Network Diagrams With Visio

Faster, Better Network Diagrams with Visio 2007

Greg Ferro
This book is for sale at http://leanpub.com/network-diagrams-with-visio
This version was published on 2014-03-27

This is a Leanpub book. Leanpub empowers authors and publishers with the Lean Publishing
process. Lean Publishing is the act of publishing an in-progress ebook using lightweight tools and
many iterations to get reader feedback, pivot until you have the right book and build traction once
you do.
2014 Greg Ferro

Also By Greg Ferro

Arse First Method of Technical Blogging
White Box Networking in 2014

This book is dedicated to my wife and daughters for having me as a husband and father. I couldnt
do it without them giving me a reason to do it.

Contents
1 Network Diagrams with Microsoft Visio 2003/2007 . . . . . . . . . . . . . . . . . . . .
1.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2 Visio Interface and Layout . . . . . . . . . .
2.1 Clearing the Visio Interface . . . . . . . .
2.2 The Shape Window . . . . . . . . . . . .
2.3 Turn off the Rulers and Gridlines . . . .
2.4 Removing Buttons from the Toolbar . . .
2.5 Reset the Toolbar and Buttons to Default
2.6 Turn off the Status Bar . . . . . . . . . .

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1 Network Diagrams with Microsoft

Visio 2003/2007
1.1 Introduction
This guide is written to provide a rapid introduction to using Microsoft Visio to create better network
diagrams for data networking. Its not a tutorial on Visio but demonstrates how to use Visio to make
Network Diagrams. It is assumed that you already can use Visio and want to draw better quality
and more pleasing diagrams at a faster pace.
The book is a collection of techniques and tips that on Microsoft Visio 2003/2007 and creating
Network Diagrams based on 15 years of experience and give you insight on how to make better
diagrams for presentation and for ongoing management of those diagrams.
Visio is the standard tool for Enterprises to document networks, and for many companies, the only
available documentation is a diagram. Importantly, a diagram is probably the one thing that your
management will see and understand.
Knowing quality techniques for getting things done fast and well in Visio is good for how you are
seen by your manager and your peers.

Not Advanced but not for Newbies.

This is not a starters guide or beginners guide. It is expected that you would already be using Visio
and be making your own network diagrams and know how to perform the usual drawing, editing
and saving functions. It would also be suitable for people who want to draw quicker in Visio, or get
better diagrams but would have a technical focus.
This guide is an everyday collection when drawing Visio. It is not an introduction to Visio, it just
some ideas on drawing Network Diagrams from someone who has done a lot of it, and tried to find
good techniques to get a good looking drawing done as quickly as possible.
While some attempt has been made to make the material a linear progression from simple and
building up to more complicated, there are many tips and notes within the content where it is
relevant. I would think that there is something here for everyone.

About the Author

Greg Ferro is an independent freelance Network Architect and Engineer, currently based in the UK
and working for a number of large and medium organisations. He has over 20 years experience in

Network Diagrams with Microsoft Visio 2003/2007

IT and more than 10 years in networking. The last 5 years has been spent working extensively in
security and application networking as an Network Architect and Engineer for large corporates and
is Cisco CCIE#6920.

Why Read This Book ?

I have been working in Data Network Engineering and Design for about 20 years. Over that time I
have been using Visio to draw network diagrams for all areas of networking. Originally, it was for
implementation, or for documentation and then for the design of the network.
Recently, while working on a diagram, a fellow worker asked me to show him how I did certain
things in Visio. I thought this a bit strange at the time, but when other co-workers started asking the
same questions I was surprised. I started to blog on some topics for drawing which were enormously
popular, but came to the conclusion that small book would address this in the best possible way.
So I wrote this as if I was sitting next to you, showing how to get things done. I have used practical
examples, and put all the menu options in and worked through practical examples on how to create
diagram elements that are useful for networking. It is highly visual so that you can work through
the book very quickly because you need to get things done, not because you want to understand the
theory behind it.
I dont claim that this book is a definitive guide. Its just the way that I do it and people told me that
these tips are good advice. So I wrote it down, and here it is

What is not is this book.

This book is written for at people who work in IT and related roles. The object and elements that
are produced are mostly relevant to those people. While it would be relevant to to anyone who is
drawing technical diagrams, it would be less useful to people who want to do more artistic or simple
Visio work.
I assume that you have some experience in drawing and diagramming, and know your way around
the basics of Visio diagrams. If you are a beginner or new to Visio, then this book is not for you.
This is not a textbook, but a collection of tips and techniques to draw better and faster.
I also assume that you have good network experience and understand many basic networking
concepts. I would suggest that you will also need good commercial experience to make good
drawings, but that could not be taught in any book.

2 Visio Interface and Layout

2.1 Clearing the Visio Interface
The Visio interface is configured for general use by people with little expertise and is cluttered
up with toolbars that have no relevance to network engineers and making serious diagrams.
Fortunately, Visio can easily be changed to give us more screen space. Getting the maximum amount
of clean and uncluttered screen space will improve the way you work, make your drawing more
visible and this makes it easier for you to use. This will improve your productivity and improve
your sanity.
This chapter covers my suggestions for configuring the Visio interface.

Create a Document using the Detailed Network Diagram

Creating a New Document

Lets start by creating a new document using the Detailed Network Diagram template so that we
have a diagram open on the screen.

Visio Interface and Layout

A New Document

When you create a new document using the Detailed Network Diagram template, the default page
looks like this. This view shows ALL the tools and makes for a cluttered interface. This can reduce
your efficiency and encourage mistakes.

