Microsoft ® Office Visio ® 2003 Training

1. CGI presents: Microsoft® Office Visio® 2003 Training Get to know Visio

2. Course contents • Overview: Communicate in a visual way • Lesson 1: What Visio can do for you • Lesson 2: Make your first diagram • Lesson 3: A closer look at the Visio environment Each lesson includes a list of suggested tasks and a set of test questions. Get to know Visio

3. Overview: Communicate in a visual way • Discover the variety of diagrams you can make with this powerful software. Then create your first diagram. Plus, learn important basics about shapes and stencils. With Microsoft Office Visio 2003, you’ll have no doubt that a picture is worth a thousand words. Get to know Visio

4. Course goals • Know what Visio does and what kinds of diagrams you can make with it. • Know which edition of Visio 2003 you have and what that means for using it. • Know how to make a diagram by dragging shapes into place and connecting them. • Know how to zoom, resize, and add text to shapes. Get to know Visio

5. Lesson 1 What Visio can do for you

6. What Visio can do for you • Visio is an intelligent diagramming program. It empowers you to communicate in a visual manner, and helps make your diagrams more meaningful, flexible, and responsive to your needs. • You can capture information in ways that are valuable for you and your business. Visio is more than a diagramming program. Get to know Visio

7. Two editions • There are two editions of Visio 2003: Visio Standard 2003 and Visio Professional 2003. • Each edition is specifically designed to address the needs of certain customers. There are two editions of Visio 2003. Get to know Visio

8. Two editions • With Visio Standard, you can create business-related diagrams such as flowcharts, organization charts, and project-scheduling diagrams. • Visio Professional goes a step further into more technical areas. There are two editions of Visio 2003. Get to know Visio

9. Business-process diagrams • One of the most popular uses of Visio is to illustrate business processes. • Diagrams for business processes can be found in both Visio Standard and Visio Professional. A three-step flowchart Get to know Visio

10. Business-process diagrams • Creating a diagram like this one is easy. The shapes are already made for you; all you have to do is drag them into place, type some text, and resize them a little. The lines connecting shapes are called connectors. Connectors are easily glued to shapes. When a shape moves, the connector moves as well. A three-step flowchart Get to know Visio

11. Business-process diagrams, continued • Here's an example of how powerful Visio diagrams can be: If a portion of your diagram needs additional detail, you can create that detailed portion separately and add a hyperlink to it. When you need a large and detailed diagram, Visio is the right program to use. A flowchart with a hyperlink to more detail Get to know Visio

12. Organization charts • Organization charts, available in both Visio Standard and Visio Professional, are another type of diagram frequently used in business. • Sure, the lines and shapes let you easily see the reporting structure of an organization. But here's where Visio really shines: You can also associate data with each shape in the diagram. An organization chart Get to know Visio

13. Organization charts • Data for a shape is called custom properties. In the case of organization charts, you can select an employee shape, and then associate vital information—such as location, phone number, and department—so that this data becomes part of the chart. An organization chart Get to know Visio

14. Organization charts • Another powerful reason for creating organization charts in Visio is that you can automatically create them by using information from a data source. After a few clicks, your chart is made for you. You don't have to enter each name and title by hand. As mentioned, Visio is intelligent. An organization chart Get to know Visio

15. Brainstorming diagrams • A brainstorming diagram, available in both Visio Standard and Visio Professional, can help you record and develop any set of related ideas or information, such as new business strategies, book outlines, meeting minutes, or travel plans. A brainstorming diagram and its outline Get to know Visio

16. Brainstorming diagrams • There are two ways to create this kind of diagram: • You can create the diagram visually by dragging shapes into place. • You can create the diagram automatically by typing an outline in the outline window. This way, Visio creates the shapes for you. A brainstorming diagram and its outline Get to know Visio

17. Building plans • You can also create precise building plans in Visio. Notice that this diagram provides an overhead view of walls, doors, windows, and furniture. Also note that the shapes for furniture, equipment, and even plants are already made for you. You do not have to draw these yourself. An office layout Get to know Visio

