Mind Mapping with Mindjet MindManager 2016

Mind Mapping with Mindjet MindManager 2016 Version: 03 (March 2016)

Table of Contents 1 Introduction... 2 1.1 What is Mindjet MindManager... 2 1.2 Why use mind maps?... 2 1.3 Typical uses of mind maps... 2 2 Starting Mindjet Manager software (Windows)... 5 2.1 Installing Application Jukebox Player... 5 2.2 Installing Mindjet MindManager... 5 2.3 Running Mindjet MindManager from Application Jukebox Player... 6 3 Making your first map... 7 3.1 Open a new map... 7 3.2 Define the Central Topic and add Main Topics... 9 3.3 To add a Subtopic from a Main Topic... 9 3.4 Floating topics... 9 3.5 Organising the map... 10 3.6 Linking ideas together... 10 Exercise (part 1)... 11 4 Adding detail... 12 4.1 Grouping and Using colour... 12 4.2 Adding images... 12 4.3 Adding notes... 13 4.4 Attaching files... 13 4.5 Using hyperlinks... 14 Exercise (part 2)... 15 5 Exporting to Office... 16 5.1 From mind map to report outline in Word... 16 5.2 Using mind maps to create PowerPoint presentations... 16 Exercise (part 3)... 17 6 Using different views... 18 6.1 Map view and Outline view... 18 6.2 Gantt Charts... 18 7 Further Information... 21 Page 1 of 21

1 Introduction 1.1 What is Mindjet MindManager Mindjet MindManager is a software application that can be used to organise, plan and visualise information via the creation of mind maps. It also includes collaboration tools by integrating with Microsoft Outlook and SharePoint, and project management tools such as Gantt Charts. Mindjet MindManager is available for Windows and Apple Macintosh platforms under the University s site licence. It is also available for ios and Android mobile platforms via a subscription. 1.2 Why use mind maps? A mind map is a diagram used to represent information, like ideas and tasks, branching out from a central topic. It can be used to break large projects into smaller, more manageable units, group related items of information together or organise diverse ideas (such as from a brainstorming session) into a coherent structure. 1.3 Typical uses of mind maps People use mind maps in a variety of ways, including: Using mind maps for creative inspiration: Mind maps really come into their own for encouraging creativity and enabling you to generate new ideas in brainstorming sessions. Using mind maps for collaborative meetings or group study: Mind mapping can help get the best out of a brainstorming session. You can make an individual mind map of your thoughts on the topic before a meeting, as this will focus your mind on your own ideas and opinions. You can then combine your ideas with those of your Page 2 of 21

colleagues without losing your personal insights on the topic, creating a new mind map containing everyone's ideas. Using mind maps for problem solving: If you have a tough obstacle you need to overcome, mind mapping can help you to break things down and see the problem more clearly. When you mind map for a solution, you can add any ideas or resources you can think of, and the nature of mind mapping means that you spark off more possibilities from your original thoughts. You can then refine your map for the most practical or realistic solutions available. Using mind maps for note-taking: As a pedagogical tool, a mind map can provide an effective approach for promoting better understanding of complex subjects. You can note down important key information and then make connections between facts and ideas visually, keeping all of your topic thoughts together on one sheet. Using mind maps to plan a report or essay: Mind mapping can be used to help you plan and organise your thinking before you start writing or get stuck into a project. You can develop all your ideas and see where they relate to each other before deciding the best way to go about things. Using mind maps for creating presentations: When you make your presentation mind map, you can identify key information and you lay it out in a clear structure. After organising your presentation as a mind map, you can export your map to PowerPoint, with each branch on the map automatically translating to a slide. Using mind maps to study for exams: The mind mapping process involves a unique combination of imagery, colour and visual-spatial arrangement which is proven to Page 3 of 21

significantly improve recall when compared to conventional methods of note-taking and learning by repetition. Research shows that the brain likes to work on the basis of association and it will connect every idea, memory or piece of information to tens, hundreds and even thousands of other ideas and concepts. Using mind maps for organisation diagrams: Mind maps can be used to demonstrate established organisational relationships, such as the management structure of an institution or a family tree. They can also be used to plan and structure information resources such as web sites, where the relationships between webpages can be easily and clearly defined and managed. Page 4 of 21

