Creating an Organization Chart

Core Training for Microsoft Visio Standard 2002

Importing Data for an Organization Chart

1	To begin importing data for an organization chart, click the File menu, point to New, point to Organization Chart, and then click Organization Chart Wizard (US units).
2	To create your organization chart from information that’s already stored in a file or database, in the Organization Chart Wizard, click Next.
3	To accept the default selection identifying the source of your organization data as *A text, Org Plus (.txt), or Microsoft Excel file, click Next.**
4	To locate the file containing the information that you want to import, click Browse.
5	To select the relevant file, double-click the Garden Company folder, double-click the Organization Charts subfolder, and then double-click Employees.
6	To accept the file path displayed in the Organization Chart Wizard, click Next.
7	Notice that fields in the Organization Chart Wizard list columns from the Excel worksheet data source. To accept the default settings so that the Name and Manager columns define the organization, click Next.
8	To accept that only the Name and Title fields will be displayed on shapes in the organization chart, click Next.
9	To add a data file column to the list of custom property fields (which are part of the chart but might not display), in the Data file columns list, click Telephone, and then click Add.
10	To select another column of worksheet data to be added to your chart as a custom properties field, in the Data file columns list, double-click E-Mail, and then click Next.
11	To allow the wizard to automatically break your organization chart across pages, and finish creating the chart, click Finish.
12	To magnify the organization chart, on the Standard toolbar, click the Zoom arrow, and click 75%.

Displaying Custom Properties

1	To begin displaying custom properties, click the View menu, and click Custom Properties Window.
2	To view the custom properties of a shape, click the Catherine Turner shape.
3	To view the custom properties of another shape, click the Ty Loren Carlson shape.
4	To modify the telephone number for the selected shape, in the Custom Properties window, click Telephone, type 5025, and then press the ENTER key.
5	To anchor the Custom Properties window, point to the Custom Properties title bar, hold down the mouse button, drag the window until it touches the bottom of the drawing page, and release the mouse button.
6	To automatically hide the Custom Properties window so you can view the chart unobstructed, on the title bar of the Custom Properties window, click the pushpin, and then move the pointer off of the Custom Properties window.
7	To temporarily view the Custom Properties window, point to the Custom Properties title bar, and then move the mouse pointer away again.
8	To change the types of information displayed in shapes, click the Organization Chart menu, and click Options.
9	In the Options dialog box, click the Set Display Fields... button.
10	To display an additional field in shapes, in the Set Display Fields dialog box, in the Available fields list, click E-Mail, click the Add button, and then click OK.
11	To apply your changes, in the Options dialog box, click OK.
12	In response to the message asking whether you want the shape height adjusted to accommodate the additional information, click Yes.

Laying out an Organization Chart

1	To begin changing the layout of the organization chart, click the Bob Hohman General Manager shape.
2	To left-align the shapes representing subordinates in Bob Hohman’s department, on the Organization Chart toolbar, click the Vertical Layout button (third from the left), and then click the Align Left button (first in the drop-down list).
3	To see whether the shapes representing subordinates in Bob Hohman’s department still fit on the drawing page, click the Zoom arrow, and click Page.
4	To begin creating a synchronized copy of Bob Hohman’s entire department on another page, click the Organization Chart menu, and then click Create Synchronized Copy...
5	To create the synchronized copy on a new page and hide Bob Hohman’s subordinates on the original page, in the Create Synchronized Copy dialog box, click the Hide subordinates on original page check box, and then click OK.
6	To realign Bob Hohman’s department on the new page, on the Organization Chart toolbar, click the Horizontal Layout button (second from the left), and then click the Center button (first in the drop-down list).
7	To move the drawing to the center of the page, click the Shape menu, and then click Center Drawing.
8	To magnify the drawing, on the Standard toolbar, click the Zoom arrow, and click 100%.
9	To deselect the drawing, click below the Jeffrey PiiraIT Manager shape.
10	To begin modifying the custom properties of a shape, click the Bob Hohman General Manager shape, click the View menu, and then click Custom Properties Window.
11	To modify the telephone number for the selected shape, in the Custom Properties window, click Telephone, type 5041, and then press the ENTER key.
12	To see whether the Bob Hohman shape on Page 1 reflects the change made to this shape on Page 2, on the navigation bar at the bottom of the drawing page, click the Previous button (left arrow), and then click the Page-1 tab.
13	To magnify the drawing page, on the Standard toolbar, click the Zoom arrow, and click 75%.
14	To view the custom properties for the shape, click the Bob Hohman General Manager shape.
15	To close the Custom Properties window, in the upper-right corner of the Custom Properties window, click the Close button.
16	To begin linking the Bob Hohman shape to its synchronized copy on the next page, click the Insert menu, and then click Hyperlinks...
17	To locate the copy, in the Hyperlinks dialog box, click the Browse... button to the right of the Sub-address box.
18	To specify the destination of the link, in the Hyperlink dialog box, click the Page arrow, click Page-2, and then click OK.
19	To finish linking the Bob Hohman shape to its synchronized copy on the next page, in the Hyperlinks dialog box, click OK.
20	To begin testing the hyperlink, hold the mouse pointer over the Bob Hohman General Manager shape.
21	To test the hyperlink, in the shortcut menu, click Page-2.

