1. Visio Expertly position, stack, and group shapes

2. Course contents Overview: The importance of arranging shapes Lesson 1: Expertly position shapes Lesson 2: Stack shapes to relate shapes Lesson 3: Group shapes together

3. Expertly position, stack, and group shapes Controlling the arrangement of shapes in a Visio diagram is the key to communicating information. Clear shape arrangement strengthens the significance of individual shapes and crystallizes the relationships among shapes. Overview: The importance of arranging shapes Because arranging shapes is so important, Visio offers many methods. This course shows you how to position, stack, and group shapes.

4. Expertly position, stack, and group shapes Course goals Position shapes quickly and effectively. Stack shapes to show their relationships. Group shapes so that they move and function as one.

5. Lesson 1 Expertly position shapes

6. Expertly position, stack, and group shapes Expertly position shapes Diagrams are great because they communicate more efficiently than a bunch of text. But some diagrams fail because of the sloppy positioning of their shapes. Positioning shapes on the page expertly and neatly will not only make your diagrams look good, but will also help communicate the information within them more clearly. A messy flowchart and an orderly one

7. Expertly position, stack, and group shapes Use the grid and the rulers If a diagram contains many shapes, it has the potential to get cluttered. One way to fight the clutter is to arrange shapes by using the grid and the rulers. The grid and rulers When you first add shapes to the page or position shapes, use the grid lines to keep them straight. And keep an eye on the grid to make sure your shapes are evenly spaced.

8. Expertly position, stack, and group shapes Use the grid and the rulers The rulers are also invaluable. Use them to see the exact distance between shapes or to know just how big a certain shape is. The grid and rulers By default, shapes snap to the grid lines and the measurement lines on the rulers. So you don’t have to do fussy hand work to position a shape: It puts itself where you want it and then stays there unless you move it.

9. Expertly position, stack, and group shapes Follow the guides Even more visible than the grid lines are the guides: vertical or horizontal lines that you can place on a page. You drag guides from a ruler, and by default they appear blue, as in the illustration. Guides: another way to keep things orderly

10. Expertly position, stack, and group shapes Follow the guides Guides help you organize your diagrams according to their content. Guides: another way to keep things orderly For example, if you know that your flowchart shows three processes, you can evenly space three vertical guides on the page. Then you can position the shapes running down each one.

11. Expertly position, stack, and group shapes Open the Size & Position window Sometimes using a mouse to position or size a shape can be difficult. What if Visio snaps your shape to a location you don’t want, or you can’t seem to let go of the mouse button at the right time? The cure for these woes and the key to positioning shapes precisely is the Size & Position window, and it is found on the View menu. The Size & Position window with X and Y coordinates

12. Expertly position, stack, and group shapes Open the Size & Position window The location of a shape is stated in terms of X and Y coordinates: The Size & Position window with X and Y coordinates The X coordinate is the position on the horizontal ruler at the top of the page. The Y coordinate is the position on the vertical ruler at the left of the page. The point where these meet is the shape’s pin.

13. Expertly position, stack, and group shapes Open the Size & Position window To move the shape, type in new numbers for the coordinates. The shape will automatically shift to that exact location. The Size & Position window with X and Y coordinates To size the shape, type new numbers for width and height. The shape edges change to those exact dimensions, while the shape pin stays where it was before.

14. Expertly position, stack, and group shapes Command shapes to align themselves The grid, rulers, and guides are great when you create a diagram in a planned, organized way. But sometimes you’ll prefer to work more freely and spontaneously, organizing as you go. So while you’re working freehand or when you’re finished, you can tidy up your diagram by using the Align Shapes command on the Shapes menu. The Align Shapes command can be a real time saver.

15. Expertly position, stack, and group shapes Command shapes to align themselves Align Shapes makes it simple to line up your shapes: Select the shape you want the others to line up with, then click the alignment option you want. The Align Shapes command can be a real time saver. In the example you see here, a vertical alignment button got these shapes in line. It’s like a sheepdog for shapes.

16. Expertly position, stack, and group shapes Distribute shapes evenly You can use the grid, the rulers, and guides to position shapes one by one, but what if you’ve got dozens of shapes in your diagram? The Distribute Shapes command on the Shapes menu will get you home in time for dinner. Space patrol: the Distribute Shapes command

17. Expertly position, stack, and group shapes Distribute shapes evenly Let’s say you’ve got the shapes you want on the page, but one is too close to another, and another is too far away. Space patrol: the Distribute Shapes command The ideal arrangement is to have an equal amount of space between all the shapes.

18. Expertly position, stack, and group shapes Distribute shapes evenly You can do this in three steps, without any fussy mouse work: Space patrol: the Distribute Shapes command 1.Select three or more shapes. 2.On the Shapes menu, click Distribute Shapes. 3.Choose a distribution option. In this example, a horizontal distribution option evened things out.

