Creating Organization Charts

Core Training for Microsoft Office Visio Standard 2003

Importing Data to Create Organization Charts

1	To start the Organization Chart Wizard, in the left pane of the Choose Drawing Type window, click Organization Chart, and then, in the Template area, click Organization Chart Wizard.
2	To use data from an existing file, on the first page of the wizard, leave the Information that's already stored in a file or database option selected, and click Next.
3	To specify that you are importing data from an Excel file, click Next.
4	To specify the file you want to use, click Browse, double-click Garden Company, double-click TGC Employees, and then click Next.
5	To specify which columns of the worksheet should be used in the organization chart, check that Employee appears in the Name box and Manager appears in the Reports to box, and then click Next.
6	To specify which fields are displayed in the organization chart, in the Displayed fields list, click Title, click Remove, and then click Next.
7	To specify which fields are imported as custom property fields, in the Data file columns list, click Title, click Add, click E-Mail, click Add, click Add again to add the selected Telephone, and then click Next.
8	To finish the wizard, leave the default settings as they are, and click Finish.
9	To get a better view of the organization chart, on the Standard toolbar, click the Zoom arrow, click 100%, and then on the scroll bar, click the Up scroll arrow three times.
10	To add a shape to the organization chart, drag the Consultant shape from the Organization Chart Shapes stencil onto the Jeff Pike shape, as indicated.
11	To confirm the addition, select the Don't show this message again option, and then click OK.
12	To select the text of the shape for editing, press the F2 key.
13	To enter the consultant's name, for the purposes of this exercise, press SPACEBAR, and the name will be typed for you.
14	To cancel the selection of the text block and the shape, press the ESC key twice.

Displaying and Formatting Chart Information

1	To open an organization chart that you saved earlier, on the Standard toolbar, click the Open button, and in the Open dialog box, double-click Garden Company, and then double-click TGC Org Chart.
2	To display the Custom Properties window so that you can view hidden data about shapes, click the View menu, and then click Custom Properties Window.
3	To display the custom properties for a shape, click the Ty Loren Carlson shape.
4	To view all the data in the window, drag the left edge of the Custom Properties window to the left until all information is visible.
5	To change the telephone number, in the Custom Properties window, click Telephone, and then, for the purposes of this exercise, press SPACEBAR to have a new number typed for you.
6	To finish entering the telephone number, press the ENTER key.
7	To display the custom properties for another shape, click the Jay Hamlin shape.
8	To add an e-mail address, click E-Mail, press SPACEBAR, wait as the address is typed for you, and then press ENTER.
9	To close the Custom Property window, click its Close button.
10	To change the information that is displayed in shapes, click the Organization Chart menu, and then click Options.
11	To display an additional field in organization chart shapes, in the Options dialog box, click the Fields tab, and then in the Block 1 area, click to select the Title check box.
12	To change the formatting of the text in shapes, click the Text tab.
13	To make the names in the organization chart shapes bold, confirm that Name is displayed in the Fields box, and then in the Style area, click to select the Bold check box.
14	To italicize the titles in organization chart shapes, click the Fields arrow, click Title, and then in the Style area, click to select the Italic check box.
15	To change the shape display options, click the Options tab.
16	To change the width of shapes, in the Width box, click the Up arrow four times, and then click OK.
17	To have Visio automatically arrange the drawing to accommodate the new shape size, in the message box, click Yes.

