basic of visio

1. Microsoft Visio 2010
Basic Tasks in Visio 2010

2. In this lecture we’ll learn
• What is Visio?
• Find and apply a template
• Create a new diagram
• Open a diagram
• Save a diagram
• Add a shape
• Add a connector between two shapes
• Add text to shapes or to the page
• Add data to a shape
• Connect data sources to shapes
• Format your diagram
• Print your diagram

3. What is Visio?
• Visio 2010 is a graphical and drawing application
that helps you to visualize, explore, and
communicate complex information. With Visio, you
can transform complicated text and tables that are
hard to understand into Visio diagrams that
communicate information at a glance.
• Visio provides modern shapes and templates for a
diverse set of diagramming needs, including IT
management, process modeling, building and
architecture, UI design, human-resource
management, project management, and more.

4. Find and apply a template
• Visio 2010 allows you to apply built-in
templates, to apply your own custom templates,
and to search from a variety of templates
available on Office.com. Office.com provides a
wide selection of popular Excel templates,
including process diagrams, network diagrams,
and floorplans.

5. Applying Template
• To find and apply a template in Visio, do the following:
• On the File tab, click New.
• Under Choose a Template, do one of the following:
▫ To use one of the built-in templates, under Template Categories, click the
category that you want, and then click the template that you want and click
Create.
▫ To reuse a template that you’ve recently used, under Recently Used
Templates, click the template that you want and then click Create.
▫ To use your own template that you previously created, under Other Ways to
Get Started, click New from existing, navigate to the file that you want and
click Create New.
▫ To find a template on Office.com, under Other Ways to Get Started, click
Office.com templates, select the template that you want, and then click
Download to download the template from Office.com to your computer.
• Note You can also search for templates on Office.com from within Visio.
To search for templates on Office.com, under Other Ways to Get
Started, click Office.com templates. In the Search Office.com for
templates box, type one or more search terms, and then click the arrow
button to search.

6. Create a new diagram
• Click the File tab. This opens up the Backstage view.
• Note You are in the Backstage view when you first
open Visio. If you have just opened Visio, proceed to
the next step.
• Click New.
• Under Choose a Template, below Other Ways
to Get Started, click Blank drawing.
• Click Create.
• When the diagram template opens, most of the
space is taken up with a blank diagramming page.
Along the side is the Shapes window, which
contains several stencils full of shapes.

7. Shapes Window
The stencils are identified by title bars at the top of the Shapes
window; you might need to scroll the title bar pane to see them all.
When you click a stencil title bar, the shapes appear in the pane below.

8. Open a diagram
• Click the File tab, and then click Open.
• In the left pane of the Open dialog box, click the
drive or folder that contains the drawing.
• In the right pane of the Open dialog box, open
the folder that contains the drawing that you
want.
• Click the drawing and then click Open.

9. Save a diagram
• You can save your diagram as a standard Visio
file that you can share with other people who
have Visio. In addition, there are many different
formats that you can save your diagram in
directly from the Save As dialog box.
• Click the File tab.
• Click Save As, and then select a format in the
Save as type list.

10. Save a diagram
• The different formats are useful for different
ways of using or sharing your diagram.
• Standard image file including JPG, PNG,
and BMP formats.
• Web page in HTM format. Image files and
other resource files are saved in a subfolder of
the location where you save the HTM file.
• PDF or XPS file
• AutoCAD drawing in DWG or DXF format.

11. Add a shape
• From the Shapes window, click and hold the
shape that you want.
• Drag the shape onto the diagram page.

12. Use the Shapes window to organize
and find shapes
• The Shapes window organizes shapes and provides
ways for you to find more shapes. Shapes are
organized in stencils. Every diagram template
includes one or more stencils with shapes that are
relevant to the diagram type.
• To find more shapes, you can browse the shapes you
have installed or you can search your computer or
the Internet. When you need more working room for
your diagram, you can minimize the Shapes
window and still have access to the most-used
shapes.

13. What are stencils?
• Stencils contain a collection of related shapes. For example, in
a workflow template there is a stencil that contains all the
work flow object shapes, another that contains work flow
steps, and a stencil with a collection of arrow shapes to
indicate direction. In a home planning template, there is a
stencil for walls, one for furniture, one for garden accessories,
and so on.
• Stencils are stacked one over the other in the Shapes
window. The shapes from only one stencil at a time are
displayed. To see the shapes for a stencil, click the stencil’s
title bar. The title bars always stay at the top of the Shapes
window, but if there are several, they can be hidden to leave
room to display the shapes. If stencil title bars are hidden, a
scroll bar appears next to the title bars so you can scroll
through them.

15. Browse for more shapes
• Any stencil can be opened in any diagram, even
diagrams not based on templates that include the
stencil by default. You can browse all the available
templates from the Shapes window.
• In the Shapes window, click the More Shapes
title bar.
• A menu opens that shows categories that are similar
to the template categories.
• Point to a category, then browse the stencils in the
category and click to open one in your diagram.

17. Find shapes installed with Visio
• The Search for Shapes feature uses the Windows Search service to
search the Visio stencils that are installed on your computer. The
Windows Search service must be running to enable quick searching.
• When you first start Visio, the Search for Shapes box is hidden to
leave more room for shapes.
• In the Shapes window, click More Shapes, and then click Search
for Shapes.
• In the Search for Shapes box, type one or more words that
describe the shape you want. You can separate the words with
spaces, commas, or semicolons.
• For example, to find shapes that represent office chairs, type office
chair.
• Click the magnifying glass icon or press ENTER.
• The results are added to a search results stencil.

