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05 557246 ch03.qxd 4/2/04 10:01 AM Page 45 Chapter 3 ✦ Working with Visio Files 45 ➪ Open and File ➪ Save. Working with Document Management Systems You can open and save Visio files with a document management system (DMS) if it sup- ports the Open Document Management Architecture (ODMA) 1.5 standard. When Visio detects an ODMA 1.5–compliant management system on your computer, it opens the DMS Open dialog box instead of Visio’s Open dialog box. Likewise, when you save a file in Visio, the DMS Save dialog box appears so that you can save and store your Visio drawing within the DMS. If the DMS dialog boxes don’t appear, you might need to register Visio with your DMS application. Refer to your DMS documentation for instructions. You can’t use a keyboard shortcut or a link on the File menu or Task Pane to access the DMS dialog boxes to open or save files. To open or save files with a DMS, you must choose File Tip You can change the measurement units for the current drawing on the Page Properties tab in the Page Setup dialog box or by clicking the Change button on the Units tab in the Options dialog box. Accessing Recently Used Files Although Visio is extremely easy to use, you often need more than one work ses- sion to complete a drawing. You can quickly locate and open files you worked on recently with one of the following shortcuts: ✦ Getting Started Task Pane — Click a link in the Open section to open a Visio file you worked on recently. ✦ New Drawing Task Pane — Click a link in the Recently Used Templates section to create a new drawing based on a template you used recently. ✦ My Recent Documents folder — When you use the Open dialog box, click the My Recent Documents link in the Places bar to view Visio files you accessed recently. To open a file, select the file in the file list and click Open. ✦ File menu — Depending on the options you have chosen, a number of your recently used files appear at the bottom of the File menu. Click a file name to open that file. Tip You can modify the number of recently used files that appear on the File menu and in the Getting Started Task Pane. To do this, choose Tools ➪ Options, choose the General tab, and use the Recently Used File List arrows to specify the number of entries you want to appear. By default, Visio lists four documents; but you can have it list as many as nine. 05 557246 ch03.qxd 4/2/04 10:01 AM Page 46 46 Part I ✦ Understanding Visio Fundamentals Opening Other Types of Files in Visio In Visio 2003, you can open stencils, templates, and workspaces, as well as files in other formats. Opening a workspace opens all the files and windows for that workspace, and positions the windows as they were when the workspace was saved. You can also open stencils and templates to customize them. When you open files saved in other graphic formats, Visio opens a Visio drawing that treats the graphic file as a single shape that you can move, resize, and rotate. To open other types of files, choose File ➪ Open to access the Open dialog box. Choose the type of file you want to open in the Files of Type drop-down list. As you navigate to the folder that contains the file you want to open. Visio displays only files of the type you specified in the file list. Select the file you want and click Open. Cross- Reference Tip If you want to insert content from a type of file that Visio doesn’t support, open the file using another drawing application, cut or copy a section of the image, and then paste it into a Visio drawing. To learn more about working with other types of files, refer to Chapters 8, 9, and 28. Finding Files Whether you want to find a Visio drawing with a shape you customized, or locate a template for your next diagramming project, you can search for Visio files, stencils, and templates on your computer, on your network, in Microsoft Outlook, or online. Like other Microsoft Office applications, Visio 2003 provides several convenient methods for finding the files you want. Using File Properties to Find Files You can differentiate files by the values in their File properties, whether you use search methods or inspect the properties in the Properties dialog box. Visio auto- matically populates some of the file properties. Some of these are read-only, but many others are editable. In addition, you can populate other properties, such as Category or Keywords, to simplify locating the files you want in the future. When you select a file in the Open dialog box, you can click Tools ➪ Properties to view its properties before opening the file. Visio automatically populates the properties on the General tab. These properties are read-only and provide basic identification of a file, including the type of Visio file, the folder location where the file is stored, the file size, and the template on which it is based. Although