Microsoft project 2016 microsoft official academic course free

Select HI22 and then press Delete. Click the Close button in the upper-right corner of the Clipboard pane to close it. Take Note If you point to the Paste options in either the shortcut menu or the Paste options in the Clipboard group, you will be able to preview your changes before actually implementing them.

The properties include items that you indirectly change such as file size and last edit date. The workbook properties also include items you directly change such as keywords. Assigning keywords also called tags to the document properties makes it easier to organize and find documents. You can also add more notes to your file for classification and document management.

Assigning Keywords If you work for Fabrikam, Inc. You can then search for and locate all files containing information about sales.

You can assign more than one keyword to a document. Click File. The Backstage view displays current properties on the right side of the window. At the bottom of the right pane, click the Show All Properties link to display additional properties.

Click the Categories field and type Revenue. Click the Company field and type Fabrikam, Inc.. Above the Size field, click the Properties drop-down arrow, and then click Advanced Properties. The Properties dialog box opens see Figure Click the Summary tab in the dialog box to see the properties you entered. Click the Statistics tab to see the date you modified the file. Click OK to close the Properties dialog box. Press Esc to return to the worksheet.

Working with Microsoft Excel 33 After a file is saved, the Statistics tab records when the file was accessed and when it was modified. It also identifies the person who last saved the file. After a workbook is saved, the Properties dialog box title bar displays the workbook name. Knowledge Assessment Multiple Choice Select the best response for the following statements. Which of the following consists of details that describe or identify a file, including the author?

Paste b. Document properties c. Copy d. Range 2. Which command is used to insert a cut or copied selection to a cell or range of cells? Range 3. If you want to use a workbook in another kind of document, you have the option to save using which of the following?

File format b. Worksheet c. File sheet d. File range 4. Which is a small green square in the lower-right corner of a selected cell or range that you can use to copy one cell to adjacent cells or to create a series? Cell pointer b. Column marker c. Fill handle d. Formula bar 5. Which of the following can you drag or double-click to change the width of a column?

Using the Delete key removes both text and formats from a cell. You can assign keywords so that others can search for your documents online.

The formula bar is found at the bottom of the Excel window. Use the fill handle to create a natural series, such as the months of the year. Workbooks can be saved as web pages, PDF files, and for use in previous versions of Excel.

Click cell A1, type Fabrikam, Inc. Beginning in A4, type the following labels and values. If necessary, adjust the column widths to display all of the text in the columns. LEAVE the workbook open for the next project.

Project Setting Document Properties and Assigning Keywords In this project, you will use Document Properties to assign properties to an existing workbook. Click Properties and then click Advanced Properties. Click the Summary tab. In the Subject field, type Sales and then press Tab. In the Author field, type [your name] and then press Tab four times.

In the Keywords field, type , options, priorities. CLOSE the file. Each tab provides related options and settings to help you manage your Excel workbook files. This is your access to Backstage view. When you click the File tab to access Backstage view, you see the navigation pane on the left side of the window, with commands related to managing files refer to Figure If you want to return to your workbook from Backstage view, click the Return to document button in the upper left corner or press Esc.

You can use the Print settings to manipulate workbook elements such as margins, orientation, paper size, and so on. Many of these commands are also available from the Page Layout tab on the ribbon. Setting the Print Area You can use the Print options in Backstage view to print only a selected portion, or print area, of an Excel workbook. In this exercise, you learn to select an area of a workbook for printing.

You print just the list of items in the worksheet. On the worksheet, click cell A3, hold the mouse button, and then drag to cell A Your selected cell range should be highlighted in gray see Figure Figure Selecting a print area 2.

Click the File tab and then click Print in the navigation pane. Under Settings, click the first button, labeled Print Active Sheets the name on the button changes if you make a different selection. A drop-down menu of options displays for setting the print area. From the menu that appears, click Print Selection. You have now set the print area. Notice in the Print Preview pane on the right that you can see only the list of items to bring and not the text in rows 1 and 2 see Figure Click the Return to document button.

You will not print at this time. Take Note Specifying a print area from the Backstage view does not save the setting with the workbook. If you want to save the print area for later use, select the range for the print area, and then on the Page Layout tab, click Print Area, and then Set Print Area.

Printing Selected Worksheets In this exercise, you learn to access the options for printing individual worksheets in a workbook. You can use these options to print the current worksheet only or to print multiple worksheets. This is a modified version of the potluck workbook you used previously. In this case, there are three different worksheets for three different departments. Click each of the three worksheet tabs: HR, Operations, and Finance.

Notice that the title in C1 shows the department name and there are a different number of items to bring to each potluck depending on the size of the department. Click the HR tab. In the Print Preview pane, the first worksheet displays. Excel prints only the active sheets by default. Notice that the page number shows 1 out of 1, indicating that only one of the worksheets will print, and it will all fit on one page.

Press Esc or click the Return to document button. While the HR worksheet is active, hold down Ctrl and click on the Finance tab.

Now both the HR and Finance worksheets are selected. Click the File tab and then click Print. Now in the Print Preview area, the bottom of the screen shows 1 of 2 with the HR worksheet preview. Click the right arrow to go to the second page and notice that the Finance worksheet previews see Figure Page 1 is the HR worksheet 7.

In the drop-down menu that appears, notice that you can select several printing options for your workbook or worksheet. Click the Return to document button to return to the workbook without printing. CLOSE the workbook without saving. Printing an Entire Workbook In most scenarios in business, workbooks are composed of multiple worksheets.

In this exercise, you use commands in Backstage view to print an entire workbook. With Excel open from the previous exercise, perform the following steps. Click the File tab and then click Open if it is not selected. Because you just used the 03 Contoso Potluck Depts workbook, it should be at the top of the Recent list in the right pane. Click 03 Contoso Potluck Depts to open it. Notice that the complete workbook does not display in the Print Preview area.

This is because you did not save the workbook after you selected multiple sheets in the previous exercise. Now in the Print Preview area, the bottom of the screen shows 1 of 3. This exercise prepares you to customize such options as page setup, scale, paper selection, and gridlines, all using the commands in Backstage view. Click the File tab and select Print see Figure Notice that the worksheet is small and it might be nice to have lines for people to write in on a printed page.

In the Settings area of the Print window, click the Margins drop-down arrow and then click Wide. The new margins will allow the worksheet to be hole-punched and put in a binder.

Click the Scaling drop-down and see the choices below. The scaling options ensure that all columns, rows, or the entire worksheet fit on one page. In this case, you want to make the text larger without changing the font. Click Custom Scaling Options. The Page Setup dialog box opens. Make sure that the Page tab is selected and select Landscape so the page prints horizontally. Click the Sheet tab and in the Print section, select the Gridlines check box. Click OK to return to Backstage view. Notice that the bottom of the screen still says, 1 of 1, meaning that only one page will print and notice that Print Preview shows larger text with boxes around each cell.

Without printing the document, click the Return to document button and then click the HR-P2 worksheet. Change the Settings to print Landscape, the Scaling to Fit Sheet on One Page, and add gridlines based on the previous steps in this section. Print Preview should look like Figure Default settings are pre-set options that determine how Excel will behave when performing an action.

For example, a default printer is the one your documents always print to unless you change the setting. By default, there is one worksheet in a workbook and the font is Calibri, 11 points—but you can change those settings too. Take Note After you customize the Quick Access Toolbar and the ribbon in the following exercises, you will follow steps to return Excel to the default settings.

In this exercise, you customize the Quick Access Toolbar by adding commands for functions you use most frequently in Excel, and by organizing the command but- tons on the toolbar to best suit your working needs and style. OPEN a blank workbook in Excel. Click the File tab to access Backstage view. In the navigation pane, click the Options tab. In the right pane, the list on the left includes the commands that you can add to the toolbar.

The list on the right shows the commands that are currently shown on the toolbar. In the list on the left, scroll down and click Format Painter see Figure , and then click the Add button in the center of the two lists to add the Format Painter to the Quick Access Toolbar. Using the same process, move five more commands you use often to the Quick Access Toolbar.

Notice that your Quick Access Toolbar now includes additional command buttons. Similarly, you can remove any command that you added to the toolbar.

