Microsoft Visio 2010- Level 1

Microsoft® Visio® 2010 - Level 1

Part Number: 3723EBEE Course Edition: 1.0

ACKNOWLEDGMENTS

Project Team Content Developer: Annie kezia Anand, Sathish S and Theophilus Benjamin • Content Manager: Shalmraj R • Graphic Designer: Ganeshkumar B • Project Manager: Gopalakrishnan A • Media Instructional Designer: Annie kezia Anand, Sathish S and Theophilus Benjamin • Content Editor: Vanitha Kesavan • Materials Editor: Patricia Felix • Media Producer: Bhoopathy R • Project Technical Support: Abhinash Mishra • Business Matter Expert: • Technical Reviewer: Shalmraj R • Project Technical Support: Mike Toscano

NOTICES

DISCLAIMER: While Element K Corporation takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone’s name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Element K is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots, photographs of another entity’s products, or another entity’s product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such entity with Element K. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the ″External Sites″). Element K is not responsible for the availability of, or the content located on or through, any External Site. Please contact Element K if you have any concerns regarding such links or External Sites.

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LESSON 1-GETTING STARTED WITH VISIO 2010 A. Explore the Visio Interface ...... 2 Microsoft Visio 2010 ...... 2 The Visio Interface ...... 3 The Ribbon ...... 4 The Backstage View ...... 5 Contextual Tabs ...... 6 Galleries ...... 6 Visio Help...... 7 B. Customize the Visio Interface ...... 13 The Visio Options Dialog Box ...... 13 The Customize Quick Access Toolbar Menu ...... 14 The Customize Status Bar Menu ...... 14 C. Create a New Diagram...... 23 Templates ...... 23 Template Categories...... 24 File Types ...... 25

LESSON 2-CREATING A ROUTE MAP A. Add Shapes to a Diagram...... 30 Stencils ...... 30 The Shapes Window...... 31 The Stamp Tool ...... 32 The Dynamic Grid ...... 32 The Auto Size Feature...... 33

Contents iii Copyright © Element K Corporation CONTENTS B. Manipulate Shapes ...... 39 The Pointer Tool...... 39 2-D and 1-D Shapes ...... 39 The Pan & Zoom Window ...... 40 The Size & Position Window ...... 41 The Shape Data Window ...... 43 Anchor and AutoHide ...... 43 C. Add Text ...... 69 Tools to Add Text...... 69 Callouts ...... 70 D. Format Text ...... 77 The Mini Toolbar ...... 77 Live Preview ...... 77 The Text Dialog Box...... 78 The Format Painter...... 79 E. Change the Stacking Order ...... 84 The Stacking Order ...... 84

LESSON 3-MODIFYING DIAGRAM SHAPES A. Manage Shapes ...... 90 Grouping...... 90 Alignment ...... 91 Distribution ...... 91 Orientation ...... 92 Containers ...... 93 B. Format Shapes ...... 103 Lines...... 103 Fills ...... 104 Shadows ...... 106

iv Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation CONTENTS LESSON 4-CREATING PROCESS DIAGRAMS A. Create a Flowchart ...... 114 Flowchart Shapes ...... 114 Connectors...... 115 The AutoConnect Feature ...... 116 B. Apply Page Styles ...... 130 Page Types ...... 130 Themes ...... 131 C. Create a Cross-Functional Flowchart ...... 139 Cross-Functional Flowcharts...... 139 Cross-Functional Flowchart Shapes...... 139 D. Create a Workﬂow Diagram ...... 145 Workﬂow Diagrams ...... 146

LESSON 5-REPRESENTING AN ORGANIZATION HIERARCHY A. Create an Organization Chart ...... 158 The Multiple Shapes Master ...... 158 The Org Chart Tab ...... 159 B. Modify an Organization Chart ...... 167

LESSON LABS...... 173

SOLUTIONS ...... 179

INDEX ...... 181

ABOUT THIS COURSE Diagrams and charts play a pivotal role in knowledge dissemination, making complex data easy to understand. Microsoft® Visio® 2010 has a host of features that are instrumental in creating pictorial representations of information. In this course, you will learn the essentials of Visio. Since time immemorial, visuals have always held a universal appeal. Graphical representation of any sort of information makes it captivating. However, creating these visuals can be tedious and demanding at times. Visio is a software application that makes creation of diagrams a cakewalk. Course Description

Target Student This course is designed for persons who have an understanding of the basic workﬂow and the concept of end-to-end ﬂowcharting.

Course Prerequisites Students should be familiar with using personal computers and have used a mouse and keyboard (basic typing skills are recommended). They should be comfortable in the Windows environment and be able to use Windows to manage information on their computers. Speciﬁ- cally, they should be able to launch and close programs; navigate to information stored on the computer; and mange ﬁles and folders.

How to Use This Book

As a Learning Guide This book is divided into lessons and topics, covering a subject or a set of related subjects. In most cases, lessons are arranged in order of increasing proﬁciency.

Introduction vii Copyright © Element K Corporation INTRODUCTION The results-oriented topics include relevant and supporting information you need to master the content. Each topic has various types of activities designed to enable you to practice the guide- lines and procedures as well as to solidify your understanding of the informational material presented in the course. At the back of the book, you will find a glossary of the definitions of the terms and concepts used throughout the course. You will also find an index to assist in locating information within the instructional components of the book.

As a Review Tool Any method of instruction is only as effective as the time and effort you, the student, are will- ing to invest in it. In addition, some of the information that you learn in class may not be important to you immediately, but it may become important later. For this reason, we encour- age you to spend some time reviewing the content of the course after your time in the classroom.

As a Reference The organization and layout of this book make it an easy-to-use resource for future reference. Taking advantage of the glossary, index, and table of contents, you can use this book as a ﬁrst source of deﬁnitions, background information, and summaries.

Course Objectives In this course, you will design and manage basic diagrams, workﬂow, and ﬂowcharts. You will: • become familiar with the Visio interface and create a basic Visio document. • create a route map by using Visio features to work with shapes and text. • modify, format, and arrange shapes to enhance a basic diagram. • create process diagrams. • represent an organization hierarchy as a Visio diagram.

LESSON 1 Lesson Time 1 hour(s) Getting Started with Visio 2010

In this lesson, you will become familiar with the Visio interface and create a basic Visio document. You will: • Explore the Visio interface. • Customize the Visio interface. • Create a new diagram.

Lesson 1: Getting Started with Visio 2010 1 Copyright © Element K Corporation LESSON 1 Introduction You will often come across charts and diagrams that present information. You may now want to create such representations of statistical and numerical information using an application that has the tools and features to simplify this task. In this lesson, you will be introduced to Microsoft® Visio® 2010. As a novice, ﬁguring your way around a new application can be an exercise in futility. Like a traveler without a map or compass, you may end up nowhere. Having decided to use Visio 2010, you need to familiarize yourself with its environment to use it to your full advantage. Once you gain familiarity with the interface, you may want to ensure that the tools and options you will use most often are easily accessible. This will set you on the path to create your ﬁrst Visio diagram.

TOPIC A Explore the Visio Interface

You have decided to use Visio to create visual representations of information. Before you start creating diagrams, you need to be aware of the various components in the Visio interface. In this topic, you will explore the Visio user interface. While working on any new software, it is possible that you could waste a significant amount of time searching for specific options. You can prevent this by familiarizing yourself with the user interface elements of the application. This will help you achieve the output that you are seeking when you eventually begin using the software. Microsoft Visio 2010 Microsoft Visio 2010 is a diagramming application with tools for creating professional-looking drawings for documenting and representing data, systems, and processes. Visio 2010 provides an extensive range of templates that can be used to create flowcharts, diagrams, maps, floor plans, and calendars, and manage project schedules. Visio 2010 is available in three versions— Standard, Professional, and Premium.

Figure 1-1: Components of the Visio interface.

Component Description The title bar A bar located at the top of the application window that displays the name of the active document on which you are working. The Ribbon A panel displayed below the title bar, at the top of the application window, that provides access to commands in the application. These commands are organized into different tabs and groups. The Quick Access A toolbar displayed at the top-left corner of the application window that provides toolbar easy access to frequently used commands such as Save, Undo, and Redo. This toolbar can also be positioned below the Ribbon, and it can be customized to include other commands based on your preferences and requirements. The Shapes window A window displayed at the left side of the drawing page that provides access to shapes that can be used in a diagram. This window has shapes organized in stencils and these stencils are stacked one over the other. The drawing page A drawing space displayed to the right of the Shapes window, where shapes are placed to create a diagram. The pasteboard The space displayed around the drawing page. The status bar A bar located at the bottom of the application window that displays a number of options relating to the overall document functionality. This bar also allows you to switch between various document views and zoom in and out of a document. Information on this bar can be displayed or hidden as desired.

Lesson 1: Getting Started with Visio 2010 3 Copyright © Element K Corporation LESSON 1 The Ribbon The Ribbon contains a selection of easy-to-browse commands for working on a document. The commands on the Ribbon are grouped according to their functionality. Groups are located within a broader functional group called a tab. The Ribbon can also be customized by adding or removing tabs, groups, and commands. You can also minimize the Ribbon to show only tab names.

Figure 1-2: The Ribbon displaying the groups and commands on the Home tab. The Ribbon tabs allow you to access commands that perform simple or advanced operations without having to navigate extensively.

Tab Description File Displays various commands such as Save, Open, Close, New, Print, and Save & Send. It also displays an interface called the Backstage view. Home Displays the most commonly used commands that enable you to perform basic tasks in a diagram. This tab contains functional groups that enable you to create and format a diagram. Insert Displays options to work with different object types such as pictures, clip art, containers, and callouts that can be added to a diagram. Design Displays options that help you enhance the visual appeal of a diagram. Data Displays commands that help you connect with external data sources and import data for use from Excel. This tab also has commands to view data properties and display the External Data window. Process Displays commands to create a new subprocess page, link shapes to the existing subprocess, create a subprocess from a selection, and validate diagrams. This tab also displays commands to import and export workﬂow charts for editing. Review Displays options that enable you to review and edit a diagram. View Displays options that help you view the current document in different modes and switch between different diagrams. This tab also enables you to view grids, rulers, and so on.

4 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 1 Dialog Box Launchers Dialog box launchers are small buttons with downward pointing arrows located at the bottom-right corner of certain command groups on the Ribbon tabs. They allow you to launch dialog boxes with commands that are speciﬁc to the features found in that group. These dialog boxes provide advanced options to adjust the settings that are not available on the Ribbon. Dialog box launchers are grayed-out until an appropriate element is selected.

ScreenTips When you position the mouse pointer over items such as command buttons and other elements in the application window, Visio may display a label called a ScreenTip. A ScreenTip displays the name of a command and may include a description of the command and the shortcut to access the command. You can use a ScreenTip to identify new application window elements or to distinguish between similar looking buttons. The Backstage View The Backstage view in Visio 2010 is the interface that is displayed when you select the File tab. It simplifies access to application-oriented features and lets you save, print, and share Visio files with a few mouse clicks. It displays document-level commands that enable you to create documents, manage document information and file size, view and open recently used documents, save the newly created documents in various formats, print documents, and so on.

Figure 1-3: The Backstage view displaying options to open a new Visio diagram. The Backstage view contains a series of commands that helps you display additional Visio options.

Command Allows You To Save Save a newly created diagram, or save the changes made to an existing diagram. Save As Save an existing diagram with a new file name, in a new file format, and in a new location. Open Navigate to the location where a diagram is saved and open the file. Close Close a file that is open in the Visio application.

Lesson 1: Getting Started with Visio 2010 5 Copyright © Element K Corporation LESSON 1 Command Allows You To Info Display additional information for a ﬁle that is open. Recent Display a list of recently viewed diagrams from which you can open a diagram. New Create a diagram. Print Preview and print a Visio document. Save & Send Share a diagram to collaborate with others using email or SharePoint, or publish a diagram in speciﬁc formats. Help View tutorials and guides that provide information on using Visio. Options Display the Visio Options dialog box that allows you to customize the way you work with Visio. Exit Close the Visio application.

Contextual Tabs Contextual tabs are additional tabs displayed on the Ribbon when you select and work with objects such as containers. Commands and options are restricted to those tabs that can be used to manipulate the objects associated with the respective tab. Contextual tabs are displayed along with the core Ribbon tabs and can be used to modify and format the objects for which they are displayed. You can switch between the contextual tabs and the core tabs as needed. When you deselect the object, the contextual tab disappears.

Figure 1-4: The Format contextual tab displaying options to work with containers. Galleries A gallery is a repository for elements that belong to the same category. It acts as a central location for accessing various styles and appearance settings of an object. Galleries provide you with a set of visual choices. You can choose from any of the preset formats and styles available in a gallery to enhance the look and feel of elements while working on a document. Visio provides galleries for various options such as themes, backgrounds, colors, and effects. Some galleries are also accessible from shortcut menus, giving you quick access to gallery options. Galleries are arranged either on a grid or in a menu-like layout.

Figure 1-5: A gallery displaying themes that can be applied to a drawing. Visio Help The Visio help feature is a repository of information about the functionality of Microsoft Visio 2010 features. The Visio Help window provides a quick and easy way to ﬁnd answers to Visio- related queries either online or offline. You can search for information by browsing through the links that are provided or by performing keyword-based searches.

Figure 1-6: The Visio Help window displaying information on a search topic. The Visio Help window contains a number of components that will help you ﬁnd answers to Visio-related queries.

Component Description The Visio help toolbar Provides access to the navigation, print, and format commands. The Type words to Allow you to type the keyword about which you need to search for informa- search for text box and tion. Previously used keywords can be found in the Type words to search drop-down list for drop-down list. The Search drop-down Provides options based on the criterion that you have chosen to search for list information from online or offline help content. The Visio pane Displays the topics available in Visio help in a tabular format. You can navigate to a topic by clicking it.

The Visio Help Toolbar The Visio help toolbar provides buttons that enable you to quickly navigate through the help system.

Button Allows You To Back Navigate to the page that was previously accessed. Forward Navigate to the next page. The Forward button is enabled only after the Back button has been used. Stop Stop the search that is in progress. Refresh Refresh the page that is displayed. Home Display the Home page of Visio help. Print Print a help page with speciﬁc options. Change Font Size Increase or decrease the font size of the text in a help topic. Show Table of Display or hide the task pane, which contains the table of contents of Contents/Hide Visio help. Table of Contents Keep On Top/Not Set the Visio Help window to stay on top of other Visio windows or dis- On Top play other Visio windows on top of the Visio Help window. You can toggle between the Keep on Top button and the Not on Top button.

The Table of Contents Pane The Table of Contents pane is displayed at the left of the Visio Help window and lists the help topic links. You can click the topic links to display the subtopic links. The subtopic links display the relevant information in the right pane of the Visio Help window. The Show Table of Contents/Hide Table of Contents button on the Visio help toolbar allows you to display or hide the Table of Contents pane.

Areas of Search in Visio Help You can use the Visio help feature available within the application, or select an option from the section to search the web for help on the desired topic. You can use the Search drop-down list to narrow down the search results to a speciﬁc area.

Area of Search Description All Visio Lists information on the query from the built-in help feature and provides help links to resources in the Microsoft Office website, if required. Visio Help Lists information on the query from the built-in help feature, as well as from the Microsoft Office website. Visio Templates Lists sample templates that are available in the Microsoft Office website. Visio Training Lists training information links to resources in the Microsoft Office website. Developer Refer- Lists programming tasks, samples, and references to guide you in devel- ence oping customized solutions based on Visio.

ACTIVITY 1-1 Exploring the Visio Interface

Data Files: • C:\084598Data\Getting Started with Visio 2010\Intellectual Property Valuation.vsd

Scenario: Our Global Company (OGC) is a conglomerate that offers a wide variety of products and services with branches throughout the world. You have recently taken up a position in the division that plans and organizes events. One of your tasks include preparing blueprints for various upcoming events. You decide to spend some time familiarizing yourself with the Visio 2010 interface so that you can use this application to prepare various documents.

1. Open an existing Visio file. a. Choose Start→All Programs→Microsoft Office→Microsoft Visio 2010 to launch the application.

If you have opened the application for the ﬁrst time, you may encounter a few dialog boxes. Provide the necessary inputs and close them.

b. On the Ribbon, verify that the File tab is selected, and on the File tab, choose Open.

c. In the Open dialog box, navigate to the C:\084598Data\Getting Started with Visio 2010 folder.

d. Select the Intellectual Property Valuation.vsd file and click Open.

e. Observe that the file is open with its name displayed on the title bar and that the Shapes window is displayed at the left side of the interface.

2. Explore the Quick Access toolbar and a. On the Quick Access toolbar, place the the Ribbon. mouse pointer over the Save button, to view its ScreenTip.

b. On the Ribbon, verify that the Home tab is selected and observe the various groups available on the tab.

c. On the Ribbon, select the Insert tab.

d. Observe the commands on the Insert tab.

e. At the top-right corner of the Ribbon, place the mouse pointer over the Mini- mize the Ribbon button, to view its ScreenTip.

f. Click the Minimize the Ribbon button to collapse the Ribbon.

h. Click the Expand the Ribbon button, to expand the Ribbon.

3. Explore the Backstage view. a. On the Ribbon, select the File tab.

b. Observe that the Backstage view is displayed with the options to save, open, and close files among other options.

c. Choose the different commands to view the options provided in the Backstage view.

d. On the Ribbon, select the File tab to close the Backstage view.

4. View the content of a help topic. a. At the top-right corner of the Ribbon, click the Help button.

b. At the top-right corner of the Visio Help window, click the Maximize button, to maximize the Visio Help window.

c. On the Visio help toolbar, click the Show Table of Contents button.

Lesson 1: Getting Started with Visio 2010 11 Copyright © Element K Corporation LESSON 1 d. In the Table of Contents pane, observe the various help topics that are displayed and click the Getting started with Visio link.

e. In the Getting started with Visio section, click the A beginner’s guide to Visio 2010 link.

f. In the Visio pane, scroll down to view an overview of Visio 2010.

5. Search for information about the Rib- a. At the top-left corner of the Visio Help bon. window, in the Type words to search for text box, click and type ribbon and click Search.

b. In the Visio pane, observe that links to information about the Ribbon are displayed.

c. In the Visio pane, click the Customize the Ribbon link to view its content.

d. In the Table of Contents pane, observe that the link to the topic displayed in the Visio pane is the active link.

e. At the top-right corner of the Visio Help window, click the Close button, to close the Visio Help window.

You gained familiarity with the components of the Visio 2010 user interface. If the default display and arrangement of the interface elements are not appropriate to your liking or workflow, Visio provides options to personalize the interface to suit your requirements. In this topic, you will customize the Visio interface. Any new software interface may not contain all the options that you require, or it may be clut- tered with options that you may not require at all. This will slow you down and make working a cumbersome process. By customizing the environment, you will be able to display only those options that you need for the current workflow. The Visio Options Dialog Box The Visio Options dialog box provides you with various options to customize and configure the Visio application. It contains several tabs with commands for configuring the Visio application.

Figure 1-7: The Visio Options dialog box displaying options to customize the Ribbon.

Tab Allows You To General Customize the user interface options, change the color scheme, choose the display type for ScreenTips, and specify the user name. Prooﬁng Customize various options to enable the auto-correction and formatting settings. You can specify how textual content should be corrected and formatted or choose settings to ignore certain words or spelling errors. Save Customize the diagram save options. You can choose the frequency and specify the location and format in which Visio saves a backup of the diagrams. Language Customize the editing languages, display and help languages, and ScreenTip language options.

Lesson 1: Getting Started with Visio 2010 13 Copyright © Element K Corporation LESSON 1 Tab Allows You To Advanced Specify the options for editing, formatting, displaying, customizing, and printing Visio diagrams. Customize Rib- Add tabs, groups, and commands to the Ribbon. It also allows you to rename or bon remove elements from the Ribbon. Quick Access Choose the commands that you want to display on the Quick Access toolbar. It Toolbar also allows you to set the position of the toolbar either above or below the Ribbon. Add-ins View and manage add-in software programs that can add functionality to the Visio application. Trust Center Protect documents. You can also set the security measures needed to secure documents.

The Customize Quick Access Toolbar Menu The Customize Quick Access Toolbar menu provides you with options to show frequently used commands such as New, Open, and Save on the Quick Access toolbar. You can also use the menu to hide commands on the Quick Access toolbar. You can add additional commands to the Quick Access toolbar by using the More Commands option. The Customize Quick Access Toolbar menu also provides you with an option to position the toolbar either above or below the Ribbon.

Figure 1-8: The Customize Quick Access Toolbar menu displaying commands that can be added to or removed from the Quick Access toolbar. The Customize Status Bar Menu The Customize Status Bar menu allows you to control the information displayed on the status bar. You can access this menu by right-clicking the status bar. You can display or hide the desired information by checking or unchecking an item on this menu. The menu enables you to display information such as the page number, width, height, and angle.

Figure 1-9: The Customize Status Bar menu displaying information to be included in the status bar. How to Customize the Visio Interface

Procedure Reference: Customize the Quick Access Toolbar To customize the Quick Access toolbar:

1. Display the Visio Options dialog box. • Select the File tab and choose Options or; • On the Quick Access toolbar, from the Customize Quick Access Toolbar menu, choose More Commands.

