Revised September 1, 2005

Visio 2003







Basics













Course Training Manual
Visio 2003 Professional Basics


- 2 - Revised September 1, 2005

Information Technology Services (ITS)
Training Department
University of Utah Health Sciences Center

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ITS Computer Training
Statement of Purpose
Our purpose is to increase your knowledge and ability to use the software
program related to this class. We hope to give you renewed confidence in
performing these software tasks. You will receive training to help you
return to your job with new computer skills that immediately improve
your effectiveness and productivity.
Prerequisites
You should also be familiar with keyboarding and the use of a mouse, as
well as have some knowledge of basic Windows operations to get the
greatest benefit from this course.
Course Objectives
º Learn the basics of creating a flow chart and manipulating shapes
in Visio
º Learn how to:
· Add shapes to your drawing
· Move, re-size, delete, and connect shapes
· Insert text into shapes
· Quickly copy shapes
· Align shapes and space them evenly horizontally and
vertically
· Format shapes (with such things as fonts, fill colors and
patterns, drop-shadows, etc.)
· Group, Ungroup, Rotate, Flip, and Position shapes
· Work with multiple pages within your Visio file
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· Use Format Painter to copy formats-only from one shape to
other shapes
· Repeat the last action performed quickly
· Copy Visio drawings into Word (using both Paste and Paste
Link)
· Edit Visio shapes that have been pasted into Word

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Security and Confidentiality
Patients furnish information to the UUHSC with the understanding and
expectation that it will be kept confidential and used only by authorized
persons, within the scope of his/her employment, as necessary, to
provide needed services.
Staff, faculty, students, trainees, and all other individuals (vendors,
temporaries, etc.) under the control of the University of Utah Health
Sciences Center (“UUHSC”) are required to maintain the confidentiality of
patient, clinical, financial, or other sensitive information. UUHSC
employees will be held personally responsible for safeguarding security
log-in processes, passwords and electronic signatures. UUHSC employees
must strictly adhere to standards that govern authorized access to, use
and/or disclosure of sensitive and confidential information. We are here
for the patients: safeguarding their personal information is a part of that
care.
DO NOT SHARE YOUR PASSWORD!
Confidentiality is such an important responsibility that serious
disciplinary consequences, including termination of employment, may
result from inappropriate disclosures of confidential information and/or
misuse of the computer systems. The signing of the Confidentiality
Agreement, which is required at the time of employment, states that you
will protect both the patient’s personal medical information, and the
University Hospital’s Clinical information. It also states that you will use
only your own login and password and will not share it.
Again, termination of employment may result from misuse of the
computer systems and/or breach of patient confidentiality. In order to
protect both patients and employees, our computer systems are
monitored.
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Fair Use Policy
The Office of Information Technology Services encourages the fair use
and distribution of our documentation. Electronic or paper reproduction
of ITS User Guide is welcome; however, please maintain the integrity of
our documentation by not altering the original content and including the
cover page credits where “Information Technology Services, University of
Utah Health Sciences Center” appears. Questions may be directed to ITS
Training.
About This Manual
This manual was written by Anne Tompkins in ITS Training. If you have
any questions or comments about the manual, please contact Anne at
(801) 587-6080.

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Table of Contents

ITS Computer Training ................................................................................................ i
Statement of Purpose ............................................................................................... i
Prerequisites ............................................................................................................ i
Course Objectives .................................................................................................... i
Security and Confidentiality.................................................................................... iii
Fair Use Policy........................................................................................................ iv
About This Manual ................................................................................................. iv
Introduction to Visio 2003 Professional Edition .......................................................... 1
Basic Steps for Creating a Drawing ............................................................................. 5
Opening a New Drawing (With or Without a Template) ................................................ 5
To open a new blank drawing file (without stencils): ............................................ 6
To open a new drawing based on a particular template or wizard from within
Visio: ................................................................................................................... 6
The Main Screen......................................................................................................... 7
The Visio 2003 Drawing Screen.................................................................................. 9
Changing the Orientation (Portrait vs. Landscape) of the Drawing Page .................... 10
Shapes ..................................................................................................................... 10
To get Visio Help on a shape:............................................................................. 11
Changing the Way a Stencil (Shape List) Displays ...................................................... 11
Adding Shapes to Your Drawing ............................................................................... 12
Selecting Objects on the Drawing Page..................................................................... 12
To select an object on your drawing page: ......................................................... 13
Moving Shapes on the Drawing Page ........................................................................ 14
Entering Text Into a Shape ....................................................................................... 14
Zoom ....................................................................................................................... 16
To Zoom using the toolbar:................................................................................ 16
To Zoom using keystrokes AND mouse: ............................................................. 16
Displaying Other (Extra) Stencils............................................................................... 18
To display another stencil: ................................................................................. 18
To switch between open stencils: ....................................................................... 18
Closing a Stencil ....................................................................................................... 19
Re-sizing a Shape .................................................................................................... 19
To re-size a shape by dragging: ........................................................................ 19
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To re-size a shape proportionally: ..................................................................... 20
To re-size a shape to a specified height and width: ........................................... 20
Copying a Shape or Group of Shapes........................................................................ 21
To copy using Drag and Drop: ........................................................................... 22
Selecting Multiple Shapes at Once ............................................................................ 24
To select multiple shapes:.................................................................................. 24
To select multiple shapes making the desired shape primary: ............................ 25
Customizing a Toolbar in Visio................................................................................. 26
To add an existing feature button to a toolbar: .................................................. 26
To delete a button from a toolbar: ..................................................................... 28
Displaying the Action Toolbar .................................................................................. 30
To display the Action toolbar: ............................................................................ 30
Aligning Shapes........................................................................................................ 30
To align shapes:................................................................................................. 30
Spacing Shapes Evenly (Distributing Shapes)............................................................. 31
To distribute selected shapes:............................................................................ 33
Connecting Shapes................................................................................................... 33
To connect two shapes using the Connector Tool: ............................................. 37
To connect multiple shapes at once (one to the next): ....................................... 37
To connect to the previous shape automatically when adding a new shape: ....... 37
To delete a connection line: ............................................................................... 39
To change where a connection line lies on a page: ............................................. 41
To add an extra connection point to a shape: .................................................... 43
To delete a connection point from a shape: ....................................................... 45
To use a connector shape from a Master stencil:................................................ 46
To convert a 90° angle line to a straight line connector: ..................................... 47
To enter text in the middle of a connection line: ................................................ 49
To add multiple instances of the same shape quickly: ........................................ 51
Working With Different Pages Within a Visio File....................................................... 54
To add a new page:............................................................................................ 54
To delete a page: ............................................................................................... 56
To switch between pages in a Visio file: ............................................................. 56
To re-order pages:............................................................................................. 56
To edit the name of an existing page: ................................................................ 56
To open a page into its own window: ................................................................. 58
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To switch between the separate windows:.......................................................... 58
To tile the pages of one file: .............................................................................. 58
To “un-tile” the pages: ....................................................................................... 59
Creating “Floating” Text ........................................................................................... 61
To create a text box:.......................................................................................... 61
Formatting a Shape (Text, Shading, Borders) ............................................................ 63
The Formatting Toolbars....................................................................................... 63
To apply text and shape formatting using the toolbars: ..................................... 64
To format an object using the Shortcut Menu:.................................................... 65
Applying paragraph formats: ............................................................................. 66
Changing the Shadow Depth for the Entire Page....................................................... 74
To change the shadow depth: ............................................................................ 76
Positioning Shapes Relative to Each Other ................................................................ 77
Grouping and Ungrouping Shapes ............................................................................ 78
To group objects:............................................................................................... 79
To un-group objects: ......................................................................................... 79
Flipping Shapes ........................................................................................................ 81
Rotating Shapes ....................................................................................................... 82
Format Painter.......................................................................................................... 83
To copy formats-only to one other location: ...................................................... 83
To copy formats to multiple locations: ............................................................... 83
Repeat the Last Action Performed – F4 ..................................................................... 85
To repeat the most recently applied format(s): ................................................... 86
Copying Visio Drawings to Word............................................................................... 89
To Paste an entire Visio drawing page into Word: ............................................... 90
To create a link between the Word document and the Visio page: ...................... 92
Editing a Visio Drawing Placed in Word..................................................................... 96
To edit an embedded (i.e., not linked) drawing in Word:..................................... 97


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Introduction to Visio 2003 Professional Edition
‡
Note that most of this training material was created using Visio 2003
Professional, but some references were left in for other versions when the
differences for a particular feature were very pronounced and/or the
feature was a much-used feature.
Q Visio 2003 Professional is the version currently in use and that is taught
in the ITS Training Center.
× Among other things, you can create flow charts, financial reports,
business process designs, organizational charts, and corporate
presentations.
× Visio Professional goes beyond the basics and is geared more for
software designers, Webmasters, and data systems analysts. It is
especially designed for creating IT diagrams and conducting data
systems analysis.
= It uses Unified Modeling Language which can handle a
number of programming languages, such as Java and Visual
C
++
.
Q In Visio, you can have multiple pages within the same file.
Q You can copy objects from one page to another quickly to reduce creation
time.
Q Drawing files in Visio are automatically given the extension .vsd.
Q Basic terminology:
c Stencils Pages or lists of related shapes that give you access to
the appropriate type of shapes for the type of diagram
you’re creating.
× There are other stencils available in the Visio
Solutions Library series, including stencils for
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legal professionals (Crime Scenes), IT
professionals (Visio Network Equipment),
network administrators (Visio Frame Relay Pack),
and business people who need more mapping
capabilities (Visio Maps).
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c Wizards Step you through the creation of a selected type of
drawing/diagram.
Ex. There is an Organizational Chart Wizard that
steps you through the basic creation of an org
chart.
Q In the screen shot below you can see a list of the drawing groups that are
available in Visio 2003 Professional.
× Each grouping includes several templates, and each template
includes several stencils.
× Included in the screen shot below is a list of the templates for the
Flowchart grouping (to the right).

Q You can insert a Visio drawing into a Word document or PowerPoint
presentation, or add it to a page on a World Wide Web site, etc.
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Q Visio makes publishing drawings as Web pages quick and easy.
× This includes some improved Web tools.
Q Some miscellaneous facts and features:
c You can re-size the drawing page by using Ctrl + Drag on any edge
of the page.
c You can create your own custom patterns, fills, and line ends.
c There is a full-page view that lets you view the drawing pages
without toolbars and other extraneous screen elements.
c You can search for and catalog shapes, stencils, or templates
stored on your computer or on the Visio Web site.
c You can import into your Visio drawing enhanced (32-bit)
Metafiles, CorelDRAW 7, and AutoCAD files.
c You can run reports that extract data from a drawing (such as an
organizational chart) to quickly create an inventory report, and
write the data to a spreadsheet or text file (an advanced topic).
c You can import Microsoft Project files saved in Microsoft Project
Exchange (.mpx) format, and display the data in a Visio Gantt chart.
× You can also export data from a Visio Gantt chart into .mpx
format (an advanced feature).
c You can create organizational charts from data stored in a database
table created in an ODBC-compliant database program (such as
Excel or Access) (another advanced feature).
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Basic Steps for Creating a Drawing
Q The usual steps you’ll take to create a drawing in Visio 2003 are
(although not always in this order):
C Open a new file, choosing the appropriate template.
C Change the page orientation (i.e., portrait or landscape), if needed.
C Add shapes to your drawing page from already-displayed stencils,
as well as from other stencils you open.
× OR, create and use your own shapes using the Visio drawing
tools.
× OR, insert existing graphics saved in common graphics
formats (such as .jpg).
C Arrange shapes on the drawing page.
C Connect shapes so they stay connected when you move them
around on the page.
© Add text to the drawing (e.g., within the shapes).
C Format the shapes.
® Print the drawing, or insert it into a Word document or PowerPoint
presentation, or add it to a page on a Web site.
Opening a New Drawing (With or Without a Template)
Q When you first start up Visio 2003, on the Main Window is an open
Choose Drawing Type window, from which you can select a particular
drawing template on which to base a new drawing, or you can select an
existing drawing that you’ve recently been working on in the Task Pane
on the right side of the screen.
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‡
Note that there are multiple ways of creating new and opening existing
Visio files from within the Main Window.
× See the section called The Main Screen starting on page 7 for more
information on using this view.
To open a new blank drawing file (without stencils):
´ Click the picture side of the New Drawing button to get
another drawing file based on the same template as the current
open file (e.g., Flowchart),
C Click the drop-arrow of the New Drawing button,
choose one of the template types, then move the mouse
directly to the right and choose a specific template from that
grouping of templates.
To open a new drawing based on a particular template or
wizard from within Visio:
C From the Main Screen (see below), select a Category and then a
Template within that category by single-clicking each.
C Click the drop-arrow of the New Drawing button, choose one
of the template types, then move the mouse directly to the right
and choose a specific template from that grouping of templates.
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The Main Screen


Q This view is displayed automatically when you launch Visio 2003,
however, you can display it at any time by going to File ¬ New f ¬
Choose Drawing Type…
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Q On the Task Pane (the right side of the screen), you can quickly open:
c A recently-opened (and saved) drawing
c A new, blank drawing
c A new drawing based on an existing drawing (similar to doing a
Save As and renaming a drawing)
c A new drawing based on a template you’ve used recently
We’ll open a new drawing based on the basic flowcharting template.
1 Launch Visio.
2 In the Main Window, click the Flowchart folder name on the left.
3 Select (single-click) the Basic Flowchart option in the middle.
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The Visio 2003 Drawing Screen
Stencil Master Shape Menu ToolbarsDrawing Pag



Page Tabs Status Bar Scroll Bars

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Changing the Orientation (Portrait vs. Landscape) of the Drawing
Page
´ From the drawing page whose orientation you want to change, go to File
¬ Page Setup…
´ On the Print Setup tab, select either Portrait or Landscape, and click OK.
Change our blank drawing page to landscape.
1 Go to File ¬ Page Setup…
2 On the Print Setup tab, select Landscape, and click OK.
Shapes
Q When you use a shape from an existing template, the shape will have
little blue X’s along the outside of the shape’s border.
× The X’s designate connection points for connecting shapes
together.
× The connection points on similar shapes are not necessarily the
same.
Ex. On the Process shape from the Basic Flowchart Shapes
stencil, the X’s are in the middle of each side, like this:

On the Square shape from the Basic Shapes stencil, the
X’s are on the corners and in the very middle, like this:
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You could re-size both shapes to look alike, but the
connection points are in different locations, and thus,
each shape serves a different purpose in a flow chart.
To get Visio Help on a shape:
‡
Note that the Help for an individual shape isn’t very helpful in this
version (it used to be more helpful). For less-obvious shapes, it
might offer some useful information, but it is very limited.
´ Place your mouse over a shape in a stencil (without clicking) and a
callout bubble will appear with basic information about the shape.
Check out the descriptions of some of the shapes on one of the flowchart
stencils.
Changing the Way a Stencil (Shape List) Displays
Q You can change the stencil to display:
c Icons and Names
c Icons Only
c Names Only
c Icons and Details (includes the brief description of each shape)
´ While pointing at the name of the stencil (the bar at the top of the
stencil), right-click, select View f, and then select the desired display
option.
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Let’s try out all 4 display options, and then return to the Icons and Names
option.
Adding Shapes to Your Drawing
Q You can easily re-position a shape once it is placed on the drawing page,
so you don’t have to be exact when you originally place it on the page.
´ Just point at the shape on the appropriate stencil and drag it to the
desired location on the drawing page.
Add the Process shape (from the Basic Flowchart Shapes stencil) to the
middle of our drawing page.
1 Drag the Process shape to the middle of the blank page.
Selecting Objects on the Drawing Page
Q The mouse will change shape when you choose some of the tools
(buttons) on the toolbar, such as the Connector Tool button .
× As you move it over the drawing page, notice its shape.
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Q The mouse becomes a black pointer (pointing up to the left) when you
are in “select mode”, that is, you want to select objects on the drawing
page.
Q It is true that you can select objects sometimes when the mouse is not a
black pointer, but sometimes Visio will do unwanted things when you
click on objects and your mouse is not the selector arrow.
To select an object on your drawing page:
´ If the mouse isn’t already the white pointer, click the Pointer Tool
button or press Ctrl + 1 (on the regular keyboard) to get back
to “select” mode.
´ Single-click the object that you want to select.
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Moving Shapes on the Drawing Page
´ Point at the middle of the shape, click and drag the shape to the new
location.
‡
Notice that the green handles appear when you move the shape,
showing you that the shape is selected.
´ Click away from the shape into the drawing page to de-select the shape.
Move our first Process shape to the top middle of the page.
Entering Text Into a Shape
l With the shape selected, just begin typing.
´ Click away from the shape to de-select it and accept the text.
‡
You can tell that the shape is selected when there are green boxes
(handles) displayed along the borders of the shape.
× When you drag a shape onto the drawing page and let go, the
shape remains selected (unless you click away from the shape
within the drawing page).
Using the sample Send & Print an E-mail with Attachment flowchart as
our example, enter the text into the heading shape (i.e., the words Send
& Print an E-mail with Attachment).
1 With the shape selected, type the following heading:
Send & Print an E-mail with Attachment
2 Click away from the shape into a blank area of the drawing page to de-
select the shape.
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3 Save the file as G:\(folder with your name)\Visio_Class.vsd.
× Replace any existing file with that name.
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Zoom
Q The Zoom feature is very useful in Visio 2003 Professional.
× As you zoom in (closer), more gridlines are added to the drawing
page (to a finer detail), making it easier to “drop” objects exactly
where you want them on the page.
To Zoom using the toolbar:
C Click the Zoom button (displays a percentage, on the right side of
the Standard toolbar, e.g., ), and choose one of the options
from the drop-list.
C Click the Zoom button and type in the exact percentage you want,
then press Enter.
To Zoom using keystrokes AND mouse:
Q There are a couple of options, only one of which will probably work
in your environment. It seems that if one works, the other doesn't.
Q Try these two options:
C If your mouse has a roller ball between the left and right
mouse buttons, you can hold down the Ctrl key and use the
roller ball to zoom in and out (roll the ball up and down).
— OR —
C Do the mouse/keystroke combinations below to zoom IN or
OUT.
To Zoom IN:
l Press Ctrl + Shift + Left-Click mouse.
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To Zoom OUT:
l Press Ctrl + Shift + Right-Click mouse.
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Displaying Other (Extra) Stencils
Q You can have multiple stencils available on the left side of your screen.
× The shapes for only one stencil display, but the names of the other
stencils appear above or below the displayed stencil.
To display another stencil:
´ Click the Stencils button .
´ Move the mouse onto the folder that holds the desired stencil.
´ Move the mouse directly to the right and select the desired stencil
from that grouping of stencils.
Note that now that you have opened the new stencil, long
buttons for the other open stencils appear above or below
the newly displayed stencil.
To switch between open stencils:
´ Just click the long button that displays the stencil’s name above or
below the displayed stencil.
We’ll open the Symbols stencil and select a shape from it (and then delete
it from our drawing page).
× We’ll also open the Basic Shapes stencil and leave it open.
1 Click the Stencils button’s drop-arrow.
2 Go into the Visio Extras folder and select the Symbols stencil.
3 Drag a picture over to your drawing page.
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4 Re-size it, if desired.
5 Delete it from the page.
× With the shape selected, just press Delete on the keyboard.
6 Open the Basic Shapes stencil, found in the Block Diagram folder.
7 Quick save the file (Ctrl + S).
Closing a Stencil
´ Right-click the stencil’s long name button and choose Close.
Close the Symbols stencil.
Re-sizing a Shape
Q You can re-size a shape to a specified size (that is, where you specify the
width and height in inches or another measurement).
Q You can also select multiple shapes have them all re-size to the same
size at the same time.
To re-size a shape by dragging:
‡
Note that if you use a handle (one of the little boxes around the
perimeter of the shape) to re-size the shape, you may stretch it
such that it looks odd (it depends on the shape). See To re-size a
shape proportionally: below for instructions on re-sizing a shape
so that it maintains its aspect ratio.
´ Select the shape (single click in the middle).
´ Place the mouse on top of one of the colored handles (little boxes
around the perimeter).
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‡
Note that the mouse must change shape to a double-headed
arrow.
´ Drag the handle in the desired direction to make it bigger or
smaller.
To re-size a shape proportionally:
´ After selecting the shape, drag one of the corner handles.
To re-size a shape to a specified height and width:
‡
Note that the Size & Position window will stay open so that you can
re-size one shape after another, until you are ready to close it.
´ Right-click the shape and choose View ¬ Size & Position Window.
l In the appropriate text boxes, type in the exact measurement you
want for width and height.
´ Click the X in the Size & Position box to close it.