2 Starting Mindjet Manager software (Windows) Mindjet MindManager has been set up to run from the Application Jukebox on Lancaster University PCs. http://www.lancaster.ac.uk/iss/appj-overview 2.1 Installing Application Jukebox Player Ensure that you have the Application Jukebox Player software installed on your computer: Application Jukebox Player is installed on all 'public-access' PCs (eg Learning Labs) and ISS Supported Build PCs (eg office PCs) If you have an 'Independent Build' PC, you can install the Application Jukebox Player from https://appj.lancaster.ac.uk/ 2.2 Installing Mindjet MindManager To install Mindjet MindManager: 1. Open your web browser and navigate to https://appj.lancaster.ac.uk/ 2. Sign in using your Lancaster University IT account username and password. 3. Scroll down the software list to find MindManager 4. Click Launch to the right of Mindjet MindManager 2016. Note that there are two versions listed; 32-bit and 64-bit. Only the version compatible with your version of Windows will be available. 5. Wait for Application Jukebox to virtualize Mindjet MindManager. When it is ready, it will show the status as Running and the Mindjet MindManager splash-screen will appear: Page 5 of 21

2.3 Running Mindjet MindManager from Application Jukebox Player If you close out of Mindjet MindManager and need to reopen: 1. Open Application Jukebox Player from the Windows desktop Start button. 2. Select MindManager in the Application list. 3. Click Launch. Page 6 of 21

3 Making your first map 3.1 Open a new map 1. When you first start MindManager, you will be presented with the New Map from Template screen. You can choose which type of map you want to create from a series of blank or pre-created templates. Templates include conventional radial maps, tree structures, organisational charts, flowcharts and concept maps. The standard map style is a Radial Map. 2. After selecting the template, a pop-up dialogue box appears, describing the chosen map layout. Click Create Map to proceed onto the main application window. Page 7 of 21

3. If you want to create a new radial map from the main application window, click on the New Blank Map button in the top-left corner or press CTRL+N. To create a new map from a different template, click on the drop down arrow on the New Blank Map button and select From Template. The buttons in the diagram below are popular features to use when using Mindjet MindManager. Key: Create a New Blank Map button The Layout button allows you to choose how your map s branches will expand from your Central Topic, either as: balanced mind map where your Central Topic stays in the centre right sided map where branches only link to one side of your Central Topic tree structure organisational chart. New topic/sub topic buttons Relationship / Boundary buttons Formatting settings Inserting images/attachments/notes Page 8 of 21

3.2 Define the Central Topic and add Main Topics Central Topic: defines the core subject of your mind map that all other information will link to. Main Topic: is a subtopic of the central topic. Subtopic: this is a sub section of a Main Topic, to break down the topic further. 1. Click on the Central Topic box and type in a title for your mind map. 2. From the Design tab, click the Layout button and select the design options required. 3. Select the Central Topic and then from the Home tab click on the New Topic button (or press ENTER) to add a Main Topic. 4. Type the Main Topic title and press ENTER. 5. To add another Main Topic, press ENTER again. 3.3 To add a Subtopic from a Main Topic 1. From the Home tab, click on the New Subtopic button (or press INSERT). 2. To add a second Subtopic at the same level, press ENTER. 3. You can add more detail and break down Subtopics further by adding sub-subtopics. Note: If you are using the keyboard to add subtopics and topics, remember: INSERT key: adds a new subtopic level ENTER key: adds a new topic at the current level You can move the focal point around between topics and subtopics with the cursor keys or by clicking with the mouse. 3.4 Floating topics If you just want to get ideas down and choose how to link them into your mind map later, for example, if you are brainstorming ideas, you can choose to add a Floating Topic. 1. From the Home tab, click on the Floating topic button the mouse pointer should now have a red rectangle below the arrow. 2. Click the mouse on a blank part of the mind map window 3. Type the Floating Topic title and press ENTER. 4. To add another Floating Topic, press ENTER again. Page 9 of 21

To join your Floating Topics to your mind map: 5. Select the Floating Topic (keep the mouse button pressed). 6. Drag the Floating Topic over the main map diagram. A red border appears around the Main Topic and a red line highlights the position that your Floating Topic will take in the main map. 7. As you move the mouse over a Topic (or Subtopic), the red border moves to that Topic. 8. When your Floating Topic is in the correct position, release the mouse button. 3.5 Organising the map The positioning of the Topics on your mind map is important. Topics follow a formal order that affects the content of documents and resources created from the map. In a tree structure or organisational chart, the topics follow a top-bottom, left-right order. In a conventional mind map where branches radiate from a central topic, the topic order is clockwise from the 12 o clock position. To change the position of a topic in your mind map: 1. Select the topic with the mouse and drag it to the desired position. All subtopics linking to your selected topic will move with it. As you drag the topic, the link and parent topic are highlighted. If you drag a topic that links to the Central Topic over another topic, it will become a subtopic. 3.6 Linking ideas together Sometimes a relationship exists between two (or more) topics. To illustrate this on your map, you can add a relationship line that connects two topics, and label it if you wish. Add a relationship line: 1. From the Home tab or Insert tab, click Relationship. 2. The mouse cursor changes to the Relationship cursor - click the first topic, and then click the second topic. A relationship line appears connecting the two topics. The topics will remain connected even if they are moved. If you want to connect one end of the relationship to a different topic: 1. Select the relationship line and drag the connection handle to the new topic. Relationship lines follow an optimal path by default, but you can re-shape the line by clicking on the relationship line and dragging the handles. If you want the line to return to its optimal path, right-click on the line and select Auto Adjust in the menu. Page 10 of 21

