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Microsoft VISIO 2016 Step by Step

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Table of Contents

Introduction xiii Who this book is for xiii The Step by Step approach xiii Sidebar: Adapt procedure steps xiv Download the practice files xvi Ebook edition xviii Get support and give feedback xix Errata and support xix We want to hear from you xix Stay in touch xix Part 1: Create Visio diagrams Chapter 1: Get started with Visio 2016 3 Identify the editions of Visio 2016 4 Discover new features in Visio 2016 4 Get started in Visio 2016 7 Sidebar: Understand shapes, masters, stencils, and templates 8 Explore the Backstage view 13 The Info page 14 The New page 16 The Open page 17 The Save command 17 The Save As page 18 The Print page 18 The Share page 18 The Export page 20 The Close command 20 The Account page 20 The Visio Options dialog box 22 Understand tool tabs and add-in tabs 23 Use tool tabs 23 Use add-in tabs 24 Begin quickly by using starter diagrams 25 Explore the drawing window 28 Sidebar: How do I scroll through page name tabs? 32 Manage the Shapes window 33 Pan and zoom in the drawing window 37 Skills review 41 Practice tasks 42 Chapter 2: Create diagrams 45 Place shapes by using the Dynamic Grid 46 Select shapes 51 Copy, paste, and duplicate shapes 53 Position shapes by using rulers and guides 55 Use rulers to align and size shapes 56 Use guides to align and size shapes 57 Resize, reposition, and reorient shapes 60 Use control handles 60 Use the Size & Position window 62 Connect shapes by using lines 65 Sidebar: Create 2-D shapes by using the line tools 69 Connect shapes by using dynamic connectors 70 Connect to shapes that contain connection points 70 Connect to shapes that do not contain connection points 72 Change connector style and segmentation 74 Sidebar: Identifying 1-D shapes and types of glue 76 Use AutoConnect and Quick Shapes 77 Use AutoAdd and AutoDelete 83 Use AutoAdd 84 Use AutoDelete 86 Skills review 87 Practice tasks 88 Chapter 3: Manage text, shapes, and pages 95 Manage shape text 96 Add text to shapes 96 Reposition and resize shape text 98 Orient shape text 99 Create and format text boxes 102 Add ScreenTips and comments 104 Insert pictures 109 Replace shapes 111 Group shapes 114 Understand and use layers 116 Manage pages 120 Work with foreground pages 122 Configure foreground pages 125 Manage Auto Size 128 Work with background pages and borders 130 Skills review 134 Practice tasks 135 Chapter 4: Create business process diagrams 139 Select a flowchart template 140 Visio Standard 140 Visio Professional 141 Sidebar: Vertical or horizontal? 142 Create flowcharts 142 Sidebar: Dynamic or static glue? 146 Understand swimlane diagrams 149 Sidebar: Add-in tabs 150 Build swimlane diagrams 152 Understand BPMN 155 Design BPMN diagrams 158 Create subprocesses 164 Skills review 167 Practice tasks 168 Chapter 5: Create organization charts 171 Understand organization charts 172 Review new features 172 Use org chart templates 173 Build organization charts manually 173 Use existing data to create an organization chart 177 Use the Organization Chart Wizard with new data 185 Alter layout and appearance 187 Change the layout 187 Arrange shapes 189 Change shape appearance 191 Sidebar: The names keep changing! 193 Work with pictures 195 Apply themes 197 Import photographs as you create organization charts 198 Skills review 201 Practice tasks 202 Chapter 6: Add style, color, and themes 205 Align and space shapes 206 Align shapes 206 Sidebar: What's in front? 207 Space and orient shapes 209 Align and space shapes automatically 211 Understand theme concepts 213 Sidebar: Hand-drawn themes 215 Apply themes and variants 216 Choose themes and variants 216 Customize themes and variants 219 Use effects and Quick Styles 221 Highlight shapes by using effects 222 Embellish shapes by using Quick Styles 225 Apply solid, gradient, and pattern fills 227 Apply line colors and patterns 230 Use the Format Painter 233 Skills review 234 Practice tasks 235 Chapter 7: Create network and datacenter diagrams 239 Build basic network diagrams 240 Build detailed network diagrams 242 Use 3-D equipment shapes 244 Sidebar: Where can I find more network shapes? 246 Create rack diagrams 247 Sidebar: What is a scaled drawing? 252 Change the drawing scale 255 Sidebar: Enhance your network diagrams 259 Run computer and network reports 260 Skills review 261 Practice tasks 262 Part 2: Add data to your diagrams Chapter 8: Work with shape data 267 Understand shape data 268 View shape data 269 Sidebar: Another way to view shape data 272 Sidebar: Finding the Shape Data window 274 Edit shape data 275 Modify shape data field attributes 279 View shape data field attributes 279 Change shape data field attributes 281 Define shape data fields 283 Insert fields 284 Run predefined reports 286 Create or modify reports 291 Skills review 296 Practice tasks 297 Chapter 9: Visualize your data 301 Enhance diagram effectiveness 302 View network and datacenter performance 302 Improve processes 304 Manage casino operations 305 Manage employee performance 305 Assess risks 306 Create data graphics 308 Apply data graphics 313 Edit data graphics 316 Create data graphic legends 319 Skills review 320 Practice tasks 321 Chapter 10: Link to external data 325 Understand data linking 326 Use Quick Import 327 Use Custom Import 330 Link your diagram to data 330 Link data to your shapes 333 Manage linked data 339 Identify links 339 Change column settings 339 Unlink data from shapes and diagrams 340 Use data graphic options for linked data 341 Refresh linked data 344 Skills review 346 Practice tasks 347 Part 3: Enhance and share diagrams Chapter 11: Add and use hyperlinks 353 Follow hyperlinks 354 Enhance diagrams by adding hyperlinks 355 Open the Hyperlinks dialog box 355 Link to another Visio page 356 Sidebar: What is a shape name? Where do I find it? 358 Link to a website 360 Link to a document 361 Link to a specific location in a document 362 Edit and delete existing hyperlinks 364 Add multiple hyperlinks 365 Understand relative and absolute hyperlinks 365 Set the hyperlink base 370 Skills review 372 Practice tasks 373 Chapter 12: Print, reuse, and share diagrams 375 Preview and print drawings 376 Remove personal information 380 Sidebar: What is Information Rights Management? 384 Create graphics 386 Save drawings in other file formats 390 Create templates 394 Sidebar: Where do I store custom templates? 395 Share diagrams by using the Visio Viewer 397 Publish diagrams to the web 398 View web-published diagrams 398 Set publishing options 404 Sidebar: What's in a Visio-generated website and where is it stored? 410 Skills review 411 Practice tasks 412 Chapter 13: Add structure to your diagrams 415 Understand containers, lists, and callouts 416 Compare groups and containers 417 Organize shapes by using containers 423 Use containers 424 Format containers 426 Sidebar: On the border 428 Organize shapes by using lists 430 Add shapes to lists 431 Format and size lists 434 Find containers and lists in Visio 434 Explore swimlanes 435 Build wireframes 437 Insert data graphic legends 439 Annotate shapes by using callouts 440 Skills review 444 Practice tasks 445 Chapter 14: Validate diagrams 447 Understand Visio rules 448 Validate flowcharts and swimlane diagrams 449 Validate flowcharts 449 Validate swimlane diagrams 454 Validate BPMN diagrams 456 Reuse existing validation rule sets 457 List the rules in a rule set 458 Create new validation rules 458 Skills review 460 Practice tasks 461 Chapter 15: Collaborate and publish diagrams 463 Understand Visio Services in SharePoint 464 Store diagrams in SharePoint 466 View diagrams by using a web browser 469 Refresh diagrams saved in SharePoint 471 Collaborate on diagrams 476 Comment on diagrams 477 Coauthor diagrams 483 Skills review 489 Practice tasks 490 Appendix A: Look behind the curtain 493 Appendix B: Keyboard shortcuts for Visio 515 Glossary 525 Index 535 About the author 555

