Get to know visio

Editor's Notes

• #2: [Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Because this presentation contains a Macromedia Flash® animation, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
• #7: Microsoft Visio® does diagrams. So that means it just lets you string together a bunch of boxes and arrows, right? Wrong. Visio offers so much more.
• #8: Which version do you have? You can check by starting Visio, and then clicking About Visio on the Help menu.
• #9: Visio Professional contains all of what the Standard edition has, as well as features that let you create building plans, network diagrams, software diagrams, Web diagrams, engineering diagrams, and other technical diagrams.
• #10: An example is shown here. This is a flowchart that explains a company's pharmaceutical development process.
• #11: In this example, the shapes are the rectangles in the flowchart.
• #12: In this example, there's a hyperlink on the Trials shape. By clicking it, people can discover more details concerning that particular step in the process. Other Microsoft Office programs, such as Microsoft PowerPoint® and Microsoft Word, also help you make diagrams. However, those programs don't give you as much room to create a diagram as Visio does. They also don't have as many sophisticated options for diagrams. If all you need is to make a modest diagram in a hurry, use your favorite other Office program.
• #13: An example of an organization chart is shown here.
• #15: For example, you can base an organization chart on a database, a Microsoft Excel® workbook, or even your company's e-mail system (if it uses Microsoft Exchange Server).
• #17: Tip: You can also import a Word outline into Visio as a brainstorming diagram, or export a Visio brainstorming diagram as a Word outline, which makes it easy to repurpose your work. [Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]
• #18: For example, with Visio Standard, you can make an office layout, as shown here. With Visio Professional, you can do that and also make electric and telecommunication plans, HVAC plans, and more.
• #19: For example, if you want every half-inch to represent one foot, you can tell Visio to do that. Also, if you resize a wall that has a dimension line, the line will dynamically change as well—relieving you from retyping the number of feet and inches.
• #20: A small portion of a detailed network diagram is shown here. Of course, the shapes for the computers, servers, and so on are already made in Visio. Just think what a pain it would be if you had to draw those yourself.
• #21: And to show you just how powerful and intelligent Visio is—you don't have to create this diagram yourself. Instead, you can use a special template that asks you for the Web address of your site. Visio will open your Web site, read its code, find all links, and generate the map for you.
• #22: [Note to trainer: Students will need access to Visio 2003 to look at the Diagram Gallery.]
• #30: Note: In this example, the shapes are specific to flowcharts. If you were to choose another category of template, shapes specific to that category would appear instead. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #31: Note: In this example, the shapes are specific to flowcharts. If you were to choose another category of template, shapes specific to that category would appear instead. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #32: Goes with the first paragraph For example, when you choose a template in Microsoft Office Word, it opens with text, styles, and other items ready for your use. Note: There are a few exceptions to the rule of a drawing page appearing blank after you choose a template. For example, if you choose the Cause and Effect template, the page starts out with shapes on it. There are also downloadable Visio templates on the Microsoft Office Online Web site that begin with shapes on the page. But these are exceptions—most Visio templates don't start with shapes on the page. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #33: Goes with the first paragraph For example, when you choose a template in Microsoft Office Word, it opens with text, styles, and other items ready for your use. Note: There are a few exceptions to the rule of a drawing page appearing blank after you choose a template. For example, if you choose the Cause and Effect template, the page starts out with shapes on it. There are also downloadable Visio templates on the Microsoft Office Online Web site that begin with shapes on the page. But these are exceptions—most Visio templates don't start with shapes on the page. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #34: Note: If you want to select more than one shape but you don't want to select all shapes in between, you don't have to create a selection rectangle. Instead, you can just hold down the SHIFT key to select the shapes by clicking. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #35: Note: If you want to select more than one shape but you don't want to select all shapes in between, you don't have to create a selection rectangle. Instead, you can just hold down the SHIFT key to select the shapes by clicking. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #36: To resize many shapes at once, use the selection rectangle as shown on the previous slide. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #37: To resize many shapes at once, use the selection rectangle as shown on the previous slide. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #38: [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #39: [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #40: Tip: You can quickly zoom out by pressing CTRL+W. This is helpful if you're working with a large diagram (for example, a building plan) and you need a quick, high-level view of the diagram. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #41: Tip: You can quickly zoom out by pressing CTRL+W. This is helpful if you're working with a large diagram (for example, a building plan) and you need a quick, high-level view of the diagram. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #42: Remember: The value of connectors is that they reroute, bending automatically, when you move one of the connected shapes. It's as though the road to your house followed you whenever you changed your address. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #43: Remember: The value of connectors is that they reroute, bending automatically, when you move one of the connected shapes. It's as though the road to your house followed you whenever you changed your address. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #44: [Note to trainer: With Visio 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Visio, with instructions to guide you. Important: If you don’t have Visio 2003, you won’t be able to access the practice instructions.]
• #54: The page orientation is also set automatically to landscape, the typical orientation for organization charts. Other templates provide other special tools and menus.
• #58: Example of shapes that are smart (supports animation) In an organization chart, for example, if you drag a Position shape on top of an Executive or Manager shape, the subordinate shape automatically positions itself below the supervisory one. Note: This special feature is unique to diagrams created with Organization Chart templates. If you start a diagram with another template, this special feature is not available. Often, the special features of shapes depend directly on the kind of template you choose. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash® animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before using this presentation.]
• #59: Example of shapes that are smart In an organization chart, for example, if you drag a Position shape on top of an Executive or Manager shape, the subordinate shape automatically positions itself below the supervisory one. Note: This special feature is unique to diagrams created with Organization Chart templates. If you start a diagram with another template, this special feature is not available. Often, the special features of shapes depend directly on the kind of template you choose. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing this presentation.]
• #61: Remember that because your diagram is not based on a template, you will not get template-specific menus or toolbars. And you may not get smart-shape features that depend on a template.
• #62: For example, if you had an organization chart open, the Organization Chart menu, toolbar, and stencils would appear for the new page too. You'd also get smart-shape features for Executive, Manager, and Position shapes.
• #64: [Note to trainer: With Visio 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Visio, with instructions to guide you. Important: If you don’t have Visio 2003, you won’t be able to access the practice instructions.]
• #74: Using This Template This Microsoft PowerPoint template has training content about using Visio 2003 to create diagrams, charts, and layouts. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Get to know Visio.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch, and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation, and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. If this presentation contains a Macromedia Flash® animation: To play the Flash file, you must register an ActiveX control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Visio 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).