Master GRH - 2016

MS VISIO 2016

Introduction
Visio is a program that allows you to create :
- Flowchart diagrams / Procedure diagrams
- Organization charts
- Space/Floor Management
- Maps
- Site Maps
- Brainstorming diagrams

and almost any type of diagram you can think of…

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Welcome Screen
The welcome screen gives you access to the latest documents created and to several type of graph templates.
For ease of use, click on categories to access a structured list of templates:

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The Visio Interface
1- Access to other stencils
(group of shapes)

2- Switch between opened

stencils

3- Shapes

4- Most important tools in

Visio: pointer to select, move
and resize shapes; and
connector to connect shapes.

5- Current page. Double click

to rename.

6- Add a new page to the

document

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- The format and standard toolbars are the same as the ones in other Microsoft
Office programs (Word, Excel…). They help you change fonts, colors,
paragraph alignment, etc.

- Color Buttons (screenshot above) allow you to:

o Change the color of text
o Change the filling color of the shape
o Change the color of the contouring lines for shapes or the color of the
connecting lines

- Stencil shapes : drag and drop instances of the shapes on the page
- The pointer, connector and text tools are the most important tools. The first one
allows you to drag and drop shapes, and then reposition them. The second one
allows you to connect shapes, and the third one lets you add text wherever you
need on the page.

Exercice 1
- Drag and drop shapes
- Double click on a shape and type text
- Use the selection tool to move, resize or delete shapes (the “delete” key on the
keyboard)
- Use the connector tool to connect shapes
- User insert  picture to insert a logo

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debut

Creation prototype

non Evaluation et
Essais

Reussi? oui

Commercialiser

fin

Notes:
- The losange shape is the “decision” shape. It has to outcomes (a “yes” and a
“no”)
- You should always connect shapes using “connection points” – Visio will show
you a green square with a “glue to connection point” message when you put
your mouse over one of these points. The advantage of connection points is that
connection lines will readjust and will not break when you move the shapes to
a new position on the page.

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Basic Functions
- Select a shape : use the selection tool
- Select several shapes: draw a rectangle with the mouse around the shapes (click-
keep your finger pressed – move the mouse in a rectangular shape – release) or
ctrl+click on several shapes, one after the other
- Move a shape : click and drag using the selection tool
- Resize a shape: click on one of the handles (small squares around the shape) and
drag outward or inward – put your finger on the ctrl key to resize proportionally
- Rotate a shape: click and move the small circular handle above the shape
- Delete a shape: click on a shape, press [delete]
- Write over a connector line: double click on the line, type your text
- Add a title to the page: use the text tool
- Align shapes: Select one or more shapes and use the align option – to distribute
space evenly between shapes, use the “position” option:
-

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Background Pages
- To create a background page, go to insert and click on the arrow next to page:

- Insert an image or text on the page

- To use the background, go to any existing page, click on the small arrow in the
design tab:

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- Choose « page properties » from the set of tabs in page setup and pick the name
of the background page :

Other functions
- Zoom
- Pane and zoom window
- F5 (full screen)
- Animate objects separately in PowerPoint
- Apply background to all pages

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Créer un organigramme dans Visio

Le moyen le plus efficace pour créer un organigramme dans Visio est à partir d’une
feuille Excel.

Dans la feuille Excel, deux colonnes sont obligatoires : le nom et le supérieur

hiérarchique, les autres colonnes sont libres et seront utilisées ou bien dans les cases de
l’organigramme ou bien dans les propriétés cachées de chaque case :

Name Reports_to Position Departement Phone_extension

Husni Khalil PDG 1
Maya Khoury Husni Khalil DG Marketing 2
Toni Khalil Husni Khalil DG Sales 3
Georges Zakkour Husni Khalil DG Production 4
Farid Habib Maya Khoury Advertising Marketing 21
Samia Habib Maya Khoury News Bulletin Marketing 22
Subhi Ghazal Toni Khalil Act Mgr Sales 31
Andre Mansour Toni Khalil Act Mgr Sales 32
Moustafa Hammoud Georges Zakkour worker Production
Aline Mansour Georges Zakkour worker Production 41
Fadia Zahra Georges Zakkour worker Production

Attention à ne pas faire d’erreur dans la façon d’écrire les noms entre la colonne
« name » et la colonne « reports_to ». Autrement, l’organigramme sera erroné. On peut
aussi remplacer le nom par un numéro et utiliser une troisième colonne « real name ».

