March 23, 2023

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Microsoft Visio cheat sheet: Find out how to get began

It’s typically a lot simpler to convey info with a well-designed diagram than to speak by means of a big textual content blurb. Because the previous saying goes, “an image is value a thousand phrases.”

That’s the place Microsoft Visio is available in. A part of the Microsoft 365 suite, this app helps professionals convey info by means of professionally designed diagrams.

What’s Microsoft Visio?

Microsoft Visio is the diagramming and vector graphics utility within the Microsoft Workplace household. If you must make diagrams equivalent to determination bushes, movement charts, org charts, and so forth, that is the Microsoft software to do it. Visio is much less widespread than different Microsoft apps like Phrase or Excel, however it’s nonetheless a worthwhile software to grasp and use in on a regular basis enterprise.

Though there’s a desktop Visio utility, this cheat sheet will stroll you thru the fundamentals of utilizing Visio in Microsoft 365 — the web-only model that’s included with Microsoft 365/Workplace 365 enterprise and enterprise subscriptions — since most enterprise professionals who use Workplace have entry to this model. All the options within the internet model of Visio will also be discovered within the desktop utility, however not vice versa.

Find out how to discover Microsoft Visio inside Microsoft 365

To start this tutorial, we have to find and open Microsoft Visio. For most individuals, Visio won’t be a default utility in your Microsoft 365 residence web page (previously often called the Workplace residence web page). To search out Visio, navigate your Microsoft 365 residence web page, check in should you haven’t already, and kind visio within the search bar on the high of the display.

visio search m365 web Shimon Brathwaite/IDG

From the Microsoft 365 residence web page, seek for Visio and launch it in your browser. (Click on picture to enlarge it.)

Click on Visio within the outcomes checklist to launch the net app in your browser. You can be taken to a web page the place you possibly can see some generally used templates for creating diagrams. This consists of flowcharts, fundamental diagrams, organizational charts, and infographic timelines. There’s additionally an icon labelled “All templates” — right here you possibly can undergo the entire checklist of templates obtainable in Visio that will help you discover the precise template that’s proper on your scenario.

visio start page templates Shimon Brathwaite/IDG

The Visio begin web page has a wide range of templates to start out from. (Click on picture to enlarge it.)

Utilizing templates is the simplest method to start making diagrams in Visio. I’ll stroll you thru two of the most typical Microsoft Visio use circumstances — creating flowcharts and org charts. If Visio doesn’t have a template that fits what you are promoting wants, it’s fast and straightforward to make customized diagrams utilizing Visio’s drag-and-drop options; I’ll present you that course of as nicely.

Find out how to create a flowchart in Microsoft Visio

A flowchart is a sort of diagram that represents a workflow or course of. It’s wonderful for exhibiting the step-by-step course of for finishing a activity whereas supplying you with the flexibleness to point out totally different selections that have to be made and representing if-then eventualities. Microsoft Visio makes it extraordinarily straightforward to create such a diagram.

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On this instance, we are going to create a easy movement diagram to point out what’s going to occur throughout a workforce assembly to debate a brand new thought for a corporation app. The workforce will focus on the concept, determine in the event that they prefer it, after which take motion primarily based on that call earlier than ending the assembly.

Start by clicking the Flowchart Template icon on the Visio begin web page. You’ll be taken to the primary Visio interface, which appears to be like so much like Microsoft Phrase and different Microsoft 365 apps.

visio flowchart blank canvas Shimon Brathwaite/IDG

The flowchart template opens with fundamental flowchart shapes within the left column and a clean canvas on the proper, topped by the Workplace Ribbon toolbar. (Click on picture to enlarge it.)

Step one for any flowchart is making a begin level. Click on and maintain the oval Begin/Finish icon within the left panel and drag it onto the clean canvas space on the proper. The oval object seems with eight “deal with” factors on the corners and sides. To resize the oval, click on and drag any of those handles; to maneuver the oval on the canvas, click on the center of the oval and drag it.

visio flowchart step1 - oval on canvas Shimon Brathwaite/IDG

Drag a Begin/Finish oval onto the canvas. Drag any of the “handles” across the exterior of the oval to resize it. (Click on picture to enlarge it.)

So as to add textual content to a picture, click on within the middle of it, and also you’ll enter textual content edit mode — simply sort within the textual content you wish to seem there. In our instance, we’ll name the beginning oval form “Group Assembly Begins.” You’ll be able to alter the textual content’s font and dimension utilizing the instruments within the Ribbon toolbar on the high of the display.

visio flowchart step2 - team meeting begins in oval Shimon Brathwaite/IDG

The beginning oval now exhibits “Group Assembly Begins.” (Click on picture to enlarge it.)

