Downloading other workbooks All our workbooks can be downloaded from:

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2 Introduction This workbook accompanies the MindGenius 6: computer skills training workshop. The trainer will demonstrate each skill and refer you to the relevant page at the appropriate time. This workbook can also be used independently at home. Work at your own pace during the workshop If you prefer to work through the workbook at your own pace, rather than follow the pace of the workshop, please feel free to do so. However, we would appreciate you refraining from asking questions until after the relevant section has been covered by the trainer. Improve your skills at home If you find it difficult to attend our workshops, or prefer to study independently, you can download our workbooks and exercise files wherever you are assuming you have a working internet connection. Downloading the exercise files for this workbook The exercises referred to within this (and other) workbook(s) can be downloaded from: Downloading other workbooks All our workbooks can be downloaded from: About us Our aim is to support you in your use of IT while studying at the University of Bedfordshire. Our computer skills training workshops are designed to help you to improve your IT skills so you can efficiently complete assignments and dissertations. Our workshops range from Fundamentals workshops which are suitable for complete beginners to workshops that cover more advanced skills. Our regular workshops are scheduled during academic terms, and published on the Learning Resources website: If you have an individual training need, please contact us to discuss your requirements. Contact us Linda Martin / Rosa Ramos cst@beds.ac.uk

3 Contents What is a mind map?... 1 Starting MindGenius MindGenius 6 user interface... 3 Creating a new mind map... 4 Map formatting... 5 Map Style and display... 6 Formatting branch text... 7 Formatting branches... 8 Moving branches... 9 Map Explorer Notes Editor Adding images Attaching files and hyperlinking Editing and viewing attachments Using Templates and Question Sets Creating your own Question Sets Analysis - Categorising ideas Assigning actions to branches Viewing a timeline of your actions (Gantt chart) Assigning resources to branches Sending your mind map as an attachment via Exporting your mind map to MS Office Word Exporting actions as tasks to MS Office Outlook Shortcut Keys... 24

4 Your notes

5 What is a mind map? A mind map is a visual representation of a subject using words, ideas, tasks or other items linked and arranged around a central key concept or word. Mind maps enable you to quickly understand and identify the structure of a subject and the way pieces of information fit together. Tony Buzan developed the concept of mind maps in the late 1960s. The key features to creating a mind map are images, colour and associations. Images Mind maps work visually. According to Buzan (2011) an image is worth a thousand words and helps you use your imagination 1. Colour Like images, colour excites your brain. Colour adds extra life and vibrancy to your mind map and stimulates your creative thinking and it s fun! Associations Our brains like to be able to organise information. By linking associated ideas in your mind map you are allowing your brain to connect related ideas. This helps memory recall and improves understanding. 1 (Accessed 11 February 2013)

6 MindGenius 6 University of Bedfordshire Starting MindGenius 6 MindGenius is an application software developed to enable you to create computer-generated mind maps. All computers available for student use in our Learning Resources Centres have MindGenius installed on them. Follow these instructions to open and view the MindGenius 6 user interface: Start MindGenius 1. Click the computer s start icon. 2. Type MindGenius 6 in the Search programs and files field. As you type you will see search results appear in the pane above. 3. Click on MindGenius Business 6 Enterprise. MindGenius user interface Tip: Desktop icon Look for the MindGenius Business 6 Enterprise shortcut icon on the computer desktop. Double-clicking this icon will also open MindGenius. File Menu Templates and Support Pane Ribbon Map Explorer Map Editor Task Pane Task Pane toolbar 2

7 University of Bedfordshire MindGenius 6 MindGenius 6 user interface Ribbon The Ribbon appears at the top of the screen. It emulates the Ribbon used in Microsoft Office applications and is designed to help you quickly find the commands you need. File menu Contains some of the core application functionality like printing, importing and exporting. Map Editor Maps, brainstorms or projects are created and edited in the Map Editor. Map Explorer The Map Explorer allows you to focus in on a specific area of your map. You can collapse and expand the Map Explorer and the Task Pane using the arrow shown to the right of the Map Explorer label. Task Pane The Task pane is located below the Map Explorer and hosts several panels, such as the Notes Editor and Picture Gallery. Functions that can be displayed in the Task Pane are shown as icons on the Task Pane Toolbar. Task Pane Toolbar Clicking on one of the icons in the Task Pane Toolbar will make that panel active. Template and Support pane Contains map templates: pre-defined content that can help you better explore a subject. The second tab contains a list of support links and resources. Spend a few moments familiarising yourself with the MindGenius 6 interface. Then, without looking at the previous page in this document, locate the following on your screen: The File Menu The Support pane The Map Editor The Ribbon The Task Pane Toolbar The Map Explorer What are the key features of a mind map? In the Task Pane toolbar, which panel does this icon open? Hover over this icon. What does the caption for it say? Make a note of its keyboard shortcut. If you accidentally click on the icon, use the keyboard shortcut: Ctrl +Alt +S to Restore notes to the sidebar. 3