About the Author

Scott A. Helmers is a Microsoft Most Valuable Professional (MVP) for Microsoft Visio and is the primary Visio expert at Experts-Exchange.com. He has helped companies create custom Visio add-ins to enhance organizational efficiency and employee productivity, and has taught thousands of people how to use technology more effectively. He is Vice President of Product Planning and Support at the Harvard Computing Group, a software and consulting firm that helps clients understand and implement business process solutions. Scott is a co-inventor of TaskMap (www.taskmap.com), a Visio add-in that anyone can use to document and improve all of the important aspects of any business process. Scott has worked with clients in Afghanistan, Egypt, India, Ireland, Jordan, Malaysia, Saudi Arabia, Singapore, Canada, and the United States on projects involving knowledge management, specification of new IT systems, process mapping and redesign, and technology training. In addition, he has been an Adjunct Professor at both Northeastern University and Boston University. Scott is the author of three previous books: Microsoft Visio 2013 Step by Step (Microsoft Press, 2013), Microsoft Visio 2010 Step by Step (Microsoft Press, 2011), and Data Communications: A Beginner's Guide to Concepts and Technology (Prentice-Hall, 1989). He also contributed Chapter 9, "Visio and Visio Services," to Business Intelligence in Microsoft SharePoint 2013 by Norm Warren, Mariano Neto, Stacia Misner, Ivan Sanders, and Scott Helmers (Microsoft Press, 2013). Information about Scott's books is available at www.VisioStepByStep.com. When not working or spending time with his family in Andover, Massachusetts, Scott can usually be found on his bicycle or working with a local community theater company.

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