Let's re-size our shape two different ways: by dragging a handle, and by
specifying height and width measurements.
1 Drag a handle and make your shape WAY too wide and very narrow.
2 Make the shape exactly 4.5” wide by 1.5” tall by opening the Size &
Position window.
× Right-click the shape and choose View ¬ Size & Position Window.
× Enter a width of 4.5” and a height of 1.5”.
× Click the X in the Size & Position box to close it.
3 Quick Save the file (Ctrl + S).
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Copying a Shape or Group of Shapes
Q You can use Drag and Drop to quickly copy a shape or selected group of
shapes, or you can use the Shortcut menu that opens when you right-
click.
‡
This is a great idea if you have already customized (formatted) a shape to
be different than the default shape coming off the stencil.
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To copy using Drag and Drop:
Q Drag and Drop is only useful if you can see the desired destination
for the shape(s) you are either moving or copying.
× If you can’t see the destination, use Ctrl + C (Copy), Ctrl + X
(Cut), and Ctrl + V (Paste).
´ Select the shape(s) you want to copy.
l ´ Hold down the Ctrl key and drag the shape(s) to the desired
location.
‡
Let go of the mouse BEFORE the Ctrl key or you’ll just move the
selected shape(s).
× Henceforth, this process is referred to as Ctrl + Drag.
Let’s create the first line of shapes in our sample e-mail flowchart using
the Drag + Drop option.
1 Add a Process shape to the drawing page approximately where you’ll
want the top line of shapes to start.
2 Enter the text for the first shape, then click away to accept it and de-
select the shape.
3 Re-size the shape to be 1.25” (wide) by .75” (tall).
4 Copy the shape to the right four times using Ctrl + Drag to create all of
the shapes for the top row.
‡
Don’t space and align (top and bottom edges not lined up across
the page horizontally) the shapes nicely, since we will do that in the
next few exercises.
5 Enter the text for each shape.
6 Quick Save the file (Ctrl + S).
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Selecting Multiple Shapes at Once
Q If you select multiple shapes at once, you can perform the same
operation (e.g., formatting) on all of the selected shapes at once.
‡
Unfortunately, you can no longer re-size multiple shapes at once.
Q Some examples of the things you can do to multiple shapes at once:
c Move them (they retain their original configuration)
c Copy them
c Change the font
c Add a drop shadow
c Add a color and/or pattern
c Align them
c Re-size them
c Delete them
To select multiple shapes:
Q There are three quick ways to select multiple shapes:
C Lasso them.
‡
They must be adjacent shapes.
× ALL shapes found within the box you draw will
be selected.
‡
You must completely encircle a shape for it to be
selected.
× Point above and to the left of the first shape you want
to select.
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× Drag + draw a box around all of the shapes you want
to select.
C Select the first shape.
× Hold down the Shift key, and then single click each
additional shape.
C Combine options C and C by selecting one shape, then
holding down the Shift key while you lasso the entire group
of shapes.
To select multiple shapes making the desired shape primary:
Q If you (just) lasso multiple shapes to select them, you can’t specify
the primary shape (for aligning, etc.).
× Visio designates one of them as primary as part of the lasso
operation.
× However, sometimes you want to specify the primary shape
while still using the lasso technique.
´ With all shapes de-selected, select the shape that you want as the
primary shape.
l ´ Hold down the Shift key and lasso ALL of the shapes (including the
shape you designated as the primary shape).
Practice selecting multiple shapes using all 3 methods:
c Lasso method
c Shift + lasso method
c Click, Shift + Click, Click… method
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Customizing a Toolbar in Visio
Q If your favorite feature buttons don’t appear on the toolbars you like to
have displayed, you can add buttons for those features to any displayed
toolbar.
Q You can also create macros, and then assign them to a button on a
displayed toolbar.
To add an existing feature button to a toolbar:
Make sure that the toolbar to which you want to add the button(s)
is displayed.
× If it isn’t displayed, point at any displayed toolbar, right-click
and select (single-click) the name of the toolbar you want to
display.
‡
Note that when selected this way, you toggle ON and OFF the
display of a toolbar.
× If there is a check mark to the left of the toolbar in the
shortcut menu, it is already displayed.
× Toolbars can display as floating windows, or they can
be “docked” (i.e., locked in place) on any of the four
sides of the screen, so check out the entire screen area
to find it if it is checked in the shortcut menu.
´ Right-click any toolbar and choose Customize…
´ Select the Commands tab at the top.
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´ Click the category in which you expect to find the feature you want
to add as a button to a displayed toolbar.
´ Scroll down through the Commands: window on the right until you
find the feature you want to add.
´ Drag the name of the feature to the toolbar where you want to
place its button, making sure that the I-beam is placed where you
would like to place the button, then let go of the mouse.
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To delete a button from a toolbar:
Q With the toolbar displayed, you can do this one of the following
ways:
C Enter the Customize box as described in the previous
instructions for adding a button to a toolbar.
× While in the Customize box, drag the offending button
off the toolbar (the mouse shape changes and includes
a box with an X in it), and let go of the mouse.
C Without having to enter the Customize box, hold down the
Alt key and drag the button off the toolbar (the mouse shape
changes and includes a box with an X in it), and let go of the
mouse BEFORE letting go of the Alt key.
Let’s add the Stamp Tool button to the Standard toolbar to the right
of the Connector Tool button .
1 Right-click any toolbar and choose Customize…
2 Select the Commands tab at the top.
3 Click the Drawing Tools category.
4 Scroll down through the Commands: window on the right until you find
the Stamp Tool button .
5 Drag the name of the button to the toolbar where you want to place its
button, making sure that the I-beam is placed where you would like to
place the button, then let go of the mouse (to the right of the Connector
Tool button ).
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6 Separate the two buttons into their own grouping by dragging the left-
most of the two half way over the button to the right and letting go of the
mouse.
‡
Note that a separator bar appears to the left of the button you
dragged.
7 Click OK in the Customize box to accept these additions to the
Formatting toolbar.
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Displaying the Action Toolbar
Q Some of the commonly used feature buttons have been removed from the
two standard toolbars (Standard and Formatting) and placed on a new
toolbar called Action.
To display the Action toolbar:
´ Right-click any displayed toolbar and select Action from the
shortcut menu.
Display the Action toolbar.
Aligning Shapes
Q You can have Visio align (line up) shapes along any of their four “sides” or
vertically or horizontally through the middle of the shapes.
To align shapes:
´ Select all of the shapes you want to align.
× See the topic Selecting Multiple Shapes at Once starting on
page 24 for instructions.
´ Click the Align Shapes button , picture side or go to Shape ¬
Align Shapes… in the menu.
´ Select (single-click) the appropriate alignment option, and click OK.
Let’s bottom align all of the shapes in the top row of shapes.
1 Lasso the shapes in the top row.
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‡
If you don’t want to align the shapes by the shape with the
different-colored handles, de-select the shapes and then re-select
them using the Click, Shift + Click, Click… method, selecting first
the one by which you want to align all of the shapes.
2 Use the Align Shapes button to select the bottom align option.
3 Quick Save the file (Ctrl + S).
Spacing Shapes Evenly (Distributing Shapes)
Q You can tell Visio to space 3 or more selected shapes evenly either
horizontally or vertically.
Q The outer-most selected shapes won’t move when you Distribute Shapes.
× The inner shapes re-distribute themselves so that the space
between each shape matches the selection you make in the
Distribute Shapes box.

Evenly distributes shapes so the space is uniform between them
vertically.
Makes the distance between the top sides of each shape uniform
vertically.
Makes the distance between the centers of the shapes uniform
vertically.
Makes the distance between the bottom sides of each shape
uniform vertically.
Evenly distribute shapes so the space is uniform between them
horizontally.
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Makes the distance between the left sides of each shape uniform
horizontally.
Makes the distance between the centers of the shapes uniform
horizontally.
Makes the distance between the right sides of each shape uniform
horizontally.
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To distribute selected shapes:
´ Make sure that the shapes on both ends of the row or column of
shapes are in the correct location.
´ Select the shapes to distribute.
× Either lasso them, or use Click, Shift + Click, Click…
´ Either:
C Click the Distribute Shapes button , picture side.
C Go to Shape ¬ Distribute Shapes… in the menu.
´ Select (single-click) the appropriate distribution, and click OK.
We’ll distribute evenly (horizontally) the shapes on the first row.
1 Make sure that the left-most shape is 0.5” from the left edge of the page
and that the last shape in the row is 0.5” from the right edge of the page.
2 Select all of the shapes in the row by lasso-ing them.
3 Distribute them evenly from the center of each shape (the Distribute
Shapes button ).
4 Quick Save the file (Ctrl + S).
Connecting Shapes
Q When you connect shapes from connection point to connection point (the
blue Xs on each shape), if you move one of the connected shapes, the
connection stays in place.
× This is called a Dynamic connection.
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× The shape of the connecting line or object (e.g., a connecting
arrow) changes to accommodate the new location.
Ex. When you move one shape, the connector line between the two
shapes may become a kinked line (90
o
angles) to avoid other
objects or to go around corners.
Q You can connect shapes using different kinds of lines (e.g., solid, dashed,
arrows, straight, kinked, etc.).
Q You can go back and edit the type of connecting line at any time.
× That is, you can change some things, such as the thickness of the
line, if it is solid or dashed, etc.
‡
However, if you want a different kind of connector (as defined by
the different connector shapes in the stencil list), you must delete
one connector and apply another.
Q You can connect shapes the following ways:
C Draw a connector manually between shapes
C Have the connections made for you automatically as you drag
shapes onto your drawing page
C Have Visio 2003 Professional automatically connect selected
shapes, one to the next.
‡
When connecting shapes, make sure that the colored end of the
connector turns RED to tell you that the connection has been made.
× If the connector end is GREEN, no connection has been made.
Q There are 2 connector tools that share one button (with a drop-arrow) on
the Standard toolbar:
‡
Note that the button picture changes to display the last connection
type selected using the drop-arrow.
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‡
Note also that the Stamp Tool used to appear on this drop-list,
but it has been removed from all the toolbars (as far as I can see). I
recommend adding it to the Standard toolbar.
× See the instructions in the topic Customizing a Toolbar in
Visio starting on page 26 for adding this button to the
Standard toolbar.
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× Connects from a connection point on one shape to a
connection point on another shape.
× No matter where one of the shapes is moved on the page,
the connection remains intact.
× The connector line “kinks” (in 90˚ angles) to avoid other
objects between the connected shapes.

× Allows you to add extra connection points (blue Xs) where
you want them on a shape so that you can connect wherever
you want.
Q We will also use the Stamp Tool for connecting shapes.
× Creates multiple instances of a shape that you’ve selected from a
stencil.
Ex. You know that you want 5 of the same shape on your page,
you can add all 5 shapes quickly using the Stamp Tool.
× Allows you to use other connector shapes (that appear as shapes
on the various stencils).
Q The Connect Shapes button is now found on the Action toolbar.
× If you haven’t already displayed the Action toolbar, now would be
the time to do that.
× Just right-click any toolbar and choose Action from the
shortcut menu.
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To connect two shapes using the Connector Tool:
´ Click the Connector Tool option from the
drop-arrow that appears next to the button that displays the most
recently selected connector tool.
Note that the mouse changes shape on the drawing page.
´ Place the mouse over the appropriate connection point (blue X) on
one shape (the mouse changes to a tiny cross with a kinked arrow
line), and drag to the desired connection point on the other shape.
‡
You’ll know that you “grabbed” the connection point (on both sides
respectively) when a thick-lined box appears on top of the
connection X on which your mouse is placed.
To connect multiple shapes at once (one to the next):
´ Select the shapes using Click, Shift+ Click, Click…
´ Click the Connect Shapes button on the Action toolbar.
To connect to the previous shape automatically when adding a
new shape:
Q This works when you’re dragging new shapes onto your drawing
page.
‡
Note that the connection used is the one that “kinks” around other
shapes (versus being a straight line between the connection points
no matter what).
´ Either drag one shape onto the drawing page (and don’t de-select
it), or select an existing shape on the page.
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´ Click the Connector Tool option from the
drop-arrow that appears next to the button that displays the most
recently selected connector tool.
´ Drag another shape from the stencil.
‡
Notice that the shapes are automatically connected.
+ Continue dragging new shapes to the drawing page. As long as
you don’t do anything between adding new shapes to the page,
each new shape will be connected to the previously added shape.
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To delete a connection line:
´ Select the connection line by single-clicking it.
‡
Note that if the mouse isn’t a black pointer arrow, you may add
additional connection lines, or do some other unwanted thing.
× So, click the Pointer Tool button or press Ctrl + 1 to get
back to “select” mode before you select the connection line.
l Press Delete.
Let’s use three of the connector tools.
1 Connect the first 2 shapes on the top row using the Connector Tool
.
× Click the Connector Tool button (picture side, if it already displays).
× Drag from the blue X connector of one shape to the desired blue X
connector on the second shape.
2 Delete that connection.
3 Connect all of the shapes on the first line using the Connect Shapes
button .
4 Zoom in to 150% to see if the connector lines have arrow heads, pointing
in the correct direction.
× Click the Zoom button drop-arrow and choose 150%.
5 If the arrow heads are missing, add them.
× Zoom out to Width using the Zoom button drop-list.
× Select all of the connector lines at once with Click, Shift + Click,
Click…
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× Click the Line Ends button drop-arrow and choose one of
the arrows pointing to the right (although there is a bug and
choosing the arrow pointing to the left may make your arrows point
to the right).
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6 Add a Decision shape to the left side of the second row of objects, having
Visio insert a connector line automatically between the last shape on the
row above and the new Decision shape.
× Select the last Process shape on the top row.
× Click the Connector Tool button .
× Drag a Decision shape to the beginning of the next row.
7 For fun, continue adding a couple of shapes to your drawing to see that
they too are automatically connected to the previously added shapes.
8 Delete those extra shapes.
9 Type the following text into the new Decision shape: Attach files?
10 If the connector line isn’t between the desired connection points, drag
the connector ends to the correct connection points.
× We want to go from the bottom middle point on the shape above to
the top connector point on the Decision shape.
‡
Make sure that the mouse is the white selector arrow before trying
to move the connector line ends.
‡
Remember that the connector line ends need to turn green to let
you know that the connection was made.
11 Quick Save the file (Ctrl + S).
To change where a connection line lies on a page:
Q Sometimes you won’t like where one of the “kinked” connection
lines lies on the page (perhaps it’s not centered between two
objects), so you want to move it.
‡
If you can’t move the line to exactly where you want it because it
jumps to the closest gridline, zoom in closer (to a higher
percentage).
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× The higher the percentage, the easier it is to place an object
(in this exercise, the connection line) exactly where you want
it on a page because there are more grid lines per inch as
you zoom in.
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´ Select the connection line itself.
× The ends of the connection line will be colored red or green,
and there will be a green “box” somewhere in the middle of
the line.
´ Place the mouse over the green box near the middle of the line,
and drag the line in the direction in which you would like the line to
move.