18. Search for more shapes on the
Internet
• In the Shapes window, click More Shapes.
• Click Find Shapes Online.
• A browser opens and displays a page where you
can search for shapes online.

19. Minimize the Shapes window to make
more diagramming room
• Click the Minimize the Shapes window arrow in
the upper corner of the Shapes window.
• The window is minimized to a single vertical row of
shapes.
• You can still drag shapes out of the window, and
even change stencils or browse for more stencils by
clicking the Stencil icon at the top of the minimized
window.
• To open the window to full size, click the Expand
the Shapes window arrow at the top of the
window.

20. Add a connector between two shapes
To add a shape to the drawing page so that
it is automatically connected when it is
added to the page, do the following:
• Drag a first shape onto the drawing page.
• Hold your pointer over the shape that is already
on the page. Notice that small blue arrows
appear on the four sides of the shape. These are
AutoConnect arrows that you can use to connect
shapes.

21. Contd…
• Move the pointer to cover one of the arrows.
• A mini toolbar that contains four shapes appears,
and a preview shape might also appear on the page.
As you move the pointer over the shapes in the mini
toolbar, previews of the shapes appear. The shapes
on the toolbar are the top four shapes from the
Quick Shapes area.
• Click one of the shapes in the mini toolbar to add it
to the page.
The Service Request shape with the AutoConnect arrows shown.

22. Add a connector between two shapes
To automatically connect two shapes when
you drag the second shape onto the page,
do the following:
• Drag one shape onto the drawing page.
• Drag a second shape onto the drawing page and
hold it so it covers the first shape, but do not
drop it yet. Notice that the AutoConnect arrows
appear.

23. Contd…
The Analyze shape is placed on the bottom AutoConnect arrow on the
Service Request shape.
• Move the second shape down over the
AutoConnect arrow that points in the direction
that you want, and drop it on the arrow.
The Analyze shape is spaced a standard distance from the Service Request
shape, and is connected automatically.

24. Add a connector between two shapes
To connect two shapes that are already on the
page, do the following:
• Hold the pointer over one of the shapes that you want to
connect.
• When the AutoConnect arrows appear, move the pointer
over an arrow that is pointing toward the other shape
that you want to connect to.
• Click and hold the AutoConnect arrow, and then drag a
connector from it to the center of the other shape.
• When the arrow is over the center of the other shape, a
red border appears around the shape. Drop the
connector to attach it, or "glue" it, to the shape.

25. Add text to a shape
• Select the shape that you want to add text to.
• Type the text that you want.
• When you start typing, Visio switches the
selected shape to text editing mode. To add
another line of text, press ENTER.
• Click an empty area of the page, or press ESC
when you are finished.
• Select the shape again. A small yellow control
handle appears in the text area. Drag the yellow
control handle to move the text.

26. Add text to the page
• On the Home tab, in the Tools group, click the Text
tool.
• Click an empty area of the page. A text box appears.
• Type the text that you want.
• On the Home tab, in the Tools group, click Pointer
Tool to stop using the Text tool.
• The text box now has the characteristics of other shapes.
You can select it and type to change the text, you can
drag it to another part of the page, and you can format
the text by using the Font and Paragraph groups on
the Home tab. In addition, when you hold the pointer
over the text, AutoConnect arrows appear so you can
connect the text to other shapes.

27. Add data to a shape
To enter data into a data property or field
that a shape already has, do the following:
• Select a shape on the drawing page.
• Right-click the shape and click Shape Data.
• In the Shape Data window, in the property row
that you want, enter the data that you want.

28. Add data to a shape
To define a new data property or field for a shape, do
the following:
• Select a shape on the drawing page.
• Right-click the shape and click Define Shape Data.
• In the Define Shape Data dialog box, click New
• In the Label box, delete the default text and type a name for
the property.
• In the Type list, select the type of data that you want to be
entered into that property.
• Tip If you want the property to accept text (like a person’s
name) as the type of data, select String.
• In the Value box, type the value of the data that you want.
• Click OK.
• Right-click the shape again, point to Data, and this time click
Shape Data.

29. Shape Data window
• The Shape Data window opens and displays all
the data that has been defined for the shape. If
all of the shapes have specific information, you
can leave the Shape Data window open and
click the shapes you are interested in to see the
data that they contain.

30. Format your diagram
To apply a background to your drawing, do
the following:
• Click the Design tab.
• In the Backgrounds group, click
Backgrounds.
• Click the background that you want. A new
background page is added to the diagram, which
you can see in the page tabs along the bottom of
the diagramming area.

31. Format your diagram
To apply a border or title to your drawing,
do the following:
• On the Design tab, click Borders & Titles.
• Click the title that you want.
• The title and border are added to the
background page (named VBackground-1 by
default). To change the title and other text, you
must make the changes on the background page;
you can't change the title on any other pages.
• At the bottom of the diagramming area, click the
VBackground-1 tab.

32. Contd..
• Click the title text. The entire border is selected,
but if you start typing it changes the default title
text.
• Enter the title that you want.
• To edit other text in the border, first select the
entire border, and then click the text you want to
change and start typing.

33. Format your diagram
To apply a unified color scheme and other
formatting effects, do the following:
• On the Design tab, in the Themes group, hold
your pointer over the various themes. A preview
of the theme shows up on the page.
• To see other available themes, click More .
• Click the theme you want to apply to the
diagram.

34. Print your diagram
• Click the File tab and then click Print.
• To print the diagram, click Print.
• In the Print dialog box, do the following:
▫ In the Name box, select the printer that you want
(if it is not already selected).
▫ Under Page range, specify the pages in the
drawing that you want to print.
▫ Under Copies, specify the number of copies that
you want to print.
• Click OK when you are ready to print.