Monthly Archives: June 2019

Visio Gantt charts

This video explains how to create Visio Gantt charts using the schedule diagram template and how to update tasks, link tasks and format tasks in Visio. The tutorial also explains how to import Microsoft Project files in to a Visio Gantt chart

Classroom based courses are at https://www.itseasy.co.uk/courses/visio-training/
Online courses at http://www.itseasytraining.co.uk

Visio Gantt charts

Creating a Visio Gantt chart is a simple process but in my view only of use to present summary data. To use Microsoft Visio to actually run and manage a project would be very difficult due to the lack of Project tools available within the template. Having said that the features available are very good at displaying your Project plan in a great visual way.

Importing from Microsoft Project

Using the Import wizard allows you to bring data from a Microsoft Project file that you have already created. During the import process you can select whether you want all the task details or just summary tasks. The end product is a very visual Gantt chart which you can format from the many preset options on the ribbon.

Linking and updating tasks

When you use Microsoft Visio to create a Gantt chart there doesn’t seem to be many tools to help you edit the task list. The ribbon has tools that will help you link tasks and indent task and other basic features but you will have to use shape data to get in to some of the other Project management tools available. You can list resources or add % complete information, you can also create several custom fields within shape data in addition to any new shape data field you might want to create for yourself. If you amend the % complete field the result is shown on the task bar on the Gantt chart.

Synchronised shapes in Microsoft Visio

This video explains how to create Organisational charts and use the synchronised shapes feature in Microsoft Visio. The video also explains how to add shape data and use the team frame feature.


Online courses at http://www.itseasytraining.co.uk

Overview

How to use organisational charts and synchronised shapes in Microsoft Visio. The course details are at https://www.itseasy.co.uk/courses/visio-training/ courses are available in a classroom environment or online at http://www.itseasytraining.co.uk

Organisational charts

Organisational charts in Microsoft Visio are very easy to create and edit. The basic structure is the same whichever level you are trying to create, simply drop a subordinate shape on top off the management level and Microsoft Visio snaps it in to the correct position.

Users can quickly add data to each shape, ether directly in to the shape or via the shape data feature. Shape data can be adjusted to suit by using the define shape data feature. Additional shape data fields provide a great data storage feature which can be used to generate reports.

Synchronised shapes in Microsoft Visio

It is very easy for organisational diagrams to grow quickly and become very unmanageable. Using the synchronised copy feature in Microsoft Visio is one way to alleviate size and unmanageable clutter issues. The synchronised copy only synchronises data, not additional shapes. Basically, once you have synchronised shapes, any additional shapes added will not appear on the synchronised copy or the main copy if they are added after the first synchronisation. To add extra shapes you will need to re-run the synchronisation.

Groups of data and connections are easily moved around by using the container option. This feature can be added via the right mouse click or the ribbon. Once shapes are in a container it is easier to move them around and apply formats through the container tab on the ribbon.

Cross Functional flowcharts in Microsoft Visio

This video explains how to create a cross functional flowcharts in Microsoft Visio. The tutorial demonstrates how to add basic shapes from the stencil and connect the shapes manually to avoid swim lanes being dragged all over the place. The video covers how to use shape graphics and how to edit shape graphics. The shape graphic is triggered by data in the shape data box. The final section of the video explains how to define shape data.

Overview

This video explains how to use a Cross Functional flowcharts in Microsoft Visio. The tutorial demonstrates how best to add shapes from the Visio stencil without over sizing the swim lanes.

Data Graphics

The video explains how to use data graphics to gave a visual indication within the flowchart shapes. There are several options that may be used, icon sets and text for example.

The process is quite simple, select a shape data field or add a new one, then create the shape graphic based on the shape.

Swim Lanes

The swim lanes on the default cross functional flowchart can grow to accommodate shapes if they cross over swim lanes. The shapes that are added manually do not seems to effect the swim lanes in the same way, if connectors are added after the shape is added and not with the automated shape builder. I find it best to position all the shapes across the swim lanes and then go back to add the connectors. It may be a bit longer but i have found that it is quicker in the long run.

Online courses are available at http://www.itseasytraining.co.uk classroom based courses are available at https://www.itseasy.co.uk/courses/visio-training/ Classroom based courses can be delivered onsite with our laptops or at our Gateshead site at Metropolitan House,  Longrigg,  Road,  Swalwell,  Gateshead,  NE16 3AS

How to use PowerPivot in Microsoft Excel

PowerPivot in Microsoft Excel

How to use PowerPivot in Microsoft Excel. This tutorial explains how to create a relationship between two Excel tables, which have been formatted as tables, using the PowerPivot tab. The video explains how to use the Manage options in PowerPivot and how to link the tables using the diagram view.

Check out online courses at http://www.itseasytraining.co.uk

Overview

This section explains how to add relationships between tables using PowerPivot in Microsoft Excel.

Two tables that will be linked
Two table to start with

In the above example there are two small tables of data which I am going to join using the PowerPivot window. When I add the two tables to the data model, they will formatted to Tables. You can rename the tables on the sheet tabs, or use named ranges.