Enregistrer le fichier Excel et fermer le document (pour qu’il n’y ait pas un conflit
d’accès au fichier entre Excel et Visio).

Dans visio, choisir l’option « organization chart wizard » de la catégorie « business ».

Noter que l’option « organization chart » permet de créer un organigramme
manuellement sans passer par Excel.

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First off, launch MS Excel and create a simple spreadsheet as shown in the screenshot
below. There are two mandatory fields: the name and the supervisor – everything else is
optional. It’s also worth mentioning here that you should consider adding personal details
along with professional data of the employee. In the following spreadsheet, you can only
see the phone details, however, you can choose to add complete office address (like
cabin/room number), work and home phone number, years of service etc. Once you’ve
added the required organization chart details, save the datasheet and give it an
appropriate name.

Now, launch MS Visio and select “organization chart wizard” from the business category

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This will start the wizard that guides you through the process of importing Excel sheet
and defining employees positions in order to automatically draw the organization chart. In
the first step, select Information that’s already stored in a file or database option and hit
Next.

In the following window, you need to choose the data source. Since you’ve already
created a datasheet in Excel, just select A text, Org Plus (*txt), Excel file option and click
Next.

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Now, simple select the source Excel spreadsheet file followed by the language and then
hit Next.

This step is important, as it asks you to specify the fields that help the wizard understand
the basic structure of the organization. It basically asks you to specify the two fields,
which contain the names of the employees and the names of their supervisors,
respectively. Now, first select the field that contains all the names of the employees, and
in Report to drop down menu, select the Supervisor field.

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In this step, you need to add all those fields that you want to show in an employee box
details box. Add all the fields in the organization chart dataset, except the Supervisor
field. You can also choose to select Supervisor field, but the reason why you won’t need
to include it into Displayed fields is that organization chart shows the relationship
between the employees using arrows, which actually displays the supervisors of all
employees. After you’ve specified the fields, sort the fields in required order using Up and
Down buttons. Once fields are sorted, click Next to proceed.

Now, it will ask you to specify the fields that you want to show on organization chart
shapes. Select all and add them to Shape Data fields box. Here, you can also keep the
specific fields (information about the employees) from showing up on the shapes. When
fields are added, hit Next.

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Here, you can choose to attach display picture of employees to their details box. All it
needs is the location of the folder where the employees pictures are residing. Before you
select the picture folder, check whether the picture names match with the field you
specify in order to attach the correct employees’ pictures. For instance, if you were to
select Names field to match pictures’ names with it, make sure that you’d properly named
the pictures following the syntax: Namesfield.FileType, such as MartinLee.jpg, so it could
easily pick the pictures of all employees.

After selecting the pictures folder, click Next to select how you want the wizard to
manage the organization chart if it needs to be moved to the next page. Here, you can
either select manual management of organization chart that is spread across multiple
pages or let wizard automatically break the organization chart and display the specified
name on the top of each page. If you select the latter option, it will ask you to specify the

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name of the person, which is to be shown on the top. Once you select the required
option, enable both checkboxes below it and click Finish to complete the wizard.

Upon click, it will start processing the details and Excel dataset to create the organization
chart. At the top, you can see the top position in the organization with all the specified
details including Name, Department, Position, Phone no. etc. Although it arrange the
details boxes in the default shape, you can change the shape, design and layout of
organization chart. Not only that, it allows you to edit the details of employees, and even
change the position/designation of the employee. Great feature to quickly promote and
demote the employees to required position!. Another noteworthy feature is to arrange the
subordinates in different forms and shapes.

From the special tab titled ORG CHART, you can modify almost everything in the
organization chart. For instance, you can change the layout, set spacing, move details
boxes, change height and width, insert and change picture and export updated
organization chart details to XLSX,TXT and other formats.

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The Shapes section, for instance, includes numerous shapes that you can instantly apply
to the organization chart without inputting any other details. After changing the shape,
you might need to change height and width of detail boxes to properly arrange them on
the page.

Likewise, subordinates can be arranged in the required layout. For this, just right-click the
details box of the employees whose subordinates are to be arranged in different layout,
and select Arrange Subordinates from Subordinates menu.

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Aside from changing the shapes, subordinate layout, details boxes height and width, you
can embellish the chart by changing the color theme and design from the Design tab.
Just head over to the tab, and start picking your favorite theme, color variants,
background, and borders & Titles. The best thing about choosing the theme-design
variant combo is that it shows you the live preview of the theme as soon as you hover
mouse pointer over it, preventing you from applying the theme every time you want to
check whether it looks good or not.