Visio populates some of the fields on the Summary tab automatically, you can use these properties to describe and categorize your drawings and then search 05 557246 ch03.qxd 4/2/04 10:01 AM Page 47 Chapter 3 ✦ Working with Visio Files 47 these fields to locate the files you want. Add or edit text in any or all of the follow- ing fields: ✦ Title — A descriptive title for the file. ✦ Subject — A description of the drawing contents. ✦ Author — Visio populates this field with the name of the person who created or last updated the file. You can enter another name. ✦ Manager — The name of the person in charge of the project or the department for which the drawing was created. ✦ Company — This can represent either the company responsible for creating the drawing or the client for which the drawing was produced. ✦ Language — Visio populates this field with the default language, but you can change the language in this field. Visio uses the language specified in this field when it checks spelling. ✦ Category — This describes the drawing type, such as a database model, block diagram, or Gantt chart. ✦ Keywords — These are words that identify the file, client, project, or other aspects of the drawing contents. ✦ Description — This option provides additional information about the file, such as purpose or revisions made. ✦ Hyperlink Base — This specifies the path used as an origin for hyperlinks for which the path is not fully defined. By default, Visio uses a path relative to the current file. ✦ Save Preview Picture — Select this check box to save a preview picture of the first page of the drawing and display the preview when you click Preview in the Views menu in the Open dialog box. The Contents tab lists each page in the drawing and the master shapes included on them. You can use this tab to identify the names of the masters used in a drawing. Searching for Drawing Files You can search for files no matter which method you use for opening files. Visio provides both basic and advanced search features to help you find the file you want. To search for a file, choose one of the following methods: ✦ Choose File ➪ File Search to open the Basic File Search task pane. ✦ Choose File ➪ Open. Choose Tools ➪ Search in the action bar to open the Microsoft Office Search dialog box, which includes the same features as the Basic File Search and Advanced File Search task panes, displayed using a different format. 05 557246 ch03.qxd 4/2/04 10:01 AM Page 48 48 Part I ✦ Understanding Visio Fundamentals Using Basic Search Options With basic search options, you can look for files that contain one or more words in the body of the drawing, in keywords, or in other file properties. You can also spec- ify where to look and the type of file you want. Tip If your computer is configured to work with other languages and you are searching in English, French, Spanish, German, Dutch, Italian, or Swedish, you can enter one form of a word in the Search Text box and Visio will search for other forms as well. For example, you can search for “connect” and Visio will also search for “connect- ing” and “connected.” The basic search options include the following: ✦ Search for text — Type one or more words in the Search Text box that you want to find in file properties. You can use a question mark (?) as a wildcard for one character and an asterisk (*) as a wildcard for several characters. ✦ Search in — Click the Search In arrow and choose the locations you want to search. You can select folders and hard disks on your computer, in your net- work places, and in Microsoft Outlook. To browse locations, click a plus sign to expand the list. To choose a folder, select the check box next to the folder. Note When you search your Microsoft Outlook mailbox in English, you can use natural language in your search text. For example, you can type a phrase such as “Find all the messages from engineering sent last week.” ✦ Results Should Be — Click the Results Should Be arrow and choose the types of files you want to find. You can select Visio files, document imaging files, and Web pages. After you have specified your search criteria, click Go to search for files. If you don’t see the file you want in the Search Results task pane, click the Modify button to return to the Basic File Search task pane. Tip To find files more quickly or to search for text in shapes and custom properties in a Visio drawing, enable fast searching on your computer. To do this, click the Search Options link in the Basic File Search task pane and select the option to enable the Indexing service. Your computer scans your files while it is idle and builds an index of file properties and contents. If the Indexing service is disabled, enabling it turns the Indexing services back on and sets its Startup Type to Automatic. Constructing an Advanced Search You can use the advanced search options to