Microsoft Visio to Create an Organizational Chart Term Paper

Excerpt from Term Paper :

Microsoft Visio to Create an Organizational Chart

Defined Purpose and Audience

This project is a fundamental guide for using Microsoft Visio to create an organizational chart. It is designed for first-time users and people who have limited time, as it focuses most often commonly used features. This guide shows the users how to use Microsoft Visio without relying on technical jargon, by providing simple explanations and lists of numbered steps that tell the user which keys to press and which options to select.

Related Publications

Many related publications can be accessed to learn more about creating an organizational chart using Visio. These include:

Microsoft's official page for their Visio software.

Visimation, a company that helps other companies use Visio."'s consumer review of Visio 2000.

2000's consumer review of Visio 2000 Enterprise Edition."'s consumer review of Visio 2000 Technical Edition.

Visio 2000: The Official Guide

Microsoft Visio Version 2002 Inside Out Designated Desktop Publishing Software

Microsoft Visio is a complex diagramming tool that helps its users visualize ideas and communicate these ideas with colleagues and clients. The latest version of Visio makes it easy to make a visual impact with diagrams, as well as integrate Visio more closely with other software.

Microsoft Visio is known for its simple drag-and-drop techniques, and customers can also customize and program Visio. A variety of users will benefit from this guide. Beginners will find the data in this report presented in a simple style, while intermediate users will be able to apply the tips and examples presented in this document to take their skills to another level.

Plans for Updates and Production

Visio can be used to produce supporting documentation for all aspects of development, such as project time lines, data flow diagrams, database models, business process diagrams, and Microsoft Windows interface design. My plans for updates and production include creating instructions on how to use Visio for these purposes in a future research guide.

Plans for Testing and Reviews

Creating an organization chart simply by using the indtsructions provided in the reference guide can test this guide's effectiveness. If the guide is effective and easy to use, it will prove to be useful for a beginner.

Proposed Physical Architecture, Content and Organization

The guide will be a text guide that provides a simple, easy-to-use strategy fro creating an organization chart using Microsoft Visio. It provides a clear definition of the basic functions of Visio, as well as a detailed guide on how users can create an organization chart using this software.

This guide aims to assist users that have little or no previous experience with Visio. Therefore, the terms are non-technical and the steps are easy to follow.

Proposed Reference Aids

The proposed reference aids for this project include technology books, how-to guides and websites of both software companies and information sites.

Sample Pages

Ideally, the organization chart that this guide describes will look like this:

Source: Microsoft Office

Microsoft Visio Reference Guide

I. Overview

Microsoft Visio is a quick, easy-to-use tool that allows its users to create flowcharts, organizational charts, timelines, marketing diagrams and many other documents. This software features tight Microsoft Office integration that enables users to add powerful drawings to documents and presentations. In addition, Visio is Internet-enabled, making it easy to share diagrams and communicate ideas across a corporate intranet, the Web, and around the world.

Microsoft Visio is a software line of drawing programs designed specifically to meet the needs of business professionals. The key to the program's success is basically the patented drag and drop SmartShapes system, which makes drawings fast, simple and professional looking.

Users need not be artists to use the software, as they can simply locate a symbol or shape and drag it to the desired page. The object can then be manipulated to meet demands. These are many objects available but users may also create their own.

This SmartShapes technology is a great tool for creating a multitude of diagrams, including organizational charts. The stencil shapes of Visio are an improved version of clip art but can be resized without distortion. Users can connect shapes and place text over shapes. In addition, SmartShapes are compatible with imported documents from Autodesk AutoCAD and Microsoft Word, making this technology an innovative concept.

This guide will show a first-time Visio user how to plan and develop an organizational chart using Microsoft Visio. The SmartShapes stencils will play a role in showing how an organization's hierarchy can be planned and developed, aiding the user in filling upcoming vacancies, making promotions, and creating new positions. Users will learn how to customize charts according to names and titles. Visio features templates for all types of hierarchical structures.

II. Getting Started

Getting started is easy. After Visio is installed on your computer, access the program by double-clicking on its desktop icon. Once the program is started, you will see a small window that reads "Welcome to Visio 2000" that accompanies the main screen. You can create new drawings or open existing files from this window.

To use Visio features, simply guide your mouse next to either or the options on the "Welcome to Visio" window and click. This will place a black dot near the selection of choice. Next, highlight the file or stencil under the option by clicking on it. Before clicking on the OK button on the bottom of the window, which will take you to a blank page with stencils, it is important to understand a few basics.

Under the "Create a New Drawing" icon, there are only four templates listed. However, many more exist in the program. Click the first listing, "Choose drawing type," then click OK. This will take you to a new window that contains a Solutions tab. This tab will provide instant access to the available templates in Visio, which are listed in the left-hand half of the window under the Category title.

The "Create New Drawing" window consists of two boxes, one for Category and the other for Drawing type. It is important to observe the four buttons located at the bottom of the window. The button to the left has a question mark on it. This enables you to access a multitude of program help features. The Cancel button closes the window and the OK building is used for finalizing a selection. These three buttons are located on most Visio windows and dialog boxes. The "Browse Templates" button enables users to find templates with the program and outside of it.

To begin, click the "Category" folder to locate the templates in each category. When you select a template, a different pictorial display appears in the right half of the window. These pictures represent a drawing type or template within that folder. For example, if you click "Map," two pictures will appear under the "Drawing Type" box. The first is called "Directional Map" and its illustrations include trees, a building and a pond. The second picture is of the African continent and it represents Geographic Maps.

It is easy to choose a drawing type. Just click on the picture and then click OK. This will bring up the blank page discussed earlier, as well as the appropriate stencil windows to the document's left. Simply click one of the stencil title bars to see its contents. For instance, if you choose the Directional Maps template, SmartShapes stencils appear for "Landmark Shapes," "Metro Shapes" and more. Click the "Landmark Shapes" title bar and the SmartShapes within that stencil expand into view. By right-clicking on a stencil title bar, you can close the stencil or modilfy its properties.

Before exiting this document, you will see that two sets of three common Windows icons are situated at the top right corner of your screen. The top set are used to control the Visio program. The second set is used to adjust the document. The bottom set minimizes, adjusts and closes documents.

Basic Drop-Down Menus

Three drop-down menus are present on the basic Visio page's menu bar. These are File, Tool and Help. Some of the functions within these features overlap those found in the "Welcome to Visio" window and in the icon buttons. For instance, you can open previous drawings by using the File drop-down menu, the Open button or the "Welcome to Visio" window. This makes accessing the program's elements quick and easy.

When you click the File menu, you will see two items, New and Stencils, which have black arrows to their right. The New function provides many options, including "Choosing Drawing Type," which allows you to choose the Category and Drawing Type needed. You may also browse templates.

When you choose the Stencils function, you can open existing stencils or create your own. The Open Stencil option pulls up a window with the Solutions folders and their stencils.

The Tools drop-down menu is another area that a new user must be familiar with. The Tools -- Macros section includes the following:

Macros -- External modules with Visio…

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