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Visio books by Ralph Grabowski for just US$25 each (s&h
incl.). Limited quantities of each title.
Send US$25 to PayPal
(ralphg@xyzpress.com) or send cheque to Ralph Grabowski, PO Box
3053, Sumas WA, 98295-3053.
Learn Visio 2002
Learn Visio 2000 (there was no Visio 2001)
These two "Learn Visio" books are written in module style. Not meant to be read cover to cover, but instead pick a subject with which you are unfamiliar. Covers the broad range of Visio tasks, ranging from opening and saving diagrams, copying and pasting to and from the Clipboard, working with shapes, and advanced operations. 424 pages. Includes CD. Regularly US$29.95.
Learn to Diagram with Visio 2000
After an introduction to the Visio user interface, the remainder of the book provides tutorials for specific tasks in Visio: maps, calendars, businrss forms, flowcharts, organization charts, Gantt charts, network diagrams, office layouts, isometric diagrams, and working wioth CAD drawings. Includes review questions at at the end of each chapter. 248 pages. Includes CD. Reg. US$29.95.
Learn Visio 2000 for the Advanced User
This book is in three sections: (1) customizing Visio's user interface and toolbars; (2) understanding the ShapeSheet; and (3) linking shapes with database records, as well as creating Visio diagrams from coded text files. Meant to be read cover-to-cover! 376 pages. Includes CD. Regularly US$34.95.
These books are out-of-stock: "Learn Visio 4," Learn Visio 5," and "Learn Visio 5 for the Advanced User." Sorry!
17 May 00
Tip #33: Save It 2000
'Save It 2000' is an add-on that automatically saves all drawings
open in Visio 2000 based on a user-defined interval. You can download
this utility from http://www.visio.com/files/downloads/save
it 2000.exe
Tip #32: Acronyms
Microsoft has a list of acronyms here: http://www.microsoft.com/HWDEV/acronym.htm
Tip #31: Hyperlinking VSD in Word
Q: "I have a multi-page Visio 5.0 document, and I
want to include these pages in different locations spread throughout
a Word document, using Hyperlinks. However, when I link the file
it always displays only the first page. When I view the Field
command that produces the link, it looks like this: { LINK Visio.Drawing.5
"F:\\WHF_Data\\8413\\PMS_Schematics.vsd" ""
\a \p }. The second set of quotes is ostensibly to specify the
location of the document to include, but specifying a page name
here doesn't seem to work. Any ideas?"
- Bill Finger
A: In Word, use the following format for the URL:
{HYPERLINK "\\path\filename.vsd" \l "Page-2"}
Replace Page-2 with whatever the name of the page is. I tested
this in Visio 2000, and it works correctly. The problem may be
that you are using Visio 5.x, which might not support specific
page references.
Tip #30: Sources for IntelliCAD
Q: "I heard somewhere that we can still get a copy
of IntelliCAD 2000. Do you know if this is true, and if so, maybe
it can read Visio Technical files?"
- Chris Policast
A: IntelliCAD 2000 is available from a variety of sources:
Official US distributor: http://www.bricsnet.com
Free download: http://www.cadopia.com
IntelliCAD Technical Consortium: http://www.intellicad.org
IntelliCAD does not, however, read Visio files.
Tip #29: Using Test Drive Diagrams
Q: I am having a problem getting the full version of Visio
5.0 Professional to open files created with the Test Drive version
of Visio 5.0 Professional. I have been using a trial version for
a few weeks now and my new job has the full version and I want
to use my old stencils etc. The error I receive is "An error
(120) occurred during the action Open File. This file cannot be
opened because it was created with a trial version of Visio."
What is the best way to solve this problem?
- Mike Libby
A: You are out of the luck, sorry!. The Test Drive version uses a file format incompatible with the full version of Visio. There are, however, some workarounds. One workaround is to use the Ctrl+C and Ctrl+V commands to copy'n paste from one Visio to the other. Another is to export the Test Drive shapes in another vector file format (such as WMF), then import into the full version.
Tip #28: Finding the Master's Height and Shape
Q: I'm writing a VBA macro for placing shapes from a stencil.
