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Quick Reference

Quick Reference

Chapter 1 Starting Diagrams

Page 4 To start a new diagram using a template

  1. On the File menu, point to New, and then click Choose Drawing Type.

  2. In the Category list, click a diagram type, and then in the Template area, click the template you want to open.

8 To move a shape

  • With the Pointer Tool, drag the shape.

8 To display the task pane

  • On the View menu, click Task Pane.

8 To show the shapes on a stencil in the Shapes window

  • Click the stencil's title bar.

8 To add a shape to the drawing page

  • Drag a shape from a stencil onto the drawing page.

8 To zoom in or out of the drawing page

  • On the Standard toolbar, click the Zoom down arrow, and then click a zoom percentage.

8 To zoom in to the drawing page using a keyboard shortcut

  • Hold down

    while you left-click once.

8 To zoom out of the drawing page using a keyboard shortcut

  • Hold down

    while you right-click once.

8 To zoom in to a selected area on the drawing page using a keyboard shortcut

  • Hold down

    while you drag a selection net around the area you want to zoom in to.

8 To zoom out of the drawing page to view the whole page using a keyboard shortcut

  • Press

    .

8 To pan the drawing page

  • Hold down

    while you drag with the right mouse button.

8 To view a page in a drawing file

  • Click the page tab at the bottom of the drawing window.

8 To insert a page in a drawing file

  • Right-click a page tab at the bottom of the drawing window, and then click Insert Page on the shortcut menu.

12 To float a window

  • Right-click the window's title bar, and then click Float Window.

13 To open a Visio drawing file

  • On the File menu, click Open, find the diagram you want to open, and then click OK.

13 To hide or show the rulers

  • On the View menu, click Rulers.

13 To hide or show the grid on the drawing page

  • On the View menu, click Grid.

13 To display expanded menus

  1. On the Tools menu, click Customize, and then click the Options tab.

  2. On the Options tab, select the Always show full menus check box, and then click Close.

13 To display the Pan & Zoom window

  • On the View menu, click Pan & Zoom Window.

13 To merge windows

  • Drag a window into another window or the Shapes window.

13 To open a stencil

  • On the Standard toolbar, click the Shapes button, click a category, and then click the stencil you want to open.

13 To change how shapes appear on a stencil

  1. On the stencil title bar, click the stencil icon in the upper left corner.

  2. Point to View, and then click Icons and Names, Icons Only, Names Only, or Icons and Details.

13 To move a stencil

  • Drag the stencil to another area of the Visio window.

13 To close a stencil

  • On the stencil title bar, click the stencil icon in the upper left corner, and then click Close.

19 To find an answer to a Visio question using keywords

  1. Type a keyword in the Type a question for help box to the right of the menu bar, and then press the

    key.

  2. In the list of topics that appears, click a topic.

19 To display a Help topic about a particular drawing type or template

  1. On the Help menu, click Microsoft Office Visio Help.

  2. In the Visio Help task pane that appears to the right of the drawing page, in the Search for box, type the name of the template or drawing type, and then click the topic you want.

19 To display the Table of Contents in Visio Help

  1. On the Help menu, click Microsoft Office Visio Help.

  2. In the Visio Help task pane that appears to the right of the drawing page, click Table of Contents.

19 To view the Diagram Gallery

  • On the Help menu, click Diagram Gallery.

19 To view the Getting Started Tutorial

  • On the Help menu, click Getting Started Tutorial.

Chapter 2 Adding Shapes to Diagrams

Page 28 To select a shape

  • Click the shape.

28 To deselect a shape

  • Click a blank area of the drawing page or pasteboard, or press the

    key.

28 To delete a shape

  • Click the shape, and then press the

    key.

30 To determine what a control handle does

  • Pause the pointer over the control handle until its ScreenTip appears.

34 To add text to a shape

  • Select the shape, and then type.

