Note to the Audience The intended audience for these

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Note to the Audience The intended audience for these Powered By Docstoc
					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.



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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



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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




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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.




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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:




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   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.




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