I've created a stencil with several masters that I want to use
in my drawings. I need to know the right size of the master shape
(height and width) before I drop it on the page. I was looking
for properties or methods in the Master object, but I couldn't
find the proper one.
- Juan Valera
A: One way to do this is to add Custom Properties, which can display the master's height and width. One of the options for Custom Properties is the Ask option. This forces the master to display its Custom Properties dialog box, and allow adjustment before dropping on the page.
Tip #27: Accessing Height and Shape via VBA
Q: Thank you for answering the question. In fact, I am
looking for a way of accessing the width and height of a master
shape from VBA.
A: To get the width and height of a Master, you need
to look at the cells of the topmost shape in the Master. A Master
can contain more than one shape, which, if not grouped already,
will be on drop. If a Master contains shapes that are not grouped,
then you will need to use the BoundingBox method of the selection
of shapes in the Master.
- David J Parker, http://www.visimation.co.uk
Tip #26: Removing Unused Shapes from a Stencil
The local stencil stores master shapes, including those master
shapes that have been deleted from the drawing page. Therefore,
unused master shapes can take up unnecessary disk space, and removing
them reduces the file size of your diagram. To remove unused master
shapes from the active drawing's local stencil, you can download
and run the CleanIt utility from http://www.visio.com/files/downloads/cleanit2.zip
- Microsoft Support
Tip #25: DWG Translation Solutions
Q: In the last issue, Adam Stone experiencd some problems
importing AutoCAD drawings into Visio 2000. Neil Currie wrote
to suggest the following:
A: If you cannot see the AutoCAD drawing in Visio, use the File | SaveAs | DXF command in AutoCAD to save the drawing as a DXF file.
With respect to the problem of changing the CAD entity colours
in Visio2000: If the CAD drawing is done properly (ie. color BYLAYER
and linetype BYLAYER) and blocks created on Layer 0, then there
should be no problems. I simply insert the drawing, select the
CAD graphic and the double click to get the Properties, then click
on the Layer tab and start changing. Works every time.
- Neil Currie
Tip #24: Viewing Invisible Custom Properties
Q: "I stumbled across your Web site while looking
for information about using Visio. I have to admit to being pretty
disappointed in the over all lack of sites with good technical
content for this program. I was glad to find your site, even though
it did not contain the information I was looking for. Which brings
me to my question....
"Using Visio 5.0c, I am creating a document which contains
four pages, one for each floor of a four-story building. I am
using an imported CAD drawing as the underlying, non-editable
layer, and then dropping computer master shapes on another layer.
The masters are linked to an Access database. The idea is to provide
a pictorial representation of computer inventory. After much reading
and poking, I have everything working pretty much the way I want
with one exception (which I thought would be the easiest).
"Each computer shape correctly contains the information,
which is accessible from within its custom property sheet. However,
I also want it to display its inventory number as a label, which
is always visible. I'll be darned if I can figure it out. I've
reviewed the help files, the accompanying booklet, and even looked
at some sample files within Visio which appear to do what I want,
but even then I can't figure out how they were put together. Any
suggestions?"
- David Tison
A: There is a toggle in the object's ShapeSheet that will help you. Here is how to turn it on:
1. Select the object, then from the menu select Window |
Show ShapeSheet.
2. Look for a section called Custom Properties; you may
need to scroll down. (If the section is not "open",
click the Custom Properties title bar to open.)
3. In the Custom Properties section, you should see one row for
each custom property. Scan along the headers for Invisible.
4. Change the value to 0, which makes the property visible.
Tip #23: DWG Translation
Q: "We have been fighting with these issues ever since
we switched to V2K. We did not have these problems in Visio 5.0:
1. Why does Visio only want to import in the current view of a
CAD drawing?
2. What is the correct way to import a CAD drawing?
3. How can we maintain scale and placement of Visio objects when
saved as a CAD drawing?
4. How can a user change the color of a CAD drawing within Visio?"
- Adam Stone
A: 1. It could be argued that this is a feature. This lets the Visio display a small portion of the drawing. I supposed Visio tech support would say, "Zoom Extents before saving."