Move the connection line you just inserted between the last object on the
first row and the first object on the second row so that it’s closer to the
top row of objects.
1 Select the connection line (if it isn’t already selected).
2 Move the line by dragging its middle green handle (without zooming in).
3 Zoom in to 150%.
× Click the Zoom button drop-list (the one that shows some
percentage on the right side of the Standard toolbar, and select
150%.
4 Move the line again by dragging the middle green handle.
5 Zoom back to Width.
6 Quick Save the file (Ctrl + S).
To add an extra connection point to a shape:
Q This adds another little blue X connection point to the shape.
‡
Every extra connection point that you add is associated with an
object on your page (even if you are able to add it to the space
around an object).
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× In Visio 5.0, you could add a free-floating connection point
to the page that wasn’t associated with any object, but it
appears to no longer be the case.
× To be safe, make sure that the object to which you want to
add the new connection point(s) is selected before you add
any new connection points.
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‡
The mouse may jump all over the place when you’re trying to add a
new connection point.
× If it does, you might have more luck if you zoom in really
close (e.g., 200%) before trying to add a connection point.
´ Select the object to which you want to add one or more connection
points.
´ Click the Connection Point Tool button .
l ´ Hold down the Ctrl key and click where you want to place it within
the shape or along its borders.
To delete a connection point from a shape:
´ Click the Connection Point Tool button .
´ Select the connection point to delete.
× It turns magenta/red.
l Press Delete.
Let’s add connection points in the middles of the right-side lines of the
new Decision shape.
× So it looks like this:

1 Select the Decision shape and zoom in to 200%.
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2 Click the Connection Point Tool button .
3 Hold down the Ctrl key and click where you want to place each point
along its upper and lower right-side borders.
4 Add another connection point somewhere in the middle of the shape.
5 Zoom back to Width.
6 Move the Decision shape to make sure that the new connection points
move with the shape.
7 Delete the connection point that you placed inside of the shape.
× Select the Decision shape.
× Zoom back to 200%.
× Make sure that the Connection Point Tool is
selected.
× Hold down the Ctrl key, and click on the connection point you want
to delete.
× Press Delete.
8 Zoom back to Width.
9 Choose the white selector arrow (or press Ctrl + 1).
10 Quick Save the file (Ctrl + S).
To use a connector shape from a Master stencil:
Q Many of the stencils contain connector shapes, usually at the
bottom of the stencils.
Q There is also a new Connectors stencil in the Visio Extras folder.
Ex. The Line connector shape on the Connectors stencil
(in the Visio Extras folder) creates a connection line that is
always straight (that is, it won’t kink around other objects).
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Ex. The Line-curve connector shape that is on the Basic
Flowchart Shapes stencil creates a connection line that is
either always a straight line, or always a curved line (and you
determine how curved).
´ Place the two shapes that you want to connect on the drawing
page.
´ Display the stencil that holds the specific connector shape you want
to use.
´ Click the Stamp Tool button on the Standard toolbar.
‡
Remember that we added this button to the Standard toolbar
(instructions on or near page 20).
´ Select (single-click) the connection point Master shape that you
want to use.
´ Drag from connection point to connection point of the two objects
to create the connection.
´ For a curved line using the Line-curve connector, place the mouse
on the yellow handle in the middle of the arched line that appears,
and drag the handle to the degree of curve you want to give the
line.
‡
If you want it to be a straight line, drag it to the X that
appears in the middle of the straight-line center of the new
connector line.
To convert a 90° angle line to a straight line connector:
´ Insert the default connector using the Connector Tool button
.
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´ Right-click the connector line and select Straight Connector.

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To enter text in the middle of a connection line:
Q That is, you want the line itself to say something, such as Yes or
No.
Q You can do this to any connector line.
´ With the mouse in “select mode” (the white pointer), single- or
double-click the connection line.
l Begin typing.
´ Click away to accept the text.
According to our sample flowchart handout, we’ll add the next two
shapes to our drawing (Click the Send button and Click the paper clip
button on the toolbar).
× Then we’ll add straight connection lines between those two shapes
and the Decision shape.
× Finally, we’ll enter the No and Yes text into the connection lines.
1 Add the Terminator shape after the Decision shape.
2 Enter the correct text into the new shape (Click the Send button).
3 Use Drag + Copy to copy a Process shape from the top row of shapes to
below the Click the Send button shape.
4 Enter its text (Click the paper clip button on the toolbar).
5 Use the Line connector shape on the Connectors stencil (in the
Visio Extras folder) to create the connections from the new connection
points you added to the sides of the Decision shape to the middle
connection points of the other two shapes (see the sample flowchart
handout).
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× Display the Connectors stencil in the Visio Extras folder.
= Click the Stencils button drop-arrow and go to Visio
Extras, Connectors.
× Click the Stamp Tool on the Standard toolbar.
× Select (single-click) the Line connector Master shape.
× Drag from connection point to connection point of the two objects
to create the connection.
Remind them that they can insert a default connector line
using the Connector Tool button , and
then right-click it and choose Straight Connector.
6 Add the words No and Yes to the center of the appropriate line.
× With the mouse in “select mode” (the black pointer), single- or
double-click the connection line.
× Begin typing in the small text box that appears.
× Click away to accept the text.
7 Move the connection line connecting points on the Decision shape to the
right side point of the diamond.
× With a Decision shape, the connection lines should NOT start in the
middle of the side lines of the diamond.
× Select the No connection line.
× Place the mouse on the red end of the line attached to the Decision
shape.
× Drag it to the corner connection point.
× Do the same for the Yes line.
8 Quick Save the file (Ctrl + S).
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To add multiple instances of the same shape quickly:
´ Select (single-click) the shape on the stencil that you want to add
multiple times to your drawing.
´ Click the Stamp Tool .
´ Single-click on the drawing page in each location where you want
to place one of those shapes.
´ When you’re finished adding those shapes, click the Pointer Tool
(the black pointer) to turn it OFF.
Let’s add 4 Data shapes from the Basic Flowchart Shapes stencil.
× Then, we’ll delete them.
1 Select (single-click) the Data shape on the Flowchart stencil.
2 Click the Stamp Tool .
3 Single-click on the drawing page in each location where you want to
place one of those shapes (4 times).
4 Click the Pointer Tool (the black pointer) to turn OFF the Stamp Tool.
5 Delete the Data shapes you just added to your drawing.
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Let’s finish adding the shapes from the sample handout to our drawing.
1 Copy one of the Process shapes using Ctrl + Drag and enter the text for
the shape that will be above the Print message? shape.
× Its text is Double-click the file to insert.
2 Do a Ctrl + Drag to copy the group of 3 shapes (Attach file? and the 2
attached shapes and the connection lines) all at once.
× Lasso the shapes you want to copy.
‡
Remember that you must completely surround a shape for it
to be included in the lasso.
× Pointing at the middle of one of the selected shapes, hold down the
Ctrl key and drag the new group of objects to the appropriate area
on the drawing page.
3 Ctrl + Drag copy the Click the Send button to the end of the page.
4 Add the Document shape to the near-end of the page according to the
handout.
5 Re-size the Document shape to be 1” by 0.75”.
6 Add text to the new shapes and edit text in the copied shapes according
to the accompanying handout.
7 Use the Connector Tool button to connect the first
three of the new shapes.
8 Use the Connector Tool button to connect the last 2
shapes to the Click the Print button shape, and then convert them to
Straight connector lines.
× We want straight lines with these, not kinked lines.
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× After connecting the shapes with the Connector Tool button
, right-click each line and choose Straight
Connector.
‡
Notice that you have to de-select the first connection line before
you can drag to create the second. If you don’t de-select the line,
Visio thinks that you want to move the one connection instead of
create a new one.
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9 Change the mouse back to the white selector arrow.
10 Quick Save the file (Ctrl + S).
Working With Different Pages Within a Visio File
Q You can have multiple pages within one Visio file.
× The manual says that you can add as many pages as you want.
Q You can do the following to pages:
c Add new pages
c Delete pages
c Reorder pages
c Tile pages (place them side-by-side)
Q You can also open each page into a separate window within Visio so that
Ctrl + F6 will work to switch between pages, and so that each page has a
tab at the bottom of the screen that you can click to access the page.
To add a new page:
Q Either:
C Right-click one of the page tabs at the bottom and choose
Insert Page…
C Go to Insert ¬ New Page…
l Select the contents of the Name box and type in a name for the
page, or accept the default name.
‡
Note that there is a check box at the bottom of this dialog box that
allows you to open the page into a separate window (so that it will
have its own tab) right here.
× You can turn this on later, but it isn’t in an intuitive location.
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´ Click OK.
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To delete a page:
Q Either:
C Right-click the page tab and choose Delete Page.
C Go to Edit ¬ Delete Pages…
× Select the name(s) of the page(s) to delete, and click
OK.
‡
Note that in Visio 5.0 you could delete only one page
at a time, but in Visio 2003, you can delete multiple
pages at once by selecting multiple page names in this
box using Shift for adjacent page names and Ctrl for
non-adjacent page names.
To switch between pages in a Visio file:
Q If you’ve opened each page into its own window, you can click the
tab name at the bottom of the screen or press Ctrl + F6.
Q If you haven’t opened each page into its own window, go to Edit ¬
Go to and select the page name.
To re-order pages:
´ Drag the tab for the page to the desired placement (look for the
little black triangle above and between the tabs to show you where
Visio will drop the tab when you let go of the mouse).
To edit the name of an existing page:
Q Either:
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C Double-click the tab at the bottom and type in the new
name.
C Go to File ¬ Page Setup… ¬ Page Properties tab.
× Change the name in the Name box, and OK.
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To open a page into its own window:
‡
Remember that you could have turned on the check box Open Page
in New Window in the Page dialog box when you inserted a new
page.
Q When you save the file after opening the pages in separate
windows, they will remain in separate windows into the future.
´ From another page in the file (not the page you want to open into
its own window), go to Edit ¬ Go To f ¬ Page…
´ Select the name of the page, turn on the check box Open page in
new window at the bottom of the window, and then OK.
To switch between the separate windows:
l Press Ctrl + F6 or click on the tab at the bottom of the screen.
To tile the pages of one file:
‡
Keep in mind that when you Tile the pages, Visio DOESN’T close
the stencils on the left side of each of the screens.
× If you don’t want them to display for all of the tiled
windows, close those stencils you don’t want to see
and Visio will automatically expand those windows to
fill up the space.
Q Great feature! When the windows are tiled, you can drag shapes
from any displayed stencil into any of the displayed pages.
Q Before you can Tile the pages, each page must have been opened
into its own window.
´ Go to Window ¬ Tile.
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To “un-tile” the pages:
´ Maximize one of the page windows and they will all act Maximized.
× And then you can switch between them with Ctrl + F6 or click
their tab at the bottom of the screen.
Let’s play with the different page options.
1 Re-name the first (and only) page in your file Send Mail.
× Double-click the page tab and the bottom and type in the new
name.
× Press Enter to accept the new name.
2 Insert two new pages (Practice and Shapes) and have them open into their
own windows.
C Go to Insert ¬ New Page… for one new page.
C Right-click one of the page tabs and choose Insert Page… for the
other.
Make sure to turn on the Open Page in New Window check
box at the bottom.
3 Turn on the Open Page in New Window option for the Send Mail page.
× Select a DIFFERENT page in your Visio 2003 Professional file.
× Go to Edit ¬ Go To f ¬ Page…
× Select (single-click) the Send Mail page name.
× Check the Open page in new window box at the bottom, and click
OK.
4 Quick Save the file (Ctrl + S).
5 Switch between the three pages in your file.
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× Press Ctrl + F6 and click the page tabs.
6 Re-order the pages so that they are in this order: Send Mail, Shapes,
Practice.
× Drag to move the page tabs.
7 Delete the Practice page.
× Right-click the page tab and choose Delete Page.
8 Switch to the Shapes page, if you aren’t already there.
9 Quick Save the file (Ctrl + S).
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Creating “Floating” Text
Q You can create a text box without any borders or background color (so it
appears as though it’s floating).
Q Don’t worry about the initial size or position of the text box you create.
× You can re-size and/or move the box later.
To create a text box:
´ Click the Text Tool on the Standard toolbar.
´ Drag + draw a box on the drawing page where you want the text
box to go, or just click on the page where you want to start typing
(note that where you click will be the middle of the text box, not
the left side).
l Begin typing the contents of the text box.
´ Click away from the box to accept the information into the text
box.
‡
Note that you might want to choose the Pointer Tool (white
pointer) or press Ctrl + 1 before you click away so as not to
create another text box.
On the Shapes page, we’ll create a text box.
1 Create a text box somewhere on the Shapes page, and enter the text My
mother and your mother were hanging up clothes...
× Click the Text Tool on the Standard toolbar.
× Drag + draw a box on the drawing page where you want the text
box to go.
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× Type in My mother and your mother were hanging up clothes...
× Click away from the box to accept the information and de-select
the text box.
2 Quick Save the file (Ctrl + S).
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Formatting a Shape (Text, Shading, Borders)
Q Many of the formatting options have associated buttons on the toolbars.
× If the button has a picture side and also a drop-arrow, if you click
the picture side, you will select whichever format is pictured there
(the picture changes according to the last option selected).
× If you click the drop-arrow on one of these buttons, a palette of
possibilities will open for you. Click to select the desired option.
Q Although many formatting options have associated buttons, there are
usually more options if you open the particular dialog box.
‡
Note that the Word 2003 text and paragraph formatting quick keystrokes
DON’T work here, such as:
c Ctrl E for center align
c Ctrl + ] (closing square bracket) to increase the font size one point
size
× However, in Visio 2003 Professional, some of them now work, such
as:
c Ctrl + B for bold
c Ctrl + I for italics
c Ctrl + U for underline
The Formatting Toolbars
Q There are 3 formatting toolbars in Visio 2002 that include useful
buttons:
c Formatting



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c Format Text



c Format Shape




To apply text and shape formatting using the toolbars:
Q If you select the object (e.g., a text box or shape object) without
selecting any specific text within it, the text formatting gets applied
to ALL of the text within the object.
× If you want to format only part of the text within the object,
select just that text before applying a text format.
´ Select the object whose text or object you want to format.
‡
Remember that if you want to format just part of the text
within the object, you need to select that text first.
´ Do one of the following:
C If the button has a drop-arrow associated with it, click the
picture side of the button to select whichever format is
pictured there (i.e., the picture changes according to the last
option selected), or click the drop-arrow and choose from a
palette of possibilities.
C If the desired tool does NOT have a drop-arrow, just click the
tool to apply the format.
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To format an object using the Shortcut Menu:
´ Select the object you want to format:
´ Right-click within the object, and choose Format to see this menu:

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Or choose Shape from the Shortcut menu to see this menu:

´ Select the appropriate option to enter its dialog box (if there is an
ellipsis, i.e., … after the option) or to apply the format.
´ If you entered a dialog box, make your selections, then click OK.
Applying paragraph formats:
‡
In Word, if you just place the cursor anywhere within a paragraph
and apply a paragraph format, it will affect the entire paragraph.
Not so in Visio.
C If you want to apply a paragraph format to every paragraph
within your shape, just select the entire shape and then apply
the format.
C If you want to apply a paragraph format to just one
paragraph within a shape, you’ll have to select the entire
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paragraph (and only that paragraph) before applying the
paragraph format.
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We’ll try out some of the text and other object formatting.
1 Copy the My mother and your mother were hanging up clothes... text in
the text box you created and paste it into two more consecutive
paragraphs within the same text box.
× Double-click within the text box (it highlights all of the text).
× Press Ctrl + C to Copy.
× Press End to de-select the text and move to the end of the selected
text.
× Press Enter to go to a new paragraph.
× Press Ctrl + V to Paste the text.
× Press Enter and Paste again.
2 De-select the text box.
× Click outside the box.
3 Now let’s format the text box; select the text box.
× Just single-click it.
4 Change the font of the all of the text at once using the Font and Font Size
drop-list buttons on the Text toolbar at the top.
× As long as the shape is selected with a single-click, all of the text
within the shape will receive the text formats you apply.
‡
Note that you can only go up to 60 pt. using the Font Size drop-
list.
× If you want a bigger point size, you’ll have to type in the
point size you want after you click the drop-arrow, or go into
the Text formatting box to make the change.
5 Let’s make the font size 80 pt. to see how it’s done in the Text
formatting box.
Font &
Font
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× Right-click the text box, and choose Format f ¬ Text…
‡
If you’ve double-clicked to enter the text box and select the
text, when you right-click, the option is Format Text…
directly off the shortcut menu.
× Click on the existing point size itself (not the drop-list).
× Type in 80, and CLICK OK immediately without doing anything else.
‡
Note that if you drop down the list of point sizes, type the
size you want, and then press Enter, Visio won’t accept the
change. (Sounds like a bug...)
6 Change the font back to size 24 pt. using the drop-list on the toolbar.
7 Re-size the text box so that the font fits nicely in the text box.
× Place the mouse on one of the corner handles (green boxes), and
when the mouse changes to a double black arrow, drag down and
out or up and out to make the box bigger.
8 Let’s open some space between the paragraphs in our text box, say one
and a half blank lines (i.e., 18 pt.).
× We’ll open space AFTER each of the first two paragraphs, but not
the last one (because we want the paragraphs to center vertically
correctly in the text box).
× We’ll do this to one paragraph at a time to let you try out the
Repeat (F4) feature.
‡
Note that some of these text and paragraph formats are finicky.
× Sometimes if you right-click and choose the option, it won’t
work.
× Sometimes if you use the drop-list button for an option, it
won’t work.
× You’ll just have to play around with each thing.
Paragrap
h
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× I will suggest ways that DO work for me, although there are
probably other ways.
‡
Remember that in Word, if you just place the cursor anywhere
within a paragraph and apply a paragraph format, it will affect the
entire paragraph. Not so in Visio.
C If you want to apply a paragraph format to every paragraph
within your shape, just select the entire shape and then apply
the format.
C If you want to apply a paragraph format to just one
paragraph within a shape, you’ll have to select the entire
paragraph (and only that paragraph) before applying the
paragraph format.
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× With this in mind, select the entire first paragraph only.
¬ Double-click the shape to enter into the shape (all of the text
within the shape should be selected).
¬ Single click within the shape to de-select all of the text.
¬ Triple-click within the one paragraph you want to select.
× Right-click within the selected paragraph, and choose Format
Text…
× On the Paragraph tab, enter 18 in the Spacing After box, and click
OK.
9 Repeat that option for the second paragraph in the text box.
‡
Make sure to select the entire paragraph and no extra text.
× Select paragraph two using the steps above.
× Press F4 to apply the last formats you applied (18 pt. AFTER).
10 Try the different text alignment options using the alignment buttons on
the Formatting and Format Text toolbars.
and
1 2 3 4 5 6
1 Left - Horizontal
2 Center - Horizontal
3 Right - Horizontal
4 Bottom - Vertical
5 Center - Vertical
6 Top - Vertical
‡
End up with Center – Horizontal and Center – Vertical.
× Select only the text box by clicking away from the text box, and
then single-clicking it again to select the entire box.
× Then apply the different text alignment options.
F4 -
Repeat
Text
Alignmen
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11 Let’s try out the drop shadow option to see how it works.
× Make sure that only the text box is selected (and not just the text
within it).
× Click the Shadow Color button’s drop-arrow to open a
palette of possibilities.
× Choose one of the possibilities directly off the palette.
‡
Notice that Visio shadows the text because no (box) fill color has
been selected yet.
× In Visio, shadow boxes are actually two separate boxes, one
on top of the other, the bottom box offset a little from the
top box.
× Since we haven’t chosen a color for the top box yet, Visio
doesn’t recognize that the box exists.
× Turn off the shadow.
¬ Go back into the Shadow Color drop-list and choose No
Shadow.
× Let’s add a line to the border of the text box (before continuing
with the drop shadow).
¬ Add a line using the Line Weight button drop-list.
× Add a color to the line using the Line Color button drop-list.
× Add a white background fill color to the text box itself using the
Fill Color button drop-list.
× Go ahead and choose the fill color you really want.
× Now select a shadow color using the Shadow Color button.
12 Make sure that the Basic Shapes stencil is open on the left side of your
screen.
Drop
Shadow
Object Fill
Color/Line
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× If it isn’t, click the Open Stencil button and select Block
Diagram and then Basic Shapes.
13 Add 4 different shapes from the Basic Shapes stencil, including at least
one star.
14 Select the star and let’s play with it.
15 Let’s round the corners (in this case the points of the star) using the
Corner Rounding button .
× Click the drop-arrow and choose from the displayed palette.
Rounding
Corners
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16 Add a pattern inside of the star, and a color to accompany the pattern.
× Use the Fill Pattern button to choose a fill pattern from the
drop-list palette, or click More Fill Patterns… to access more
options.
‡
You can select from a variety of gradients in the Patterns:
drop-list inside of More Fill Patterns…
× Choose a gradient for the pattern in the Pattern: drop-list (at the
bottom).
× Choose a color for the pattern lines or dots (or center of a gradient)
in the Foreground: drop-list.
‡
Note that you can choose a background color for the shape
in the Background: drop-list here as well, but we’ll just use
the Fill Color button on the toolbar instead.
17 Let’s add a background color (Fill Color) to the star.
× We’ll use the Fill Color button drop-arrow to access the
background colors.
18 Add a drop shadow to the star.
× Use the Shadow Color button .
19 Quick save the file (Ctrl + S).
Changing the Shadow Depth for the Entire Page
Q You can’t change the shadow width of just selected objects.
× The change will affect your entire drawing page.
Q You’ll have to make this change separately to each page in your Visio file.
Selecting a
Pattern
Fill Color
Text vs.
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Q If you make one or both offset numbers negative ( - ), you will change the
direction of the shadow (i.e., the light source).
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To change the shadow depth:
´ Within the page whose shadow depth you want to change, go to
File ¬ Page Setup… ¬ the Shadows tab.