8 MindGenius 6 Creating a new mind map University of Bedfordshire We are going to create a new blank map; however, it is useful to note that there are many map templates to choose from within MindGenius 6 and it is worth taking time to familiarise yourself with what is available (see page 15 for more information about templates). In this example, we will create a map with a main subject and some child branches. Remember to Save your mind map somewhere you can access it later. Adding text 1. In the Templates and Support Pane on the right of the screen, click on the New Blank Map tile. Tip: Keyboard shortcut The Keyboard shortcut: Ctrl +N also creates a new mind map. 2. The root branch appears to the left of the map editor; the blue highlight and blue border show it is active and ready for the map title to be typed. 3. Type: Mind Maps then press Enter. The root branch is no longer highlighted but has a blue border around it to show it remains active. In the Map Explorer, the heading Mind Maps appears. 4. To add more branches continue typing and pressing Enter. 5. Type: Paper then press Enter. Type: Structure then press Enter. 6. To develop a particular branch, select it to make it the active branch. It will be shown with a blue border around it to show it is the active branch. 7. Select the branch called Paper. Type: Start in centre then press Enter. If you make a mistake, doubleclick the branch to edit it. Add the following child branches to the root branch: Lines Colour Images Words The root branch is always the first branch: the one that describes the concept or title of the map. A child branch is one level below the current branch. A parent branch is one level above the current branch. A sibling branch is on the same level as the current branch. Click on the branch called Paper to make it the active branch, then create the following child branches: Landscape Blank Select the Structure branch. Create the following child branches: Clear Organised Reflects (with child branches: Brain; Nature; You) 4

9 University of Bedfordshire MindGenius 6 Map formatting The map layout is the diagram type used to display the map. By default MindGenius 6 uses an Output Tree (Top Down) map layout with the following options applied: Arc Connector Shape Radial Connector Style. These default settings can be changed at any time during the creation of your mind map. Follow these instructions to change the default settings to your newly created mind map. Changing the map layout 1. In the Home ribbon, click on the Map Layouts button located in the Layouts group to open the Map Layouts gallery. 2. Click on each Map Layout to see how it impacts your mind map. 3. Select the Map Diagram (Clockwise Top Down) map layout. Hint: Hover over the available Map Layouts to see what they are called. Further layout options are available by clicking on More layouts in the gallery. Changing the Connectors 1. In the Format ribbon, click on the Connector Type button located in the Map Appearance group. This will display a drop down menu showing which options have been selected. 2. In the Connector Style section, toggle the commands Radial and Tapered on and off to see how this affects your mind map. 3. In the Connector Shape section, click on the options in turn to see how each option affects your mind map. Apply the following options to your map: Map Layout: Organogram (Left to right) Connector Shape: Direct Connector Style: None Change the options to: Map Layout: Map Diagram (Clockwise Top Down) Connector Shape: Curved Connector Style: Radial and Tapered 5

10 MindGenius 6 Map Style and display University of Bedfordshire As well as changing the layout of your map, you can also change map colours, lines, fonts and borders. Follow these instructions to view the styles available in the Map Styles gallery, apply a style, add a Background colour and add Auto Colour to your mind map. Applying Map Styles and Background 1. In the Format ribbon, click on the Map Styles button located in the Map Style group. Hover your mouse over the styles to view the changes. Notice the branch colours and connector types have been changed. 2. Apply the Green - Gradient Map Style to your mind map. 3. In the Format ribbon, click on the Add/Edit Background button located in the Map Style group. The Format Background dialog box appears. 4. Use the options in the Background Image section of this dialog box to add a background image to your map. Alternatively, use the options in the Background Fill section to add solid colours or colour gradients as a background to your map. Applying Auto Colour 1. In the Format ribbon, click on Auto Colour in the Display group. Each parent branch is automatically assigned a colour. Child branches inherit the same colour as their parent branch. 2. To change the Auto Colour colours: In the Format ribbon, click Map Settings in the Settings group. Select Format Auto Colours and choose new colours for each branch. In the Background Fill section of the Format Background dialog box apply the following options: Fill Type: Diagonal (Top); Colour 1: Yellow; Colour 2: Orange Change the Auto Colour for Branch 1 to dark blue. 6

11 University of Bedfordshire MindGenius 6 Formatting branch text In order to make a mind map memorable, you need to personalise it. One way you can do this is to format the branches so they look the way you want them to. Follow these instructions to format branch text. Format a single branch or selected branches 1. Select the branch or branches (see note to the right) to be formatted. Then, in the Format ribbon, choose the appropriate options in the Font group. Tip: Keyboard / Mouse shortcut To select more than one branch choose one of these 2 options: hold down the Ctrl key while selecting branches with your mouse. Click and drag your mouse around the branches to be selected. click the down arrow to view and select font face options click the down arrow to view and select font size options click to toggle bold font on/off click to toggle italic on/off click to toggle underline on/off click to switch between alignment options: click the down arrow to view and select text colour options Select the paper branch including the 3 child branches and apply the following options: Font face: Book Antiqua Text colour: Blue Font size: 14 Bold Italic 7

