Visio 2003 Bible phần 4 pptx

15 557246 ch11.qxd 4/2/04 10:00 AM Page 209 Chapter 11 ✦ Collaborating with Others 209 later. Only the Visio Viewer 2003 can open drawings created in Visio Professional 2003. Choose one of the following methods to open a Visio file using the Visio Viewer: ✦ If you do not have Visio installed on your computer, double-click a Visio file in Windows Explorer. ✦ If you do have Visio installed on your computer, right-click a Visio file in Windows Explorer, choose Open With ➪ Internet Explorer. If Internet Explorer is not listed, choose Program, select Internet Explorer, and then click OK. If you have both Visio and the Visio Viewer installed — for instance, to see how your drawings appear in the Viewer or to test Visio Viewer capabilities — opening a file in your Web browser launches Visio, rather than the Visio Viewer. ✦ ➪ Note In your Web browser, choose File Open and navigate to a Visio file. ✦ Drag a Visio file from Windows Explorer into your Web browser window. Tip If you have trouble opening a drawing in the Visio Viewer, download the latest version from the Microsoft Download Center. Working with Document Workspaces If your organization is implementing Windows SharePoint Services, you have access to the new Document Workspace feature in Visio 2003. The Document Workspace is a shared area revolving around one or more drawings and hosted by the Windows SharePoint Services Web server. Using this shared workspace in either a Web browser or the Shared Workspace task pane in Visio, colleagues can perform the following tasks: ✦ Share and work on drawings ✦ Exchange information ✦ Maintain lists and related links about the drawing ✦ Assign tasks regarding the drawing ✦ Update one another about drawing and task status When you have the appropriate permission to create a Document Workspace, you can share your drawings and invite the members you want to participate in the Document Workspace. Members work on their versions of the drawing, and update them periodically to the Web server. The other members receive updates so that all Document Workspace members can see the changes that others have saved to the drawing so far. Feature New You can use the new Document Workspace feature to collaborate on files created in various Office applications, including Word 2003, Excel 2003, and PowerPoint 2003. 15 557246 ch11.qxd 4/2/04 10:00 AM Page 210 210 Part III ✦ Using Visio for Office Productivity Creating Document Workspaces As long as you have the appropriate permissions, you can create a Document Workspace for your drawing as a subsite of the Windows SharePoint Services site. You become the administrator of any Document Workspace you create. To create a Document Workspace for a Visio drawing using Microsoft Outlook 2003, follow these steps: 1. Choose File ➪ Send To ➪ Mail Recipient to create an e-mail with the current Visio drawing as an attachment. 2. Enter the e-mail addresses of all the individuals with whom you are collaborating on the drawing. These people become members of the Document Workspace. 3. Edit the subject and type a message as needed. 4. In the Attachment Options Task Pane, click Shared Attachments. Note If the Attachment Options Task Pane is not visible, click Attachment Options. 5. In the Create Document Workspace At box, enter the Web address of your Windows SharePoint Services Web site. As long as you have permission to create Document Workspaces for this Web site, the Document Workspace will be created as a subsite of the Windows SharePoint Services site, using the e-mail recipients as members. 6. Click Send. To create a Document Workspace for a Visio drawing using the Shared Workspace Task Pane in Visio, follow these steps: 1. Choose Tools ➪ Shared Workspace. The Shared Workspace Task Pane appears. 2. Enter a descriptive name for the drawing workspace in the Document Workspace Name box. 3. In the Location for a New Workspace box, enter the Web address for the Windows SharePoint Services site, as illustrated in Figure 11-1. Note If you don’t know the Web address, check with your system administrator. 4. Click Create. 5. Select the Members tab at the top of the Shared Workspace Task Pane and then click Add New Members. 15 557246 ch11.qxd 4/2/04 10:00 AM Page 211 Chapter 11 ✦ Collaborating with Others 211 6. Type the names of the members you want to add to your Document Workspace, separating them with semicolons. You might use e-mail addresses or Windows SharePoint Services user names, depending on how your system administrator has set up Windows SharePoint Services users. Figure 11-1: Create a new Document Workspace using the Shared Workspace Task Pane. To create a Document Workspace for a Visio drawing from within your Windows SharePoint Services Web site, follow these steps: 1. In your Web browser, go to the site of your Windows SharePoint Services. 