Adding Themes and Colors to an Organization Chart

1	To begin adding a background to the page, in the Shapes window, click the Backgrounds tab.
2	To add a background, position the mouse pointer over the Background leaf shape, hold down the mouse button, drag the shape onto the drawing page, and release the mouse button.
3	In the message box asking whether you want this shape to be the background image for this page, click Yes.
4	Notice that a Vbackground tab now appears at the bottom of the page. To begin applying the background to another page, on the navigation bar, click the Page-2 tab, click the File menu, and then click Page Setup...
5	To apply the background to Page 2, in the Page Setup dialog box, click the Page Properties tab, click the Background arrow, click Vbackground, and then click OK.
6	To modify the color scheme of a drawing, click the Tools menu, and click Color Schemes...
7	To change the color scheme, in the Color Schemes dialog box, in the Choose a color scheme list, click Forest, and then click OK.
8	To begin modifying the design theme of a drawing, click the Organization Chart menu, and click Options...
9	To select a theme, in the Options dialog box, in the Shape display area, click the Org chart theme arrow, and then click Retro.
10	To modify the default settings for this theme so that the top line of text in each shape appears in bold type, in the Text display area, click the Top line style arrow, click Bold, and then click OK.
11	To begin inserting a graphic into the background page so it appears on all pages of the drawing, at the bottom of the drawing page, click the Vbackground tab.
12	To insert a graphic you have on file, click the Insert menu, point to Picture, and click From File...
13	To select the graphic you want to insert, in the Insert Picture dialog box, double-click the Garden Company folder, double-click the Logo subfolder, and then double-click TGC Logo.
14	To make the logo smaller, position the mouse pointer over the upper-right corner selection handle, hold down the mouse button, drag it diagonally down and to the left a short distance, and release the mouse button.
15	To move the logo, position the mouse pointer over the logo, hold down the mouse button, drag it up to to the upper-center of the drawing page, and release the mouse button.
16	To deselect it, click below the TGC Logo graphic.
17	To view a page of the organization chart, at the bottom of the drawing page, click the Page-1 tab.
18	To get a better view of the inserted logo, on the Standard toolbar, click the Zoom arrow, and click 50%.

Saving a Drawing as a Web Page

1	To begin saving a drawing as a Web page, click the File menu, and click Save as Web Page...
2	To customize the pages to be published, in the Save As dialog box, click the Publish... button.
3	To accept the default settings and open the resulting Web page in a browser, in the Save As Web Page dialog box, click OK.
4	To zoom in on the chart in the Web page, in the lower-right corner of the Internet Explorer window, click the Fit In Window arrow, and then click 200%.
5	To view the custom properties of a shape, point to the Catherine Turner shape.
6	To expand the Custom Properties pane, point to the right edge of the Custom Properties pane and, when a double-headed arrow appears, hold down the mouse button, drag it to the right until the entire Custom Properties table is displayed, and release the mouse button.
7	To view the custom properties for Bob Hohman, hold the mouse pointer over the Bob Hohman shape.
8	To use the hyperlink on the Bob Hohman shape to navigate to Bob Hohman’s department detail on Page-2, click the Bob Hohman shape.
9	To enlarge the chart on Page-2, in the lower-right corner of the Internet Explorer window, click the Fit In Window arrow, and click 150%.
10	To return to the company overview page, at the bottom of the drawing page, click the Page-1 tab.