Visio Shapes basics Before you begin

Name: Visio Shapes basics Before you begin
Uploaded: 2017-12-23T07:14:11+00:00
Duration: PTM26S32
Channel: Gavin Howe
Description: Visio Shapes basics Before you begin

Visio Shapes basics Before you begin
People taking this course should first gain some familiarity with Microsoft® Office Visio® by taking the Visio 2003 training presentation called “Get to know Visio.” Or they should be familiar with how to zoom in and out, add shapes to the page, move shapes by dragging the mouse, and connect shapes. [Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Because this presentation contains a Macromedia Flash animation, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Course contents Overview: Shapes fulfill your Visio vision
Lesson 1: An introduction to shapes Lesson 2: How to get shapes Course contents Shapes basics

Overview: Shapes fulfill your Visio vision
From flowcharts to office layouts, shapes form the essence of any Visio diagram. You can arrange and connect shapes to represent objects, actions, and ideas and then form visual relationships among them. This course provides the fundamentals you need to be able to put shapes where you want, make them look right and do what you need them to do, and fulfill your overall vision. Other common types of Visio diagrams besides flowcharts and office layouts include charts, road maps, and project calendars. Shapes basics

Course goals Identify the two types of Visio shapes: 1-D and 2- D.
See how 1-D and 2-D shapes behave. Find the shapes you need. Course goals Shapes basics

An introduction to shapes
Lesson 1 An introduction to shapes

An introduction to shapes
What is a shape? In Visio, the definition covers more than you might think. Yes, there are basic shapes like rectangles and diamonds for a flowchart. But there are also very detailed shapes. And Visio shapes don't just sit there and look good. They have interactive behavior as well. Meaning that when you work with them, they react in a certain way. Shapes range from simple to detailed. Examples of very detailed Visio shapes: Shapes can represent streets and buildings in a map. They can symbolize computer equipment in a network diagram. There are even furniture shapes for office floor plans. Sound like a lot? There are hundreds more. Shapes basics

Two types of shapes 1-D and 2-D shapes
When you work with Visio shapes, you can resize them, rotate them, move them around, and so on. But how the shape behaves when you do those things depends on the type of shape that it is. 1-D and 2-D shapes Shapes basics

Two types of shapes There are two types of shapes in Visio:
One-dimensional (1-D) Two-dimensional (2-D) Each type of shape behaves a certain way. Once you know the type that a shape belongs to, you’ll be able to work with it successfully. 1-D and 2-D shapes Shapes basics

1-D shapes A 1-D shape is a shape that, when selected, has a beginning point and an ending point As the picture shows, 1-D shapes typically look like lines. How do 1-D shapes behave when you work with them? If you move the beginning point or ending point, only one dimension changes: the length. Examples of 1-D shapes Shapes basics

1-D shapes But the most powerful behavior of 1-D shapes is their ability to connect two other shapes. For example, in a business process diagram, you might connect two departments with a line or an arrow. Examples of 1-D shapes You're probably thinking, "Wait a minute, none of these lines look like shapes to me." It's true, the word "shape" usually refers to a form or an object that has a distinct outline or boundary. But Visio considers these lines to be shapes and calls them shapes, so getting in that habit now will avoid confusion later. Shapes basics

2-D shapes A 2-D shape is a shape that, when selected, does not have a beginning or an ending point. Instead, a 2-D shape has eight selection handles . How do 2-D shapes behave? When you click and drag a corner selection handle, you can change two dimensions: the length and the width. Examples of 2-D shapes Note that you can’t use 2-D shapes to connect other shapes. That behavior is limited to 1-D shapes. Shapes basics

2-D shapes 2-D shapes are typically used to represent something: either a general concept or a specific object. Like the laptop and the block shown here, some 2-D shapes are drawn to look three-dimensional. But they’re still 2-D shapes, which you know because of the eight selection handles. Examples of 2-D shapes In the first paragraph: An example of a general concept could be a step in a flowchart; a specific object could be a factory or a piece of equipment. Shapes basics

1-D or 2-D? How to be sure. At first glance, some shapes look like 2-D shapes but are really 1-D shapes. And vice-versa. To avoid any confusion, always select the shape, and Visio will tell you what it is. Which is 1-D and which is 2-D? Don’t be fooled! Shapes basics