That’s it! It is a long ride, but totally worth it! The idea was not to create an organization
chart on a simple drawing pad, but rather to employ an application that can effortlessly
create, manage and modify organization chart details and export the updated chart to
widely-used formats. If you’ve ever felt that creating and managing organization charts is
not a cinch and takes a lot of time to design the layout, the above simple guide may make
you think otherwise.

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Brainstorming Diagram
Double-click « brainstorming diagram » (Business category).
Note the « docker » that appears at the bottom of your screen :

If it’s hidden : brainstorming  outline window.

This small panel controls the whole chart :

Right click on « drawing » and « add a main topic » :

Right-click on the subject you’ve just created in the « outline window » and “add
multiple topics” (type each topic on a different line) – repeat the process of “adding
topics”:

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Note that the brainstorming toolbar has a button that will re-arrange the chart
automatically or allow you to add topics directly without going through the « outline
window ».

You can also drag and drop an idea from one heading to another in the outline window
to change its location or its links with the main ideas.

If your ideas completely fill the page and are too complex, you can split the graph to
several pages :
Right click an idea in the outline window and “move to a new page”
To test your hyperlinks :
- In Viso, right click on an image and the link will show in the list of options
- If you’re viewing the document in Full Screen mode on in a Web version, use
the regular left click

Change the look and shape of a brainstorming diagram by changing the options in the
Layout and Diagram style functions :

F5 full screen + hyperlinks

Example of a brainstorming diagram:

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Cross-Functional Flowchart
In the flowchart category, choose Cross Functional Flowchart.

To label the diagram and swimlanes, click a field that contains placeholder text, and
then type the label.

Tip: To reposition a label, click the Text Block tool, click a label, and then drag it to
a new location.

In the Ribbon, click the Cross-functional Flowchart tab.

In the Design group, click Rotate Lane Label to change the orientation of the label
text.

You can make other changes to the design and layout of the flowchart on this tab.

To indicate phases in your process, in the Insert group, click Separator. To change
the label, type while the phase is selected.

Drag a flowchart shape from the Shapes window onto a swimlane.

The swimlane glows with a slight yellow/orange highlight to indicate that it contains
the shape. When a shape is contained by a swimlane, it will move with the swimlane if
you later decide to rearrange the diagram.

Add more shapes to create your flowchart by using the AutoConnect mini toolbar or
by dragging shapes from the Shapes window and connecting them.

Add a swimlane

There are several ways to add swimlanes to your diagram:

Right-click a swimline and then click Insert ‘Swimlane’ Before or Insert ‘Swimlane’
After in the shortcut menu.

Hold the pointer over a corner of one of the swimlanes. Click the blue Insert
‘Swimlane’ Shape arrow that appears.

On the Cross-functional Flowchart tab, in the Insert group, click Swimlane. A

swimlane is added after the selected swimlane, or at the end if no swimlane is selected.

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From Basic Flowchart Shapes, drag a swimlane shape to the boundary of the band
where you want it to appear.

Rearrange the swimlanes

Click the heading of the swimlane you want to move, so the swimlane is selected.

The pointer should display the Move icon.

Drag the swimlane and drop it where you want it.

Shapes that are contained by the swimlane will move with it. To check whether a shape
is contained and not just sitting under the swimlane, select the shape. The swimlane
will glow with a slight yellow/orange highlight if the shape is contained. If a shape is
not contained but you want it to be, move the shape a little and the swimlane will
recognize it.

Delete a swimlane

Click the label of the swimlane you want to delete, and then press DELETE.

Note: When you delete a swimlane, you also delete all the shapes it contains.

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Create a Timeline
Timelines help you plan and communicate project schedules by showing project
phases and deadlines in a format that’s easy to read and understand.

To find the right template to start from, go to File > New and, in the search box, type
Timeline.

You can also go to Categories >

Add a base timeline shape

• From the Timeline Shapes stencil, drag one of the timeline shapes (Block,
Line, or Cylindrical) onto the drawing page.

The Configure Timeline dialog box opens. Set the Start and Finish dates and times.
These dates are added to the beginning and end of the timeline. Finish setting the
options on the Time Period and Time Format tabs, and click OK.

To change any of these settings later, you can open the Configure Timeline dialog
box again by right-clicking the timeline, and then clicking Configure Timeline.