12 MindGenius 6 Formatting branches University of Bedfordshire As well as changing the way the branch text looks, you can also change the way a whole branch looks including changing its shape, connectors and more. The Branch Appearance dialog box allows you to customise the look of a branch by editing its individual properties. In this example, you will format the appearance of individual branches in your mind map. Remember to regularly Save your mind map. Changing Branch Appearance Ctrl+S to save your mind map. 1. Right-click the structure branch. The shortcut menu appears, select Style... (or press F3). This opens the Branch Appearance dialog box. 2. Select each tab in turn and apply the following options: Tip: Keyboard shortcut Use the keyboard shortcut You can also use the tools in the Branch group on the Format ribbon to change branch appearance. Font tab: Face: Century Gothic Size: 10 Colour: Red Decoration: Underlined Branch Shape tab: Branch Border section: Shape: Bead Line Type: Solid Width:1/4 pt Branch Fill Section: Colour 1: Aqua Colour 2: Yellow Fill Type: Horizontal Gradient Connector tab: Line section: Style: Solid Width: 3pt Colour section: Colour: Purple, Lighter 40% Endpoints section: Style: Double arrow (filled) Boundary tab: Shape section: Style: Clouds Colour section: Fill colour: Red, Lighter 60% Line colour: Black Line section: Style: Dash 3. Tick the Apply changes to all child branches option box. This will cascade the attributes you have chosen down to any sub-branches connected to the branch being edited. Click OK. 4. Remove the Auto Colour property (Auto Colour overrides any other applied options). Select the colour branch. Change the branch appearance according to your preferences. 8

13 University of Bedfordshire MindGenius 6 Moving branches In addition to changing the appearance of your mind map, you can also move branches. For example, a sub-branch can be moved to another parent branch or you can re-order the parent branches to change the shape of your mind map. Follow these instructions to move branches within your mind map. Moving branches 1. Using your mouse, click and hold the branch called Lines, move your mouse up until it is in between the Colour and Lines branches. The mouse icon changes to an arrow holding a page and a drop indicator appears allowing you to preview what will happen to the branch. In this case, the branch would be detached from the mind map. 2. Still clicking and holding your mouse, move it until it is over the colour branch. This icon appears along with a drop indicator showing where your branch would end up if you let go of the mouse. The icon shows that the branch will be placed below the colour branch at the same level (in other words, it will remain in the same position). 3. Still holding the Lines branch, move it further up until this icon appears along with a drop indicator in between the Images and Colour branches. Release your mouse. The Lines branch should now be in between the Images and Colour branches. 4. Click and hold the Lines branch again, move your mouse over and towards the left of the Colour branch. This icon appears with a drop indicator showing that the branch will become a child of the Colour branch. 5. Release the mouse. Your Lines branch is now a child of the Colour branch. Move the Lines branch back to its original position. You can also use Cut (Ctrl+x) and Paste (Ctrl+v) to move your branches. Re-order the child branches of the Paper branch as follows: Blank, Landscape, Start in centre. Move the Paper branch so that it appears above the Words branch. 9

14 MindGenius 6 Map Explorer University of Bedfordshire The Map Explorer is located on the left hand side of your map and can be hidden if you need more working space. Map Explorer displays an expandable / collapsible tree-view of your mind map. It also allows you to navigate your map and to focus in on specific branches enabling you to edit branches or add more information. This example shows you how to navigate around your map and focus on specific branches. Hide and display the Map Explorer Hide: Click the collapse symbol on the Map Explorer title bar. When collapsed, a Map Explorer Navigation Pane bar appears down the left edge of the window. Display temporarily: click the Map Explorer Navigation Pane bar. Display: click on the expand symbol at the top of the Map Explorer Navigation Pane bar. Navigating your map using Map Explorer and keyboard shortcuts 1. In Map Explorer, find and click on the Reflects branch in the expanded tree-view. This focuses the map view on the selected branch displaying only that branch and its child branches in the Map Editor. You can also focus in on a branch by selecting it, then pressing the: F6 keyboard shortcut. 2. In Map Explorer, click on the collapse symbol next to structure. This hides all the levels under structure, but doesn t change the focus of your map. Click on the expand symbol next to Reflects to display the child branches for the branch. 3. Use the keyboard shortcut: Ctrl + Home to move focus to the Root branch. 4. On the Home ribbon, click on the Display Levels button located in the Zoom group. Then select Root from the list to display just the root branch in Map Editor. 5. Click on the Structure branch. Notice that no child branches are displayed. 6. Use the keyboard shortcut: Shift + Ctrl + A to display all the levels under the selected branch. Alternatively, choose All in the Display Levels button on the Zoom ribbon. Use Map Explorer to focus in onto the lines branch. The Display Levels tool is also available as a shortcut button, located in the bottom right corner of the screen. Add the child branches: Organic, Colourful, Connected, Creative to the Lines branch. Hide the Map Explorer, then temporarily show the Map Explorer so you can click Mind Maps to display your whole mind map. 10