1-D or 2-D? How to be sure. For example, the arrow shape at the top of this illustration appears to be two dimensional because of its thickness. But if you selected it, you would see its beginning point and its ending point, so it is 1-D for sure. Which is 1-D and which is 2-D? Don’t be fooled! Instead of just representing a concept or an object, the arrow is used to connect other shapes. Shapes basics

1-D or 2-D? How to be sure. On the other hand, the curve shape appears to be 1-D. After all, it looks like just a line. But if you selected it, you would see the eight selection handles that tell you it’s 2-D. Which is 1-D and which is 2-D? Don’t be fooled! The arrow: Instead of just representing a concept or an object, the arrow is used to connect other shapes. The curve: The curve represents the concept of a bell-shaped curve of data. But the line cannot connect other shapes. Shapes basics

1-D or 2-D? How to be sure. To many people, “1-D” describes a shape with one dimension, and “2-D” describes a shape with two dimensions. These are familiar definitions of 1-D and 2-D. However, as you can see from these examples, the Visio definitions depend on how the shapes behave, not on how they look. Which is 1-D and which is 2-D? Don’t be fooled! Shapes basics

Shapes with special behavior
All shapes in Visio are either 1-D or 2-D, depending on how they behave. But some shapes have other handy behavior that is unique to them and that doesn’t depend on whether they’re 1-D or 2-D. For example, some shapes have yellow control handles that let you interact with them. Drag the control handle to swing the door. Shapes basics

Shapes with special behavior
In this illustration, the door shape has a control handle that you can drag to swing the door open and closed. Will it clear the table nearby? It appears not. Better find a smaller table or make other adjustments to the furniture so that this problem doesn’t occur in the real world. Drag the control handle to swing the door. Tip: Control handles aren't the only sign that a shape has special interactive behavior. Some special behaviors can be found by right-clicking a shape. Shapes basics

Anything is a shape When working with Visio, you’ll probably want to add text, photos, or clip art. Although these are not shapes created by Visio, in Visio all of these things are shapes nonetheless. In Visio, anything is a shape. Shapes basics

Anything is a shape If you type text on an empty part of the page, that text will be a 2- D shape, and it will have eight selection handles when selected. If you select an imported picture, it will have those handles too. Let’s face it: Anything on the page, whether pictures or text, is a shape to Visio. Anything. In Visio, anything is a shape. Shapes basics

Suggestions for practice
Open the exercise 1. Observe 2-D behavior. Observe 1-D behavior. Look at more 1-D and 2-D shapes on the other diagrams. Explore the special behavior some shapes have. [Note to trainer: With Visio 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Visio, with instructions to guide you. Important: If you don’t have Visio 2003, you won’t be able to access the practice instructions.] Suggestions for practice Shapes basics

Test 1, question 1 How can you identify a 2-D shape in Visio? (Pick one answer.) Select the shape, and look for the six green selection handles at the sides of the shape. Select the shape, and look for the eight green selection handles at the sides of the shape. (Continued on next slide.) Shapes basics

Test 1, question 1, cont’d. How can you identify a 2-D shape in Visio? (Pick one answer.) If the shape has two dimensions, then it’s a 2-D shape. If the shape looks as though it has three dimensions, then it’s not 2-D, it’s 3-D. Shapes basics

Test 1, question 1: Answer Select the shape, and look for the eight green selection handles at the sides of the shape. Many 2-D shapes have a green rotation handle as well. Shapes basics

Test 1, question 2 A good reason to use a 1-D shape is when you want which of the following? (Pick one answer.) A thin border line along the four sides of a drawing page. The shape to resemble a spatial object like a circle, a piece of furniture, or some office equipment. The shape to represent an employee in an org chart. To connect two shapes. Shapes basics

Test 1, question 2: Answer To connect two shapes.
Connecting shapes is the main reason you would use a 1-D shape in Visio. Shapes basics

Test 1, question 3 If you drag a shape’s yellow control handle , what will happen? (Pick one answer.) The shape will rotate. The shape will exhibit special behavior. The shape will resize to proportionate widths. The shape will move in a straight line so that you can keep it on the same y or x axis. Shapes basics