2. Two ways: File | Open (as a new drawing) and
Insert | CAD Drawing (into an existing drawing). There
is a third way: In AutoCAD, copy the drawing to the Clipboard;
in Visio, use Paste Special to
paste the drawing in Picture format. Then, use the Ungroup
command to "explode" the drawing into individual Visio
objects. This method works well for small drawings, but is painfully
slow for drawings like
yours (takes like half-an-hour to explode).
The scale options are only important if you plan to add Visio
shapes to the drawing. This ensures that the scale of the shapes
matches the scale of the drawing.
3. I don't think you can. Remember that Visio is for
diagramming, not accurate CAD work. I have had difficulty with
diagrams created in Visio, then pasted as a WMF file in, say,
PageMaker or Word. The
text, for example, doesn't end up in the placement as I expect.
OTOH, the scale problem may be related to the difference in scale
between the AutoCAD drawing and the Visio shapes that get added.
Something to play around with.
4. Hmmm... you're right. I can't change colors. I can, however, change lineweights and visibility of the CAD layers in Visio.
Tip #22: Visio Translation
Q: "When I try to import a Visio 2000 drawing into
Actrix Technical 2000, Actrix appears to stall, then complains
'Failed to open document.' Why can't Actrix open the VSD file?"
- Ron Green
A: There are two reasons why Actrix can fail to open a Visio drawing: (1) Visio 5.x or Visio 2000 must be installed on the computer; and (2) the drawing must not be open in Visio to convert it to Actrix. Closing the drawing in Visio allows Actrix to convert it.
Tip #21: Opening VSD Files
Q: "When starting Visio Technical 5.0c, the opening
menu defaults to "Choosing a Drawing Template" and file
types of *.vst. Can this behavior be changed to ask for another
file type such as *.vsd or *.vs*? How?"
- Ralph Youngs
A: The easiest way is to double-click the VSD file in
File Explorer. This launches Visio with the drawing. Visio 2000
has a completely new Startup interface, giving you the choice
between starting with a drawing or a template.
VST - Visio template file
VSD - Visio drawing file
VSS - Visio stencil file
Tip #20: Converting to PalmPilot Format
Q: Do you know of any software that can convert a Visio
drawing to be viewable on a Palm Pilot? I have tried converting
the flowchart file to gif, jpg, pcx, dib. Either the resulting
file is too large to fit onto the Palm Pilot or the image turns
into hundreds of dots. Can you offer some suggestion so that I
do not have to recreate the drawing in another application? This
problem is specific to the flowchart format. I have been able
to convert other drawings that use stock images such as the add-on
server images.
- Anna Junglas
A: The problem is that the Pilot's resolution is 160x160 pixels, although there is software that lets you see a 160x160 window into a larger image. Search the http://www.pilotgear.com Web site for converters and image viewers. Hve you tried a vector format, like WMF? The solution may be coming soon. Adobe has announced it is porting Acrobat to the Pilot.
Tip #19: Drawing at an Angle
Q: "The company I just started working for uses Visio
5 for preparing charts and displays. I would like to use it to
do plot plans and design work for assemblies we need to get fabricated.
My problem is that I do not find any way to draw a line to a pre-determined
length and/or a given angle. Please let me know what I am missing."
- Graham Yancolowitz
A: In Visio 5, you can constrain the angle to 45-degree
increments. Hold down the Shift key while drawing the line.
You can also use Visio's snap to draw the line to specific points
on the screen -- such as the grid, ruler subdivisions, guides,
etc. From the menu bar, select Tools | Snap & Glue.
To place a line with a precise length and angle is not as easy.
You need to draw the line, then use the Shape | Size &
Position dialog box to adjust.
Visio 2000 is a bit different. It has the View | Windows |
Size & Position window, which is non-modal (it can always
be displayed as you are drawing). It displays the Begin X, Begin
Y, End X, End Y, Length, Angle, and Height of the selected object.
Tip #18: Adding Custom Properties
Q: "I'm trying to assign the custom properties
to them as per module 34 of your book. Each time I try to add
a property, it tells me no custom properties exist. (Just as your
book warned). I then tried using the custom properties editor.
