MICROSOFT OFFICE VISIO 2007
1 Choosing the Correct Business Process Diagram Type 1 Technical requirements 2 Setting the scope with context diagrams 2 Starting a context diagram in Microsoft Teams 4 Opening a Visio document in Microsoft Teams 6 Determining who and what with a functional flow diagram 8 Starting a functional flow diagram in Visio for Web 9 Capturing interactions with a crossfunctional diagram 12 Starting and ending with rounded terminator shapes 14 Defining process steps with rectangular shapes 14 Highlighting decisions with diamond shapes 14 Labeling swimlanes for each actor 14 Starting a cross-functional diagram in desktop Visio Plan 2 15 Starting a cross-functional diagram in Visio Plan 1 17 Saving a desktop Visio document to a Teams channel 18 Defining the detail with a flowchart diagram 20 Knowing when to use the flowchart shapes 21 Using the Off-page (reference) shape 23 Summary 25 2 Choosing the Best Visio Edition for Our Needs 27 Technical requirements 28 Understanding the different Microsoft Visio editions 28 Using Visio documents anywhere 29 Comparing templates and features of Visio editions 31 Getting to know the Visio user interface 34 Understanding the desktop Visio user interface 34 Understanding the Visio online editor user interface 36 Understanding the Visio Reading View user Table of Contents interface 38 Adding stencils to the workspace 40 Searching for shapes 41 Summary 42 3 Learning to Manually Create Process Flow Diagrams 43 Technical requirements 43 Setting the page size and orientation 44 Adding basic flowchart shapes 47 Using Quick Shapes and AutoConnect 47 Aligning shapes with Smart Guides and Dynamic Grid 49 Relating shapes to each other 50 Dragging the AutoConnect arrow 51 Gluing connectors to a specific position 52 Reversing the direction of flow 53 Changing the routing style of connectors 55 Changing the type of connectors 56 Automatically changing the diagram layout 57 Labeling shapes and relationships 58 Resetting flowchart shape sizes 59 Moving the connector label 61 Working with swimlanes and separators 62 Adding a swimlane to a cross-functional flowchart 62 Moving and resizing swimlanes 64 Adding a separator to a cross-functional flowchart 64 Adding more detailed information to shapes 65 Using ScreenTips to store a longer description 67 Inserting shapes between existing ones 67 Creating subprocesses 68 Creating a new subprocesses page 69 Linking to an existing subprocess page 70 Creating a new subprocess page from selected shapes 72 Validating the structure of flowchart diagrams 76 Summary 78 4 Using Visio for Desktop with BPMN 79 Technical requirements 79 The basic idea of the BPMN approach 80 The terminology of BPMN 81 Getting started with BPMN in Visio 81 Finding the BPMN template 82 Working in the BPMN diagram environment 84 Changes and formatting of all BPMN shapes 86 Accessing the variations through metadata 86 Getting started with placing the shapes and formatting the shapes 92 Adding the start event 92 Extending the diagram with a task 93 Connecting the shapes 93 Visio for the web and BPMN 95 Validating the structure and syntax of BPMN diagrams 96 A built-in scenario for the BPMN template – the Power Automate export 99 Assigning the Power Automate elements to the shapes in the Visio diagram 101 Exporting the flow to Microsoft Power Automate 105 Summary 108 5 Utilizing Data Sources to Create and Enrich Business Process Diagrams 109 Technical requirements 109 Creating process diagrams automatically in Excel 110 Editing in Visio online 113 Editing in desktop Visio 114 Using the example Cross-Functional Flowchart of the Data Visualizer process 115 Creating process diagrams automatically from data in Visio for Desktop 117 Understanding and editing the Data Visualizer Excel workbook 118 Running the Data Visualizer wizard in Visio 120 Updating the source table from Visio 123 Creating Visio for Desktop and Excel process diagram templates for others 125 Adding extra information to process steps 128 Summary 130 6 Learn How to Diagram Efficiently 133 Technical requirements 133 Editing the built-in ribbon to provide more options 134 Creating a new ribbon tab, group, and buttons 134 Learning useful shortcut keys in Visio 137 Shortcut keys common in Visio and most M365 and Office applications 137 Visio-specific common shortcut keys 137 Using short keys in desktop Visio 138 Banding shapes together 140 Selecting multiple shapes 141 Using the built-in containers 141 Controlling the layout 142 Aligning shapes 142 Distributing shapes evenly 144 Adding callouts for annotations 146 Getting Callout shapes in Visio for the web 146 Getting the Callout shapes in desktop Visio 146 Adding borders and titles 149 Editing headers and footers 152 Summary 154 7 Preparing Diagrams for Presentation and Collaboration 155 Technical requirements 155 Using themes to enhance the appearance of pages 156 Using variants in desktop Visio 158 Applying different styles to shapes 160 Adding data graphics to highlight information 164 Text / Callout 167 Data Bar 168 Icon Set 168 Using Color by Value 169 Inserting a legend 169 Using layers to control visibility and color 170 Considering accessibility 174 Use high contrast to ensure text is legible 175 Alt text titles and descriptions 175 Diagram navigation 176 Options for multi-language versions 176 Summary 177 8 Securing and Providing Access to Diagrams 179 Technical requirements 179 Primary questions for sharing 180 Options for storing Visio files for broader distribution 180 Storage in OneDrive and OneDrive for Business 182 Storage in SharePoint Online 183 Adding Visio documents to Teams channels for reviewers (including shared channels) 188 Publishing a Visio file in Microsoft Teams on a tab 189 Using conversations and comments with Visio documents 192 Removing comments from a Visio document 197 Co-authoring in Teams and SharePoint 198 Sharing a Visio file 199 Protecting a Visio document from viewing 201 Protecting a Visio document or parts from edits 202 Summary 204 9 Integrating Visio with Other Microsoft Apps 205 Technical requirements 205 Exporting processes to Microsoft Word for documentation 206 Enhancing the Word document 209 Exporting diagrams to Microsoft PowerPoint for presentation 210 Optional Visio add-in to provide extra features 213 Exporting data to Microsoft Excel for integration 214 Creating a report definition 214 Running a report definition 218 Optional Excel add-in to convert the report into a modern table 219 Embedding processes in Microsoft Power BI for interaction 220 Preparing a Visio diagram for Power BI 221 Preparing data for Power BI 222 Embedding into Power BI 225 Summary 231 10 Customizing Master Shapes and Templates 233 Technical requirements 233 Understanding the importance of master shapes 234 Viewing the Document Stencil 234 Understanding the Drawing Explorer window 235 Shape instances inherit values from a master shape 236 Introducing the ShapeSheet 239 Reviewing existing selected process master shapes 241 Types of Shape Data 242 Adding description shape data to existing master shapes 242 Adding Duration to shape data 245 Assigning line weight, style, or color by Owner 247 Matching the shape color with the swimlane color 249 Summary 250 11 Improving the Provided Flowchart Shapes 251 Technical requirements 251 Adding the phase of swimlane to process shapes 252 Adding UservisHeadingText to the Separator shapes 255 Adding Phase to the flowchart shapes 257 Viewing the Phase text in the Process shape 257 Inheriting the labels of built-in containers 258 Automatically highlighting unglued connectors 262 Adding configuration options to callouts 264 Maintaining callout associations on hidden layers 267 Making diagrams accessible 267 Automatically setting high-contrast shape text 268 Setting the tab order 271 Providing meaningful alternate text 272 Sharing custom templates 274 Summary 279