2. In the Visio Options dialog box, select the Quick Access Toolbar tab. 3. From the Choose commands from drop-down list, select a category from which a command is to be added to the Quick Access toolbar.

4. In the Choose commands from list box, select a command and click Add to add the command to the Customize Quick Access Toolbar list box.

To remove a command, in the Customize Quick Access Toolbar list box, select a command and click Remove.

5. Position the commands on the Quick Access toolbar. • In the Customize Quick Access Toolbar list box, select a command and click the Move Up button to move the command up one level. • In the Customize Quick Access Toolbar list box, select a command and click the Move Down button to move the command down one level. • In the Customize Quick Access Toolbar list box, select a command and drag it above or below another command to specify its position on the Quick Access toolbar.

6. If necessary, add more commands to the Customize Quick Access Toolbar list box.

Lesson 1: Getting Started with Visio 2010 15 Copyright © Element K Corporation LESSON 1 7. If necessary, check Show Quick Access Toolbar below the Ribbon. 8. Click OK to close the Visio Options dialog box. 9. If necessary, on the Ribbon, right-click a command and choose Add to Quick Access Toolbar to add it to the Quick Access toolbar.

10. If necessary, on the Quick Access toolbar, right-click a command and choose Remove from Quick Access Toolbar to remove it from the Quick Access toolbar.

Procedure Reference: Show or Hide Commands on the Quick Access Toolbar To show or hide commands on the Quick Access toolbar:

1. Click the Customize the Quick Access Toolbar drop-down arrow. 2. From the Customize the Quick Access Toolbar menu, choose the desired command to show or hide it on the Quick Access toolbar.

The commands on the Customize the Quick Access Toolbar menu displayed on the Quick Access toolbar can be identiﬁed with a check mark displayed against them. Commands that do not have a check mark are not displayed on the Quick Access toolbar.

Procedure Reference: Customize the Ribbon To customize the Ribbon:

1. Select the File tab and choose Options. 2. In the Visio Options dialog box, select the Customize Ribbon tab. 3. In the Customize the Ribbon list box, check or uncheck the check boxes for the tabs to show or hide them on the Ribbon.

4. Below the Customize the Ribbon list box, click New Tab to create a tab. 5. If necessary, below the Customize the Ribbon list box, click New Group to create a group.

6. Rename a tab or a group. a. In the Customize the Ribbon list box, select the tab or group that you want to rename. b. Display the Rename dialog box. • Below the Customize the Ribbon list box, click Rename or; • Right-click the tab or group and choose Rename. c. In the Rename dialog box, type a new name and click OK.

7. In the Customize the Ribbon list box, rearrange the tabs or groups. • Select the desired tab or group and click the Move Up or Move Down button to move the tab or group up or down the list box or; • Click the desired tab or group and drag it to the desired location in the list box.

8. Add commands to a group. a. From the Choose commands from drop-down list, select the desired category from which you want to choose commands.

16 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 1 b. In the Choose commands from list box, select the desired command that you want to add to the group. c. In the Customize the Ribbon list box, select the tab and group to which you want to add the command. d. Click Add to add the selected command.

9. If necessary, in the Customize the Ribbon list box, select a command and click Remove to remove a command from the group.

10. If necessary, create more tabs and groups and add commands to them. 11. Click OK to close the Visio Options dialog box.

Procedure Reference: Customize the ScreenTip Style To customize the ScreenTip style:

1. Select the File tab and choose Options. 2. In the left pane, verify that the General tab is selected, and in the right pane, from the ScreenTip style drop-down list, select an option. • Select Show Feature Descriptions In ScreenTips to display the name of the element along with a brief description, which may include a keyboard shortcut for the command. • Select Don’t Show Feature Descriptions In ScreenTips to display only the name of the element with the keyboard shortcut. • Select Don’t Show ScreenTips to disable ScreenTips.

3. Click OK to apply the new ScreenTip style.

Procedure Reference: Customize the Color Scheme of the Visio Interface To customize the color scheme of the Visio interface:

1. Select the File tab and choose Options. 2. In the Visio Options dialog box, select the General tab, and from the Color scheme drop-down list, select the desired color option.

3. Click OK to apply the new color scheme to the interface.

The Visio Interface Color Schemes One of the interface options that you can set in Visio is the color scheme. The color scheme determines the colors displayed by toolbars, buttons, and Ribbon in the Visio interface. The default color scheme is blue and the other options are silver and black.

Procedure Reference: Customize the Status Bar To customize the status bar:

1. On the status bar, right-click and choose a command to add or remove it from the status bar.

2. Click away from the menu to close it.

Before You Begin: The Intellectual Property Valuation.vsd ﬁle is open.

Scenario: As you explore the Visio application, you realize that there are a few commands that you will use frequently. Adding these commands to the Quick Access toolbar will increase your effi- ciency. While reading through some documentation on the application, you ﬁnd a lot of references to the Stamp tool, but you are unable to ﬁnd it on the Ribbon. You want to customize the Ribbon by adding a new tab with this tool to make it easier for you to access it when working on a diagram.

What You Do How You Do It

1. Add a new tab to the Ribbon. a. Select the File tab and choose Options.

b. In the Visio Options dialog box, select the Customize Ribbon tab, and from the Cus- tomize the Ribbon drop-down list, select All Tabs.

c. In the Customize the Ribbon list box, select the Home tab.

d. Below the Customize the Ribbon list box, click New Tab.

Lesson 1: Getting Started with Visio 2010 19 Copyright © Element K Corporation LESSON 1 2. Rename the tab and group. a. In the Customize the Ribbon list box, verify that New Group (Custom) is selected, and below the list box, click Rename.

b. In the Rename dialog box, in the Display name text box, type Tools and click OK.

c. Observe that the Tools (Custom) group is displayed under the new tab in the Cus- tomize the Ribbon list box.

d. In the Customize the Ribbon list box, select New Tab (Custom).

e. Below the Customize the Ribbon list box, click Rename.

f. In the Rename dialog box, in the Display name text box, type Additional Tools and click OK.

3. Add the Stamp Tool command to the a. In the Visio Options dialog box, from the Additional Tools tab. Choose commands from drop-down list, select All Commands.

c. In the Customize the Ribbon list box, select Tools (Custom) and click Add.

d. In the Customize the Ribbon list box, observe that Stamp Tool is added below the Tools (Custom) group.

e. Below the Customize the Ribbon list box, click OK.

Lesson 1: Getting Started with Visio 2010 21 Copyright © Element K Corporation LESSON 1 4. Add commands to the Quick Access a. On the Quick Access toolbar, click the toolbar. Customize Quick Access Toolbar drop- down arrow, and from the Customize Quick Access Toolbar menu, choose Open.

b. Observe that the Open button is added to the Quick Access toolbar.

c. On the Quick Access toolbar, click the Customize Quick Access Toolbar drop- down arrow, and from the Customize Quick Access Toolbar menu, choose More Commands.

d. In the Visio Options dialog box, verify that the Quick Access Toolbar tab is selected.

e. From the Choose commands from drop- down list, select File Tab.

f. In the Choose commands from list box, select Close and click Add.

g. In the Customize Quick Access Toolbar list box, select Open and click the Move Up button, three times to reposition the button as the first button on the Quick Access toolbar.

h. Select Close and click the Move Up button twice to place the Close command below the Save command and click OK. This will be done for you.

22 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 1 i. Observe that on the Quick Access toolbar, the Open and Close buttons are displayed before and after the Save button, respectively.

j. On the Ribbon, select the Additional Tools tab to view the Stamp Tool command in the Tools group.

k. At the top-right corner of the drawing page, click the Close button to close the Intellectual Property Valuation.vsd file.

TOPIC C Create a New Diagram

You customized the Visio user interface to suit your needs. You may now want to use the customized interface to create drawings in Visio. In this lesson, you will create a new diagram. Just as you sometimes sift through the different styles of interiors on a decorator catalogue to imagine the look of your dream house, Visio offers a number of built-in templates from which to choose in order to see how your information will look in the different diagram options. Templates

Definition: A template is a predesigned layout used for creating a document or pattern. Templates simplify repetitive actions used for creating similar looking documents. The chosen template organizes your workspace based on the type of drawing you specify. It does this by automatically displaying those tools and options that are geared toward that specified type of drawing. Most templates are of a fixed layout, but you can make changes to the layout and customize it to create a new template. A template can be created and stored in either an electronic or a print medium.

Figure 1-10: Flowcharts created using a template. Template Categories Templates in Visio are categorized based on the purpose they serve. The Backstage view lists the various template categories.

Category Description Business A collection of templates that helps in building pivot diagrams, organizational charts, and other workflow-related diagrams. Engineering A collection of templates that helps in creating circuit diagrams, process flow diagrams, and other mechanical and electrical drawings. Flowchart A collection of templates useful for creating basic flowcharts, cross-functional flowcharts, and workflow diagrams. General A collection of templates that helps in creating basic diagrams with simple shapes. Maps and Floor A collection of templates that helps in building route maps, floor plans, and other Plans architectural plans. Network A collection of templates that simplifies creating basic and detailed network diagrams. It is also used to build Active Directory diagrams, computer equipment shapes, and so on. Schedule A collection of templates that helps develop diagrams to organize, plan, and mea- sure a project’s goals, time intervals, and progress. Software and A collection of templates that has tools to create database models, conceptual Database websites, and other software-related diagrams.

24 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 1 File Types Visio 2010 allows you to save drawings in different file formats. The default file format is the VSD format. You can save drawings in file types that are compatible with previous versions of Visio and also in various graphic file types.

File Type Files Are Saved As Drawing Visio drawings in the VSD format. Visio 2000–2002 Drawing Visio 2000–2002 drawings in the VSD format. Web Drawing Web drawings to a SharePoint site that is running Visio Services. Files are saved in the VSD format. Template A starting point for new drawings in the VST format. Portable Network Graph- Print quality images in the PNG format. ics Enhanced Metaﬁle High quality vector graphics in the EMF format. File Interchange Format Web quality images in the JPG format. Scalable Vector Graphics XML-based format for vector graphics in the SVG format. XML Drawing A markup language storing Visio speciﬁc properties. Files are saved in the VDX format. AutoCAD Drawing A compatible format with CAD applications in the DWG format. Web Page Static HTML pages for publication on the web in the HTM or HTML formats.

Save As Other File Types Visio files can also be saved in the Scalable Vector Graphics–Compressed (SVGZ) format, Graphics Interchange Format (GIF) format, Compressed Enhanced Metafile (EMZ) format, Windows Metafile (WMF) format, XPS Document (XPS) format, and AutoCAD Interchange (DXF) format. How to Create a New Diagram

Procedure Reference: Open a Drawing Based on a Template To open a drawing based on a template:

1. Select the File tab and choose New. 2. Select a template. • In the Backstage view, in the Choose a Template pane, in the Recently Used Templates section, select the desired template. • In the Template Categories section, select the desired category, and in the selected category section, select a template. • In the Other Ways to Get Started section, select a template. — Select Blank drawing to open a blank drawing and click Create. — Click Office.com templates, select the desired category, select a template, and click Download to open a ﬁle based on a template. • Select Sample diagrams and select the desired sample template.

3. Open a file based on an existing Visio file. a. In the Other Ways to Get Started section, select New from existing to open the New from Existing Drawing dialog box. b. In the New from Existing Drawing dialog box, open a Visio file. — Double-click the desired Visio file or; — Select a file and click Open.

4. Open the template. • Double-click the selected template or; • Click Create.

Procedure Reference: Open a Recently Used Document To open a recently used document:

1. Select the File tab and choose Recent. 2. In the Backstage view, in the Recent Documents list box, click the desired document to open it.

Procedure Reference: Save a Visio File To save a Visio ﬁle:

1. Display the Save As dialog box. • On the Quick Access toolbar, click the Save button. • Select the File tab and choose Save As. • In the Backstage view, display the Save As dialog box. a. Select the File tab and choose Save & Send. b. In the Save & Send section, click Change File Type. c. In the Save Drawing section, select the desired ﬁle. d. Below the Save Drawing section, select Save As.

2. In the Save As dialog box, navigate to the desired folder. 3. In the File name text box, type the desired ﬁle name. 4. If necessary, from the Save as type drop-down list, select the desired ﬁle type. 5. Click Save.

Before You Begin: The Microsoft Visio 2010 application is open.

Scenario: When exploring Visio 2010, you notice that the application provides a lot of built-in templates that are readily available for use. You also notice that Visio provides options to download other templates from the Microsoft Office website. You feel that using templates to start on drawings will make your work simple. You remember that a coworker was expressing the need to create a weekly planner and want to check whether you can locate a template for this. You are also not sure about which version of the Visio application your coworker has access to.

What You Do How You Do It

1. Open a file based on a template from a. Select the File tab. the Office.com website. b. Verify that New is chosen, and in the Backstage view, in the Choose a Tem- plate pane, in the Other Ways to Get Started section, click Office.com templates.

c. Observe the various template categories that are displayed, and in the Office.com Templates section, click Planners.

d. In the Office.com Templates section, select Multi-week planner (US units) and click Download.

e. Observe that a new Visio file based on the weekly planner template is displayed.

b. In the Save As dialog box, in the File name text box, type Weekly Planner

c. In the Save as type drop-down list, observe that Drawing (*.vsd) is selected and click Save.

3. Save the file in a format that is com- a. Select the File tab and choose Save As. patible with a previous version of Visio. b. In the Save As dialog box, in the File name text box, type Weekly Planner 2002 Format

c. In the Save as type drop-down list, scroll down and select Visio 2002 Drawing (*.vsd).

d. Click Save.

e. On the Quick Access toolbar, click the Close button to close the drawing page.

Lesson 1 Follow-up In this lesson, you gained familiarity with the Visio interface and created a new diagram. This knowledge and experience will allow you to access options in the interface and will also set you on the path to creating your ﬁrst Visio diagram. 1. Which customization options in Visio do you think will help you personalize Visio installation to suit your work?

2. What do you think are the advantages of using Visio templates to create diagrams?

LESSON 2 Lesson Time 1 hour(s), 45 minutes Creating a Route Map

In this lesson, you will create a route map by using Visio features to work with shapes and text. You will: • Add shapes to a diagram. • Manipulate shapes. • Add text to a diagram. • Format text. • Change the stacking order of shapes.

Lesson 2: Creating a Route Map 29 Copyright © Element K Corporation LESSON 2 Introduction You are familiar with the Visio 2010 interface. You now want to use the features available in Visio to create different types of illustrations. In this lesson, you will create a route map. Visual communication is far richer than purely textual communication. Imagine following a map with just text and no illustrated path or landmark to guide you! Moreover, directions could be difficult to follow if they have very detailed text. A visual representation can describe a route clearly, greatly reducing the chances of committing an error.

TOPIC A Add Shapes to a Diagram

You want to create a route map. Like any other Visio drawing, a route map is made up of shapes. In this topic, you will add shapes to a new diagram. Shapes are the starting point of any drawing; a drawing is literally nothing without them. Visio has already laid the groundwork for creating drawings, as it provides predeﬁned built-in shapes ranging from simple to highly complex that cater to different types of drawings. So, you do not have to spend hours creating the shapes you need. Stencils A stencil is a collection of related shapes. By default, a stencil displays images of master shapes and their names in the Shapes window. Every diagram template includes one or more stencils with relevant shapes. However, you can open any of the stencils in a diagram, even if the diagram is not based on a template. Dragging a master shape onto the drawing page places an instance of the shape on the page. Stencils can be opened or closed by clicking their respective title bar.

Figure 2-1: A 4-way shape added to the drawing page from the Road Shapes (US units) stencil.

30 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 Shape Instances In most cases, a shape added to the drawing page looks identical to its master. How- ever, this does not apply to certain shapes such as the Bridge shape in the Road Shapes [US units] stencil.

Figure 2-2: An instance of a shape on a drawing page that is different from its master. The Shapes Window The Shapes window displays stencils that are stacked. You can use the More Shapes option to search the stencils in Visio and Microsoft websites for more shapes. Or, you can use the Search for Shapes text box to search your computer for speciﬁc shapes. The Quick Shapes stencil displays frequently used shapes. The Shapes window can be minimized to a single col- umn. You can drag shapes out of the minimized window, change stencils, or browse for more stencils by clicking the Stencil icon at the top of the window.

Figure 2-3: The Shapes window displaying the shape masters in the Basic Flowchart Shapes (US units) stencil.

The Quick Shapes Area The Quick Shapes area is found at the top of every stencil. You can use this area to place shapes that you use frequently. A thin divider separates the Quick Shapes area from the other shapes in a stencil. There are typically two to six shapes in this area, but you can add or remove shapes by dragging them in or out of the section.

Lesson 2: Creating a Route Map 31 Copyright © Element K Corporation LESSON 2 The Quick Shapes Stencil The Quick Shapes stencil is a dynamically generated collection of shapes from the Quick Shapes area of other stencils. This stencil contains only the Quick Shapes for the stencils used in the diagram. The shapes in the Quick Shapes stencil are grouped based on the stencil they are drawn from. The Stamp Tool The Stamp Tool is a convenient tool that speeds up your drawing by eliminating the need for repeatedly dragging a shape from a stencil to the drawing page. You can use this tool to place an instance of the currently selected master at another location by clicking on the drawing page. Subsequent clicking adds more instances of the currently selected master to the drawing page.

Figure 2-4: Shapes added to the drawing page using the Stamp Tool.

The Stamp tool is not displayed on the Quick Access toolbar or the Ribbon by default. It has to be added to the Quick Access toolbar or the Ribbon.

The Dynamic Grid The dynamic grid is a set of guides that appears when you position shapes on a drawing page. Guides allow you to align and space shapes in relation to each other on a page. Guides are displayed when you move a shape near another shape or near the margin of a page; the shape aligns into position along the guides. Alignment guides are displayed when the centers of shapes align, and spacing guides are displayed when the spacing matches that of other nearby shapes. Guides are also displayed when shapes of different sizes align along their top or bottom edges.

Figure 2-5: Alignment and spacing guides displayed on a drawing page. The Auto Size Feature The Auto Size feature helps you create diagrams that extend beyond a printed page. When this feature is turned on and you place a shape outside the current page, the page automatically extends to accommodate the shape as part of a larger diagram. Auto Size does not change the printer paper size when it extends the page. However, you can see where page breaks will occur on the printed page, if the option to show page breaks is selected. Page breaks are displayed as dotted lines. You can also disable the Auto Size feature by clicking the Auto Size button in the Page Setup group on the Design tab. This will enable you to drag shapes from a stencil and place them on the pasteboard.

Figure 2-6: A diagram extended beyond one printed page because of shapes placed outside the drawing page.

Procedure Reference: Add Shapes Using Stencils To add shapes using stencils:

1. Open a Visio drawing based on a template. 2. In the Shapes window, click the appropriate stencil’s title bar to expand it. 3. From the stencil, drag the appropriate master onto the drawing page to place an instance of it on the drawing page.

4. If necessary, drag more shapes from the stencil or from other stencils onto the drawing page.

Procedure Reference: Add Shapes to the Drawing Page Using the Stamp Tool To add shapes to the drawing page using the Stamp Tool:

1. Add the Stamp Tool button to the Quick Access toolbar, or to any tab on the Rib- bon.

2. Select the Stamp Tool. 3. Select the desired master from the appropriate stencil. 4. Click the drawing page to place an instance of the selected master on the drawing page.

5. If necessary, use the Stamp Tool to add more instances of the selected master to the drawing page.

6. If necessary, on the Home tab, in the Tools group, click the Pointer tool to disable the Stamp Tool.

Procedure Reference: Place Shapes with Dynamic Grid To place shapes using the dynamic grid:

1. If necessary, on the View tab, in the Visual Aids group, check the Dynamic Grid check box.

2. Drag a shape from the appropriate stencil to place it next to an existing shape. 3. Place the instance when the dynamic grid displays the desired position with respect to the previous instance. • Drag a shape to a side of another shape and place it when an alignment guide is displayed to indicate that the edges or center of the shapes are aligned. • Drag a shape near another shape and place it when a spacing guide is displayed to indicate that the shapes are evenly spaced.

Procedure Reference: Use Shapes from Other Stencils To use shapes on other stencils:

1. In the Shapes window, click More Shapes, and from the displayed list, select the desired stencil.

2. Drag the desired masters from the newly added stencil to add shapes to the drawing page.

Procedure Reference: Search for Shapes To search for shapes:

1. In the Shapes window, in the Search for Shapes text box, click and type a keyword.

If previous searches have been made, the Search for Shapes drop-down list displays the keywords that have been searched for. You can select a keyword from this list.

2. Display the search results in a search results stencil. • Press Enter or; • Click the Start Search icon to start the search.

3. Drag the desired masters onto the drawing page.

ACTIVITY 2-1 Adding Shapes to a Drawing Page

Before You Begin: The Microsoft Visio 2010 application is open.

Scenario: Our Global Company is hosting a conference for graphic designers. A venue is booked and preparations are underway. Being in charge of organizing the event, you need to ensure that everyone has accurate directions to the venue that are easy to follow. A coworker suggests creating a map to avoid confusion. The ﬁrst step is to lay the groundwork for the map by adding shapes to the drawing page.

1. Open a route map template. a. Select the File tab.

b. Observe that New is chosen, and in the Backstage view, various template categories are displayed.

c. In the Template Categories section, click Maps and Floor Plans.

d. In the Maps and Floor Plans section, double-click Directional Map to open a template for creating a new route map.

e. Observe that a drawing page opens with the Shapes window displaying the stencils of the Directional Map template.