restrict the number of results Visio retrieves. To open the Advanced File Search task pane, shown in Figure 3-1, click 05 557246 ch03.qxd 4/2/04 10:01 AM Page 49 Chapter 3 ✦ Working with Visio Files 49 the Advanced File Search link in the Basic File Search task pane or select the Advanced tab in the File Search dialog box. With advanced search options, you can do the following: ✦ Choose the text or property to search, such as Creation Date. ✦ Choose a condition that the text or property should match, such as On Or Before, for a date. ✦ Specify the value for the search criteria, such as August 27, 2003. ✦ Define several search criteria, combining them with logical Ands and Ors. Figure 3-1: You can restrict search results with criteria defined in the Advanced File Search Task Pane. Finding Templates and Sample Drawings Visio provides numerous templates and sample drawings to help you get started. The Diagram Gallery introduces the different types of drawings you can create with Visio. You can also download sample drawings prepopulated with typical drawing 05 557246 ch03.qxd 4/2/04 10:01 AM Page 50 50 Part I ✦ Understanding Visio Fundamentals content from Microsoft Office Online. The New Drawing Task Pane includes links to search for templates on your computer, in your network places, on Web sites, and at Microsoft Office Online. You can use the following tools to find templates and sample drawings: ✦ Diagram Gallery — Choose Help ➪ Diagram Gallery to identify the type of drawing you want. Click a category and a drawing type to see a description and examples of its applications. Click Next and Back to browse drawings in sequence. ✦ New Drawing Task Pane — To search for templates and sample files, choose View ➪ Task Pane to open the Task Pane and then choose New Drawing in the Task Pane drop-down list. Choose one of the following methods to find a tem- plate or sample drawing: • Search Online For — Type words in the Open the New Drawing Task Pane and click Go. To find drawings with predrawn content, type Sample Drawings in the Search Online For box. Feature New Sample drawings are now available at Microsoft Office Online instead of installed on your computer with Visio. • Templates on Office Online — Search Microsoft Office Online for addi- tional Visio templates. • On My Computer — Browse folders on your computer for Visio templates. • On My Web Sites — Browse the location in your network places. Saving Files Saving your work can be one of the best productivity tools there is, because nothing reduces productivity like recreating work that was lost. The only hard part about saving files in Visio is developing the habit of doing so. To save a file, choose one of the following methods: ✦ Press Ctrl+S. ✦ Click Save on the Standard toolbar. ✦ Choose File ➪ Save. Visio includes several options to configure how and where Visio saves files. To specify save options, choose Tools ➪ Options to open the Options dialog box and then choose one or more of the following options: ✦ User Information — Select the General tab to specify the user name and initials you want Visio to use as the author of drawings. 05 557246 ch03.qxd 4/2/04 10:01 AM Page 51 Chapter 3 ✦ Working with Visio Files 51 ✦ Prompt for Document Properties on First Save — Select the Save tab to select the option that prompts for document properties the first time you save a file. ✦ Save AutoRecover Info — Select the Save tab to specify whether Visio saves your file automatically and, if so, how many minutes elapse between auto- matic file saves. ✦ Default File Type — Select the Save tab to choose the file format to which Visio saves by default. The options are to save files as Visio 2003 drawings, Visio XML documents, or Visio 2002 drawings. ✦ Default File Locations — If you organize your files in specific folders, select the Advanced tab and click the File Paths button to specify the location for drawings, templates, stencils, help files, add-ons, and startup paths. Tip You can share drawings with others by saving them to network locations, Web folders, or shared workspaces created through Windows SharePoint Services. You can access network locations and Web folders in the Places bar of the Save As dia- log box. To learn more about shared workspaces, see Chapter 11. ✦ Remove Personal Information from File Properties on Save — Select the Security tab to remove the author name, manager name, and company name from file properties when you save a file. When you save a drawing for the first time, Visio opens the Save As dialog box auto- matically. You specify a filename and location for the drawing and click Save to store the file. After the file is saved, it’s quickest to press Ctrl+S to save the changes you made to your drawing. Note When you save a file, Visio not only saves any changes you’ve made to pages, shapes, and properties; it also saves the position of all open windows to the draw- ing workspace so that your Visio environment will look the same the next time you open the file. Saving Visio Files You can use your drawings for different purposes by saving them as different types of Visio files. The following list identifies the types of Visio files you can save and what they represent: ✦ Drawing — A file that contains pages of shapes and text you use to convey information. ✦ Stencil — A file that contains master shapes you drag onto drawings. ✦ Template — A file that Visio copies to create a new drawing. Visio copies into the new drawing any settings, stencils, windows, styles, macros, and other elements you define in the template. 