At any time, you can reset the toolbar to its default settings. Click Yes to confirm and then click OK. Customizing the Ribbon As mentioned in Lesson 1, the ribbon is a visual interface that allows you to manipulate items on your worksheet.

You can add a new ribbon tab, add a group on any ribbon tab, and add commands within a group. A group of commands on the default ribbon tabs are related in functionality. For example, on the Home tab, the Font group allows you to change the font, font size, add bold, italic, or underline, or change the color of the cell or font. The Excel Options dialog box also offers selections for customizing the ribbon. You can add and remove commands, and you can change the location of ribbon commands to make accessing those you use most frequently more convenient.

In this exercise, you use the commands in the Excel Options dialog box to create a new tab and command group to contain your frequently used com- mands. Then you will reset the customizations to return to the default ribbon. Click the Options tab.

In the Excel Options dialog box, click Customize Ribbon. The Customize the Ribbon options appear. By default, Popular Commands is selected in the Choose commands from drop-down box. The list of Popular Commands appears in the list below the drop- down box. In the list of Popular Commands, click Format Painter. Note the Add button in the center of the dialog box is now active. You can use this method to display the current groups available on a ribbon tab. Under the Customize the Ribbon options, click the New Tab button shown in Figure to insert a new blank tab into the Customize the Ribbon list.

When you click New Tab, a New Group is automatically created inside the new tab. Click the New Tab Custom list item on the right to select it, and then click the Rename button. Under your new tab, click New Group Custom to select it. Click the Rename button again. This time, the Rename dialog box allows you to select a symbol see Figure Select the hand symbol.

You see the New Group renamed. In the command list on the left, click on a command of your choice, and then click the Add button. The command appears on your new ribbon tab. In the Choose commands from list, select All Commands and then add another command from this list.

In the Choose commands from list, select File Tab and then add another command. Your screen should look similar to Figure Click OK to close the Excel Options dialog box. When you exit, you see your tab named My New Tab on the ribbon. Click the My New Tab tab. Right-click anywhere in the ribbon and then click Customize the Ribbon. Near the lower-right corner of the Excel Options dialog box, click the Reset button and then click Reset all customizations.

This exercise familiarizes you with where the templates are located and how to select and use them. Selecting a Template from the New Tab Templates allow you to create professional workbooks in a fraction of the time it would take you to develop them from scratch. Examples of these are budgets, loan models, invoices, calendars, and so on. Click the File tab and then click New.

The New window displays a series of featured templates. You already used the Blank workbook template in this book. Scroll down if necessary and then click the Project Tracker icon.

Click the Create button. Notice that there are two worksheets in this workbook: Project Tracker with the sample data you can change and Setup that allows you to input a list of categories and employees. When you are finished looking at this template, click File and then click Close.

If prompted, do not save changes. Look for and click the Academic calendar any year template and click the Create button. Click on the year and use the up or down arrow to change to the current year if necessary. Click the month name and select the current month name from the drop- down list.

Scroll down the worksheet to see additional months displayed in the template. Notice that the Academic calendar any year template appears as the third item on your list of templates because it was recently used. Click in the Search for online templates box at the top of the window.

Type Budget and then press Enter. Notice that Excel displays a downloaded list of templates as well as a Category list on the right so you can narrow the choices see Figure Take Note You can modify the calendar workbook with your name, company name, and favorite pictures to personalize your calendar and make it your own or use as a gift for others.

Which of the following is where you can save, select a template, change document properties, and close or exit Excel? Backstage b. Print c. Edit d. Windows 2. To change printer, layout, or margin settings, you click the File tab and use which of the following options? Info b. Options c. Print d. Open 3. Which of the following can be customized for quicker access to your most commonly used commands?

Print Preview b. Quick Access Toolbar c. Printer setup d. Workbook 4. When you modify the ribbon, which of the following is created? Which predesigned file already has a significant amount of formatting, text, and other features? Blank workbook b. Preset file c. Text file d.

To access an Excel template, you can click the File tab and then click New. If you have too many columns on a page, the only option to see them all on a printed page is to decrease the column width. In Excel, you can add your most commonly used commands to the Quick Access Toolbar. You can create a completely new ribbon tab as well as groups on that ribbon.

Click the File tab, click New, and then search for the Movie list template. Add an additional movie to the list. Project Printing a Specific Area of a Worksheet In this project, you will print a selected area in the worksheet and then print a specific worksheet. Select the range D5:L9. OPEN Backstage view.

Click Print in the Backstage view navigation pane. In the Settings section of the Print window, click the Print Active Sheets drop-down arrow, and then click the Print Selection option in the drop-down menu. Click the Print button to print the selected area of the worksheet.

From Backstage view, click the Print tab to return to the Settings options, open the Print Selection drop-down menu and then click Print Active Sheets. Click the Print button to print the active worksheet. For example, you can create basic formulas for addition, subtraction, multiplication, and division using these methods. However, as you have discovered in previous lessons, the user interface offers tools that make it easier to work with data.

In this lesson, you use a few command groups on the Formulas tab to display formulas and name ranges to be used in formulas. Name box Formula bar View and edit named ranges Define Name Create from Selection Show Formulas Figure The Formulas tab in Excel Use Figure as a reference throughout this lesson as you become familiar with some of the com- mand groups on the Formulas tab and use them to work with formulas.

You learn about additional commands on the Formulas tab in the next lesson, which addresses functions. The formula is one of the essential elements of Excel, which enables you to add, subtract, multiply, and divide numbers. When you enter a formula in a cell, the formula is stored internally and the results are displayed in the cell.

You can view the underlying formula in the formula bar when the cell is active, when you double-click the cell to edit it, or by using the Formulas tab. You just entered a formula. Take Note Formulas should be typed without spaces, but if you type spaces, Excel eliminates them when you press Enter. Notice that the result of the formula displays in the cell, but the formula itself appears in the formula bar see Figure Figure Viewing a formula in the formula bar Results of the formula Formula displays display in the cell in the formula bar 4.

Double-click cell A1. The formula appears in both the active cell and the formula bar. You can edit the formula in this mode. The formula in cell A1 displays. Take Note While you are displaying formulas in the worksheet, you will not see the results of those formulas.

Click Show Formulas again to turn off formula display. A formula is an equation that performs calculations, such as addition, subtraction, multiplica- tion, and division, on values in a worksheet. In Excel, a value can be a number, a cell address, a date, text, or Boolean data, but is usually a number or cell address in terms of formulas. A formula consists of two elements: operands and calculation operators.

Operands identify the values to be used in the calculation. An operand can be a constant value, or a variable such as a cell reference, a range of cells, or another formula. A constant is a number or text value that is entered directly into a formula. A variable is a symbol or name that represents something else, which can be a cell address, a range of cells, and so on. Calculation operators specify the calculations to be performed.

Excel treats it like an ordinary string of characters. Using Basic Formulas 51 Excel uses four types of calculation operators: arithmetic, comparison, text concatenation, and reference. This lesson covers several arithmetic operators and the equal sign, which is a comparison operator. The arithmetic operators are listed in Table When you complete the formula and press Enter, the value displays in the cell and the formula displays in the formula bar if you select the cell.

You can edit a formula in the cell or in the formula bar the same way you can edit any data entry. When you click the Show Formulas button on the Formulas tab, all formulas in your worksheet display.

Click the Show Formulas button again to toggle off display of formulas. Parentheses play an important role in con- trolling the order of operations. USE the worksheet from the previous exercise. Click cell A1 to make it the active cell.

Click in the formula bar. The result in A1 changes to Figure Parentheses added to the formula 6. Then 7 is added and 4 is subtracted. You can use parentheses in a formula to override the standard order of operations. Excel per- forms calculations on formulas inside parentheses first. Parentheses inside of parentheses are called nested parentheses. Calculations are performed on formulas in the innermost set of paren- theses first, and from left to right if nested parentheses are at the same level.

Then, 4 is subtracted. Take Note While modifying a complex formula, if you decide to revert back to the original formula and start over, just press Esc. Using a cell reference rather than the data displayed in a cell gives you more flex- ibility in your worksheet.