´ On the Shadows tab, change the X Offset: and/or Y Offset: settings
in the Size & position area in the middle of the box.
Let’s make the shadows shallower on our active page.
1 Go to File ¬ Page Setup… ¬ the Shadows tab.
2 Change the X Offset: to .06 and the Y Offset: to -.06.
3 Quick save the file (Ctrl + S).
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Positioning Shapes Relative to Each Other
Q With overlapping shapes, you can tell Visio which shape you want to be in
front of (or behind) surrounding shapes.
Q The Send to Back and Bring to Front buttons move the selected shape to
the very back or very front of multiple shapes.
× There are also menu options that allow you to move the shape back
or forward one level of shapes at a time. These are:
c Shape, Order, Send Backward
c Shape, Order, Bring Forward
Let’s try the Send to Back and Bring to Front options.
1 Let’s have the star peek over the top edge of the text box (from behind).
‡
Note that it is easy to place an entire shape behind another shape.
= If you do this and you want to get to the shape underneath,
just click once to select the top shape, and then click again
(don’t double-click) to select the shape behind the top
shape, and so on until you get to the layer of shape you’re
trying to access.
= Once it is selected, you can format or move the selected
shape.
× Move the star on top of the text box, making sure that half of the
star is ABOVE the top edge of the text box.
× While the star is still selected, right-click the star and choose Send
to Back.
2 While the star is still selected, bring it to the front using the Bring to
Front option on the Shortcut menu (right-click menu).
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Grouping and Ungrouping Shapes
Q When you group a number of shapes, you can them move them around
and treat them as one unit.
Q If you want to make a change to one object in a group, you could
Ungroup the group, but you don’t have to.
× You can select an object that is part of a group by first single-
clicking the group (the entire group is selected), and then single-
clicking the individual object within the group.
= You can then format the one object without formatting all of
the objects within the group.
‡
Remember that to select multiple shapes at once:
C Lasso them.
‡
They must be adjacent shapes.
× You have to completely surround all shapes you’re
selecting.
× ALL shapes found within the box you draw will be
selected.
× Point above and to the left of the first shape you want to
select.
× Drag + draw a box around all of the shapes you want to
select.
C Select the first shape.
× Hold down the Shift key, and then single click to select each
additional shape.
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To group objects:
´ Select all of the objects you want to group (using one of the
techniques mentioned above).
´ Either:
C Click the Group button on the Action toolbar.
C Right-click one of the selected objects and choose Shape ¬
Ungroup.
To un-group objects:
´ Select (single-click) one of the objects in a group of objects.
´ Either:
C Click the Ungroup button on the Action toolbar.
C Right-click one of the selected objects and choose Shape ¬
Group.
Let’s try out the Group and Ungroup options.
1 Move all of the shapes (except the text box) to somewhat near each
other.
2 Select all of the shapes (except the text box) using either method
described above (lasso, or Click, Shift + Click, Click…).
3 Group the selected shapes.
× Click the Group button on the Action toolbar.
4 Move the group of objects around.
× Point at any shape in the group and drag.
5 Select a background color for all of the grouped shapes at once.
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× Select a background color from the Fill Color button drop-list.
6 Undo that color selection.
× Press Ctrl + Z.
7 Ungroup the shapes.
× Click the Ungroup button on the Action toolbar.

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Flipping Shapes
Q You can flip shapes (either single or grouped shapes) vertically or
horizontally.
´ Select the shape or group of shapes.
´ Either:
C Right-click the selected object(s), choose Shape and choose one of
the following options:

C Use the corresponding buttons on the Action toolbar:

We’ll group the shapes again and try out the flipping options.
1 Group the same shapes again.
2 Flip the shapes horizontally.
3 Flip them vertically.
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Rotating Shapes
Q You can rotate single or grouped shapes in 90˚ increments, either to the
right or to the left.
´ Select the shape or group of shapes.
´ Either:
C Right-click the selected object(s), choose Shape and choose one of
the following options:

C Use the corresponding buttons on the Action toolbar:


Let’s try out the rotating options.
1 With the shapes still grouped, use the Rotate Right and Rotate Left
buttons.
2 Ungroup the shapes.
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Format Painter
Q As in many Microsoft programs, the Format Painter allows you to
copy all of the formats of a selected shape to one or more other shapes.
‡
Note that ALL formats will be copied, including shading, colors, borders,
alignment, font, shadow, etc.
To copy formats-only to one other location:
´ Select a shape that HAS the desired formats.
‡
Remember, ALL formats will be copied, including shading,
colors, borders, alignment, font, shadow, etc.
´ Single-click the Format Painter button .
´ Select the shape to which you would like to copy the formats.

‡
Notice that the Format Painter button de-selects (turns off) after
you select the destination shape.
To copy formats to multiple locations:
´ Select the object that HAS the desired formats.
‡
Remember, ALL formats will be copied, including shading,
colors, borders, alignment, font, shadow, etc.
´ Double-click the Format Painter button .
´ Select the first shape to which you would like to copy the formats.
+ Continue to select shapes (to which you want to apply the selected
formats).
´ When finished copying the selected formats, click the Format
Painter button to turn off Format Painter.
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× Or, press Esc.
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Let’s try it out.
1 Copy the formats from the star shape to (only) one other shape.
× Select the star shape.
× Single-click the Format Painter button .
× Select (single-click) the shape to which you want to copy the
formats.
2 Copy the formats to multiple shapes using Format Painter.
× Select the star shape (or the other shape that has the formats).
× Double-click the Format Painter button.
× Single-click each shape you want to copy the formats to.
× Press Esc when finished (or single-click the Format Painter button
again).
Repeat the Last Action Performed – F4
Q This is a great option that allows you to apply the most recent formatting
change(s) you made.
× This actually repeats the very last action you performed, and can be
used to repeat other actions, as well as the application of
formatting.
Q You can repeat the same action multiple times to different shapes, etc.
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Just make sure that you don’t do any new action while you’re in the
middle of serially repeating an action.
Ex. Say that you just vertically centered the text in a shape.
× You repeat it once on another shape.
× You repeat it again on yet another shape.
× Then you see some text in the next shape, that you
want to delete before repeating the vertical center
alignment format.
DON’T delete the text at that moment, or else Delete
will become your new last action, and the next time
you select text and press F4 to repeat, Visio will Delete
the selected text.
Q If you go into a dialog box to make changes—such as Font changes in
Format ¬ Text…, Visio will remember all of the changes you made while
in that dialog box, and will treat all of those changes as one action.
Ex. You go into the Text dialog box to choose a new font style, font
size, and font color all at once.
× After saying OK to all the changes you made there, you could
immediately select another shape and press F4 to apply ALL
of those changed formats to that other shape.
To repeat the most recently applied format(s):
l Immediately after applying one (or multiple, if in a dialog box)
format(s):
´l Select the shape to which you want to copy those format(s), and
press F4.
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´l Then select the next shape to which you want to copy the
format(s), and press F4.
¯ Continue applying the format(s) using the F4 key.
Do this without performing any other action(s) until you are
finished repeating this particular action of formatting shapes.
‡
When you have finished repeating the last action, you don’t have to
turn anything off (just go ahead and continue working).
Let’s try the Repeat feature using shape formats.
1 Type text into each of the shapes on your page that don’t yet have text,
such as different first names in each.
2 Select the star shape.
3 Go into the Text dialog box and make the following changes:
× To enter the Text box, right-click the star shape and choose
Format, Text…
c Choose a different Font
c Make the font size big
c Choose a color for the text
On the Paragraph tab:
c Horizontal Alignment: Right
4 Repeat the formatting changes to another shape.
× Select the shape and press F4.
× Select another shape and press F4.
5 Quick save the file (Ctrl + S).
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Switch into the Send Mail page in your Class.vsd file and finish the
formatting according to the handout.
× Place a drop shadow on the top shape.
× Change the font to something bigger and bolder.
× Select fill color for the two decision shapes.
× Change the line between the Process and Document shapes (in the
bottom right-hand corner) to a dotted line.
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Copying Visio Drawings to Word
Q You CAN copy Visio drawings into a Word document, but keep the
following in mind:
c If the drawing is landscape (and you want it to be landscape in
Word), you have to place the drawing in a section of the document
that is formatted for landscape.
× When you select landscape for a section in a Word document,
the entire section will be landscape.
× When you insert new sections into a Word document, your
existing headers and footers will most likely be affected (so
take a look at the result and make any necessary changes).
× You will most likely have to change the margins in the
landscape section as well to accommodate your drawing.
Q You can do a regular Paste of the drawing into Word, or a Paste Link.
c Paste places a static copy of the drawing into Word.
× It WON’T change in Word if you make changes to it in Visio.
c Paste Link places a dynamic copy of the drawing into Word.
× It WILL automatically update in Word when changed in Visio.
‡
Be careful with Paste Link though.
× Any time you create a link between documents (between any
Windows programs), you have to make sure that the linked
document is always available when you access the document that
contains the link.
Put both files into the same folder on the same drive.
SUGGESTION:
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× This way, if you can access one of them, you should be able
to access the other as well.
Q Once the drawing page object is in Word, you can manipulate it as you
would most other graphics in Word.
× Within the class exercise I will suggest one or two things that you
might want to do with the graphic once it is inserted, but because
of space, time, and the scope of this class, I won’t go into depth
about manipulating graphics in Word.
To Paste an entire Visio drawing page into Word:
‡
For best results, FIRST set up your Word document to accept the
Visio drawing page:
× If the drawing page is landscape:
c Create a separate section in the Word document for the
landscape page(s)
c Change the orientation of the new section to landscape
c Change the margins in that new section to correspond
to the margins of the drawing page in Visio
× See the Microsoft Word - Sections and File Management class
handout for information about sections, and within that
handout, the section called Page Orientation (Portrait vs.
Landscape) for specific information about changing the
orientation to landscape.
l After you’ve readied the Word document, switch to the correct
drawing page in Visio.
l Select all objects on the drawing page.
× Press Ctrl + A.
l Copy.
× Press Ctrl + C.
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´ Switch into Word.
l With your cursor where you want the Visio drawing to appear,
Paste.
× Press Ctrl + V.
‡
When a graphic is inserted into a Word document, by default it is
anchored to the page on which it is placed.
× That is, it stays on that particular page, unless you move it
elsewhere, but even then, it’s placement is relative to
different points on that particular page (such as the top, the
left margin, etc.).
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´ Right-click the graphic, and choose Format Object…
´ On the Position tab, turn OFF Float over text.
‡
This makes the graphic act like any other regular character in
your document such as a letter or a hard return.
× However, it also means that you can’t have your
graphic “sit on top of” (float over) text on your Word
page. It will move aside any text nearby (i.e., text will
have to wrap around it).
To create a link between the Word document and the Visio
page:
Q Paste Link is the feature that allows you to Paste into Word (or
another Windows program) a Visio drawing page so that it will
automatically update in Word when edited in Visio.
‡
For best results, FIRST set up your Word document to accept the
Visio drawing page:
× If the drawing page is landscape:
c Create a separate section in the Word document for the
landscape page(s)
c Change the orientation of the new section to landscape
c Change the margins in that new section to correspond
to the margins of the drawing page in Visio
× See the Microsoft Word – Sections and File Management class
handout for information about sections, and within the
handout, the section Page Orientation (Portrait vs.
SUGGESTION:
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Landscape) for specific information about changing the
orientation to landscape.
l After you’ve readied the Word document, switch to the correct
drawing page in Visio.
Make sure that NOTHING is selected on the drawing page.
´ Go to Edit ¬ Copy Drawing.
´ Without closing Visio, switch into Word.
´ With your cursor where you want the Visio drawing to appear, go to
Edit ¬ Paste Special…
´ Select the Paste link: radio button.
Notice that Microsoft Visio Drawing Object is already selected.
´ Click OK.
‡
Now when you make changes to the drawing in Visio, the changes
will automatically appear in the Word document to which the
drawing is linked.
Let’s try a regular Paste and then a Paste Link.




1 Open the file S:\Training\Classes\examples\Anne – Classes\Skiing.doc
into Word.
× Enter the Windows Explorer by right-clicking the Start button on
the Taskbar, and choosing Explore.
× Switch to the S:\ drive.
Ready the Word
document
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× Navigate to the correct folder and double-click Skiing.doc.
2 Insert a Next Page section break before the Nature’s Symphony heading.
× With the cursor in front of Nature’s Symphony, go to Insert ¬
Break…
× Select Section breaks – Next page, and OK.
3 Immediately insert another Next Page section break (so that the section
with the landscape Visio drawing will be a completely separate section).
4 Press the Left Arrow once to place the cursor within this new section.
5 Change the orientation of the section to landscape.
× Go to File ¬ Page Setup…
× On the Paper Size tab, select Landscape.
Make sure that Apply to: is set to This section.
6 Change the margins for this one section to .25” for all 4 margins (top,
bottom, left, right).
Notice that Word will probably yell at you about the margins you
chose.
× If prompted, go ahead and click Fix for Word to make the
change necessary for you to have most of what you
requested.
× Click on the Margins tab.
× Press Tab and type .25.
× Press Tab to move to Bottom: and type .25.
× Continue for each margin setting.
Make sure that Apply to: is set to This section.
× Click OK.
7 Save As… your document, calling it Visio_skiing.doc.
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× Press F12 to enter the Save As… box.
8 Now you’re ready to Copy over the Visio drawing.
9 Switch back into Visio (press Alt + Tab).
10 Select all objects on the current drawing page (press Ctrl + A).
11 Copy (press Ctrl + C).
12 Switch back into Word.
13 Your cursor should still be in the correct location (within the new
landscape section).
14 Paste (press Ctrl + V).
Notice that the Visio drawing isn’t centered nicely on the
Word page.
15 Turn off the Float over text option in Format ¬ Object…
× Right-click the drawing and choose Format Picture… or Format
Object…
× On the Position tab, turn off Float over text, and click OK.
16 Switch back into Visio.
17 Select the text box object and replace the text within the box to say Just
Do It.
18 Switch back into Word.
19 Notice that the text in the text box within the Word document DIDN’T
change.
× We didn’t link the drawing this time.
20 Delete the drawing in the Word document.
× If there are little black boxes (handles) around the perimeter of the
drawing, press Delete.
× If you can’t see the handles, single-click on one of the objects
within the drawing, to select the drawing, and then press Delete.
Copy &
Paste
Visio 2003 Professional Basics


- 96 - Revised September 1, 2005
21 Switch back into Visio.




22 De-select all of the objects on the drawing page.
× Single-click somewhere on the white drawing page, but not on an
object.
23 Go to Edit ¬ Copy Drawing.
24 Switch into Word.
25 Your cursor should still be in the correct location, within the landscape
section.
26 Go to Edit ¬ Paste Special…
27 Select the Paste link: radio button.
28 Notice that Microsoft Visio Drawing Object is already selected.
29 Click OK.
30 Switch back into Visio.
31 Select the text box and type in this text: Will we see this change?
32 Switch back into Word.
33 Et voilà! You can already see the change.
34 Quick save the file (Ctrl + S).
Editing a Visio Drawing Placed in Word
Q If you placed the drawing in Word using Paste Link, you can just open
that file in Visio and make changes there.
× The changes will automatically appear in the linked Word file.
Q If you used a regular Paste, you have embedded the drawing in the Word
document.
Paste Link
Visio 2003 Professional Basics


Revised September 1, 2005 - 97 -
To edit an embedded (i.e., not linked) drawing in Word:
‡
The following instructions work if you have Visio loaded on your
machine as well as Word.
× I haven’t tested it when Visio is not loaded.
´ Double-click the drawing.
‡
Word opens a subset of Visio within Word so that you can edit the
objects as you would in Visio.
× Notice that the toolbars are now Visio toolbars.
× But the title bar at the top is still Microsoft Word.
´ When you are finished editing the shapes on the drawing, click
outside of the drawing border to take you out of the Visio interface.