05 557246 ch03.qxd 4/2/04 10:01 AM Page 52 52 Part I ✦ Understanding Visio Fundamentals ✦ XML Files — This identifies XML versions of drawings, stencils, and templates. You can work with these files as you would regular Visio files, but you can also open them in a text or XML editor and access your Visio data via XML tools. Caution Visio 2003 can open Visio 2002 XML files, but you can’t save Visio 2003 files to Visio 2002 XML format. To do that, you must save the file as a Visio 2002 drawing and then convert it to XML in Visio 2002. ✦ Visio 2002 Files — You can share drawings with people who use Visio 2002 by saving a Visio 2003 file to Visio 2002 format. However, you will lose any infor- mation or formatting specific to Visio 2003. To save a drawing as another type of Visio file, choose File ➪ Save As. Choose the type of file you want to use in the Save As Type drop-down list. Specify the file name and location and then click Save. You can also use File ➪ Save As to save Visio draw- ings in many other formats. These formats include the following: ✦ AutoCAD formats (.dwg, .dxf) Cross- Reference To learn about working with AutoCAD formats, see Chapter 28. ✦ Metafiles (.emz, .emf, .wmf) ✦ Graphics formats (.gif, .jpeg, .png, .tif, .bmp, .dib) ✦ Scalable Vector Graphics Drawing (.svg, .svgz) Cross- Reference Feature New Support for Scalable Vector Graphics (SVG) format is new in Visio 2003. ✦ Web Pages (.htm, .html) To learn more about publishing Visio drawings to the Web, see Chapter 9. Tip You can save a Visio drawing as a print file, which you can then print from any com- puter connected to the type of printer specified for the drawing, even if Visio is not installed on that computer. To do this, choose File ➪ Print and select the Print to File check box. Click OK and specify the name of the print file and where you want to save it. Then, you can use the Windows lpr command in the Command Prompt window to redirect the print file to the printer you want to use. In addition, although Visio has removed support for PostScript formats, you can save Visio to a PostScript file by choosing a PostScript printer in the Print dialog box. 05 557246 ch03.qxd 4/2/04 10:01 AM Page 53 Chapter 3 ✦ Working with Visio Files 53 Protecting Files You can protect your files from inadvertent changes in several ways. If you save a file as a read-only version, other users can only view the drawing. If you use the Protect Document feature, you can specify which items you want to protect. If you use layers on your drawing, you can lock a layer against changes. Cross- To learn how to lock a layer, see Chapter 25. Reference Saving a Read-Only Copy Saving a read-only copy is not a surefire way to protect the contents of a drawing. When you open a read-only drawing, you can modify its contents all you want, but you must save the modified file with a different name. In addition, you can also remove the read-only protection in Windows Explorer. However, the warning mes- sage that appears when you try to save a read-only file is often enough to prevent someone from inadvertently changing the contents of a drawing. To save a read-only copy of a file, choose File ➪ Save As. After specifying a file name and location for the file, click the Save drop-down arrow to display Save options. Select Read Only and then click the Save button. Protecting Drawings To protect specific items on a drawing, follow these steps: 1. Choose View ➪ Drawing Explorer Window. 2. Right-click the name of the drawing you want to protect and click Protect Document on the shortcut menu. Note If Protect Document doesn’t appear on the shortcut menu, you can add the com- mand to a Visio menu or toolbar. To do this, click the Toolbar Options arrow at the end of a toolbar, and choose Add or Remove Buttons ➪ Customize. In the Customize dialog box, select the Commands tab, select Tools in the Category list, and then drag Protect Document to a position on the toolbar. 3. Check the items you want to protect from unauthorized changes and click OK. You can protect the following elements of a Visio drawing: • Styles — Although you can still apply styles when this check box is checked, you can’t create new styles or edit existing ones. • Shapes — This setting combined with the From Selection setting in the Protection dialog box prevents you from selecting shapes. [...]