To label the relationship: 1. Click the label at the mid point of the relationship line and type your label in the box. Note: You can add subtopics to a relationship label. Exercise (part 1) We re going to produce a mind map to plan a meeting, use it to produce a meeting agenda document and a PowerPoint presentation. 1. Start a new mind map and name the Central Topic Meeting to discuss the news. 2. Add topics branching off from the Central Topic named: Welcome and Introductions Review minutes from previous meeting Agenda item 1: Local news Agenda item 2: National news Agenda item 3: International news AOB 3. Open up www.bbc.co.uk/news in your web browser and add several news stories as sub-topics to each of the three agenda items. 4. Add a topic named coffee break and rearrange the topics to so that your planned break is between Agenda item 1 and Agenda item 2. 5. If you re not happy with the running order of the meeting, rearrange the topics (in a balanced mind map, the order runs clockwise from the 12 o clock position). Page 11 of 21

4 Adding detail 4.1 Grouping and Using colour Boundaries can be used to emphasize a topic and its subtopics by outlining them on your map. Summary boundaries can be used to reduce a set of subtopics into a single summary topic and then allow this topic to grow again. To create a boundary: 1. Select the topic whose subtopics you want to group with the boundary. 2. From the Home tab or Insert tab, click the arrow at the bottom of the Boundary button and select the style of boundary you want. Note: You can add boundaries within boundaries by selecting a subtopic and clicking the Boundary button. To add a summary title: 1. Click on the boundary to select it 2. Click on the + tab on the outer edge of the boundary - a Callout label will appear. 3. Type your summary title in the callout label. Formatting boundaries: Use the commands on the Ribbon's Design tab to change the line style and fill color. You can change the style and colour of any object on the map by clicking on it and using the Object Format tools on the Ribbon s Design tab. 4.2 Adding images You can add images (JPG, GIF, and PNG files) to topics, subtopics, floating topics, and callouts. Images can be either attached to an existing topic or added to new topics. 1. Select a topic, or create a new topic, callout, or floating topic. 2. From the Insert tab, click Image. 3. Choose the image you want to insert on the topic. To adjust the position the image relative to the topic text: 1. Select the topic that contains the image. 2. From the Design tab, click Align. Page 12 of 21

3. Select Align Image and choose the placement you want to use (left, right, top, bottom). To re-size the image: 1. Select the image inside the topic. 2. Use the mouse to drag the image handles. To return the image to its original size: 1. Right-click the image and select Reset Image Size option. 4.3 Adding notes Notes can be added to a topic. Notes can contain tables, hyperlinks and images. When a note is added, a note toolbar appears to format the text. You must use this toolbar to format the notes text. The Font options on the Ribbon are for formatting the map text only. 1. To add notes to a topic, select the topic 2. From the Home tab, click the Notes button 3. The Topic Notes window opens - note that it has its own toolbar. 4. Type in the note and format it accordingly using the Notes toolbar. When you are finished entering the note you can: 5. Close the Topic Notes window by clicking Close on the Topic Notes Toolbar. A Notes icon will appear on the topic to show that it contains a note. You can show or hide these icons using the Show/Hide button in the Detail group on the View tab. 4.4 Attaching files If you have files or documents relevant to your mind map, you can attach them to keep all the information together. Attached files are stored, along with your map, in a single file, so if you send the map to a colleague, all the attachments will be included. However, if you attach a document to the map and then edit the original document outside of Mindjet MindManager, the attached file is not updated you can edit the attached document from Mindjet MindManager, but this does not update your original document. It s also worth noting that a map with many attachments can become quite large. To attach a document to your map: 1. Select the topic that you want to attach the document(s) to 2. From the Home tab or Insert tab, click Attach Files 3. You then have the choice to: Attach one or more existing files. Page 13 of 21