15 University of Bedfordshire MindGenius 6 Notes Editor The Notes Editor is a tile that appears as part of the Task Pane. It enables you to add extra information about a branch. This keeps your mind map simple and uncluttered whilst always being able to access any detailed information by clicking on the branch and viewing the information in the Notes Editor. When the Notes Editor is docked to the bottom, it can be used as a Word Processor with formatting and other functionality. Follow these instructions to add notes to your mind map. N.B. regularly save your mind map. Adding notes 1. Select the Images branch. This is the branch you are going to add notes to. 2. Expand the Map Explorer and click into the Notes Editor tile located at the bottom of the Map Explorer pane. 3. Type: Creating imaginative pictures will enable you to recall information more easily, especially if they are colourful and unusual. 4. Click away from the Notes Editor, you will see that the Images branch now has a pencil icon against it to indicate that there is extra information available for this branch. 5. Click on the Images branch again. Your notes are still available to view or edit in the Notes Editor. If the Notes Editor is not showing underneath Map Explorer, click on the Notes Editor icon in the Task Pane toolbar to display it. Hover your mouse over the pencil icon on your branch to see the first few words of your note displayed. Docking and using the Notes Editor 1. Click the Dock Bottom icon located in the Task Pane toolbar. 2. Select the word imaginative, use the Highlight Colour tool on the Notes Editor Advanced toolbar to highlight the word in yellow. 3. Select the words recall information, use the underline icon to underline the words. Tip: Word Count To find out how many words there are in your document: click on the Tools ribbon, then select Map Statistics in the Resources group. 4. To return the Notes Editor to the task pane, click the Dock Up icon located on the Notes Editor Advanced toolbar. Click on the connected branch and add the following note: The brain likes to associate things. Connecting mind map branches aids understanding and makes recall easier. Apply the following formatting to three words of your choice: 1. Bauhaus 93 / 16 / Purple / Italic 2. Arial Narrow / 14 / Bold / Yellow highlight 3. Bookman Old Style / red / underlined 11

16 MindGenius 6 Adding images University of Bedfordshire Because mind maps are a visual representation of a subject, it is essential that images are used in your map to associate ideas, add colour as well as enhance memory and recall. Images, colours and symbols are more likely to leave a lasting impression in your long-term memory and these, through association, connect you to the content. MindGenius allows you to add images to individual branches or add floating images that will sit anywhere within your mind map. In this example, you will add pictures to your mind map and to individual branches. Attaching an image to a branch 1. Select the root Mind Maps branch. 2. In the Picture Gallery > Objects folder, find the picture of an easel. If the Picture Gallery is not showing underneath Map Explorer, click on the Picture Gallery icon in the Task Pane toolbar to display it. Alternatively, the keyboard shortcut: Ctrl + 4 will show the Picture Gallery. 3. Double click the easel picture to attach it to the Mind Maps branch. Adding a floating image to your mind map Make sure you have saved pictures available to use before you continue. 1. On the Insert ribbon, click on the Picture tool located in the Floating group. 2. Move your mouse over your mind map. A picture icon is attached to your mouse. Click your mind map where you would like the picture to appear. 3. The Open dialog box is displayed, showing the My Pictures computer folder. Double-click on the picture you would like to add to your mind map. Resizing pictures 1. Double-click the easel picture attached to the root Mind Maps branch. This opens the Format Picture dialog box. 2. In the Place Picture field, click the down arrow. Select Below. 3. Increase the Width to 3 cm and the Height to 3 cm. Click OK. Hint: Add the red apple picture located in the Picture Gallery Objects folder to the organic branch. Place the picture on the left of the word. Add the brush and art palette picture to the colourful branch. Place the picture on the right of the word. Add a floating picture of your choice and place it near the lines branch. You can also click and drag an image from the Picture Gallery onto your mind map or onto a branch. To delete a floating image, select the image then press the Delete key on your keyboard. 12

