Microsoft Visio 2010

Transcription

1 Microsoft Visio 2010

2 Table of Contents What is Visio?... 1 Are you fluent with Visio 2007? What s new in 2010?... 1 Office Fluent interface, including the Ribbon... 1 Starting a new diagram... 1 Shapes window update, including Quick Shapes... 2 Finding more shapes... 3 Live Preview... 4 Auto Size... 5 Insert and delete shapes with automatic adjustment... 6 Auto Align and Space... 6 AutoConnect enhancements... 7 Clarify the structure of diagrams... 7 Containers... 7 Callouts... 8 Data graphics legends... 9 Enhanced grid, alignment, and snap... 9 Paste copied shapes with greater control Paste shapes in the same location as the original page Right-click to paste at the pointer location Improved page tab functionality Change your view by using the status bar navigation tools Visio Services Process Management Validate process diagrams Sub-processes i

3 SharePoint workflows SharePoint process repository New and Updated Diagram Types and Compatibility Improved swimlane management in cross-functional flowcharts Business process modeling notation (bpmn) diagrams Six sigma diagrams Wireframe diagrams Sharepoint workflow diagrams Updated autocad compatibility What is Visio? Data-connected visio diagrams Web drawings with visio services 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 text to a shape Add text to the page Add data to a shape Connect data sources to shapes Format your diagram Print your diagram ii

4 What is Visio? The advanced diagramming tools of Visio 2010 help you simplify complexity with dynamic, datadriven visuals and new ways to share on the Web in real time. Start by building your diagram with professional-looking templates and modern, pre-drawn shapes. Then, easily link your diagram to popular data sources (such as Excel). You ll see data automatically refresh right within your diagram, reflected in vibrant visuals such as icons, symbols, colours, and bar graphs. Finally, with just a few clicks, publish your data-linked diagram to SharePoint, and provide access to others on the Web, even if they don t have Visio. Together, simplicity, data-driven shapes, and Web sharing make Visio 2010 one of the most powerful ways to see and understand important information. Are you fluent with Visio 2007? What s new in 2010? Office Fluent interface, including the Ribbon Visio 2010 now has the Microsoft Office Fluent interface, including the Ribbon. The Ribbon keeps the most often-used commands visible while you're working instead of hiding them under menus or toolbars. Also, commands that you may not have known about before are now easier to discover. Commands are located on tabs, grouped by how they are used. The Home tab has a lot of the commands that are used most often, and other tabs have commands that are used for special purposes. For example, to design and format your diagram, click the Design tab to find themes, page setup, backgrounds, borders, titles, and more. Starting a new diagram When you start Visio, you are presented with the New window in a new part of the Microsoft Office Fluent UI. The New window contains the templates you use to start a diagram. 1

5 Many of the commands that used to be on the File menu are now in this area. When you start a new diagram from any of the templates, this space closes and the drawing window opens. To get back to this area for saving your file, printing, publishing, setting Visio options, or other non-diagramming actions, click themicrosoft Backstage Button. Shapes window update, including Quick Shapes The Shapes window shows all the stencils that are currently open in the document. Title bars for all the open stencils are at the top of the window. Click a title bar to see the shapes in that stencil. The new Quick Shapes area at the top of every stencil (above the faint dividing line) is designed as a place for you to put the shapes you use most often. If you want to add or remove shapes, just drag 2

6 the shapes you want into or out of the Quick Shapes area. In fact, you can rearrange the order of shapes anywhere in the stencil by dragging them where you want them. If you have several stencils open and you know you only need a few shapes from each stencil, click the Quick Shapes tab to see the Quick Shapes from all open stencils together in one place. Finding more shapes The More Shapes menu is now in the Shapes window, so you don t have to leave the Shapes window to open a new stencil. 3

7 By default, the Search box is hidden to make more room for shapes and stencils. To open the Search box, click More Shapes, and then click Search for Shapes. Search for Shapes uses the Windows Search engine to find shapes on your computer, so you must have Windows Search turned on to use it. To search the Internet for shapes, click Find Shapes Online. Live Preview Live Preview shows how formatting options, such as fonts and themes, will look before you commit to them. The style you point to is applied temporarily so you can quickly try several options. 4

8 Auto Size Auto Size replaces the printer-paper-sized visible page in the Visio drawing surface with an expandable page that eases the creation of larger diagrams. When Auto Size is turned on and you drop a shape outside the current page, the page extends to accommodate the larger diagram. Printer-paper divisions are shown by dotted lines. 5