2. Add shapes from the stencils. a. In the Shapes window, from the Road Shapes (US units) stencil, click the 4-way master and drag it to the center of the drawing page.

b. In the Shapes window, from the More Shapes menu, choose Maps and Floor Plans→Map→Landmark Shapes (US units).

c. In the Landmark Shapes (US units) stencil, click the Gas station master to select it.

d. Select the Additional Tools tab, and in the Tools group, select the Stamp Tool.

f. In the Landmark Shapes (US units) stencil, click the Park master to select it.

g. Click in the left of the drawing page to place a park beside the 4-way intersection.

3. Add a shape to represent the confer- a. In the Landmark shapes (US units) sten- ence venue. cil, click the Building 2 master to select it.

b. Click in the top-right corner of the drawing page to add the conference venue.

4. Add a shape to mark the conference a. In the Shapes window, from the More venue as the destination. Shapes menu, choose General→Basic Shapes (US units).

Lesson 2: Creating a Route Map 37 Copyright © Element K Corporation LESSON 2 b. In the Basic Shapes (US units) stencil, click the Star 5 master to select it, and click in the top-right corner of the drawing page to the right of the conference venue.

c. Select the Home tab, and in the Tools group, select the Pointer Tool to disable the Stamp Tool.

5. Close the Basic Shapes (US units) a. In the Shapes window, right-click the title stencil and save the Visio file. bar of the Basic Shapes (US units) stencil and choose Close to remove this stencil.

b. On the Quick Access toolbar, click the Save button.

c. In the Save As dialog box, navigate to the C:\084598Data\Creating a Route Map folder.

d. In the File name text box, type My Route Map

e. In the Save as type drop-down list, verify that Drawing (*.vsd) is selected and click Save.

You added shapes to a diagram. The default dimensions of shapes and their characteristics may not always meet your specifications. In this topic, you will manipulate shapes to meet your requirements. Visio’s predefined shapes are useful and convenient. However, adding them to your drawing is merely the first step. These shapes need to be resized, repositioned, rotated, and so on to realize the vision of your drawing. Visio accommodates such operations by providing many tools and methods to manipulate shapes as required. The Pointer Tool The Pointer Tool is used to select, move, and resize objects. You can use this tool to click an object to select it. You can also use the Pointer Tool to click and drag an object to a new location or click and drag a sizing handle of an object to resize it.

Pointer Tool Options Visio also allows you to set two options to select objects and text from the Select drop-down list, in the Editing group, on the Home tab. The Area Select option allows you to use the Pointer Tool to draw a rectangular selection marquee by clicking and dragging. Any shapes enclosed within the selection marquee get selected. When multiple shapes have been selected, they are outlined in magenta. The Lasso Select option functions in a similar manner, allowing you to draw a freeform selection marquee instead.

When the Lasso Select option is turned on, you can return to the default Pointer Tool by clicking the Area Select option.

Methods to Select and Deselect Shapes Holding down Shift and clicking shapes with the Pointer Tool allows you to select multiple shapes. However, pressing Ctrl+A selects all shapes on the drawing page and pasteboard. To delete a shape, you must select the shape and press Delete. Clicking outside the selected shapes, on the drawing page or the pasteboard, deselects all selected shapes. So does pressing Esc. Holding down Shift and clicking a selected shape can be used to deselect a particular shape when multiple shapes have been selected. 2-D and 1-D Shapes In Visio, shapes are either 1-D shapes or 2-D shapes. They can be differentiated by the shape handles or endpoints that appear when a shape is selected. When selected, 2-D shapes display eight selection handles, which are blue squares, and one rotation handle, which is a blue circle. Selection handles facilitate resizing a shape. Placing the mouse pointer over a shape’s rotation handle displays a pin at the shape’s center. The rotation handle allows you to rotate a shape around its pin. Repositioning the pin changes the point around which a shape pivots when rotated. Some 2-D shapes also have connection points that allow connections to be made between them.

Lesson 2: Creating a Route Map 39 Copyright © Element K Corporation LESSON 2 1-D shapes are shapes that have endpoints. They are easily differentiated from 2-D shapes by the absence of rotation handles. However, certain 1-D shapes such as arrows have selection handles in addition to their endpoints. The endpoints of 1-D shapes are blue squares that can glue to the connection points of 2-D shapes, turning red when they do so. Thus, 1-D shapes can be used to connect 2-D shapes. You can reposition 2-D shapes without breaking the connection. However, repositioning the 1-D shape that connects them breaks the connection.

Figure 2-7: Characteristics of 2–D and 1–D shapes.

In some cases, placing the mouse pointer over a shape point or handle displays a ScreenTip that explains its function.

When multiple shapes have been selected, they are treated as a single shape, with eight selection handles and one rotation handle displayed for all of them.

Endpoints and Connection Points 1-D shapes have a begin and an end endpoint. Certain 1-D shapes such as roads and intersections also have connection points. This means that roads can connect to each other. When a drawing page contains many shapes, their connection points can be visually confusing, cluttering the screen. Connection points can be hidden in such cases, if no connections are required. The Pan & Zoom Window The Pan & Zoom window allows you to display and magnify a specific area of a drawing. It displays the entire drawing page and its contents, with the visible area of the drawing page demarcated by a red box. Resizing the red box alters the current magnification by displaying more or less of the drawing. Repositioning it displays a different part of the drawing at the current magnification. The percentage of magnification can be altered using the Zoom In and Zoom Out icons, or the zoom slider.

Figure 2-8: The Pan & Zoom window with options to magnify and display a specific area of a drawing.

The red box in the Pan & Zoom window appears whenever a part of the drawing page is not visible. It demar- cates the visible portion of the drawing page. Thus, the red box is visible when the drawing has been magniﬁed. It also appears when you scroll so that a part of the drawing page is not visible.

The Size & Position Window The Size & Position window displays data regarding the selected shape. It displays the selected shape’s X and Y coordinates, its width and height, its angle from the X axis, and the position of its pin. You can reposition a shape by changing the X or Y value. Changing the Width or Height value resizes the shape. The Angle text box allows you to rotate a shape through the angle speciﬁed. The Pin Pos drop-down list allows you to reposition a shape’s pin; however, the entire shape gets repositioned because the shape’s coordinates apply to its pin.

Figure 2-9: The Size & Position window displaying the position and dimensions of the selected shape.

The title bar of the Size & Position window displays the currently selected shape.

Ruler Zero Point The bottom-left corner of the drawing page is the ruler zero point, where both the X and Y coordinates have the value zero. In other words, it is the point at which the X axis and Y axis intersect.

The Status Bar The status bar displays parameters relevant to the currently selected shape. It displays the width, height, and angle of the currently selected shape. When the shape is dragged, the status bar displays values corresponding to the left, right, bottom, and top edges of the shape. These values help to guide you when repositioning a shape.

The Rulers The rulers also help you to position shapes on the drawing page. When a shape is being dragged, dashed lines appear on the rulers. The dashed lines on the horizontal ruler correspond to the left edge, middle, and right edge of the shape. The dashed lines that appear on the vertical ruler correspond to the top edge, middle, and bottom edge of the shape. Both sets of dashed lines serve as a reference to the shape’s position.

Endpoint Coordinates Most shapes simply have X and Y coordinates that determine their position. 1-D shapes have two sets of coordinates: one pair for the begin endpoint, the other for the end endpoint. The attributes Begin X and Begin Y correspond to the former, while End X and End Y correspond to the latter.

42 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 The Shape Data Window The Shape Data window displays a selected shape’s predeﬁned properties, if any. It can also be used to set the values for these properties. When no shape is selected on the drawing page, the properties that correspond to a shape selected in the drawing’s stencils are displayed, even if the shape is not dragged onto the drawing page. Changing a property in this case alters its default value, resulting in a global change that affects all the shapes to which that property corresponds. New shapes dragged onto the drawing page will reﬂect the updated property.

Figure 2-10: The Shape Data window displaying attributes for the selected shape.

The title bar of the Shape Data window displays the currently selected shape.

Anchor and AutoHide The anchor feature allows you to align a ﬂoating window along the borders of the pasteboard so that it attaches to a side, the top, or the bottom. The title bar is displayed on the anchored side of the window. Anchoring can be done manually by dragging the window to a new location. A ﬂoating window can be relocated to its original position by right-clicking the window and selecting Anchor Window. Most windows are anchored by default. AutoHide is a feature that causes an anchored window to collapse when the mouse pointer is no longer over it. It can be toggled on or off using the Turn On AutoHide icon on the window’s title bar. How to Manipulate Shapes

Procedure Reference: Manipulate 2-D Shapes Using the Size & Position Window To manipulate 2-D shapes using the Size & Position window:

1. On the View tab, in the Show group, from the Task Panes drop-down list, select Size & Position to display the Size & Position window.

2. Click the 2-D shape that is to be manipulated to select it. 3. In the Size & Position window, resize the selected shape.

Lesson 2: Creating a Route Map 43 Copyright © Element K Corporation LESSON 2 • In the Width text box, type a number and press Enter to change the shape’s width. • In the Height text box, type a number and press Enter to change the shape’s height.

4. If necessary, in the Size & Position window, reposition the selected shape. • In the X text box, type a number and press Enter to move the shape horizontally. • In the Y text box, type a number and press Enter to move the shape vertically.

When there is a single shape on the pasteboard or drawing page, selecting Align Center from the Position drop-down list, in the Arrange group, on the Home tab, places the shape at the center of the drawing page. However, when a drawing contains many shapes, and when you select the shapes and center align them, this command centers all the shapes to the drawing page with the shapes overlapping one another. Therefore, it is most useful when there is a single shape to be centered.

5. If necessary, in the Angle text box, type a number between 0 and 359, and press Enter to rotate the selected shape.

Manipulating 1-D Shapes A 1-D shape can be repositioned in the same way as a 2-D shape. Dragging the endpoints of a 1-D shape can resize or rotate the shape. 1-D shapes can also be manipulated using the Size & Position window. The Begin X and Begin Y coordinates affect the begin endpoint of the 1-D shape, and the End X and End Y coordinates affect its end endpoint. The 1-D shape’s length and angle to the X-axis can also be changed in this window.

Procedure Reference: Rotate Shapes To rotate shapes:

1. Select the desired shape. 2. On the Home tab, in the Arrange group, from the Position drop-down list, in the Orient Shapes section, select Rotate Shapes and select the desired option. • Select Rotate Right 90° to rotate the shape clockwise by an angle of 90°. • Select Rotate Left 90° to rotate the shape counterclockwise by an angle of 90°. • Select Flip Vertical to mirror the shape along its vertical axis. • Select Flip Horizontal to mirror the shape along its horizontal axis.

Procedure Reference: Manipulate 2-D Shapes Manually To manipulate 2-D shapes manually:

1. Select the 2-D shape that is to be manipulated. 2. Reposition the selected shape. a. Place the mouse pointer over the selected shape so that the mouse pointer changes to a four-headed arrow. b. Click and drag the shape to a new area of the drawing page.

3. If necessary, resize the selected shape.

44 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 a. Place the mouse pointer over a selection handle so that the mouse pointer changes to a two-headed arrow. b. Click and drag the selection handle to change the shape’s dimensions.

The corner selection handles resize a shape while maintaining its original proportions. The other selection handles stretch the shape. However, holding down Shift and dragging any selection handle also resizes a shape proportionally. If you cannot see eight selection handles, zoom in on the drawing till they are visible.

4. If necessary, place the mouse pointer over the rotation handle and drag it to rotate the shape.

Procedure Reference: Alter the Properties of a Shape Using the Shape Data Win- dow To alter the properties of a shape using the Shape Data window:

1. Display the Shape Data window. • On the View tab, in the Show group, from the Task Panes drop-down list, select Shape Data or; • Right-click a shape and choose Data→Shape Data.

2. Select the shape that is to be modiﬁed so that the Shape Data window displays its properties.

3. Set the values for the desired properties.

Right-clicking a shape also provides options to change the shape’s properties.

Procedure Reference: Connect Shapes To connect shapes to intersections:

1. Select the shape that is to be connected to another shape. 2. Drag an endpoint or connection point of this shape over the connection point of the other shape so that it turns red, gluing to the connection point.

3. If necessary, connect other endpoints or connection points to other shapes.

Procedure Reference: Copy, Paste, and Duplicate a Shape To copy a shape:

1. Select the shape that is to be copied. 2. Copy the selected shape. • On the Home tab, in the Clipboard group, click the Copy button to place a copy of the selected shape on the clipboard or; • Right-click the shape and choose Copy.

3. In the drawing page paste the copied shape. • On the Home tab, in the Clipboard group, from the Paste drop-down list, select Paste to paste a copy of the selected shape or; • Right-click the shape and choose Paste.

4. If necessary, select a shape and duplicate it.

Lesson 2: Creating a Route Map 45 Copyright © Element K Corporation LESSON 2 • On the Home tab, in the Clipboard group, from the Paste drop-down list, select Duplicate to replicate the selected shape or; • Hold Ctrl and hover over a shape and when the mouse pointer changes to a plus (+) sign, click and drag a duplicate shape to the desired location and release the mouse button ﬁrst, and then Ctrl to replicate the selected shape.

Keyboard Shortcuts Instead of using the Duplicate command from the Paste drop-down list, you can use Ctrl+D. Keyboard alternatives to copying and pasting are Ctrl+C and Ctrl+V, respectively. Pressing F4 repeats the previous command. Therefore, once you’ve made a copy, you can use the F4 key to quickly make more copies. Holding down Ctrl and dragging a shape creates a copy of the shape. However, you must release the mouse button before Ctrl or you will reposition the shape. Holding Ctrl, clicking a shape, then holding down Shift, and dragging the shape creates a new copy perpendicular to the original. Once again, you must release the mouse button before the keys being held down. Releasing Shift before the mouse button will cause the copied shape to jump slightly from the position you have dragged it to. You do not need to select the shape for these methods of copying, but you must deselect other selections or they will be copied as well.

Procedure Reference: Zoom In and Out of a Drawing Using the Pan & Zoom Win- dow To zoom in and out of a drawing:

1. Display the Pan & Zoom window. • On the View tab, in the Show group, from the Task Panes drop-down list, select Pan & Zoom or; • On the status bar, click the Pan & Zoom icon.

2. Click OK. 3. If necessary, display a different part of the drawing page at the current magniﬁca- tion. • In the Pan & Zoom window, drag the red box to the desired position or; • Scroll to a different part of the drawing page using the horizontal and vertical scroll bars at the borders of the pasteboard.

4. If necessary, alter the current magnification using the Pan & Zoom window. • Resize the red box by dragging its borders to change the magnification. • Drag the slider on the right to change the magnification. • Click the Zoom In icon to increase the magnification. • Click the Zoom Out icon to decrease the magnification. • In the Status bar, click the Zoom icon to the right or left to increase and decrease the magnification.

Procedure Reference: Magnify the Drawing Page Using the Zoom Dialog Box To magnify the drawing page:

1. On the View tab, in the Zoom group, click Zoom to display the Zoom dialog box.

46 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 2. In the Zoom dialog box, select the desired magniﬁcation option. • Select 50%, 75%, 100% (Actual size), 150%, 200% or 400% to magnify the drawing page to the desired level. • Select Page width to zoom the document so that the page is as wide as the window. • Select Whole page to display the entire page. • Select Percentage, and in the text box, enter the desired number to magnify the page.

Alternative Zoom Methods Hold down Ctrl+Shift and then click the left mouse button to increase magniﬁcation, or click the right mouse button to decrease magniﬁcation. You can specify a particular area to magnify by holding down Ctrl+Shift and dragging across the desired area with the left mouse button. You can pan, move to a different area of the drawing page, by holding down Ctrl+Shift and dragging the right mouse button.

Procedure Reference: Float, Anchor, and AutoHide Windows To ﬂoat, anchor, and AutoHide windows:

1. Float a window that is currently anchored. • Right-click the title bar of the window and choose Float Window or; • Click the title bar of the window and drag the window away from the border of the pasteboard to the desired location.

2. Anchor a window that is currently ﬂoating. • Right-click the title bar of the window and choose Dock Window or; • Click the title bar of the window and drag it to the appropriate border of the pasteboard so that the title bar is displayed on the anchored side of the window.

Using the Anchor Window command on the shortcut menu will anchor the window in the position that it was last anchored. Dragging allows you to anchor the window in a new position of your choice.

3. Turn the AutoHide feature on or off for an anchored window. • Right-click the title bar of the window and choose AutoHide or; • On the window’s title bar, click the Turn On AutoHide icon represented by a pushpin.

Anchoring a Window Windows can be anchored on all sides of the drawing page. When a window is anchored on top or bottom of the drawing page, the title bar for the anchored window will appear vertically. To anchor it where the Shapes window is displayed by default, you will have to drag the Shapes window to the right of the drawing page and drag the required window to the left of the drawing page.

Before You Begin: The My Route Map.vsd ﬁle is open.

Scenario: Though you have added a few basic shapes to the route map, it is far from complete. A map is not of much value if it does not convey accurate information. Therefore, the position and size of shapes is important. Now that you have some time on your hands, you continue working on the route map.

1. Add a city to the route map and a. In the Shapes window, place the mouse enlarge it. over the divider between the collapsed and expanded stencils, and when it changes to a double-headed arrow, click and drag the divider down to display all the collapsed stencils.

b. Select the Landmark Shapes (US units) stencil.

c. From the Landmark Shapes (US units) stencil, drag the City master to the bottom-right corner of the drawing page, so that its right edge is two gridlines from the right edge of the drawing page and its bottom is two gridlines from the bottom of the drawing page.

d. Observe the new shape’s square selection handles and circular rotation handle are displayed.

Lesson 2: Creating a Route Map 49 Copyright © Element K Corporation LESSON 2 e. Place the mouse pointer over the city’s top-left selection handle so that the mouse pointer changes to a two-headed arrow.

f. Drag the top-left selection handle up and to the left, to reposition it by three gridlines on top and three gridlines on the left.

When you start dragging a selection handle to enlarge a shape, dashed lines appear on the rulers. Dashed lines can help you judge the location of the shape and its edges.

2. Reduce the size of the star using the a. Select the View tab, and in the Show Size & Position window. group, from the Task Panes drop-down list, select Size & Position.

b. Observe that the Size & Position window is anchored to the left border of the pasteboard.

c. In the drawing page, select the star so that the Size & Position window displays its coordinates, dimensions, and other attributes.

e. Observe that inches has been assigned as the default unit of measurement to the value you entered.

f. In the Height text box, type 0.5 and press Enter to decrease the star’s height.

3. Reposition the star and other shapes a. In the Size & Position window, click in on the drawing page. the X text box, type 8 and press Tab.

b. In the Y text box, type 9.9 and press Enter.

c. Move the gas station to the X and Y coordinates 6.75 and 4.25 inches, respectively.

— City • X: 5.85 inches. • Y: 1.9 inches.

• Conference venue • X: 7 inches. • Y: 10 inches.

e. On the Quick Access toolbar, click the Save button to save the file.

Before You Begin: The My Route Map.vsd ﬁle is open.

Scenario: More shapes need to be added to the route map. Certain shapes such as 4-way intersections and roads appear repeatedly, and the latter are connected to each other through intersections and other roads. It’s time to ﬁll in these details so that a route to the destination is available on the map.

What You Do How You Do It

1. Create three copies of the 4-way a. In the drawing page, select the 4-way intersection and position them at intersection. specific coordinates.

c. Select the Home tab, and in the Clip- board group, from the Paste drop-down list, select Duplicate.

You can also copy a shape by holding down Ctrl and dragging the shape. Release the mouse button ﬁrst and then release Ctrl, otherwise the shape will be repositioned, and not copied.

d. Move the copy of the 4-way intersection to the X and Y coordinates 6 and 5 inches, respectively.

e. In the Clipboard group, from the Paste drop-down list, select Duplicate to make another copy of the instance.

f. Move the copy to the X and Y coordinates 6 and 9 inches, respectively.

2. Connect the top 4-way intersections a. In the Shapes window, click the Road with a road. Shapes (US units) stencil to expand it.

b. Click and drag the Road square master between the 4-way intersections at the top of the page.

c. Observe that the new road has two blue endpoints, one at either end.

d. Click and drag the left endpoint of the road over the right connection point of the top-left 4-way intersection so that the endpoint turns red, indicating that the endpoint has glued to the connection point.

Lesson 2: Creating a Route Map 55 Copyright © Element K Corporation LESSON 2 e. Click and drag the right endpoint of the road over the left connection point of the top-right 4-way intersection so that the endpoint turns red, indicating that the endpoint has glued to the connection point.

f. Observe that both endpoints of the road are now red, indicating that they have both been glued to the 4-way intersections to form a connection.

3. Connect all the 4-way intersections a. Verify that the road is selected, and on to each other using roads. the Home tab, in the Clipboard group, from the Paste drop-down list, select Duplicate.

b. Click and drag the left endpoint of the new road over the right connection point of the bottom-left 4-way intersection so that it turns red, indicating that the endpoint has glued to the connection point.

c. Connect the right endpoint of the road with the left connection point of the bottom-right 4-way intersection.

