Microsoft Office Visio 2003 Inside Out (Inside Out (Microsoft))

Timelines show the life span of a project or process in a linear format that includes tasks, milestones, and intervals, as Figure 12-2 shows. A timeline can help you visualize a sequence of events or the high-level tasks associated with a complex project. Whether you’re trying to keep track of hiring processes, development timelines, product release schedules, or project cycles, a Visio timeline can clarify critical milestones.

Figure 12-2: A timeline clarifies project milestones.

To create a timeline in Visio, you start with the Timeline template in the Project Schedules folder. You can enter starting and ending dates to generate an initial timeline, and then use the shapes on the Timeline stencil to provide details. Or you can import existing schedule information from a text, Microsoft Excel, or Project file.

Creating a Timeline from Scratch

When you start a diagram with the Timeline template, Visio opens a letter-sized, landscape- oriented drawing page and the Timeline Shapes, Backgrounds, and Borders And Titles stencils. Visio includes six styles of timeline shapes for you to choose from, which differ only in their look on the page: Block Timeline, 1-D Timeline, Ruler Timeline, Divided Timeline, and Cylindrical Timeline. When you drag a timeline shape from the stencil, Visio prompts you to set start and end dates, specify a time scale, and choose formatting options in the Configure Timeline dialog box, shown in Figure 12-3. When you click OK, Visio adds the timeline to the drawing page.

Figure 12-3: When you drag a timeline shape onto the drawing page, the Configure Timeline dialog box appears. If you don’t specify starting and ending dates, Visio uses today’s date and a six-month duration.

After the basic timeline is in place, you can add milestone shapes for the events or tasks you want to track. Visio can even update milestone dates as you move milestone shapes along the timeline.

Follow these steps to create a timeline:

1. Choose File, New, Project Schedule, Timeline.

2. From the Timeline Shapes stencil, drag one of the timeline shapes (Block Timeline, 1 D Timeline, Ruler Timeline, Divided Timeline, or Cylindrical Timeline).

3. In the Configure Timeline dialog box, choose a start date and finish date, select units for the time scale, and set formatting options for the date and time scale. Click OK to create the timeline.

4. If you don’t like the results, right-click the timeline, and then choose Configure Timeline to specify different dates or formats.

   Tip

   To update dates automatically on marker, milestone, and interval shapes when you move them on the timeline, select the Automatically Update Dates When Markers Are Moved check box on the Time Format tab.

Showing Project Milestones

To document important tasks, events, and hand-offs, you can add milestone shapes to your timeline. The Timeline Shapes stencil includes several styles of milestones. Milestone shapes snap into place on timeline shapes. A few, such as the Cylindrical Milestone, are intended for use with a specific style of timeline shape. Even so, the milestone shapes differ only in their look, so you can use the one that looks best to you. Like the timeline shapes, milestone shapes prompt you for date information when you add them to the drawing page.

Follow these steps to add project milestones:

1. From the Timeline Shapes stencil, drag a milestone shape onto the timeline shape.

   Even if you drop a milestone on the drawing page away from the timeline, Visio snaps the milestone to the timeline shape, displays the Configure Milestone dialog box, and sets the milestone date based on the shape’s position on the timeline.

2. If the Milestone Date setting in the Configure Milestone dialog box isn’t correct, type a new date in the box, or click the drop-down arrow to display a calendar and locate the date you want.

3. In the Date Format box, choose the format you want to use for milestone dates, and then click OK to update the milestone shape.

4. Type a description in the Milestone Description box.

5. To adjust text position, drag the top (yellow) control handle.

6. To change the look of the milestone after you’ve dropped it on the timeline, right-click the shape, choose Set Milestone Type, and select from one of the nine shapes in the Milestone Shape list of the Custom Properties dialog box.

If you accidentally type over the milestone or interval dates when you add the description text, you can restore them. Right-click the shape, and then choose Show Date (for milestone shape) or Show Dates (for interval shapes).

New Feature If you have more than one timeline or interval on a page, you can synchronize them. To do so select an interval and then choose Timeline, Synchronize Milestone, or Synchronize Interval. Choose the format you would like to use and click OK. A dotted line links the two shapes, symbolizing their connection. If you change the information on one, it will change the information on its linked cousin. You can also start from scratch by dragging a synchronized milestone or interval onto your drawing, choosing the format, and clicking OK.

Adding an Interval to a Timeline

Intervals show the starting and ending dates of a task or process, as Figure 12-4 shows. The interval shapes on the Timeline Shapes stencil aren’t quite as smart as the milestone shapes— after you have added an interval to the timeline, you can’t change its look as you can with milestones.

Figure 12-4: Interval shapes snap onto a timeline to show ongoing tasks.

Depending on the size of your timeline, an interval shape can obscure markers or milestones. Remember stacking order? You can change a shape’s stacking order so that it appears on top or in back with the Order commands on the Shape menu.

Follow these steps to add an interval to a timeline:

1. Drag an interval shape from the Timeline Shapes stencil onto the timeline, which opens the Configure Interval dialog box.

   Like milestone shapes, interval shapes snap to the timeline even if you drop them elsewhere on the page.

2. In the Configure Interval dialog box, choose the interval start date, finish date, and date format, and then click OK.

3. Type a new description in the Interval Description box.

4. If you’re using a bracket interval shape, you can adjust the height of the bracket by dragging the control handle up or down.

   Tip

   You can add a marker or display elapsed time on a timeline to see how much progress you’ve made. The Today Marker and Elapsed Time shapes on the Timeline Shapes stencil use your computer’s date setting to establish the current date.

Creating a Vertical Timeline

New Feature New in Visio 2003, you can create a vertical timeline. This comes in handy when printing in portrait format. It allows you to place a much longer timeline on the same size sheet of paper.

Follow these steps to create a vertical timeline:

1. Drag the timeline shape onto the page, or select a previously created timeline.

2. Choose Shape, Rotate Or Flip, and then select what you want to do with the shape.

3. You can also select the shape with the pointer tool and then drag the endpoint to reposition the timeline to any angle.

Expanded Timeline

New Feature Sometimes you’ll need to zoom in on a specific section of a project timeline. Perhaps there is a lot going on in a short period of time or perhaps what is going on is very important. Whatever the reason, you can now use Visio 2003 to do the zooming, as Figure 12-5 shows. The expanded timeline shape allows you to expand a section of your timeline.

Figure 12-5: You can use expanded timelines to show greater detail.

Follow these steps to add an expanded timeline shape:

1. Drag the shape onto the page from the Timeline Shapes stencil.

2. Select the time period, scale, and format from the Configure Timeline dialog box.

3. Click OK.

   Tip

   You can even expand an expanded timeline. Just drop another expanded timeline shape below it. Fill out the Configure Timeline dialog box, and you are on your way.

Creating a Gantt Chart from a Timeline

To capture a different view of your project, you can create a Gantt chart based on the dates in a Visio timeline. Choose Tools, Add-Ons, Project Schedule, Export Project Data Wizard. The wizard uses the milestone and interval dates in a timeline to specify starting and ending dates. You can then add the additional project information that a Gantt chart can display.