Visualize Your Data in Microsoft Visio 2016

Apply data graphics

You must select one or more shapes before opening the Data Graphics gallery because you can apply or remove data graphics only on preselected shapes. After selecting shapes, you can point to the options in the Available Data Graphics section of the gallery, shown in Figure 9-13, to provide a live preview so you can sample various graphics before choosing one.

Figure 9-13 Thumbnails of three data graphics appear in a data graphics gallery

The examples shown in the next two figures use shape data fields called Risk and Owner. The Risk field was added to the shapes in this diagram, whereas Owner is a predefined field in all Visio flowchart shapes.

Figure 9-14 shows the result of assigning two different data graphics to the same set of process steps. The upper section of the figure uses an icon set to represent the level of risk associated with each step. The lower section employs a color-by-value graphic that is based on the Owner data field, essentially creating a map that is color-coded to show who does what within the process.

Figure 9-14 The same set of flowchart shapes can impart dramatically different information by using different data graphics

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Visio data graphics are automatically assigned to a special layer in a diagram. (See “Understand and use layers” in Chapter 3, “Manage text, shapes, and pages.”) If you want to hide data graphics without removing them, you can change the view properties for the data graphics layer.

You can assign only one data graphic at a time to any given shape. However, you can include multiple graphic items within one data graphic. The diagram in Figure 9-15 features a single data graphic that includes both of the graphic items that are shown separately in Figure 9-14.

Figure 9-15 You can create data graphics that have multiple graphic items

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Data graphics are applied to a single page at a time. If you want to apply the same data graphic to multiple pages, you must either apply it to each page separately, or write a Visio macro to do that for you.

If you want to apply the same data graphic automatically to a shape regardless of the page on which the shape resides, you can apply the data graphic to the shape and save the shape as a master in a custom stencil. Then, whenever you drag the master onto the drawing page, it will automatically display the data graphic. You will learn about macros and creating custom stencils in Appendix A, “Look behind the curtain.”

To apply a data graphic to one or more selected shapes

1. On the Data tab, in the Advanced Data Linking group, click the Advanced Data Graphics button to display a gallery of data graphic options and thumbnails.
2. In the Advanced Data Graphics gallery, click the thumbnail for the data graphic you want to apply.

To remove a data graphic from one or more selected shapes

1. Display the Advanced Data Graphics gallery, and then click the None thumbnail in the No Data Graphic section.

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In Chapter 10, “Link to external data,” you will discover additional techniques for applying data graphics in diagrams that have been linked to external data sources.