2.2 The Shape Window

The Shape Window takes up a lot of space in your Visio screen and stops you from working
efficiently. A Networking person only needs to use the Shape Window a few times to get the shapes
onto the page, and after that you dont use it much at all.
Visio allows the Shape Window to the use to perform several different actions. It can float freely
within the Visio window, attach to the side, top or bottom, and auto-hide. All of these items give
you the maximum amount of screen real estate which makes it easier and faster to get drawings
finished.

Hiding the Shape Window

Hiding the Shape Window

Visio Interface and Layout

At the left of your screen, the Shape Window takes up quite a bit of space. For Network Diagrams,
the Shape Window is only used occasionally and if we could hide it away then this would provide
more screen space and improve your efficiency.
You can hide the Shape Window from the Menu by using View, Shapes Window [Alt-V,N].

More Screen Real Estate

And now the screen is a lot less cluttered. The Shape Windows is a very useful tool, and showing /
hiding the Palette isnt very effective. You can unhide the Shape Window from the Menu by using
View, Shapes Window [Alt-V,N].
There is a better way by floating the Shape Window

Visio Interface and Layout

Floating the Shape Window

Goto Shape Window Title Bar

Click on the Title Bar of the Shape Windows and keep the mouse button down and drag the Window
away from the left until it floats free on the screen

Hold the Button and Drag the Shape Window off the Toolbar

Keep holding the mouse button down and then move it gently back to the left side and it will reattach.

Visio Interface and Layout

It will not take up the entire left side. It might take a couple of attempts to get this right.

Reattach to the Left side

Notice that the menu bar has now shifted to the left to provide feedback that the Shape Window is
now stuck there

Use the Push Pin to Lock It Into Place

Visio Interface and Layout

Look for the Push Pin in the bottom left corner of the screen, click it once to enable the Autohide
function.

Enable Autohide

The Push Pin icon will change to show that the Shape Window is not longer pinned in place.

And the Shape Window will roll up to the left.

Visio Interface and Layout

And now you have a lot more space on the screen. Anytime you want to access the Shape Window,
you can click on the bar and it will open out to show you all the shapes that you are using.

Screen is less cluttered for better space usage

And then the window will rollup after a short delay.

Window Can Get Stuck Open

I find that the Visio Shape Window will occasionally get stuck in the open position. As far
I can tell, this is a feature since it happens on every installation I have ever used. It that
Visio occasionally gets confused and you can clear the status by clicking on the Pin twice,
then drag a shape off the Shape Window, or by clicking into the Window. That usually
works.

2.3 Turn off the Rulers and Gridlines

Continuing with the theme of decluttering your screen we can make the interface more focussed.

10

Visio Interface and Layout

Turn off the Rulers and Grid

Screen is cluttered by the Rulers and Grid lines

The rulers around the outside of the working space are not useful for network diagrams since we
have no reason to measure the distance between items.. For most of the time, you should turn them
off so that your screen is uncluttered. You can turn off the rulers by Pressing Alt-V, then R on the
keyboard, or by selecting View, Rulers.

See, Much Better

With the Rulers removed the screen looks a lot less cluttered.

11

Visio Interface and Layout

Removing the Grid Lines

Select View, Grid [Alt-V,G] to disable the grid

More Conducive to Good Diagrams

Some people prefer to have the grid on the screen so that they can align the shapes. It is preferable
to use the automatic alignment tools in Visio which is covered in a later section.

12

Visio Interface and Layout

2.4 Removing Buttons from the Toolbar

Removing Buttons from the Toolbar

Do You Really Need All Of Those Buttons ?

By default, Visio displays two tools bars across the top of the menu. These toolbars are consistent
across all Microsoft Office products and are probably there to make you feel nice when you start
Visio. But many of the buttons on the toolbar are never used, and more sophisticated users will use
keyboard shortcuts instead of the buttons.
For example, the Copy button on the toolbar is never used since you should always use Ctrl-C. And
Ctrl-V will always be used instead of Paste.

Use the Keyboard, Luke

So we can edit the buttons on display, by customising the toolbar. One way is to click on the small
arrow at the end of every toolbar.

Visio Interface and Layout

13

The other way is to right-cick on any toolbar and select the Customize option at the bottom:

Selecting either of these options will then bring up the window shown here.

Now to edit the toolbar by ripping the buttons you dont want into the window, that is, you need
to click wiht the mouse, hold the mouse button down and drag the menu button off the Toolbar.

14

Visio Interface and Layout

I would recommend removing the button until you match the toolbars shown above. If you have
certain functions that you like to use, then leave those in. These buttons are the just enough to fit in
a single line on most screens.

Much Better

Now we can move them side by side across the top so that we have more space for diagrams. The
goal is to have only a single row of buttons to make more screen space.

2.5 Reset the Toolbar and Buttons to Default

You can always reset the toolbars back to their default settings if you arent happy with what youve
done.

You can always get back to the defaults. Safe to play around.

If you delete a button and want to restore it, the simplest method is to reset the toolbar back to
the default and then repeat the button deletion. By pressing the Reset button and select OK on the
popup.

15

Visio Interface and Layout

2.6 Turn off the Status Bar

Turn off the Status Bar

More clutter! Its got to go.

A the bottom of your Visio screen is a status bar. It is not useful when doing network diagrams so
lets remove it.

Go to Tools, Options, View and deselect the Status Bar box and click OK. The status bar will no
longer appear at the bottom of the screen.