I go through all of the components and attempt to assign names,
values, etc. When I try and run it though, it tells me 'serious
problems have occurred' or something to that effect. "My
question is then, how can I assign values to these objects so
that the Property Reporting Macro can serve my needs? I.E., Number
of each component used, cost, total cost, etc. Thanks again for
all your help."
- Mike Walsh
A: Here, an upgrade to Visio 2000 would help, since
it overcomes that problem. The first time you attempt to access
the Custom Properties command (on a shape that has none), Visio
asks if you want to create a new Custom Properties, then goes
into the newly renovated dialog box.
You can also assign custom properties via the ShapeSheet (the
custom properties wizard is simply a shell that fiddles with the
ShapeSheet). Here are the basic steps:
1. Select the shape.
2. From the menu, select Window | Show ShapeSheet
3. In the ShapeSheet window, right-click and select Insert Section
4. In the dialog box, select Custom Properties, and click OK. Notice that a new section, called Custom Properties, is added.
5. Click a cell in the row, then press F1 to display help specific to this cell. Briefly:Label: Describes the property in the Custom Properties dialog box.
Prompt: The prompt wording.
Type: Specifies the type of data, via a code number 0 - 7.
Format: Specifies the format of the data; can get quite complex, if you want, involving list boxes, etc.
Value: Default values; gets overwritten by user's input.
SortKey: If shape has more than one custom property, determines the order in which they appear in the dialog box.
Invisible: Hides the custom property from the user.
Ask: Displays the Custom Property dialog box when shape is dragged from stencil to page.
Tip #17: Intellimouse Support
Visio 2000 supports the following IntelliMouse actions:
Roll -- Vertical scroll
Shift+roll -- Horizontal scroll
Ctrl+roll -- Zoom
Click+drag -- Pan
Tip #16: Visio Button
In the last issue, we received an incomplete answer from Visio
tech support (tip #14). The question was how to get back the Visio
button on the toolbars of Word, etc.
Run the Insert Visio Buttons.exe program found in in the
\Visio\System\Custom folder. This little program installs
a Visio button on the toolbars of Word 95, 97, and 2000; Excel
95, 97, and 2000; and PowerPoint 2000. Click the button to embed
a Visio drawing in the document. The button acts as a shortcut
to using the Insert | Object command and its options.
Tip #15: Visio 2000 Conflicts wtih Office 2000
Q: "There seems to be a conflict with Office
2000 with Visio 2000. Once installed, a change has occurred in
Office 2000. The "shortcut toolbar" no longer opens
when the system is booted up and cannot be changed to do so. The
only way to place it on the desktop is to manually click on the
icon. Is there a patch that addresses this bug?"
- J. R. Anderson
A: "Yeah, the answer for it is in the readme. There
is a separate EXE to run in order to get the buttons again."
- Visio Tech Support
Tip #14: Outputting Visio Drawings for Typesetting
Q: "I have received two sample graphics from
an author. The graphics were created in Visio 5, and exported
as EPS. The graphics import into FrameMaker just fine. However,
only stray pieces of the first graphic print. The second graphic
won't print at all, and I get an "undefined" PostScript
error when I try to print it. Is there something else we should
be aware of when trying to use Visio EPS graphics in a high-end
publishing/imagsetter environment?"
- Syd Brown
A: EPS is tricky, and I tend to avoid it. I would recommend that the author export his Visio drawings in WMF format, instead. Let me know how that works out.
"Service bureaus and high-end imagesetter printers usually grumble at us when we use WMF because they sometimes do really ugly things in Mac-based and other high-res PostScript systems. I think I'll fall back and regroup and ask for 300 dpi TIFFs instead." -- S.B.
Simos Xenitellis discovered a number of tips for dealing with Visio's flawing EPS export at http://www.cs.uq.oz.au/~emmerik/visioeps.html
Q: At our firm, we use AutoCAD LT, of which the majority
of our floor plans are currently located. Some of use also use
Visio 4.0, but are not proficient; it is being used because
it can be Fox Pro.
From what I understand, Visio Technical can import AutoCAD
files. If this is the case, then a lot of time can be saved by
not having to redraw these. My questions then are:
1) Can Visio 4.0 read Visio Tech files?
2) Can Access utilize Visio?