If the data in a cell changes, any formulas that reference the cell change as well. For example, if cell E1 contains the number 12 but is later changed to 15, any formula that references cell E1 updates automatically. The same principle applies to a cell that contains a formula and is referenced in another formula. Using Relative Cell References in a Formula A relative cell reference is one that adjusts the cell identifier automatically if you insert or delete columns or rows, or if you copy the formula to another cell.

Click cell B Click in the formula bar and replace with B3. Using Basic Formulas 53 Figure Entering a relative cell Entering a relative reference cell reference Cell B3 is highlighted and surrounded by a blue border. Take Note You can use either uppercase or lowercase when you type a cell reference in a formula. For ex- ample, it does not matter whether you type B4 or b4 in the formula you enter. Excel changes the reference to uppercase when you press Enter.

The formula in cell B18 now uses a relative cell reference to cell B3. Copy cell B18 to cell B The displayed result changes to The cell reference is adjusted relative to its position in the worksheet. An alternate way to use a cell reference is to click the cell being referenced while creating or modifying a formula.

With cell B21 still active, click in the formula bar and select B6. Click cell B3. Cell B3 becomes highlighted and surrounded by a blue dashed border, and cell B3 appears in the formula bar rather than cell B6.

You use relative cell references when you want the reference to automatically adjust when you copy or fill the formula across rows or down columns in ranges of cells.

By default, new formulas in Excel use relative references. You can also reference a range of cells in a formula, which you learn about later in this lesson. Cell referencing raises another important point about Excel. Using Absolute Cell References in a Formula Sometimes you do not want a cell reference to change when you move or copy it. USE the worksheet you modified in the previous exercise.

The formula in cell B18 now uses an absolute cell reference to cell B3. The displayed result is , which matches B Copy cell B21 to cell C The displayed result is still Figure shows the formula for cell C Regardless of where you copy the formula in the worksheet, the formula still refers to cell B3.

Figure An absolute cell reference An absolute cell reference contains two dollar signs. Cells B21 and C21 show the results of the same absolute cell reference. SAVE the workbook. An absolute cell reference refers to a specific cell or range of cells regardless of where the formula is located in the worksheet. Absolute cell references include two dollar signs in the formu- la, preceding the column letter and row number. When you copy the formula to any other cell in the worksheet, the absolute reference will not adjust to the destination cells.

Using Basic Formulas 55 Using Mixed Cell References in a Formula You can also create a mixed reference in which a column or a row is absolute, and the other is relative. The formula in cell B21 now uses a mixed cell reference. The displayed result is , which is different from the result in B The dollar sign before the B in the formula is absolute, but the row number is relative.

Figure A mixed cell reference A mixed cell reference contains one dollar sign. Cell C22 shows the result of a mixed cell reference. Delete the contents of cell B21, cell C21, and cell C A mixed cell reference is a cell reference that uses an absolute column or row reference, but not both. In the exercise, the column portion of the cell reference is absolute and remains unchanged in the formula regardless of where the formula is copied.

The row portion of the formula is relative no dollar sign precedes the row number of 3 , so that part of the cell reference changes when the cell is copied. The column reference remained the same because that portion of the formula is absolute. The row reference adjusted because it is relative.

Howev- er, you can also refer to cells in another worksheet in the same workbook or to another workbook entirely.

References to cells located in a separate workbook are considered external references. Unless you specify another worksheet or workbook, Excel assumes your cell references are to cells in the current worksheet. Referring to Data in Another Worksheet An external reference refers to a cell or range in a worksheet in another Excel workbook, or to a defined name in another workbook.

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The properties include items that you indirectly change such as file size and last edit date. The workbook properties also include items you directly change such as keywords.

Assigning keywords also called tags to the document properties makes it easier to organize and find documents. You can also add more notes to your file for classification and document management.

Assigning Keywords If you work for Fabrikam, Inc. You can then search for and locate all files containing information about sales.

You can assign more than one keyword to a document. Click File. The Backstage view displays current properties on the right side of the window.

At the bottom of the right pane, click the Show All Properties link to display additional properties. Click the Categories field and type Revenue. Click the Company field and type Fabrikam, Inc.. Above the Size field, click the Properties drop-down arrow, and then click Advanced Properties. The Properties dialog box opens see Figure Click the Summary tab in the dialog box to see the properties you entered.

Click the Statistics tab to see the date you modified the file. Click OK to close the Properties dialog box. Press Esc to return to the worksheet. Working with Microsoft Excel 33 After a file is saved, the Statistics tab records when the file was accessed and when it was modified. It also identifies the person who last saved the file. After a workbook is saved, the Properties dialog box title bar displays the workbook name.

Knowledge Assessment Multiple Choice Select the best response for the following statements. Which of the following consists of details that describe or identify a file, including the author? Paste b. Document properties c. Copy d. Range 2. Which command is used to insert a cut or copied selection to a cell or range of cells? Range 3. If you want to use a workbook in another kind of document, you have the option to save using which of the following?

File format b. Worksheet c. File sheet d. File range 4. Which is a small green square in the lower-right corner of a selected cell or range that you can use to copy one cell to adjacent cells or to create a series? Cell pointer b. Column marker c. Fill handle d. Formula bar 5. Which of the following can you drag or double-click to change the width of a column? Using the Delete key removes both text and formats from a cell.

You can assign keywords so that others can search for your documents online. The formula bar is found at the bottom of the Excel window. Use the fill handle to create a natural series, such as the months of the year.

Workbooks can be saved as web pages, PDF files, and for use in previous versions of Excel. Click cell A1, type Fabrikam, Inc. Beginning in A4, type the following labels and values. If necessary, adjust the column widths to display all of the text in the columns. LEAVE the workbook open for the next project. Project Setting Document Properties and Assigning Keywords In this project, you will use Document Properties to assign properties to an existing workbook.

Click Properties and then click Advanced Properties. Click the Summary tab. In the Subject field, type Sales and then press Tab. In the Author field, type [your name] and then press Tab four times. In the Keywords field, type , options, priorities. CLOSE the file. Each tab provides related options and settings to help you manage your Excel workbook files. This is your access to Backstage view. When you click the File tab to access Backstage view, you see the navigation pane on the left side of the window, with commands related to managing files refer to Figure If you want to return to your workbook from Backstage view, click the Return to document button in the upper left corner or press Esc.

You can use the Print settings to manipulate workbook elements such as margins, orientation, paper size, and so on. Many of these commands are also available from the Page Layout tab on the ribbon. Setting the Print Area You can use the Print options in Backstage view to print only a selected portion, or print area, of an Excel workbook.

In this exercise, you learn to select an area of a workbook for printing. You print just the list of items in the worksheet. On the worksheet, click cell A3, hold the mouse button, and then drag to cell A Your selected cell range should be highlighted in gray see Figure Figure Selecting a print area 2. Click the File tab and then click Print in the navigation pane. Under Settings, click the first button, labeled Print Active Sheets the name on the button changes if you make a different selection.

A drop-down menu of options displays for setting the print area. From the menu that appears, click Print Selection. You have now set the print area. Notice in the Print Preview pane on the right that you can see only the list of items to bring and not the text in rows 1 and 2 see Figure Click the Return to document button. You will not print at this time. Take Note Specifying a print area from the Backstage view does not save the setting with the workbook. If you want to save the print area for later use, select the range for the print area, and then on the Page Layout tab, click Print Area, and then Set Print Area.

Printing Selected Worksheets In this exercise, you learn to access the options for printing individual worksheets in a workbook. You can use these options to print the current worksheet only or to print multiple worksheets. This is a modified version of the potluck workbook you used previously. In this case, there are three different worksheets for three different departments.

Click each of the three worksheet tabs: HR, Operations, and Finance. Notice that the title in C1 shows the department name and there are a different number of items to bring to each potluck depending on the size of the department. Click the HR tab. In the Print Preview pane, the first worksheet displays. Excel prints only the active sheets by default.