56 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 d. Similarly, make two more copies of the road and connect the 4-way intersections at the left with one copy, and the 4-way intersections at the right with the other.

4. Add roads leading away from the a. In the Shapes window, from the Road intersections. Shapes (US units) stencil, click and drag the Curve 2 master onto the drawing page near the bottom-left 4-way intersection.

b. Click and rotate the curved road’s rotation handle in a counterclockwise direction till the value 90 deg is displayed in the Angle text box of the Size & Posi- tion window.

c. Click a blank area of the drawing page below the curved road, to deselect the curved road so that its pin, selection handles, and rotation handle are no longer displayed.

Lesson 2: Creating a Route Map 57 Copyright © Element K Corporation LESSON 2 d. Click and drag the curved road toward the bottom-left 4-way intersection so that the curved road’s right connection point is connected to the left connection point of the 4-way intersection.

e. From the Road Shapes (US units) stencil, click and drag the Road square master above the top-left 4-way intersection on the drawing page.

f. Connect the left end point of the road with the top connection point of the top- left 4-way intersection.

g. Click and drag the right endpoint of the road in the counter clockwise direction so that the road is vertical and the endpoint is one gridline away from the top of the drawing page. A value of 1.125 in. should be displayed in the Length text box of the Size & Position window.

h. Similarly, connect three copies of the road to the other 4-way intersections. • Connect the bottom end point of one copy to the top connection point of the top-right 4-way

58 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 intersection. • Connect the top end point of the second copy to the bottom connection point of the bottom-left 4-way intersection. • Connect the top end point of the third copy to the bottom connection point of the bottom-right 4–way intersection.

5. Increase the length of the roads lead- a. Verify that the road leading down from ing away from the bottom 4-way the bottom-right 4-way intersection is intersections. selected, and in the Size & Position window, click in the Begin Y text box, type 2.7 and press Enter to increase the length of the road.

b. Select the vertical road leading away from the bottom-left 4-way intersection.

c. Click and drag the bottom connection point of the road to the fourth gridline from the bottom.

Lesson 2: Creating a Route Map 59 Copyright © Element K Corporation LESSON 2 6. Add a road to the left side of the a. Select the vertical road connecting the drawing page. top-left and bottom-left 4-way intersections.

b. Create a duplicate of the road.

c. In the Size & Position window, set the Begin X and Begin Y values to 1.25 and 2.875 inches, respectively.

d. Similarly, set the End X and End Y values to 1.25 and 10.5 inches, respectively.

7. Increase the thickness of the road to a. Select the View tab, and in the Show represent an interstate. group, from the Task Panes drop-down list, select Shape Data.

60 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 b. In the Shape Data window, in the Road Thickness text box, type 0.1 and press Enter to increase the thickness of the selected road to represent an interstate.

The value of the Road Thickness property in the Shape Data window corresponds to the currently selected shape.

Lesson 2: Creating a Route Map 61 Copyright © Element K Corporation LESSON 2 8. Connect the interstate to the a. Select the curved road connected to the bottom-left 4-way intersection using left of the bottom-left 4-way intersection. the curved road. b. Drag the left-middle selection handle of the curved road to the left so that it merges with the interstate.

c. Click a blank area of the drawing page below the curved road to deselect it, so that the curved road can be seen more clearly.

d. In the Shape Data window, click the Close button to close the window.

e. On the Quick Access toolbar, click the Save button.

ACTIVITY 2-4 Zooming and Scrolling in a Drawing

Before You Begin: The My Route Map.vsd ﬁle is open.

Scenario: You want to add more shapes to the route map. You feel that these shapes are of a smaller size, and it may be a little difficult to place them accurately. You would like to take a closer look at the map by zooming in on it to place the shapes.

1. Zoom in on the route map. a. On the View tab, in the Show group, from the Task Panes drop-down list, select Pan & Zoom.

b. In the Pan & Zoom window, click the Zoom In button twice.

c. Observe that a red box is displayed in the Pan & Zoom window demarcating the portion of the drawing page that is visible at this magnification.

d. In the Pan & Zoom window, place the mouse pointer inside the red box, and click and drag upwards till both the 4-way intersections at the left of the drawing page are visible.

64 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 2. Add a stop sign to the top-left 4-way a. In the Shapes window, click the Trans- intersection. portation Shapes (US units) stencil.

b. Click and drag the Stop master and place it at the center of the top-left 4-way intersection.

c. In the Size & Position window, change the width of the stop sign to 0.4 inches, and press Tab.

d. Observe that the height of the stop sign also changes to 0.4 inches because this shape stays proportionate when resized.

3. Place a stop sign at the middle of the a. Verify that the stop sign placed on the bottom left 4-way intersection. top-left 4-way intersection is selected, and make a duplicate copy of the stop sign.

4. Place traffic lights at the middle of a. From the Transportation Shapes (US the 4-way intersections on the right. units) stencil, click and drag the Stop light master to the center of the top-right 4-way intersection.

b. In the Size & Position window, change the width of the stop light to 0.3 inches, press Tab, and verify that the height changes to 0.6 inches.

c. In the Pan & Zoom window, click and drag the red box to the right so that the bottom-right 4-way intersection is visible.

d. Make a duplicate of the stop light.

5. Add signs to the interstate. a. Scroll to the left so that the interstate is visible.

b. From the Transportation Shapes (US units) stencil, click and drag the Freeway exit master onto the drawing page to the left of the junction of the curved road and the interstate.

c. Set the width and height of the freeway exit sign to 0.625 and 0.525 inches, respectively.

d. Scroll up so that the top end of the interstate is visible.

e. Select the Road Shapes (US units) stencil.

f. Click and drag the Interstate master to the top end of the interstate shape.

Lesson 2: Creating a Route Map 67 Copyright © Element K Corporation LESSON 2 6. Add a sign pointing North to provide a. Select the View tab, and in the Zoom an orientation for the map. group, click Fit to Window.

b. Observe that the red box is no longer displayed in the Pan & Zoom window because the entire drawing page is displayed.

c. In the Shapes window, click the Land- mark Shapes (US units) stencil to expand it.

d. In the Landmark Shapes (US units) stencil, drag the North master onto the drawing page and place it to the left of the city shape.

e. Set the size and position for the North shape. • X: 3.5 inches. • Y: 3.5 inches. • Width: 1.5 inches. • Height: 1.65 inches.

f. On the Quick Access toolbar, click the Save button.

You manipulated shapes in a drawing. However, a drawing comprising only shapes may not be very meaningful. In this topic, you will add text to a drawing. A picture may be worth a thousand words, but we cannot do without words entirely. Imagine a map without any directions, names or text, or a slide presentation devoid of words—they would be practically meaningless. Textual content is an indispensable part of any drawing. Thus, images are more meaningful and helpful when text is added to them. Tools to Add Text Text in a Visio drawing can be either freestanding text, which is independent of any shape, or shape text, which is associated with a particular shape. The Text tool helps you add both types of text to a drawing, as well as select existing text. The Text Block tool is used to rotate or reposition shape text independently of its shape.

Figure 2-11: Freestanding and shape text added to a drawing page.

Text Block In Visio, all text is contained in a rectangular area known as a text block, which extends beyond the edges of the text. This area is visible when you apply a background color to text.

Both freestanding text and shape text have selection handles and rotation handles that allow you to resize and rotate the text blocks.

Lesson 2: Creating a Route Map 69 Copyright © Element K Corporation LESSON 2 Callouts Callouts are annotation shapes with text describing other shapes in a diagram. You can change the callout shape and its background color. Callouts can be copied, resized, repositioned, and rotated to suit your requirements. They can also be associated with any shapes. When a callout is associated with a shape, it moves with the shape automatically; moreover, a callout is copied or deleted along with its associated shape.

Figure 2-12: A callout containing text describing another shape in a diagram. How to Add Text

Procedure Reference: Add Shape Text To add shape text:

1. Open the shape’s text block. • Select a desired shape, and on the Home tab, in the Tools group, select the Text tool or; • Double-click the desired shape.

If a shape is already selected when you select the Text tool, the text block for the selected shape will open, and when you click the Text Block tool, the text block is selected. However, you can enable the text block by directly typing after selection. Opening a shape’s text block increases the magniﬁcation to 100%.

2. Type the desired text. 3. Exit the shape’s text block. • Press Esc or; • On the Home tab, in the Tools group, select the Pointer Tool or; • Click a blank area of the drawing page or the pasteboard.

When you exit the text block, the drawing’s magniﬁcation returns to its previous value.

1. On the Home tab, in the Tools group, select the Text Block tool. 2. Click the appropriate shape to select only the shape text. 3. If necessary, zoom into the drawing to view the shape text clearly. 4. If necessary, drag the scroll bars to ensure that the selected shape text is visible. 5. Drag the rotation handle of the text block so that the shape text rotates to the desired angle.

6. If necessary, place the mouse pointer over the shape text, and click and drag it to the desired location.

7. Deselect the shape text. 8. If necessary, zoom out of the drawing.

Control Handles Certain shapes have control handles represented by a yellow diamond. Its function var- ies from shape to shape, and its ScreenTip details this function. It allows you to reposition shape text without moving the shape it belongs to.

Procedure Reference: Add Freestanding Text To add freestanding text:

1. Draw a bounding box for the freestanding text using the Text tool. a. On the Home tab, in the Tools group, select the Text tool. b. On the drawing page, click and drag at the desired location to draw the bounding box.

2. In the bounding box, type the desired text. 3. Exit the text block. • Press Esc or; • On the Home tab, in the Tools group, select Pointer Tool. or; • Click a blank area of the drawing page or the pasteboard.

4. Reposition the freestanding text. a. If necessary, on the Home tab, in the Tools group, select Pointer Tool. b. Drag the freestanding text to the desired location.

5. Change the number of lines that the freestanding text covers. a. If necessary, on the Home tab, in the Tools group, select Pointer Tool. b. Drag a selection handle so that the freestanding text displays more or less lines as desired.

6. If necessary, rotate the selected freestanding text. • Drag the rotation handle of the text block so that the shape text rotates. • On the Home tab, in the Arrange group, from the Position drop-down list, select Rotate Shapes and from the displayed list, select the desired option.

Lesson 2: Creating a Route Map 71 Copyright © Element K Corporation LESSON 2 Text Block Tool You can also use the Text Block tool to draw the bounding box for freestanding text. Simply clicking the drawing page with this tool enabled creates the bounding box.

Procedure Reference: Add Callouts to Shapes To add callouts:

1. Select a shape for which you want to add a callout. 2. On the Insert tab, in the Diagram Parts group, click the Callout drop-down arrow, and from the displayed gallery, select an option.

3. On the drawing page, double-click the inserted callout and type the desired text.

ACTIVITY 2-5 Adding Text to the Route Map

Before You Begin The My Route Map.vsd ﬁle is open.

Scenario: Your route map is looking good, but many shapes are missing a vital element—text! The map is of no use without text to name the buildings, roads, and other shapes. Moreover, the intent of this map is to provide directions, so a brief write-up detailing the route to follow is required.

1. Add text to name the city. a. In the drawing page, double-click the city shape to open its text block.

b. In the text block, type City of Tannerville

c. Click a blank area of the drawing page to the right of the city to exit its text block.

2. Add text to the other shapes. a. Double-click the gas station to open its text block.

b. Type Doug’s Gas Station

c. Scroll to the left, double-click the park, and type Green Forest Park with a line break after Forest.

d. Scroll up and double-click the conference venue and type Conference Center

e. Double-click the Interstate shape and type 65

Lesson 2: Creating a Route Map 73 Copyright © Element K Corporation LESSON 2 3. Name the curved road and rotate the a. Scroll down, double-click the curved road name. below the Green Forest Park, and type Exit 44

b. Select the Home tab, and in the Tools group, select the Text Block tool.

c. Observe that the selection and rotation handles for the text “Exit 44” are displayed.

d. Drag the rotation handle counterclockwise till the shape text is rotated to an angle of 45° as displayed in the status bar.

4. Name the other roads in the map. a. On the Home tab, in the Tools group, select the Text tool.

b. Click the interstate to open its text block, and type Interstate 65

74 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 c. Add text to the other roads. • 11th Street to the horizontal road connecting the top two 4-way intersections. • Maple Leaf Road to the vertical road connecting the 4-way intersections on the left. • Chevy Boulevard to the vertical road connecting the 4-way intersections on the right. • Pine Ridge Road to the horizontal road connecting the bottom two 4-way intersections.

Lesson 2: Creating a Route Map 75 Copyright © Element K Corporation LESSON 2 5. Provide textual directions detailing a. In the Pan & Zoom window, drag the red the route to follow. box so that the bottom-left corner of the drawing page is visible.

b. In the bottom-left corner of the drawing page, click and drag to draw a bounding box in the blank space below the interstate with a dimension of 1.75 inches width and 1.75 inches height.

c. Type Directions and press Enter.

d. Type Take Interstate 65 to Exit 44 east, Pine Ridge Road. Go straight at the stop sign and turn left at the first traffic light on to Chevy Boulevard. Turn right at the traffic light on to 11th Street and turn left to enter the parking lot.

e. On the Home tab, in the Tools group, select the Pointer Tool.

f. Select the View tab, and in the Zoom group, click Fit to Window to display the entire drawing.

g. On the Quick Access toolbar, click the Save button.

You added text to a drawing. However, text which is not readable or appealing may not serve the intended purpose. In this topic, you will format text. Text adds meaning to images. Therefore, it should be readable and stand out from its background. Visio 2010 with its various text formatting options allows you to ensure that users do not lose out on any important information stated within the image, while keeping the drawing visually appealing. The Mini Toolbar The Mini toolbar is a ﬂoating toolbar that is displayed when you select text in a document. It is displayed above the selected text and includes options to format text. The toolbar disappears when you move the mouse pointer away from the selection. You can also invoke the Mini toolbar along with a list of other commands by right-clicking anywhere on the drawing page.

Figure 2-13: Options on the Mini toolbar. Live Preview The Live Preview feature enables you to preview the results of applying design and formatting changes to a diagram. These changes are displayed in the diagram when you hover the mouse pointer over the available options in a gallery. The temporary formatting disappears when you move the mouse pointer away from the option. This feature helps you avoid the laborious process of applying various commands and settings and then checking the results.

Figure 2-14: A live preview of an option in a gallery displayed on the drawing page. The Text Dialog Box The Text dialog box contains a series of tabs, each with commands used for formatting text on a drawing page.

Figure 2-15: The Text dialog box displaying options to format text.

Tab Allows You To Font Specify settings for font face, style, size as well as general settings for font case, position, underline, strikethrough, color, language and transparency. Character Specify settings for character scaling and spacing. Paragraph Specify settings for paragraph alignment, indentation, and spacing. Text Block Specify settings for text alignment, margins, and background. Tabs Specify tab stop positions, default tab stops and tab alignment. Bullets Select a bullet style.

The Format Painter The Format Painter is a formatting tool that allows you to copy the formatting applied to the selected text and apply it to one or more additional selections. It can also be used to apply some basic graphics formatting. The Format Painter does not provide any formatting option of its own. How to Format Text

Procedure Reference: Format Text Using the Text Dialog Box To format text using the Text dialog box:

1. Select the text that is to be formatted.

You can use the Pointer Tool or Text tool to select text. The Pointer Tool selects the shape, but text formatting will be applied to the shape text.

2. Display the Text dialog box. • On the Home tab, in the Font group, click the Font dialog box launcher or; • Right-click the selected text and choose Format→Text.

3. In the Text dialog box, select the Font tab, and specify the options to change the appearance of text. • Use the options in the Font settings section to set the font, style, and font size of the text. • Use the options in the General section to set the casing, color, transparency, and language of text. You can also add underline and strikethrough effects to the text. The Position drop-down list allows you to set text as superscript or subscript.

4. If necessary, set the other options. • Select the Character tab and specify settings to widen or narrow text and change the spacing between characters. • Select the Paragraph tab and specify settings to set the text’s horizontal alignment, indentation, and spacing between paragraphs and lines. • Select the Text Block tab and specify settings to format the text’s vertical alignment, margins, and background color.

Lesson 2: Creating a Route Map 79 Copyright © Element K Corporation LESSON 2 — In the Alignment section set options to set the text’s vertical alignment. — In the Margins section set the space for the top, bottom, left, and right margins. — In the Text Background section specify a background color for text and set its transparency. • Select the Tabs tab and add, delete, or adjust tab stops.

A tab stop is a location at which the cursor stops when Tab is pressed.

• Select the Bullets tab to create a bullet list. You can choose the style of bullets to apply.

5. Click Apply to apply the new formatting to the selected text. 6. Click OK to close the Text dialog box.

Procedure Reference: Format Text Using the Font Group To format text using the Fontgroup:

1. Select the text that is to be formatted. 2. On the Home tab, in the Font group, set the desired options. • From the Font drop-down list, select the appropriate font. • Select the appropriate font size. — From the Font Size drop-down list, select the appropriate font size or; — In the Font Size text box, double-click and type the desired font size. • Click the Bold, Italic, or Underline button to bold format, italicize, or underline text, respectively. • Click Increase Font Size to increase the size of the font by one point. • Click Decrease Font Size to decrease the font size by one point. • From the Change Case drop-down list, select the text casing. — Select Normal to retain the casing of the text as it is typed. — Select All Caps to display all the text in capital letters. — Select Capitalize Each Word to display the ﬁrst letter of each word as a capital letter. — Select Small Caps to display all letters in capital but with different sizes. Letters typed in uppercase are larger than letters typed in lower- case. • Click the Strikethrough button to draw a line in the middle of the selected text. • Change the color of text. — Click the Text Color button to apply the default color or; — Click the Text Color drop-down arrow, and from the displayed gallery, select a color.

1. Display the mini toolbar. • Right-click the desired text or; • Select the desired text.

2. Set the options to format the text from the Mini Toolbar. • From the Font drop-down list, select the appropriate font. • Select the appropriate font size. — From the Font Size drop-down list, select the appropriate font size or; — In the Font Size text box, double-click and type the desired font size. • Click the Bold, or Italic button to bold format or italicize text, respectively. • Change the color of text. — Click the Text Color button to apply the default color or; — Click the Text Color drop-down arrow, and from the displayed gallery, select a color. • Click Increase Font Size or Decrease Font Size to change the text size.

Procedure Reference: Copy Formatting Across Freestanding Text Using the For- mat Painter To copy formatting across freestanding text using the Format Painter:

1. Select the freestanding text with the desired formatting. 2. On the Home tab, in the Clipboard group, click the Format Painter tool. 3. Select the freestanding text to which you want to copy the formatting.

If you double-click the Format Painter button, it will remain active, and you can make additional selections to continue copying the formatting.

4. If necessary, click the Format Painter button again or press Esc to deactivate the Format Painter.

Shape Text Using the Format Painter tool on shape text has unpredictable effects as it affects the formatting of shapes as well as text. Therefore, it is not advisable to use this tool on shape text, or to copy formatting from shape text to freestanding text.

Before You Begin: The My Route Map.vsd ﬁle is open.

Scenario: Your route map is close to completion. However, you need to ensure that all text is readable. It would also be a nice touch to enhance the appearance of the directions so that they hold the viewer’s attention while being easy on the eye.

What You Do How You Do It

1. Format the city name. a. Double-click the city to open its text block and display the Mini toolbar.

b. In the Mini toolbar, from the Font Size drop-down list, select 14 pt.

c. Click the Bold button to bold format the text.

2. Enhance the appearance of the direc- a. In the Pan & Zoom window, drag the red tions. box to the bottom-left corner of the window so that the bottom-left corner of the drawing page is displayed and the freestanding text is fully visible. Select the freestanding text block.

b. Select the Home tab, and in the Para- graph group, click the Justify button to justify the left and right edges of the text by adding extra space between words.

d. In the Text dialog box, select the Text Block tab.

e. In the Text background section, click the Solid color drop-down arrow, and from the displayed gallery, in the Theme Col- ors section, select Accent2, which is the seventh color in the first row.

f. Drag the Transparency slider to the right to set it to 30% and click OK.

h. Select the View tab, and in the Zoom group, click Fit to Window to display the entire drawing page.

i. On the Quick Access toolbar, click the Save button.

TOPIC E Change the Stacking Order

You formatted text in a drawing to improve readability. A diagram will be accurate and convey the intended meaning only if overlapping shapes are displayed as intended. In this topic, you will change the stacking order of such shapes. Visio allows you to place shapes and text on top of each other. However, incorrect placement can result in obscured content. This is undesirable as everything added to a drawing is intended to convey certain information. Loss of this information reduces the accuracy and value of your drawing. So, the stacking order of shapes should not interfere with the accuracy and visibility of all content. The Stacking Order In Visio, shapes can be placed one on top of the other on a drawing page. The order in which shapes are placed one over the other is the stacking order. A selected shape can be sent to the top or bottom of the stacking order, or moved one place forward or backward in the stack.

Figure 2-16: A shape placed above and below another shape in a diagram. How to Change the Stacking Order

Procedure Reference: Change the Stacking Order To change the stacking order:

1. Select the appropriate shape. 2. Display the options to change the stacking order. • On the Home tab, in the Arrange group, from the Bring Forward drop- down list, select an option. • On the Home tab, in the Arrange group, from the Send Backward drop- down list, select an option. • Right-click the shape and choose Bring Forward. • Right-click the shape and choose Send Backward.