... tab 2 To specify where Visio should search for stencils, check the My Computer check box in the Search Locations list to search folders on your computer Check the Internet check box to search the Web Note When you search the Web for shapes, Visio retrieves only the shapes associated with your Visio product For example, you won’t see shapes from Visio Professional if you use Visio Standard However, Visio. .. inch If you choose Inches (decimal), Visio divides an inch into tenths ✦ Set Ruler Subdivisions — To change how many subdivisions Visio displays, choose Tools ➪ Ruler & Grid Select Fine, Normal, or Coarse in the Horizontal and Vertical Subdivisions boxes You can reposition the origin for the rulers, known as the zero point, to align with an element on your drawing Visio also uses the zero point as the... ShapeSheet file from the MSDN Web site (http://msdn.microsoft.com/ visio) and install it You can print the ShapeSheet data to a printer, copy it to the Clipboard, or save it to a text file Currently, the MSDN Web site does not have the Print ShapeSheet tool for Visio 20 03 However, Microsoft expects to have updated information by March 20 04 CrossReference For more information about ShapeSheets, see Chapter... selection handle, a rotation handle, a vertex, or another Visio element, Visio uses the closest snap point for your editing action As you move the pointer, Visio indicates the current pointer location with cross hairs When the pointer nears a snap point, Visio also displays blue cross hairs at the snap point When the pointer snaps to a connection point, Visio high­ lights the connection point with a red square,... OK in the Page Setup dialog box Chapter 3 ✦ Working with Visio Files Summary You can work on any kind of Visio file as well as files in a number of different for­ mats in Visio 20 03, although several formats are no longer supported Visio includes a number of shortcuts for finding and opening the files you want, including links on task panes and searching text and properties in files When you’re ready... Choose Tools ➪ Options and select the Shape Search tab 2 Select Visio Local Shapes in the Search Locations list and click Properties 3 Choose Yes, Enable Indexing Service and then click OK Indexing might take a few minutes; the Shape Search Local Shape Properties dialog box closes when Visio finishes indexing your shapes Troubleshooting Shape Searches If Visio doesn’t find shapes you want and you know they... a Stencil Visio displays the shapes it finds in a search results stencil To access these shapes quickly in the future, you can save individual shapes or the entire search results stencil to a custom stencil Saving shapes to stencils on your hard drive is espe­ cially helpful when you find shapes on the Web and don’t want to get online to access those shapes in the future New Feature Visio 20 03 automatically... view so they don’t distract you (I tell you how in the following sections.) 71 72 Part I ✦ Understanding Visio Fundamentals Figure 4-3: Use rulers, grids, and guides to help position shapes About Rulers, Grids, and Guides Visio rulers, grids, and guides are similar to real-world tools used by drafters and graphic artists In Visio, vertical and horizontal rulers appear along the side of the drawing window... individual cells to annotate the drawing Finding Shapes When you start a drawing from a template, Visio opens stencils with shapes typical for that type of drawing However, you can add shapes already on your current drawing, from another drawing, in a stencil that isn’t open, or stored somewhere on the Web Visio 20 03 includes dozens of built-in stencils with thousands of spe­ cialized shapes However, you... Search for Shapes, open a new or existing drawing and, if the Shapes window is not open, choose View ➪ Shapes Window 63 64 Part I ✦ Understanding Visio Fundamentals New Feature The Search for Shapes feature is similar to the Find Shapes command available in Visio 20 02, but now you can enter search criteria and search directly from the Shapes window Instead of specifying search options in a special dialog . Visio 20 02 XML format. To do that, you must save the file as a Visio 20 02 drawing and then convert it to XML in Visio 20 02. ✦ Visio 20 02 Files — You can share drawings with people who use Visio. use Visio 20 02 by saving a Visio 20 03 file to Visio 20 02 format. However, you will lose any infor- mation or formatting specific to Visio 20 03. To save a drawing as another type of Visio file,. regular Visio files, but you can also open them in a text or XML editor and access your Visio data via XML tools. Caution Visio 20 03 can open Visio 20 02 XML files, but you can’t save Visio 20 03