Create new empty document as attached file - enter the name of the new document to be stored inside the map and choose an extension. The document's type will be determined by the filename extension you use (for example a.docx extension indicates that this is a new Microsoft Word file). Edit attached file now - open the document(s) immediately so you can view or edit them. 4. An icon appears on the map to show that the topic has an attachment. To view or edit an attachment: 1. Click on the, in the topic, to view or edit the attached document. 2. The application associated with the document will open. 3. After editing, save the document and close the application window to return to your mind map. Note: When you save your map as Web Pages or export to Word, the attached documents are saved as individual files in the export folder, and a hyperlink to the attachment file is inserted at the appropriate location. Attachments are ignored when you export your map or tasks to Project and PowerPoint. 4.5 Using hyperlinks Rather than attach files, you can choose to use hyperlinks to point to some or all of the documents. A hyperlinked document is not stored within the map file the hyperlink just refers to a document s location on your filestore. This can help you avoid duplicating information, provide greater version control of documents and ensure that your map always includes the most recent document updates. As the actual document is not stored in the mind map, using hyperlinks does not increase the size of the map significantly. Caution: If you use hyperlinks to include documents that are on your H: Drive personal filestore and send the map to a colleague, they will not be able to access the documents. You can add links that point to: an existing file (including another map), a folder, or a Web page another topic within the current map or in another map a new document (which is created when you add the link) an email address You can also include hyperlinks in Topic Notes in the Notes window. To add a hyperlink: 1. Select the topic 2. From the Home tab or Insert tab, click Link Page 14 of 21

When you create a hyperlink on a map, an icon will appear on the topic: multiple hyperlinks (click to see the list) hyperlink to local folder or a folder online in Mindjet MindManager Files hyperlink to local map (or other document type icon) hyperlink to file hyperlink to Web page hyperlink to a topic in this map To open the linked item: Click on the hyperlink to open the linked document, web page, etc. within the Mindjet MindManager application window, or Right-click on the hyperlink and select Open Link Outside MindManager to open the target in its usual software application. Exercise (part 2) 1. Add some notes and hyperlinks to provide additional information for the sub-topics in your Agenda items. 2. Draw boundaries around each agenda item and its sub-topics. 3. Change the colours of the boundaries and map topics. Page 15 of 21

5 Exporting to Office 5.1 From mind map to report outline in Word If you have used a Mindjet MindManager mind map to plan a report or essay, you can export it to Word to create an outline document. 1. From the Home tab, click Share 2. Select Export to Microsoft Word. 3. Type in the filename, choose the save location and click Save. 4. You will be presented with a list of options that will affect the style of the document, such as the section numbering format, whether or not to include an overview map at the start of the document and which elements of the mind map to include. 5. Click on Export to create your document. 5.2 Using mind maps to create PowerPoint presentations When creating a PowerPoint plan in Mindjet MindManager, each topic could represent a slide, with each subtopic appearing as an item on the slide. After creating your map, you can choose which elements to convert into your PowerPoint slides. 1. Select a topic so it is highlighted 2. On the View tab, click Presentation and select Create Slide From Topic in the menu. A Slides pane will open to the side of the main map window, with the topic branch displayed on a slide. A small Slide icon will also appear alongside the topic in the map, indicating that the topic has been chosen as a slide. 3. Repeat steps 1 and 2 to add more slides. Note: You can select several topics by holding CTRL while clicking on them, rather than adding slides one at a time. 4. Once you have chosen the topics to turn into PowerPoint slides, click Presentation and select Export Slides to Microsoft PowerPoint. 5. Type in the filename, choose the save location and click Save. 6. After clicking on Save, you will be presented with a list of options that will affect the style of the PowerPoint slides. You can choose to use a PowerPoint template, such as the University s branding template. 7. Click on Export to create your presentation slides. Page 16 of 21

Exercise (part 3) 1. Export your Meeting mind map to Microsoft Word to form the basis of your Agenda and meeting notes. 2. Select the Agenda items in your mind map and create a set of slides with the Presentation tool. 3. Export your slides to Microsoft PowerPoint. Staff may like to try using the University s branding template found at: http://www.lancaster.ac.uk/current-staff/communications-toolkit/templates/ Note 1: The University branding template is only available to staff. Students needing to use University branding for presentations at conferences or meetings should contact their supervisor. Note 2: The PowerPoint template in the University Communications Toolkit is a PowerPoint presentation file and needs to be converted to a PowerPoint template. After downloading the Communications Toolkit PowerPoint file: 1. Open the file in PowerPoint. 2. Select all slides and press the DELETE key to delete the sample presentation slides 3. Go to File and Save As 4. Set Save as type to PowerPoint Template (*.potx). 5. Set the save location to your My Documents folder (or similar) 6. Click Save Note 3: We have found Mindjet MindManager s Export to PowerPoint functionality to be temperamental, especially when using template files. If you find that you get an error when exporting your PowerPoint slides, try one or more of the following: 1. After choosing the template file, click on the More button and deselect all the ticked boxes. 2. Close down and restart Mindjet MindManager. 3. Close down any Microsoft Office applications (Word, PowerPoint, Excel, etc). 4. Restart Windows. Page 17 of 21

