This presentation contains detailed MS VISIO tips and tricks.

1. Microsoft Visio is Registered Trade of Microsoft Corporation
This presentation is Copyright of QBI Institute. This presentation is part of
course material for QBI Institute Software Business Analyst Certification
Program

2. About the Speaker

3. Importance of MS VISIO

4. What can VISIO Do for You

5. Is Learning Visio Compulsory ?

6. Starting VISIO
Then Start VISIO By Clicking Here -2
Click on Windows Button -1

7. Starting VISIO
Template
Template Area: Recently
Navigation Area Preview Area
Used, Template Categories

8. Ribbon Bar
Groups on Ribbon
Quick Access Tool Bar
File Menu Visio Drawing
Visio Stencil
Zoom Control
Page Control

9. Top Right / Bottom Left Options
To Minimize the Visio
File
To Restore Down
To Close the file
To Minimize the Ribbon
To Open Visio Help
To Minimize Window
To Restore Window
To Close Window
Page No of Open Visio Drawing
Unit being used US or Metric
Macro Recording Option

10. File Menu
File is the only drop down menu available it
provides options for Save/Save
as, Open, Close, Info, Recent, New etc.

11. Home Tab /Ribbon
Home Tab or Ribbon has provision for common actions like alignment, font
size, formatting, Copy, Paste etc. Home Ribbon has groups like Clip
Board, Font, Paragraph, Tools, Shape, Arrange and Editing

12. Insert Ribbon
Insert Tab or Ribbon has provision to Insert Blank Page, Picture, Clip Art, Chart, CAD
Drawing, Container, Call Out, Hyperlink, Screen Tip, Object, Field and symbol. It has Ribbon
Groups named Pages, Illustrations, Diagram Parts, Links and Text

13. Design Ribbon
Page Orientation, Page Themes, Backgrounds etc. are set in the Design Tab or Design Ribbon.
Design Ribbon has the following Groups : Page Setup, Themes, Backgrounds and Layout

14. Data Ribbon
We can link external data sources and data graphics through Data Ribbon. Data Ribbon has
three Groups : External Data, Display Data, Show/Hide

15. Contextual Tabs
Contextual Tabs become available on certain conditions. In this example we will
show you a contextual tab and also use of Ink Tools in Visio.
Click on Review Tab
Now click on Ink Tools
A contextual Tab of Ink Tools will come up
Through Ink Tool Contextual
Tab you can use
Pen, highlighter etc. on your
MS Visio Drawings

16. Review Ribbon
Functionalities provided in this Ribbon help us to Review our Visio Files or Diagrams .
Review Ribbon has following Groups : Proofing, Language, Comments, Markup and Reports

17. View Ribbon
Functionalities provided in this View Ribbon help us to View better our Visio Files or Diagrams .
View Ribbon has following Groups : Views, Show, Zoom, Visual Aids, Window and Macros

18. Developer Ribbon
Developer Ribbon has Groups like Code, Add-Ins, Controls, Shape Design, Stencil, Show/Hide.
Here you can record new Macros, Prepare new stencils etc

19. Add-Ins Ribbon
Add-Inns Ribbon shows Add-Ins to your Visio Program.
A Visio Add-In is a Program which extends the capability of VISIO
There are several third party Add-Ins available for Microsoft Visio

20. More about Tabs

21. Shapes
Visio Shapes and connectors make up the Visio Diagram
Visio Shapes are readymade images with which you can make your diagram
Visio Shape can be simple as a line or complex as a Calendar
Shapes can be 1-D (behaves like a line ) or 2-D (behaves like a rectangle)
Relevant Visio Shapes can be utilized from the Stencil, by dragging and dropping
instance (which you drop on diagram) of master shape (which remains on the
stencil)
Shapes can hold important information and data
You can make your own shapes
Common Shape Actions
Rotate a Shape
Resize
Flip Horizontally and Vertically
Format
Managing Viewing Shape Data

22. View Shape Data , Size and Positopn
To check data associated with a
Shape, Select the Shape View Ribbon
Task Panes Shape Data
(Only 2D shapes have shape
data, connectors do not have shape data)
To check positioning of a Shape on the
Diagram, Select the Shape, Go to View
Ribbon Task Panes Size and Position
After you activate these options whatever
Shape you will select their Data, Size and
Position will be displayed

23. Shape Connection Points
A connection point is a special point on some
shapes that you can “glue” connectors and other
shapes to. It looks like a blue x ( ). When you glue
a connector to a connection point on a
shape, they stay connected, even if the shape is
moved. Use connection points when you want
connectors or shapes to stay connected to specific
points on a shape.
In Microsoft Visio 2010, connection points fade in
and become visible when you are attempting to
connect a shape to another. You see a shape’s
connection points when you hover near the shape
with the Connector Tool or drag the endpoint of
any connector or line near a shape that has
connection points.