Notice that the page number shows 1 out of 1, indicating that only one of the worksheets will print, and it will all fit on one page. Press Esc or click the Return to document button. While the HR worksheet is active, hold down Ctrl and click on the Finance tab. Now both the HR and Finance worksheets are selected. Click the File tab and then click Print. Now in the Print Preview area, the bottom of the screen shows 1 of 2 with the HR worksheet preview. Click the right arrow to go to the second page and notice that the Finance worksheet previews see Figure Page 1 is the HR worksheet 7.

In the drop-down menu that appears, notice that you can select several printing options for your workbook or worksheet. Click the Return to document button to return to the workbook without printing. CLOSE the workbook without saving. Printing an Entire Workbook In most scenarios in business, workbooks are composed of multiple worksheets. In this exercise, you use commands in Backstage view to print an entire workbook. With Excel open from the previous exercise, perform the following steps.

Click the File tab and then click Open if it is not selected. Because you just used the 03 Contoso Potluck Depts workbook, it should be at the top of the Recent list in the right pane. Click 03 Contoso Potluck Depts to open it. Notice that the complete workbook does not display in the Print Preview area.

This is because you did not save the workbook after you selected multiple sheets in the previous exercise. Now in the Print Preview area, the bottom of the screen shows 1 of 3. This exercise prepares you to customize such options as page setup, scale, paper selection, and gridlines, all using the commands in Backstage view. Click the File tab and select Print see Figure Notice that the worksheet is small and it might be nice to have lines for people to write in on a printed page.

In the Settings area of the Print window, click the Margins drop-down arrow and then click Wide. The new margins will allow the worksheet to be hole-punched and put in a binder. Click the Scaling drop-down and see the choices below. The scaling options ensure that all columns, rows, or the entire worksheet fit on one page.

In this case, you want to make the text larger without changing the font. Click Custom Scaling Options. The Page Setup dialog box opens. Make sure that the Page tab is selected and select Landscape so the page prints horizontally. Click the Sheet tab and in the Print section, select the Gridlines check box. Click OK to return to Backstage view. Notice that the bottom of the screen still says, 1 of 1, meaning that only one page will print and notice that Print Preview shows larger text with boxes around each cell.

Without printing the document, click the Return to document button and then click the HR-P2 worksheet. Change the Settings to print Landscape, the Scaling to Fit Sheet on One Page, and add gridlines based on the previous steps in this section. Print Preview should look like Figure Default settings are pre-set options that determine how Excel will behave when performing an action.

For example, a default printer is the one your documents always print to unless you change the setting. By default, there is one worksheet in a workbook and the font is Calibri, 11 points—but you can change those settings too. Take Note After you customize the Quick Access Toolbar and the ribbon in the following exercises, you will follow steps to return Excel to the default settings. In this exercise, you customize the Quick Access Toolbar by adding commands for functions you use most frequently in Excel, and by organizing the command but- tons on the toolbar to best suit your working needs and style.

OPEN a blank workbook in Excel. Click the File tab to access Backstage view. In the navigation pane, click the Options tab. In the right pane, the list on the left includes the commands that you can add to the toolbar.

The list on the right shows the commands that are currently shown on the toolbar. In the list on the left, scroll down and click Format Painter see Figure , and then click the Add button in the center of the two lists to add the Format Painter to the Quick Access Toolbar. Using the same process, move five more commands you use often to the Quick Access Toolbar.

Notice that your Quick Access Toolbar now includes additional command buttons. Similarly, you can remove any command that you added to the toolbar. At any time, you can reset the toolbar to its default settings.

Click Yes to confirm and then click OK. Customizing the Ribbon As mentioned in Lesson 1, the ribbon is a visual interface that allows you to manipulate items on your worksheet. You can add a new ribbon tab, add a group on any ribbon tab, and add commands within a group. A group of commands on the default ribbon tabs are related in functionality.

For example, on the Home tab, the Font group allows you to change the font, font size, add bold, italic, or underline, or change the color of the cell or font. The Excel Options dialog box also offers selections for customizing the ribbon. You can add and remove commands, and you can change the location of ribbon commands to make accessing those you use most frequently more convenient.

In this exercise, you use the commands in the Excel Options dialog box to create a new tab and command group to contain your frequently used com- mands. Then you will reset the customizations to return to the default ribbon. Click the Options tab. In the Excel Options dialog box, click Customize Ribbon. The Customize the Ribbon options appear. By default, Popular Commands is selected in the Choose commands from drop-down box.

The list of Popular Commands appears in the list below the drop- down box. In the list of Popular Commands, click Format Painter. Note the Add button in the center of the dialog box is now active. You can use this method to display the current groups available on a ribbon tab. Under the Customize the Ribbon options, click the New Tab button shown in Figure to insert a new blank tab into the Customize the Ribbon list. When you click New Tab, a New Group is automatically created inside the new tab.

Click the New Tab Custom list item on the right to select it, and then click the Rename button. Under your new tab, click New Group Custom to select it. Click the Rename button again. This time, the Rename dialog box allows you to select a symbol see Figure Select the hand symbol. You see the New Group renamed. In the command list on the left, click on a command of your choice, and then click the Add button. The command appears on your new ribbon tab. In the Choose commands from list, select All Commands and then add another command from this list.

In the Choose commands from list, select File Tab and then add another command. Your screen should look similar to Figure Click OK to close the Excel Options dialog box. When you exit, you see your tab named My New Tab on the ribbon. Click the My New Tab tab. Right-click anywhere in the ribbon and then click Customize the Ribbon. Near the lower-right corner of the Excel Options dialog box, click the Reset button and then click Reset all customizations.

This exercise familiarizes you with where the templates are located and how to select and use them. Selecting a Template from the New Tab Templates allow you to create professional workbooks in a fraction of the time it would take you to develop them from scratch.

Examples of these are budgets, loan models, invoices, calendars, and so on. Click the File tab and then click New. The New window displays a series of featured templates.

You already used the Blank workbook template in this book. Scroll down if necessary and then click the Project Tracker icon. Click the Create button. Notice that there are two worksheets in this workbook: Project Tracker with the sample data you can change and Setup that allows you to input a list of categories and employees.

When you are finished looking at this template, click File and then click Close. If prompted, do not save changes. Look for and click the Academic calendar any year template and click the Create button. Click on the year and use the up or down arrow to change to the current year if necessary. Click the month name and select the current month name from the drop- down list. Scroll down the worksheet to see additional months displayed in the template.

Notice that the Academic calendar any year template appears as the third item on your list of templates because it was recently used. Click in the Search for online templates box at the top of the window. Type Budget and then press Enter. Notice that Excel displays a downloaded list of templates as well as a Category list on the right so you can narrow the choices see Figure Take Note You can modify the calendar workbook with your name, company name, and favorite pictures to personalize your calendar and make it your own or use as a gift for others.

Which of the following is where you can save, select a template, change document properties, and close or exit Excel? Backstage b. Print c. Edit d. Windows 2. To change printer, layout, or margin settings, you click the File tab and use which of the following options? Info b. Options c. Print d. Open 3. Which of the following can be customized for quicker access to your most commonly used commands?

Print Preview b. Quick Access Toolbar c. Printer setup d. Workbook 4. When you modify the ribbon, which of the following is created? Which predesigned file already has a significant amount of formatting, text, and other features? Blank workbook b. Preset file c. Text file d. To access an Excel template, you can click the File tab and then click New.

If you have too many columns on a page, the only option to see them all on a printed page is to decrease the column width. In Excel, you can add your most commonly used commands to the Quick Access Toolbar. You can create a completely new ribbon tab as well as groups on that ribbon. Click the File tab, click New, and then search for the Movie list template. Add an additional movie to the list. Project Printing a Specific Area of a Worksheet In this project, you will print a selected area in the worksheet and then print a specific worksheet.

Select the range D5:L9. OPEN Backstage view. Click Print in the Backstage view navigation pane. In the Settings section of the Print window, click the Print Active Sheets drop-down arrow, and then click the Print Selection option in the drop-down menu.

Click the Print button to print the selected area of the worksheet. From Backstage view, click the Print tab to return to the Settings options, open the Print Selection drop-down menu and then click Print Active Sheets. Click the Print button to print the active worksheet. For example, you can create basic formulas for addition, subtraction, multiplication, and division using these methods.