2. In the navigation bar, choose Create. The Create page appears. 3. Under Web Pages, click Sites and Workspaces. 4. Type a title, description, and Web address, select a permission setting, and then click Create. The Template Selection page appears. 5. In the Template box, select Document Workspace and then click OK. Whenever you create a Document Workspace for a drawing, that drawing is automatically added to the Windows SharePoint Services document library. Anytime a member of the Document Workspace opens a drawing stored in the document library, the Shared Workspace Task Pane opens as well. 15 557246 ch11.qxd 4/2/04 10:01 AM Page 212 212 Part III ✦ Using Visio for Office Productivity ➪ Online Collaboration ➪ play a whiteboard. Shared Workspace for Online Meetings Another method for collaboration in Visio is online meetings. If your organization uses Windows SharePoint Services and MSN Messenger, you can have Visio create a shared workspace for online meetings. Choose Tools Meet Now. The MSN Messenger Windows NetMeeting Messenger Service launches. You can call participants, allow other participants to edit the active drawing, display a chat window, and dis- Tip If the drawing on which you want to collaborate is stored in your Windows SharePoint Services document library, you can create a Document Workspace from the document library. In your Web browser, go to the site of your Windows SharePoint Services and then open the document library. Point to the name of the drawing, click the Edit arrow, and then click Create Document Workspace. Working with Drawings in a Document Workspace When you receive a Visio drawing attached to an e-mail message that is part of a Document Workspace, follow these steps to open the drawing and begin your collaboration work with it: 1. In your e-mail program, double-click the Visio drawing attachment to open it. A message indicates that this drawing is stored in a Document Workspace. 2. To be notified whenever another member of this Document Workspace updates this drawing, click Get Updates. To check for and incorporate updates from other members manually, click Don’t Update. The drawing opens in Visio, and the Shared Workspace Task Pane appears, indicating that this drawing is part of a Document Workspace. 3. In the Shared Workspace Task Pane, click Get Updates to immediately update the content of your version of the drawing. As other team members update and save their version of the drawing, the Shared Workspace Task Pane indicates that updates are available. See the “Setting Document Workspace Update Options” sidebar to learn how to receive automatic updates. Tip If you’re working on a Document Workspace drawing but you don’t see the Shared Workspace Task Pane, choose Tools ➪ Share Workspace. 4. Make any changes you want to the drawing. If another member of the Document Workspace has specified a particular aspect of the drawing for you to work on, you might see a task assigned to you in the Shared Workspace Task Pane. Tip The Document Workspace administrator can establish that drawing changes should be made with Track Markup turned on. If that’s the case, then the changes made by each member of the workspace are shown in a different layer. If the workspace administrator has not turned on Track Markup but you want your changes to show as markup, choose Tools ➪ Track Markup. 15 557246 ch11.qxd 4/2/04 10:01 AM Page 213 Chapter 11 ✦ Collaborating with Others 213 5. Save the drawing periodically, as usual. 6. To share the changes you’ve made, first save the drawing. In the Shared Workspace Task Pane, select the Status tab and then click Update Workspace Copy. Your version of the drawing becomes the Document Workspace copy, and other team members can update their versions of the drawing with your changes. Tip You can also edit the shared drawing in the Windows SharePoint Services Web site for the Document Workspace if you are using Internet Explorer 6.0 or later. In the document library containing the drawing, point to the name of the document and then click the Edit arrow that appears. Deleting Document Workspaces When you and your team are finished collaborating on a drawing, you can delete the Document Workspace. When deleting a Document Workspace, keep the following principles in mind: ✦ Deleting a document workspace can only be done by the administrator of the Document Workspace — that is, the person who created it. ✦ It deletes all the data in the Document Workspace. ✦ It removes the associated document library, including all the documents stored there. ✦ It does not delete your own copy of documents stored on your computer. To delete a shared workspace using the Shared Workspace Task Pane, select the title of the Document Workspace and then click Delete Workspace. To delete a shared workspace from the Windows SharePoint Services Web site, follow these steps: 1. Use your Web browser to go to the Windows SharePoint Services site and the Document Workspace. 