Customizing the Chart Layout

1	To select the top shape so that you can change the layout of all subordinate shapes, click the Karen Berg shape.
2	To rearrange the layout of the chart, on the Organization Chart toolbar, click the Side By Side button, as indicated, and then click Double Side.
3	To view more of the drawing, on the Standard toolbar, click the Zoom arrow, and then click Page.
4	To center the revised chart on the drawing page, click the Shape menu, and then click Center Drawing.
5	To zoom in and view additional shapes, click the Zoom arrow, click Last, and then click the Down scroll arrow three times.
6	To select another shape so that you can change the layout of its subordinate shapes, click the Bob Hohman shape.
7	To left-align the subordinate shapes, on the Organization Chart toolbar, click the Vertical Layout button, as indicated, and then click Align Left.
8	To create a synchronized copy of the organization chart, click the Organization Chart menu, point to Synchronize, and then click Create Synchronized Copy.
9	To place the copy on a new page and hide subordinates on the original page, in the Create Synchronized Copy dialog box, click to select the Hide subordinates on original page check box, and then click OK.
10	To zoom in on the new page, click the Zoom arrow, click 100%, and then click above the scroll box in the vertical scroll bar.
11	To spread the subordinate shapes out horizontally, click the Bob Hohman shape, and on the Organization Chart toolbar, click the Horizontal Layout button, as indicated, and then click Center.
12	To view the entire page and then center the revised chart on the drawing page, click the Zoom arrow, click Page, click the Shape menu, and then click Center Drawing.
13	To go back to the first page of the chart, at the bottom of the drawing window, click the Page-1 tab.
14	To save the new page and other changes, on the Standard toolbar, click the Save button.
15	To add a hyperlink to a shape, click the Bob Hohman shape, click the Insert menu, and then click Hyperlinks.
16	To browse to the target for the hyperlink, in the Hyperlinks dialog box, click the lower of the two Browse buttons.
17	To link the Bob Hohman shape to page 2, in the Hyperlink dialog box, click the Page arrow, and then click Page-2.
18	To finish adding the hyperlink, click OK in the Hyperlink dialog box, and then click OK in the Hyperlinks dialog box.
19	To see the effect of adding the hyperlink, press the ESC key to cancel the selection, and then point to the Bob Hohman shape.
20	To go to the hyperlinked page, on the shortcut menu, click Page-2.
21	To select a shape on Page-2, click the Zoom arrow, click 100%, and then click the Cynthia Randall shape.
22	To move the selected shape above the Lee Oliver shape, on the Organization Chart toolbar, click the Move Up button, as indicated.
23	To format the organization chart, click the Organization Chart menu, and then click Options.
24	To change the design theme for all drawing pages, on the Options tab in the Options dialog box, click the Org chart theme arrow, click Contemporary, and then click OK.
25	To change the color scheme for all pages, press the ESC key to cancel the shape selection, click the Shape menu, point to Actions, and then click Color Schemes.
26	To apply a new color scheme to all pages, in the Color Schemes dialog box, click Forest, and then click OK.
27	To add a background to the current page, in the Shapes window, click the Backgrounds stencil, and then drag the Background leaf shape onto the drawing page.
28	To view the effects of your changes on the first page, click the Page-1 tab.

Saving Diagrams as Web Pages

1	To save the organization chart as a Web page, click the File menu, and then click Save as Web Page.
2	To save the Web page in the same folder as the TGC Org Chart source file and begin to customize the Web page options, click Publish.
3	To change the title that will appear in the Web browser title bar, at the bottom of the Save as Web Page dialog box, triple-click the text in the Page title box to select it.
4	To type a new title, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you.
5	To apply a style sheet to the Web page, click the Advanced tab, and in the Display options area, click the Style sheet arrow, and then click Forest.
6	To accept all of the changed settings in the Save as Web Page dialog box, and open the new Web page, click OK.
7	To view the custom property data for a shape in the Details area of the left pane, hold down the CTRL key and click the Karen Berg shape at the top of the right pane.
8	To view the information about Karen Berg in the Details area, click below the scroll box in the vertical scroll bar.
9	To follow a hyperlink, click the Bob Hohman shape, as indicated.
10	To view the top of the left pane, click above the scroll box in the scroll bar.
11	To go to the first page, in the Go to Page area, click the arrow of the text box, click Page-1, and then click the Go to selected page button to the right of the box.
12	To close the Web browser, click the Close button in the upper-right corner.