3. Select the desired stacking option. • Select Bring Forward to move the shape one place forward. • Select Bring to Front to move the shape to the front of all shapes in the stack. • Select Send Backward to move the shape one place backward. • Select Send to Back to move the shape behind all shapes in the stack.

Before You Begin The My Route Map.vsd ﬁle is kept open.

Scenario: The route map is almost done. However, the Pike river is yet to be added and the interstate crosses a road near the top-left 4-way intersection. This crossing is a bridge, not an intersection. Once you update the route map with these details it will be complete.

What You Do How You Do It

1. Add the Pike river to the route map. a. From the Landmark Shapes (US units) stencil, drag the River master to the center of the drawing page.

b. Set the X and Y coordinates of the river to 4.25 and 7 inches, respectively.

c. Double-click the river and type Pike River

d. Select the Home tab, and in the Font group, from the Font Size drop-down list, select 14 pt.

e. In the Font group, click the Bold button to bold format the text.

2. Add a road that crosses the inter- a. In the Pan & Zoom window, drag the red state, and a bridge over the box up so that the top-left corner of the interstate. drawing page is visible.

b. Click the Road Shapes (US units) stencil to expand it.

86 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 2 c. From the Road Shapes (US units) stencil, drag the Bridge master onto the drawing page and place it near the interstate sign.

d. In the Size & Position window, in the Angle text box, type 90 and press Enter so that the bridge is oriented vertically.

e. Drag the bridge over the interstate so that its middle is in line with the stop sign to the right.

f. Drag the Road square master onto the drawing page so that its right endpoint glues to the left connection point of the top-left 4-way intersection.

g. On the Home tab, in the Arrange group, from the Send Backward drop-down list, select Send to Back.

i. Close the Size & Position and the Pan & Zoom window.

j. Save the file.

k. On the Quick Access toolbar, click the Close button to close the file.

Lesson 2 Follow-up In this lesson, you used the features available in Visio to add shapes and text to your drawing. This allows you to create diagrams such as route maps that provide visual directions that are easier to follow than purely textual directions. 1. Which stencils will you use most often at work?

2. Which Visio feature would you find most useful when creating a drawing?

LESSON 3 Lesson Time 45 minutes Modifying Diagram Shapes

In this lesson, you will modify, format, and arrange shapes to enhance a basic diagram. You will: • Manage shapes. • Format shapes.

Lesson 3: Modifying Diagram Shapes 89 Copyright © Element K Corporation LESSON 3 Introduction You added shapes and text to a drawing in Visio. However, you need to improve the appearance of the shapes so that they look engaging. In this lesson, you will enhance a basic diagram by modifying and formatting its shapes. A diagram without frills may not attract the kind of attention that you might be striving for. However, the diagram can be transformed into an attractive creation by organizing its consti- tuting shapes and formatting them. Visio has a number of tools that help in rearranging and modifying shapes to suit your requirements.

TOPIC A Manage Shapes

You added and manipulated shapes in your drawing. Now you need to position or rearrange individual shapes or a group of shapes so that they work as a single cluster, which would make them easy to modify and format. In this topic, you will manage shapes. In a Visio drawing, you may need to do more than just adding shapes and modifying them as individual entities. For instance, you might need to rearrange and organize shapes so that they appear neat and appealing. Grouping, aligning, distributing, and changing the orientation of shapes with the time-saving techniques in Visio will help in organizing them. Grouping Grouping is designating a set of shapes as a group so that the shapes behave as a unit. When several shapes are selected, you can apply formatting changes to all of them simultaneously and move them as a unit. But this arrangement is temporary; after you deselect the group, the shapes are no longer linked. The Group command allows you to group selected shapes so that clicking any of them selects the entire group. A group, when selected, displays a set of selection handles.

Figure 3-1: Shapes grouped together as a single unit.

90 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 3 Alignment Alignment refers to the positioning and arrangement of shapes in relation to each other. Visio contains several options for aligning shapes. You can align shapes vertically along their top, center, or bottom, or you can align them horizontally by their left or right edges or center. However, the order in which you select shapes is important because the ﬁrst shape you select is the one that the other shapes will be aligned to.

Figure 3-2: Shapes aligned to give a neat look.

The Auto Align Option The Auto Align option allows you to align shapes and straighten connections between shapes automatically. The Auto Align option is effective only when shapes are within a particular distance. It aligns the shapes without changing their spacing. The Auto Align option can be selected from the Position drop-down list, in the Arrange group, on the Home tab. Distribution Distribution is the spreading out of three or more shapes evenly over a specified distance. When you distribute a set of shapes, the first and last shapes establish the end positions, and the middle shapes are spaced between them at equal intervals. Like the Align command, you can distribute shapes vertically based on their top, bottom, or center, or distribute them horizontally based on their right, left, or center. However, unlike in aligning, it does not matter which shape you select first. The number of shapes selected determines the spacing between shapes when they are distributed.

Figure 3-3: Group of shapes distributed evenly across a distance.

The Auto Space Option The Auto Space option allows you to space the selected shapes evenly. This option can be accessed from the Position drop-down list in the Arrange group on the Home tab.

Auto Align & Space Button The Auto-Align & Space button, on the Home tab, in the Arrange group, allows you to reposition the shapes in a diagram by automatically positioning the shapes as close as possible to their current positions, and aligning them with each other with even spacing. You can use the button to automatically align and space only the selected shapes in a diagram or all shapes in a diagram. To align all shapes, you must deselect the shapes before clicking the button. Orientation Orientation is the angle at which a shape appears in relation to other shapes in a diagram. It is measured in degrees from 0 to 360. When you select a shape, a rotation handle—in the form of a circle—appears along with the sizing handles. You can drag the rotation handle clockwise or counterclockwise to change the orientation of the shape. You can also use the commands in the Orient Shapes section, from the Position drop-down list, to orient the shapes as desired. If you select more than one shape, these commands rotate them about the center of the selection. You can also rotate an entire diagram without changing the orientation of individual shapes.

Figure 3-4: A shape rotated to a desired angle to suit individual requirements. Containers A container is a Visio element that holds a set of shapes used in a diagram. The shapes enclosed in a container can be manipulated as a single unit. When you drop shapes into a container, it displays a border around them and maintains their relationship. Any action performed on a container affects the shapes in it. For instance, you may move, copy, or delete both a container and its shapes.

Figure 3-5: Shapes dropped into a container that would make them act as a single unit.

Procedure Reference: Number Shapes To number shapes:

1. On the View tab, in the Macros group, from the Add On’s drop-down list, select Visio Extras and then select Number Shapes to open the Number Shapes dialog box.

2. In the Number Shapes dialog box, on the General tab, in the Operation section, set the numbering method for the shapes. • Select Manually by clicking to number each shape as and when they are manually selected. • Select Auto number to automatically number shapes. • Select Renumber maintaining sequence to restart the numbering while retaining the sequence.

3. If necessary, in the Apply to section, set the shape selection option. • Select All shapes to apply the numbering to all shapes in the drawing page. • Select Selected shapes to apply the numbering to only the shapes that are selected. • Check Continue numbering shapes as dropped on page to apply the numbering to shapes automatically as they are added to the drawing page.

4. In the Number assigned section, set the numbering options. • In the Start with spin box, set the value from which the numbering should start. • In the Interval spin box, set a value which deﬁnes the difference between successive numbers. • From the Preceding text drop-down list, select the text to be displayed before the number.

5. If necessary, on the Advanced tab, set the other numbering options for shapes.

Advanced Numbering Options There are several other options on the Advanced tab of the Number Shapes dialog box. For example, the Place number section allows you to choose whether the number will appear before or after the shape text. If you are applying auto numbering, the Auto number sequence area helps you to deﬁne how the sequence will appear. You can auto number shapes from left to right, top to bottom, or vice versa, or use another method such as the selection order or the stacking order. You can choose to apply numbering to speciﬁc layers in the Apply to options section. And in the Renumber- ing options section, you can specify whether you want the numbers to appear in a strict sequence or if some numbers can be repeated.

Procedure Reference: Align Shapes To align shapes:

1. Select the shape to which you want to align the other shapes. 2. Hold down Shift and select the other shapes.

94 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 3 3. On the Home tab, in the Arrange group, from the Position drop-down list, in the Align Shapes section, select an option to align the selected shapes. • Select Auto Align to align the selected shapes automatically. • Select Align Left to align the selected shapes along their left edges. • Select Align Center to align the selected shapes along their centers. • Select Align Right to align the selected shapes along their right edges. • Select Align Top to align the selected shapes along the top edges. • Select Align middle to align the selected shapes along their vertical centers. • Select Align Bottom to align the selected shapes along their bottom edges.

Procedure Reference: Group and Ungroup Shapes To group shapes:

1. Select the shapes that you want to group. 2. On the Home tab, in the Arrange group, from the Group drop-down list, select Group to group the shapes.

3. If necessary, on the Home tab, in the Arrange group, from the Group drop-down list, select Ungroup to ungroup the selected shapes.

Procedure Reference: Distribute Shapes To distribute shapes:

1. Select the shapes that you want to distribute evenly. 2. On the Home tab, in the Arrange group, from the Position drop-down list, select Space Shapes and then select More Distribute Options to open the Distribute Shapes dialog box.

3. In the Distribute Shapes dialog box, set the desired distribution option. • In the Vertical distribution section, click the desired alignment button. — Click the first button from the left to distribute the shapes vertically so that there is a uniform space between shapes. — Click the second button from the left to distribute the shapes vertically so that their top edges are uniformly spaced. — Click the third button from the left to distribute the shapes vertically so that their centers are uniformly spaced. — Click the fourth button from the left to distribute the shapes vertically so that their bottom edges are uniformly spaced. • In the Horizontal distribution section, click the desired alignment button. — Click the first button from the left to distributes the shapes horizontally so that there is a uniform space between shapes. — Click the first button from the left to distributes the shapes horizontally so that their left edges are uniformly spaced. — Click the first button from the left to distributes the shapes horizontally so that their centers are uniformly spaced. — Click the first button from the left to distributes the shapes horizontally so that their centers are uniformly spaced.

Procedure Reference: Place Shapes in a Container To place the shapes in a container:

1. Select the shapes to add to a container. 2. On the Insert tab, in the Diagram Parts group, click the Containers drop-down arrow, and from the displayed gallery, select the desired option.

3. On the Format contextual tab, in the Size group, select the desired sizing options for the container. • From the Margins drop-down list, select the desired option to increase or decrease the margin of the container. • Select Fit to Contents to resize the container shapes to tightly bound its contents. • From Automatic Resize drop-down list, select the desired option. — Select No Automatic Resize to not allow the container to resize automatically. — Select Expand as Needed to automatically expand the container when shapes are added. — Select Always Fit to Contents to reduce or expand the container to ﬁt the contents when shapes are removed or added.

4. In the Container Styles group, from the gallery, select a style for the container. 5. In the Container Styles group, click the Heading Style drop-down arrow, and from the displayed gallery, in the Heading Style section, select a heading style.

6. In the Membership group, set the desired options. • Click Lock Container to prevent shapes from being added to the container. • Click Select Contents to select all the shapes in the container. • Click Disband Container to remove all the shapes from a container and delete the container.

Data Files: • C:\084598Data\Modifying Diagram Shapes\Conference Setup.vsd

Before You Begin: The Microsoft Visio 2010 application is open.

Scenario: You have accomplished the task of creating the route map to the conference hall. Moving forward, you need to ﬁnalize the layout of the conference hall too. The layout of the conference hall needs to be well-organized. Your supervisor has asked you to number the vendor booths and also take care of other alignments. Though the rough draft is ready, you feel that a bit of manipulation with the shapes will make it look neater and will also make working with them simpler.

What You Do How You Do It

1. Set the numbering options. a. Select the File tab and choose Open.

b. In the Open dialog box, navigate to the C:\084598Data\Modifying Diagram Shapes folder and open the Conference Setup.vsd file.

c. Select the View tab.

d. On the View tab, in the Visual Aids group, verify that the AutoConnect check box is unchecked.

e. On the View tab, in the Macros group, from the Add-Ons drop-down list, select Visio Extras and then select Number Shapes.

Lesson 3: Modifying Diagram Shapes 97 Copyright © Element K Corporation LESSON 3 f. In the Number Shapes dialog box, on the General tab, in the Operation section, verify that Manually by clicking is selected.

g. Select the Advanced tab, and in the Place number section, select the After shape text option to display the number after the shape text and click OK.

h. Observe that the Manual Numbering dialog box appears displaying instructions on how to assign a number to a shape, and in the Next number assigned text box, the value 1 is displayed.

2. Number the vendor booths. a. On the status bar, click the Fit page to current window button.

98 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 3 b. In the drawing page, above the presentation area, click the Vendor Booth shape at the right to add the number 1 after the text “Vendor Booth”.

c. Click the two Vendor Booth shapes to the left, starting with the middle one to add the numbers 2 and 3.

d. Click the remaining Vendor Booth shapes on the left from top to bottom to number them from 4 to 8.

e. In the Manual Numbering dialog box, click Close.

b. Observe that the selection handles cover the Stage along with the tables as one unit.

c. On the status bar, click the Zoom In button twice and scroll down to display the entire presentation area.

d. Click the pasteboard to deselect the presentation area.

e. Select the Table 1 shape.

f. Hold down Shift and click tables 2 through 12 to select all the tables.

g. Select the Home tab, and in the Arrange group, from the Group drop-down list, select Group.

100 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 3 h. Observe that the individual bounding boxes for the tables are not displayed and a single set of selection handles is displayed for the entire group.

i. In the Font group, from the Font Size drop-down list, select 12 pt to change the font size of text in all the shapes in the group.

b. In the Zoom dialog box, select Page width and click OK.

c. Hold down Shift and select the Presenta- tion Area shape.

d. Hold down Shift and select the Stage shape so that the presentation area, the stage, and all the tables are selected.

e. Select the Home tab, and in the Arrange group, from the Position drop-down list, select Align Middle to align the shapes vertically.

f. Click a blank area of the drawing page to deselect all the shapes.

5. Align the shapes Vendor Booth 3 and a. Scroll up and select the Vendor Booth 3 Vendor Booth 4. shape, hold down Shift, and select the Vendor Booth 4 shape.

b. On the Home tab, in the Arrange group, from the Position drop-down list, select Align Middle.

102 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 3 6. Evenly distribute the shapes from a. Scroll down, click and drag the Vendor Vendor Booth 4 through Vendor Booth Booth 8 shape down so that it touches the 8. bottom wall.

b. Hold down Shift and select vendor booths 7, 6, 5, and 4.

c. On the Home tab, in the Arrange group, from the Position drop-down list, select Space Shapes and then select Distribute Vertically.

d. Observe that the Vendor Booth shapes from 4 to 8 are uniformly spaced.

e. Select the File tab and choose Save As.

f. In the Save As dialog box, in the File name text box, type My Conference Setup

g. In the Save as type text box, verify that Drawing (*.vsd) is selected and click Save to save the file.

TOPIC B Format Shapes

You reorganized shapes in a diagram. After arranging them methodically, you might want to make them look more colorful and attractive to capture a viewer’s attention. In this topic, you will format shapes. A plain diagram in black and white may not have much visual appeal. The impact that the drawing might be aiming to create could get completely lost. Visio provides various options to add a splash of color to simple diagrams. Lines

Deﬁnition: A line is an object that connects a start and an end point. Lines are of uniform breadth or thickness. Lines with distinct start and end points are called open path lines; lines with the same start and end points are called closed path lines. Lines can be curved or straight. The properties of a line determine its appearance such as its thickness, texture, and color. The start and end points of open path lines can be changed to arrowheads or dots.

Figure 3-6: A line and its properties.

Line Options in Visio You can set the properties of a line by selecting the options from the Line drop-down list or in the Line dialog box. The settings can also be previewed in the Preview section of the Line dialog box.

Option Allows You To The Dash Type drop- Choose the line style. down list The Weight drop-down Set the thickness. list The Color drop-down Choose a color for the line. list The Cap drop-down list Choose a style for the corners of a shape. The Transparency Set the transparency level of the line color. slider The Begin drop-down Set the style for the beginning arrow of a line. list The End drop-down list Set the style for the end arrow of a line. The Begin sizedrop- Set the size of the beginning arrow. down list The End size drop- Set the size of the end arrow. down list The Round corners Choose the style for the rounded corners. section The Preview section Preview the line with your settings applied to it.

Fills

Definition: A fill is the inner area of a closed shape. Every shape has either a color fill or a pattern fill. Fills can be opaque or transparent.

Figure 3-7: Fills of shapes.

Fill Options in Visio You can set the properties for fills by selecting the options from the Fill drop-down list or in the Fill dialog box. The Fill dialog box displays options in two sections and a preview of the fill in the Preview section. The options in the Fill section allow you to define the fill of a shape.

Option Allows You To The Color drop-down Set the desired color for the shape fill. list The Patterndrop-down Apply a pattern for the shape fill. list The Pattern Color Specify a color for the pattern in the shape fill. drop-down list The Set the transparency level for the shape fill. Transparencyslider

The options in the Shadow section allow you to deﬁne the ﬁll for the shadows of a shape.

Option Allows You To The Style drop- Choose a style for the shadow fill. down list The Color drop- Apply a color to the shadow fill. down list The Pattern Choose a pattern for the shadow fill. drop-down list The Transpar- Set the transparency level for the shadow fill. ency slider

Deﬁnition: A shadow is the shaded area that appears outside a shape. It appears at an angle from the original shape such that only a part of it is visible. It is a replica of the original shape, but it may appear distorted depending on the angle at which it is displayed. A shadow may appear in front of or behind the original shape.

Example:

Figure 3-8: Shadow and its properties.

Shadow Options in Visio You can set the properties for shadows by selecting the options from the Shadow drop-down list or in the Shadow dialog box.

Option Allows You To The Style drop-down Choose a style for the shadow fill. list The Color drop-down Apply a color to the shadow. list The Pattern drop- Choose a pattern for the shadow fill. down list The Pattern Color Apply a color to the pattern selected for the shadow. The Transparency Set the transparency level for the shadow fill. slider The X Offset spin Set the horizontal position of the object with relation to the shadow. box The Y Offset spin box Set the vertical position of the object with relation to the shadow. The Direction spin Set the angle at which the shadow appears. box The Preview section Preview the shadow with the settings applied to it.

Procedure Reference: Change Line Styles To change line styles:

1. Select the shape for which you want to change the line style. 2. Display the Line dialog box. • On the Home tab, in the Shape group, click the Line drop-down arrow, and from the displayed gallery, select Line Options or; • Right-click the shape and choose Format→Line.

3. In the Line dialog box, in the Line section, set the options for the line styles such as type of line, the weight for the line, the color and cap for the line.

4. In the Arrows section, set the options for the arrow type to appear at the beginning and end of the line and the size of the arrows.

5. In the Round corners section, click a line rounding button. 6. IF necessary, in the Preview section, view the appearance of the line. 7. Click OK to apply the line style and close the dialog box.

Procedure Reference: Change Fill Color or Pattern To change the ﬁll color or pattern of a shape:

1. Select the shape whose ﬁll color or pattern have to be changed. 2. Display the Fill dialog box. • On the Home tab, in the Shape group, click the Fill drop-down arrow, and from the displayed gallery, select Fill Options or; • Right-click the shape and choose Format→Fill.

3. In the Fill dialog box, in the Fill section, set the color, pattern style, pattern color, and transparency options as desired.

4. In the Shadow section, set the style, color, pattern, pattern color, and transparency and click OK to apply the changes.

Procedure Reference: Add a Shadow Effect To add a shadow effect to a shape:

1. Select the shape to which you want to add a shadow effect. 2. On the Home tab, in the Shape group, click the Shadow drop-down arrow, and from the displayed gallery, select Shadow Options.

3. In the Shadow dialog box, in the Shadow section, set the shadow style, color, pattern, pattern color, and transparency of the shadow.

4. In the Size & position section, set the X offset, Y offset, and magniﬁcation of the shadow.

5. In the Direction section, set the angle of the shadow. 6. Click OK to apply a shadow style to the shape.

Before You Begin: The My Conference Setup.vsd ﬁle is open.

Scenario: You realize that the presentation area for the conference is not a separate room with walls, but merely an area that is cordoned off. You want to change the line formatting of the Presentation Area shape to indicate that it is not a solid wall. You also decide to format the other areas to differentiate them from each other.

1. Format the border of the Presenta- a. Select the Presentation Area shape. tion Area shape. b. On the Home tab, in the Shape group, click the Line drop-down arrow, and from the displayed gallery, select Line Options.

c. In the Line dialog box, in the Line section, in the Dash type drop-down list, scroll down and select 13.

d. Click the Color drop-down arrow, and from the displayed gallery, in the Stan- dard Colors section, select Purple, which is the last color in the section

e. In the Round corners section, click the third button in the first row to add a rounded effect for corners.

f. Observe that the Rounding text box displays the value 0.125 in.

g. Click Apply to apply the line style and then click OK to close the Line dialog box.

h. Click to the left of the presentation area to deselect it.

b. On the Home tab, in the Shape group, click the Fill drop-down arrow, and from the displayed gallery, select Fill Options to display the Fill dialog box.

c. In the Fill dialog box, in the Fill section, click the Color drop-down arrow, and from the displayed gallery, in the Theme Colors section, select Accent5, Darker 25%, which is the last color in the fifth row.

d. Drag the Transparency slider to the right and set it to a value of 15% to make the color translucent.

e. Click Apply and click OK to apply a translucent shade to the Parking shape.

