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Using Microsoft VISIO 2010

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Table of Contents

Introduction 1 How This Book Is Organized 2 Using This Book 3 Special Features 4 About the USING Web Edition 4 1 Introducing Visio 2010 5 What Is Visio? 5 Getting Started: Creating a Simple Flowchart 6 Creating a Simple Visio Flowchart 7 What Kinds of Diagrams Can Visio Create? 9 Examples of What Visio Can Do 12 Connected Diagrams 12 Block Diagrams 13 Measured Drawings 15 What Visio Isn't 16 Understanding Visio 2010 Editions 17 What's New in Visio 2010? 17 Updated User Interface 17 Enhanced Diagramming Features 18 Getting Around in Visio Using the Fluent UI 20 The Ribbon 20 The Quick Access Toolbar 25 Right-click Context Menus 27 The Backstage Area 27 Status Bar 28 Working in the Visio Drawing Window 30 Task Panes 31 Page Tabs 32 Ruler & Grid 32 Multiple Drawing Windows 32 Getting a Handle on Shapes 33 Working Faster with Keyboard Shortcuts 37 Summary 38 2 Working Around the Diagram 39 Getting Started with a New Drawing 39 Navigating the Template Gallery 39 What Happens When You Start from a Template? 41 Creating a Blank Drawing 42 Creating a New Drawing from an Existing Drawing 44 Using Templates Online 46 Saving Diagrams 48 Saving Documents Using Save As 48 Saving Documents Using Save & Send 49 Configuring Auto Save 49 Finding and Managing Shapes 49 Navigating the Shapes Window 49 Quick Shapes-Accessing and Managing Frequently Used Shapes 51 Opening Other Stencils 53 Searching for Shapes 55 Saving Favorite Shapes 59 Managing and Organizing Your Favorite Shapes 60 Editing Existing Stencils 61 Creating a Custom Master Shape and a Custom Stencil 62 Understanding the Document Stencil 64 Managing and Styling Pages 66 Inserting Pages 66 Working with Background Pages 69 Inserting Backgrounds, Titles, and Borders 73 Renaming Pages 74 Reordering Pages 74 Controlling Page Size and Orientation 75 Setting Page Scales 77 Using Themes to Change the Look of Pages and Documents 79 Using the Theme Gallery Control 79 Setting Themes, Theme Colors, and Theme Effects 82 Applying Themes to Pages versus Documents 82 Preventing Theming 83 Setting Color Palettes and Themes 83 Using Visio Windows 84 Managing Windows 86 Using Full-Screen View 88 Summary 89 3 Organizing and Annotating Diagrams 90 Containers and Lists 90 Containers 90 Lists 95 Groups 100 Creating a Grouped Shape 101 When Not to Use Groups 103 Editing Inside a Group 103 Callouts 105 Using Visio 2010's New Callouts 105 Using Legacy Callout Shapes 108 ScreenTips on Shapes 110 Adding ScreenTips to Shapes 110 Strategies for Using ScreenTips 111 Headers and Footers 112 Inserting Fields into Shape Text 114 Inserting Text Fields in Shape Text 115 Layers 117 Basic Layer Skills 117 Practical Application of Layers 120 Visio Layers for Power Users 121 Markup & Review 122 Comments 123 Markup 124 Ink 126 Summary 127 4 Connecting Shapes 129 Understanding Visio Connectors 129 Connecting Basics 129 Using the Connector Tool 133 Connectors Are Shapes, Too! 134 Connecting to Shapes versus Points on Shapes 135 Connecting Shapes in Multiple Ways 138 How Do I Connect Thee? Let Me Count the Ways 138 AutoConnect Arrows 139 Dragging, Splitting, and Deleting 140 Changing the Appearance of Connectors 142 Formatting Connectors 142 Changing Routing Style for Connectors 143 Controlling Line Jumps for Connectors 145 Manually Editing Connector Paths 147 Adding and Editing Connection Points 148 Adding and Removing Connection Points to