34 To add a text-only shape to the drawing page

  • On the Standard toolbar, click the Text Tool button, click in the location on the drawing page where you want the text, and then type.

35 To format text

  1. Select the shape that contains the text you want to format.

  2. On the Format menu, click Text.

  3. Choose the formatting you want, and then click OK.

40 To select more than one shape at once

  • Hold down the

    key while you click the shapes you want to select.

40 To select multiple shapes that are close together

  • With the Pointer Tool, drag a selection net around the shapes you want to select.

41 To size a shape

  • Select the shape, and then drag one of its selection handles.

41 To nudge a shape

  • Select the shape, and then use the arrows on the keyboard to move the shape horizontally or vertically.

41 To rotate a shape

  • Select the shape, and then drag its rotation handle in either direction.

41 To copy a shape and position the copy in one action

  • Hold down the

    key while you drag the shape.

41 To duplicate a shape

  • Select the shape, and then press

    .

46 To subselect a shape in a group

  • Select the group, and then click the shape within the group.

48 To find a shape for a diagram by using a keyword

  1. In the Shapes window, in the Search for Shapes box, type the keyword, and then click the arrow to the right of the Search for Shapes box.

  2. From the new stencil that appears in the Shapes window, drag the shape onto the drawing page.

51 To insert a picture created in a different program into a diagram

  1. On the Insert menu, point to Picture, and then click From File.

  2. Find the picture you want to insert, and then click Insert.

51 To insert clip art into a diagram

  1. On the View menu, click Task Pane.

  2. Click the down arrow on the task pane title bar, and then click Clip Art.

  3. In the Search for box, type a keyword, and then click the Go button to the right of the Search for box.

  4. From the Search Results task pane, drag the clip art onto the drawing page.

55 To save a drawing file for the first time

  1. On the Standard toolbar, click the Save button.

  2. In the File name box, type a name for the drawing file.

  3. Click Save.

55 To save changes to a drawing file

  • On the Standard toolbar, click the Save button.

55 To enter properties about a drawing file

  1. On the File menu, click Properties.

  2. Enter the information you want, and then click OK.

Chapter 3 Formatting Shapes and Diagrams

Page 61 To change a shape's line color, thickness, or line ends

  1. Select the shape.

  2. On the Format menu, click Line.

  3. Change the line attributes, and then click OK.

61 To change a shape's fill color

  1. Select the shape.

  2. On the Format menu, click Fill.

  3. Change the shape's fill color, and then click OK.

61 To copy one shape's formatting to another shape

  1. Select the shape that has the formatting you want to copy.

  2. On the Standard toolbar, click the Format Painter button.

  3. Click the shape to which you want to copy the formatting.

61 To copy one shape's formatting to multiple shapes

  1. Select the shape that has the formatting you want to copy.

  2. On the Standard toolbar, double-click the Format Painter button.

  3. Click each shape—one at a time—to which you want to copy the formatting.

  4. When you are finished, press the

    key.

61 To change a shape's text attributes

  1. Select the shape.

  2. On the Format menu, click Text.

  3. Change the shape's text attributes, and then click OK.

67 To add a border to a diagram

  • From the Borders and Titles stencil, drag a border shape onto the drawing page.

67 To add a background to a diagram

  • From the Backgrounds stencil, drag a background shape onto the drawing page.

70 To format a diagram with a color scheme

  1. Right-click the drawing page, and then click Color Schemes on the shortcut menu. If Color Schemes doesn't appear on the shortcut menu, the drawing type doesn't support color schemes.

  2. In the Choose a color scheme list, click the scheme you want, and then click OK.

74 To change the drawing page size

  1. On the File menu, click Page Setup.

  2. On the Page Size tab, click Pre-defined size, and then select an option. Or click Custom size, and then type the size you want.

  3. Click OK.

74 To change the drawing page orientation

  1. On the File menu, click Page Setup.

  2. On the Print Setup tab, click Portrait or Landscape.

  3. On the Page Size tab, make sure Same as printer paper size is selected.

  4. If Same as printer paper size is not selected, click an option under Page orientation that matches the option you selected on the Print Setup tab.