19. Expertly position, stack, and group shapes Rotate shapes Sometimes a shape is placed right and sized right but still needs one good turn. For example, you might want to rotate an arrow to point where it should. Or you might want turn a desk in an office layout to get more light from a window. Rotating 1-D and 2-D shapes

20. Expertly position, stack, and group shapes Rotate shapes To rotate 2-D shapes, use the green rotation handle. Just click and drag the handle to the new position. Rotating 1-D and 2-D shapes To rotate 1-D shapes, click and drag either the beginning point or the ending point, swinging the shape around to where you want it.

21. Expertly position, stack, and group shapes Flip shapes And now for a different kind of rotation. Sometimes you need to rotate a shape, not by turning it around, but rather as if you were turning it over, to create a mirror- image reversed version. This is called flipping a shape. Yes, just like a pancake. When rotating won’t do, simply flip.

22. Expertly position, stack, and group shapes Flip shapes You can flip shapes horizontally or vertically. When rotating won’t do, simply flip. 1.When you flip a shape horizontally, the flip action occurs from side to side. 2.When you flip a shape vertically, the flip action occurs from top to bottom.

23. Expertly position, stack, and group shapes Suggestions for practice 1.Take a look at the practice diagram from exercise 1. 2.Use the rulers and create some guides. 3.Position shapes using the guides and grid. 4.Use the Size & Position window. 5.Try nudging a shape. 6.Align shapes and distribute spacing. 7.Rotate shapes and flip a shape.

24. Expertly position, stack, and group shapes Test 1, question 1 How do you access the Size & Position window? (Pick one answer.) 1.Select a shape, and then double-click the Width or Height value in the status bar at the bottom of the program. 2.On the Shape menu, click Size & Position Window. 3.On the View menu, click Shapes Window. 4.On the View menu, click Size & Position Window.

25. Expertly position, stack, and group shapes Test 1, question 1: Answer On the View menu, click Size & Position Window.

26. Expertly position, stack, and group shapes Test 1, question 2 Suppose you have a shape of a house with a tree on the left side. If you flipped the shape vertically, what would the result look like? (Pick one answer.) 1.The house would be upside down, the roof would be pointing down, and the tree would be pointing down as well. 2.The house would be tipped sideways with the roof and tree pointing to the left. 3.It would look the same, because flipping returns the shape to the original position

27. Expertly position, stack, and group shapes Test 1, question 2: Answer The house would be upside down, the roof would be pointing down, and the tree would be pointing down as well. When you flip vertically, the shapes flip from top to bottom or vice versa.

28. Lesson 2 Stack shapes to relate shapes

29. Expertly position, stack, and group shapes Stack shapes to relate shapes Sometimes the position of shapes isn’t enough to convey a relationship. Additional visual information is required. This network diagram contains shapes placed under and on top of each other in a particular stacking order. Using stacking order the right way can make complex relationships easier to understand in your diagrams. Relationships become clearer when you use stacking order.

30. Expertly position, stack, and group shapes How shapes stack up Take a look at the illustration, and the concept of stacking order will be more clear to you. Although you’ll never see stacked shapes from the side in Visio, imagining them like this helps you get the picture. Shapes viewed from the side to show stacking order

31. Expertly position, stack, and group shapes How shapes stack up By default, Visio puts shapes in a stacking order as you add them to the page. The rule to remember for how Visio establishes the stacking order is: “The last one wins.” Shapes viewed from the side to show stacking order What that means is, the last shape you place on the page is the highest in the stacking order.

32. Expertly position, stack, and group shapes How shapes stack up But this rule doesn’t always work to your advantage. For example, what if you added the computer, and then added the circle? The circle would hide the computer, and that’s no help. Shapes viewed from the side to show stacking order Obviously, knowing how to change the stacking order will help tremendously.

33. Expertly position, stack, and group shapes How to change the stacking order To change a shape’s position in the stacking order, select the shape, and then point to Order on the Shape menu. You’ll see four options. Bring to Front or Send to Back moves a shape all the way in the stacking order. Changing the stacking order for a shape

34. Expertly position, stack, and group shapes How to change the stacking order If your stacking order includes many shapes, however, you may not want a shape to go all the way to the front or back of the order. Changing the stacking order for a shape In that case, you can move the shape forward or backward a step at a time, by choosing either Send Forward or Send Backward.

35. Expertly position, stack, and group shapes Suggestions for practice 1.Take a look at the practice diagram from exercise 2. 2.Add the rectangle and change its stacking order. 3.Add the circles and change the stacking order in other ways. 4.Connect the Accounting and Sales circles.

36. Expertly position, stack, and group shapes Test 2, question 1 Why might you want to specify a stacking order for shapes? (Pick one answer.) 1.To show a sideways view of how boxes are stacked in a storeroom. 2.To show relationships by placing shapes in front of or behind each other. 3.So that you can number shapes in specific sequence. 4.So that you can arrange the shapes in an even and orderly fashion.

37. Expertly position, stack, and group shapes Test 2, question 1: Answer To show relationships by placing shapes in front of or behind each other. Stacking order lets you indicate which shapes belong logically with other shapes, and makes separate categories visually distinct.