2. In the navigation bar, choose Site Settings. 3. Under Administration, click Go to Site Administration. 4. Under Management and Statistics, click Delete This Site, and then click Delete. You can disconnect a drawing from a Document Workspace and retain an indepen- dent copy of the drawing without affecting the other members of the Document Workspace. To do so, open the drawing, and in the Shared Workspace Task Pane, click Disconnect from Workspace. When you save and close the drawing, it is per- manently disconnected from its Document Workspace. 15 557246 ch11.qxd 4/2/04 10:01 AM Page 214 214 Part III ✦ Using Visio for Office Productivity want to be notified of updated information, click Don’t Get Updates when you first open manually whenever you want by clicking Get Updates. Setting Document Workspace Update Options You can specify that you want to receive automatic updates when you first open the shared drawing or when you click Get Updates in the Shared Workspace Task Pane. If you do not the shared drawing or in the Shared Workspace Task Pane. You can still update your copy You can also use your e-mail program to receive notification when an update has been made to a drawing in a Document Workspace of which you’re a member. In the Shared Workspace Task Pane, click E-Mail Alerts. Managing Shared Workspace Tasks Members of a Document Workspace can create and assign tasks associated with the shared drawing to other members. You can assign to-do items with due dates to members of the shared workspace. To assign a task to another member, follow these steps: 1. With the shared drawing open, select the Tasks tab in the Shared Workspace Task Pane and then click Add New Task. 2. Complete the fields in the Task dialog box. This includes the task title, current task status, priority, the Document Workspace member to whom you want to assign the task, any description, and the due date and time. 3. Click OK. The task is added to the Shared Workspace task pane. All members of the Shared Workspace see the task assignment and associated information. If another member has assigned a task to you, after completing it you can check it off in the Tasks list. When other team members open the Tasks list in the Shared Workspace Task Pane, they can see that you have completed the task. To check off a completed task that has been assigned to you, follow these steps: 1. With the shared drawing open, select the Tasks tab in the Shared Workspace Task Pane. The list of all tasks assigned to all Document Workspace members appears. 2. Select the task assigned to you. 3. In the Task dialog box, change the status to indicate that it’s complete. Enter any information in the Description box. 4. Click OK. The check box is checked, indicating that your task is complete. 15 557246 ch11.qxd 4/2/04 10:01 AM Page 215 Chapter 11 ✦ Collaborating with Others 215 Working with Multiple Languages You might share your Visio drawings with colleagues or customers in other coun- tries, such as Hungary, Greece, or Japan. Therefore, you might need to include ele- ments of other languages and other language formats in a single drawing. You can also share and collaborate on drawings across multiple languages. New Feature Visio 2003 includes new support for Unicode, End User Defined Character (EUDC) sets, and GB18030. See the following sidebar, “Multilanguage Support,” for details. With the new multilanguage support, you can do all of the following: ✦ Flexibly format date, time, and number styles according to a specific region and language ✦ Type characters for Asian languages using an Input Method Editor (IME) ✦ Link fonts automatically to find needed characters in other languages. If a selected font does not include all the required characters, Visio automatically links to a second font to find the needed characters. This is particularly useful in multilingual drawings that include East Asian and right-to-left text. ✦ Create multilingual Web pages and intranet content in Visio To work with additional languages in Visio, you might need to adjust settings in the Windows Control Panel, in Microsoft Office, and in Visio itself. Certain languages require additional resources installed to provide support. ✦ Unicode — A character encoding standard that enables almost all the written languages in the world to be represented by using a single character set. It uses more ✦ — A character set with which you can form Asian names and other Asian words using characters that are not available in standard screen and printer fonts. ✦ — Multilanguage