Test 1, question 3: Answer The shape will exhibit special behavior.
If a shape has a yellow control handle, then you can drag that handle to get additional behavior from the shape. For example, you can swing open a door shape, or open a drawer in a file cabinet shape. Shapes basics

Lesson 2 How to get shapes

How to get shapes In Visio, all the world’s…a shape. And there are hundreds of Visio shapes to choose from, more than you can memorize. So it’s good to know how to find them when you need them. The ways to get shapes aren’t quite as numerous as the shapes themselves. But there are plenty of ways, each one good for different purposes. Six ways to get shapes Shapes basics

You must remember this Shapes window. This window contains stencils.
Before we talk about how to get shapes, we need to make sure you understand three terms: Shapes window. This window contains stencils. Stencils. Stencils aren’t shapes. That’s important. Stencils contain shapes. Shapes window, stencils, and shapes [Note to trainer: Steps—given in either numbered or bulleted lists—are always shown in yellow text.] Shapes basics

You must remember this Before we talk about how to get shapes, we need to make sure you understand three terms: Shapes. Shapes, in Visio, are everything. But shapes aren’t stencils. Stencils contain shapes. Shapes window, stencils, and shapes Shapes basics

You must remember this The illustration shows the Organization Chart Shapes stencil and its shapes. Notice the two other stencils: Borders and Titles and Backgrounds. To see the shapes in either of those stencils, you’d just click the name of the stencil. Shapes window, stencils, and shapes Shapes basics

Get shapes with templates
One way to get shapes is to choose a template. A template is one of the drawing type options you see when you start Visio. The animation shows how when you choose a template, the stencils and shapes for the template appear in the Shapes window, ready to work with. Animation: Right-click, and click Play. Choosing a template brings you shapes automatically. At the end of the animation, you see the Shapes window, with the names of the stencils near the top and the shapes for one of those stencils below the names. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.] Shapes basics

One way to get shapes is to choose a template. A template is one of the drawing type options you see when you start Visio. The illustration shows how when you choose a template, the stencils and shapes for the template appear in the Shapes window, ready to work with. Choosing a template brings you shapes automatically. In the Shapes window, the names of the stencils appear near the top, with the shapes for one of those stencils below the names. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Shapes basics

The advantage of using a template is that it provides you with lots of shapes organized for a specific purpose and related to each other. In this example, the shapes are specific to flowcharts. If you chose another template, you’d get shapes designed and organized for that template’s purpose instead. Choosing a template brings you shapes automatically. Shapes basics

Get shapes by searching
If you need more shapes than a template gives you, you can use the Search for Shapes box to search for them. To search for a shape: Type one or two words in the Search for Shapes box, for example, “arrows.” Visio creates a temporary stencil to hold the shapes it finds. Shapes window and Search for Shapes box An example of when you might use the Search for Shapes box If you’re working on a network diagram, you might want to use a larger arrow than the arrows in the template stencils. Shapes basics

In this example, that temporary stencil would have the name arrows. To use a shape, you would drag it from the arrows stencil onto your drawing. Shapes window and Search for Shapes box Note: You can also save your search results as a stencil. Right-click the stencil you want to save, and then click Save. In the File name box at the bottom, type a name for the stencil, and then click Save. Shapes basics

Search for Shapes searches the Visio stencils that are installed on your computer. If you have an Internet connection, Search for Shapes also searches the Microsoft Web sites for new and updated Visio shapes. Shapes window and Search for Shapes box Shapes basics

Get shapes by browsing If you want, you can browse for shapes by using the File menu and the Shapes submenu. Items on that submenu are organized the same way that templates are. Browsing for shapes Shapes basics

Get shapes by browsing For example, let’s say that a few weeks ago you used Visio to create a map. You remember using a shape for the airport in the map, and now that shape would be helpful in the flowchart you’re making. Browsing for shapes Shapes basics

Get shapes by browsing To get that airport shape into the flowchart, you could browse as shown here. The Transportation Shapes stencil would appear in the Shapes window along with your other flowchart stencils, and you could drag the airport shape to the page. Browsing for shapes Note: Some shapes have special behavior that is linked to a particular template. If they are used outside of that template, they may not behave in the same way. Shapes basics