Shapes 149 Summary 151 5 Aligning, Arranging, and Laying Out Shapes 152 Aligning and Arranging Shapes 152 Using the Dynamic Grid to Align Shapes as You Draw 152 Using Auto Align & Space to Clean Up Connected Diagrams 156 Aligning and Distributing Shapes Using Position Functions 157 Using the Grid, Ruler, and Guides 162 Nudging Shapes 164 Controlling Front-to-Back Positioning 165 Laying Out Shapes 167 Using Visio's Layout Features 167 Fine-tuning Layout 173 Summary 177 6 Working with Individual Shapes 178 Copying and Duplicating Shapes 178 Constraining Drag and Repeating Copies 179 Creating a Table of Boxes 179 Quickly Formatting a Table of Boxes 181 Resizing and Rotating Shapes 182 Resizing 2D Shapes 183 Resizing 1D Shapes 183 Rotating 2D Shapes 183 Formatting Individual Shapes 185 Changing Line, Fill, and Text Attributes 185 Which Formatting Attributes Can Be Edited? 186 Curing Menu Cascade-itis 187 Finding More Options 189 Formatting Groups 190 Setting Default Formatting 192 Working with Text 192 Creating and Editing Text Blocks 193 Editing and Formatting Text 196 Text Resizing Behavior 200 Using Special Shape Features 201 Right-Click Actions 202 Shape Data Fields 202 Control Handles 203 Hyperlinks 204 Action Tags 206 Double-Clicking 206 Importing Graphics 207 Using Images as Shapes in Visio 207 Adding Clip Art to Your Diagrams 211 Adding Excel Charts to Your Diagrams 213 Importing Vector Graphics 214 Importing AutoCAD Drawings 215 Summary 219 7 Working with Data 220 Introducing Shape Data Fields 220 Exploring Shape Data 220 Types and Uses of Shape Data 223 Creating and Using Shape Data Fields 224 Adding Simple Data Fields 225 Choosing Shape Data Field Types 226 Creating Lists and Controlling Formatting 227 Saving Sets of Shape Data Fields 229 Displaying Shape Data in Shape Text 232 Shape Data Labels versus Names 234 Creating Reports 237 Introducing the Report Definition Wizard 238 Grouping and Totaling Items in a Report 241 Using Reports with Other Documents 244 Linking External Data to Shapes 245 Preparing the Data 246 Preparing the Light Bulb Shape for Data Linking 247 Using the Database Wizard 248 Using Link Data 257 Introducing Data Graphics 262 What Is a Data Graphic? 262 Creating Data Graphics 264 Applying Data Graphics to Shapes 267 Other Data-Enabled Solutions in Visio 268 Summary 270 8 Tips for Creating Specific Types of Diagrams 271 Tips for Creating Process and Flowchart Diagrams 271 Working with Autoresizing Flowchart Shapes 271 Connecting to Decision Shapes 272 Creating Subprocesses to Drill Down to Details 273 Managing Swimlanes and Phases in Cross-functional Flowcharts 275 Numbering Shapes 277 Validating Diagrams 277 Business Process Diagrams (BPMN) and SharePoint Workflows 278 Tips for Creating Network Diagrams 279 Logical Network Diagrams 279 Rack Diagrams 280 Tips for Creating Block Diagrams 282 Blending Block Shapes Together 282 3D Perspective Block Diagrams 283 Corner Rounding and Other Tips for Architecture Block Diagrams 284 Tips for Creating Timelines 286 Tips for Creating Organizational Charts 287 Drawing and Editing Org Charts by Hand 288 Generating Org Charts from Data Using the Wizard 290 Using Walls, Windows, and Doors in Office and Space Plans 293 Creating Building Plans Using Wall Shapes 293 Using Window, Door, and Space Shapes with Walls 295 Dimension Lines 297 Summary 299 9 Printing 300 Printing Basics 300 Printing from the Backstage Area 300 Print Preview 304 Experimenting with Printing Without Wasting Trees 307 Understanding Printing 310 Keeping Print Variables