17 University of Bedfordshire MindGenius 6 Attaching files and hyperlinking External files and internet hyperlinks can be attached to any branch. This allows you to keep your mind map simple yet offering the ability to easily link to source information. An application symbol shows that a branch has an attachment linked to it. If more than one attachment is linked to a branch, a green paperclip symbol is displayed. Hovering over the green paperclip shows all the attachments linked to a branch. Follow these instructions to attach documents and add hyperlinks to your mind map. Adding attachments to a branch 1. Select the root Mind Maps branch. 2. Select the Insert ribbon. Click the Attachment button located in the Attachments and Hyperlinks group. The Add Attachment(s) dialog box appears. 3. Click on the Open File button. This displays the Open dialog box. 4. Browse to the file you want to attach. In this case, find the file: Mapping techniques.pdf. Then click Open. If you haven t already done so, you will have to download the exercise files including the Mapping techniques.pdf file, save it, then browse to it. This is the same for the lines.txt file referred to in the second task on this page. 5. You will see the Description field is populated with the file name and the Attachment name: field is populated with the file location. 6. Change the description field to say: Benefits and disadvantages of different mapping tools. Click OK. 7. Because this is a PDF file, a PDF icon appears next to the Mind Maps root branch title. 8. Several attachments can be added to a branch. Repeat steps 1 to 7 using the following options: Description: MindGenius for students web site. Attachment name: If you are linking to a web site, it is not necessary to download anything, you can simply type the web address into the Attachment name: field. Why is there a double green paperclip logo next to the Mind Maps root branch? Add the following attachment to the lines branch: Description: Lines should be formatted like this Attachment name: lines.txt 13

18 MindGenius 6 Editing and viewing attachments University of Bedfordshire Because it is possible to attach any file or hyperlink to a branch and launch that file from MindGenius, you can use MindGenius as the file library for your project. However, doing this may mean you end up with many attachments linked to several branches. The Edit Attachments dialog box allows you to quickly and easily manage the attachments linked to a branch. In this example you will edit and view the attachments and hyperlinks linked to a branch. Using the Edit Attachments dialog box 1. Select the root Mind Maps branch. 2. On the Insert ribbon, click on the Edit tool located in the Attachments and Hyperlinks group. This opens the Edit Attachments dialog box. 3. Select the hyperlink attachment linked to the MindGenius for students website. The action buttons to the right of the dialog box are now enabled. 4. Click on the Edit button. This opens the Edit Hyperlink(s) dialog box. Change the Description to say: Academic version of the MindGenius web site. 5. Click OK, then OK again. Viewing attachments By default, when you add an attachment to a branch, it is set to open automatically when you double-click the icon on the branch. This happens regardless of how many documents are attached to a branch. However, you can choose which documents (if any) open on a double click: 1. Double-click the green paperclip icon on the Mind Maps root branch. This opens both documents attached to the branch. Close both documents. 2. Follow steps 1 and 2 above to open the Edit Attachments dialog box. Remove the tick in the first check box next to the PDF file and click OK. 3. Double-click the double green paperclip icon again. How many documents open this time? Hint: Hover over the double green paperclip to display a list of attachments. Click on the PDF file to open it. Edit the settings so that no documents open when the green paperclip is double-clicked. 14

19 University of Bedfordshire MindGenius 6 Using Templates and Question Sets Templates are maps that have pre-defined content that help you better explore a subject. They cover a wide variety of topics to help you get started. Question sets have been incorporated into MindGenius to act as a guide, they can be used with a template or when a template mind map has not been created. Save and close the map you have been working on up to now. There is no need to save the mind maps created in the exercises on this page (but you can if you want to). Creating a New mind map using the pre-installed mind map templates 1. Start a new instance of MindGenius. 2. If the Template and Support pane is not visible on the right hand side of the screen, click the Show Templates button available on the Home ribbon in the Templates group. 3. Find the Schools (K12) icon and select Essay Topic from the templates listed. 4. A new untitled mind map is created with the essay topic structure already in place for you to populate. 5. The mind map template creates branches and content for you to personalise. The Essay Topic branch should already be selected; type: Ethical considerations in research planning. Using Question sets 1. On the Tools ribbon click the Question Sets button in the Questions group. A drop down menu is displayed listing the available questions sets. 2. Select: Decision Making-Pros and Cons. 3. The questions for the Decision Making-Pros and Cons Question set are now listed in the Questions Task pane at the bottom of the Map Explorer pane. 4. Question sets are a hierarchical list of questions that can be navigated by expanding and collapsing levels using the expand and collapse icons. You can also expand and collapse all levels at once using the expand / collapse all commands. Create a new mind map based on the Presentation template (in the Schools (K12) set). Which Question Set would you use to support you in adding content to your mind map? Create a new blank mind map. You have an interview arranged shortly, find and select the Interview Preparation template. 15