Draw your own shapes If you can’t find the shape you need in Visio, you can always draw your own shape. Your own shape can be simple or complex, from a wiggly line to a piece of custom office equipment. Create your own shapes by using the Drawing toolbar. Shapes basics

Draw your own shapes While drawing your own shapes is beyond the scope of this course, the tip of the iceberg is the Drawing toolbar, shown here. It lets you create shapes from scratch by using simple tools. Create your own shapes by using the Drawing toolbar. Shapes basics

Get shapes from other people
Sometimes other people have made shapes that you want to use. When you want to use shapes made by others, they could send you a copy of a Visio drawing with those shapes in it. Often, however, what you’ll get is a stencil of shapes. ContosoShapes.vss on the My Shapes submenu Sources for additional shapes might include a coworker or a company that makes and sells Visio shapes for certain industries. Shapes basics

A stencil is a file with “.vss” or “.vsx” in the name. When you receive a stencil file, copy it to this location: C:\Documents and Settings\username\My Documents\My Shapes ContosoShapes.vss on the My Shapes submenu After you do that, the stencil will be available through Visio menu commands. For example, a stencil might be called ContosoShapes.vss or ContosoShapes.vsx. Shapes basics

For example, the picture illustrates that someone copied ContosoShapes.vss to My Documents\My Shapes. Now the ContosoShapes command appears on the File menu, Shapes submenu, My Shapes submenu. ContosoShapes.vss on the My Shapes submenu Shapes basics

Insert pictures Suppose you’d like to insert a photograph into a diagram to show people’s pictures in an org chart. To do that, on the Insert menu, you’d point to Picture and then click From File. Visio automatically makes the photograph a 2-D shape and puts the eight handles on it. Inserting a picture as a Visio shape This process is similar to other Microsoft Office programs you may be familiar with. Shapes basics

Insert pictures Shapes made by inserting pictures aren’t as intelligent as the shapes that come from stencils. As far as interactive behavior goes, they’re not much more than a square on the page. Nonetheless, they are shapes, which means you can connect them with 1-D shapes, resize them, position them, and so on. Inserting a picture as a Visio shape Note: When you insert a clip from the Clip Art task pane, Visio makes it a 2-D shape as well. Shapes basics

Suggestions for practice
Take a look at the shapes a template gives you in exercise 2. Search for a starburst shape. Use stencils provided by other people. Draw your own shape. [Note to trainer: With Visio 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Visio, with instructions to guide you. Important: If you don’t have Visio 2003, you won’t be able to access the practice instructions.] Suggestions for practice Shapes basics

Test 2, question 1 Which of the following is not a way to get shapes? (Pick one answer.) Insert a picture. Choose a template. Choose Import on the Shapes menu. Browse for shapes using the File menu and Shapes submenu. Shapes basics

Test 2, question 1: Answer Choose Import on the Shapes menu.
Shapes basics

Test 2, question 2 What is a Visio stencil? (Pick one answer.) A collection of shapes available in the Shapes window. A premade shape that you can drag onto a page. A file you can open in Visio that contains an already created drawing—just fill in the blanks. A cutout shape that you can fill in with any color. Shapes basics

Test 2, question 2: Answer A collection of shapes available in the Shapes window. Often people think that a Visio stencil is a shape, but it’s not. It’s a group of shapes. Shapes basics

Test 2, question 3 In My Pictures\My Visio Shapes.
If someone gave you a .vss or .vsx file, where should you put it so that it is available in Visio? (Pick one answer.) In My Pictures\My Visio Shapes. In My Documents\My Shapes. On the desktop. Shapes basics

Test 2, question 3: Answer In My Documents\My Shapes.
If you put the file here, the stencil will be available on the My Shapes submenu. Shapes basics

Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Shapes basics

Using This Template This Microsoft Office PowerPoint® template has training content that introduces shapes in Visio It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Shapes I: Introductory basics you can't live without.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout. These effects play in previous versions back to Microsoft PowerPoint They include the entrance effects called Peek and Stretch, and sometimes the Dissolve effect. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains a Macromedia Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Visio 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu). USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.

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