However, as you have discovered in previous lessons, the user interface offers tools that make it easier to work with data. In this lesson, you use a few command groups on the Formulas tab to display formulas and name ranges to be used in formulas. Name box Formula bar View and edit named ranges Define Name Create from Selection Show Formulas Figure The Formulas tab in Excel Use Figure as a reference throughout this lesson as you become familiar with some of the com- mand groups on the Formulas tab and use them to work with formulas.

You learn about additional commands on the Formulas tab in the next lesson, which addresses functions. The formula is one of the essential elements of Excel, which enables you to add, subtract, multiply, and divide numbers. When you enter a formula in a cell, the formula is stored internally and the results are displayed in the cell. You can view the underlying formula in the formula bar when the cell is active, when you double-click the cell to edit it, or by using the Formulas tab.

You just entered a formula. Take Note Formulas should be typed without spaces, but if you type spaces, Excel eliminates them when you press Enter. Notice that the result of the formula displays in the cell, but the formula itself appears in the formula bar see Figure Figure Viewing a formula in the formula bar Results of the formula Formula displays display in the cell in the formula bar 4. Double-click cell A1. The formula appears in both the active cell and the formula bar. You can edit the formula in this mode.

The formula in cell A1 displays. Take Note While you are displaying formulas in the worksheet, you will not see the results of those formulas. Click Show Formulas again to turn off formula display.

A formula is an equation that performs calculations, such as addition, subtraction, multiplica- tion, and division, on values in a worksheet. In Excel, a value can be a number, a cell address, a date, text, or Boolean data, but is usually a number or cell address in terms of formulas.

A formula consists of two elements: operands and calculation operators. Operands identify the values to be used in the calculation. An operand can be a constant value, or a variable such as a cell reference, a range of cells, or another formula.

A constant is a number or text value that is entered directly into a formula. A variable is a symbol or name that represents something else, which can be a cell address, a range of cells, and so on. Calculation operators specify the calculations to be performed. Excel treats it like an ordinary string of characters. Using Basic Formulas 51 Excel uses four types of calculation operators: arithmetic, comparison, text concatenation, and reference.

This lesson covers several arithmetic operators and the equal sign, which is a comparison operator. The arithmetic operators are listed in Table When you complete the formula and press Enter, the value displays in the cell and the formula displays in the formula bar if you select the cell.

You can edit a formula in the cell or in the formula bar the same way you can edit any data entry. When you click the Show Formulas button on the Formulas tab, all formulas in your worksheet display. Click the Show Formulas button again to toggle off display of formulas. Parentheses play an important role in con- trolling the order of operations. USE the worksheet from the previous exercise. Click cell A1 to make it the active cell. Click in the formula bar. The result in A1 changes to Figure Parentheses added to the formula 6.

Then 7 is added and 4 is subtracted. You can use parentheses in a formula to override the standard order of operations. Excel per- forms calculations on formulas inside parentheses first. Parentheses inside of parentheses are called nested parentheses. Calculations are performed on formulas in the innermost set of paren- theses first, and from left to right if nested parentheses are at the same level. Then, 4 is subtracted.

Take Note While modifying a complex formula, if you decide to revert back to the original formula and start over, just press Esc. Using a cell reference rather than the data displayed in a cell gives you more flex- ibility in your worksheet. If the data in a cell changes, any formulas that reference the cell change as well. For example, if cell E1 contains the number 12 but is later changed to 15, any formula that references cell E1 updates automatically.

The same principle applies to a cell that contains a formula and is referenced in another formula. Using Relative Cell References in a Formula A relative cell reference is one that adjusts the cell identifier automatically if you insert or delete columns or rows, or if you copy the formula to another cell.

Click cell B Click in the formula bar and replace with B3. Using Basic Formulas 53 Figure Entering a relative cell Entering a relative reference cell reference Cell B3 is highlighted and surrounded by a blue border. Take Note You can use either uppercase or lowercase when you type a cell reference in a formula.

For ex- ample, it does not matter whether you type B4 or b4 in the formula you enter. Excel changes the reference to uppercase when you press Enter. The formula in cell B18 now uses a relative cell reference to cell B3. Copy cell B18 to cell B The displayed result changes to The cell reference is adjusted relative to its position in the worksheet.

An alternate way to use a cell reference is to click the cell being referenced while creating or modifying a formula. With cell B21 still active, click in the formula bar and select B6. Click cell B3. Cell B3 becomes highlighted and surrounded by a blue dashed border, and cell B3 appears in the formula bar rather than cell B6.

You use relative cell references when you want the reference to automatically adjust when you copy or fill the formula across rows or down columns in ranges of cells. By default, new formulas in Excel use relative references. You can also reference a range of cells in a formula, which you learn about later in this lesson. Cell referencing raises another important point about Excel. Using Absolute Cell References in a Formula Sometimes you do not want a cell reference to change when you move or copy it.

USE the worksheet you modified in the previous exercise. The formula in cell B18 now uses an absolute cell reference to cell B3.

The displayed result is , which matches B Copy cell B21 to cell C The displayed result is still Figure shows the formula for cell C Regardless of where you copy the formula in the worksheet, the formula still refers to cell B3. Figure An absolute cell reference An absolute cell reference contains two dollar signs.

Cells B21 and C21 show the results of the same absolute cell reference. SAVE the workbook. An absolute cell reference refers to a specific cell or range of cells regardless of where the formula is located in the worksheet.

Absolute cell references include two dollar signs in the formu- la, preceding the column letter and row number. When you copy the formula to any other cell in the worksheet, the absolute reference will not adjust to the destination cells.

Using Basic Formulas 55 Using Mixed Cell References in a Formula You can also create a mixed reference in which a column or a row is absolute, and the other is relative. The formula in cell B21 now uses a mixed cell reference. The displayed result is , which is different from the result in B The dollar sign before the B in the formula is absolute, but the row number is relative.

Figure A mixed cell reference A mixed cell reference contains one dollar sign. Cell C22 shows the result of a mixed cell reference. Delete the contents of cell B21, cell C21, and cell C A mixed cell reference is a cell reference that uses an absolute column or row reference, but not both. In the exercise, the column portion of the cell reference is absolute and remains unchanged in the formula regardless of where the formula is copied.

The row portion of the formula is relative no dollar sign precedes the row number of 3 , so that part of the cell reference changes when the cell is copied.

The column reference remained the same because that portion of the formula is absolute. The row reference adjusted because it is relative. Howev- er, you can also refer to cells in another worksheet in the same workbook or to another workbook entirely. References to cells located in a separate workbook are considered external references. Unless you specify another worksheet or workbook, Excel assumes your cell references are to cells in the current worksheet.

Referring to Data in Another Worksheet An external reference refers to a cell or range in a worksheet in another Excel workbook, or to a defined name in another workbook. You learn how to define range names later in this lesson. You might need to use this strategy, for example, to create a summary of data in one worksheet based on data in another worksheet.

The basic principles for building these formulas are the same as those for building formulas referencing data within a worksheet. Click cell D8. You want the average payment for electricity to appear in this cell, similar to the content that appears in B20 in the Expense Details worksheet.

Project training.

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Callouts help in inserting more text outside the shape. Callouts are always connected to the shape and move along with it. To insert a container, go to the Insert tab on the Ribbon and click the Container dropdown menu in the Diagram Parts section. You will see that there are many designs to choose from for the container. Once you select a design, you can drag the container around the grouped shapes. Release the mouse to lock the container. The container also contains an area for typing text.

Double-click the heading area to type the text. Select the shape for which you want to use the callout. To insert a callout, go to the Insert tab on the Ribbon and click the Callout dropdown menu in the Diagram Parts section.

You will see that there are many designs to choose from for the callout. Select a design appropriate for the callout. The callout will appear connected to the selected shape. In this example, we have added a callout for the Back to Research process called Extensive Research.

The callout is linked to the shape and can be moved about anywhere in the drawing, however it will always stay connected to the shape. Visio will zoom in when you click the callout to enable typing and will zoom out when clicked outside the callout.

This text now needs to be converted into a hyperlink. To do so, select the text in the text box and in the Insert tab again. Click Link to open the Hyperlinks dialog box. You can specify the links to websites or a local file on your computer. Click OK to convert the selected text into a hyperlink. You can directly hyperlink a text or a shape to a file. Double-clicking the text or shape opens the hyperlinked file.