  5. Click OK.

74 To preview a diagram before printing

  • On the File menu, click Print Preview.

74 To display page breaks

74 To print the current drawing page

  • On the Standard toolbar, click the Print Page button.

74 To print a diagram

  1. On the File menu, click Print.

  2. Choose the options you want, and then click OK.

Chapter 4 Connecting Shapes

Page 81 To draw a connector between two shapes

  1. On the Standard toolbar, click the Connector Tool button.

  2. Drag from one shape to the other to draw a connector between the two shapes.

81 To connect shapes as you drag them onto the drawing page

  1. On the Standard toolbar, click the Connector Tool button.

  2. Drag the shapes onto the drawing page.

81 To add text to a connector

  • Select the connector, and then type.

87 To create a shape-to-shape connection

  • With the Connector Tool, point to the first shape, and when a red border appears around the entire shape, drag to the second shape until a red border appears around the second shape.

87 To create a point-to-point connection

  • With the Connector Tool, point to a connection point on the first shape, and then when a red border appears around the connection point, drag to a connection point on the second shape.

87 To insert a shape between two shapes that are already connected in a flowchart

  • Drag the new shape between the two shapes that are already connected.

87 To delete a connector

  • Select the connector, and then press the

    key.

94 To change the layout of a flowchart

  1. On the Shape menu, click Lay Out Shapes.

  2. In the Placement area, click an option in the Style list.

  3. Click an option in the Direction list.

  4. Click OK.

94 To distribute shapes evenly

  1. Select three or more shapes.

  2. On the Shape menu, click Distribute Shapes.

  3. In the Distribute Shapes dialog box, click the option you want.

  4. Click OK.

94 To align shapes

  1. Select two or more shapes, making sure the first shape you select is the one you want the others to align with.

  2. On the Shape menu, click Align Shapes.

  3. In the Align Shapes dialog box, click the option you want.

  4. Click OK.

Chapter 5 Creating Project Schedules

Page 103 To create a timeline

  1. On the File menu, point to New, point to Project Schedule, and then click Timeline.

  2. Drag a timeline shape from the Timeline Shapes stencil onto the drawing page.

  3. In the Configure Timeline dialog box, set the date range, scale, and format, and then click OK.

  4. From the Timeline Shapes stencil, drag milestone and interval shapes onto the timeline.

103 To add milestones to a timeline

  1. From the Timeline Shapes stencil, drag a milestone shape onto the timeline.

  2. In the Configure Milestone dialog box, enter the milestone date and description, select a date format, and then click OK.

103 To add interval markers to a timeline

  1. From the Timeline Shapes stencil, drag an interval shape onto the timeline.

  2. In the Configure Interval dialog box, choose the interval start date, finish date, and date format, type the interval description, and then click OK.

103 To change the milestone type

  1. Right-click the milestone, and then click Set Milestone Type.

  2. In the Milestone Shape list, click an option, and then click OK.

103 To add an expanded timeline to the drawing page

  1. From the Timeline Shapes stencil, drag the Expanded timeline shape onto the drawing page.

  2. In the Configure Timeline dialog box, set the date range, scale, and format, and then click OK.

114 To export a timeline

  1. Click the border of the timeline you want to export to select it.

  2. On the Timeline menu, click Export Timeline Data.

  3. Follow the instructions on the wizard pages to export the timeline.

114 To create a Gantt chart

  1. On the File menu, point to New, point to Project Schedule, and then click Gantt Chart.

  2. On the Date tab, type a number in the Number of tasks box.

  3. Choose options for Time units, Duration options, and Timescale range, and then click OK.

  4. Enter task names, start dates, finish dates, and durations in the chart.

  5. Add tasks and milestones, and then link tasks.

119 To modify duration information in a Gantt chart

  1. Click the cell that contains the duration you want to change.

  2. Type the new duration using the following abbreviations: m for minutes, h for hours, d for days, and w for weeks.

119 To add a column for resource names to a Gantt chart

  1. Right-click a column in the Gantt chart, and then click Insert Column.

  2. In the Column Type list, click Resource Names.

  3. Click OK.

119 To add a new task to a Gantt chart

  • Right-click a cell in the row below the task you want to insert, and then click New Task.

