Learn tips and tricks for using the software more effectively. Join Visio MVP Scott Helmers as he demonstrates how to create hyperlinks to navigate from page to page in a Visio diagram. You’ll even learn to create links that move to a page and zoom in on a specific shape.
- [Instructor] One of the ways to move from page to page in a Visio diagram is to create navigation shapes, shapes that contain links to other pages. I happen to be using Visio 2013 for this demo, but the technique is the same in other Visio versions. Let's drag a new shape onto the page. Zoom in. I add some text to the shape, just for the sake of having something on the shape. But more importantly, let's right click, choose hyperlink, and add the link. The non-obvious key to creating page-to-page hyperlinks is the sub address field.
By putting a name in that field, you'll create a link to that page. I can either type the name, or in this case, I'll click browse, and use the dropdown list that appears to select page seven, say. Click okay. I'm going to add some text to the description field. This isn't required, but this is text that, you'll see in just a second, pops up when the user hovers over a shape that contains a hyperlink. Click okay, and sure enough, when I hover, go to page seven, and the instructions, control plus click, to follow the link.
So let's do that. Control, click. And we're on page seven. Let's create a link back to page three by adding a hyperlink to an existing shape. And we'll add a zoom setting in this link, as well. Let's select a star. I'm going to use the keyboard shortcut, control K, click the browse button, choose page three, and this time, I will set the zoom to page, instead of default. Remember that when we left page three just a second ago, we were zoomed in on the rectangle's shape.
So watch the effect now when I hover. Control, click, and we are back to page three, but in full-page view. A hyperlink that jumps to a specific page is great, but in many diagrams, it would be even better if you could jump to a specific shape on that page. Let's look at an example in an office layout diagram. Here's the fifth floor of the office. Notice that there is an array of offices labeled 5-A, B, C, and so forth across the top of the page.
Let's move to the directory page, where we have a list of the offices, one of which contains a hyperlink. This shape, 5-F, when I control click, not only takes us to the fifth floor page, but zooms right in and centers the diagram on office 5-F. Now how did that happen? Let's create a link just like that in order to see. The key to creating a link to a specific part of a page is to know the internal name of a shape on the page.
Let's say we want to create a link to office 5-C. Let's move over to office 5-C. Select the office shape, and the key here is the developer tab. There's a button called shape name that displays a variety of information about this shape, including its name, which is highlighted for us, so I'm going to use control C to copy that name onto the clipboard. Let's go back to full-page view, so the results of what we're about to do will be even more obvious.
Go to the directory page, select 5-C, right click, choose hyperlink, browse, select fifth floor as our target, and now, we paste the shape name we've just copied into the field called shape. Set the zoom level to 200%, click okay, click okay, and let's see what happens. Control, click. There we go. So we've just built a hyperlink that takes us to a specific place on the page, and zooms in.
There's one other very quick way to add a page jump to a Visio shape. It's less flexible than a hyperlink, but only requires a few clicks to create. Let's create a link to office 5-G. Go back to the directory page, select that shape. On the developer tab is a button called behavior. When we click that and select the double click tab within that dialog, one of the choices is go to page. There's a dropdown list of target page names, fifth floor, in this case, but notice there's no way to set a description or a zoom level.
Click okay. Also, with this technique, there's no indication that this link even exists. We get no popup text, there's no instruction, no nothing, but if I select this shape and double click, the link is operative. We've come back to exactly the same place where we were on the page before, again, no control, but it is a fast way to add the page-to-page link. Adding hyperlinks to a diagram enables people using it to navigate more quickly. As you've seen, not only can you link to a page, but you can set the target zoom level, and can even link to a specific shape on the target page.
Setting double click behavior for a shape is a quick and useful alternative when all you need to do is get to a page, but you don't need to specify zoom or positioning for the diagram.
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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