The procedure is similar to hyperlinking a website. Select the shape or text that you want to create a hyperlink for and click the Link button in the Insert tab of the Ribbon. In the Hyperlinks dialog box, click Browse… adjacent to the Address field and click Local File… to browse to the location of the file.

Make sure that the Use relative path for hyperlink box is selected to ensure that the file path is updated automatically when you change the file location. Visio also makes it possible to hyperlink pages in a multi-page document so that clicking the link will directly take you to the linked page. To hyperlink pages, select a text or shape to be linked to and click Links in the Insert tab in the Ribbon.

In the Hyperlinks dialog box, make sure to click Browse… adjacent to the Sub-address field. Select the destination page in the Page field. You can also set a default zoom level in the Zoom dropdown menu so that navigating to the linked page opens it at the desired zoom. You need not be content with the default theme. Visio allows to customize the theme and overall look of the document.

To apply a theme, go to the Design tab and choose from any of the many theme options available. Once you click any of the available themes, the theme will be applied to the document.

You can further personalize it by selecting from one of the many options in the Variants section. The Variants section allows you to customize theme colors as needed. Clicking the dropdown menu in the Variants section allows to customize the theme colors, effects, and connectors. It opens the New Theme Colors dialog box, which allows to customize each of the accents in the theme. If you are familiar with Microsoft Word, you should be right at home in Visio with respect to formatting text.

You can format titles and text within shapes. You can also use the Format Painter command to copy formatting and paste it into another shape or text box. To format the text, select the text box containing the text or highlight the text itself. Then, choose from the options available in the Font and Paragraph sections of the Home tab. You can change the font, size, color, and paragraph alignment. If you want to change the font styles in a shape, just double-click the shape to select the text within the shape and change the font styles as desired.

You can also format the shapes to give them a more professional or casual look as desired. To format shapes, select the shape in the diagram and format using the options available in the Shape Styles section. You can select predefined shape styles or you can customize the shape using the Fill dropdown menu. To adjust the color of the shape border, select a color from the Line dropdown menu. The Effects menu allows to add special effects to your shape such as drop shadows or 3D rotations.

Visio makes it easy to format the shape outlines and the connectors. You might be looking to format a shape outline to make it stand out from the rest of the shapes or to highlight something important. To format a shape outline, click the shape or hold down the Ctrl key on the keyboard and select multiple shapes. This will open a Format Shape flyout. In the Line section, select the options you need to customize the shape outline.

You can change the color of the shape outline, increase the width to add more weight, change the rounding, and a whole lot more.

You can also create gradients for the line to suit the diagram. Like shape outlines, connectors can also be formatted as needed. To format a connector, select the connector in the diagram and bring up the Format Shape pane by going to the Line dropdown menu and clicking Line Options In the Line section of the Format Shapes pane, select the Dash type of your choice to change the connector pattern. You can also change the color of the connector and adjust the transparency levels as needed.

Visio comes with visual aids to help align and structure the elements in the diagram so that it appears great both on-screen and in print. The main visual aids available include rulers, grids, and guides. Rulers help in providing perspective to the elements in the diagram. They help orient the shapes to attain a consistent and clean look.

Rulers can be switched off or on with a simple checkbox in the Show section of the View tab. When you move a shape, you will notice that there are 3 dotted lines shown in the following example in red rectangles on both the vertical and horizontal rulers. These 3 dotted lines denote the left, middle, and right parts of the diagram. When you drag the shape vertically or horizontally, these 3 dotted lines help position the shape exactly at the place you need.

Just like rulers, guides help in orienting different shapes of the diagram properly. You can create any number of guides from both the vertical and horizontal rulers. To create a guide, simply drag a line from either the vertical or horizontal rulers.

Guides are represented by lines, which appear thick when selected. You can delete a guide by simply selecting the guide and pressing the Delete key on the keyboard. Uncheck the Guides checkbox in the View tab to remove all the guides from view. Dragging a shape onto a guide will enable you to snap the shape to the guide. When a shape is snapped to a guide, it moves along with the guide. Grids not only help to align shapes within the drawing but can also be an important measurement tool.

Grids comprise of square boxes of defined area, which can be adjusted. Therefore, grids help you have an estimate of the likely area occupied by the shape, which allows you to size the shapes as needed. You can also customize the size of each grid by adjusting the spacing between the grids. To do so, click the small downward facing arrow to the bottom-right of the Show section in the View tab.

Apart from commonly used visual aids such as the ruler, guides, and grids, Visio also comes with few other visual aids to help you better organize your diagram. One of the advantages of using SmartShapes is the ability to quickly and easily connect a shape to the top four favorite shapes. AutoConnect helps to quickly select a shape from the top four and instantly establish a connection to the new shape.

Sometimes, you might not need this feature. In such cases, you can disable the AutoConnect feature by simply unchecking the AutoConnect checkbox from the Visual Aids section of the View tab. When the AutoConnect checkbox is unchecked, the SmartShapes and connecting arrows do not appear when a shape is selected. Dynamic grid provides a relative alignment cue when you insert a new shape. When the Dynamic Grid option is turned on, you will see guides and indicators relative to the shape.

Dynamic Grid can be used in conjunction with the actual Grid. The actual Grid is more of an absolute measurement and should be considered when precise measurements are of importance in deciding the placement of the shapes.

The Dynamic Grid is more of a relative measurement. In the above example, we see that turning on the Dynamic Grid allows us to see the relative distance of the new shape with respect to pre-existing shapes. Connection Points help in connecting shapes to specific points along the surface of a shape. For example, a shape can have four Connection Points along its perimeter to which connectors can attach to. Turning on Connection Points help to connect shapes precisely at defined connection points.

Connection Points can be identified by green squares that appear on all sides of the shape. If you want to connect to the shape directly rather than to a connection point on the shape, uncheck the Connection Points checkbox in the View tab of the ribbon. Task Panes provide additional functionality to the user interface. You can use task panes to customize or add parameters to an object. The Shapes pane which is there by default, is an example of a Task Pane.

Task Panes can be floating or docked and can be resized as needed. Apart from the Shapes task pane, there are quite a few other panes, which can be accessed from the Task Panes dropdown menu in the View tab of the Ribbon. The Shape Data pane allows entry of additional shape metadata. This metadata is contextual and depends on the shape being selected. This is especially useful while working with complex diagrams. This allows to set precise measurements of a shape. You can also change the angle of orientation of the shape and the pin position from which the measurements are to be considered.

The Navigation pane is available only in the Office version of Visio. It basically lists all the elements of the diagram and makes it easy to navigate to each of them. This is especially useful if the diagram has varied shapes and you want to navigate to a specific shape type. Selecting the name of the shape in the Navigation pane selects it in the canvas. It is easy to work with multiple windows or multiple versions of a document in Visio. You can switch between windows easily or arrange them side by side for a comparative look.

The options for window rearrangement can be found in the Window section of the View tab. New Window basically allows to create a new copy of the existing window. The new copy will not show the stencils directly, however, they can be selected by clicking the More Shapes arrow in the Shapes pane.

The new window can be identified by the presence of a number in the title bar of the window. In the following example, the original file name was BlkDiagm.

Using the New Window command creates a new window with BlkDiagm: 2 in the title bar. This function allows you to arrange all windows side by side. This feature is useful for comparing two windows, however, if you have a high-resolution display, you might be able to accommodate more windows beside each other. The Shapes pane and other panes can be minimized to allow more screen real estate. This function allows cascading of windows to give an overall view of the open windows. The active window is in the foreground, while inactive windows are in the background with title bars visible.

Cascade view is useful to know which documents are open at a glance. The right side of the Print menu shows a preview of the output. You can change the orientation of the page, page size, and select only the pages that you need to print.

Depending on your printer, you can also print in color or in greyscale. Remember that printing in black and white might not produce a good output. Visio includes several ways to create a PDF of the drawing, which is extremely useful for sharing with others. You can save the drawing as a Visio drawing. This opens the Save As dialog box. You might want to use this if you need to have fine grain control over the PDF document such as PDF version or compatibility properties.