Visio 2003 Professional

Basics

Information Technology Services (ITS) Training Department
University of Utah Health Sciences Center

-2-

Revised September 1, 2005

Visio 2003 Professional

Basics

ITS Computer Training
Statement of Purpose
Our purpose is to increase your knowledge and ability to use the software program related to this class. We hope to give you renewed confidence in performing these software tasks. You will receive training to help you your effectiveness and productivity. return to your job with new computer skills that immediately improve

Prerequisites
You should also be familiar with keyboarding and the use of a mouse, as well as have some knowledge of basic Windows operations to get the greatest benefit from this course.

Course Objectives
Learn the basics of creating a flow chart and manipulating shapes in Visio Learn how to: Add shapes to your drawing Move, re-size, delete, and connect shapes Insert text into shapes Quickly copy shapes Align shapes and space them evenly horizontally and vertically Format shapes (with such things as fonts, fill colors and patterns, drop-shadows, etc.) Group, Ungroup, Rotate, Flip, and Position shapes Work with multiple pages within your Visio file
Revised September 1, 2005

-i-

Visio 2003 Professional Basics Use Format Painter to copy formats-only from one shape to other shapes Repeat the last action performed quickly Copy Visio drawings into Word (using both Paste and Paste Link) Edit Visio shapes that have been pasted into Word . 2005 .ii - Revised September 1.

and the University Hospital’s Clinical information. within the scope of his/her employment. etc. use and/or disclosure of sensitive and confidential information. We are here for the patients: safeguarding their personal information is a part of that care. as necessary. clinical. The signing of the Confidentiality Agreement.iii - . which is required at the time of employment. faculty. students. and all other individuals (vendors. our computer systems are monitored.) under the control of the University of Utah Health patient. to provide needed services. 2005 . including termination of employment. Sciences Center (“UUHSC”) are required to maintain the confidentiality of DO NOT SHARE YOUR PASSWORD! Confidentiality is such an important responsibility that serious disciplinary consequences. financial. It also states that you will use only your own login and password and will not share it. In order to protect both patients and employees. temporaries. trainees. Staff. may result from inappropriate disclosures of confidential information and/or misuse of the computer systems. termination of employment may result from misuse of the computer systems and/or breach of patient confidentiality. UUHSC employees must strictly adhere to standards that govern authorized access to. passwords and electronic signatures. Revised September 1. or other sensitive information. states that you will protect both the patient’s personal medical information. Again. UUHSC employees will be held personally responsible for safeguarding security log-in processes.Visio 2003 Professional Basics Security and Confidentiality Patients furnish information to the UUHSC with the understanding and expectation that it will be kept confidential and used only by authorized persons.

About This Manual This manual was written by Anne Tompkins in ITS Training.iv - Revised September 1. please maintain the integrity of our documentation by not altering the original content and including the cover page credits where “Information Technology Services. Electronic or paper reproduction of ITS User Guide is welcome. . Questions may be directed to ITS Training. please contact Anne at (801) 587-6080. University of Utah Health Sciences Center” appears. however. If you have any questions or comments about the manual. 2005 .Visio 2003 Professional Basics Fair Use Policy The Office of Information Technology Services encourages the fair use and distribution of our documentation.

...............................................Visio 2003 Professional Table of Contents Basics ITS Computer Training .................................................................................... 16 Displaying Other (Extra) Stencils................................................................................................ 10 To get Visio Help on a shape:....................... 13 ...... 7 The Visio 2003 Drawing Screen ............................................................................................................................................................... 16 To Zoom using the toolbar:............................................................................................................................................................................................. i Statement of Purpose .............................................................................................. 12 Selecting Objects on the Drawing Page ................................................ 14 Entering Text Into a Shape .......................................................................................... 2005 Visio: .............................. i Fair Use Policy ............................................................................................................................ i Course Objectives .............................................................................................. 18 To display another stencil: .................................................................................................................. 18 Closing a Stencil......................................................................................................... 11 Adding Shapes to Your Drawing .......... 12 Moving Shapes on the Drawing Page ............................................................................................................................................................................................................................................... 5 To open a new blank drawing file (without stencils): ............................................................................... 6 To open a new drawing based on a particular template or wizard from within The Main Screen ....................................................................................... 1 Basic Steps for Creating a Drawing .......................... 9 Changing the Orientation (Portrait vs............................................................................................. 19 To re-size a shape by dragging: .............................. 14 Zoom ................. iii About This Manual ... 19 Re-sizing a Shape ..................................................................................................... 18 To switch between open stencils: ................................. 5 Opening a New Drawing (With or Without a Template) ....................................................................................... 10 Shapes ................................................................ 6 To select an object on your drawing page: ............................................................................................................................................ 19 Revised September 1.................................................................... iv Introduction to Visio 2003 Professional Edition ..................... 16 To Zoom using keystrokes AND mouse: ............................................... 11 Changing the Way a Stencil (Shape List) Displays ........... i Prerequisites ............................... Landscape) of the Drawing Page ............................................................................... iv Security and Confidentiality.............................................

.................................................... 54 To add a new page:............................................................................ 54 To delete a page: .... 33 To connect two shapes using the Connector Tool: ................................................. 20 Copying a Shape or Group of Shapes ................................................................ 37 To connect multiple shapes at once (one to the next): ............................................. 37 To delete a connection line: .................................... 21 To copy using Drag and Drop: ...................................................................................................................................... 30 To align shapes:............................................................................................................................ 56 To switch between pages in a Visio file: ........................................................................................................................................... 33 Connecting Shapes ............................................................................................................... 31 To distribute selected shapes:............................... 28 Displaying the Action Toolbar ................................ 2005 To add an existing feature button to a toolbar: .............. 26 To display the Action toolbar: ..................................... 22 To select multiple shapes:......................................................................................................................................................... 41 To add an extra connection point to a shape: ...... 47 To enter text in the middle of a connection line: ........................................................................................................................................................................... 58 Revised September 1................................................................................ 24 To re-size a shape to a specified height and width: ..... 56 To open a page into its own window: ........................... 46 To convert a 90° angle line to a straight line connector: ....... 30 To add multiple instances of the same shape quickly: ........................................... 43 To delete a connection point from a shape: ............................................................................................................ 30 Aligning Shapes....................................................................................................................................... 26 To delete a button from a toolbar: .......... 24 To select multiple shapes making the desired shape primary: .................................................... 37 To connect to the previous shape automatically when adding a new shape: ................................... 30 Spacing Shapes Evenly (Distributing Shapes)............................. 39 To change where a connection line lies on a page: ... 56 ................................ 20 Selecting Multiple Shapes at Once ........................................ 56 To re-order pages:................. 25 Customizing a Toolbar in Visio.................................................. 49 Working With Different Pages Within a Visio File .................................................................................................. 45 To use a connector shape from a Master stencil:..................................................................................................................................................................Visio 2003 Professional Basics To re-size a shape proportionally: ........ 51 To edit the name of an existing page: ...........................................

............................. 83 To copy formats-only to one other location: ..... 66 To change the shadow depth: ........................................ 63 The Formatting Toolbars ..................... 92 Editing a Visio Drawing Placed in Word ... 79 Flipping Shapes .............................................................................. 97 To copy formats to multiple locations: ................................................................. 59 Revised September 1........................................................................................................................................... 89 To Paste an entire Visio drawing page into Word: ................................. Borders) .... 74 To create a text box:..................... 65 Applying paragraph formats: ........................................................................................................................................................... 83 Changing the Shadow Depth for the Entire Page .................................. 86 Copying Visio Drawings to Word.... 64 To format an object using the Shortcut Menu:................................................................................................................. 77 Grouping and Ungrouping Shapes .................... Shading........................................................................................................................................................................................................................................................................................................................ 63 To apply text and shape formatting using the toolbars: ....... 85 To repeat the most recently applied format(s): ..........................................................................Visio 2003 Professional Basics To switch between the separate windows:...... 78 To group objects:................ 83 Repeat the Last Action Performed – F4 ................................................ 82 Format Painter................... 61 To “un-tile” the pages: ..... 76 Positioning Shapes Relative to Each Other ..................... 2005 ............................. 61 Formatting a Shape (Text................................................................................................................... not linked) drawing in Word:..................................... 90 To create a link between the Word document and the Visio page: ........................................................... 96 To edit an embedded (i............................................................. 79 To un-group objects:.................................................................................................................................................... 58 Creating “Floating” Text .................................................................... 81 Rotating Shapes .........................................................................................................................................................e........ 58 To tile the pages of one file: .................................

.

such as Java and Visual C++. but some references were left in for other versions when the differences for a particular feature were very pronounced and/or the feature was a much-used feature. There are other stencils available in the Visio Solutions Library series. you can have multiple pages within the same file.vsd. you can create flow charts. and corporate presentations.Visio 2003 Professional Basics Introduction to Visio 2003 Professional Edition Note that most of this training material was created using Visio 2003 Professional. including stencils for Revised September 1. Visio 2003 Professional is the version currently in use and that is taught in the ITS Training Center. and data systems analysts. business process designs. In Visio. It uses Unified Modeling Language which can handle a number of programming languages. You can copy objects from one page to another quickly to reduce creation time. financial reports. Drawing files in Visio are automatically given the extension Basic terminology: Stencils Pages or lists of related shapes that give you access to the appropriate type of shapes for the type of diagram you’re creating. Webmasters. It is especially designed for creating IT diagrams and conducting data systems analysis. Visio Professional goes beyond the basics and is geared more for software designers. -1- . Among other things. organizational charts. 2005 .

Visio 2003 Professional legal professionals (Crime Scenes). IT professionals (Visio Network Equipment). and business people who need more mapping capabilities (Visio Maps). 2005 . Basics network administrators (Visio Frame Relay Pack). -2- Revised September 1.

or add it to a page on a World Wide Web site. In the screen shot below you can see a list of the drawing groups that are available in Visio 2003 Professional. There is an Organizational Chart Wizard that steps you through the basic creation of an org chart. Included in the screen shot below is a list of the templates for the Flowchart grouping (to the right). 2005 -3- . includes several stencils. etc. Ex. Revised September 1. and each template You can insert a Visio drawing into a Word document or PowerPoint presentation.Visio 2003 Professional Wizards Basics Step you through the creation of a selected type of drawing/diagram. Each grouping includes several templates.

2005 . CorelDRAW 7. This includes some improved Web tools. You can create your own custom patterns. -4- Revised September 1. You can also export data from a Visio Gantt chart into . You can import Microsoft Project files saved in Microsoft Project Exchange (. Some miscellaneous facts and features: You can re-size the drawing page by using Ctrl + Drag on any edge of the page. and write the data to a spreadsheet or text file (an advanced topic). and display the data in a Visio Gantt chart. and line ends. stencils. fills. You can run reports that extract data from a drawing (such as an organizational chart) to quickly create an inventory report. You can search for and catalog shapes. There is a full-page view that lets you view the drawing pages without toolbars and other extraneous screen elements. and AutoCAD files. You can create organizational charts from data stored in a database table created in an ODBC-compliant database program (such as Excel or Access) (another advanced feature).Visio 2003 Professional Basics Visio makes publishing drawings as Web pages quick and easy. or templates stored on your computer or on the Visio Web site. You can import into your Visio drawing enhanced (32-bit) Metafiles.mpx format (an advanced feature).mpx) format.

. Connect shapes so they stay connected when you move them around on the page.e. Format the shapes. insert existing graphics saved in common graphics formats (such as . create and use your own shapes using the Visio drawing tools.. on the Main Window is an open Choose Drawing Type window. Change the page orientation (i. Opening a New Drawing (With or Without a Template) When you first start up Visio 2003. portrait or landscape). if needed.jpg). or you can select an on the right side of the screen. choosing the appropriate template. Add text to the drawing (e. Add shapes to your drawing page from already-displayed stencils. Print the drawing. 2005 -5- .Visio 2003 Professional Basics Basic Steps for Creating a Drawing The usual steps you’ll take to create a drawing in Visio 2003 are (although not always in this order): Open a new file. OR. within the shapes). Arrange shapes on the drawing page. OR. or add it to a page on a Web site. existing drawing that you’ve recently been working on in the Task Pane Revised September 1. as well as from other stencils you open. or insert it into a Word document or PowerPoint presentation.g. from which you can select a particular drawing template on which to base a new drawing.

select a Category and then a Template within that category by single-clicking each. To open a new blank drawing file (without stencils): Click the picture side of the New Drawing button open file (e. To open a new drawing based on a particular template or wizard from within Visio: From the Main Screen (see below). Click the drop-arrow of the New Drawing button. to get another drawing file based on the same template as the current choose one of the template types. Flowchart). 2005 .Visio 2003 Professional Basics Note that there are multiple ways of creating new and opening existing Visio files from within the Main Window. then move the mouse directly to the right and choose a specific template from that grouping of templates. choose one of the template types. Click the drop-arrow of the New Drawing button. See the section called The Main Screen starting on page 7 for more information on using this view. then move the mouse directly to the right and choose a specific template from that grouping of templates.. -6- Revised September 1.g.

Visio 2003 Professional Basics The Main Screen This view is displayed automatically when you launch Visio 2003. you can display it at any time by going to File Choose Drawing Type… New Revised September 1. 2005 -7- . however.

blank drawing A new drawing based on an existing drawing (similar to doing a Save As and renaming a drawing) A new drawing based on a template you’ve used recently We’ll open a new drawing based on the basic flowcharting template. click the Flowchart folder name on the left.Visio 2003 Professional Basics On the Task Pane (the right side of the screen). Select (single-click) the Basic Flowchart option in the middle. In the Main Window. 1 2 3 Launch Visio. 2005 . -8- Revised September 1. you can quickly open: A recently-opened (and saved) drawing A new.

Visio 2003 Professional Basics The Visio 2003 Drawing Screen Stencil Master Shape Menu ToolbarsDrawing Pag Page Tabs Status Bar Scroll Bars Revised September 1. 2005 -9- .

Landscape) of the Drawing Page From the drawing page whose orientation you want to change. 2005 . Ex. the X’s are on the corners and in the very middle. and click OK. select Landscape. go to File Page Setup… On the Print Setup tab. The connection points on similar shapes are not necessarily the same. The X’s designate connection points for connecting shapes together. On the Process shape from the Basic Flowchart Shapes stencil. 1 2 Shapes Go to File Page Setup… On the Print Setup tab. like this: On the Square shape from the Basic Shapes stencil. and click OK.10 - Revised September 1. select either Portrait or Landscape. When you use a shape from an existing template. the shape will have little blue X’s along the outside of the shape’s border. like this: .Visio 2003 Professional Basics Changing the Orientation (Portrait vs. Change our blank drawing page to landscape. the X’s are in the middle of each side.

but the connection points are in different locations. it might offer some useful information. each shape serves a different purpose in a flow chart. . but it is very limited. Place your mouse over a shape in a stencil (without clicking) and a callout bubble will appear with basic information about the shape.11 - . For less-obvious shapes. and thus.Visio 2003 Professional Basics You could re-size both shapes to look alike. and then select the desired display Revised September 1. select View option. Changing the Way a Stencil (Shape List) Displays You can change the stencil to display: Icons and Names Icons Only Names Only Icons and Details (includes the brief description of each shape) While pointing at the name of the stencil (the bar at the top of the stencil). To get Visio Help on a shape: Note that the Help for an individual shape isn’t very helpful in this version (it used to be more helpful). Check out the descriptions of some of the shapes on one of the flowchart stencils. right-click. 2005 .

and then return to the Icons and Names option. Add the Process shape (from the Basic Flowchart Shapes stencil) to the middle of our drawing page. 2005 .Visio 2003 Professional Basics Let’s try out all 4 display options. so you don’t have to be exact when you originally place it on the page. Just point at the shape on the appropriate stencil and drag it to the desired location on the drawing page. Selecting Objects on the Drawing Page The mouse will change shape when you choose some of the tools (buttons) on the toolbar.12 Revised September 1. Adding Shapes to Your Drawing You can easily re-position a shape once it is placed on the drawing page. such as the Connector Tool button As you move it over the drawing page. . . notice its shape. 1 Drag the Process shape to the middle of the blank page.

2005 .Visio 2003 Professional Basics The mouse becomes a black pointer (pointing up to the left) when you are in “select mode”. To select an object on your drawing page: If the mouse isn’t already the white pointer. you want to select objects on the drawing page. that is.13 - . Single-click the object that you want to select. Revised September 1. It is true that you can select objects sometimes when the mouse is not a black pointer. but sometimes Visio will do unwanted things when you click on objects and your mouse is not the selector arrow. click the Pointer Tool button or press Ctrl + 1 (on the regular keyboard) to get back to “select” mode.

Revised September 1. When you drag a shape onto the drawing page and let go. the shape remains selected (unless you click away from the shape within the drawing page).e. Click away from the shape into the drawing page to de-select the shape.. Using the sample Send & Print an E-mail with Attachment flowchart as our example. You can tell that the shape is selected when there are green boxes (handles) displayed along the borders of the shape. just begin typing. Click away from the shape to de-select it and accept the text. enter the text into the heading shape (i. Notice that the green handles appear when you move the shape. type the following heading: Send & Print an E-mail with Attachment Click away from the shape into a blank area of the drawing page to deselect the shape. 2005 . click and drag the shape to the new location.14 - With the shape selected. Entering Text Into a Shape With the shape selected. showing you that the shape is selected. the words Send & Print an E-mail with Attachment). Move our first Process shape to the top middle of the page.Visio 2003 Professional Basics Moving Shapes on the Drawing Page Point at the middle of the shape. 1 2 .

Replace any existing file with that name.vsd. Revised September 1. 2005 .15 - .Visio 2003 Professional Basics 3 Save the file as G:\(folder with your name)\Visio_Class.

2005 .16 - Revised September 1. the other doesn't. Try these two options: If your mouse has a roller ball between the left and right mouse buttons. To Zoom IN: Press Ctrl + Shift + Left-Click mouse. you can hold down the Ctrl key and use the roller ball to zoom in and out (roll the ball up and down). from the drop-list. page (to a finer detail). and choose one of the options To Zoom using keystrokes AND mouse: There are a couple of options. ). It seems that if one works. e.g.Visio 2003 Professional Basics Zoom The Zoom feature is very useful in Visio 2003 Professional. on the right side of the Standard toolbar. only one of which will probably work in your environment. making it easier to “drop” objects exactly To Zoom using the toolbar: Click the Zoom button (displays a percentage. As you zoom in (closer).. more gridlines are added to the drawing where you want them on the page. then press Enter. Click the Zoom button and type in the exact percentage you want. — OR — Do the mouse/keystroke combinations below to zoom IN or OUT. .