Support The new Visio 2003 multilanguage support includes the following: than a single byte to represent each character. Unicode makes it possible for multiple languages to appear in a single Visio drawing. End User Defined Character (EUDC) GB18030 A new Chinese character-encoding standard. You can use GB18030 to create Visio drawings containing Chinese characters from this character set. 15 557246 ch11.qxd 4/2/04 10:01 AM Page 216 216 Part III ✦ Using Visio for Office Productivity Configuring Windows for Multiple Languages Windows installs many files needed for multilanguage support. However, if the language you’re using requires additional Windows support, you can adjust the appropriate settings in the Windows Control Panel. To do this, follow these steps: 1. In Windows XP or Windows 2000, click Start and choose Control Panel, and then double-click Regional and Language Options. 2. Select the Languages tab. 3. Under Supplemental Language Support, check the check boxes for the additional language support you want — for example, complex script, right-to-left languages, or East Asian languages. For certain characters in certain languages, you might also need to install a particular keyboard layout. In Control Panel, double-click Text Services or Keyboard. 4. Follow the steps in the windows that appear to install the files needed. Note On the Regional Options tab within the Regional and Language Options dialog box, you can also change date, time, and number formats for other languages. In the language drop-down list, select the language whose number, currency, time, and date formats you want to change. The regional formats under Samples will all change to reflect the norm for the selected language. Click OK. Configuring Office for Multiple Languages To work with different languages in Visio, enable the appropriate languages to make additional language-specific options available. To do this, follow these steps: 1. In Windows XP, click Start and choose All Programs ➪ Microsoft Office Tools ➪ Microsoft Office 2003 Language Settings. 2. Select the Enabled Languages tab. 3. Under Available Languages, select the language you want to add and then click Add. The language appears in the Enabled Languages box. 4. When you’re finished adding languages, click OK. Tip If your organization has purchased the Microsoft Office Visio 2003 Multilingual User Interface Pack, you can also change the language of the user interface and Help. Installing IME for Asian Characters To enter ideographic characters for Asian languages, you must use an Input Method Editor (IME). This feature is available only if support for Japanese, Simplified Chinese, Traditional Chinese, or Korean is enabled through Microsoft Office Language Settings as described above. 15 557246 ch11.qxd 4/2/04 10:01 AM Page 217 Chapter 11 ✦ Collaborating with Others 217 To install the IME, follow these steps: 1. Using your Web browser, go to the Microsoft Office Online Web site, http://office.microsoft.com. 2. Navigate to the page containing IME Editor downloads. 3. Click the language you want and then follow the instructions that appear. After you have installed the IME for the language you’re working with, you can access it from the Language bar that appears by default in the upper-right corner of the Visio screen. Tip You can make other adjustments for language settings from within Visio. Choose Tools ➪ Options and then select the Regional tab. You can also switch between metric and U.S. units in Visio. To do so, choose Tools ➪ Options, and then select the Units tab. Tracking and Reviewing Changes One of the most powerful means of collaborating on documents is the capability to track changes using some type of markup. With Visio 2003, you can now track and review changes using separate colored overlays for each reviewer. When track markup mode is turned on, reviewers can add text comments, shapes, or use Ink to create freehand markups on a drawing. After the reviewers have finished their work, the originator can review all the comments and other markup, and incorporate the changes as appropriate. Feature New The Reviewing Task Pane and Reviewing toolbar, with their markup features in separate colored overlays, are all new in Visio 2003. Turning Markup On or Off When track markup mode is on, reviewers can add their comments and other markup. Each reviewer’s markup is kept separate from the original and all other reviewers’ markups. To turn on track markup mode, follow these steps: 1. Open the drawing for which you want to turn on track markup mode. 2. Choose Tools ➪ Track Markup. A colored band appears around the drawing workspace, the Reviewing Task Pane appears, and the Reviewing toolbar appears, as illustrated in Figure 11-2. Caution You can edit your markup overlay only when track markup mode is turned on. To edit the original drawing, you must turn track markup mode off. [...]