Add milestones, intervals, and markers

Marker
Use to
type
Indicate a specific milestone date on the timeline (for example, the date
Milestone
when a writing project must be handed off to a publisher).
Indicate a critical time span on the timeline (for example, the time
Interval
required to write a first draft).
Reflect the amount of time that has passed since the project began. A
Today
Today marker shifts automatically as the real-world date changes to show
marker
the current status of your schedule in relation to your next deadline.

Indicate a milestone on a timeline

1. Drag a milestone shape from the Timeline Shapes stencil and drop it directly
on top of the timeline.
2. In the Configure Milestone dialog box, type or select the date and time for the
milestone.
3. In the Description box, type the label you want to show for the milestone.
4. In the Date format list, choose how you want the date to look.
5. Click OK.

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To quickly change a milestone's date, drag the milestone where you want it on the
timeline. The date on the milestone changes to match the new position.

Indicate a time span on a timeline

1. Drop an interval shape directly on top of the timeline.

2. Set the start and end dates for the time span, type a label, and choose the date
format.
3. Click OK.

To quickly change the time span of an interval, drag the selection handles or move the
interval where you want it on the timeline. The date on the interval changes to match
the new position.

Move the text off a timeline

Timelines can sometimes get crowded. To make your timeline more readable, click
the yellow control handle and drag it to where you want to put the text.

Indicate elapsed time on a timeline

• Drop the Elapsed time shape directly on top of the timeline. The shape aligns
its left end with the beginning of the timeline and extends to the current date.
• Drag the Today marker shape onto the timeline. The shape is positioned at
the current real-world date.

Each time you open a timeline drawing with an Elapsed time or Today marker
shape on it, the shapes shift to align with the current real-world date.

Show details for a section of a timeline

Expand a segment of an existing timeline as a second timeline to show more detail.

The expanded timeline represents a segment of the original timeline, but you work
with it individually.

If you add a milestone or interval to the original timeline, it will also be added to the
expanded timeline. But if you add one to the expanded timeline, it will not be added
to the original timeline.

Show details for a section

1. Drag the Expanded timeline shape onto the page.

2. In the Configure Timeline dialog box, set the options and click OK.

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The expanded timeline uses dashed lines to indicate the section of the original
timeline that it represents.

Shared milestones and intervals are synchronized automatically so that if you change
them on one timeline, they also change on the other.

The expanded timeline uses the same shape type as the original timeline by default.
To change the shape type, right-click the expanded timeline, point to Timeline Type,
and choose an option.

To quickly change the time span of an expanded timeline, drag the yellow control
handles. The date on the expanded timeline changes to match the new position.

Refine a timeline
What you want to change Action to take
Right-click the timeline, click Configure Timeline, and
Project start or finish dates
select the new start or finish dates.
Number of divisions on a Right-click the timeline, click Configure Timeline, and
timeline bar choose a different Time scale unit.
Right-click the timeline, click Configure Timeline and
Show or hide timeline dates
go to the Time Format tab. Select or clear check boxes
and divisions
to show or hide dates and markings on the timeline.
Show or hide arrowheads Right-click the timeline, point to Arrowhead, and
on a timeline bar select an option.
Right-click the milestone, point to Set Milestone Type,
Milestone type
and select a style.
Right-click the milestone, click Configure Milestone,
Milestone date
and enter a date.
Right-click the milestone, point to Position, and select a
Milestone position
style.
Show or hide milestone Right-click the milestone, point to Show Elements, and
date and description select or clear the options.
Milestone or time span Double-click the text associated with the milestone or
description interval, type the new description, and press Esc.
Right-click the interval, point to Set Interval Type, and
Interval type
select a style.
Set interval description Right-click the interval, point to Description Position,
above or below the date and select an option.
Show or hide interval date,
Right-click the interval, point to Show Elements, and
description, and percent
select or clear the options.
complete

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What you want to change Action to take

Right-click the interval, click Configure Interval, and
Time span dates
enter the dates.
Position of text associated
Select the shape. Drag a control handle to change the
with a milestone, interval,
distance and angle between the text and timeline bar.
or today marker
Right-click the timeline, point to Interim Markings,
Interim markings
and select a style.

Example:

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Exercice
Use the « basic flowchart » and the Business Work Flow stencil by using the “more
shapes” option in the shapes panel on the right

Reception

Ask for
phone
number

exists

Ask for
Fill in form
name

Correct info?

Take order
Confirm delivery

Transmit order

Packaging Manufacturing

Shipping Center Distribution

Tho change the orientation of a shape (mirror effect) :

Right click  shape  flip horizontal / vertical

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