20 MindGenius 6 University of Bedfordshire Creating your own Question Sets As well as using the pre-existing Question Sets, you can also add your own, or edit the preexisting ones. Question Sets are not map specific and are available within any mind map. This example shows you how to create a new Essay plan Question Set. Create a new blank mind map. Creating a new Question Set 1. On the Tools ribbon, click on the Edit Question Sets button in the Questions group. This displays the Question Sets dialog box. 2. Click on the New Question Set button located in the My Question Sets area on the left of the dialog box. The New Question Set dialog box is displayed. 3. We are going to create a new question set, type: Essay Plan in the Enter or Edit Question Set Name field, click Create. 4. To add new questions, type your question into the New Question field at the bottom of the dialog box. Type: Have I fully analysed the question? Click Add or press Enter. 5. Type: Have I identified the main topic of the essay? Press Enter. Type: Is there just one topic? Press Enter. Type: What are the action words I need to pay attention to in the title? Press Enter. 6. These last three questions should be sub questions of the first one. Click on the question Have I identified the main topic of the essay?. Click on the Move question right button to make it a sub question. Repeat this with the 2 remaining questions created in step Move the last question to underneath the main question using the Move question up button. 8. With this same question still selected, click on the Edit selected question button. Edit the question to say: What are the main directive words? 9. Press OK. Then Yes to save the changes. The question set is now available at the top of the Question Sets listed when you select the Question Sets button on the Tools ribbons. In the question set we have just created, make the question Is there just one topic? a sub question of Have I identified the main topic of the essay? Add a new question: Are there any limiting words I need to consider? Make this a sub question of Have I fully analysed the question? 16

21 University of Bedfordshire MindGenius 6 Analysis - Categorising ideas Before you start planning your essay, you may want to brainstorm your ideas. This involves writing down (in no particular order) everything you already know about the essay title, then, critically reviewing each idea to identify themes and see where you need to focus your reading and note taking. MindGenius allows you to easily group your ideas into categories enabling you to make links, look for themes and create a Category Map. Open the document Impact of mind maps on memory. In this example we will apply categories to this mind map and then display it as a Category Map. It is not necessary to save this map. Creating your own category labels 1. In the Analyze ribbon, click on the Edit Categories button in the Categories group to display the Categories... dialog box. 2. We are going to rename the category labels in the Brainstorming category group: Click on the blue Category 1 label, then click the Rename button. Change the category name to: What the brain likes. 3. Click on the orange Category 2 label. Rename this category to say: Colour. 4. Rename the purple Category 3 label to Association, the green Category 4 label to Memory and the red Category 5 label to Images. Click OK. Adding category labels to branches and creating a category map 1. Click on the how memory works branch. The categories are now enabled. Hover over the first category. A help text label for the category appears. Click on the green category item. 2. Click on the Category Dropper button in the Categories group, then click on the orange category item. Click on every branch Hint: that contains the word colour or vivid. Press the Esc key on your keyboard to turn the Category Dropper off. the branch, click the More 3. Using the Category Dropper button again, apply the red category to each branch that mentions images or shape, and the green category to each branch that refers to memory. To remove categories from a branch: select button to open the Categories Gallery, then select the Clear Categories (from Selection) option at the bottom of the list. To remove categories from several branches, use Ctrl+Click first. 4. Click on Category Map button in the View group. Click OK to accept all the defaults in the Create Category-Centric Map dialog box. A new map, sorted by category, is created. Can you select more than one category with the Category Dropper tool? 17

22 MindGenius 6 Assigning actions to branches University of Bedfordshire Breaking a piece of work down into chunks makes it more manageable. By adding timescales to each chunk of work (and sticking to them) you can be confident that the work will be finished on time. MindGenius includes task management tools that enable you to add actions to branches indicating when a task needs to be completed, whether it has been started or how urgent it is. This exercise shows you how to assign actions to branches on a mind map. Open the document Essay timescales to complete this exercise. It is not necessary for you to save this mind map. This mind map lists the steps we need to follow in order to write an essay. By working out how much time it will take us to write the essay, we can ensure we hand it in by the due date. To do this, we are going to assign a duration action to each child branch. Assigning actions to branches Looking at the mind map we can see it is currently a normal mind map shown in an Output Tree layout. The first thing we need to do is convert it to a Gantt chart. 1. On the Tasks ribbon, select the Gantt Chart button located in the View group. An Enter Project Mode dialog box appears, click OK to acknowledge the changes. A fully working Gantt chart is displayed. We will look at the Gantt chart in more detail later. For now, click the Map View toggle button located on the Gantt ribbon. 2. Notice how each of the child branches now has a Task Card icon displayed next to it. Hover over the Task Card in the Directive words child branch. An information box appears showing details about the action applied to this task. The default duration for actions are 1 day, we are going to assign a duration of 4 hours to each of the paragraph child branches. 3. Click on the Paragraph 1 branch. Select the Tasks ribbon. Type 4 in the field Duration:. Select Hours in the drop-down field for Duration. 4. Click and drag around paragraph 2 to paragraph 7 to select those paragraph branches. Make sure only Paragraphs 2-7 are selected. 5. Change the duration for all the selected paragraphs to be 4 hours. you could also Ctrl+Click to select several branches. 1 hour is the minimum duration that can be assigned to a branch. Add an action to the child branches for the Meaning branch to be duration: 1 hour. 18