24. Prevent or Protect Shapes
To prevent or protect shapes go to
File  Options  Advanced General
Select Run in developer mode
Now Select a Shape you wish to protect
Now on Developer Tab Shape Design Group Click Protect. Protect the properties you
wish to protect

25. Static Connection
Static Connections or Point Connections. When the Shapes are Connected the
Connection end points turn red. If we move the shape the connector remains glued to
the end point

26. Dynamic Connectors
Dynamic Connections or Shape to Shape Connectors It connects two shapes with
shortest route Possible

27. Adding Text to Connector
Double Click on the Connector and Add Text

28. MS Visio File Types
.vsd is Visio Drawing File
Vss is Visio Stencil File
.vst is Visio Template File
.vsx is Visio XML file

29. Visio File Types
.vsd : The vsd file extension is associated with Microsoft Visio binary file format and
used for its flowcharts and diagram document files
.vss: The vss file extension is associated with Microsoft Visio. File contains smartshapes
(stencils).File is in binary Visio document format
.vst: The vst file extension is associated with Microsoft Visio templates
.vdw: The vsw file suffix is associated with Microsoft Office Visio. File contains web
drawing, that is created in Microsoft Office Visio.
.vdx: Visio drawing XML file - a drawing or chart created with Microsoft Visio, a
program for creating business diagrams and flowcharts. It is similar to a standard
.vsd file, but saved in an XML format.

30. Creating a New Stencil
Developer Ribbon  New Stencil
Save with .vss extension
Utilize with Visio Drawing Files

31. Applying a Theme

32. Selection Handle
Rotation Handle

33. Drop and Connect Indicator

34. Working With Shapes
Flipping and Rotating Shapes
Rotate Shape 90 degree to the left (counter-clock wise) Ctrl +L
Rotate Shape 90 degree to the right (clockwise) Ctrl +R
Flip Shape Vertically Ctrl +J
Flip Shape Horizontally Ctrl + H
Flip a line Shape to reverse its ends – Choose Shape Operations Reverse ends
Grouping and Ungrouping Shapes
Grouping Shapes Shift + Ctrl + G
Ungrouping Shapes Shift + Ctrl +U
Nudging a Shape
Nudging a Shape : Select the Shape and Press Up, Down, Left, Right and Arrow Keys
Nudging means shifting a Shape with a very small degree

35. Working With Shapes
Zooming
Hold Down Shift+Ctrl and Click left mouse button – Zooms in
Hold Down Shift+Ctrl and Click right mouse button – Zooms Out

36. Formatting Shapes
Select the Shape  Right
Click with mouse
Select Fill / Line/Text

37. Working with Visio Pages
Inserting a New Page
Accessing Page Setup
Insert
Delete
Rename
Re-order
Page Setup Options

38. Visio Page Setup Options

39. Visio Page Setup Options

41. Background Page

42. Using Visio Artifacts in Requirement
Documents
• Paste Picture
• Link Visio Drawing in your
Requirements Document
• Display as Icon

43. Copy and Paste Picture
• This option is equivalent to Copying and Pasting the Visio Snapshot in your
Requirements Document
• Embedded Picture Can Not Be Edited as a Visio Drawing
• Embedded Picture is not Linked with the Original Visio Drawing. Any Subsequent
change in Original Visio Drawing will not be reflected here

44. Link Visio Object in your
Requirement Document
• Open Your Requirements Document. On Insert Ribbon click on Insert Object.
• Select Create from File if Drawing is already available
• Select the drawing you wish to link
• To keep the link active do not rename the file or change folders

45. Protect Your Drawing
Developer Tab
Click On Document Explorer
Right Click Document you wish to protect
Click on Protect Document

46. Developer Ribbon Not Seen
If you can not see the Developer
Ribbon
File Options  Advanced Run in
Developer Mode

47. Preparing UML Diagrams through
MS VISIO

49. Preparing UML Diagrams

50. Metric and US Units
• Metric and US units are used to scale
diagrams in drawing page
• Metric units example : Meter, MM etc.
• US units example : Miles etc.

53. Wireframes Through Visio

54. Portal / Application / Service Wireframing
Using MS Visio
• Wire-framing is making a visual of a website /web service / application to be
developed
• It is an Elicitation / Validation Technique
• You can seek client approvals through Wireframes
• Through the wireframes you communicate client requirements to development
team
• MS Visio is a good application to prepare Wireframes. It is weak in preparing
Prototypes which have larger interactivity

55. Wire Framing - Case Study
Your client is a World leader in Insurance Software Products. Your company who is the
vendor has been engaged to develop an interactive company portal for them. As a
business analyst you have been in discussion about the client requirements
As per the discussion the following has emerged
• The client wishes to prominently display its logo on every page of the web site
• In addition to home page there will be top level links for Products, Services,
Components Media, Contact Us
• In addition the client prominently wishes to highlight about its Alliance Partners,
Clients, Career Opportunities, Blogs and Sitemap
• They want to portray a modern image through the website
Prepare a Wireframe Website to be approved by your client before you share these
ideas with your design and development team

59. References
References
Visio 2010 Key Board Shortcuts
http://office.microsoft.com/en-us/visio-help/visio-2010-keyboard-shortcuts-
RZ102810189.aspx?section=1
BPMN Diagrams Using MS Visio
http://office.microsoft.com/en-us/visio-help/bpmn-diagramming-basics-
RZ102712773.aspx?CTT=1
Business Template Overview
http://office.microsoft.com/en-us/visio-help/video-business-template-overview-
VA101848201.aspx?CTT=4&origin=EC001023145

60. Thank - You

61. Hold Down Shift + Ctrl and drag with the left
mouse button – Zooms in on the selected area
Hold Down Shift + Ctrl and drag with the right
mouse button – Zooms in on the selected area