38. Expertly position, stack, and group shapes Test 2, question 2 How do you move a shape to the back of the order? (Pick one answer.) 1.On the Shape menu, click Lay Out Shapes, and then click Shallow or Deep for the Depth option. 2.On the Shape menu, point to Order, and then click Send to Back. 3.On the Format menu, click Behavior, and then click Send to Back.

39. Expertly position, stack, and group shapes Test 2, question 2: Answer On the Shape menu, point to Order, and then click Send to Back. You can also right-click a shape and follow this same process. After right-clicking the shape, click Shape on the shortcut menu. Then point to Order, and then click Send to Back. But here's one more tip: The keyboard shortcut is CTRL+SHIFT+B.

40. Expertly position, stack, and group shapes Test 2, question 3 You add a square to the page, then a circle, and then a triangle. Which shape will be on the top of the stacking order? (Pick one answer.) 1.The square; since it was added first, it wins. 2.The triangle; since it was added last, it wins. 3.The circle; because it doesn’t have any corners, it wins. 4.The smallest shape; because it mustn’t be covered, it wins.

41. Expertly position, stack, and group shapes Test 2, question 3: Answer The triangle; since it was added last, it wins. The triangle will be on top in the stacking order.

42. Lesson 3 Group shapes together

43. Expertly position, stack, and group shapes How to group shapes together Suppose you’ve made a map with several buildings clustered together. But oops…The cluster of buildings is on the wrong street. You need to move all the buildings down one block. You could select each one and move it down separately. Or, more efficiently, you could group the buildings so that the cluster stays bound together, and move them all at once. To move all the buildings, group them first.

44. Expertly position, stack, and group shapes Select, then group The first step in grouping shapes is to select the shapes. You can do this by holding down the SHIFT key while you click them, or by dragging a selection net around them. Grouping shapes

45. Expertly position, stack, and group shapes Select, then group When you’ve got the shapes selected, click Group on the Shape menu. That’s it: The shapes are now grouped. Grouping shapes You can do anything to a group of shapes that you can do to a single shape: resize, rotate, align it with others, and so on. Visio treats a group as one big 2-D shape.

46. Expertly position, stack, and group shapes Change just one shape within a group Even after you’ve grouped shapes, you can still edit just one of the shapes in the group. 1.Click the group to select it. 2.Click again to select a shape within the group. Selecting a shape within a group

47. Expertly position, stack, and group shapes Change just one shape within a group When one shape is selected, it appears with green handles, but these handles have Xs in them. This is a signal that the shape you selected is part of a group. Selecting a shape within a group Now you can change that one shape any way you’d like.

48. Expertly position, stack, and group shapes Ungroup shapes Sometimes you need to ungroup a group of shapes. The process is simple: 1.Select the shape. 2.On the Shape menu, point to Grouping, and then click Ungroup. Ungrouping shapes

49. Expertly position, stack, and group shapes Shapes that are grouped from the start You might have worked with grouped shapes without knowing it: Many of the shapes in Visio are actually groups already. How did the shapes get grouped? Designers made each shape by hand, and then grouped the shapes to make them easier for you to work with. Many Visio shapes, like this factory shape, are grouped from the get-go.

50. Expertly position, stack, and group shapes Shapes that are grouped from the start This factory shape is a perfect example. Many Visio shapes, like this factory shape, are grouped from the get-go. 1.This is what the factory shape looks like when you put it on the page. 2.But if you ungroup it, you’ll find it’s actually a group of several component shapes.

51. Expertly position, stack, and group shapes Suggestions for practice 1.Examine the practice diagram from exercise 3. 2.Select and group houses. 3.Select and group cars. 4.Change a single shape in a group. 5.Ungroup shapes. 6.Take a look at a shape that was grouped for you.

52. Expertly position, stack, and group shapes Test 3, question 1 Which of the following is a reason why you would group shapes together? (Pick one answer.) 1.To move or resize several shapes as one. 2.To make particular changes to each shape on the page. 3.To connect several shapes with arrows. 4.To save shapes for later use.

53. Expertly position, stack, and group shapes Test 3, question 1: Answer To move or resize several shapes as one. Grouping is useful when you need to modify several shapes as one.

54. Expertly position, stack, and group shapes Test 3, question 2 True or False: Every shape in Visio is actually a group. (Pick one answer.) 1.True. 2.False.

55. Expertly position, stack, and group shapes Test 3, question 2: Answer False. Although many shapes are complex and are actually many shapes grouped together as one, this is not always the case. Some shapes consist only of one shape. One shape is not a group.

56. Expertly position, stack, and group shapes Test 3, question 3 You might ungroup shapes when you needed to do which of the following? (Pick one answer.) 1.Make a simple change to one shape within the group. 2.Add text to the group. 3.Connect the group of shapes with a line. 4.Move one shape independently from the others in the group.

57. Expertly position, stack, and group shapes Test 3, question 3: Answer Move one shape independently from the others in the group. You would also ungroup shapes if you need to make extensive changes to one of the shapes.

58. Expertly position, stack, and group shapes Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Quick Reference Card

59. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.