in Mind 310 Looking at a Complicated Print Job from a Simple Document 311 Headers and Footers and Print Margins 314 Printing Scenarios 316 Printing Part of a Diagram 316 Selectively Printing Elements in a Drawing 316 Printing Tiled Drawings 318 Printing Complex, Mixed-Orientation Drawings 321 Printing Any Size Drawing on Any Size Paper 322 Printing Multiple Drawings on a Single Sheet 325 Printing Scaled Drawings at Reduced Size 328 Printing High-Quality Materials 329 Summary 332 10 Sharing, Publishing, and Exporting Visio Diagrams 333 Sending Visio Files in Email 333 Sending a Visio File via Email 333 Creating Web Pages from Visio Drawings 334 Saving as Web Page 335 Exploring Visio-Generated Web Pages 337 Fine-tuning Web Pages and Battling Bugs 340 Saving as PDF or XPS Files 346 Saving a PDF or XPS Document 346 Saving Visio Files in XML Format 347 Saving Files in Older Visio Formats 348 Using Visio Graphics with Other Applications 349 Copying from Visio 349 Default Paste Behavior 349 Using Paste Special and Matching Themes Across Applications 350 Using Visio Graphics Outside Office 352 Exporting Visio Graphics to Other Formats 352 Saving Bitmapped Images 353 Saving to Vector Formats 356 Working with SharePoint 357 Working with Files in Document Libraries 357 Introducing Visio Services for SharePoint 2010 360 Cleaning Up Documents 361 Setting Document Properties 361 Removing Personal Information 362 Reducing File Size 363 Summary 364 Index 365 The following chapter can be accessed online at 11 Developing Custom Visio Solutions PDF: 1 Introducing the Notes Shape PDF: 1 Using the Developer Ribbon Tab PDF: 2 Creating SmartShapes with the ShapeSheet PDF: 3 Introducing the ShapeSheet PDF: 3 Creating Smart Geometry in the ShapeSheet PDF: 5 Understanding Visio's Coordinate System PDF: 9 Controlling Grouped Shapes with the ShapeSheet PDF: 10 Linking Subshape Text to Shape Data Fields PDF: 14 Modifying the Text Block Using the ShapeSheet PDF: 17 Adding Right-Click Actions to the SmartShape PDF: 18 Introducing Automation and VBA Code PDF: 20 Exploring the VBA Development PDF: 20 Using the Macro Recorder to Generate Code PDF: 24 Calling VBA Code from a SmartShape PDF: 27 Distributing Templates and Stencils PDF: 29 Creating a Template with a Document Stencil PDF: 29 Creating a Separate Stencil for Shape and Code Delivery PDF: 32 Creating a Template with a Separate Stencil PDF: 35 Locating Visio Development Resources PDF: 35 Books About Visio Development and Customization PDF: 36 Websites About Visio Development and Customization PDF: 36 Summary PDF: 37

About the Author

Chris Roth has always enjoyed creating pictures of any kind and absolutely enjoys the combination of computer technology with graphics. He has been working with Visio since The Beginning in 1992, when he was part of the Visio 1.0 team at then-extant Visio Corporation. Since then, he's continuously been busy helping customers incorporate diagrams, drawings, and visualizations into their daily business and to develop custom graphical solutions based on Visio. A Microsoft Visio MVP since 2002, he has presented sessions at several Visio conferences and has written more than 250 articles about Visio for his "Visio Guy" website (, which he launched in 2006. Originally from Seattle, he currently lives with his wife and baby daughter in Munich, Germany. Away from family, laptop, and relaxing Bavarian beer gardens, he plays trombone with the TT Orchestra and the wind ensemble Pullacher Blasmusik.

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