You can also directly email the diagram to a recipient. This creates a new email in your default email client with the PDF file readily attached. Just enter the email address of the recipient to send the attachment. Exporting image formats is useful while sharing the drawing easily with others or to put it up on a web page.

To export a drawing, go to the File menu, click Save As and in the Save As type field, choose from the list of supported formats. You can choose from any of the abovementioned graphics formats. Once you choose a graphics format to export to, you will get some options to choose from depending on the capabilities of the graphic format. The options in the Operation and Color format fields are format specific. You can leave them mostly as default. Set the Background color as white if you have a background for the drawing.

Set the Quality as needed. You can also rotate the drawing or flip it horizontally or vertically. The resolution and size of the output diagram can be matched with the screen, printer, or source. You can also input a custom resolution or size. Click OK. You can also export drawings to web pages which can be hosted on a web site. Visio allows customizing what goes into the web page. You can select which of the components of the diagram that you want to publish and the number of pages to publish.

You can also provide a page title. The HTML file is created in the chosen location along with a folder containing the supporting files. Both the HTML file and the folder are linked together. Adding SmartShapes automatically creates layers. Layers are basically overlays, which can be individually customized and turned on or off. Each shape and connector in the diagram forms a layer whose properties can be customized. To know the list of layers in the diagram, in the Editing section of the Home tab, click the Layers dropdown menu and click Layer Properties This opens the Layer Properties dialog box, which you can use to customize the different layers in the diagram.

The Layer Properties dialog box lists the different layers in the document and allows changing the individual properties of the layers. Layers are automatically assigned to shapes. However, Visio allows to assign layers to shapes as needed. You can also create your own layers. Let us start by creating a new layer and then assign some shapes to the new layer.

Go to the Layer Properties… dialog box in the Layers dropdown menu from the Editing section of the Home tab and click New… Type a name for the new layer. The new layer will be created in the Layer Properties dialog box and will initially have zero shapes, as they are yet to be assigned. Shapes can be assigned to any layer.

To assign a shape to a layer, click the shape or connector in the diagram and then, click Assign to Layer in the Layers dropdown menu from the Editing section of the Home tab. It opens the Layer dialog box from which a shape can be assigned to either an existing or a newly created layer.

Note that the New Layer that was created earlier is now in the list. A shape can be assigned to more than one layer as well. To assign a shape to all the layers in the document, click All and then click OK. The Layer Properties dialog box allows to change the properties of individual layers. The Name field lists the type of layer, while the field lists the number of shapes in that type. In the following example, we see that there are nine equipment shapes in this diagram.

There is a row of checkboxes for each layer type that can be selected or deselected. Unchecking the Visible checkbox makes the shape invisible in the drawing. If the Print checkbox is checked, the shape will be printed along with the others. Unchecking the Print checkbox will not print the shapes in the layer. Similarly, layers can be made active or locked. Shapes in an active layer can be manipulated without affecting the other shapes or layers.

When you lock a shape, Visio prevents any changes from happening to the shape. You cannot drag the shape or change its contents. Snap and Glue will be checked, if the shapes are allowed to snap to a grid.

You can also represent a layer by a color for easy recognition. When you represent a layer by its color, the shapes belonging to that layer will also be colored in the diagram. This is useful if you want to differentiate a set of shapes from another.

Themes and Styles are useful to give the diagram a design makeover and make it stand out. Visio provides a standard set of themes and styles, which are customizable.

Themes apply to the entire diagram. Themes comprise of a set of colors and effects that generally blend well with each other. They are a great way to quickly give the diagram a polished look. Themes also affect other parts of the document such as titles, headings, text, etc. To apply a theme, go to the Design tab and select a theme from the Themes section. The dropdown arrow provides more choices categorized by theme type.

When you click a theme, all the aspects of the diagram and other parts of the document reflect the theme settings. A theme can have many variants, which can be selected from the Variants section of the Design tab.

Styles are different from themes such that, they are applicable to a selected shape or a group of shapes. Styles help in customizing the aspects of a particular style. To change a style of a shape, select the shape and from the Home tab, then select a style from the Shape Styles section.

Style can be applied to both shape elements in the diagram as well as to individual text boxes. You can select multiple shapes to apply the style to all of them together. When you change a theme after applying a style to a shape, the shape will take up the characteristics of the theme but will still remain distinct from other shapes. Of course, you can continue to customize the style even after applying a theme. Themes are useful to customize the appearance of the document.

Visio goes a step further and allows to customize the themes themselves. Themes come with variants that can be further customized as needed. Theme variants can be accessed from the Variants section in the Design tab. You can use the stock variants or click the dropdown menu to customize many other aspects.

Sometimes, it becomes necessary to prevent themes from affecting one shape or a group of shapes, especially if they have important information that has to be presented in a particular way.

To enable protection for a shape, click a shape or a group of shapes. This opens the Protection dialog box that allows to select which components of the shape to protect from being overridden. We will focus on protecting the theming of the shape for now.

So, select the checkboxes for Text, Format, From theme colors, From theme effects, From theme fonts and finally, From theme index. If you now select any theme from the Design tab, you will notice that the shape that is protected is unaffected by the theme change.

To reverse the changes, simply go to the Protection dialog box again, click None and finally click OK. Visio comes with a good selection of themes and variants to suit almost any need. However, sometimes you might have the need to create a specific color scheme that reflects your organization. To do this, select a theme from the Design tab and choose a variant from the Variants section that closely matches to what you intend to create.

In the New Theme Colors dialog box, give a name for the theme in the Name field. There are 5 accent colors to customize. Depending on the colors that you want to customize, choose a color for each accent. Click Apply to see a preview of the effect. Once you are satisfied with the color scheme, click OK to save the color scheme. The new color scheme can be found in the Custom section of the Colors menu. You can always edit this color scheme by right-clicking the custom scheme and clicking Edit.

Organization charts or org charts are a great way to depict hierarchy in an organization. Visio provides ready-made templates to help you get started in creating org charts. In the following series of chapters, we will learn different aspects of creating and working with org charts. The easiest way to get started is to use an inbuilt org chart template and build upon it.

In Visio , the org chart template can be found by going to the New menu. Click the Home button, click New and select the Templates tab. In the Templates tab, go to the Business category and click Organization Chart.

It will open a dialog box in which you can choose the chart to be created in either Metric or US units. Select the units you are comfortable with and click Create to load the org chart shapes in a new diagram. Once the chart is created, you will notice that the Ribbon has a new Org Chart tab that lists the shape styles you can use. The Shapes pane has all the shapes necessary to use in a org chart. The shapes change based on the shape style selected in the Org Chart tab in the Ribbon.

In this example, the currently selected shape style is Belt. To insert a top-level shape, drag the Executive Belt shape over to the canvas and align it to the center of the page. Once the top-level executive shape is created, it is easy to create manager sub-shapes. The Executive Belt shape will not offer SmartShapes as this is a hierarchical chart with defined positions.

To insert a manager, simply drag the Manager Belt shape onto the Executive Belt shape. You will notice that Visio automatically connects both the shapes. You can add more Manager Belt shapes onto the Executive Belt shape and Visio will automatically connect, space, and align all the shapes.

You can then enter details into the shapes by zooming in and double-clicking the shape to activate the text box. Unlike the Executive Belt shape, the manager shapes will offer the choice of using SmartShapes. We can continue building on the org chart previously created. Based on the organizational hierarchy, corresponding shapes can be added to the existing shapes. Visio will then automatically create the connection and align the new shape in the diagram.

A position belt is used to indicate a position under an executive. In the following example, several position belts have been added to each of the three manager sub-shapes. To add a position shape, simply drag the Position Belt shape from the Shapes pane over any of the manager sub-shape.

Visio automatically creates the Position Belt shape and connects it to the manager shape above. In an organization, not all positions will be always full. There will be a few vacant positions that need to be filled.

You can indicate a vacancy by dragging the Vacancy Belt shape onto any of the managerial shapes. A vacancy shape is different from the other shapes and can be easily identified. Similarly, you can also add the consultant and assistant shapes to the org chart. Visio will automatically adjust the spacing and connections between the shapes.

