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Note to the Audience: The intended audience for these instructions is any individual using Visio to create an organization chart for the first time. Users should be familiar using a PC with Microsoft Office applications, as well as have good written and verbal communication. How to Create Your First Organization Chart Using Microsoft Office Visio 2003 Most companies create organization charts to show the separation of duties and responsibilities in a department, or the company in its entirety. The individuals who usually create the organization charts are either upper or middle level executives and/or their assistants. However, anyone with basic computer skills, the ability to follow directions, and access to Visio 2003 can create a professional looking organization chart. After reading these instructions you will know (1) why to use Visio to create organization charts; (2) how to design your own organization chart; (3) the functions in Visio that will add depth and emphasis to your design; and (4) helpful hints for editing organization charts. Why Use Microsoft Office Visio 2003? Visio is a program that allows you to create more visually-descriptive diagrams with the ease of its many tools and templates. A few of the many types of diagrams that can be created with Visio are building plans, business processes, street maps, flowcharts, web diagrams, network diagrams, graphs & charts, and of course organization charts. Your Own Organization Chart 1. Open Visio by clicking the Start menu, select Programs, then Visio. 2. Start a new organization chart. You will be able to choose what type of drawing you would like to create from a category list. Select Organization Chart. You’ll then notice that there are two options to choose from. For the purpose of these instructions, choose the first one (not the Wizard option). A blank page appears. 3. Learn about the organization chart shapes. Take a moment to familiarize yourself with the toolbar. To the far left of the screen you will see the organization chart shapes stencil that you will be using. There are six types of positions that can be used in the organization chart with various sizes and outlines. Depending on the size and structure of your company you may or may not use all six types. You will also see some other shapes that can be used to (1) label groups of employees; (2) insert the company name or date; and (3) add multiple employees at one time. However, these functions are not essential in creating a basic org chart, so they will not be discussed any further in this document. 49559203-f02a-40c3-9cfa-421548ad60df.doc Page 1 of 6 Add shapes to the organization chart. Follow these steps to add the organization chart shapes to the blank document. 1. Hold the cursor over the Executive shape. 2. Left-click and drag the shape onto the drawing page. You’ll see inside the shape it reads Name and Title. 3. Double click on the shape. The text box opens to allow you to type in the employee’s name, along with their title. 4. Once you’ve typed their name & title, click outside the box onto the drawing page to close the text box. 5. Now you want to fill in the employees who report to this executive. Left-click the Manager shape and drag it over to the drawing page, but place it right on top of the Executive shape. When you drop the shape, it automatically makes it subordinate to the Executive shape, like shown below. Figure 1.1 Name Title Name Title Note: Anytime you place a shape directly on top of another shape, Visio will assume that you want the second shape to be subordinate to the first. You may not always like the way Visio auto formats your shapes, but luckily adjusting their position is easy. Moving shapes on the drawing page. Moving the organization shapes on the drawing page is very simple. You can use the keyboard arrows or the mouse. If you need to move a shape only a small distance sometimes its easier to use the arrows because you don’t have to worry about losing the alignment of the shapes. To move a shape by using the keyboard arrows follow this procedure; 1. Left-click the shape to select it. 2. Use the Up, Down, Left, Right arrow keys to move the shape anywhere you’d like it. If you choose to use the mouse start with step #1 above, then drag it to the place you want it. Note: By default, when using the organization chart properties, Visio will glue the shapes together using a shape-to-point connection. What this means is that the shapes will stay 49559203-f02a-40c3-9cfa-421548ad60df.doc Page 2 of 6 connected at the same exact points as when they were first added to the drawing page, no matter how much you move the shapes around. So as long as you keep the connector the same, you will have no problems moving your shapes. If you click on the blue line connecting the shapes, it will show what type of connection was used. Table 1.2 explains this in more detail. Table 1.2 Point-to-point connection Shape-to-shape connection The connector stays glued to its specific The connector adjusts to take the most connection point on each shape when you direct path between shapes, not by a reposition the shapes. specific connection point. Use this when it's important that a Use this when the exact location of connector stay attached to a specific place connection on a shape doesn’t matter. on a shape. The small red The large red boxes show it’s boxes show what a point-to- a shape-to-shape point connection looks connection. like. Source: “Connect 2 Shapes Together,” Microsoft Office Online. 