Category: microsoft Visio

Creating and Configuring Timelines ”; Previous Next Similar to org charts and brainstorming diagrams, you can also create timelines in Visio to depict a schedule or a series of events. Creating a Timeline To create a timeline, go to the New menu in the File tab and click Templates. Go to the Schedule category, click Timeline and then Create to create the timeline workspace. Since the timeline essentially measures time, units selection is inconsequential. Configuring a Timeline Shape Once the Timeline template is created, click and drag the Block timeline shape from the Shapes pane onto the canvas. This opens a Configure Timeline dialog box, where you can select the duration for the timeline and the Timescale. Click Ok. It creates a timeline block with equal intervals between the selected dates. Print Page Previous Next Advertisements ”;

Listing Shapes Used in Diagrams ”; Previous Next Visio has robust auditing and inventory tools built-in that help to quickly review the various components of a diagram. You can extract information such as quantity of each of the shapes used in the diagram, properties of the shapes, text on the shapes, etc. as a table which can help you quickly review and ensure that the document is according to the prescribed specifications. In this example, we will extract a sample report that shows the names of the shapes used and their quantity. To get an inventory of the document, go to the Review tab on the Ribbon and in the Reports section, click Shape Reports. It opens the Reports dialog box. You can create a new report definition by clicking New… or modify an existing report style by clicking Modify… After selecting the required features of the reports, click Run… to start creating the report. After the report is compiled, the Run Report dialog box opens, which allows to select the format of the report. Generally, it is preferred to export the report as an Excel file to enable easier sorting of data fields but you also have the choice of exporting as HTML, XML, or a Visio shape. Select Copy of report definition in the Save report with section to save a copy of the report within the document and click OK. Visio creates a report table detailing the features we selected. In this case, the name of the shape and quantity. If you have chosen to save the report as an Excel file in the previous step, clicking the report will open an Excel window within Visio where you can work with the contents of the report. Print Page Previous Next Advertisements ”;

Microsoft Visio – Creating Report Indicators ”; Previous Next A dotted line report helps in identifying individual team members who report to multiple people. To add a dotted line, drag the Dotted-line Report shape from the Shapes pane onto the canvas. You will see that there are two endpoints to the dotted line. Drag one of the endpoints to the first shape and the other endpoint to another shape to create a dotted line that indicates the team member reports to more than one position. Print Page Previous Next Advertisements ”;

Breaking Down Structures Using Sync Copies ”; Previous Next It might be required to break down the org chart so that each executive gets his/her own page to avoid congesting the chart. Synchronization allows any change made to the executives in other pages to remain in sync with the main page. To synchronize a shape, click the shape and then the Synchronize button in the Org Chart tab. This opens the Create Synchronized Copy dialog box, which allows to create a copy of the shape and its subordinates on a new or an existing page. Click the Hide subordinates on original page checkbox, if you want to collapse the shape on the main page. Any changes made on the synchronized shape pages will be seen on the main page as well. Print Page Previous Next Advertisements ”;

Microsoft Visio – Adding Milestones ”; Previous Next Milestones represent specific points in time during which an important event has occurred or is scheduled to occur. To add a milestone, click and drag the Line Milestone shape onto a chosen interval on the timeline. It need not be dropped exactly on a specific interval, since you can manually configure the exact date and time of the event. When you drag the milestone onto the timeline, the Configure Milestone dialog box appears, where you can specify the exact date and time of the milestone along with a description of the event. You can also choose from the standard date formats to better represent the time and date. Click OK to create the milestone on the timeline. The milestone can be dragged along the timeline, and the date and time of the milestone will be updated accordingly. Print Page Previous Next Advertisements ”;

Microsoft Visio – Creating Calendars ”; Previous Next You can create calendars in Visio to help you better organize and deliver information. To create a calendar, go to the New menu in the File tab and click Templates, then Schedule. In the Schedule category, click Multi week Task Calendar and then Create to create the calendar workspace. Depending on your version of Visio, you might just notice the template as Calendar. You will see that there is a default calendar created. You can however, create your own calendar by dragging the Month shape onto an empty canvas. This opens the Configure dialog box, where you can specify the calendar month. Days of the month are automatically filled and the weekends are differentiated from the weekdays. Print Page Previous Next Advertisements ”;

Microsoft Visio – Formatting Timelines ”; Previous Next You can apply the usual formatting techniques, such as themes and variants to a timeline. You can also select a background so that all successive timelines are created using the background template. For example, in the Design tab, click Borders & Titles to set a professional looking border that includes a title header so that all pages in this timeline have the same background and header information. It creates a Background page that is overlaid on all other pages in the document. You can also change the timeline and other shapes to make it look like a block, cylinder, or a bracket by right-clicking the shape and selecting the corresponding type from the menu. Print Page Previous Next Advertisements ”;

Adding Titles and Other Information ”; Previous Next You can add titles and other text information to a floor plan to convey information, such as the scale of the diagram, title of the designing company, etc. Adding Text to the Floor Plan To add text information to the floor plan, select the Text Box from the Insert tab in the Ribbon and draw a text box in an empty area in the diagram. The text box can be used to then enter information, such as the scale of the diagram, so that the reader gets a perspective of the real object size. The scale information can be derived from the Drawing Scale tab of the Page Setup dialog box in the Design tab. Adding Page Titles and Backgrounds You can also add page titles and backgrounds as a background page so that it is reflected across all pages of the diagram. In the following example, we will add a background title information. Go to the Design tab and in the Backgrounds section, click Borders & Titles. In the dropdown list of designs, select one that matches your theme. It creates a background layer that applies to all pages of the document. Double-click the text area to zoom in and type the title of the document. You can also change the date, if needed and even apply themes and variants to the floor plan for a more sophisticated look. Print Page Previous Next Advertisements ”;

Adding Team Frames to a Diagram ”; Previous Next A team frame helps to denote members of different teams who work on a common project. To add a team frame, drag the team frame shape from the Shapes pane onto the teams that you want to include. The team frame can be adjusted along its handles to accommodate as many members as needed. The team frame border line and the label can be formatted as needed. To format the team frame border, click the team frame and go to the Home tab and in the Shape Styles section, select the shape formatting needed. Print Page Previous Next Advertisements ”;

Exporting to Web Pages Using HTML ”; Previous Next You can also export drawings to web pages which can be hosted on a web site. Visio allows customizing what goes into the web page. Go to the Save As dialog box from the File menu and select Web Page in the Save As type field. Then, in the same dialog box, click Publish… to open the HTML publishing options. You can select which of the components of the diagram that you want to publish and the number of pages to publish. You can also provide a page title. The HTML file is created in the chosen location along with a folder containing the supporting files. Both the HTML file and the folder are linked together. Print Page Previous Next Advertisements ”;