3. Apply a fill to the Building Lobby a. Select the Building Lobby shape. shape. b. On the Home tab, in the Shape group, click the Fill drop-down arrow, and from the displayed gallery, in the Theme Col- ors section, select Accent5, Lighter 40%, which is the last color in the fourth row.

b. Select the Presentation Area shape.

c. On the Home tab, in the Shape group, click the Fill drop-down arrow, and from the displayed gallery, select Fill options.

d. In the Fill dialog box, in the Fill section, in the Pattern drop-down list, scroll down and select 21.

e. In the Fill section, click the Pattern color drop-down arrow, and from the displayed gallery, in the Theme Colors section, select Line, Lighter 60%, which is the fourth color in the third row.

f. Click OK to apply the pattern to the shape.

g. Click anywhere on the pasteboard to deselect the shape.

Lesson 3: Modifying Diagram Shapes 111 Copyright © Element K Corporation LESSON 3 5. Format the table shapes and the text a. Click Table 12 to select all the tables. within them. b. On the Home tab, in the Shape group, click the Fill drop-down arrow, and from the displayed gallery, in the Theme Col- ors section, select Accent5, Darker 25%, which is the last color in the fifth row.

c. On the Home tab, in the Shape group, click the Shadow drop-down arrow, and from the displayed gallery, select Shadow Options.

d. In the Shadow dialog box, in the Shadow section, from the Pattern drop-down list, select 01: Solid.

e. Drag the Transparency slider to the right to set it to a value of 60%.

f. Click OK to add a semi-transparent shadow that appears below and to the right of the tables.

g. On the Home tab, in the Font group, click the Font Color drop-down arrow, and from the displayed gallery, in the Theme Colors section, select White, which is the first color in the first row.

h. Save and close the file.

Lesson 3 Follow-up In this lesson, you modiﬁed shapes to enhance a basic diagram. Organizing and arranging shapes using options such as alignment, distribution, and grouping, as well as using colors, patterns, and line styles help to improve the appearance of diagrams and liven up your Visio documents. 1. What Visio options will you use when working with multiple objects in a diagram?

2. Which formatting features of Visio will you use to enhance your diagram’s appearance?

LESSON 4 Lesson Time 1 hour(s), 45 minutes Creating Process Diagrams

In this lesson, you will create process diagrams. You will: • Create a flowchart. • Apply page styles. • Create a cross-functional flowchart. • Create a workflow diagram.

Lesson 4: Creating Process Diagrams 113 Copyright © Element K Corporation LESSON 4 Introduction You enhanced the shapes in a diagram to represent information effectively. However, other than creating simple visual representations of room layouts and ﬂoor plans, Visio can also be used to create more complex diagrams representing processes. In this lesson, you will create process diagrams. Process diagrams allow you to illustrate each step of a process using shapes and text. They are easy to follow and engage the viewer’s attention, unlike textual descriptions. More importantly, when you have a clear-cut picture of a process, it becomes easier for you to analyze and pin- point problem areas and strengths. Such diagrams help you strengthen a process by identifying the good practices to be followed and the weaker areas that need improvement.

TOPIC A Create a Flowchart

You created maps and layouts using Visio. Another area where you can use Visio is to visually represent processes through a process diagram, such as a flowchart. In this topic, you will create a flowchart. Processes range from simple to complex. Irrespective of the degree of complexity, it is always easier to understand a process after it has been broken down step-by-step. This is precisely what a flowchart does. Moreover, a single glance at the flowchart often suffices to give you an idea of the overall process. Flowchart Shapes Visio includes specialized flowchart shapes that identify the various stages in a process. Each shape on a stencil represents a process step.

Flowchart Shape Description Used for the ﬁrst and last step of a process.

Represents a step in a process.

Used for a set of steps that combine to create a subprocess deﬁned elsewhere, often on another page of the same drawing. Indicates a point where the outcome of a decision dictates the next step.

Represents a step that results in a document as output.

Indicates that information is coming into the process from outside, or leaving the process. Used to represent a data ﬁle or database.

Used to indicate that the next or previous step is somewhere else on the drawing. This is particularly useful for large ﬂowcharts. Used to indicate hyperlinks between two pages of a ﬂowchart or between subprocess shapes.

Connectors Connectors are specialized 1-D shapes used for connecting 2-D shapes, particularly in ﬂow- charts. Connectors have endpoints, midpoints, and vertices. The endpoints of connectors glue to the connection points of 2-D shapes, or to an entire 2-D shape; the connection is preserved even when the 2-D shape is repositioned. A connector can be a right-angle connector, a straight connector, or a curved connector. Like any other Visio shape, you can add text to connectors. A connector can be added from the Connectors (U.S. units) stencil, drawn using the Connector tool, or placed using the AutoConnect feature.

Figure 4-1: Connectors used to connect shapes in a flowchart.

Types of Connections Connectors can make two types of connections between 2-D shapes—point-to-point connections and shape-to-shape connections. In a point-to-point connection, the connector glues to the shape’s connection points and remains connected to the same connection points, no matter how the 2-D shapes are repositioned. When selected, the connector’s glued endpoints are red with the endpoint symbols. In a shape-to-shape connection, the connector glues to the entire 2-D shapes at both its ends. When a 2-D shape is moved, the connector stays glued by moving to the closest available connection point. In this case, the selected connector’s glued endpoints are red without any symbols. It is possible to have a connection with the connector glued to a connection point at one end and a shape at the other end.

Lesson 4: Creating Process Diagrams 115 Copyright © Element K Corporation LESSON 4 The AutoConnect Feature The AutoConnect feature, enabled by checking the AutoConnect check box in the Visual Aids group on the View tab, helps you connect shapes in a drawing. When the mouse pointer is placed over a shape, blue connection arrows appear around the shape indicating that the AutoConnect feature is turned on. This feature allows you to draw a shape-to-shape connection between neighboring shapes. In the absence of neighboring shapes, an instance of the currently selected master is placed on the drawing page, and a connector is drawn between two shapes.

Figure 4-2: The blue connection arrows and Quick Shapes mini toolbar displayed for a shape to be connected.

The Quick Shapes Mini Toolbar The Quick Shapes mini toolbar is a toolbar that appears when you hover the mouse over a shape, and then move the pointer over one of the blue arrows that appear. The Quick Shapes mini toolbar displays up to four shapes that you can select from to add to your diagram, without having to navigate to the Shapes window. When you move the mouse pointer over a shape on the Quick Shapes mini toolbar, you can see a live preview of the shape on the drawing page. How to Create a Flowchart

Procedure Reference: Create a Flowchart To create a ﬂowchart using the AutoConnect feature:

1. Select the File tab, choose New, and in the Template Categories section, double- click Flowchart, and in the Choose a Template section, open the desired template.

2. If necessary, on the View tab, in the Visual Aids group, check the AutoConnect check box to enable the AutoConnect feature.

3. In the Shapes window, from a ﬂowchart stencil, click and drag the desired shape to the drawing page to add ﬂowchart shapes to the drawing page.

4. Add shapes to the flowchart. • From a flowchart stencil, drag more shapes to the flowchart.

116 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 • Place the mouse pointer over a shape and move the mouse pointer over a blue connection arrow. On the Quick Shapes mini toolbar, click a shape to add the shape. • Place the mouse pointer over a shape and click one of the blue connection arrows to place an instance of the currently selected master on the drawing page with a shape-to-shape connection between the two shapes.

5. Add text to the shapes. 6. If necessary, change the ﬁll color of shapes.

Procedure Reference: Add Text to Connectors To add text to connectors:

1. On the Home tab, in the Tools group, select Pointer Tool. 2. Double-click a connector to open its text block. 3. Type the appropriate text and format it as desired. 4. If necessary, reposition or rotate the connector’s text. a. On the Home tab, in the Tools group, click Text Block. b. Click the connector text. c. Drag the connector’s text to the desired location or rotate it.

Once you have added text to a connector, a yellow control handle appears over it. Dragging this control handle is a quick method of repositioning the connector’s text.

Procedure Reference: Connect Shapes Using the Connector Tool To connect shapes using the Connector tool:

1. On the Home tab, in the Tools group, select the Connector tool. 2. Connect shapes. • Connect shapes with a point-to-point connection. a. Place the mouse pointer over a connection point of the ﬁrst shape so that a red box appears around it. b. Click the connection point in the ﬁrst shape drag the mouse pointer to a connection point of the second shape, and release the mouse button when a red box is displayed around the connection point. • Connect shapes with a shape-to-shape connection. a. Place the mouse pointer over a shape so that a red box appears around it. b. Click the shape and drag the mouse pointer over the desired position to the second shape.

3. If necessary, select the Right-Angle Connector, Straight Connector, or Curved Connector. • Right-click the connector and choose a desired connector type. • On the Design tab, in the Layout group, from the Connectors drop-down list, select a desired connector type.

The Right-Angle Connector connects the shapes by a right angle connector, the Straight Connec- tor connects the shapes by a straight line, and the Curved Connector connects the shapes by a curve.

The Reverse Ends command needs to be added to the Quick Access toolbar or the Ribbon before it can be used.

4. Edit the path of the connector. • Drag the connector’s midpoints or vertices to change its path. • Drag an endpoint over another shape’s connection point to connect the connector to another shape. • If the connector is curved, drag a control point to change its slope and placement. • Hold down Ctrl and drag a vertex to change the angle of the vertex. • On the Quick Access toolbar or on the Ribbon, click Reverse Ends to reverse the direction of the connector.

5. If necessary, right-click the connector and choose Reset Connector to reset the connector’s path to its original position.

The Reset Connector option is not available for all connectors.

6. If necessary, modify the selected connector’s line ends. • On the Home tab, in the Shape group, click the Line drop-down arrow, and from the displayed gallery, select Arrows, and then select the desired option. • Right-click the connector and choose Format→Line, and in the Line dialog box, select the desired options and click OK.

Adding Connectors from the Shapes Window You can add the Connectors (US units) stencil to the Shapes window by clicking More Shapes and choosing Visio Extras→Connectors (US units). Many of the connectors available from the stencils have control handles that can be used to edit their paths.

Arrow Shapes The Arrow Shapes (US units) stencil provides arrow shapes that can be used to connect 2-D shapes. These arrows are 1-D shapes with endpoints, and they can glue to connection points or entire shapes to form connections. You can add the Arrow Shapes (US units) stencil by clicking More Shapes menu and choosing Business→ Business Process→Arrow Shapes (US units).

Before You Begin: The Visio application is open.

Scenario: You pursue a passionate hobby of creating comic strips and are often invited to speak to aspir- ing comic creators and give advice on breaking into the comic book and graphic novel industry. With such an event coming up, rather than just talking about the subject, you decide to present the basic steps in the process for submitting new proposals for a comic series using a Visio drawing.

What You Do How You Do It

1. Open a flowchart template. a. Select the File tab.

b. In the Backstage view, in the Template Categories section, select Flowchart.

c. In the Choose a Template pane, verify that Basic Flowchart is selected, and click Create.

d. Observe that the Basic Flowchart Shapes (US units) stencil is displayed in the Shapes window.

2. Add shapes to the flowchart and con- a. From the Basic Flowchart Shapes (US nect them. units) stencil, drag the Start/End master onto the drawing page, so that its center is at the 5-inch mark on the horizontal ruler and 7.5-inch mark on the vertical ruler.

b. In the Basic Flowchart Shapes (US units) stencil, select the Process master.

Lesson 4: Creating Process Diagrams 119 Copyright © Element K Corporation LESSON 4 c. Place the mouse pointer over the terminator shape so that the blue connection arrows appear. Click the blue connection arrow below the shape.

d. Observe that a process shape has been placed below the terminator shape and a connection has been drawn between them.

e. Drag the process shape to the left so that its center is at the 3-inch mark on the horizontal ruler.

f. Place the mouse pointer over the process shape so that the blue connection arrows appear. Click the blue connection arrow to the right of the shape to add another process shape with a connector between the process shapes.

3. Add a Document shape from a sten- a. On the Basic Flowchart Shapes (US units) cil. stencil, select the Document master.

b. Place the mouse pointer over the currently selected process shape so that the blue connection arrows appear. Click the blue connection arrow below the process shape so that a document shape appears connected to the process shape.

Lesson 4: Creating Process Diagrams 121 Copyright © Element K Corporation LESSON 4 4. Add shapes using the Quick Shapes a. Place the mouse pointer over the docu- mini toolbar. ment shape so that the blue connection arrows appear, and place the mouse pointer on the bottom arrow to display the Quick Shapes mini toolbar. On the Quick Shapes mini toolbar, click the Deci- sion master, which is the second shape from the left.

b. Place the mouse pointer over the decision shape so that the blue connection arrows appear, and place the mouse pointer on the bottom arrow to display the Quick Shapes mini toolbar. On the Quick Shapes mini toolbar, click the Decision master.

c. Place the mouse pointer over the currently selected decision shape and on the bottom arrow to display the Quick Shapes mini toolbar. On the Quick Shapes mini toolbar, click the Process master, which is the first shape from the left.

d. Using the Quick Shapes mini toolbar, add a decision shape to the right of the selected process shape.

5. Add the remaining process shapes a. From the Basic Flowchart Shapes (US from the stencil. units) stencil, drag the Process master onto the drawing page and place it with its center at the 1.5-inch mark on the horizontal ruler and with its vertical center aligned to the center of the first decision shape.

b. Drag the Process master again onto the drawing page and place it with its horizontal center aligned to the previously placed process shape, and the vertical center aligned to the process master at the bottom of the page.

c. Drag the Process master again onto the drawing page and place it with its center at the 9-inch mark on the horizontal ruler and with its horizontal center aligned to the process shapes at the top of the page.

Lesson 4: Creating Process Diagrams 123 Copyright © Element K Corporation LESSON 4 6. Connect the new process shapes to a. Select the View tab, and in the Visual other shapes in the flowchart using Aids group, uncheck the AutoConnect the Connector tool. check box to turn the AutoConnect feature off.

b. Select the Home tab, and in the Tools group, select the Connector tool.

c. Place the mouse pointer over the right connection point of the unconnected process shape at the middle-left of the page so that a red box appears around it. Click and drag the mouse pointer to the left connection point of the first decision shape to draw a connector.

d. Place the mouse pointer over the bottom connection point of the unconnected process shape at the bottom-left corner of the page and click and drag the mouse pointer to the right connection point of the second decision shape.

7. Connect the remaining process a. In the Shapes window, from the More shapes using connectors from sten- shapes menu, choose Visio Extras→ cils. Connectors (US Units).

b. In the Connectors (US units) stencil, scroll down, and drag the Line-curve connector master onto the drawing page, below the unconnected process shape on the right of the drawing page.

124 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 c. Drag the connector’s right endpoint over the bottom connection point of the unconnected process shape so that it turns red, gluing to it.

d. Drag the connector’s left endpoint over the right connection point of the document shape so that it turns red, gluing to it.

e. Click the yellow selection handle and drag it down so that it is at the 7.75-inch mark on the horizontal ruler and 5.25-inch mark on the vertical ruler.

Lesson 4: Creating Process Diagrams 125 Copyright © Element K Corporation LESSON 4 f. In the Connectors (US units) stencil, scroll up, and drag the Double tree square master onto the drawing page between the two process shapes at the left of the drawing page.

g. Click the rotation handle of the double tree square and rotate it clockwise by an angle of 180 degrees.

h. Click and drag the middle connection point over the left connection point to the second decision shape so that it turns red on gluing to the connection point.

i. Drag the top end point to the bottom connection point of the process shape above the connector.

k. Drag the middle end point to the left to align the end points with the connection points on the process shapes.

8. Apply an arrow style to the double a. On the Home tab, in the Shape group, tree square connector. click the Line drop-down arrow, and from the displayed gallery, select Arrows, and from the displayed list, select the ninth style.

b. Observe that the arrows are displayed for the double tree square connector.

Lesson 4: Creating Process Diagrams 127 Copyright © Element K Corporation LESSON 4 9. Add text to the flowchart shapes in a. Select the terminator shape at the top of the top half of the drawing page. the flowchart.

b. On the Home tab, in the Tools group, select the Text tool.

c. In the text block of the terminator shape, type Idea

d. Click the process shape connected to the terminator shape and type Develop concept art and storyboards

e. Click the process shape connected to the current process shape and type Draft a one paragraph blurb outlining story idea

f. Similarly, add text to the remaining shapes in the top half of the drawing page. Click the process shape to the right and type Make industry contacts and click the document shape below and type Proposal and then click the decision shape below and type Choose publisher

10. Add text to the flowchart shapes in a. Scroll down the drawing page so that the the bottom half of the drawing page. remaining shapes are visible.

b. Click the second decision shape and type Publisher decides on proposal

c. Click the connector below the second decision shape and type Accepted

e. Click the process shape above the Rejected connector and type Choose a different publisher

f. Click the process shape below the Rejected connector and type Review proposal, make changes, and resubmit

g. Click the process shape below the Accepted connector and type Publisher requests contract

h. Click the decision shape to the right of the process shape and type Accept contract

i. On the Home tab, in the Tools group, select the Pointer Tool to deselect the decision shape’s text block.

j. On the Quick Access toolbar, click the Save button.

k. In the Save As dialog box, navigate to the C:\084598Data\Creating Process Diagrams folder.

l. In the File name text box, type My Pro- posal Flowchart and click Save.

You created a flowchart to represent a process. You want to enhance the visual appeal of the flowchart so that it can be presented to an audience. In this topic, you will apply page styles to a flowchart. Flowcharts are an excellent means to explain processes to others unfamiliar with them. How- ever, rather than having a standard black-and-white flowchart, a few basic touches can turn this drawing into a professional-looking diagram that holds the viewer’s attention. A title may also be essential so that the audience is not left wondering what they’re looking at, and you can enhance your diagram by adding color or a background image. Page Types A foreground page is used for creating diagrams. A background page contains elements that can be used in the background of a foreground page. By default, a Visio drawing has one foreground page. However, you can create drawings with multiple pages, and these pages can be either foreground or background pages. When a background page is assigned to a foreground page, its contents are displayed on the foreground page. However, the contents cannot be edited on the foreground page; they can be edited only on the background page.

Figure 4-3: A diagram drawn on a foreground page, which has a background page linked to it.

Page Tab Area Page tabs are located at the lower left of a drawing page and display the names of pages. You can switch between pages by clicking a page tab. In the page tab area, foreground page tabs are shown to the left and background page tabs to the right. The icons to the left of the page tab area help display the various page tabs when all tabs cannot be displayed simultaneously. You can insert, delete, and rename tabs; access page setup options; and reorder pages by right-clicking on a page tab and selecting the desired option. Foreground pages can be reordered, but not background pages.

130 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 Background Shapes Dragging a master from the Backgrounds (US units) stencil automatically creates and assigns a background page to the current page. This background page will assign itself to new foreground pages. Dragging another master from this stencil replaces the current shape on a background page. However, if a drawing contains multiple pages when the master is dragged from the Backgrounds (US units) stencil, the resulting background page will have to be manually assigned to the desired foreground pages. Themes

Definition: A theme is a combination of effects, colors, and backgrounds that provides a consistent look and feel to drawings. Themes determine the background color as well as the colors of text and shapes in a drawing. While theme colors are a set of colors picked to complement each other, theme effects are a set of effects for lines, fills, and connectors. By default, theme colors and theme effects affect all the shapes and text on the current page. You can prevent themes from affecting specific shapes by using shape protection.

Certain Visio shapes do not get affected by themes by default.

Example:

Figure 4-4: A theme applied to a drawing. How to Apply Page Styles

Procedure Reference: Add Borders and Titles To add borders and titles:

1. In the Shapes window, click the Borders and Titles (US units) stencil to expand it.

2. Drag the desired border onto the pasteboard or drawing page.

4. If necessary, right-click the title, date, or page number and choose Hide footer to hide the footer.

Procedure Reference: Create a New Foreground Page To create a new foreground page:

1. Display the Page Setup dialog box. • On the Insert tab, in the Pages group, from the Blank Page drop-down list, select Background Page or; • In the page tab area, right-click a page tab, and choose Insert Page.

2. In the Page Setup dialog box, on the General tab, select Foreground. 3. In the Name text box, type a name for the page. 4. If necessary, from the Measurement units drop-down list, select the desired unit. 5. If necessary, check the Open page in new window check box. 6. Click OK to add the new foreground page to the drawing.

Procedure Reference: Create a Background Page Using a Background Shape To create a background page using a background shape:

1. On the Design tab, in the Backgrounds group, select the Backgrounds drop- down arrow, and from the displayed gallery, select the desired background.

2. Drag the desired master onto the drawing page so that it is placed on a new background page named VBackground-1 that is assigned to the current foreground page

Any new foreground pages created after this will have this background page automatically assigned to them.

3. If the drawing contains multiple foreground pages, assign the background page to them. a. Select the appropriate page tab to select a foreground page. b. On the Design tab, in the Page Setup group, click the Page Setup dialog box launcher. c. In the Page Setup dialog box, select the Page Properties tab. d. From the Background drop-down list, select a background page and click OK.

