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Microsoft Visio 2010 : Visualizing Your Data - Using Existing Data Graphics

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6/20/2013 7:39:50 PM

Now that you’ve seen examples showing how varied and useful data graphics can be, it’s time to work with them.

In this exercise, you will work with the data graphics that are built into a sample diagram that is included with Visio 2010. First, you will learn how to turn data graphics off, then you will learn how to apply them to selected shapes.

Set Up

 Start Visio, or if it’s already running, click the File tab and then click New. In the Other Ways To Get Started section, click Sample Diagrams, and then double-click the IT Asset Management thumbnail. When the drawing opens, close the External Data window and save the drawing as Network with Data Graphics.

  1. Press Ctrl+A to select all shapes on the page.

    Tip

    You must select one or more shapes before opening the data graphics gallery because you can only apply or remove data graphics on preselected shapes.

    image with no caption

    Data Graphics

  2. On the Data tab, in the Display Data group, click the Data Graphics button. The Data Graphics gallery opens and displays available data graphics along with several menu entries. When you point to a data graphic, popup text will display its name.

    Set Up

    Tip

    The selected Apply After Linking Data To Shapes check box at the bottom of the data graphics gallery causes the currently active data graphic to be applied each time you link data from the External Data window to one or more shapes on the drawing page. If you do not want a data graphic to be applied automatically, clear the check box to turn this option off.In the Data Graphics gallery, click the thumbnail below No Data Graphic to turn off data graphics on all shapes. The drawing page now shows the unadorned network diagram.

  3. Set Up
  4. Select the six servers to the left of the longer network segment. (Do not include the network segment in your selection.)

  5. On the Data tab, in the Display Data group, click the Data Graphics button to open the gallery, and then click the Topology 1 thumbnail to apply that data graphic to the six servers.

  6. Select the pair of web servers located between the two network segments.

  7. On the Data tab, in the Display Data group, click the Data Graphics button to open the gallery, and then click the Topology 2 thumbnail to apply that data graphic to the two servers.

  8. Zoom in to view several servers in the center of the diagram.

    Set Up

    The servers on the left display a subset of the shapes’ data using one style of presentation, whereas the servers on the right show different data in an alternate format:

    • For the servers on the left, most of the data is displayed as underlined text to the left of the server icon, but the server name is displayed with a green background under the server.

    • For the servers on the right, the name is displayed to the left of the PC shape with a blue background and the administrator name is displayed as plain text. In contrast with the servers on the left, there is also a border around the data graphic on this server.

    You control all of these formatting options when you edit or create a data graphic as you will do in the exercises that follow.

    Tip

    You can only apply one data graphic to any one shape at any one time. However, as the figure above shows, you can apply different data graphics to different shapes on the same page.

Clean Up

Save your changes to the Network with Data Graphics drawing but leave it open if you are continuing with the next exercise.

The data graphics used in this section all display text callouts in various formats. In upcoming exercises, you will see several types of data graphic icons.

Important

Data graphics are applied to a single page at a time. If you want to apply the same data graphic to multiple pages, you must either apply it to each page separately, or write a Visio macro. You will learn about macros in the Appendix.

Tip

Visio data graphics are automatically assigned to a special layer in a diagram. If you want to hide data graphics without removing them, you can change the view properties for the data graphics layer.

 
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