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Monday, September 26, 2011

Visio 2010 Training - Save and Send

When you have a Visio 2010 drawing open, you now have a variety of options for saving and sharing it. To see these options, click on the File tab and navigate to the Save and Send button in the left hand task pane. The first option at the top of the window is Send Using E-mail, and this is selected by default. In the third column a number of icons are displayed under the heading Send Using E-mail.

Send Using E-mail

The first of these icons, Send as Attachment will open the default e-mail client on the computer -- normally this will be Outlook on a Windows machine -- with a new message window already open and the Visio file already inserted as an attachment. The advantage in using this method is that you can be working on your copy while your colleagues are working on the second copy; the disadvantage is that any changes you make will have to be incorporated manually.

If you're working on a network drive, or have access to a web server you can use the second button to Send a Link. As the name implies, this does not embed or attach the Visio diagram to the e-mail but instead adds a link to it. This keeps the file size small and enables real-time updates across a network. The third and fourth buttons in this category are new to Visio 2010; each allows the file to be saved in a different format and attached to an e-mail in the same way as a regular attachment. The first option is to save as a PDF file and the second is to save as an XPS file -- in each case, the drawing is saved in the new file format and attached to a new message from the default e-mail client.

SharePoint and Visio Services

The second icon under Save and Send refers to SharePoint. If your organisation has a SharePoint server it is possible to collaborate online by saving the drawing to the SharePoint site. Two formats are available when you do this; you can use the standard Visio drawing format or you can save the drawing in a data-refreshable format used by Visio Services on SharePoint.

Saving in Other Formats

Underneath the Save and Send icons is a File Types section where you can save your Visio drawing in a number of different formats. The first button, Change File Type, opens a large selection of different file types including legacy versions of Visio, template files, and Web Drawing all from the Drawing File Types section. The second group allows your Visio drawing to be saved in a graphical format in one of four options; either a PNG or a JPEG, an enhanced metafile (EMF) or an XML-based scalable vector will graphic (SVG).

A third group from the Save Drawing column allows the Visio drawing to be saved in other formats, including XML, HTML and as an AutoCAD drawing. Selecting one of these buttons and clicking the Save As button opens the Save As dialogue box with the type of file selected already chosen in the Save as Type window.

The final selection under File Types allows a Visio drawing to be saved either as a PDF or an XPS file. If either of these alternatives is chosen the file will be saved in the appropriate format, but unlike the similar options available from the Save and Send group they will not be attached to an e-mail.

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