Procedure Reference: Create and Assign a Background Page Manually To create and assign a background page manually:

1. On the Insert tab, in the Pages group, from the Blank Page drop-down list, select Background Page.

2. If necessary, in the Page Setup dialog box, on the General tab, select Back- ground.

3. In the Name text box, type a name.

132 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 4. Add the desired shapes or text to the background page. 5. Assign a background page to foreground pages in the drawing. a. Select the appropriate page tab to select a foreground page. b. Display the Page Setup dialog box. c. In the Page Setup dialog box, select the Page Properties tab. d. From the Background drop-down list, select a background page and click OK.

Procedure Reference: Delete a Background Page To delete a background page:

1. Remove assignments from foreground pages having a background. a. Select the appropriate page tab to select a foreground page. b. Display the Page Setup dialog box. c. In the Page Setup dialog box, select the Page Properties tab. d. From the Background drop-down list, select None and click OK.

2. Right-click the background page tab and choose Delete Page.

Procedure Reference: Apply Theme Colors and Effects To apply theme colors and effects:

1. On the Design tab, in the Themes group, from the displayed gallery, select the desired theme.

2. If necessary, protect shapes from themes. a. Select the shapes to be protected. b. Protect the shapes. • Right-click the selection and choose Format→Allow Themes or; • On the Developer tab, in the Shape Design group, click Protection.

To protect a single shape, you do not have to select it before right-clicking it. How- ever, if you access the Protection dialog box by clicking Protection in the Shape Design group on the Developer tab, the shape must be selected. This dialog box allows you to protect a shape from either theme colors or effects. It is useful when you wish to apply theme colors to a shape, but not theme effects or vice versa.

3. In the Protection dialog box, in the Protect section, select the desired options to select the shape from theme colors, theme effects, size and position and formatting options.

4. Apply a particular theme to the drawing. • If the drawing has one page, select a theme. • If the drawing has multiple pages, right-click the appropriate theme and choose Apply to All Pages.

5. If necessary, remove the theme colors. • On the Design tab, in the Themes group, click the Colors drop-down arrow, and from the displayed gallery, in the No Theme Colors section, right-click None and choose Apply to All Pages.

6. If necessary, create a new set of theme colors. a. On the Design tab, in the Themes group, click the Colors drop-down arrow, and from the displayed gallery, select Create New Theme Colors. b. If necessary, in the Name text box, type a name other than the default name. c. In the Theme colors section, select the appropriate colors. d. Click OK to save the new theme colors, displaying it in a new Custom section in the Theme Colors section.

7. On the Design tab, in the Themes group, click the Effects drop-down arrow, and from the displayed gallery, select the desired effect.

8. Apply a particular set of theme effects to the drawing. • If the drawing has one page, select a theme effect. • If the drawing has multiple pages, right-click the appropriate theme effect and choose Apply to All Pages.

9. If necessary, create a new set of theme effects. a. On the Design tab, in the Themes group, click the Effects drop-down arrow, and from the displayed gallery, select Create New Theme Effects. b. If necessary, in the Name text box, type a name other than the default name. c. Set effects for text, lines, ﬁlls, shadows, and connectors as required. d. Click OK to save the new theme effects, displaying it in a new Custom section in the Theme Effects section.

10. On the Design tab, in the Themes group, click the Colors drop-down arrow, and from the displayed gallery, in the No Theme Colors section, select None.

Procedure Reference: Create a Custom Theme by Editing a Duplicate Theme To create a custom theme by editing a duplicate theme:

1. On the Design tab, in the Themes group, click the Colors drop-down arrow, and from the displayed gallery, in the Built-In section, right-click the desired color theme and choose Duplicate.

2. In the Custom section, right-click the new color theme and choose Edit. 3. In the Edit Theme Colors or Edit Theme Effects dialog box, change the settings as desired and click OK.

Custom Themes Once you have created a custom theme, you may wish to use it in another drawing. If you copy a shape to which the custom theme has been applied to the new drawing, the custom theme is added to the Themes gallery. You can then delete the shape that has been copied to the drawing page.

Before you Begin: The My Proposal Flowchart.vsd ﬁle is open.

Scenario: You have completed the ﬂowchart outlining how to submit new proposals for a comic series. Although complete, it looks rather plain. You want to grab the audience’s attention at the convention and make your presentation memorable. A colleague suggests adding a border and a title as well as colors and a background to liven it up.

What You Do How You Do It

1. Add a border and title to the flow- a. On the status bar, click the Fit page to chart. current window button.

b. Select the Design tab, and in the Back- grounds group, click the Borders & Titles drop-down arrow, and from the displayed gallery, in the Borders and Titles section, select Urban, which is the second border and title option in the first row.

c. Observe that the top border and a title placeholder have been added to the drawing page, and that the page also displays the current date.

d. Select the Home tab, and in the Tools group, select the Text tool.

e. Click in the gray border above the terminator shape that contains the text “Idea”, and type Submitting a Proposal

b. In the Visio Options dialog box, select the Customize Ribbon tab.

c. In the Customize the Ribbon list box, check the Developer tab check box and click OK.

3. Protect the decision shapes from a. On the Home tab, in the Tools group, themes. select the Pointer Tool.

b. Select all the decision shapes in the flowchart.

c. Select the Developer tab, and in the Shape Design group, click Protection.

d. In the Protection dialog box, in the Pro- tect section, check the From theme colors and From theme effects check boxes and click OK.

4. Apply a theme to the flow chart. a. Select the Design tab, and in the Themes group, click the Colors drop-down arrow, and from the displayed gallery, in the Built-In section, select Foundry, which is the third color theme in the fourth row.

c. On the Design tab, in the Backgrounds group, click the Backgrounds drop-down arrow, and in the displayed gallery, scroll down, and in the Backgrounds section, select Verve, which is the first background in the fourth row.

d. In the Themes group, click the Effects drop-down arrow, and from the displayed gallery, in the Built-In section, select Bevel Highlight, which is the second effect in the first row.

5. Apply a different color to the deci- a. Select the decision shapes. sion shapes. b. Select the Home tab, and in the Shape group, click the Fill drop-down arrow, and from the displayed gallery, in the Theme Colors section, click Accent2, which is the seventh color in the first row.

c. Observe that the selected color is applied to the decision shapes.

d. Save and close the file.

You applied page styles to a flowchart. You may often need to document the different roles, stakeholders or departments responsible for the various steps in the process. In this topic, you will create a cross-functional flowchart. While flowcharts help to outline processes, they have certain limitations. They cannot identify the roles of departments or individual responsibilities in a process. This can make it difficult to manage accountability especially when one process step overlaps another. Visio allows you to create cross-functional flowcharts for this purpose. Cross-Functional Flowcharts

Deﬁnition: A cross-functional ﬂowchart is a diagram that shows the relationship between a business process and the functional units responsible for that process. It helps you represent processes with multiple participants by documenting the participants responsible for the steps in the process. Horizontal or vertical bands, called swimlanes, represent various participants, which may include departments, individuals, or other functional units. Separators can be used to create borders that delineate subprocesses or phases of the overall process.

Example:

Figure 4-5: Process represented by a cross-functional flowchart. Cross-Functional Flowchart Shapes Visio provides specialized cross-functional ﬂowchart shapes to show departmental or individual responsibilities in a process.

Cross-Functional Flowchart Shape Used To Swimlane Add a horizontal swimlane in a cross-functional flowchart. Separator Add a vertical separator between phases within a horizontal cross-functional flowchart. Swimlane [verti- Add a new vertical swimlane to a cross-functional flowchart. cal] Separator [verti- Add a horizontal separator between phases within a vertical cross-functional flow- cal] chart.

How to Create a Cross-Functional Flowchart

Procedure Reference: Create a Cross-Functional Flowchart To create a cross-functional ﬂowchart:

1. Select the File tab, choose New, and in the Template Categories section, click Flowchart, select Cross-Functional Flowchart and click Create.

2. On the Cross-Functional Flowchart tab, in the Arrange group, from the Orien- tation drop-down list, select Set Default.

3. In the Flowchart dialog box, specify the layout of the cross-functional ﬂowchart. • Select Vertical to represent each participant as a vertical band. • Select Horizontal to represent each participant as a horizontal band.

4. In the Flowchart dialog box, click OK to create the new cross-functional ﬂow- chart.

5. If necessary, on the Home tab, in the Editing group, from the Select drop-down list, select Select All.

6. Drag a selection handle to stretch the bands to cover the entire drawing page.

To alter the number of bands, it is best to add or delete bands and then resize them all to maintain uniform width or height. Selecting a band’s title and dragging the selection handles allows you to resize individual bands.

7. Enter the text block of the title bar and type a name. 8. Similarly, enter the text blocks for the horizontal or vertical bands and type names.

9. Add ﬂowchart shapes in the appropriate band, connect them, and add text to them.

10. If necessary, from the Cross Functional Flowchart Shapes (US units) stencil, drag the Separator master onto the drawing page to place a border between steps in the process.

11. Enter the separator’s text block and type a name.

1. From the Cross Functional Flowchart Shapes (US units) stencil, drag the Swimlane or Swimlane (Vertical) master onto the drawing page near the border of the band next to which the new band is to be inserted.

2. If necessary, resize the bands individually or select all the bands and resize them. 3. Enter the text block of the new band and type a name. 4. If necessary, click the title of a band and press Delete to delete it.

ACTIVITY 4-3 Creating a Cross-Functional Flowchart

Before You Begin: The Visio application is open.

Scenario: Knowing how to go about submitting a proposal for a new comic series is not all it takes to be successful. It is also vital to understand the steps in the making of a comic book, as well as who is responsible for these steps. So, you need to prepare a second ﬂowchart that conveys this information for your presentation at the convention.

What You Do How You Do It

1. Create a new cross-functional flow- a. Select the File tab. chart with six vertical bands. b. In the Backstage view, in the Choose a Template pane, in the Recently Used Templates section, select Cross- Functional Flowchart (US units) and click Create.

c. In the Cross functional Flowchart dialog box, select the Vertical option and click OK.

d. Observe that a cross-functional flowchart with two bands is created.

Lesson 4: Creating Process Diagrams 141 Copyright © Element K Corporation LESSON 4 e. In the Shapes window, expand the Cross Functional Flowchart Shapes (US units) stencil, and drag the Swimlane (vertical) master onto the drawing page to the right of the second band.

f. Similarly, add three more vertical swimlanes.

2. Name the process and each partici- a. Scroll to the left, double-click the title pant. bar, and type Making a Comic Book

b. Double-click the title of the first swimlane and type Writer

c. Similarly, name the remaining swimlanes as Publisher, Penciler, Inker, Colorist, and Letterer

d. Click a blank area of the drawing page to the right of the last swimlane to exit the text block.

e. On the status bar, click the Fit page to current window button.

3. Add flowchart shapes to the appro- a. In the Shapes window, expand the Basic priate swimlanes. Flowchart Shapes (US units) stencil.

b. Scroll to the left of the drawing page, and from the Basic Flowchart Shapes (US units) stencil, drag the Document master into the Writer band so that its top-edge is at 9-inch mark on the vertical ruler.

142 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 c. Display the Quick Shapes mini toolbar for the right arrow of the document shape and on the Quick Shapes mini toolbar, click the Decision master, which is the second shape from the top.

d. Drag the decision shape down to place its top edge at the 8-inch mark on the vertical ruler.

e. Similarly, add four process shapes, each connected to the previous shape so that there is a process shape each in the Penciler, Inker, Colorist, and Letterer bands.

f. In the drawing page, in the Letterer band, place the mouse pointer over the process shape and click the bottom blue connection point to add a document shape.

g. In the drawing page, scroll down and drag the document shape to the Publisher band to place its top-edge at the 3-inch mark on the vertical ruler.

Lesson 4: Creating Process Diagrams 143 Copyright © Element K Corporation LESSON 4 h. Move the other shapes within their respective swimlanes and position their top edges at the specified mark. • Penciler: 7-inch mark on the vertical ruler. • Inker: 6-inch mark on the vertical ruler. • Colorist: 5-inch mark on the vertical ruler. • Letterer: 4-inch mark on the vertical ruler.

i. Click the pasteboard to deselect the process shape.

4. Add text to the flowchart shapes. a. On the Home tab, in the Tools group, select the Text tool.

b. In the Writer band, click the document shape and type Script

c. In the Publisher band, click the decision shape and type Approve Script

d. Similarly, add the text Penciled Pages, Inked Pages, Colored Pages, and Let- tered Pages to the four process shapes and the text Send to Printer to the document shape, respectively.

e. On the Home tab, in the Tools group, select the Pointer Tool to deactivate the Text tool.

144 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 5. Add a background shape and apply a. Select the Design tab, and in the Themes theme colors. group, click the Colors drop-down arrow, and from the displayed gallery, in the Built-In section, select Clarity.

b. In the Themes group, click the Effects drop-down arrow, and from the displayed gallery, in the Built-In section, select Simple Shadow.

c. In the Backgrounds group, click the Back- grounds drop-down arrow, and from the displayed gallery, in the Backgrounds section, scroll down and select Verve, which is the first background in the fourth row.

d. On the Quick Access toolbar, click the Save button.

e. In the Save As dialog box, navigate to the C:\084598Data\Creating Process Diagrams folder.

f. In the File name text box, type My Comic Flowchart and click Save.

g. Close the file.

TOPIC D Create a Workﬂow Diagram

You created a cross-functional flowchart. You may also need to create other easily understandable representations of processes and their participants. In this topic, you will create a workflow diagram. Flowcharts and cross-functional flowcharts are invaluable tools for diagramming processes. However, they both share the same fundamental drawback as they are abstract diagrams. When the audience is unfamiliar with a process, and there are multiple stakeholders involved in the process, a more visually realistic representation could prove easier to interpret. Workflow diagrams cater to such situations as they use shapes that are instantly recognizable.

Definition: A workflow diagram is a graphical representation of a process that depicts a sequence of steps connected together with easily recognizable shapes. A variety of shapes can be used to create a workflow diagram. These shapes help you depict departments; steps in any workflow such as meetings, presentations, and agreements; and objects involved in a specific workflow. They facilitate easier understanding of a process, especially for someone unfamiliar with the process.

The Work Flow Diagram template provides isometric shapes. These are 2-D shapes with a 3-D appearance. Since these shapes do not have connection points by default, you can only draw shape-to-shape connections between them. In order to draw point-to-point connections, you must add connection points to the shapes.

Example:

Figure 4-6: Process represented by a workflow diagram.

Other Process Diagrams Other than basic flowcharts, cross-functional flowcharts, and workflow diagrams, Visio provides support for creating other types of process diagrams to represent specific methodologies.

Type Used To BPMN diagram Create Business Process Modeling Notation ﬂowcharts that adhere to the BPMN 1.2 standard. These diagrams that are readily understandable by all business stakeholders. Fault Tree Analy- Document business processes. They help identify major faults or critical sis diagram failures associated with a process, the causes for the faults, and potential countermeasures.

146 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 Type Used To IDEF0 diagram Create hierarchical diagrams for configuration management, benefit analy- sis, requirement definition and continuous improvement. These diagrams use the Integration Definition for Function Modelling methodology. ITIL diagram Create visual representations of best practices in information technology service management. These diagrams are based on the Information Technol- ogy Infrastructure Library standard. Microsoft Create annotated SharePoint 2010 workflow diagrams that can then be SharePoint exported for configuration in SharePoint Designer. Workflow diagram SDL diagram Draw diagrams to represent communication and telecommunication systems and networks. These diagrams use the Specification and Description Lan- guage. Six Sigma dia- Create Six Sigma flowcharts and house of quality diagrams. gram TQM diagram Create Total Quality Management diagrams that can be used to compare current and ideal processes and to understand how the steps in a process work together. Value Stream Illustrate the flow of materials and information in manufacturing processes. Map It is used by manufacturing companies to identify where there is waste in manufacturing processes, and to help find ways to eliminate that waste.

How to Create a Workﬂow Diagram

Procedure Reference: Create a Workﬂow Diagram To create a workﬂow diagram:

1. Select the File tab, choose New, and in the Template Categories section, select Flowchart, and in the Choose a Template section, open the Work Flow Dia- gram template.

2. From the appropriate stencils, add the desired shapes to the drawing page. 3. Connect the shapes using connectors or arrows as desired. 4. Add text to the shapes as required.

Procedure Reference: Add a Connection Point to a Workﬂow Shape To add a connection point to a workﬂow shape:

1. Select the shape to which you want to add a connection point. 2. If necessary, zoom in on the drawing so that you can see the shape clearly. 3. If necessary, on the View tab, in the Visual Aids group, check the Connection Points check box to enable the Connection Points tool.

4. Hold down Ctrl and click the selected shape at the location you want to add a connection point.

5. If necessary, drag the connection point to a new location on the shape.

If you wish to move a connection point, you must ﬁrst select the shape, check the Connection Points check box to enable the Connection Points tool and then proceed.

6. If necessary, click the connection point so that it turns magenta. Press Delete to delete it.

ACTIVITY 4-4 Creating a Workﬂow Diagram

Before You Begin: The Visio application is open.

Scenario: A coworker has a presentation coming up next week. He is going to explain the workﬂow involved in processing a supplier’s invoice to new team members. You suggest explaining this process with a diagram using realistic shapes that are easily recognizable rather than abstract shapes. She has requested you to create such a diagram for her.

What You Do How You Do It

1. Add a workflow diagram stencil to a. Select the File tab. the Shapes window and display the Size & Position window. b. In the Backstage view, in the Template Categories section, select Flowchart.

c. In the Choose a Template section, double-click Work Flow Diagram.

d. Select the View tab, and in the Show group, from the Task Panes drop-down list, select Size & Position.

148 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 4 2. Add the department shapes to the a. In the Department (US units) stencil, drawing page and position them. scroll down and drag the Suppliers master onto the drawing page so that its top-left corner is at the 0.5-inch mark on the horizontal ruler and the 10.5-inch mark on the vertical ruler.

b. Drag the Purchasing master onto the drawing page so that its top-left corner is at the 4.5-inch mark on the horizontal ruler and the 8.5-inch mark on the vertical ruler.

c. In the Department (US units) stencil, scroll up, and click and drag the Account- ing master onto the drawing page so that its top-left corner is at the 6.5-inch mark on the horizontal ruler and the 4.5-inch mark on the vertical ruler.

d. Click and drag the Accounts payable master onto the drawing page so that its top left edge is at the 6.5-inch mark on the horizontal ruler and its top is at the 2-inch mark on the vertical ruler.

e. Using the Size & Position window, increase the accounts payable shape’s width and height to 1.2 inches.

f. Similarly, increase the width and height of all other shapes to 1.2 inches.

3. Name the departments. a. Double-click the suppliers shape at the top-left of the drawing page and type Supplier

b. Double-click the purchasing shape and type Purchasing Department with a line break between the two words.

c. Scroll down and to the right, and double- click the accounting shape and type Accounts Department with a line break between the two words.

d. Similarly, at the bottom of the drawing page, add the text Accounts Payable to the accounts payable shape with a line break between the two words.

e. On the status bar, click the Fit page to current window button.

b. In the drawing page, scroll up, and from the Work Flow Objects (US units) stencil, drag the Document master onto the drawing page so that its center is at the 2.5- inch mark on the horizontal ruler and 10-inch mark on the vertical ruler.

c. Expand the Work Flow Steps (US units) stencil.

d. From the Work Flow Steps (US units) stencil, place more shapes on the drawing page. • Drag the Submit master to the left of the Purchasing Depart- ment shape. • Drag the Reject master below the submit shape. • Drag the Approve master to the left of the Accounts Department shape. • Drag the Issue master to the left of the Accounts Payable shape.

5. Add text to name the new shapes. a. Select the Home tab, and in the Tools group, select the Text tool.

b. In the issue shape’s text block, type Issue Payment

c. Click the approve shape and type Approve Invoice

d. Click the reject shape and type Reject Invoice

e. Similarly, to the submit and document shapes, add the text Submit and Invoice

6. Add a decision flowchart shape to the a. In the Shapes window, from the More drawing page. Shapes menu, choose Flowchart→Basic Flowchart Shapes (US units)

b. From the Basic Flowchart Shapes (US units) stencil, drag the Decision master onto the drawing page to the right of the Reject Invoice shape.

c. Click the decision shape and type Is invoice verified?

7. Resize and reposition the shapes. a. Select the Submit shape, and in the Size & Position window, increase both the width and the height to 1 inch.

c. Similarly, increase the width and height of the reject, approve, and issue shapes to 1-inch and reposition the reject, approve, and issue shapes to the following positions. • Reject Invoice shape — X: 3 inches. — Y: 6 inches. — Decision shape — X: 5 inches. — X: 6 inches. — Approve Invoice shape — X: 5 inches. — Y: 4.125 inches. — Issue Payment shape — X: 5 inches. — Y: 1.55 inches.

d. On the status bar, click the Fit page to current window button.

b. Place the mouse pointer over the Supplier shape and click the right connection arrow to draw a connection from the supplier shape to the invoice shape.

c. Draw a connection from the Invoice shape to the Submit shape using the bottom connection arrow of the invoice shape.

d. Connect the other shapes. • Draw a connection from the Sub- mit shape to the Purchasing Department using the right connection arrow of the Submit shape. • Draw a connection from the Pur- chasing Department to the decision shape using the bottom connection arrow of the Purchas- ing Department. • Draw connections from the decision shape to the Reject Invoice and Approve Invoice shapes using the left and bottom connection arrows of the decision shape. • Draw a connection from the Approve Invoice shape to the Accounts Department shape using the right connection arrow of the Approve Invoice shape. • Draw a connection from the Accounts Department shape to the Accounts Payable shape using the bottom connection arrow of the Accounts Payable shape. • Draw a connection from the Accounts Payable shape to the Issue Payment shape using the left connection arrow of the Accounts Payable shape.

