Using Organization Data, Pictures, and More on Layouts in Visio 2010
Synopsis: In this article, we will learn more about using organization data, pictures, and more on layouts in Visio 2010. Also, how to best fit your organization chart to a page as well as changing the spacing.
Best Fit to Page
In the Layout group of the Org Chart tab is a useful option which is the Best fit to page button. This option takes the shape and size of the page and of the organization chart and tries to make it fit as well as possible.
In the example below, we have a simple organization chart with a lot of space so what Visio has done is to center it on the page. But, if we are dealing with a larger and complex organization chart, it would be a bit more of a challenge and would take a bit more organizing.
Change Spacing
Another very useful option we can apply to our organization chart is changing the spacing. In the case where you have a small organization chart on a big page. You have the ability to lay it out in a way to make better use of the extra space. To change the spacing, go to the Org Chart tab. In the Layout group, you will find the Change Spacing button.
This brings up the Spacing dialog. You have the option to change the spacing to Tighter, Looser. You can even specify a Custom Value for the spacing between the subordinates. And then, apply the particular spacing to a Selected Shape, Current Page, or All Pages.
Display Options
If we have decided that we want to put additional information in each shape of our organization chart, we can do this by going into Display Options and adding fields.
To revise shape data, in the Organization Data group of the Org Chart tab, click on the Display Options button. Now that we have the Options dialog open, select the Fields tab.
Here we will find what is displayed in each of the organization chart Blocks. Tick the box that corresponds to the data you want displayed on Block 1. You can also add data on the optional Blocks 2, 3, 4, and 5.
Now as we add more data in our shape, it is possible that not everything will be accommodated especially if we have a small shape.
Visio will realize this as soon as we click on OK, and we will be asked if we want the shape height adjusted and have our drawing automatically arranged.
If we click on Yes, Visio will make sure that all of the data or fields added will fit into the shape.
Inserting a picture
Our diagram would seem incomplete if there are no images that put faces to the names of the people in our organization chart. To insert pictures to our organization chart, select the shape you want to put a picture.
Go to the Org Chart tab, in the Picture group, click on the Insert button. Locate the image file in your computer and click Open. We now have an image in our organization chart.
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Simon Calder
Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA.He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!
