Visio Advanced 2021: Exporting and Printing Drawings and Inserting Data

Name: Visio Advanced 2021: Exporting and Printing Drawings and Inserting Data
Author: Ali Green

Learn how to export projects out of Visio and import Excel data into Visio.

Preview the first lesson free — get full access to all 3 lessons.

Course: On-Demand

Hello, this is Ali Green and in this lesson we're going to export our shape data from a process diagram into a shape report. We're going to do it within Visio as well as in Excel. Let's get started. So we want to navigate to our Knowledge City folder. So we're going to come up to file at the top, come down to Open, and Navigate to Browse. And wherever our Knowledge City folder is on our computer. we're going to go there and we're going to open up our file Export Visio Data. So let's click on Export Visio Data and let's hit Open. And when we open our Export Visio Data, we have our diagram for a hiring process. We're going to hold down control and scroll up on the mouse wheel just to zoom in really quick, and we're going to select our shape. So we want to see the shape data that's connected to this particular shape. So we'll go to View, go to Task Panes, and we'll go to Shape Data. And within our Shape Data, which we can actually just hover on the name, look for the four-way white cross, and just drag that shape data window around the screen. And we have our shape selected and we can see the metadata that's attached to the shape. So the cost, the owner, and the status. When we click on another shape, we'll have the same thing. We have our cost, our owner, and our status. Same thing here as well. We'll hold down control and we'll zoom out just a bit. And we want to take this data and export it to a report. So at the top we are on View. So if we click on Review, and toward the right you have your Shape Reports. So if we click on our Shape Report, that's going to open up our Reports window where we can export our inventory as well as our flowchart. We're going to export our flowchart 'cause that's what we're in. So we'll click on our Flowchart, come down to the bottom, and we'll hit Run. And in our Run Report we have the option to export to Excel, HTML, XML, and Visio shape. So we're going to click on our Visio shape and we're going to Link to our report. So we'll click on OK, and we'll generate our report. It takes a little time depending on how many shapes we have and how big our diagram is. But here's our report. And we're going to close our Shape Data window and we have our Flowchart Report. So we hover at the edge, we can can grab our flowchart report to the other side of the screen. And we'll make it just a little bit larger. And we'll see our decision shapes, document shapes, our processes, our start, as well as our end. We have our status, our owners, and our functions, and our total cost. Okay, so if we come down to our decision shape, we'll click on our decision. We'll come up to View, Task Panes, Shape Data. And in our Shape Data we have Phil as as the owner and we also have Phil as the owner in our decision here as well. So if we wanted to change Phil to Maria, click out of that field, we'll come over to our Shape Data field, we'll right-click and we'll update our report. So we're going to left-click, Update our report. And if we know for sure we want our flowchart once again, we'll just leave it on the flowchart and we'll leave everything at its default and we'll hit Run. And if we come over to our report, we now see Maria as the owner. Pretty awesome. Let's say we also wanted to output our Shape Data as an Excel report. We'll come up to View and next to View is our Review. Click on Shape Reports, click on the Flowchart, and let's run our report. And this time we're going to choose Excel. We'll hit OK. And we give it a few seconds and we'll generate our report and our report's going to open up in Microsoft Excel. And it looks very similar to what we've opened up in Visio. So we have our decisions, our documents, our process, and all of the options and all of the available fills that we had in our Visio diagram. So we've created and generated a report within Visio and also within Excel. Thank you, guys, for watching, and I'll see you in the next lesson.

Advanced Provider : Ali Green 3 Lessons · 16m in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

In these lessons, we’ll go over how to export Visio drawings and diagrams into different formats. You’ll also learn how to import data from Microsoft Excel and incorporate it into a Visio project.

Exporting is important if you have other needs for your shape data want to use it in a different format. You may want to calculate data in Excel first and then incorporate it into a chart; or you may want to share a Visio project in Word as part of a write up or report. You’ll also learn how to export your drawings and diagrams to different graphical formats. Finally, we’ll show you how to take data from Excel and connect it to Visio, translating it into metadata that can then be applied to the shapes in your org chart. Visio is extremely flexible software that plays well with other applications.

What You'll Learn

Export Visio diagrams and drawings to different formats
Export data from Visio into Microsoft Excel
Import data from Microsoft Excel into Visio
Print and export a Visio drawing
Connect Excel data to Visio and translate it into metadata applied to org chart shapes
Export drawings and diagrams to different graphical formats

Key Takeaways

Exporting Visio drawings is useful when you have other needs for your shape data or want to use it in a different format.
You can calculate data in Excel first and then incorporate it into a Visio chart.
Visio projects can be shared in Word as part of a write-up or report.
Data taken from Excel can be connected to Visio and translated into metadata that is then applied to the shapes in an org chart.
Visio is flexible software that works well with other applications.

Frequently Asked Questions

What does this course cover?

It covers how to export Visio drawings and diagrams into different formats, how to export data from Visio into Excel, and how to import data from Microsoft Excel into a Visio project, including connecting Excel data as metadata applied to org chart shapes.

Why would I need to export Visio drawings?

Exporting is important if you have other needs for your shape data or want to use it in a different format, such as calculating data in Excel first or sharing a Visio project in Word as part of a write-up or report.

What lessons are included in this course?

The course includes three lessons: Export Visio Data, Print and Export a Visio Drawing, and Insert Excel Data into Visio.

What skills will I work with in this course?

The course covers Microsoft Visio, Microsoft Excel, diagramming software, and working with production and working drawings.