119 To change the milestone type for all the milestones in the Gantt chart

  1. On the Gantt Chart menu, click Options.

  2. On the Format tab, click a milestone in the Shapes box, and then click OK.

Chapter 6 Creating Organization Charts

Page 129 To create an organization chart

  1. On the File menu, point to New, point to Organization Chart, and then click Organization Chart.

  2. From the Organization Chart Shapes stencil, drag the Executive shape onto the drawing page, and then type the name and title of the executive in the shape.

  3. From the Organization Chart Shapes stencil, drag a Manager shape directly onto the Executive shape, and then type the name and title of the manager in the shape. Repeat this step until you've added all the managers.

  4. From the Organization Chart Shapes stencil, drag a Position shape onto a manager shape, and then type the name and title of the employee in the shape. Repeat this step until you've added all the employees.

131 To import organization data from a Microsoft Office Excel spreadsheet to create an organization chart

  1. On the File menu, point to New, point to Organization Chart, and then click Organization Chart Wizard.

  2. Follow the instructions on the wizard pages to import the organization data and create an organization chart from the data.

131 To add shapes to an organization chart

  1. From the Organization Chart Shapes stencil, drag a shape onto another shape, and then type the name and title of the employee.

  2. Repeat the previous step until you've added all the employees you want.

131 To enter names and titles in organization chart shapes

  1. Select an organization chart shape.

  2. Type the person's name, press the

    key, and then type the person's title.

  3. Press the

    key or click outside the shape.

131 To add employee information to an organization chart

  1. Right-click the organization chart shape that represents the employee for which you want to add information, and then click Properties on the shortcut menu.

  2. Type the information you want in the property fields, and then click OK.

131 To change the information shown in organization chart shapes

  1. On the Organization Chart menu, click Options.

  2. Click the Fields tab.

  3. Choose the options you want to display in the various text blocks in organization chart shapes, and then click OK.

136 To format the information shown in organization chart shapes

  1. On the Organization Chart menu, click Options.

  2. Click the Text tab.

  3. Choose the text formatting options for the various text fields in organization chart shapes, and then click OK.

136 To display the Custom Properties window

  • On the View menu, click Custom Properties Window.

143 To change the layout of organization chart shapes

  1. Select a top-level shape, such as a manager.

  2. On the Organization Chart toolbar, click a layout option.

143 To move a department to a new drawing page and keep it synchronized with the original page

  1. Right-click a manager shape, and then click Create Synchronized Copy on the shortcut menu.

  2. In the Create Synchronized Copy dialog box, choose the page you want to move the shapes to, and then click OK.

143 To add a hyperlink from a shape to another page in the same drawing file

  1. Select the shape, and then on the Insert menu, click Hyperlinks.

  2. Click Browse next to the Sub-address box.

  3. In the Page list, click a page, and then click OK.

  4. In the Description box, type a name for the hyperlink, and then click OK.

143 To apply a design theme to an organization chart

  1. On the Organization Chart menu, click Options.

  2. On the Options tab, in the Org chart theme list, click a theme, and then click OK.

148 To save a diagram as a Web page

  1. On the File menu, click Save as Web Page.

  2. In the File name box, type a name for the Web page file.

  3. Click Change Title, type a name for the Web page, and then click OK.

  4. Click Publish.

  5. Choose the options you want, and then click OK.

Chapter 7 Laying Out Office Spaces

Page 157 To create an office layout

  1. On the File menu, point to New, point to Building Plan, and then click Office Layout.

  2. From the Walls, Doors and Windows stencil, drag room or wall shapes onto the drawing page to create the office structure.