2006 Microsoft Corporation. http://office.microsoft.com/training/Training.aspx. (23 Mar. 2006). Understanding the differences between these two connection types will help you once you become more advanced with Visio, however, as mentioned earlier Visio 2003 is very smart and will probably auto format your organization chart by default. Delete shapes from the drawing page. Deleting shapes are also very simple, and again there is more than one way to do it. Choose any one of these: Right-click the shape and choose Cut from the menu Left-click the shape and press the Delete button on the toolbar Left-click the shape and press the Delete button on the keyboard. If deleting more than one shape at a time, you can left-click and drag to form a square around the shapes you want to delete. When you let go, the shapes are highlighted in hot pink, and you can press Delete either on the toolbar or keyboard. Left-click the shape, and select Clear from the Edit menu. How to Add Depth and Emphasis to Your Organization Chart 49559203-f02a-40c3-9cfa-421548ad60df.doc Page 3 of 6 Visio provides many tools to make your organization chart stand out and look more professional. A few examples are giving your chart a background, adding divider lines, applying color and shading to the shapes, which all emphasize the shapes that create your organization chart. Add a background. A basic organization chart can look a bit plain and boring. If you are planning to present the chart in a meeting or make it part of a document, you might want to spice it up a little. Adding a background can definitely do this, but be careful that you don’t choose something too distracting. Otherwise, people will not pay attention to the information you are presenting, instead they’ll focus on why you chose such an ugly background. Note: For the least amount of hassle, don’t add your background until you’ve completed your organization chart design. Follow these steps to add a background: 1. In the Shapes menu, toward the far left of the screen, select the Backgrounds tab. 2. Select a background from the list, and drag and drop it onto the drawing page. Note: You’ll notice that when the background is added to the page, the grid lines are all removed. This is why I suggested that you wait until the chart is finished to add the background. However, it is removable. Remove a background. If you did not pay attention to the earlier note, or you’ve just decided you no longer want the background, here’s what you do: 1. From the File menu, select Page Setup. 2. Select the Page Properties tab. 3. For the Type option, select the Background radio button. 4. In the Background field, click on the drop-down menu, and select None. 5. Then click OK. 6. Right-click the VBackground tab on the bottom of the page and select Delete Page. Add a divider line. Depending on your preference, you may want to add a divider line to your shapes. Here’s a couple ways of doing this: Right-click on the shape and select Show Divider Line or Left-click on the shape. From the Shape menu scroll down to Actions, then select Show Divider Line. Note: To remove the divider line, you follow the same process, but instead the option will read Hide Divider Line. 49559203-f02a-40c3-9cfa-421548ad60df.doc Page 4 of 6 Add or change shading to a shape. The only shapes that default with shading are the Executive and the Manager. However, you can add as much or as little shading as you like to all the shapes in your organization chart, just follow these steps: 1. Select the shape; then from the Format menu select Shadow. 2. From this point you can adjust the style, color, & pattern for the shading, as well as its width. Note: If you want your shapes to have color, follow the same steps as above, but under the Format menu, choose Fill. By experimenting with the patterns and colors you can create some very eye-catching shapes, like Figure 1.2 below. Figure 1.2 Kerri Lugo VP of Marketing Jane Doe Marketing Manager How to Edit your Organization Chart with Ease As mentioned earlier, sometimes Visio will not format your shapes how you want them, or after new promotions you will need to make some adjustments to your organization chart. The rest of the instructions will guide you through some of the most helpful hints that can save you a lot of time and headaches, and make your editing process a breeze. Move multiple shapes at once. If you need to move all the shapes over to make room to add some new positions, you can do this: 1. Left-click and drag until you create a square/rectangle around all the shapes you want to move. 2. Let go and notice how they’ve been highlighted in hot pink. 3. Use the keyboard arrows to move the shapes. Change layout of organization chart. The default layout for Visio 2003 aligns the shapes horizontally. Unfortunately, if you have many shapes to add here, they may start to overlap, which you don’t want to happen because they’ll cover up one another. Visio offers different layouts that align shapes to the left, right, staggered, and many other ways that allow more shapes to fit on one page. Here’s how you do it: 49559203-f02a-40c3-9cfa-421548ad60df.doc Page 5 of 6 1. Select the shapes you want to be re-arranged. On the top of the toolbar, you’ll see the layout icons. There is the horizontal, vertical, side by side layout, and the re- layout icon. Note: If you’re not changing all the shapes, make sure you select a superior shape. The layout is changed according to the superior shape, and arranges its subordinates by the option you select. 2. Select one of the four layout icons, and then choose one of its options. For example, if you have 3 Manager positions subordinate to the Executive position, and you want them to have a vertical layout, which is aligned to the left you would follow these steps: a. Select the Executive shape b. Select the Vertical Layout icon c. Select the Align Left option Figure 1.3 Kerri Lugo VP of Operations Jane Doe Marketing Manger John Doe Sales Manager Dave Smith Promotions Manager Change position type. If you made a mistake or have to change an employees’ position type, do the following: 1. Right-click the shape 2. Select Change Position Type 3. Select what position you want to change it to 4. Press OK Now that you’ve learned the basics, you can start to create your own organization charts. As you become more familiar with the application will you learn more tricks and advances functions, but for a beginner these instructions will get you off to a good start. 49559203-f02a-40c3-9cfa-421548ad60df.doc Page 6 of 6