23 University of Bedfordshire MindGenius 6 Viewing a timeline of your actions (Gantt chart) In order to be able to see how long it will take us to write this essay, the software needs to know if these tasks are linked. For example, you need to analyse the essay title before you start researching and note taking. These two tasks cannot be completed at the same time, so you need to link them so that the second one starts only once the first one has been completed. This exercise shows you how you can convert your mind map into a Gantt chart - a type of bar chart that illustrates a project schedule. You will also see how to link the tasks together in order to create a schedule that reflects the impact each task has on the next. Continue working with the document created in the previous exercise. View the mind map as a project schedule 1. On the Tasks ribbon, click on the Gantt View button in the Project group. Look down the Duration column. Every task has a duration assigned to it. At the moment, every task is set to start at the same time on the same day. We need to let project mode know that tasks cannot be started until the previous one has been completed. In Project Mode each child branch becomes a task to complete and each parent branch becomes a summary task: displaying summary information for its tasks. 2. Click on the ID number for the first task in the list: Essay Plan, hold down the Shift key on your keyboard and click on the ID number for the last item in the list: Submit the completed essay. This selects all the items in the list. 3. Click the Link Tasks button located on the Gantt ribbon in the Task Links group. 4. Look at the Duration column for the Essay Plan task. You can now see how many days it will take to plan and write your assignment. The prospective finish date is calculated in the Finish column. The Start date is set as today s date. Hint: Summary tasks are displayed on the chart represented by a black bar. Tasks are displayed on the chart represented increased and decreased by clicking and by a light-blue bar. 5. Click and drag the black bar for the summary task called Essay Plan. An information box appears showing the Task Start: and Task Finish: date for the final task. Drag the task so that the Task Finish: date shows a date several weeks from today. 6. Look at the Start date for the first task. You will see the date has been recalculated and now shows the date you would need to start working on your assignment in order to complete it by the Finish date. The duration of the light-blue tasks can be dragging the edge of the turquoise bars. 19

24 MindGenius 6 University of Bedfordshire Assigning resources to branches When working on a group project, each member of the group may have a number of tasks they need to complete. As well as adding task actions to branches, you can also add resources to branches. Resources refers to individuals. This means you can create a map outlining the tasks that need to be achieved and allocate those tasks to individual group members. Open the document Displaying Art Work Project. This exercise will show you how to assign resources to branches on a mind map. It is not necessary for you to save this map. Creating a resource list 1. On the Tasks ribbon, click on the Dialog Box Launcher for the Resources group. This opens the Master Resource List dialog box. 2. Into the Quick Add field, type: Fred Blogs and press Enter. Continue with: Joe Smith Enter; Sarah Green Enter; Scarlett Brown Enter. 3. Un-tick Resources 1-4. Click OK. The names of the group members you have just added should now appear in the Resources group. The default resources are no longer visible. Assigning resources and creating a resource map 1. Click on the Resource Dropper in the Resources group on the Tasks ribbon. Select Fred Blogs and Joe Smith, then click on the first 3 parent branches in the mind map. The initials FB and JS are allocated to the 3 branches. Press the Esc key to deactivate the Resources Dropper. When a resource is assigned to a branch, their shirt colour changes from blue to green. This shows it has been Used in Map. 2. Select the branch How will we raise funding for the project. Click on all 4 individual resources in the Resources Gallery to allocate them to the task (use the scroll buttons to display the resources that are not visible). Assign the remaining 3 branches to SG and SB. 3. Click on the Resource Map button then click OK to accept the defaults. A new map, sorted by resource, is created. Return to the original mind map, then add the resources: Sam Jones and Jamie Campbell. Remove all the resources from the mind map (see Hint). Hint: To remove resources from a branch: select the branch, click the More button to open the Resources Gallery, then select the Clear Resources (from Selection) option at the bottom of the list. To remove resources from several branches: select the branches first either using Ctrl+Click or drawing around the branches. 20

25 University of Bedfordshire MindGenius 6 Sending your mind map as an attachment via MindGenius has built in functionality enabling you to the current mind map without having to switch to your software (this assumes you are using a compatible package). This exercise shows you how to send your mind map as an attachment. Continue working with the document from the previous exercise Send your mind map as an attachment 1. On the Export ribbon, click on the top half of the button located in the Send Map group. If you are using a compatible package, for example Microsoft Outlook, a new message will be created with the mind map attached. 2. Populate the To and message fields as required and click Send. If you have a large mind map (over 100 kb), or you want to include the documents you have attached within MindGenius in your , you need to send it as A Compressed Package. Send or save your mind map as a compressed package (Zip) 1. On the Export ribbon, click on the Compressed Package button located in the Send Map group. A Package dialog box appears. 2. Your mind map may contain attachments such as images, documents and other files. Click the Include Attachments check box to include these files in the package. 3. Because there are attachments and the mind map is large, click the Compress Package check box. 4. Select output to , then click OK. 5. An message appears with an attached compressed package for you to finish and send. Using the As Compressed Package command, save the map to a File Folder (of your choice). Do not tick the Compress Package option. Three files should be saved. Repeat the previous task with a tick in the Compress Package option. Double click on the new zipped file. One file and one folder with files in it should be saved. 21

