Make week, month, or year calendars with Visio

Applies to
Microsoft Office Visio® 2003

You can quickly create a calendar in Visio—of a day, a week, a month, a quarter, a year, or other intervals you choose—with annotations, graphics, and imported Microsoft Office Outlook® data to help keep your project on track.

This article describes how to:


Monthly calendar with data

Track your daily commitments and get an overview of project milestones with a monthly calendar.

Set up a monthly calendar

To set up a monthly calendar, just drag the Month shape from the Calendar Shapes stencil and drop it onto the drawing page. If your schedule extends across several months, you can include the entire schedule in one Visio file by adding a new drawing page for each additional month you want.

To set up a monthly calendar

  1. In Visio, on the File menu, point to New, point to Project Schedule, and then click Calendar.
  2. From the Calendar Shapes stencil, drag the Month shape onto the drawing page.
  3. In the Configure dialog box, choose the date and the format options you want, and then click OK.

 Note    Change the month or the formatting options by right-clicking the calendar, and then clicking Configure.

To set up a calendar for several months

  1. In Visio, on the File menu, point to New, point to Project Schedule, and then click Calendar.
  2. From the Calendar Shapes stencil, drag the Month shape onto the drawing page.
  3. Choose the first month for your calendar and the format options you want, and then click OK.
  4. On the Insert menu, click New Page.
  5. On the Page Properties tab, type a name for the new page, and then click OK.
  6. Drag another Month shape onto the new drawing page, choose the month and other options you want, and then click OK.
  7. Repeat steps 4 - 6 for each month your schedule includes.

 Note    You can change the month or the formatting options by right-clicking the calendar, and then clicking Configure.

Set up a one-week or multi-week calendar

You can create a calendar that spans a single week or several weeks.

To set up a one-week calendar

  1. In Visio, on the File menu, point to New, point to Project Schedule, and then click Calendar.
  2. From the Calendar Shapes stencil, drag the Week shape onto the drawing page.
  3. In the Configure dialog box, choose the date and the format options you want, and then click OK.

 Note    Change the date or the formatting options by right-clicking the calendar, and then clicking Configure.

To set up a calendar for several weeks

  1. On the File menu, point to New, point to Project Schedule, and then click Calendar.
  2. From Calendar Shapes, drag the Multiple Week shape onto the drawing page.
  3. In the Configure dialog box, specify the calendar options you want, and then click OK. (Weeks appear in multiples of 7 days per week. Filler days are gray to signify that they fall outside of the start and end dates you specified.)
  4. Double-click the title, and then type the title text you want. (If the title isn't visible, right-click the week, and then click Configure. In the dialog box, select the Show title check box.)

 Note   Multiple weeks spanning more than 35 days do not fit on the standard drawing page. You can resize the calendar shape by selecting it and then dragging a corner selection handle. If you want to create a multi-week calendar that spans significantly more than 35 days, create a new drawing page, and then add a new multi-week calendar to each page in your drawing.

Add data to a calendar

After you set up a monthly calendar, you can add data to indicate the milestones and events relevant to your project.

To Do this
Callout Add the previous or next month
  • From the Calendar Shapes stencil, drag a Thumbnail month shape onto an empty square on the calendar. In the Configure dialog box, choose the date and the format options you want, and then click OK.
Callout Indicate an event that spans two or more days
  • From the Calendar Shapes stencil, drag a Multi-day event shape onto the calendar. In the Configure dialog box, choose the date and the format options you want, and then click OK.
Callout Indicate a special event
  • From the Calendar Shapes stencil, drag a shape such as Celebration, Vacation, or Birthday onto a square on the calendar.
Callout Indicate a milestone
  • From the Calendar Shapes stencil, drag a Star label, Circle label, or Square label shape onto the appropriate day on the calendar. Type text describing the event or milestone. Type text describing the event.
Callout Add an appointment
  • From the Calendar Shapes stencil, drag an appointment shape onto a square on the calendar. In the Configure dialog box set the time, subject, and location, and then click OK.

Calendar with calendar shapes

Create a yearly calendar

If you want to see the current year (or a future or previous year) at a glance, create a yearly calendar. You can use the Visio drawing tools to highlight important dates.


Yearly calendar

While you can see the daily details best on a monthly calendar, you'll want to use a yearly calendar when you need the big picture.

To create a yearly calendar

  1. In Visio, on the File menu, point to New, point to Project Schedule, and then click Calendar.
  2. From the Calendar Shapes stencil, drag the Year shape onto the drawing page.
  3. Choose the year you want and the day on which you want weeks to begin, and then click OK.

To emphasize important dates on a yearly calendar

  1. With the yearly calendar open, on the Drawing toolbar, click the Rectangle tool. (If you don't see the Drawing toolbar, on the View menu, point to Toolbars, and then click Drawing.)
  2. Drag a rectangle around the date or dates you want to emphasize.
  3. The date number disappears behind the rectangle.
  4. On the Formatting toolbar, in the Fill Color palette, click No Fill.
  5. On the Formatting toolbar, in the Line Color palette, choose a bright color so that the rectangle around the date stands out.

Import Outlook appointments into a Visio calendar

You can import your Microsoft Office Outlook appointments into a Visio calendar using the Import Outlook Data Wizard.

 Note   You must have Microsoft Outlook 2000 or later installed to use this feature.

  1. On the File menu in Visio, point to New, point to Project Schedule, and then click Calendar.
  2. On the Calendar menu, click Import Outlook Data Wizard. (If you do not have Microsoft Outlook 2000 or later installed, this menu command is not available.)
  3. On the first wizard page, choose whether you want to import your Outlook calendar data into a new or selected (existing) Visio calendar, and then click Next. (The Selected Calendar option is available only if you select a calendar on the drawing page before you start the wizard.)
  4. On the second wizard page, specify the date and time range for the calendar data you want to import.
  5. If you want to choose only appointments that match the subject criteria you specify, click the Filter button. In the Filter Outlook Data dialog box, enter the subject text you want, and then click OK.
  6. Click Next.
  7. On the third wizard page, select the calendar type you want to use for your imported data, indicate whether you want to shade weekends, select the day to begin weeks on, select the language to use for date formats, and then click Next. (This wizard page appears only if you selected New Visio calendar on the first wizard page. )
  8. On the final wizard page, review the calendar properties, and then click Finish.

 Notes 

If you've imported more appointments than fit on a particular day, the appointments will stack on top of each other. You may need to resize the calendar or delete some appointments to see them on the calendar.

You can compare or combine schedules for multiple individuals. First, import your own appointments, and then route the calendar. Each person then runs the Import Outlook Data Wizard to add their appointments to the calendar.

To view a Visio calendar or any Visio diagram without installing Visio, download the free Visio Viewer 2003 from Downloads at Office Online. See the See Also section of this article for a direct link to the Visio Viewer download.

 
 
Applies to:
Visio 2003