, I can just click Arrange All, and all three of my open diagrams are arranged across the screen. There's a keyboard shortcut to do the same thing. I can press Control Shift and Function key seven, to accomplish a horizontal layout, or just Shift F7, to accomplish the vertical layout. So far, the three windows we've been examining have each contained a separate diagram.
Let's take a closer look at one of those diagrams, that happens to contain multiple pages, because it's also possible to view different pages from a single diagram, in separate windows. Let's go to the diagram called Multiple Pages. To return one diagram to full view, either double-click in the header for that diagram, or use the Maximize button, in the header bar. Notice that this diagram does have multiple pages. You see the tabs across the bottom. On the View tab, click the New Window button, and notice the title bar now says Multiple pages:2.
If I now switch windows, notice I also have a Multiple pages:1. This gives me two different viewing windows into the same diagram. So, for example, let's change to the triangles page, in view one, and when I switch to view two, I'm on a different page. I can work with diagram here. If I switch back, and go to the squares page, notice that the change has been applied. So, it's all one diagram, just two different windows looking at different pages at the same time.
Another aspect of managing the Drawing window, is understanding the difference between the drawing page size, and the printer page size. In the current diagram, they happen to be the same, and that's true in many Visio diagrams. But, if I drag this square off the page, notice that Visio has added a new page to the right. There's a dashed line down the middle that indicates the difference between the drawing page, which is the whole thing that we see, and the printer pages, of which we see two.
The default setting in Visio, is to show the page breaks, with that dashed line. But sometimes, you don't want to see them. So, for example, let me switch to an Office Layout diagram, which also has multiple pages. Notice the dashed lines. Sometimes you don't want to see those lines. In that case, also on the View tab, on the left, there's a checkbox for Page Breaks. If I uncheck that, the page breaks go away. This diagram will still print on four separate pieces of paper, but we've just turned off the visibility of the page break lines in the Drawing window.
Right next to that option, is an option to turn on, or turn off the background grid on the page. If you've worked in Visio before, you know that that grid can be very helpful for certain kinds of diagrams. But, it's off or on at your choice, with the grid setting. To look at the remaining two options in the Show group, on the View tab, let's switch to a network diagram. There's a setting for Guides, which is usually on by default, I can create a guide by clicking anywhere on the vertical, or horizontal ruler, and dragging the guide onto the page.
Guides are very useful for things like aligning shapes. So, if I want to make sure that my servers are all aligned with each other, I can glue them to the guide. And, in fact, they are glued. So, if I move the guide, the servers go with it. Guides don't print, so even though I see it on the screen, it will not appear on a printed page. But I might want to turn off visibility of the guide. So I can do that, simply by un-checking the Guide's checkbox. The guide is still there. I can make it reappear, by adding the check mark one more time.
And finally, in the Show group, is the Ruler checkbox. The rulers appear across the top, and down the left side of a diagram. I can un-check that, if I just want a little more space on the screen. If I don't need the rulers, make them go away. The View tab, is the key to managing the Drawing window in Visio. In addition to viewing a specific diagram, or viewing multiple diagrams, you can set multiple options that change the appearance of the Drawing window.
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- Decoding Visio versions and editions
- Setting Visio options
- Navigating like a pro
- Taking advantage of hyperlinks
- Managing text on shapes
- Annotating diagrams with comments and callouts
- Inserting text display fields
- Working more efficiently
- Mastering Visio keyboard shortcuts
- Aligning and sizing shapes on a page
- Managing connectors and connection points
- Copying, pasting, and duplicating shapes