  3. From the Walls, Doors and Windows stencil, drag door and window shapes onto wall shapes on the drawing page.

  4. Add furniture and office equipment by dragging shapes from the stencils onto the drawing page.

157 To change the drawing scale

  1. On the File menu, click Page Setup.

  2. On the Drawing Scale tab, click options in the Pre-defined scale lists, and then click OK.

157 To create walls from space shapes

  1. From the Walls, Doors and Windows stencil, drag Space shapes onto the drawing page.

  2. With the Space shapes selected, on the Plan menu, click Convert to Walls.

  3. Select the options you want, and then click OK.

165 To add a door to an office layout

  • From the Walls, Doors and Windows stencil, drag a Door shape onto a wall shape on the drawing page.

165 To change the size of a door

  1. Right-click the door shape, and then click Properties.

  2. In the Door Width list, click a size, and then click OK.

165 To reverse the direction in which a door opens

  • Right-click the door shape, and then click Reverse In/Out Opening.

165 To change the direction of the door swing

  • Right-click the door shape, and then click Reverse Left/Right Opening.

165 To add a window to an office layout

  • From the Walls, Doors and Windows stencil, drag a Window shape onto a wall shape on the drawing page.

171 To determine which layers a shape is assigned to

  • Select the shape, and then on the Format menu, click Layer.

171 To lock the shapes on a layer

  1. On the View menu, click Layer Properties.

  2. Click the Lock column for the layers you want to lock, and then click OK.

171 To change the color of shapes on a layer

  1. On the View menu, click Layer Properties.

  2. Click the Color column for a layer.

  3. In the Layer Color list, click a color, and then click OK.

171 To hide the shapes on a layer

  1. On the View menu, click Layer Properties.

  2. Click the Visible column for the layers you want to hide, and then click OK.

Chapter 8 Creating Network Diagrams

Page 180 To create a network diagram

  1. On the File menu, point to New, point to Network, and then click Basic Network Diagram.

  2. From the Network and Peripherals stencil, drag a Ring network or Ethernet shape onto the drawing page.

  3. Drag computer, printer, and other shapes from the stencils onto the drawing page.

  4. Drag the control handles on the Ring network or Ethernet shape to the network equipment shapes to connect them.

180 To connect network equipment to an Ethernet shape

  • Drag a control handle from the Ethernet shape to a network equipment shape.

180 To display the document stencil

  • On the File menu, point to Shapes, and then click Show Document Stencil.

186 To create a custom property for a shape

  1. On the View menu, click Custom Properties Window.

  2. Select the shape.

  3. Right-click the Custom Properties window, and then click Define Properties.

  4. Click New, type a name in the Label box, and then click OK.

  5. In the Define Custom Properties dialog box, click OK.

186 To create a custom property for a shape on the document stencil

  1. On the View menu, click Custom Properties Window.

  2. On the File menu, point to Shapes, and then click Show Document Stencil.

  3. Double-click the shape on the document stencil to open the shape editing window.

  4. Select the shape in the shape editing window.

  5. Right-click the Custom Properties window, and then click Define Properties.

  6. Click New, type a name in the Label box, and then click OK.

  7. In the Define Custom Properties dialog box, click OK.

  8. In the shape editing window, click the Close Window button. When Visio prompts you to update all instances, click Yes.