3) From what I have told you do you think we can get by with
Visio 4.0?
-- Brian Miner
A: Can Visio 4.0 read Visio Tech files? Yes. All versions
of Visio (Standard, Technical, Professional, and Enterprise) can
read each other's files of the same version. Visio 4.0 cannot
directly read files created by Visio 5.0. Instead, you need to
use Visio 5.0 to save the drawing in v4 format. Some data, however,
may be lost.
The situation of having AutoCAD drawings in Visio Technical
is not simple. There are two ways you can display an AutoCAD drawing:
(1) actually translate AutoCAD drawing entities into Visio entities.
(2) import an image of the AutoCAD drawing. The drawing is uneditable,
but you can place Visio shapes overtop the AutoCAD drawing.
Can Access utilize Visio? Yes, Visio can link with ODBC databases, such as Access.
From what I have told you do you think we can get by with Visio
4.0? I would recommend upgrading to Visio Technical 2000 since
it has a vastly improved ability to import AutoCAD drawings, and
I find it much easier to use than earlier versions of Visio.
Q: I am trying to create custom shapes and save them
for future use. How does one go about this? I've tried using Shape
Explorer, and even manually creating them within the drawing,
but I can't seem to find where to save them.
- Mike Walsh
A: To create a new stencil:
1. From the menu bar, select File | Stencils
| Blank Stencil. Notice that Visio opens a blank stencil (the
green window).
2. Create your shapes and drag them into the
stencil. When in a stencil, the shape is called a "master."
3. You can right-click the master to change
its properties, such as give it a different name, edit the icon,
and even edit the master itself.
4. When done creating masters, save the stencil
with File | Save As, and give the stencil file (VSS) a
name.
You can now open the stencil like any other. The tricky part
is when you want to open the stencil to add more masters. Visio
normally opens the stencil as read-only, which means you cannot
add masters. Here's what to do:
From the menu bar, select File | Stencils
| Open Stencil. Select the VSS file; in the dialog box, notice
the Open section: select either Original or Copy
to open the original VSS file or make to work with a copy of the
VSS file.
Q: If I can indeed save these shapes for future use,
can I assign them spacing attributes? I am trying to create a
flooring panel that is a component of a low profile, raised
floor for data, power, and telephony cabling. When I put the panel
down in Visio, I would like it to automatically space the
next panel put down to create this same cable trench.
- Mike Walsh
A: You can space the panels in Visio via the alignment
box. Here is an example:
Draw a circle. Notice that the circle
is surrounded by a dotted square. This is the alignment box. While
it usually encompasses the shape, it need not. You can make the
alignment box larger than the shape, which gives you the spacing
you are looking for.
How to change the alignment box? This
gets a bit tricky, since you have to edit the ShapeSheet. To see
the ShapeSheet, select from the menu Window | Show ShapeSheet.
The geometry of the circle is defined in the Geometry 1
section, while the alignment box is defined in the Shape Transform
section. You need to work out the math to make the spacing.
There are alternative methods. In the
Tools menu, check out the following items:
Q: This one's a real big IF: if I am able to create
and save all these components of the flooring, can Visio be automated
to the point of calculating the amount of components needed?
Can I simply click within this space and have Visio both layout
the components and tally how many of each were needed for
the installation?
- Mike Walsh
A: You can try the Property Reporting Wizard to calculate the quantity of components. You find this in Tools | Macros | Visio Extras | Property Reporting Wizard. isio Technical has additional tools that might be useful to you. Or, if necessary, a VBA program might have to be written.
Many products put ** in IGES header as the year 2000. Most
applications don't notice the bogus date. This is in addition
to the Y2K problem, he has found that many popular CAD/CAM product
export IGES files with an incorrectly formatted header dates.
A utility at www.opennurbs.com fixes IGES v5.2 files, changing
dates formatted as '14Hyyymmdd.hhnnss' to the correct format '13Hyymmdd.hhnnss'.
For more details, see section 2.2.4.2 of the IGES 5.2 spec. Visio
2000 correctly generates the date when exporting a diagram in
IGES format.