9 Insert and delete shapes with automatic adjustment If you have already created a diagram but you need to add or remove shapes, Visio does connecting and repositioning for you. Insert a shape into a diagram by dropping it on a connector. The surrounding shapes automatically move to make room for the new shape, and a new connector is added to the sequence. When you delete a shape that s connected in a sequence, such as the middle shape above, the two connectors are automatically replaced by a single connector between the remaining shapes. In this case, though, the shapes do not move to close up the spacing, because that might not always be the right action. If you want to adjust the spacing, you can select the shapes and click Auto Align & Space. Auto Align and Space Make alignment and spacing adjustments to shapes by using the Auto Align & Space button. You can adjust all the shapes in a diagram at the same time, or select shapes if you want to specify which ones are adjusted. To perform alignment and spacing adjustments, on the Home tab, click Auto Align & Space. To perform alignment, spacing, or orientation adjustments separately, on the Home tab, click Position, and then click the command you want. 6

10 AutoConnect enhancements The AutoConnect feature makes it easier to connect shapes: When you hold the pointer over a blue AutoConnect arrow, a mini toolbar appears that contains up to four shapes from the Quick Shapes area of the currently selected stencil. If your shapes are already on the page, you can drag a connector from a blue AutoConnect arrow of one shape and drop it on another shape. By connecting shapes this way, you don t need to switch to the Connector tool. Point to a shape on the mini toolbar to see a live preview on the page, and click to add the shape, already connected. Clarify the structure of diagrams Containers A container is a shape that visually contains other shapes on the page. Containers make it easier to see groups of shapes that are logically related to each other. 7

11 Containers also manage the position of member shapes by moving, copying, or deleting the member shapes along with the container. To protect the shapes, you can lock the contents of a container so shapes cannot be deleted or added. Containers can automatically expand themselves as you add shapes, and also reduce their size to fit the contents after you remove shapes. Some containers manage sets of shapes Some containers help you manage ordered sets of unconnected shapes by making it easier to add, remove, and reorder the items in the list. Examples of such shapes include Tree Control in the Wireframe diagram, and Swimlane shapes in Flowchart and Cross Functional Flowchart diagrams. You can add the default member shape to this kind of container by clicking the blue insertion arrow that appears when you hold the pointer over a corner of the container. Callouts 8

12 Use callouts to explain or describe shapes in the diagram. Callouts are usually associated with a particular shape, and they move with the shape during manual and automatic adjustments. Data graphics legends Legends explain what the icons and colours mean in diagrams that use data graphics, so your diagram is easily understandable even without text labels beside every data graphic. Click the Insert Legend button, and Visio generates the legend automatically based on the data graphics that are on the page. Enhanced grid, alignment, and snap 9

13 New guides show when shapes are aligned and spaced evenly, and snapping points based on alignment and spacing help you position them in the right place. 10

14 Paste copied shapes with greater control Visio 2010 offers two options to help you paste shapes where you want them: Paste shapes in the same location as the original page Right-click to paste at the pointer location Paste shapes in the same location as the original page When you copy one or more shapes from one page and then use the Paste button or CTRL+V to paste them in a different page, the shapes are pasted into the same relative location on the new page. Right-click to paste at the pointer location For greater control when pasting, right-click the page where you want the shape to be and then click Paste. The shape is pasted in the page with the centre of the shape at the location you clicked. Improved page tab functionality A new Insert Page tab is available that adds a new page with one click. In addition, you can get to the Page Setup options for a page directly from the page tab s shortcut menu. 11

15 Change your view by using the status bar navigation tools The status bar contains tools to help you navigate diagrams and documents. The tools include Full Screen, Zoom Level that you can set by percentage, a Zoomslider, a Fit page to current window button, a button to open the Pan & Zoomwindow, and a button to Switch Windows. Visio Services Visio Services integrates your diagram with SharePoint Web parts to create a high-fidelity, interactive experience for one person or many people at once, even if they don t have Visio installed on their computers. Viewers can zoom and pan around the diagram, and follow hyperlinks in shapes. You can publish a diagram directly to SharePoint from inside Visio Create the diagram in Visio, use Visio to publish it to the server, and view the diagram in a browser. Diagrams can also be linked to data, and the view can be refreshed automatically or by the user to stay current. 12

