By using text, colors, and background designs, you can:

• Improve the appearance of your schedule diagram.
• Emphasize important dates and events.
• Create a more effective communication tool.

This articles describes how to:

• Select a color scheme
• Use a background design
• Add a title
• Add a legend
• Change the font
• Add annotations

Select a color scheme

You can use color to make a project schedule more attractive, to improve its readability, and to make certain dates stand out. The trick is to choose colors that look good in print and on-screen and that complement one another. You can avoid making color errors by applying one of the Visio predesigned color schemes.

To add a color scheme to a schedule diagram

1. Open the Visio diagram to which you want to add color.
2. Right-click the first page of the diagram, and then click Color Schemes.
3. Choose the color scheme you want, and then click OK.

Note   To return to the default color scheme, in the Color Schemes dialog box, choose Black & White. (For a Gantt chart, choose Gantt.)

Use a background design

A background design can enliven your project schedule diagram, reinforce its message, and clarify its intention.

To add a background design to a schedule diagram

1. With your timeline, calendar, Gantt chart, or PERT chart open, click the title bar of the Backgrounds stencil.

2. If you don't see the Backgrounds stencil, on the File menu, point to Stencils, and then click Open Stencil. Double-click the Visio Extras folder, select Backgrounds, and then click Open.

3. Drag the background design you want onto the drawing page.
4. On the Make Background prompt, click Yes.

Note   To return to no background, drag the Background none shape from the Backgrounds stencil onto the drawing page.

Add a title

By adding a title, you clarify the purpose and scope of a project schedule. And, if you use one of the Visio predesigned title block shapes, you might also improve the schedule's design.

To add a title to a schedule diagram

1. With your schedule diagram open, click the title bar of the Borders and Titles stencil.

2. If you don't see the Borders and Titles stencil, on the File menu, point to Stencils, and then click Open Stencil. Double-click the Visio Extras folder, click Borders and Titles, and then click Open.

3. Drag a Title block shape onto the drawing page near the top.
4. Type the title you want. If you want to change the size of the title block, drag one of its selection handles.

Add a legend

When those who rely on a schedule to meet their deadlines open an electronic copy of the schedule, they usually want to know who created it and that it's up to date. By putting a legend in your schedule diagram and adding automatically updated fields to the legend, you can reassure team members that they are viewing the most current information.

To add a legend to a schedule diagram

1. With your schedule diagram open, click the title bar of the Gantt Chart Shapes or PERT Chart Shapes stencil.

2. If the stencil isn't open, on the File menu, point to Stencils, and then click Open Stencil. Double-click the Project Schedule folder, click PERT Chart Shapes or Gantt Chart Shapes, and then click Open.

3. Drag a Legend shape onto the drawing page.
4. With the shape selected, click the area of the legend shape to which you want to add text, and then type the text.

To add a field to a legend

1. Select the Legend shape, and then click the area where you want the field to appear.
2. On the Insert menu, click Field.
3. Under Category, click the category of information that you want the field to include. Under Field, select the type of field you want. Under Format, select the format in which you want the data to appear, and then click OK.

   The data in fields is updated automatically when you make a change to a diagram.

Change the font

A project schedule usually includes a considerable amount of text — for example, title, milestone names and dates, and task names. Because text is one of a diagram's design elements, you may want to change the font to achieve the effect you want. If you'll be viewing a schedule online, choose a font such as Arial, Verdana, or Georgia that is legible on-screen.

To change the font in a schedule diagram

1. With your schedule diagram open, on the Edit menu, click Select All.
2. On the Format menu, click Text, click the Font tab. In the Font list, click the font you want, and then click OK.

Add annotations

If you're presenting a schedule to other people, you may want to add annotations to the schedule to explain tasks, dates, or other elements in more detail.

To add an annotation to a schedule diagram

1. With your schedule diagram open, click the title bar of the Gantt Chart Shapes or PERT Chart Shapes stencil.

2. If the stencil isn't open, on the File menu, point to Stencils, and then click Open Stencil. Double-click the Project Schedule folder, click PERT Chart Shapes or Gantt Chart Shapes, and then click Open.

3. Drag a Horizontal callout or Right-angle horizontal shape onto the drawing page.
4. With the shape selected, type the text you want.
5. To move the shape, place the pointer in the text portion of the shape and then drag.
6. To aim a callout at the section of the schedule that you want to describe, drag the endpoint to where you want it.

Note   You can find more annotation shapes on the Callouts stencil. To open the stencil, on the File menu, point to Stencils, and then click Open Stencil. Double-click the Visio Extras folder, click Callouts, and then click Open.