18. Building plans • And unlike with other simple diagramming programs, with Visio you can specify a scale of measurement. Another example of Visio intelligence: You can add dimension lines to walls, as shown here. With these lines, you can determine whether larger items will fit in the available space. An office layout Get to know Visio

19. Network diagrams • Another business diagram that you can make with Visio Professional is a network diagram. You can make a simple diagram or a very detailed one. In addition, if you add custom properties to each shape (like asset number, network address, or computer name), you can then run detailed inventory reports right within Visio. A network map Get to know Visio

20. Web diagrams • Visio Professional also helps you make Web diagrams, such as a Web site map. Each shape in the map represents a link on a Web site and includes information about the link type and location. • You can use the map to analyze your site's organization or to classify the site's content. A Web site map Get to know Visio

21. Suggestions for practice • We've shown you just a small sampling of what you can do with Visio. But there is so much more. You can also make charts, graphs, maps, project schedules, calendars, even software and database diagrams. • To see more examples of what you can make in Visio, take a look at the Diagram Gallery. To do so: • Start Visio, and then click Diagram Gallery on the Help menu. Get to know Visio

22. Test 1, question 1 • Which of the following is true about shapes in Visio? (Pick one answer.) • You have to create shapes from scratch. • Visio shapes are already made for you. You don't have to make them yourself. Get to know Visio

23. Test 1, question 1 • Which of the following is true about shapes in Visio? (Pick one answer.) • There are some basic shapes already made in Visio, but if you need something really detailed—like a piece of computer equipment—you need to make it yourself. • Visio Standard doesn't come with shapes already made, but Visio Professional does. Get to know Visio

24. Test 1, question 1: Answer • Visio shapes are already made for you. You don't have to make them yourself. You can make your own shapes if you want to, but in many cases it's not necessary because there's a variety of shapes to choose from. Get to know Visio

25. Test 1, question 2 • With Visio, you can associate data with shapes in a diagram. What is this data called? (Pick one answer.) • Custom properties. • Special data. • Shaped data. • Data properties. Get to know Visio

26. Test 1, question 2: Answer • Custom properties. In an organization chart, the custom properties for a shape might include department name, phone number, and office location. In a network diagram, the custom properties might include computer asset number, location, network address, and computer name. Get to know Visio

27. Lesson 2 Make your first diagram

28. Make your first diagram • Select, drag, move, resize, type, zoom, connect. By now, you're probably ready to see how to create a diagram. Let's investigate the details of working with Visio. Get to know Visio

29. Choose a template • You begin creating a diagram by choosing a template. Things to notice in the animation on the left: • After you choose a template, a blank drawing page appears. • To the left of that page, a collection of shapes appears that you can use in the diagram. Animation: Right-click, and click Play. Start a diagram by choosing a template. Get to know Visio

30. Choose a template • You begin creating a diagram by choosing a template. • After you choose a template, a blank drawing page appears. • To the left of that page, a collection of shapes appears that you can use in the diagram. Start a diagram by choosing a template. Get to know Visio

31. Drag shapes onto the page • After you choose a template, the drawing page appears blank. This is different from templates in many other programs. • But in a Visio template, shapes appear to the left of the empty drawing page—waiting for you to drag them onto the page. Play this animation to see a demonstration. Animation: Right-click, and click Play. How to drag shapes onto the page Get to know Visio

32. Drag shapes onto the page • After you choose a template, the drawing page appears blank. This is different from templates in many other programs. • But in a Visio template, shapes appear to the left of the empty drawing page—waiting for you to drag them onto the page. How to drag shapes onto the page Get to know Visio

33. Move the shapes • Moving a shape is easy: Just click any shape to select it, and then drag it to a new location. • You can also move many shapes at once. To do that, click a blank area of the drawing page, and then drag to create a selection rectangle around the shapes. This animation shows you how. Animation: Right-click, and click Play. How to move several shapes at once Get to know Visio