6 Using different views 6.1 Map view and Outline view You can work on your mind map in a graphical interface using the Map View, or as a bulleted list using Outline View. To change view, from the View tab, click on Map or Outline to see the different views. You can add topics, rearrange topics and add notes, hyperlinks and attachments in Outline view, just as you can in Map view. Changes made in one view will be reflected in the other. 6.2 Gantt Charts Gantt View displays tasks on your map as a task list and a Gantt chart. A Gantt chart shows your tasks in a timeline view and will display any task that has a Start date and a Due date. Note: Gantt charts are not available on the Mac version of Mindjet MindManager. To create a Gantt Chart 1. From the Task tab, click the Gantt button. An empty Gantt chart with a task list on the left hand side and dates along the top will appear below your mind map. (Clicking on the lower part of the button brings up a menu that allows you to choose the position of the Gantt chart on the screen.) 2. From the Task tab, click on the Show Task Pane button. The Task Info pane will open on the right side of the screen. The Task Info pane isn t essential, but can make it easier to enter information in the Gantt chart. 3. Add content to your Gantt chart by either: i. dragging topics/subtopics (tasks) from the map onto the required start date in the Gantt chart pane (the duration has a default value of one day) Page 18 of 21

ii. adding a Start date and Due date for each topic in the Task Info pane. 4. When you add a task to the Gantt chart, the start date, due date and duration are displayed on the main map. If you want to create a Gantt chart that includes several topics or all topics from your map: 5. Select the several topics by clicking on each one while holding the CTRL key on the keyboard. You can also select several topics or the entire map by (quickly*) holding the mouse button down and dragging the mouse across the map. *If you hold the mouse button for too long before starting to drag-select, the pointer turns into a hand icon and you will move the map rather that selecting it. 6. With multiple topics highlighted, drag any topic (other than the Central Topic) onto a start date on the Gantt chart all of the other highlighted topics will also be added with the same start date. Changing times and dates 1. Change start date, duration or due date of an activity by entering the information directly in the Task Info pane. 2. Change start and due dates by moving the timeline bars in the Gantt chart. 3. Change the duration of a task by dragging the ends of the timeline bar. Where a task in made up of several sub-tasks, the overall duration can be automatically adjusted by selecting the task and clicking the Roll up Task Info in the Task Info pane. Alternatively, you can select the task in the map and click the Roll Up Task Info button on the Task tab. Selecting Roll up Task Info for the Cental Topic, will apply this to the entire Gantt chart. You can zoom in and out of the timeline to see more detail or for more long-term planning. Setting Dependencies Items in the Gantt chart can be selected and given dependencies, for example where one task can only begin after another has been completed or where two tasks must finish at the same time. Page 19 of 21

1. Select two tasks in the Gantt chart Task list (hold CTRL when clicking on the second task) 2. Drop down the Dependency Between Tasks list in the Task Info pane and select from Finish to Start, Start to Finish, Start to Start and Finish to Finish to create the appropriate dependency. 3. The dependency between the two tasks is displayed as an arrow between the timeline bars on the Gantt chart and as a relationship on the main map. Finish to Start: Start to Finish: Start to Start: The task cannot start before its predecessor ends, although it may start later. This is the most common type of relationship, and is described above. The task cannot end before the predecessor starts, although it may end later. This task relationship is rarely used. The task cannot start until the predecessor starts, although it may start later. This can be useful if you have a task whose start date depends on the start date of another task. Finish to Finish: The task cannot end before the predecessor ends, although it may end later. Page 20 of 21

7 Further Information Lancaster University staff and students are permitted to install Mindjet MindManager on to their own personal computers (rather than use AppJ). Installation instructions and licence codes are available on the ISS website: http://www.lancaster.ac.uk/iss/software/ Mindjet provide user guides and manuals on their website: http://www.mindjet.com/support/product-resources/user-manuals/ Mindjet also provide a number of online training videos: http://en.mindjet.com/video/category/mind-manager/ Page 21 of 21