Saving a table to the data model
Save each table to the data model

First step is to add each table to the data model.

check the my table has header option
Check the my table has header option

Make sure that you check the My Table has Headers option.  The following screen is displayed, cancel this screen to add the other table.

Manage table

When you add the second table, you will see a second tab appearing in the PowerPivot window.  You can name the tabs if required.

You may notice that you can import data from this window as shown before. We are now going to create a Pivot table based on these two tables. Select the Pivot table button and select where you want the Pivot Table to sit. You can also select the Pivot table option from the Manage window. The Manage windows allows you to select quite a few different Pivot table and chart options.

pivot table range

You will notice that both tables added to the data model now appear in the Pivot field window.

Pivot table window through the PowerPivot tab

I am going to link these two tables via the department field.  I can do this through the normal Pivot table tools tabs, but I find it a lot easier to use the PowerPivot window and the Diagram view option, because it is more visual

Relationship window

Drag the department field from one table to the department field in other table, when you release the connection is made. Once the relationship is created you can use field from both tables as shown below:

final linked relational table

I have department and surname set to row from one table and manager set to column from the other table.  Salary is the summary field.

Excel courses can be found at https://www.itseasy.co.uk/courses/excel-training/

Online courses can be found at http://www.itseasytraining.co.uk

Microsoft Visio basics

This video explains Microsoft Visio basics. The tutorial explains how to add shapes from the stencil to your diagram and how to use the following tools: The connector tool, the text tool, the text block tool, the connection point tool and the pointer tool. The video also explains how to format shapes and group shapes. You will learn how to use tabs and paragraph format options.

Online courses at http://www.itseasytraining.co.uk

Overview

I find one of the most frustrating issues with Microsoft Visio is the connector tool and the pointer tool. Basically what happens when you use any of the tools in the tools block on the ribbon, they do not automatically reset to the pointer tool. The consequences of this are multiple text boxes and or orphan connector lines.

This video explains how to use the connector tools as mentioned above but it also demonstrates connecting different types of shapes and shows what happens when you have no connection points. Visio basics is a must if you want to understand how Microsoft Visio works. It will help you as you get in to the other diagrams and start to develop your skills. You will understand why certain shapes behave in a certain way.

I find that a lot of people add additional text boxes instead of using the shape text features. This can cause confusion if someone else wants to edit the diagram. Keep it simple and use the tools available. Try this, instead of adding additional text boxes use the text block tool to move the text box off the shape, as shown in the video. The course run by IT’s Easy Training is a one day classroom based course either at our Gateshead site or on your site with our laptops.

The course overview can be seen at https://www.itseasy.co.uk/courses/visio-training/

PST files in Microsoft Outlook

Overview

The tutorial explains how to create PST files in Microsoft Outlook and how to add folders to the PST file to help manage Inbox storage issues. This video also explains how to use the Quick steps feature to move emails into folders automatically in Microsoft Outlook. Online courses at http://www.itseasytraining.co.uk

Security

Some companies restrict the use of PST files in Microsoft Outlook because of security issues. It should not be a problem if the PST files are stored on a secure network drive and not on the C drive. The benefits far out weigh the costs in my view. You have the ability to manage your email content and section it off into folders and even other PST files if required. I use about four or five PST files in my own Outlook, I have nothing in my Inbox at all. I do not tend to use folders attached to my inbox anymore, I just use PST files and the Quick step tool to move emails into them.

Archive

You can add archive settings to each PST file in the same way as you can any folder or mailbox in Outlook. You can also add a password to PST files to stop others adding them to their Outlook without permission and gaining access to your emails.

Contact us

Course details for Outlook training are at https://www.itseasy.co.uk/courses/outlook-training/ on,line training courses are at http://www.itseasytraining.co.uk

Email us for course dates and venues. We have ten laptop, so the training can be delivered anywhere in the UK . Our main training venue is in Gateshead just behind the Ikea building about 100 metres from the A1. We provide free parking and lunch if required.

The Microsoft Outlook course is a one day course which covers all the main elements in Outlook, such as calendar appointments, email sending receiving and managing, tasks, shared tasks, folder options and formatting views. Full details are shown on the via the above link.

email steve@itseasy.co.uk or phone 020 8798 3474 or 01670 732139

Microsoft Word Basics

This video explains how to change font in Word, how to increase font in Word and how to use the hidden text feature. The tutorial also explains how to use the show hide feature and strike through
Online courses at http://www.itseasytraining.co.uk

This is an example of the first session on the Microsoft Word course. https://www.itseasy.co.uk/courses/word-training/

Microsoft Project Tips and Tricks

Microsoft Project tips and tricks, this video explains how to use the Paste Special feature in Microsoft Project to link data in to an Excel file. The tutorial also explains how to create a master project files using the Sub Project button and the Paste Special option. An explanation of how to link tasks between projects is also given. Online courses at http://www.itseasytraining.co.uk

Using the paste special feature enable users to send Microsoft Project files to Excel users and update them live so people without the Microsoft Project software can still be involved. Check out other videos on YouTube https://www.youtube.com/user/ITsEasyTraining1st

Check out course details at https://www.itseasy.co.uk/courses/project-training/