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17 Process Management In addition to all the diagramming improvements noted above, Visio contains new tools to help you model, validate, and reuse complex process diagrams. Process diagrams are visualizations of any sort of step-by-step process. They are usually created as flowcharts, with shapes that represent steps in the process connected by arrows that show the direction to the next step. Validate process diagrams You can now analyze process diagrams automatically to make sure they're properly constructed and compliant with business logic that is defined for the document. Validation errors are displayed for resolution in the Issues Window. Visio includes sets of rules that are specific to each type of process diagram. 14

18 Sub-processes Sub-process diagrams help you break up complex processes into manageable pieces. You can select a sequence of shapes: Click Create from Selection: Visio moves the selected shapes to a new page and replaces them with a Subprocess shape that is automatically linked to the new page. If you have not drawn the subprocess yet, you can click Create New to add a Subprocess shape to the page and also a new page that is linked to the shape. If the subprocess is already diagrammed on another page or in a different document, you can drop a Subprocess shape on the current page, click Link to Existing, and navigate to the subprocess page. 15

19 SharePoint workflows Visio includes a template and shapes for designing workflows that can be imported into SharePoint Designer. You can also take workflow files that were created in SharePoint Designer and open them in Visio, which generates a diagram of the workflow that you can view and modify. You can pass a file back and forth between the two with no loss of data or functionality. SharePoint process repository The process repository is a site template that is included with SharePoint. It provides a place to share and collaborate on process diagrams. The repository has built-in file access control and version control; users can view the process diagram simultaneously and edit the diagram without corrupting the original. New and Updated Diagram Types and Compatibility Improved swimlane management in cross-functional flowcharts Cross-functional flowchart diagrams use the new Container and List functionality to improve swimlane management, and support the concepts of phase and straddling shapes. Business process modeling notation (bpmn) diagrams Create flowcharts that follow the Business Process Modeling Notation 1.2 standard, and use the new validation tool to help find issues that you can correct before finishing the diagram. 16

20 Six sigma diagrams Create Six Sigma flowcharts and House of Quality diagrams. Wireframe diagrams Wireframe diagrams contain medium-fidelity UI shapes for software application prototyping and design. Sharepoint workflow diagrams Diagram your workflow in Visio using the SharePoint template and shapes, and you can export it to SharePoint Designer to implement on your site. Updated autocad compatibility You can import, save, and work with CAD files from AutoCAD

21 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. Data-connected visio diagrams Instead of static pictures, you can create data-connected Visio Professional 2010 and Visio Premium 2010 diagrams that display data, are easy to refresh, and dramatically increase your productivity. You can use the wide variety of diagram templates and stencils in Visio to understand, act on, and share information about organizational systems, resources, and processes throughout your enterprise. You can integrate data to shapes from a variety of real-time data sources, including Excel, Access, SQL, SharePoint lists, or any OLEDB or ODBC data source, with just a few clicks in a Data Wizard. Web drawings with visio services Beyond basic sharing via or static web pages, the latest innovations in Visio 2010 allow users the ability to see rich, compelling visuals, shapes, and processes via their browser even if they don t have Visio. You can publish Visio Professional 2010 and Visio Premium 2010 web drawings using Visio Services, a feature of SharePoint Server 2010 that renders interactive and dataconnected diagrams. Your Visio Web drawings can display data from a variety of sources, including Excel, SQL, SharePoint lists, or any OLEDB or ODBC data source. WARNING Access Services is not supported for data linking in Visio Web drawings. In addition, by connecting your web diagrams to a refreshable source file, viewers can see real-time data within the shapes, giving them an accurate and up-to-date picture. 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. To find and apply a template in Visio, do the following: 1. On the File tab, click New. 2. 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. 18

22 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, clickoffice.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, clickoffice.com templates. In the Search Office.com for templates box, type one or more search terms, and then click the arrow button to search. Create a new diagram 1. 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. 2. Click New. 3. Under Choose a Template, below Other Ways to Get Started, click Blank drawing. 4. 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. 19

23 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. Open a diagram 1. Click the File tab, and then click Open. 2. In the left pane of the Open dialog box, click the drive or folder that contains the drawing. 3. In the right pane of the Open dialog box, open the folder with the drawing that you want. 4. Click the drawing and then click Open. 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. 1. Click the File tab. 2. Click Save As, and then select a format in the Save as type list. The different formats are useful for different ways of using or sharing your diagram. Standard image file including JPG, PNG, and BMP formats. 20

24 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. Add a shape 1. From the Shapes window, click and hold the shape that you want. 2. Drag the shape onto the diagram page. For more information about how to add shapes, see Use the Shapes window to organize and find shapes and Find more shapes and stencils. 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: 1. Drag a first shape onto the drawing page. 2. 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. The Service Request shape with the AutoConnect arrows shown Move the pointer to cover one of the arrows. 3. 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. 4. Click one of the shapes in the mini toolbar to add it to the page. To automatically connect two shapes when you drag the second shape onto the page, do the following: 21