34. Move the shapes • Moving a shape is easy: Just click any shape to select it, and then drag it to a new location. • You can also move many shapes at once. To do that, click a blank area of the drawing page, and then drag to create a selection rectangle around the shapes. How to move several shapes at once Get to know Visio

35. Resize shapes • You can resize shapes by dragging their corner, side, or bottom selection handles. The animation demonstrates this. • You can also resize many shapes at once. To do that, select more than one shape, and then drag a selection handle. That's rectangle first, handle next. Animation: Right-click, and click Play. How to resize a shape Get to know Visio

36. Resize shapes • You can resize shapes by dragging their corner, side, or bottom selection handles. • You can also resize many shapes at once. To do that, select more than one shape, and then drag a selection handle. That's rectangle first, handle next. How to resize a shape Get to know Visio

37. Add text to shapes • You can add text to shapes. There are a couple of ways to accomplish this. The easiest way is to just click the shape, and start typing. • Play the animation to see this demonstrated. Animation: Right-click, and click Play. How to add text to shapes Get to know Visio

38. Add text to shapes • You can add text to shapes. There are a couple of ways to accomplish this. The easiest way is to just click the shape, and start typing. How to add text to shapes Get to know Visio

39. Zoom to see better • If the shapes in your diagram are too small to work with, you'll want to zoom in closer. • To zoom in on the shapes in your diagram, hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes. The animation shows you how. Animation: Right-click, and click Play. How to zoom in on shapes Get to know Visio

40. Zoom to see better • If the shapes in your diagram are too small to work with, you'll want to zoom in closer. • To zoom in on the shapes in your diagram, hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes. How to zoom in on shapes Get to know Visio

41. Connect shapes • Connecting shapes is one of the hallmark strengths of Visio. As the animation shows, you: • Switch from the Pointer Tool to the Connector Tool on the Standard toolbar. • Draw a line from one connection point to another. • When you're done, switch back to the Pointer Tool. Animation: Right-click, and click Play. How to connect shapes Get to know Visio

42. Connect shapes • Connecting shapes is one of the hallmark strengths of Visio. To do it, you: • Switch from the Pointer Tool to the Connector Tool on the Standard toolbar. • Draw a line from one connection point to another. • When you're done, switch back to the Pointer Tool. How to connect shapes Get to know Visio

43. Suggestions for practice • Choose a template, and start dragging shapes. • Add text to the shapes, and zoom. • Zoom in and out some more. • Connect shapes. Online practice (requires Visio 2003) Get to know Visio

44. Test 2, question 1 • To zoom in on the shapes, you need to: (Pick one answer.) • Press CTRL+Z. • Hold down CTRL+SPACEBAR while you drag a selection rectangle around the shapes. • Hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes. • Press CTRL+W. Get to know Visio

45. Test 2, question 1: Answer • Hold down the CTRL+SHIFT keys while you drag a selection rectangle around the shapes. And remember, to zoom back so that the whole page is visible, press CTRL+W. Get to know Visio

46. Test 2, question 2 • As seen in the practice session, what may happen when you type text on a shape? (Pick one answer.) • Visio asks which font you would like to use, and then recommends a font size for you. • Visio zooms in. • The Text dialog box appears. Here you can specify font, size, and other formatting options. • Visio moves the shape to where your text is. Get to know Visio

47. Test 2, question 2: Answer • Visio zooms in. If you are zoomed out and start typing text for a shape, Visio zooms in on the shape so that you can see what you are typing. You can turn this option off if you want. On the Tools menu, click Options, and then click the General tab. Under Drawing windowoptions, in the Automatically zoom text when editing under box, enter 0 (zero) for the point size. Get to know Visio

48. Test 2, question 3 • Which of the following tools do you use to add connectors to shapes? (Pick one answer.) • The Connecting Line Tool. • The Connector Tool. • The Line Tool. • The Pointer Tool. Get to know Visio

49. Test 2, question 3: Answer • The Connector Tool. Get to know Visio

50. Lesson 3 A closer look at the Visio environment