190 To run a report

  1. On the Tools menu, click Reports.

  2. In the Report list, click a report, and then click Run.

  3. Select the format you want, and then click OK.

190 To create a new report definition

  1. On the Tools menu, click Reports.

  2. Click New.

  3. Follow the instructions on the wizard pages to create the report definition.

  4. In the Reports dialog box, click OK.

Chapter 9 Using Visio Diagrams with the Microsoft Office System

Page 199 To create a Visio diagram within an Office 2003 file

  1. On the Insert menu, click Object.

  2. In the Object type list, click Microsoft Visio Drawing, and then click OK.

207 To embed Visio shapes in an Office 2003 file

  1. In Visio, select the shapes you want to embed, and then on the Edit menu, click Copy.

  2. In the Office 2003 file, on the Edit menu, click Paste to paste the shapes.

207 To embed a Visio diagram in an Office 2003 file

  1. In Visio, make sure nothing is selected on the drawing page.

  2. On the Edit menu, click Copy Drawing.

  3. In the Office 2003 file, on the Edit menu, click Paste to paste the diagram.

207 To modify a Visio diagram in an Office 2003 file

  1. Double-click the Visio diagram to start Visio and display Visio menus and toolbars.

  2. Modify the diagram, and then click outside the Visio diagram to return to the Office 2003 file.

214 To link a Visio diagram to an Office 2003 file

  1. In Visio, make sure nothing is selected on the drawing page.

  2. On the Edit menu, click Copy Drawing.

  3. In the Office 2003 file, on the Edit menu, click Paste Special.

  4. Click Paste Link, and then click OK.

214 To update a linked Visio diagram in an Office 2003 file

  1. Select the Visio diagram in the Office 2003 file.

  2. On the Edit menu, click Update Link.

Chapter 10 Creating Shapes, Stencils, and Templates

Page 222 To show the Visio drawing tools

  • On the Standard toolbar, click the Drawing Tools button.

223 To draw a line

  1. On the Drawing toolbar, click the Pencil Tool button.

  2. Point to where you want to start the line on the drawing page, and then drag horizontally, vertically, or diagonally.

223 To draw an arc

  1. On the Drawing toolbar, click the Pencil Tool button.

  2. Point to where you want to start the arc on the drawing page, and then drag in a circular motion.

223 To draw a square

  1. On the Drawing toolbar, click the Rectangle Tool button.

  2. Hold down the

    key, and then drag.

223 To draw a circle

  1. On the Drawing toolbar, click the Ellipse Tool button.

  2. Hold down the

    key, and then drag.

229 To group shapes

  1. Select the shapes you want to group.

  2. On the Shape menu, point to Grouping, and then click Group.

229 To ungroup shapes

  1. Select a group.

  2. On the Shape menu, point to Grouping, and then click Ungroup.

229 To merge shapes

  1. Select two or more shapes.

  2. On the Shape menu, point to Operations, and then click the operation you want to use.

233 To modify a line or arc

  1. On the Drawing toolbar, click the Pencil Tool button.

  2. Click the shape you want to modify, and then move or delete vertices, or drag control points to change the curve of an arc.

233 To add a vertex to a line or arc

  1. On the Drawing toolbar, click the Pencil Tool button.

  2. Click the shape you want to modify.

  3. Hold down the

    key, and then click where you want to add the vertex.

237 To create a new stencil

  • On the File menu, point to Shapes, and then click New Stencil.

237 To open the Favorites stencil

  • On the File menu, point to Shapes, point to My Shapes, and then click Favorites.

237 To save a stencil

  1. Click the icon in the upper left corner of the stencil title bar, and then click Save As.

  2. Type a file name, and then click Save.

237 To add a shape to a stencil

  1. Drag the shape from the drawing page onto the stencil.

  2. If Visio prompts you to open the stencil for editing, click Yes.

237 To modify properties for a shape on a stencil

  1. Right-click a shape on a stencil that's open for editing, point to Edit Master, and then click Master Properties.

  2. Make changes, and then click OK.

243 To create a template

  1. On the File menu, point to New, click a category, and then click the template you want to modify to create your own template.

  2. On the Standard toolbar, click the Shapes button, and then open the stencils you want to include with the template.

  3. On the File menu, click Page Setup, select the page settings you want to use, and then click OK.

  4. On the File menu, click Save As.

  5. In the Save as type list, click Template (*.vst). Type a file name, and then click Save.

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