... want In most cases, Excel is better than Visio for developing and formatting charts However, if you’re developing a presentation that summarizes data from a variety of sources, it might be easier to build a chart or graph in Visio The charts and graphs in the Visio Charts and Graphs template don’t work with data stored in other sources, so you have to drag Visio shapes onto a draw ing and type the... and Marketing Diagrams Note The Forms template and Forms stencil are not available in Visio 2003 Beginning with Office 2003, you can use Microsoft InfoPath to design and construct forms These forms are based on XML so you can use them to collect data for XML-compatible databases and back-end business systems Exploring Visio Chart and Graph Shapes Chart and Graph shapes are simple to use You can drag selection... Constructing Basic Charts and Graphs Visio provides shapes for commonly drawn charts, such as 3-D bar graphs, but also includes shapes so you can assemble your own chart from scratch If you find that a predefined chart won’t illustrate your data the way you want, you can build a graph with individual shapes Constructing Bar Graphs In Visio 2003, you can create 2-D or 3-D bar graphs Visio provides predefined 2-D... presentation with 3D shapes that show per spective In addition, Visio s Blocks stencil includes shapes to develop more specialized arrangements, such as hierarchical trees or onion diagrams In this chapter, you’ll learn how to create different types of Visio Block Diagrams and configure your Block Diagram shapes Exploring the Block Diagram Templates The Visio Block Diagram templates are some of the most pop... the appearance of block diagrams Creating hierarchical diagrams Constructing 3D block diagrams Building onion diagrams ✦ ✦ ✦ ✦ 2 24 Part III ✦ Using Visio for Office Productivity Choosing the Right Template The descriptions that accompany the three Block Diagram templates in Visio sound quite similar — you can document structure, hierarchy, and flow using a combina tion of 2D or 3D shapes However, the... colors to shapes and Ink, the colors are not visible until the shape is copied or moved onto the original drawing In Visio 2003, you can use the new Ink features to mark up a drawing, creating free-form shapes and handwriting with a tablet computer stylus or a regular com puter mouse Visio automatically converts the handdrawing into shapes that can be added to a custom stencil Inserting Comments To... Working with extendable and stackable shapes ✦ ✦ ✦ ✦ 240 Part III ✦ Using Visio for Office Productivity Exploring the Chart and Graph Templates Chart and graph shapes are simple enough that the Chart and Graph templates don’t contain any specialized menus, toolbars, or add-ons You can create charts and graphs by dragging and dropping shapes from Visio s stencils and adding text and numbers to components... 219 220 Part III ✦ Using Visio for Office Productivity Note The Reviewing toolbar appears as soon as a drawing enters track markup mode If the Reviewing toolbar is not showing, choose View ➪ Toolbars ➪ Reviewing Shape drawn with Ink Handwriting with Ink Ink tool Ink pointer Ink toolbar Figure 11-3: Use Ink to add freehand shapes and handwritten comments to a Visio drawing 4 Choose the tools on the... choose a configuration command from the shortcut menu New Feature The Grid shape on the Charting Shapes stencil replaces the Table shape available in previous versions of Visio When you open a drawing that contains a Table shape in Visio 2003, the Table retains its formatting, but the formatting commands aren’t available to modify the table formatting further If you want to format the table, you must recreate... Special Pie Slice shape shows a concentric ring that you can place on top of a pie slice It is similar to the Partial Layer shape for onion diagrams available in the Block Diagram template 241 242 Part III ✦ Using Visio for Office Productivity ✦ Divided Bars — The Divided Bar 1 shape shows numerical values, whereas the Divided Bar 2 shape is set up to show percentages You can add text to the divided . 15 557 246 ch11.qxd 4/ 2/ 04 10:00 AM Page 209 Chapter 11 ✦ Collaborating with Others 209 later. Only the Visio Viewer 2003 can open drawings created in Visio Professional 2003. Choose. various Office applications, including Word 2003, Excel 2003, and PowerPoint 2003. 15 557 246 ch11.qxd 4/ 2/ 04 10:00 AM Page 210 210 Part III ✦ Using Visio for Office Productivity Creating Document. effectively capture those ideas and processes in your Visio drawings. ✦ ✦ ✦ 15 557 246 ch11.qxd 4/ 2/ 04 10:01 AM Page 222 16 557 246 ch12.qxd 4/ 2/ 04 10:07 AM Page 223 CHAPTER Building Block 12 12 Diagrams