If the connection points connecting the shapes are not vertical or horizontal, adjust the shapes to make the connection points horizontal and vertical.

b. Select the Design tab, and in the Back- grounds group, click the Border & Titles drop-down arrow, and from the displayed gallery, in the Borders and Titles section, select Austere, which is the second border style in the second row.

c. Select the Home tab, and in Tools group, select the Text tool.

d. In the drawing page, click at the 5-inch mark on the horizontal ruler and 10.5-inch mark on the vertical ruler, and in the text block, type Supplier Invoice Process Workflow

e. On the Quick Access toolbar, click the Save button.

f. In the Save As dialog box, navigate to the C:\084598Data\Creating Process Diagrams folder.

g. In the File name text box, type My Workflow Diagram and click Save.

h. Close the file.

Lesson 4: Creating Process Diagrams 155 Copyright © Element K Corporation LESSON 4 Lesson 4 Follow-up In this lesson, you created process diagrams. Now, you can illustrate processes in a step-by- step manner that is easy to follow and analyze. 1. For what purposes will you prefer to draw a flowchart at work?

2. Which Visio features do you find to be useful while creating a process diagram?

LESSON 5 Lesson Time 15 minutes Representing an Organization Hierarchy

In this lesson, you will represent an organization hierarchy as a Visio diagram. You will: • Create an organization chart. • Modify an organization chart.

Lesson 5: Representing an Organization Hierarchy 157 Copyright © Element K Corporation LESSON 5 Introduction You created ﬂowcharts and workﬂow diagrams and also formatted them. There are other types of diagrams that might cater to your business needs; an organization chart is one of them. In this lesson, you will represent an organization hierarchy as a Visio diagram. There might be instances where you are required to present your organization’s hierarchy to new employees, stakeholders, and others. Though presenting the organization’s hierarchy as a diagram will make it easier to understand, creating such a diagram may be a tedious and time- consuming task. Using a tool to simplify the creation of such diagrams will minimize your effort to a great extent. Visio aids you to represent an organization’s hierarchy diagrammati- cally with ease.

TOPIC A Create an Organization Chart

You created different types of diagrams to represent data. One of the most common diagrams you will come across is to represent the structure of an organization. In this topic, you will create an organization chart. It would be quite an ordeal if you had to manually create and connect shapes to represent an organization’s hierarchy. It would be even more cumbersome if the chart required different shapes, and if each shape had to be dragged to its place. Visio provides handy tools to make this arduous task a simple one. The Multiple Shapes Master The Organization Chart Shapes stencil contains a special shape called the Multiple shapes master. The Multiple shapes master allows you to place any number of shapes in a hierarchy instead of manually dragging individual shapes to the drawing page. When the master is dragged from the stencil onto the drawing page, the Add Multiple Shapes dialog box is displayed. This dialog box allows you to choose a shape type to represent a position in an organization hierarchy and the number of shapes you wish to add.

Figure 5-1: The Add Multiple Shapes dialog box.

Organization Chart Shape Types The Organization Chart Shape stencil has various types of shapes with unique features to represent different levels in an organization hierarchy.

Level Feature Executive Extra large rectangle with a double-lined, drop-shadow border Manager Double-lined border Position Single-lined border Consultant Dot and dash border Assistant Single-lined border Vacancy Thin dotted border Staff No border

The Org Chart Tab The Org Chart tab is displayed when you open a ﬁle based on the Organization Chart template. It contains different groups with specialized commands for changing the appearance of an organization chart.

Figure 5-2: The Org Chart tab displaying commands and options to work with organization charts.

Group Displays Layout Commands that allow you to change the layout style and rearrange shapes and charts. It contains the Change Spacing button, clicking which, displays the Spacing dialog box, where you can set the amount of space between some or all the shapes in an organization chart. Arrange Commands that allow you to arrange and position the subordinate shapes in a layout. Picture Commands that allow you to insert, delete, show, or hide pictures within a selected organization chart shape. Synchronize A command that allows you to create a synchronized copy of selected sections. It also displays a command that allows you to update a synchronized copy with the changes made to the original copy. Organization Commands that allow you to set options for the appearance of shapes and text in an Data organization chart, and import and export organization chart data. It also displays a command to generate a report comparing data from different versions of a chart.

Procedure Reference: Create an Organization Chart To create an organization chart:

1. Open a ﬁle based on the organization chart template. a. Select the File tab and choose New. b. In the Backstage view, in the Template Categories section, select Business. c. On the Choose a Template page, select Organization Chart.

2. From the Organization Chart Shapes (US units) stencil, drag the desired master shape onto the drawing page.

When you drag the ﬁrst shape onto the drawing page, Visio displays the Connecting Shapes dialog box that demonstrates how to connect shapes. You can check the Don’t show this message again check box and click OK to prevent the dialog box from appearing in the future.

3. Drag the subordinate shapes onto the drawing page. 4. If necessary, add multiple shapes at the same level at the same time. a. Drag the Multiple shapes master onto the drawing page. b. In the Add Multiple Shapes dialog box, in the Number of shapes spin box, select a number. c. In the Shapes list box, select the desired shape to represent the hierarchy.

5. Drag the Dynamic connector master to connect the various shapes in a hierarchy.

To automatically connect a superior shape to a subordinate one, drop the subordinate shape in the middle of the superior shape.

Procedure Reference: Arrange the Subordinate Shapes Using the Options in the Layout Group To arrange the subordinate shapes using the options in the Layout group:

1. In the organization chart, select a superior shape. 2. On the Org Chart tab, in the Layout group, select the desired option. • From the Horizontal Layout drop-down list, select an option to align the subordinate shapes horizontally. • From the Vertical Layout drop-down list, select an option to align the subordinate shapes vertically. • From the Side By Side drop-down list, select an option to align the subordinate shapes side-by-side.

3. If necessary, click the Re-Layout button to maintain the layout option you have selected while creating the best arrangement in that layout style.

4. If necessary, click the Best Fit to Page button to rearrange the organization chart to ﬁt the page.

5. If necessary, click the Change Spacing button, and in the Spacing dialog box, select the desired options.

Before You Begin: The Microsoft Visio 2010 application is open.

Scenario: Your manager has given you all the necessary information to create the hierarchical structure of your organization. You need to coordinate the information with shapes and arrange them neatly on a page. While doing so, you stumble upon various alignment and spacing issues. Also, some of the names and titles for the various subordinates are not available with you, so you decide to add only the shapes and enter the names later.

1. Add shapes to the drawing page and a. Select the File tab. automatically connect them to their superiors. b. In the Backstage view, in the Choose a Template pane, in the Template Catego- ries section, select Business.

c. In the Choose a Template pane, double- click Organization Chart.

d. In the Shapes window, from the Organiza- tion Chart Shapes (US units) stencil, drag the Executive master and place it on the drawing page so that its top-left corner is at the 4.5-inch mark on the horizontal ruler and 7-inch mark on the vertical ruler.

e. In the Connecting Shapes message box, check the Don’t show this message again check box and click OK.

f. Drag the Manager master and place it on the executive shape.

g. Observe that the manager shape appears below the executive shape with a connector linking the two.

h. Click and drag the Manager master and place it on the executive shape to add a second position below the executive level.

162 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 5 i. Click and drag the Manager master and place it on the executive shape to add a third position below the executive level.

2. Add names and designations to the a. Double-click the executive shape and type shapes. Allen M. Jameson and then press Enter.

b. Type CEO

c. Click a blank area of the drawing page to deselect the shape.

d. Enter the names and designations in the three manager shapes starting from left to right with a line break in between the names and designations. • John Gronlund, COO • Christopher Welles, CFO • Danielle Sletten, Vice President

3. Add shapes to the subordinates of a. Click and drag the Three positions master each manager. onto the Danielle Sletten shape, which is on the right.

c. Click and drag the Three positions master onto the Christopher Welles shape, which is in the middle.

d. Observe that the three shapes, which are added, overlap some of the subordinate shapes under Danielle Sletten.

e. Click and drag the Multiple shapes master onto the John Gronlund shape to display the Add Multiple Shapes dialog box.

f. In the Add Multiple Shapes dialog box, in the Number of shapes text box, type 5 and click OK.

Lesson 5: Representing an Organization Hierarchy 165 Copyright © Element K Corporation LESSON 5 4. Change the layout of the subordinate a. Select the John Gronlund shape. shapes. b. Select the Org Chart tab, and in the Lay- out group, from the Vertical drop-down list, select Right.

c. Select the Danielle Sletten shape.

d. In the Layout group, from the Vertical drop-down list, select Left.

e. Select the John Gronlund shape and press the Left Arrow key six times to move the shape to the left, so that its subordinate shapes do not overlap the subordinate shapes of the Christopher Welles shape.

f. Select the Christopher Welles shape, and in the Layout group, from the Horizontal drop-down list, select Stagger to space the shapes in the middle.

g. In the Layout group, click Re-Layout to

h. On the Quick Access toolbar, click the Save button.

i. In the Save As dialog box, navigate to the C:\084598Data\Representing an Organization Hierarchy folder.

j. In the File name text box, type My Orga- nization Chart and click Save.

TOPIC B Modify an Organization Chart

You created an organization chart. After aligning and ordering the shapes, you might want to enhance the appearance of the chart. In this topic, you will modify the organization chart. Formatting is an essential part of creating drawings because it adds a touch of appeal and clarity to the shapes. Visio’s built in organization chart formatting tools help in achieving the desired effect. How to Modify an Organization Chart

Procedure Reference: Show or Hide Subordinates To show or hide subordinates:

1. Click the superior shapes whose subordinate shapes you want to show or hide. 2. On the Org Chart tab, in the Arrange group, click Show/Hide Subordinates to toggle between display or hide the subordinate shapes as required.

3. If necessary, click the Show/Hide Subordinates button again to hide the subordinate shapes as required.

Procedure Reference: Format an Organization Chart Using the Options Dialog Box To format an organization chart using the Options dialog box:

1. On the Org Chart tab, in the Organization Data group, click Display Options. 2. In the Options dialog box, adjust the size of the shapes. • In the Shape display section, in the Width text box, specify a width for the shape. • In the Shape display section, in the Height text box, specify a height for the shape.

Lesson 5: Representing an Organization Hierarchy 167 Copyright © Element K Corporation LESSON 5 • If necessary, check the Show pictures check box to display the pictures and the Show divider check box to display a divider line between the ﬁelds displayed in the shapes.

3. On the Fields tab, check the desired check boxes to add ﬁelds to be displayed in the chart shapes. The ﬁelds include: Department, E-mail, and Telephone.

4. On the Text tab, set the formatting options for the text displayed in the shapes. • From the Field drop-down list, select the ﬁeld in a shape that you want to format. • From the Font drop-down list, select a font style. • From the Size drop-down list, select a font size. • From the Color drop-down list, select a font color. • Check the Bold or Italic check box to change the style.

5. Click OK to reﬂect the changes made.

Procedure Reference: Change the Position Type To change the position type of a shape in an organization chart:

1. Select the desired shape. 2. On the Org Chart tab, in the Arrange group, click Change Position Type. 3. In the Change Position Type dialog box, in the New position type list box, select the required position and click OK.

ACTIVITY 5-2 Modifying an Organization Chart

Before You Begin: The My Organization Chart.vsd ﬁle is open.

Scenario: Your organization chart is well aligned and spaced. However, you notice that with a little ﬁn- ishing touch, you can give it a prominent look. You feel that modifying the appearance of the shapes and the text they contain, and adding a title to the chart will help you accomplish this.

What You Do How You Do It

1. Adjust the size of the shapes so that a. On the Org Chart tab, in the Organization they can accommodate more text. Data group, click Display Options.

2. Format the text in the shapes. a. In the Options dialog box, select the Text tab.

b. In the Font drop-down list, scroll down and select Courier New.

c. From the Color drop-down list, select blue.

d. In the Style section, check the Bold check box to bold format the text and click OK.

e. In the Organization Chart message box, click Yes.

Lesson 5: Representing an Organization Hierarchy 169 Copyright © Element K Corporation LESSON 5 3. Change the position type for the a. Click the shape that is directly under the shape under Christopher Welles to Christopher Welles shape. Manager.

b. On the Org Chart tab, in the Arrange group, click Change Position Type.

c. In the Change Position Type dialog box, select Manager and click OK.

d. Click outside the organization chart to deselect the shape.

e. Observe that the shape acquires a double- lined border indicating the change in position type.

170 Microsoft® Visio® 2010 - Level 1 Copyright © Element K Corporation LESSON 5 4. Add the company title to the organi- a. From the Organization Chart Shapes (US zation chart. units) stencil, drag the Title/Date master to the top of the Allen M. Jameson shape.

b. Triple-click the text “Company Name” to open the text block.

c. Select the company name.

d. Type Our Global Company

e. Click outside the Title/Date shape.

f. Observe that the title and date are displayed.

g. Save and close the file and then close the application.

Lesson 5 Follow-up In this lesson, you represented an organization hierarchy as a Visio diagram. Creating an organization chart is an effective way of unraveling the complex setup of an organization. 1. Which charting tools do you think will help you the most in representing hierarchical information effectively?

2. How will you modify an organization chart using the options on the Org Chart tab?

Lesson 5: Representing an Organization Hierarchy 171 Copyright © Element K Corporation FOLLOW-UP Follow-up In this course, you learned the fundamental skills of creating diagrams in Visio using various templates. Graphical representation of any sort of information makes it captivating and attractive. 1. How will knowing the essentials of diagramming in Visio help you in your job role?

2. Find instances where you will be using the Visio application in your day-to-day business dealings.

3. In what ways will using Visio change your typical work routine?

What’s Next? Microsoft® Visio® 2010 - Level 2 is the next course in this series. In this course, you will create custom elements and a custom template, represent external data as a drawing, and share your work with others.

LESSON LABS

Due to classroom setup constraints, some labs cannot be keyed in sequence immediately following their associated lesson. Your instructor will tell you whether your labs can be practiced immediately following the lesson or whether they require separate setup from the main lesson content. Lesson-level lab setup information is listed in the front of this manual in the course setup section. LESSON 1LAB 1 Exploring the Various Elements of the Visio Environment

Activity Time: 10 minutes

Scenario: Your company has invested in the Microsoft Visio 2010 application. You are identiﬁed as one of those who will have access to the application to visually represent the various processes of the organization. Before you take on this role, you want to familiarize yourself with the Visio environment.

1. Launch the Microsoft Visio 2010 application.

2. Open the Office Layout template from the Maps and Floor Plans template category.

3. Select the various tabs on the Ribbon and observe the commands in the groups on each tab.

4. Display the Basic Shapes (US units) stencil in the Shapes window.

5. Explore and use Visio help to find information on any Visio feature or tool.

6. Add the Open command to the Quick Access toolbar.

Lesson Labs 173 Copyright © Element K Corporation LESSON 7. On the Ribbon, create a tab named Additional Tab. LABS 8. On the newly created tab, create a group named Style and add the Text Style command to this group.

LESSON 2LAB 1 Completing a Route Map

Activity Time: 10 minutes

Data Files: • C:\084598Data\Creating a Route Map\Convention Map.vsd

Scenario: Your company is hosting a convention for programmers. To help participants locate the convention venue, you are creating a route map showing the landmarks en route and the roads to be taken. It is almost complete but for a couple of tasks: the Carp track and Oak Drive are yet to be added, and the directions should be titled for clarity.

1. Open the Convention Map.vsd file from the C:\084598Data\Creating a Route Map folder.

2. Add a rail road at the Begin X and Begin Y coordinates 7.25 inches and 5.95 inches, and End X and End Y coordinates 7.25 and 8.25 inches, and change the length to 5.25, inch respectively. Rotate the rail road by 90 degrees.

3. Name the rail road Carp Track and increase the font size to 14 pt, and then bold format the text.

4. Place the carp track behind the over bridges.

5. Connect a curved road to Gibson Road leading to the Convention Center.

6. Name the curved road Oak Drive and rotate its name so that the text is diagonal to the road.

7. Edit the freestanding text by adding the word Directions followed by a blank line at the top.

8. Save the file as My Convention Map.vsd and close it.

Activity Time: 10 minutes

Data Files: • C:\084598Data\Modifying Diagram Shapes\Conference Layout.vsd

Scenario: You have been given a formatted drawing of a conference setup. There are a few areas you want to make changes to. You are informed of a change in the number of tables, and you must remove Table 8 completely and rearrange the remaining tables. Also, there are a few shapes in the diagram that haven’t been ﬁlled with color.

1. Open the Conference Layout.vsd file from the C:\084598Data\Modifying Diagram Shapes folder.

2. Move Vendor Booth 1 so that it is flush against the right wall, then rearrange vendor booths 1, 2, and 3 so that they are evenly distributed.

3. Delete the Table 8 shape and realign the table rows so that they are centered.

4. Ungroup the table row and renumber the tables using the Renumber maintaining sequence numbering option.

5. Color the Vendor Booth shapes, Registration shapes, and the Stage shape of the drawing with the desired colors.

6. Add drop shadows to the two Registration shapes and set Transparency to 30%.

7. Save the file as My Conference Layout.vsd and close it.

Activity Time: 10 minutes

Data Files: • C:\084598Data\Creating Process Diagrams\Hiring Process.vsd

Scenario: Several new employees have recently joined the HR department of your company. As a trainer, you need to explain the hiring process to these new team members so that they understand their responsibilities within the process. Except for a few details, your ﬂowchart outlining this process is almost complete.

1. Open the Hiring Process.vsd file from the C:\084598Data\Creating Process Diagrams folder.

2. Add a new terminator shape below the Start Work shape in the Prospective Employee band, and add the text End to it.

3. Connect the Start Work and End shapes using the AutoConnect feature.

4. Turn off the AutoConnect feature and draw a connector from the Interview Deci- sion shape to the Notify Applicant of Rejection shape using the Connector tool.

5. Add the text Rejected to this connector and move the shape text to the right along the connector, so that it is under the Schedule Interview shape.

6. Apply the desired theme and background to the flowchart.

7. Change the color of the decision shapes.

8. Save the file as My Hiring Process.vsd and close it.

Activity Time: 10 minutes

Before You Begin: The Visio application is open.

Scenario: You have received the necessary inputs for creating a diagrammatic chart representing your organization structure. You need to ensure that it has all the elements of a basic chart, and that it is well formatted.

1. Open a file based on the Organization Chart Shapes template.

2. Add an executive shape for the company president, Amanda Peterson.

3. Add three manager shapes by using the Multiple shapes master with the following details: • Doug Grimes (Graphics Department Director) • Aileen Chung (Production Coordinator) • Marcus Trevor (Marketing Director)

4. Add three team members to Doug Grimes’ team using the Three position master.

5. Arrange the subordinate shapes using the Stagger option in the Layout group.

6. Italicize the names and change the font to Times New Roman.

7. Save the file as My New Chart.vsd and close it.

INDEX

1-D shapes, 39 anchor, 43 2-D shapes, 39 Auto Size, 33 manipulating, 43 AutoConnect, 116 AutoHide, 43 A Live Preview, 77 alignment, 91 Visio help, 7 file types, 25 B fills, 104 Backstage view, 5 changing, 107 C flowchart shapes, 114 callouts, 70 Format Painter, 79 adding, 72 copying formatting across freestanding text, 81 connection points, 39 freestanding text, 69 connections adding, 71 point-to-point, 115 G shape-to-shape, 115 galleries, 6 connectors, 115 grouping, 90 adding text, 117 containers, 93 L placing shapes, 96 lines, 103 contextual tabs, 6 changing styles, 107 cross-functional flowcharts, 139 creating, 140 M menus D Customize Quick Access Toolbar, 14 dialog box launchers, 5 Customize Status Bar, 14 dialog boxes Microsoft Visio 2010, 2 Text, 78 Multiple shapes master, 158 Visio Options, 13 distribution, 91 O drawing page, 3 orientation, 92 dynamic grid, 32 placing shapes, 34 P page types, 130 E creating a new foreground page, 132 endpoints, 40 creating and assigning a background page, 132 pasteboard, 3 F pin, 39 features Pointer Tool, 39

S ScreenTips, 5 customizing the style, 17 selection handles, 39 shadows, 106 adding a shadow effect, 107 shape text, 69 adding, 70 manipulating, 71 stacking order, 84 changing, 85 Stamp Tool, 32 adding shapes, 34 status bar, 3 customizing, 17 stencils, 30 adding shapes, 34

T Table of Contents, 8 template categories, 24 templates, 23 opening a drawing, 25 text blocks, 69 themes, 131 applying, 133 title bar, 3 toolbars customizing the Quick Access toolbar, 15 formatting text, 81 Mini, 77 Quick Access, 3 Quick Shapes mini, 116 Visio help, 8

W windows altering the properties of a shape, 45 ﬂoating, anchoring, and AutoHiding, 47 Pan & Zoom, 40 Shape Data, 43 Shapes, 3 Size & Position, 41