25 1. Drag one shape onto the drawing page. 2. 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. The Analyze shape is placed on the bottom AutoConnect arrow on the Service Requestshape. 3. 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. To connect two shapes that are already on the page, do the following: 1. Hold the pointer over one of the shapes that you want to connect. 2. When the AutoConnect arrows appear, move the pointer over an arrow that is pointing toward the other shape that you want to connect to. 3. Click and hold the AutoConnect arrow, and then drag a connector from it to the centre of the other shape. When the arrow is over the centre of the other shape, a red border appears around the shape. Drop the connector to attach it, or "glue" it, to the shape. For more information about how to connect shapes, see Connect shapes by using AutoConnect or the Connector tool. Add text to shapes or to the page Add text to a shape 1. Select the shape that you want to add text to. 2. Type the text that you want. 22

26 3. When you start typing, Visio switches the selected shape to text editing mode. To add another line of text, press ENTER. 4. Click an empty area of the page, or press ESC when you are finished. 5. Select the shape again. A small yellow control handle appears in the text area. Drag the yellow control handle to move the text. Add text to the page 1. On the Home tab, in the Tools group, click the Text tool. 2. Click an empty area of the page. A text box appears. 3. Type the text that you want. 4. On the Home tab, in the Tools group, click Pointer Tool to stop using thetext tool. 5. 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. Add data to a shape To enter data into a data property or field that a shape already has, do the following: 1. Select a shape on the drawing page. 2. Right-click the shape and click Shape Data. 3. In the Shape Data window, in the property row that you want, enter the data that you want. To define a new data property or field for a shape, do the following: 1. Select a shape on the drawing page. 2. Right-click the shape and click Define Shape Data. 3. In the Define Shape Data dialog box, click New 4. In the Label box, delete the default text and type a name for the property. 5. In the Type list, select the type of data that you want to be entered into that property. 6. TIP If you want the property to accept text (like a person s name) as the type of data, select String 7. In the Value box, type the value of the data that you want. 23

27 8. Click OK. 9. Right-click the shape again, point to Data, and this time click Shape Data. 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. Connect data sources to shapes Adding shape data manually can add a lot of value to your diagram, but if your data is in a database or an Excel workbook, you can pull that data into your diagram automatically and connect the rows of data with specific shapes. Use the Data Selector wizard to import your data into the External Data window. The data that appears in the External Data window is a snapshot of your source data at the time of import. You can update the data in your drawing to match the changes in your source data by clicking Refresh All on the Data tab. 1. On the Data tab, in the External Data group, click Link Data to Shapes. 2. On the first page of the Data Selector wizard, choose which of the following types of data sources have the data you're using: Microsoft Office Excel workbook Microsoft Office Access database Microsoft Windows SharePoint Services list Microsoft SQL Server database Other OLEDB or ODBC data source 3. Complete the remainder of the wizard. After you click Finish on the last page of the Data Connection wizard, the External Data window appears with your imported data shown in a grid. Drag a row of data onto a shape to add automatically the data to the Shape Data for that shape. Or, in the Shapes window, select a shape that you want to hold the data, and then drag a row of data and drop it on an empty area of the page. The selected shape is added to the page, connected to the data. Format your diagram To apply a background to your drawing, do the following: 1. Click the Design tab. 2. In the Backgrounds group, click Backgrounds. 3. 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. 24

28 To apply a border or title to your drawing, do the following: 1. On the Design tab, click Borders & Titles. 2. Click the title that you want. 3. 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. 4. At the bottom of the diagramming area, click the VBackground-1 tab. 5. Click the title text. The entire border is selected, but if you start typing it changes the default title text. 6. Enter the title that you want. 7. To edit other text in the border, first select the entire border, and then click the text you want to change and start typing. To apply a unified colour scheme and other formatting effects, do the following: 1. 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. 2. To see other available themes, click More. 3. Click the theme you want to apply to the diagram. Print your diagram 1. Click the File tab and then click Print. 2. To print the diagram, click Print. 3. In the Print dialog box, do the following: a. In the Name box, select the printer that you want (if it is not already selected). b. Under Page range, specify the pages in the drawing that you want to print. c. Under Copies, specify the number of copies that you want to print. 4. Click OK when you are ready to print. 25