26 MindGenius 6 University of Bedfordshire Exporting your mind map to MS Office Word MindGenius allows you to export your mind maps into other applications such as Microsoft Word, PowerPoint and Project. It can also convert your mind map into a PDF file, a web page, an image and send specific tasks created within your mind map to Outlook. Continue using the document from the previous exercise. This exercise shows you how you can export your mind map to Microsoft Office Word. Your mind map can be exported to other Microsoft Office applications in a similar way. Make sure you have MS Office software available on your computer before trying this exercise. Exporting your mind map to MS Office Word 1. On the Export ribbon, click on the Word button located in the MS Office group. A Save As dialog box appears prompting you to choose where to save your new document. 2. Choose a location on your computer to save your new Microsoft Office document to. Click Save. 3. The Save as Word dialog box appears. The options on the General Options tab are self explanatory and most defaults can be accepted. We want the mind map to appear in the document so ensure option Insert an Image has been selected. 4. Move to the Include Options tab. Ensure the Export current view and Expand Branches options are selected. This will ensure the whole, expanded, mind map is displayed. 5. Scroll down to the bottom of the Property Options list. We do not want any other pictures to appear in our mind map so take the tick out of the Picture box. 6. Click OK. This will send the information to Word and open the newly created Word document. 7. Scroll down through the Word document. Notice that parent branches are formatted using Word heading styles, whereas child branches and notes use the normal Word style. Create a new exported Word document. This time, select Maintain notes formatting and remove the tick from the Insert an Image option on the General Options tab. Keep all other options the same. Compare the two documents to see how these options have affected each export. Pressing F1 on your keyboard at any point within MindGenius displays further information about the options available on the screen. 22

27 University of Bedfordshire MindGenius 6 Export actions as tasks to MS Office Outlook If you are familiar with using MS Office Outlook as your personal information manager (to view your s, calendar, contacts and so on) you will know that it includes a task management facility. MindGenius allows you to send actions created within a mind map as actions, to your MS Office Outlook account. Re-open the original Displaying Art Work Project document. This exercise shows you how to mark tasks as actions for Outlook. You do not need to save this map. Be aware that this exercise will add tasks to your MS Office Outlook application which will need to be deleted later. 1. Select the tasks Plan layout of venue and Organise refreshments at viewing. These are the tasks you want to send to Outlook. 2. On the Tasks ribbon, in the Task Properties group, set the following options: Priority: Medium Status: Waiting on Someone Else 3. Click on the Outlook button located in the Send Tasks group, in the drop down menu select: Send Selection to Outlook as tasks. The two items now have an Outlook icon to the left of them showing that they have been sent. 4. Look in your Outlook Tasks pane to find the tasks that have been added to the list. 5. The tasks have the Priority and Status fields populated. Updates to the tasks in Outlook will synchronise with MindGenius. 6. In MindGenius, update the Plan layout of venue task to show: 50%; Low priority; Due (choose a date 2 weeks from today). Click the Outlook button, then select Sync map now. Go back to Outlook to view the changes. Automatic synchronisation can take approximately 5 minutes. Alternatively, you can choose to synchronise manually (see step 6). Select the Choose artwork to display task/branch and set the following options: Complete: 30%; Priority: High; Status: Waiting on Someone Else; Duration: 3 Days Add the following note to the task: We decided to focus on abstract pieces. Send this task to Outlook and Sync map now. Notice that the added note appears as task information in Outlook and that notes added in Outlook will also synchronise in MindGenius. 23

28 MindGenius 6 Shortcut Keys University of Bedfordshire The following shortcut keys may be used in MindGenius: Key Combination Result F1... Activate Help F2... Edit Branch Title F3... Edit Branch Appearance (branch has to be selected) F5... Refresh F6... Displays a branch as if it were the Root Branch. F7... Spell Check F8... Apply Clockwise, Top Down Layout F9... Apply Input Tree Layout. F10... Move Focus to Menu F11... Apply Output Tree Layout F12... Apply Outline Layout Insert (INS)... Creates New Branch Delete (DEL)... Deletes a branch Ctrl + Delete... Deletes branch and promotes children End... Moves cursor focus to the last branch in the current path Page Up... Moves cursor up through the various branches Page Down... Moves cursor down through the various branches Arrow Keys... Navigate logically up/down, left/right through the map Ctrl + Alt + Enter... Toggle Full Screen View Shift + Left... Collapse Branch Shift + Right... Expand Branch Ctrl + A... Select All Crtl + Return... Insert a carriage return in branch title Crtl + Tab... Insert tab in notes Alt + F4... File Exit 24