Visio basics

1. Microsoft®
Office
Visio®
2003 Training
Get to know Visio
[Your company name] presents:

2. Get to know Visio
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.

3. Get to know Visio
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.
Overview: Communicate in a visual way
With Microsoft Office Visio 2003, you’ll
have no doubt that a picture is worth a
thousand words.

4. Get to know Visio
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.

5. Lesson 1
What Visio can do for you

6. Get to know Visio
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.

7. Get to know Visio
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.

8. Get to know Visio
Two editions
There are two editions of
Visio 2003.
• 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.

9. Get to know Visio
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

10. Get to know Visio
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.
A three-step flowchart
The lines connecting shapes are called
connectors. Connectors are easily
glued to shapes. When a shape moves,
the connector moves as well.

11. Get to know Visio
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

12. Get to know Visio
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

13. Get to know Visio
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

14. Get to know Visio
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.An organization chart
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.

15. Get to know Visio
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

16. Get to know Visio
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

17. Get to know Visio
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

18. Get to know Visio
Building plans
And unlike with other simple
diagramming programs, with Visio
you can specify a scale of
measurement.
An office layout
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.

19. Get to know Visio
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

20. Get to know Visio
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

21. Get to know Visio
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.

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

23. Get to know Visio
Test 1, question 1
Which of the following is true about shapes in
Visio? (Pick one answer.)
3. 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.
4. Visio Standard doesn't come with shapes already made,
but Visio Professional does.

24. Get to know Visio
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.

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

26. Get to know Visio
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.

27. Lesson 2
Make your first diagram

28. Get to know Visio
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.

29. Get to know Visio
Choose a template
You begin creating a diagram by
choosing a template. Things to
notice in the animation on the left:
Animation: Right-click, and click Play.
Start 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.

30. Get to know Visio
Choose a template
You begin creating a diagram by
choosing a template.
Start 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.

31. Get to know Visio
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

32. Get to know Visio
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

33. Get to know Visio
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

34. Get to know Visio
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
Move the shapes

35. Get to know Visio
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

36. Get to know Visio
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

37. Get to know Visio
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

38. Get to know Visio
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

39. Get to know Visio
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

40. Get to know Visio
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

41. Get to know Visio
Connect shapes
Connecting shapes is one of the
hallmark strengths of Visio. As the
animation shows, you:
Animation: Right-click, and click Play.
How to connect shapes
• 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.

42. Get to know Visio
Connect shapes
How to connect shapes
• 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.
Connecting shapes is one of the
hallmark strengths of Visio. To do it,
you:

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

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

45. Get to know Visio
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.

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

47. Get to know Visio
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 window options, in the
Automatically zoom text when editing under box, enter 0 (zero) for the point size.

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

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

50. Lesson 3
A closer look at the Visio
environment

51. Get to know Visio
A closer look at the Visio environment
Sure, it's fun to create diagrams,
label them, and move the parts
around. But you really want to
understand Visio because you
know there's more you can do.
This is your chance to get a closer
look at templates, stencils, and
shapes—three very important parts
of the Visio program.
Take a closer look at
Visio.

52. Get to know Visio
A closer look at templates
Let’s take a closer look at the
concept of a Visio template. As you
saw in a previous lesson, when you
choose a template in Visio, you get a
blank drawing page and a handful of
shapes to the left of the page.
But that's not all your choice brings
you. With a template, you get other
special tools to help you with your
diagram.
Special tools come with
the Organization Chart
template.

53. Get to know Visio
A closer look at templates
For example, when you choose an
organization chart template, you get
the following:
Special tools come with
the Organization Chart
template.
1. A special Organization Chart toolbar that makes chart layout easier.
2. An Organization Chart menu that provides commands to help you work with the chart.

54. Get to know Visio
A closer look at shapes and stencils
Shapes are another reason why
Visio is so powerful. So let's take a
closer look at them.
1. The Shapes window is to the left of your drawing page. This window
contains stencils. Stencils aren't the actual shapes themselves.
Stencils are useful groupings of shapes.
Where to find shapes
and stencils

55. Get to know Visio
A closer look at shapes and stencils
2. These are stencils. In this illustration, you see three stencils. The Organization Chart Shapes stencil is the
active one. The other two stencils are Borders and Tiles and Backgrounds. To see those stencils' shapes,
click the name of the stencil you want.
Where to find shapes
and stencils

56. Get to know Visio
A closer look at shapes and stencils
Where to find shapes
and stencils
3. Inside each stencil are shapes. Shapes
are what you drag onto the page.