- Bob McNeel
Q: At least once or twice a day during a save or
exit routine in Visio 5.0, I receive the following message: "VISIO32
caused an invalid page fault in module KERNEL32.DLL at
0137: bff9a5d0." In spite of the error message, I am
not aware of any harm or difference in the Visio drawing
files. It would be nice if someone could summarize or otherwise
explain the DLLs within Visio. A good start would be an explanation
and purpose of KERNEL32.DLL.
- Dean Wilson
A: Sorry, I cannot help you because DLL errors are due
to a fundamental flaw in Windows. DLLs (dynamic Link libraries)
were meant to make the life of programmers easier, by allowing
the use of shared code. For example, one DLL determines the elements
of the user interface. Change the DLL, and the user interface
for all Windows programs changes.
While this is convenient for programmers,
it is inconvenient for the user. The fundamental drawback to DLLs
is 'version control.' Here is an example: Microsoft writes a DLL,
which inevitably contains bugs; application programmers figure
out workarounds. Microsoft issues a new version of the DLL, which
fixes the bugs (but usually introduces new bugs). The programmers'
workarounds clash with the new DLL -- and crash the software or
sometimes the computer.
It has been said that the #1 reason for
Window crashing is due to the clash of DLL versions. The problem
has become so bad that even components of Microsoft Office (Word,
PowerPoint, etc) use different versions of the same DLLs!
Tip #7: Visio 2000 Technical Edition has problem with
files created by Visio 5+ Technical. Large files, 4MB and larger,
created by Visio 2000 Technical will not save back in Visio 5
format. Visio tech support can repeat the problem, but has no
fix for it. For now they are recommending to "not use Visio
2000 Technical with Visio 5+ files. Use Visio 5+ with Visio 5+
files, and Visio 2000 with Visio 2ooo files."
- Jaroslaw Slabinski
Tip #6: When I used Visio 5 with the HP755CM color plotter, the print preview would bear no resemblance to the actual printed copy. For example, a 17-foot drawing that looks perfect in the preview prints as a 5-foot drawing (centered) in 17 feet of otherwise blank paper.
After downloading the latest HP driver (v4.2.2) for the HP
DesignJet Model 755CM color plotter, I resolved all issues for
Visio drawing and paper sizes, for print preview and for printing.
An HP DesignJet gentleman in customer support did a marvelous
job of coaching me on some subtleties of working with the plotter,
at no charge.
- Harold Wilson
Tip #4: Nudge with Arrow Keys
Visio 2000 lets you "nudge" objects into position.
Select the object, and use the keyboard arrow keys to precisely
adjust the
object's position.
- Joe Stoddard
Tip #3: Pan with Arrow Keys
Visio lets you pan around the screen. When nothing is selected,
use the arrow keys. (If an object is selected onscreen, hold down
the Ctrl key while using the arrow keys to move around
the drawing.)
- Joe Stoddard
Tip #1: Visio's Flowchart Capabilities
Q: I am looking to purchase a flowchart and business
process software package for the group I work in. I have narrowed
my search down to Visio 5.0 and Flowcharter 7.0. Surfing the net,
I was able to come up with a very limited article in PC Magazine
comparing the two, but it is dated back in March of 1997. I am
wondering if Visio had the capability to do the following:
Can you link a flowchart to, let's
say, an Access database or Excel spreadsheet, and have the flowchart
automatically change as you make a data entry? Flowcharter (Igrafx
Professional) seems to only be able to do this if you have Visual
Basic Programming.
- Leslie Dorward
A: Yes, Visio provides a database wizard that helps you set up the links between the drawing and any ODBC database, including Access and Excel. No programming is required. In Visio 5, from the menu select Tools | Macros | Database | Database Wizard.
Tip #2: Database Features in Standard Edition
Q: Is this in Visio Professional only? I was
under the impression that the "Create DB Wizard" and
"Network DB" were available in Pro, and that the "DB
Connectivity Wizard" is included in Standard. Would you suggest
Pro or Std for this function in general?
- LD
A: The DB Connectivity wizard helps you connect rows in a database file with shapes in a Visio drawing. Once the connection is made, changes in Visio or the database are reflected in the other. I would start with Standard (since it is cheaper), then, if necessary, upgrade to Pro, or even Visio Enterprise.