Visio 2003 Professional To Zoom OUT: Press Ctrl + Shift + Right-Click mouse. Basics Revised September 1. 2005 .17 - .

Move the mouse directly to the right and select the desired stencil from that grouping of stencils. Drag a picture over to your drawing page. We’ll open the Symbols stencil and select a shape from it (and then delete it from our drawing page). To switch between open stencils: Just click the long button that displays the stencil’s name above or below the displayed stencil. long buttons for the other open stencils appear above or below the newly displayed stencil. 1 2 3 . Move the mouse onto the folder that holds the desired stencil.18 - Click the Stencils button’s drop-arrow. but the names of the other stencils appear above or below the displayed stencil. To display another stencil: Click the Stencils button . Note that now that you have opened the new stencil. Go into the Visio Extras folder and select the Symbols stencil. Revised September 1. The shapes for only one stencil display. 2005 . We’ll also open the Basic Shapes stencil and leave it open.Visio 2003 Professional Basics Displaying Other (Extra) Stencils You can have multiple stencils available on the left side of your screen.

Re-sizing a Shape You can re-size a shape to a specified size (that is. Delete it from the page. you may stretch it such that it looks odd (it depends on the shape). Quick save the file (Ctrl + S).Visio 2003 Professional Basics 4 5 6 7 Re-size it. if desired. where you specify the width and height in inches or another measurement).19 - . Closing a Stencil Right-click the stencil’s long name button and choose Close. You can also select multiple shapes have them all re-size to the same size at the same time. Select the shape (single click in the middle). found in the Block Diagram folder. See To re-size a shape proportionally: below for instructions on re-sizing a shape so that it maintains its aspect ratio. With the shape selected. Close the Symbols stencil. To re-size a shape by dragging: Note that if you use a handle (one of the little boxes around the perimeter of the shape) to re-size the shape. Place the mouse on top of one of the colored handles (little boxes around the perimeter). 2005 . Revised September 1. Open the Basic Shapes stencil. just press Delete on the keyboard.

5” tall by opening the Size & X in the Size & Position box to close it. To re-size a shape to a specified height and width: Note that the Size & Position window will stay open so that you can re-size one shape after another. 2005 . and by specifying height and width measurements.5” and a height of 1.20 - Quick Save the file (Ctrl + S). drag one of the corner handles. Right-click the shape and choose View want for width and height. Right-click the shape and choose View Enter a width of 4.Visio 2003 Professional Basics Note that the mouse must change shape to a double-headed arrow. Drag the handle in the desired direction to make it bigger or smaller. In the appropriate text boxes. Revised September 1. 1 2 Drag a handle and make your shape WAY too wide and very narrow.5” wide by 1. until you are ready to close it. type in the exact measurement you X in the Size & Position box to close it. Click the Size & Position Window. Position window. Click the Size & Position Window.5”. 3 . Let's re-size our shape two different ways: by dragging a handle. Make the shape exactly 4. To re-size a shape proportionally: After selecting the shape.

21 - . or you can use the Shortcut menu that opens when you rightclick. This is a great idea if you have already customized (formatted) a shape to be different than the default shape coming off the stencil. 2005 . Revised September 1.Visio 2003 Professional Basics Copying a Shape or Group of Shapes You can use Drag and Drop to quickly copy a shape or selected group of shapes.

75” (tall). Copy the shape to the right four times using Ctrl + Drag to create all of the shapes for the top row. Hold down the Ctrl key and drag the shape(s) to the desired location. and Ctrl + V (Paste). Don’t space and align (top and bottom edges not lined up across the page horizontally) the shapes nicely.22 - Enter the text for each shape. If you can’t see the destination. 2005 . Quick Save the file (Ctrl + S). Henceforth.Visio 2003 Professional Basics To copy using Drag and Drop: Drag and Drop is only useful if you can see the desired destination for the shape(s) you are either moving or copying. use Ctrl + C (Copy).25” (wide) by . Let go of the mouse BEFORE the Ctrl key or you’ll just move the selected shape(s). Enter the text for the first shape. Let’s create the first line of shapes in our sample e-mail flowchart using the Drag + Drop option. since we will do that in the next few exercises. Select the shape(s) you want to copy. 5 6 . 1 2 3 4 Add a Process shape to the drawing page approximately where you’ll want the top line of shapes to start. then click away to accept it and deselect the shape. this process is referred to as Ctrl + Drag. Ctrl + X (Cut). Re-size the shape to be 1. Revised September 1.

Visio 2003 Professional Basics Revised September 1.23 - . 2005 .

Visio 2003 Professional Basics Selecting Multiple Shapes at Once If you select multiple shapes at once.24 - Revised September 1.g. formatting) on all of the selected shapes at once. You must completely encircle a shape for it to be selected. Point above and to the left of the first shape you want to select.. you can perform the same operation (e. 2005 . you can no longer re-size multiple shapes at once. They must be adjacent shapes. . Some examples of the things you can do to multiple shapes at once: Move them (they retain their original configuration) Copy them Change the font Add a drop shadow Add a color and/or pattern Align them Re-size them Delete them To select multiple shapes: There are three quick ways to select multiple shapes: Lasso them. ALL shapes found within the box you draw will be selected. Unfortunately.

With all shapes de-selected.Visio 2003 Professional Basics Drag + draw a box around all of the shapes you want to select. Combine options of shapes. Hold down the Shift key and lasso ALL of the shapes (including the shape you designated as the primary shape). select the shape that you want as the primary shape. Practice selecting multiple shapes using all 3 methods: Lasso method Shift + lasso method Click. 2005 . and then single click each additional shape. Hold down the Shift key. etc. Click… method Revised September 1. Shift + Click. However. sometimes you want to specify the primary shape while still using the lasso technique. Visio designates one of them as primary as part of the lasso operation. Select the first shape. you can’t specify the primary shape (for aligning. and by selecting one shape.). then holding down the Shift key while you lasso the entire group To select multiple shapes making the desired shape primary: If you (just) lasso multiple shapes to select them.25 - .

26 - Revised September 1. 2005 . you can add buttons for those features to any displayed displayed toolbar. If it isn’t displayed. . Right-click any toolbar and choose Customize… Select the Commands tab at the top. so check out the entire screen area to find it if it is checked in the shortcut menu. You can also create macros. To add an existing feature button to a toolbar: Make sure that the toolbar to which you want to add the button(s) is displayed. Note that when selected this way. point at any displayed toolbar. Toolbars can display as floating windows. you toggle ON and OFF the display of a toolbar.. and then assign them to a button on a have displayed. locked in place) on any of the four sides of the screen. or they can be “docked” (i.Visio 2003 Professional Basics Customizing a Toolbar in Visio If your favorite feature buttons don’t appear on the toolbars you like to toolbar.e. it is already displayed. If there is a check mark to the left of the toolbar in the shortcut menu. right-click and select (single-click) the name of the toolbar you want to display.

making sure that the I-beam is placed where you would like to place the button. then let go of the mouse. Revised September 1.Visio 2003 Professional Basics Click the category in which you expect to find the feature you want to add as a button to a displayed toolbar. 2005 . Drag the name of the feature to the toolbar where you want to place its button. Scroll down through the Commands: window on the right until you find the feature you want to add.27 - .

and let go of the mouse. Without having to enter the Customize box. Let’s add the Stamp Tool button of the Connector Tool button . drag the offending button off the toolbar (the mouse shape changes and includes a box with an X in it). then let go of the mouse (to the right of the Connector Tool button ) .28 - Revised September 1. Click the Drawing Tools category. 2005 . and let go of the mouse BEFORE letting go of the Alt key. hold down the Alt key and drag the button off the toolbar (the mouse shape changes and includes a box with an X in it). Scroll down through the Commands: window on the right until you find the Stamp Tool button . you can do this one of the following ways: Enter the Customize box as described in the previous instructions for adding a button to a toolbar. While in the Customize box.Visio 2003 Professional Basics To delete a button from a toolbar: With the toolbar displayed. to the Standard toolbar to the right 1 2 3 4 5 Right-click any toolbar and choose Customize… Select the Commands tab at the top. . making sure that the I-beam is placed where you would like to place the button. Drag the name of the button to the toolbar where you want to place its button.

Revised September 1.29 - . 2005 . 7 Click OK in the Customize box to accept these additions to the Formatting toolbar. Note that a separator bar appears to the left of the button you dragged.Visio 2003 Professional Basics 6 Separate the two buttons into their own grouping by dragging the leftmost of the two half way over the button to the right and letting go of the mouse.

picture side or go to Shape Let’s bottom align all of the shapes in the top row of shapes. 2005 . Click the Align Shapes button Align Shapes… in the menu. See the topic Selecting Multiple Shapes at Once starting on page 24 for instructions. . Revised September 1. Aligning Shapes You can have Visio align (line up) shapes along any of their four “sides” or vertically or horizontally through the middle of the shapes.Visio 2003 Professional Basics Displaying the Action Toolbar Some of the commonly used feature buttons have been removed from the two standard toolbars (Standard and Formatting) and placed on a new toolbar called Action. 1 . To display the Action toolbar: Right-click any displayed toolbar and select Action from the shortcut menu.30 - Lasso the shapes in the top row. and click OK. Display the Action toolbar. Select (single-click) the appropriate alignment option. To align shapes: Select all of the shapes you want to align.

Spacing Shapes Evenly (Distributing Shapes) You can tell Visio to space 3 or more selected shapes evenly either horizontally or vertically. Makes the distance between the bottom sides of each shape uniform vertically. selecting first the one by which you want to align all of the shapes. Evenly distributes shapes so the space is uniform between them vertically. 2 3 Use the Align Shapes button Quick Save the file (Ctrl + S). Evenly distribute shapes so the space is uniform between them horizontally. The outer-most selected shapes won’t move when you Distribute Shapes. Click… method. Revised September 1. de-select the shapes and then re-select them using the Click. to select the bottom align option. Makes the distance between the top sides of each shape uniform vertically. Makes the distance between the centers of the shapes uniform vertically.Visio 2003 Professional Basics If you don’t want to align the shapes by the shape with the different-colored handles. 2005 . Shift + Click.31 - . The inner shapes re-distribute themselves so that the space between each shape matches the selection you make in the Distribute Shapes box.

32 - Revised September 1. Makes the distance between the centers of the shapes uniform horizontally.Visio 2003 Professional Basics Makes the distance between the left sides of each shape uniform horizontally. 2005 . . Makes the distance between the right sides of each shape uniform horizontally.

Quick Save the file (Ctrl + S). Either lasso them. and click OK. Select all of the shapes in the row by lasso-ing them. Distribute them evenly from the center of each shape (the Distribute Shapes button ) .5” from the left edge of the page and that the last shape in the row is 0.Visio 2003 Professional Basics To distribute selected shapes: Make sure that the shapes on both ends of the row or column of shapes are in the correct location.5” from the right edge of the page. This is called a Dynamic connection. Shift + Click. 1 2 3 4 Make sure that the left-most shape is 0.33 - . picture side. the connection stays in place. Connecting Shapes When you connect shapes from connection point to connection point (the blue Xs on each shape). Distribute Shapes… in the menu. Click… Either: Click the Distribute Shapes button Go to Shape . We’ll distribute evenly (horizontally) the shapes on the first row. or use Click. Revised September 1. Select (single-click) the appropriate distribution. Select the shapes to distribute. 2005 . if you move one of the connected shapes.

straight. You can connect shapes using different kinds of lines (e.. if you want a different kind of connector (as defined by the different connector shapes in the stencil list).). If the connector end is GREEN. the connector line between the two shapes may become a kinked line (90o angles) to avoid other objects or to go around corners. a connecting arrow) changes to accommodate the new location. one to the next. no connection has been made. You can connect shapes the following ways: Draw a connector manually between shapes Have the connections made for you automatically as you drag shapes onto your drawing page Have Visio 2003 Professional automatically connect selected shapes. When you move one shape. make sure that the colored end of the connector turns RED to tell you that the connection has been made. such as the thickness of the line. you can change some things. dashed. etc.g. kinked. .Visio 2003 Professional The shape of the connecting line or object (e. However. etc. 2005 . if it is solid or dashed. That is. You can go back and edit the type of connecting line at any time. solid. There are 2 connector tools that share one button (with a drop-arrow) on the Standard toolbar: Note that the button picture changes to display the last connection type selected using the drop-arrow. you must delete one connector and apply another.g. Basics Ex.34 Revised September 1.. When connecting shapes. arrows.

See the instructions in the topic Customizing a Toolbar in Visio starting on page 26 for adding this button to the Standard toolbar.35 - . Revised September 1. 2005 . I recommend adding it to the Standard toolbar. but it has been removed from all the toolbars (as far as I can see).Visio 2003 Professional Basics Note also that the Stamp Tool used to appear on this drop-list.

If you haven’t already displayed the Action toolbar.36 - Revised September 1. No matter where one of the shapes is moved on the page. you can add all 5 shapes quickly using the Stamp Tool. the connection remains intact. Just right-click any toolbar and choose Action from the shortcut menu. 2005 . now would be . Allows you to use other connector shapes (that appear as shapes on the various stencils).Visio 2003 Professional Basics Connects from a connection point on one shape to a connection point on another shape. is now found on the Action toolbar. Creates multiple instances of a shape that you’ve selected from a Ex. Allows you to add extra connection points (blue Xs) where you want them on a shape so that you can connect wherever you want. We will also use the Stamp Tool stencil. for connecting shapes. You know that you want 5 of the same shape on your page. The Connect Shapes button the time to do that. The connector line “kinks” (in 90˚ angles) to avoid other objects between the connected shapes.

Visio 2003 Professional Basics To connect two shapes using the Connector Tool: Click the Connector Tool option recently selected connector tool. Either drag one shape onto the drawing page (and don’t de-select it). You’ll know that you “grabbed” the connection point (on both sides respectively) when a thick-lined box appears on top of the connection X on which your mouse is placed. or select an existing shape on the page.37 - . Revised September 1. To connect to the previous shape automatically when adding a new shape: This works when you’re dragging new shapes onto your drawing page. Shift+ Click. Note that the connection used is the one that “kinks” around other shapes (versus being a straight line between the connection points no matter what). 2005 . and drag to the desired connection point on the other shape. Place the mouse over the appropriate connection point (blue X) on one shape (the mouse changes to a tiny cross with a kinked arrow line). To connect multiple shapes at once (one to the next): Select the shapes using Click. from the drop-arrow that appears next to the button that displays the most Note that the mouse changes shape on the drawing page. Click… Click the Connect Shapes button on the Action toolbar.

. Notice that the shapes are automatically connected. from the Basics drop-arrow that appears next to the button that displays the most Drag another shape from the stencil. As long as you don’t do anything between adding new shapes to the page.Visio 2003 Professional Click the Connector Tool option recently selected connector tool.38 - Revised September 1. each new shape will be connected to the previously added shape. 2005 . Continue dragging new shapes to the drawing page.

Let’s use three of the connector tools.Visio 2003 Professional Basics To delete a connection line: Select the connection line by single-clicking it. Zoom in to 150% to see if the connector lines have arrow heads. 2 3 4 Delete that connection. Zoom out to Width using the Zoom button drop-list. Click the Connector Tool button (picture side. add them. Drag from the blue X connector of one shape to the desired blue X connector on the second shape. if it already displays). Click… Revised September 1. or do some other unwanted thing. you may add additional connection lines. 2005 . Select all of the connector lines at once with Click. Connect all of the shapes on the first line using the Connect Shapes button .39 - . 5 If the arrow heads are missing. click the Pointer Tool button Press Delete. So. pointing in the correct direction. 1 Connect the first 2 shapes on the top row using the Connector Tool . Note that if the mouse isn’t a black pointer arrow. or press Ctrl + 1 to get back to “select” mode before you select the connection line. Shift + Click. Click the Zoom button drop-arrow and choose 150%.

40 - Revised September 1. 2005 . choosing the arrow pointing to the left may make your arrows point .Visio 2003 Professional Click the Line Ends button Basics drop-arrow and choose one of the arrows pointing to the right (although there is a bug and to the right).

Revised September 1. To change where a connection line lies on a page: Sometimes you won’t like where one of the “kinked” connection lines lies on the page (perhaps it’s not centered between two objects). Select the last Process shape on the top row. Click the Connector Tool button . having Visio insert a connector line automatically between the last shape on the row above and the new Decision shape. If you can’t move the line to exactly where you want it because it jumps to the closest gridline. zoom in closer (to a higher percentage). 2005 . Delete those extra shapes. We want to go from the bottom middle point on the shape above to the top connector point on the Decision shape. Drag a Decision shape to the beginning of the next row. continue adding a couple of shapes to your drawing to see that they too are automatically connected to the previously added shapes. Make sure that the mouse is the white selector arrow before trying to move the connector line ends. drag the connector ends to the correct connection points. Remember that the connector line ends need to turn green to let you know that the connection was made. 7 8 9 10 For fun. 11 Quick Save the file (Ctrl + S). Type the following text into the new Decision shape: Attach files? If the connector line isn’t between the desired connection points.41 - . so you want to move it.Visio 2003 Professional Basics 6 Add a Decision shape to the left side of the second row of objects.

Visio 2003 Professional

Basics The higher the percentage, the easier it is to place an object (in this exercise, the connection line) exactly where you want it on a page because there are more grid lines per inch as you zoom in.

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Basics

Select the connection line itself. The ends of the connection line will be colored red or green, and there will be a green “box” somewhere in the middle of the line. Place the mouse over the green box near the middle of the line, and drag the line in the direction in which you would like the line to move.

Move the connection line you just inserted between the last object on the first row and the first object on the second row so that it’s closer to the top row of objects.

1 2 3

Select the connection line (if it isn’t already selected). Move the line by dragging its middle green handle (without zooming in). Zoom in to 150%. Click the Zoom button drop-list (the one that shows some percentage on the right side of the Standard toolbar, and select 150%.

4 5 6

Move the line again by dragging the middle green handle. Zoom back to Width. Quick Save the file (Ctrl + S).

To add an extra connection point to a shape:
This adds another little blue X connection point to the shape. Every extra connection point that you add is associated with an object on your page (even if you are able to add it to the space around an object).

Revised September 1, 2005

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Visio 2003 Professional

Basics In Visio 5.0, you could add a free-floating connection point to the page that wasn’t associated with any object, but it appears to no longer be the case. To be safe, make sure that the object to which you want to add the new connection point(s) is selected before you add any new connection points.

