Category: microsoft Visio

Microsoft Visio – Team Member Re-ordering ”; Previous Next It may be necessary to re-order team members in the org chart. Shapes can be moved to the left and right or to the top and bottom, depending on how you’d like them to be ordered. Since this is an org chart, there will be an Org Chart tab in the Ribbon. Click the tab and in the Arrange section, click either of the arrows in the Move command. Depending on the position of the shape in the drawing, moving left and right can also mean moving up and down. When you move a shape, all sub-shapes also move along with it. In the following example, the COO shape was moved to the right and with it, all positions below it also move. Print Page Previous Next Advertisements ”;

Microsoft Visio – Publishing to PDF ”; Previous Next Visio includes several ways to create a PDF of the drawing, which is extremely useful for sharing with others. You can directly save the document as a PDF, print to PDF, or email the drawing directly as a PDF. Save as PDF You can save the drawing as a Visio drawing (.vsd or .vsdx) by default or save it as a PDF, which can then be opened by any freely available PDF reader such as Adobe Reader. To save as PDF, go to the File menu, click Save As and then click Browse. This opens the Save As dialog box. Select PDF in the Save As type field to save the document as a PDF. Print to PDF You can also directly print to PDF if you have a compatible software printer such as Adobe PDF or Microsoft Print to PDF installed. You might want to use this if you need to have fine grain control over the PDF document such as PDF version or compatibility properties. Email PDF You can also directly email the diagram to a recipient. To do this, go to the File menu, click Share and then click Send as PDF. This creates a new email in your default email client with the PDF file readily attached. Just enter the email address of the recipient to send the attachment. Print Page Previous Next Advertisements ”;

Publishing Organizational Charts ”; Previous Next The completed org chart can be saved as a PDF or any of the image formats by going to the File menu and clicking Save As. Select from any of the file types in the Save As type field. If you save the drawing as a JPG or GIF file, you will get another dialog box, which allows to further specify the output options. Print Page Previous Next Advertisements ”;

Microsoft Visio – Reporting Structure Views ”; Previous Next Individual manager shapes can be collapsed and shown as needed. Collapsing shapes is useful to reduce the clutter in the diagram. To collapse the hierarchy under a shape, right-click a shape, go to the Subordinates menu and click Hide Subordinates. The subordinate shapes then collapse under the manager shape. This is indicated by a tree icon under the manager shape. If the shapes are synchronized, any changes made to them elsewhere will be automatically reflected in the main shape. To reveal the subordinates again, right-click the manager shape, go to the Subordinates menu and click Show Subordinates. Print Page Previous Next Advertisements ”;

Microsoft Visio – Working With Windows ”; Previous Next It is easy to work with multiple windows or multiple versions of a document in Visio. You can switch between windows easily or arrange them side by side for a comparative look. The options for window rearrangement can be found in the Window section of the View tab. New Window New Window basically allows to create a new copy of the existing window. The new copy will not show the stencils directly, however, they can be selected by clicking the More Shapes arrow in the Shapes pane. The new window can be identified by the presence of a number in the title bar of the window. In the following example, the original file name was BlkDiagm.vsd. Using the New Window command creates a new window with BlkDiagm: 2 in the title bar. Arrange All This function allows you to arrange all windows side by side. This feature is useful for comparing two windows, however, if you have a high-resolution display, you might be able to accommodate more windows beside each other. The Shapes pane and other panes can be minimized to allow more screen real estate. Cascade This function allows cascading of windows to give an overall view of the open windows. The active window is in the foreground, while inactive windows are in the background with title bars visible. Cascade view is useful to know which documents are open at a glance. Print Page Previous Next Advertisements ”;

Creating Three and Multiple-position SmartShapes ”; Previous Next Although you can create individual shapes by dragging the desired shapes from the Shapes pane, Visio facilitates creating multiple shapes at one go. All shapes added together will be automatically connected and aligned. Creating a Three-Position SmartShape To create a three-position SmartShape, drag the Three Positions shape onto any of the higher manager shapes. This creates three shapes directly below the higher shape. You will notice that the shapes can spill over onto the next page. This can be rectified by clicking the Re-Layout button in the Layouts section of the Org Chart tab. Creating a Multiple-Position SmartShape Similar to a three-position SmartShape, Visio also helps to create a multi-position SmartShape in which you can select as many positions as you want. To create a multiposition SmartShape, click and drag the Multiple shapes from the Shapes pane onto a selected shape on the canvas. It opens an Add Multiple Shapes dialog box in which you can select the type of shapes and the number of shapes to be added. Click OK to add the shapes to the selected shape. Print Page Previous Next Advertisements ”;

Creating Layers with SmartShapes ”; Previous Next Adding SmartShapes automatically creates layers. Layers are basically overlays, which can be individually customized and turned on or off. Each shape and connector in the diagram forms a layer whose properties can be customized. To know the list of layers in the diagram, in the Editing section of the Home tab, click the Layers dropdown menu and click Layer Properties… This opens the Layer Properties dialog box, which you can use to customize the different layers in the diagram. The Layer Properties dialog box lists the different layers in the document and allows changing the individual properties of the layers. Print Page Previous Next Advertisements ”;

Microsoft Visio – Shape Formatting ”; Previous Next You can also format the shapes to give them a more professional or casual look as desired. To format shapes, select the shape in the diagram and format using the options available in the Shape Styles section. You can select predefined shape styles or you can customize the shape using the Fill dropdown menu. To adjust the color of the shape border, select a color from the Line dropdown menu. The Effects menu allows to add special effects to your shape such as drop shadows or 3D rotations. Print Page Previous Next Advertisements ”;

Inserting Manager Sub-shapes ”; Previous Next Once the top-level executive shape is created, it is easy to create manager sub-shapes. The Executive Belt shape will not offer SmartShapes as this is a hierarchical chart with defined positions. To insert a manager, simply drag the Manager Belt shape onto the Executive Belt shape. You will notice that Visio automatically connects both the shapes. You can add more Manager Belt shapes onto the Executive Belt shape and Visio will automatically connect, space, and align all the shapes. You can then enter details into the shapes by zooming in and double-clicking the shape to activate the text box. Unlike the Executive Belt shape, the manager shapes will offer the choice of using SmartShapes. Print Page Previous Next Advertisements ”;

Microsoft Visio Tutorial PDF Version Quick Guide Resources Job Search Discussion Microsoft Visio is a diagramming tool that allows you to create diagrams (ranging from simple to complex), which aid in data visualization and process modelling. Visio also helps to create detailed org charts, floor plans, pivot diagrams, etc. This tutorial will help you understand the basics of the program and how you can use it to create informative diagrams for home or enterprise use. Audience Microsoft Visio is an enterprise class software that is used by professionals to create diagrams of varying complexities – from networking diagrams to floor plans, and even org charts and timelines. However, Visio is also gaining traction among home users for planning their home layouts or simple layout plans. This tutorial caters to both enterprise and home users with varying levels of experience, who plan to integrate Visio into their workflow. Prerequisites You should be comfortable navigating your way around the Windows OS (Windows 7 or later). Visio is not available for the Mac. Visio Pro can be included as part of the Office 365 suite or purchased standalone in Standard and Professional versions. A Microsoft account is required to utilize some of the online features of Visio. Enterprise subscribers to Office 365 can also use Visio Online, which is an online viewer for Visio files stored in OneDrive for Business or SharePoint Online. Visio Online allows you to view, share, and collaborate with Visio diagrams created in Visio 2013 or 2016. Print Page Previous Next Advertisements ”;