57. Get to know Visio
Shapes that are smart
Visio enables you to format, fill,
rotate, and resize shapes. And with
several of the shapes, Visio does
much, much more.
Many shapes are smart—they have
special built-in features that help out
with the particular kind of diagram
you're working on.
The animation demonstrates this.
Animation: Right-click, and click Play.
Shapes in an
organization chart

58. Get to know Visio
Shapes that are smart
Shapes in an
organization chart
Visio enables you to format, fill,
rotate, and resize shapes. And with
several of the shapes, Visio does
much, much more.
Many shapes are smart—they have
special built-in features that help out
with the particular kind of diagram
you're working on.

59. Get to know Visio
A closer look at the New button
You're probably used to clicking the
New button in various programs to
quickly open a new document or file.
In Visio, things are a bit different.
The Visio New button can be used
in several ways.
The New button is
different in Visio.

60. Get to know Visio
A closer look at the New button
Start without a template: If you
don't have any diagrams open,
clicking the New button will open a
new drawing page with no
associated template. You can then
search for shapes in the Shapes
window, as the illustration on the left
shows.
The New button is
different in Visio.

61. Get to know Visio
A closer look at the New button
Borrow a template: If you have a
diagram open that is based on a
template, clicking the New button
will open a new drawing page that is
based on that same template.
The New button is
different in Visio.

62. Get to know Visio
A closer look at the New button
Pick a template: The New button
has a small arrow on it. If you click
that arrow, you'll see the same list of
templates that you worked with
earlier in this course. Choose a
template from that list, and you'll get
a new drawing page based on that
template.
The New button is
different in Visio.

63. Get to know Visio
Suggestions for practice
1. Start a diagram based on an organization chart template.
2. Create an organization chart quickly.
3. Experiment with the New button.
Online practice (requires Visio 2003)

64. Get to know Visio
Test 3, question 1
What do most Visio templates look like? (Pick one
answer.)
1. Templates are files you can open in Visio that contain
premade diagrams. All you have to do is fill in the blanks.
2. A template is a diagram type that opens with the stencils and
settings you need to create a particular diagram.

65. Get to know Visio
Test 3, question 1
What do most Visio templates look like? (Pick one
answer.)
3. A template is a collection of shapes that you can drag onto
the page.
4. A template is a master shape that you can use over and
over again.

66. Get to know Visio
Test 3, question 1: Answer
A template is a diagram type that opens with the stencils
and settings you need to create a particular diagram.
Templates also come with special toolbars and menus to
help with the diagram you want to make.

67. Get to know Visio
Test 3, question 2
What is a Visio stencil? (Pick one answer.)
1. A stencil is a collection of shapes available in the
Shapes window.
2. A stencil is a premade shape that you can drag onto a
page.

68. Get to know Visio
Test 3, question 2
What is a Visio stencil? (Pick one answer.)
3. A stencil is a file you can open in Visio that contains an
already created drawing. All you have to do is fill in the
blanks.
4. A stencil is a cutout shape that you can fill with any color
you want.

69. Get to know Visio
Test 3, question 2: Answer
A stencil is a collection of shapes available in the Shapes
window.
Remember that many stencils are available in the Shapes
window. To make any stencil active, click the title bar for the
one you want.

70. Get to know Visio
Test 3, question 3
What is the Shapes window? (Pick one
answer.)
1. The Shapes window is the window that contains templates.
2. The Shapes window is the window that contains stencils.
3. The Shapes window is the window that contains templates and
stencils.
4. The Shapes window is the window that contains shaping tools.

71. Get to know Visio
Test 3, question 3: Answer
The Shapes window is the window that contains stencils.
If you ever lose the Shapes window, you can get it back by
selecting the Shapes Window command on the View
menu.

72. Get to know Visio
Quick Reference Card
For a summary of the tasks covered in this course, view the
Quick Reference Card.