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To delete a connection point from a shape: Click the Connection Point Tool button Select the connection point to delete. .g..45 - . 2005 . It turns magenta/red. Hold down the Ctrl key and click where you want to place it within the shape or along its borders.Visio 2003 Professional Basics The mouse may jump all over the place when you’re trying to add a new connection point. If it does. Select the object to which you want to add one or more connection points. you might have more luck if you zoom in really close (e. Press Delete. So it looks like this: 1 Select the Decision shape and zoom in to 200%. Let’s add connection points in the middles of the right-side lines of the new Decision shape. Revised September 1. 200%) before trying to add a connection point. Click the Connection Point Tool button .

To use a connector shape from a Master stencil: Many of the stencils contain connector shapes. Move the Decision shape to make sure that the new connection points Delete the connection point that you placed inside of the shape. it won’t kink around other objects). Select the Decision shape. Zoom back to Width. 2005 . Hold down the Ctrl key and click where you want to place each point Add another connection point somewhere in the middle of the shape. Zoom back to 200%. is 8 9 10 Zoom back to Width.Visio 2003 Professional Basics . and click on the connection point you want to delete. 2 3 4 5 6 7 Click the Connection Point Tool button along its upper and lower right-side borders. Hold down the Ctrl key. usually at the bottom of the stencils. Make sure that the Connection Point Tool selected.46 - Revised September 1. The Line connector shape on the Connectors stencil always straight (that is. move with the shape. Quick Save the file (Ctrl + S). (in the Visio Extras folder) creates a connection line that is . Press Delete. There is also a new Connectors stencil in the Visio Extras folder. Ex. Choose the white selector arrow (or press Ctrl + 1).

Display the stencil that holds the specific connector shape you want to use. Remember that we added this button to the Standard toolbar (instructions on or near page 20). To convert a 90° angle line to a straight line connector: Insert the default connector using the Connector Tool button . Select (single-click) the connection point Master shape that you want to use. For a curved line using the Line-curve connector.Visio 2003 Professional Basics Ex. If you want it to be a straight line. Click the Stamp Tool button on the Standard toolbar . or always a curved line (and you Place the two shapes that you want to connect on the drawing page. The Line-curve connector shape determine how curved). Drag from connection point to connection point of the two objects to create the connection. drag it to the X that appears in the middle of the straight-line center of the new connector line.47 - . 2005 . Revised September 1. and drag the handle to the degree of curve you want to give the line. place the mouse on the yellow handle in the middle of the arched line that appears. that is on the Basic Flowchart Shapes stencil creates a connection line that is either always a straight line.

Visio 2003 Professional Right-click the connector line and select Straight Connector.48 - Revised September 1. Basics . 2005 .

you want the line itself to say something. Begin typing.Visio 2003 Professional Basics To enter text in the middle of a connection line: That is. Click away to accept the text. Enter the correct text into the new shape (Click the Send button). With the mouse in “select mode” (the white pointer). Then we’ll add straight connection lines between those two shapes and the Decision shape. 1 2 3 4 5 Add the Terminator shape after the Decision shape. 2005 .or double-click the connection line. Finally. single. . Enter its text (Click the paper clip button on the toolbar).49 - Revised September 1. Use the Line connector shape on the Connectors stencil (in the Visio Extras folder) to create the connections from the new connection points you added to the sides of the Decision shape to the middle connection points of the other two shapes (see the sample flowchart handout). we’ll enter the No and Yes text into the connection lines. Use Drag + Copy to copy a Process shape from the top row of shapes to below the Click the Send button shape. You can do this to any connector line. we’ll add the next two shapes to our drawing (Click the Send button and Click the paper clip button on the toolbar). such as Yes or No. According to our sample flowchart handout.

Connectors. With a Decision shape. 7 Move the connection line connecting points on the Decision shape to the right side point of the diamond. the connection lines should NOT start in the middle of the side lines of the diamond. 2005 .or double-click the connection line. Select the No connection line. Begin typing in the small text box that appears. Click the Stamp Tool Basics drop-arrow and go to Visio on the Standard toolbar. Click the Stencils button Extras. and 6 Add the words No and Yes to the center of the appropriate line. Click away to accept the text. Place the mouse on the red end of the line attached to the Decision shape.Visio 2003 Professional Display the Connectors stencil in the Visio Extras folder. Drag it to the corner connection point. 8 Quick Save the file (Ctrl + S). Select (single-click) the Line connector Master shape. . single.50 - Revised September 1. Drag from connection point to connection point of the two objects to create the connection. . Do the same for the Yes line. With the mouse in “select mode” (the black pointer). Remind them that they can insert a default connector line using the Connector Tool button then right-click it and choose Straight Connector.

Delete the Data shapes you just added to your drawing. Click the Pointer Tool (the black pointer) to turn OFF the Stamp Tool. we’ll delete them. Then. Single-click on the drawing page in each location where you want to place one of those shapes (4 times). Single-click on the drawing page in each location where you want to place one of those shapes. Let’s add 4 Data shapes from the Basic Flowchart Shapes stencil.Visio 2003 Professional Basics To add multiple instances of the same shape quickly: Select (single-click) the shape on the stencil that you want to add multiple times to your drawing. 2005 . click the Pointer Tool (the black pointer) to turn it OFF.51 - . Click the Stamp Tool . 1 2 3 4 5 Select (single-click) the Data shape on the Flowchart stencil. When you’re finished adding those shapes. Click the Stamp Tool . Revised September 1.

Remember that you must completely surround a shape for it to be included in the lasso. Re-size the Document shape to be 1” by 0. hold down the Ctrl key and drag the new group of objects to the appropriate area on the drawing page.Visio 2003 Professional Basics Let’s finish adding the shapes from the sample handout to our drawing. We want straight lines with these. Use the Connector Tool button Straight connector lines. Pointing at the middle of one of the selected shapes.52 - Revised September 1. Use the Connector Tool button three of the new shapes. 2005 . and then convert them to to connect the first . Add the Document shape to the near-end of the page according to the handout. Do a Ctrl + Drag to copy the group of 3 shapes (Attach file? and the 2 attached shapes and the connection lines) all at once. Its text is Double-click the file to insert. 3 4 5 6 7 8 Ctrl + Drag copy the Click the Send button to the end of the page.75”. Add text to the new shapes and edit text in the copied shapes according to the accompanying handout. Lasso the shapes you want to copy. to connect the last 2 shapes to the Click the Print button shape. not kinked lines. 1 2 Copy one of the Process shapes using Ctrl + Drag and enter the text for the shape that will be above the Print message? shape.

right-click each line and choose Straight Connector. If you don’t de-select the line. Visio thinks that you want to move the one connection instead of create a new one. Notice that you have to de-select the first connection line before you can drag to create the second.53 - . 2005 . Revised September 1.Visio 2003 Professional After connecting the shapes with the Connector Tool button Basics .

Working With Different Pages Within a Visio File You can have multiple pages within one Visio file. You can do the following to pages: Add new pages Delete pages Reorder pages Tile pages (place them side-by-side) You can also open each page into a separate window within Visio so that Ctrl + F6 will work to switch between pages. but it isn’t in an intuitive location. and so that each page has a tab at the bottom of the screen that you can click to access the page. . Note that there is a check box at the bottom of this dialog box that allows you to open the page into a separate window (so that it will have its own tab) right here.Visio 2003 Professional Basics 9 10 Change the mouse back to the white selector arrow. You can turn this on later. To add a new page: Either: Right-click one of the page tabs at the bottom and choose Insert Page… Go to Insert New Page… Select the contents of the Name box and type in a name for the page. Quick Save the file (Ctrl + S). or accept the default name.54 - Revised September 1. 2005 . The manual says that you can add as many pages as you want.

Visio 2003 Professional Click OK.55 - . Basics Revised September 1. 2005 .

Visio 2003 Professional

Basics

To delete a page:
Either: Right-click the page tab and choose Delete Page. Go to Edit OK. Note that in Visio 5.0 you could delete only one page at a time, but in Visio 2003, you can delete multiple pages at once by selecting multiple page names in this box using Shift for adjacent page names and Ctrl for non-adjacent page names. Delete Pages…

Select the name(s) of the page(s) to delete, and click

To switch between pages in a Visio file:
If you’ve opened each page into its own window, you can click the tab name at the bottom of the screen or press Ctrl + F6. If you haven’t opened each page into its own window, go to Edit Go to and select the page name.

To re-order pages:
Drag the tab for the page to the desired placement (look for the little black triangle above and between the tabs to show you where Visio will drop the tab when you let go of the mouse).

To edit the name of an existing page:
Either:

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Revised September 1, 2005

Visio 2003 Professional Double-click the tab at the bottom and type in the new name. Go to File Page Setup… Page Properties tab.

Basics

Change the name in the Name box, and OK.

Revised September 1, 2005

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Basics

To open a page into its own window:
Remember that you could have turned on the check box Open Page in New Window in the Page dialog box when you inserted a new page. When you save the file after opening the pages in separate windows, they will remain in separate windows into the future.

From another page in the file (not the page you want to open into its own window), go to Edit Go To Page… Select the name of the page, turn on the check box Open page in new window at the bottom of the window, and then OK.

To switch between the separate windows:
Press Ctrl + F6 or click on the tab at the bottom of the screen.

To tile the pages of one file:
Keep in mind that when you Tile the pages, Visio DOESN’T close the stencils on the left side of each of the screens. If you don’t want them to display for all of the tiled windows, close those stencils you don’t want to see and Visio will automatically expand those windows to fill up the space. Great feature! When the windows are tiled, you can drag shapes from any displayed stencil into any of the displayed pages. Before you can Tile the pages, each page must have been opened into its own window. Go to Window Tile.

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Revised September 1, 2005

And then you can switch between them with Ctrl + F6 or click their tab at the bottom of the screen. Revised September 1. Double-click the page tab and the bottom and type in the new name. 1 Re-name the first (and only) page in your file Send Mail. 3 Turn on the Open Page in New Window option for the Send Mail page. 2005 . Switch between the three pages in your file. Go to Edit Go To Page… Select (single-click) the Send Mail page name. Select a DIFFERENT page in your Visio 2003 Professional file.59 - . Check the Open page in new window box at the bottom. Let’s play with the different page options.Visio 2003 Professional Basics To “un-tile” the pages: Maximize one of the page windows and they will all act Maximized. 4 5 Quick Save the file (Ctrl + S). and click OK. 2 Insert two new pages (Practice and Shapes) and have them open into their own windows. Press Enter to accept the new name. Make sure to turn on the Open Page in New Window check box at the bottom. Go to Insert New Page… for one new page. Right-click one of the page tabs and choose Insert Page… for the other.

Delete the Practice page. Shapes. Switch to the Shapes page.Visio 2003 Professional Press Ctrl + F6 and click the page tabs. Drag to move the page tabs. Right-click the page tab and choose Delete Page. Basics 6 7 8 9 Re-order the pages so that they are in this order: Send Mail. Quick Save the file (Ctrl + S). if you aren’t already there.60 - Revised September 1. . 2005 . Practice.

Note that you might want to choose the Pointer Tool (white pointer) or press Ctrl + 1 before you click away so as not to create another text box. To create a text box: Click the Text Tool on the Standard toolbar. not the left side). You can re-size and/or move the box later. On the Shapes page.. Drag + draw a box on the drawing page where you want the text box to go.61 on the Standard toolbar. Drag + draw a box on the drawing page where you want the text Revised September 1. Click away from the box to accept the information into the text box. Click the Text Tool box to go.. Begin typing the contents of the text box. we’ll create a text box. . 1 Create a text box somewhere on the Shapes page.Visio 2003 Professional Basics Creating “Floating” Text You can create a text box without any borders or background color (so it appears as though it’s floating). or just click on the page where you want to start typing (note that where you click will be the middle of the text box. 2005 . and enter the text My mother and your mother were hanging up clothes. Don’t worry about the initial size or position of the text box you create.

62 - Revised September 1. Click away from the box to accept the information and de-select the text box. 2005 .Visio 2003 Professional Basics Type in My mother and your mother were hanging up clothes... 2 Quick Save the file (Ctrl + S). .

there are usually more options if you open the particular dialog box. you will select whichever format is pictured there (the picture changes according to the last option selected). If you click the drop-arrow on one of these buttons. a palette of possibilities will open for you. if you click the picture side. If the button has a picture side and also a drop-arrow. some of them now work. Although many formatting options have associated buttons.Visio 2003 Professional Basics Formatting a Shape (Text. Borders) Many of the formatting options have associated buttons on the toolbars. in Visio 2003 Professional. such as: Ctrl + B for bold Ctrl + I for italics Ctrl + U for underline The Formatting Toolbars There are 3 formatting toolbars in Visio 2002 that include useful buttons: Formatting Revised September 1. Note that the Word 2003 text and paragraph formatting quick keystrokes DON’T work here.63 - . Shading. 2005 . such as: Ctrl E for center align Ctrl + ] (closing square bracket) to increase the font size one point size However. Click to select the desired option.

. you need to select that text first. the picture changes according to the last option selected). Remember that if you want to format just part of the text within the object. just click the tool to apply the format. Do one of the following: If the button has a drop-arrow associated with it. Select the object whose text or object you want to format.g.Visio 2003 Professional Format Text Basics Format Shape To apply text and shape formatting using the toolbars: If you select the object (e. the text formatting gets applied to ALL of the text within the object. . select just that text before applying a text format.64 - Revised September 1. or click the drop-arrow and choose from a palette of possibilities. 2005 .. If the desired tool does NOT have a drop-arrow.e. click the picture side of the button to select whichever format is pictured there (i. a text box or shape object) without selecting any specific text within it. If you want to format only part of the text within the object.

Visio 2003 Professional Basics To format an object using the Shortcut Menu: Select the object you want to format: Right-click within the object. and choose Format to see this menu: Revised September 1. 2005 .65 - .

Applying paragraph formats: In Word.66 - Revised September 1. If you want to apply a paragraph format to every paragraph within your shape. If you want to apply a paragraph format to just one paragraph within a shape. if you just place the cursor anywhere within a paragraph and apply a paragraph format. If you entered a dialog box. 2005 . it will affect the entire paragraph.e. i. Not so in Visio. … after the option) or to apply the format.. make your selections. just select the entire shape and then apply the format. you’ll have to select the entire . then click OK.Visio 2003 Professional Basics Or choose Shape from the Shortcut menu to see this menu: Select the appropriate option to enter its dialog box (if there is an ellipsis.

67 - . 2005 .Visio 2003 Professional Basics paragraph (and only that paragraph) before applying the paragraph format. Revised September 1.

1 Copy the My mother and your mother were hanging up clothes. 2 Font & Font De-select the text box. 3 4 5 . Press End to de-select the text and move to the end of the selected text. select the text box. Press Enter and Paste again. Note that you can only go up to 60 pt.68 - Let’s make the font size 80 pt. to see how it’s done in the Text formatting box. Double-click within the text box (it highlights all of the text).. Press Ctrl + C to Copy.Visio 2003 Professional Basics We’ll try out some of the text and other object formatting. Press Ctrl + V to Paste the text. As long as the shape is selected with a single-click.. Press Enter to go to a new paragraph. or go into the Text formatting box to make the change. you’ll have to type in the point size you want after you click the drop-arrow. Just single-click it. Click outside the box. 2005 . Revised September 1. using the Font Size droplist. Now let’s format the text box. If you want a bigger point size. text in the text box you created and paste it into two more consecutive paragraphs within the same text box. all of the text within the shape will receive the text formats you apply. Change the font of the all of the text at once using the Font and Font Size drop-list buttons on the Text toolbar at the top.

say one and a half blank lines (i. Sometimes if you use the drop-list button for an option. Note that if you drop down the list of point sizes. Place the mouse on one of the corner handles (green boxes). You’ll just have to play around with each thing. We’ll open space AFTER each of the first two paragraphs. it won’t work. text..) 6 7 Change the font back to size 24 pt. (Sounds like a bug.e. and then press Enter. Revised September 1. when you right-click. Re-size the text box so that the font fits nicely in the text box. Sometimes if you right-click and choose the option.Visio 2003 Professional Right-click the text box. 8 Paragrap h Let’s open some space between the paragraphs in our text box.69 - . Visio won’t accept the change. 18 pt. the option is Format Text… Click on the existing point size itself (not the drop-list). and CLICK OK immediately without doing anything else. drag down and out or up and out to make the box bigger. We’ll do this to one paragraph at a time to let you try out the Repeat (F4) feature. Type in 80.. and when the mouse changes to a double black arrow. Note that some of these text and paragraph formats are finicky. and choose Format Text… Basics If you’ve double-clicked to enter the text box and select the directly off the shortcut menu. it won’t work. type the size you want. 2005 . using the drop-list on the toolbar. but not the last one (because we want the paragraphs to center vertically correctly in the text box).)..

Not so in Visio. you’ll have to select the entire paragraph (and only that paragraph) before applying the paragraph format. just select the entire shape and then apply the format. 2005 . .70 - Revised September 1. it will affect the entire paragraph. if you just place the cursor anywhere within a paragraph and apply a paragraph format. If you want to apply a paragraph format to every paragraph within your shape. although there are probably other ways. Remember that in Word.Visio 2003 Professional Basics I will suggest ways that DO work for me. If you want to apply a paragraph format to just one paragraph within a shape.

Then apply the different text alignment options.Horizontal 2 Center . Basics Double-click the shape to enter into the shape (all of the text within the shape should be selected).Horizontal 3 Right . enter 18 in the Spacing After box. and 1 2 3 4 5 6 1 Left . Press F4 to apply the last formats you applied (18 pt. AFTER).Visio 2003 Professional With this in mind. Triple-click within the one paragraph you want to select. 4 Bottom . 2005 . 10 Text Alignmen Try the different text alignment options using the alignment buttons on the Formatting and Format Text toolbars.Vertical Revised September 1. Single click within the shape to de-select all of the text.Vertical End up with Center – Horizontal and Center – Vertical. 9 F4 Repeat Repeat that option for the second paragraph in the text box. Make sure to select the entire paragraph and no extra text. and then single-clicking it again to select the entire box.Vertical 6 Top . Right-click within the selected paragraph. select the entire first paragraph only. and click OK. and choose Format Text… On the Paragraph tab. Select paragraph two using the steps above.Horizontal 5 Center . Select only the text box by clicking away from the text box.71 - .