It may be necessary to re-order team members in the org chart. Since this is an org chart, there will be an Org Chart tab in the Ribbon. Click the tab and in the Arrange section, click either of the arrows in the Move command.

Depending on the position of the shape in the drawing, moving left and right can also mean moving up and down. When you move a shape, all sub-shapes also move along with it. In the following example, the COO shape was moved to the right and with it, all positions below it also move. A team frame helps to denote members of different teams who work on a common project. To add a team frame, drag the team frame shape from the Shapes pane onto the teams that you want to include.

The team frame can be adjusted along its handles to accommodate as many members as needed. The team frame border line and the label can be formatted as needed. To format the team frame border, click the team frame and go to the Home tab and in the Shape Styles section, select the shape formatting needed. A dotted line report helps in identifying individual team members who report to multiple people. To add a dotted line, drag the Dotted-line Report shape from the Shapes pane onto the canvas.

You will see that there are two endpoints to the dotted line. Drag one of the endpoints to the first shape and the other endpoint to another shape to create a dotted line that indicates the team member reports to more than one position.

Although you can create individual shapes by dragging the desired shapes from the Shapes pane, Visio facilitates creating multiple shapes at one go. All shapes added together will be automatically connected and aligned. To create a three-position SmartShape, drag the Three Positions shape onto any of the higher manager shapes. This creates three shapes directly below the higher shape. You will notice that the shapes can spill over onto the next page.

Similar to a three-position SmartShape, Visio also helps to create a multi-position SmartShape in which you can select as many positions as you want.

To create a multiposition SmartShape, click and drag the Multiple shapes from the Shapes pane onto a selected shape on the canvas.

It opens an Add Multiple Shapes dialog box in which you can select the type of shapes and the number of shapes to be added. Click OK to add the shapes to the selected shape. You can add pictures to different levels in your org chart to make it more visually appealing. To add executive pictures, double-click the shape to zoom into it and then click the picture field within the shape. Then click the Insert button to select a picture for adding into a shape. After adding an image, you can use the usual picture formatting tools to adjust the brightness and contrast or crop the image.

If you want to automatically import executive pictures into their respective hierarchies, simply make sure the file names of the executive pictures match that of the names in the shapes.

Synchronization allows any change made to the executives in other pages to remain in sync with the main page. This opens the Create Synchronized Copy dialog box, which allows to create a copy of the shape and its subordinates on a new or an existing page. Click the Hide subordinates on original page checkbox, if you want to collapse the shape on the main page. Any changes made on the synchronized shape pages will be seen on the main page as well. Individual manager shapes can be collapsed and shown as needed.

Collapsing shapes is useful to reduce the clutter in the diagram. To collapse the hierarchy under a shape, right-click a shape, go to the Subordinates menu and click Hide Subordinates. The subordinate shapes then collapse under the manager shape. This is indicated by a tree icon under the manager shape. If the shapes are synchronized, any changes made to them elsewhere will be automatically reflected in the main shape. To reveal the subordinates again, right-click the manager shape, go to the Subordinates menu and click Show Subordinates.

Although you can manually create the org chart using different shapes in the Shapes pane, Visio also provides an automated way of importing information about your organization from an external source. In this chapter, we will look into importing data from information in an Excel spreadsheet. Create an Excel spreadsheet or use an existing one containing some of the important information in the header row that goes into creating an org chart.

Important information includes Employee, Title, Manager and Department. The Employee and Manager fields are mandatory and the others are optional. There are two ways of starting the Organization Chart wizard. The first method involves using the Organization Chart Wizard from the Templates section in the New menu.

The other method is to use the Import command in the Organization Data section from the Org Chart tab in the Ribbon, if you have already created an org chart. The second method is recommended if you need the background formatting to carry over onto all the pages in the org chart.

The first method creates all the pages required, but you need to individually format each page, which can get tedious if your organization is large. Either ways, the Organization Chart Wizard appears in which you can specify the features of your org chart.

The first screen of the Organization Chart Wizard gives the option of either selecting the existing information from a file or manually entering information.

For this example, we will choose the first option. Click Next to proceed to the next screen in the wizard. In the following screen, you can choose the source in which the organizational information is stored. Select the second option and click Next. In this screen, in the Name field dropdown, select the field in the Excel spreadsheet that contains the name of the employee. In the Reports to field dropdown, select the field in the Excel spreadsheet that denotes the reporting manager.

If the name and first names are in different fields, specify the field containing the first name of the employee in the First name dropdown. Visio will combine the name and first name fields to generate the full name of the employee. Click Next to continue. The Data File Columns box lists all the data fields that are present in the header of the Excel file.

You can select the fields that you need to be displayed in the Displayed Fields section by selecting the required fields and then click Add.

Click Next, once the desired fields are added. In the next screen, you can choose the fields the shape data should be based on.

The shape data fields will be similar to the fields selected in the previous step so in most cases, you can leave it as such.

You can also add any additional fields if needed. In the following screen, you can choose to include pictures of the employees. If you have labelled pictures in the same format as the employee names, you can point to the location of the folder containing pictures of all the employees. Or you can simply choose not to include any pictures. In this screen, you can choose how much of organization info can be displayed on one page, if there are many employees spanning many pages.

You can also choose to allow Visio to automatically break the org chart across pages. Make sure that Hyperlink employee shapes across pages and Synchronize employee shapes across pages are selected. Click Finish to finally create the org chart. After clicking Finish, Visio will start processing information from the Excel spreadsheet and create the org chart based on the parameters specified in the wizard. You will see a progress indicator showing the status of the creation.

The completed org chart can be saved as a PDF or any of the image formats by going to the File menu and clicking Save As.

Select from any of the file types in the Save As type field. If you save the drawing as a JPG or GIF file, you will get another dialog box, which allows to further specify the output options. A brainstorming diagram is similar to an org chart but is used more to convey different ideas about a topic. To create a brainstorming diagram, click File and go to the New menu.

In the Templates section, select Business, and then in the list of templates, select Brainstorming Diagram, choose the desired units to work with and click Create. You will notice that the brainstorming diagram document is created and ready to use. This has a few notable differences compared to the org chart.

Firstly, the number of shapes are lesser than an org chart. Secondly, there is an Outline Window that appears in the drawing showing the outline of the diagram. Thirdly, there is a Brainstorming tab added to the ribbon, which contains tools required to use the brainstorming diagram. To create the central topic for the brainstorming diagram, drag the Main topic shape onto the canvas. Unlike the org chart where you had to double-click the shape to enter text, you can start typing text in a brainstorming diagram as soon as you drag the shape onto the canvas.

In this chapter, we will learn how to add, edit and place subtopics in the brainstorming diagram using Visio. In a brainstorming diagram, sub-shapes are not directly inserted on top of the main shape. A sub-shape is inserted as a subtopic. To insert a subtopic, first click the Main topic shape and then click the Brainstorming tab on the Ribbon. In the Add Topics section, click Subtopic. You can also create multiple subtopics at once by clicking the Multiple Subtopics in the Add Topics section. This opens the Add Multiple Topics dialog box, where you can enter the names of each of the subtopics.

Subtopics can be edited simply by clicking the title of the subtopic and typing over it. You can also edit a subtopic by clicking its name twice in the Outline Window.

The Outline Window represents the topic hierarchy of the brainstorm. The subtopics can be dragged by their connectors and placed anywhere on the canvas. They will always be linked to the Main topic shape.

The Outline Window makes it easy to edit the order of topics or topic names in the diagram. Any changes made in the Outline Window will be readily reflected in the actual diagram. The Outline Window can be pinned or unpinned by clicking on the push pin icon to the bottom left of the window. This enables the window to auto-hide when not in use.

Topics can be edited by clicking twice on the topic name within the window and typing. The order of the topics can also be changed by clicking and dragging the topic from one subtopic into another. You can also right-click a topic and Move Up or Move Down to change the order of the topics. To delete a topic, right-click a topic and then click Delete Topic or simply select a topic and press the Delete key on the keyboard.

You can customize the brainstorming diagram in a similar manner to other types of diagrams by changing the shape, style, and layout.

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