12 Make sure that the Basic Shapes stencil is open on the left side of your screen. Notice that Visio shadows the text because no (box) fill color has been selected yet. Add a line using the Line Weight button Add a color to the line using the Line Color button drop-list. Turn off the shadow. .Visio 2003 Professional Basics 11 Drop Shadow Let’s try out the drop shadow option to see how it works. Let’s add a line to the border of the text box (before continuing with the drop shadow).72 - Revised September 1. Visio doesn’t recognize that the box exists. In Visio. Since we haven’t chosen a color for the top box yet. the bottom box offset a little from the top box. one on top of the other. Go ahead and choose the fill color you really want. 2005 . shadow boxes are actually two separate boxes. Click the Shadow Color button’s palette of possibilities. Make sure that only the text box is selected (and not just the text within it). drop-arrow to open a Object Fill Color/Line Add a white background fill color to the text box itself using the Fill Color button drop-list . Now select a shadow color using the Shadow Color button. Choose one of the possibilities directly off the palette. Go back into the Shadow Color drop-list and choose No Shadow. drop-list.

Click the drop-arrow and choose from the displayed palette. Let’s round the corners (in this case the points of the star) using the Corner Rounding button . Select the star and let’s play with it. and select Block Basics 13 14 15 Rounding Corners Add 4 different shapes from the Basic Shapes stencil. including at least one star. click the Open Stencil button Diagram and then Basic Shapes.Visio 2003 Professional If it isn’t.73 - . Revised September 1. 2005 .

Let’s add a background color (Fill Color) to the star. or click More Fill Patterns… to access more 17 Fill Color Text vs. to choose a fill pattern from the drop-list palette. drop-arrow to access the 18 19 Quick save the file (Ctrl + S). but we’ll just use the Fill Color button on the toolbar instead. You’ll have to make this change separately to each page in your Visio file. 2005 . We’ll use the Fill Color button background colors. Use the Shadow Color button . Add a drop shadow to the star. Use the Fill Pattern button options. Note that you can choose a background color for the shape in the Background: drop-list here as well. The change will affect your entire drawing page.74 - Revised September 1. Changing the Shadow Depth for the Entire Page You can’t change the shadow width of just selected objects. Choose a color for the pattern lines or dots (or center of a gradient) in the Foreground: drop-list.Visio 2003 Professional Basics 16 Selecting a Pattern Add a pattern inside of the star. You can select from a variety of gradients in the Patterns: drop-list inside of More Fill Patterns… Choose a gradient for the pattern in the Pattern: drop-list (at the bottom). and a color to accompany the pattern. .

the light source).e.75 - . Revised September 1..Visio 2003 Professional Basics If you make one or both offset numbers negative ( .). 2005 . you will change the direction of the shadow (i.

Visio 2003 Professional Basics To change the shadow depth: Within the page whose shadow depth you want to change. change the X Offset: and/or Y Offset: settings in the Size & position area in the middle of the box. -. On the Shadows tab. 1 2 3 Go to File Page Setup… the Shadows tab. 2005 .76 - Revised September 1. Let’s make the shadows shallower on our active page. Change the X Offset: to . go to File Page Setup… the Shadows tab.06.06 and the Y Offset: to Quick save the file (Ctrl + S). .

2 While the star is still selected. While the star is still selected. The Send to Back and Bring to Front buttons move the selected shape to the very back or very front of multiple shapes. Order. Note that it is easy to place an entire shape behind another shape. making sure that half of the star is ABOVE the top edge of the text box. Move the star on top of the text box. and so on until you get to the layer of shape you’re trying to access. Revised September 1. you can format or move the selected shape. right-click the star and choose Send to Back. Bring Forward Let’s try the Send to Back and Bring to Front options. bring it to the front using the Bring to Front option on the Shortcut menu (right-click menu). just click once to select the top shape. Send Backward Shape. and then click again (don’t double-click) to select the shape behind the top shape. 1 Let’s have the star peek over the top edge of the text box (from behind). Once it is selected.77 - . If you do this and you want to get to the shape underneath. Order. 2005 . you can tell Visio which shape you want to be in front of (or behind) surrounding shapes. These are: Shape. There are also menu options that allow you to move the shape back or forward one level of shapes at a time.Visio 2003 Professional Basics Positioning Shapes Relative to Each Other With overlapping shapes.

You can then format the one object without formatting all of . and then single click to select each additional shape. They must be adjacent shapes. Drag + draw a box around all of the shapes you want to select. Remember that to select multiple shapes at once: Lasso them. Hold down the Shift key. 2005 . and then singleclicking the individual object within the group. the objects within the group. but you don’t have to. If you want to make a change to one object in a group. you can them move them around and treat them as one unit. You can select an object that is part of a group by first singleclicking the group (the entire group is selected). Point above and to the left of the first shape you want to select. Select the first shape.78 - Revised September 1.Visio 2003 Professional Basics Grouping and Ungrouping Shapes When you group a number of shapes. you could Ungroup the group. You have to completely surround all shapes you’re selecting. ALL shapes found within the box you draw will be selected.

Click…). Point at any shape in the group and drag. 2005 . 1 2 3 4 5 Move all of the shapes (except the text box) to somewhat near each other.79 - Revised September 1. Click the Group button on the Action toolbar. Right-click one of the selected objects and choose Shape Group. . Select a background color for all of the grouped shapes at once. Let’s try out the Group and Ungroup options. Shift + Click.Visio 2003 Professional Basics To group objects: Select all of the objects you want to group (using one of the techniques mentioned above). or Click. Either: Click the Group button on the Action toolbar. Move the group of objects around. Right-click one of the selected objects and choose Shape Ungroup. Either: Click the Ungroup button on the Action toolbar . Select all of the shapes (except the text box) using either method described above (lasso. To un-group objects: Select (single-click) one of the objects in a group of objects. Group the selected shapes.

.80 - Revised September 1. Click the Ungroup button on the Action toolbar . Ungroup the shapes. 2005 .Visio 2003 Professional Basics Select a background color from the Fill Color button drop-list. Press Ctrl + Z. 6 7 Undo that color selection.

81 - . 2005 . 1 2 3 Group the same shapes again.Visio 2003 Professional Basics Flipping Shapes horizontally. Flip them vertically. Either: Right-click the selected object(s). Revised September 1. You can flip shapes (either single or grouped shapes) vertically or Select the shape or group of shapes. choose Shape and choose one of the following options: Use the corresponding buttons on the Action toolbar: We’ll group the shapes again and try out the flipping options. Flip the shapes horizontally.

82 - Revised September 1. either to the right or to the left. Either: Right-click the selected object(s). and Rotate Left . Ungroup the shapes. 1 2 With the shapes still grouped. choose Shape and choose one of the following options: Use the corresponding buttons on the Action toolbar: Let’s try out the rotating options. use the Rotate Right buttons. Select the shape or group of shapes.Visio 2003 Professional Basics Rotating Shapes You can rotate single or grouped shapes in 90˚ increments. 2005 .

font. When finished copying the selected formats. alignment. Note that ALL formats will be copied. borders. To copy formats to multiple locations: Select the object that HAS the desired formats. Select the first shape to which you would like to copy the formats.83 - . including shading. borders. colors. To copy formats-only to one other location: Select a shape that HAS the desired formats. colors. shadow. Notice that the Format Painter button de-selects (turns off) after you select the destination shape. click the Format Painter button to turn off Format Painter. ALL formats will be copied. Remember. etc. including shading. 2005 . Continue to select shapes (to which you want to apply the selected formats). Revised September 1. colors. font. etc. ALL formats will be copied. shadow. alignment. alignment. font. including shading. Single-click the Format Painter button . Double-click the Format Painter button .Visio 2003 Professional Basics Format Painter As in many Microsoft programs. the Format Painter allows you to copy all of the formats of a selected shape to one or more other shapes. Remember. Select the shape to which you would like to copy the formats. etc. shadow. borders.

2005 . Basics .84 - Revised September 1.Visio 2003 Professional Or. press Esc.

Single-click each shape you want to copy the formats to. Single-click the Format Painter button formats. Revised September 1. etc. as well as the application of formatting. 2005 . Select (single-click) the shape to which you want to copy the 2 Copy the formats to multiple shapes using Format Painter. Select the star shape (or the other shape that has the formats). Select the star shape. You can repeat the same action multiple times to different shapes. Press Esc when finished (or single-click the Format Painter button again). 1 Copy the formats from the star shape to (only) one other shape.Visio 2003 Professional Basics Let’s try it out. . and can be used to repeat other actions. This actually repeats the very last action you performed. Repeat the Last Action Performed – F4 This is a great option that allows you to apply the most recent formatting change(s) you made. Double-click the Format Painter button.85 - .

font size. DON’T delete the text at that moment. Ex. You go into the Text dialog box to choose a new font style. and the next time you select text and press F4 to repeat. and press F4.86 - Revised September 1. To repeat the most recently applied format(s): Immediately after applying one (or multiple. You repeat it once on another shape. If you go into a dialog box to make changes—such as Font changes in Format Text…. . or else Delete will become your new last action. You repeat it again on yet another shape. and font color all at once. 2005 . After saying OK to all the changes you made there. Ex. that you want to delete before repeating the vertical center alignment format. Then you see some text in the next shape. and will treat all of those changes as one action. Visio will remember all of the changes you made while in that dialog box.Visio 2003 Professional Basics Just make sure that you don’t do any new action while you’re in the middle of serially repeating an action. Visio will Delete the selected text. you could immediately select another shape and press F4 to apply ALL of those changed formats to that other shape. Say that you just vertically centered the text in a shape. if in a dialog box) format(s): Select the shape to which you want to copy those format(s).

1 2 3 Type text into each of the shapes on your page that don’t yet have text. 5 Quick save the file (Ctrl + S).Visio 2003 Professional Then select the next shape to which you want to copy the format(s). you don’t have to turn anything off (just go ahead and continue working). Basics Do this without performing any other action(s) until you are finished repeating this particular action of formatting shapes. Select the star shape. 2005 . right-click the star shape and choose Format. Text… Choose a different Font Make the font size big Choose a color for the text On the Paragraph tab: Horizontal Alignment: Right 4 Repeat the formatting changes to another shape. Let’s try the Repeat feature using shape formats. Select the shape and press F4. and press F4. Select another shape and press F4. such as different first names in each. Continue applying the format(s) using the F4 key. When you have finished repeating the last action.87 - . Go into the Text dialog box and make the following changes: To enter the Text box. Revised September 1.

2005 .vsd file and finish the formatting according to the handout.Visio 2003 Professional Basics Switch into the Send Mail page in your Class. Change the line between the Process and Document shapes (in the bottom right-hand corner) to a dotted line. . Select fill color for the two decision shapes. Change the font to something bigger and bolder. Place a drop shadow on the top shape.88 - Revised September 1.

When you insert new sections into a Word document. Be careful with Paste Link though. It WON’T change in Word if you make changes to it in Visio. SUGGESTION: Put both files into the same folder on the same drive. or a Paste Link. When you select landscape for a section in a Word document. You will most likely have to change the margins in the landscape section as well to accommodate your drawing. Revised September 1.Visio 2003 Professional Basics Copying Visio Drawings to Word You CAN copy Visio drawings into a Word document.89 - . Paste Link places a dynamic copy of the drawing into Word. You can do a regular Paste of the drawing into Word. 2005 . It WILL automatically update in Word when changed in Visio. Paste places a static copy of the drawing into Word. you have to place the drawing in a section of the document that is formatted for landscape. Any time you create a link between documents (between any Windows programs). you have to make sure that the linked document is always available when you access the document that contains the link. the entire section will be landscape. but keep the following in mind: If the drawing is landscape (and you want it to be landscape in Word). your existing headers and footers will most likely be affected (so take a look at the result and make any necessary changes).

Copy. To Paste an entire Visio drawing page into Word: For best results. you should be able to access the other as well. I won’t go into depth about manipulating graphics in Word. Once the drawing page object is in Word. the section called Page Orientation (Portrait vs. you can manipulate it as you would most other graphics in Word. Within the class exercise I will suggest one or two things that you might want to do with the graphic once it is inserted. but because of space. 2005 . Select all objects on the drawing page. if you can access one of them.90 Revised September 1.Visio 2003 Professional Basics This way. and the scope of this class. Press Ctrl + A. time. . and within that handout. After you’ve readied the Word document. FIRST set up your Word document to accept the Visio drawing page: If the drawing page is landscape: Create a separate section in the Word document for the landscape page(s) Change the orientation of the new section to landscape Change the margins in that new section to correspond to the margins of the drawing page in Visio See the Microsoft Word . switch to the correct drawing page in Visio. Landscape) for specific information about changing the orientation to landscape.Sections and File Management class handout for information about sections. Press Ctrl + C.

That is.Visio 2003 Professional Switch into Word. Press Ctrl + V. Paste.91 - . Basics When a graphic is inserted into a Word document. it stays on that particular page. With your cursor where you want the Visio drawing to appear. 2005 . unless you move it elsewhere. by default it is anchored to the page on which it is placed.). etc. but even then. it’s placement is relative to different points on that particular page (such as the top. Revised September 1. the left margin.

text will have to wrap around it). However.Visio 2003 Professional Basics SUGGESTION: Right-click the graphic. For best results.92 - Revised September 1. and choose Format Object… On the Position tab. FIRST set up your Word document to accept the Visio drawing page: If the drawing page is landscape: Create a separate section in the Word document for the landscape page(s) Change the orientation of the new section to landscape Change the margins in that new section to correspond to the margins of the drawing page in Visio See the Microsoft Word – Sections and File Management class handout for information about sections.. To create a link between the Word document and the Visio page: Paste Link is the feature that allows you to Paste into Word (or another Windows program) a Visio drawing page so that it will automatically update in Word when edited in Visio. This makes the graphic act like any other regular character in your document such as a letter or a hard return.e. 2005 . turn OFF Float over text. it also means that you can’t have your graphic “sit on top of” (float over) text on your Word page. It will move aside any text nearby (i. the section Page Orientation (Portrait vs. and within the handout. .

Visio 2003 Professional Landscape) for specific information about changing the orientation to landscape.doc Revised September 1. Let’s try a regular Paste and then a Paste Link. go to Edit Paste Special… Select the Paste link: radio button. switch to the correct drawing page in Visio. switch into Word. Open the file S:\Training\Classes\examples\Anne – Classes\Skiing. Make sure that NOTHING is selected on the drawing page. Ready the Word document 1 into Word. and choosing Explore. Enter the Windows Explorer by right-clicking the Start button on the Taskbar. Switch to the S:\ drive. Without closing Visio. Now when you make changes to the drawing in Visio.93 - . Click OK. 2005 . Notice that Microsoft Visio Drawing Object is already selected. Basics After you’ve readied the Word document. the changes will automatically appear in the Word document to which the drawing is linked. With your cursor where you want the Visio drawing to appear. Go to Edit Copy Drawing.

2005 . 3 4 5 Immediately insert another Next Page section break (so that the section with the landscape Visio drawing will be a completely separate section).Visio 2003 Professional Navigate to the correct folder and double-click Skiing. Make sure that Apply to: is set to This section. Revised September 1. right). If prompted. Notice that Word will probably yell at you about the margins you chose. select Landscape. Make sure that Apply to: is set to This section. and OK.94 - Save As… your document. Continue for each margin setting. Press the Left Arrow once to place the cursor within this new section. Change the orientation of the section to landscape.25” for all 4 margins (top. go to Insert Break… Select Section breaks – Next page.25. go ahead and click Fix for Word to make the change necessary for you to have most of what you requested.doc. Click OK. bottom. calling it Visio_skiing. Press Tab and type . 7 . With the cursor in front of Nature’s Symphony. Press Tab to move to Bottom: and type .25. left. 6 Change the margins for this one section to . Go to File Page Setup… On the Paper Size tab.doc. Click on the Margins tab. Basics 2 Insert a Next Page section break before the Nature’s Symphony heading.

Paste (press Ctrl + V).Visio 2003 Professional Copy & Paste Press F12 to enter the Save As… box. Revised September 1. 15 Turn off the Float over text option in Format Object… Object… Right-click the drawing and choose Format Picture… or Format On the Position tab. and then press Delete. Switch back into Word. Your cursor should still be in the correct location (within the new landscape section). We didn’t link the drawing this time. single-click on one of the objects within the drawing. Basics 8 9 10 11 12 13 14 Notice that the Visio drawing isn’t centered nicely on the Word page. press Delete. Now you’re ready to Copy over the Visio drawing. 2005 . 16 17 18 19 20 Switch back into Visio. Select all objects on the current drawing page (press Ctrl + A). If you can’t see the handles. turn off Float over text.95 - . Delete the drawing in the Word document. Select the text box object and replace the text within the box to say Just Do It. If there are little black boxes (handles) around the perimeter of the drawing. Notice that the text in the text box within the Word document DIDN’T change. Switch back into Word. and click OK. Switch back into Visio (press Alt + Tab). to select the drawing. Copy (press Ctrl + C).

Notice that Microsoft Visio Drawing Object is already selected. . Quick save the file (Ctrl + S). Your cursor should still be in the correct location. you can just open that file in Visio and make changes there. but not on an object. 22 23 24 25 26 27 28 29 30 31 32 33 34 De-select all of the objects on the drawing page. 2005 .Visio 2003 Professional Basics 21 Paste Link Switch back into Visio. Click OK. Editing a Visio Drawing Placed in Word If you placed the drawing in Word using Paste Link. within the landscape section. Switch into Word. Go to Edit Paste Special… Select the Paste link: radio button. The changes will automatically appear in the linked Word file. you have embedded the drawing in the Word document. Single-click somewhere on the white drawing page. Go to Edit Copy Drawing.96 - Revised September 1. Et voilà! You can already see the change. If you used a regular Paste. Switch back into Visio. Select the text box and type in this text: Will we see this change? Switch back into Word.

click outside of the drawing border to take you out of the Visio interface.Visio 2003 Professional Basics To edit an embedded (i.. I haven’t tested it when Visio is not loaded. Word opens a subset of Visio within Word so that you can edit the objects as you would in Visio. Revised September 1.97 - . When you are finished editing the shapes on the drawing. Double-click the drawing. But the title bar at the top is still Microsoft Word. Notice that the toolbars are now Visio toolbars. 2005 .e. not linked) drawing in Word: The following instructions work if you have Visio loaded on your machine as well as Word.

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