Subsequent, you must add your processes — each step that can be taken for the duty to be accomplished that doesn’t require a choice to be made. These are represented by rectangles.

Click on the Course of icon and drag it to the canvas under the oval we added beforehand. As you accomplish that, a dotted inexperienced line seems that guides you to position the rectangle straight under the oval. Resize the rectangle as wanted, then identify it “Group Discusses Thought.”

To attach the objects, merely hover over the underside fringe of the beginning picture, then click on and drag from the inexperienced and white button on the beginning picture to the highest of the method picture. This can create a downward-flowing arrow connecting the 2.

visio flowchart step3 - connecting shapes Shimon Brathwaite/IDG

Connecting the method rectangle to the beginning oval. (Click on picture to enlarge it.)

If you happen to make a mistake, you possibly can delete any form or line on the canvas by proper clicking-it and deciding on Delete from the pop-up menu.

Subsequent, in our flowchart, we’ll present that the workforce must determine whether or not they just like the app thought. That is represented by way of a diamond picture and can have three doable outcomes.

Click on the Determination icon within the left panel, drag it under “Group Discusses Thought,” and repeat the steps outlined above to resize it, identify it, and join it as proven under.

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visio flowchart step4 - decision diamond added Shimon Brathwaite/IDG

Add the choice diamond and join it to the method rectangle above. (Click on picture to enlarge it.)

The three doable responses to the choice can be “No,” “Sure,” and “Not Sufficient Information.”

So as to add textual content packing containers for the responses, go to the Residence tab on the Ribbon and choose the Textual content Field icon (a sq. with an A within the center). Click on on that and your cursor will have the ability to draw textual content packing containers on the canvas. Create a textual content field for every response, then sort the suitable phrase or phrase in each. You’ll be able to work with textual content packing containers in the identical methods you possibly can with shapes.

visio flowchart step5 - text boxes added Shimon Brathwaite/IDG

Including textual content packing containers for the three doable responses. (Click on picture to enlarge it.)

Under every textual content field, add an oblong Course of form for its end result and identify the result shapes as proven under. Draw connector strains from the Determination form to every response and from every response to its end result. To create connector strains that go throughout after which down the canvas, merely drag from the beginning object out to the aspect after which down, and the connector line will seem the place you dragged.

visio flowchart step6 - responses and outcomes connected Shimon Brathwaite/IDG

Including and connecting the three outcomes. (Click on picture to enlarge it.)

Now we’ve added three doable outcomes to our determination tree that can cowl the doable outcomes of the assembly. Please pay attention to the third determination (furthest to the proper). Typically it’s possible you’ll must account for selections that can lead to you going again to an earlier step within the course of and redoing some steps. (Having the third choice return to a earlier step on this instance is for demonstration functions; in actuality, you’d conduct extra analysis exterior the assembly after which focus on the concept once more in a later assembly.)

Now there is just one step left: add the ending to the flowchart (utilizing the Begin/Finish form once more), which is when the assembly ends.

visio flowchart step7 final Shimon Brathwaite/IDG

Add, label, and join the tip form, and the flowchart is full. (Click on picture to enlarge it.)

Find out how to create a corporation chart in Microsoft Visio

Subsequent, we are going to take a look at find out how to create a easy org chart that consists of 1 head govt, their assistant, two managers, and their corresponding groups. Return to the Visio begin web page and click on on the Group Chart template.

Creating an org chart is comparatively easy. As we did with the flowchart, drag and drop the objects you need — on this case, coloured rectangles similar to work roles — from the left pane onto the primary canvas and set up them in a hierarchical construction as proven under.

visio org chart step1 - org chart placeholders Shimon Brathwaite/IDG

Drag and drop placeholders for the staff in your org chart. (Click on picture to enlarge it.)

All that’s wanted after that’s to attract the strains exhibiting the relationships between employees members. As with the flowchart, draw strains going from the higher-level employees to the lower-level employees.

visio org chart step2 - connector lines added Shimon Brathwaite/IDG

Draw connector strains exhibiting the connection of workers to at least one one other. (Click on picture to enlarge it.)

So as to add textual content to the packing containers, click on on every picture, then modify the identify and title of the employees member.

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visio org chart step3 - employee names added Shimon Brathwaite/IDG

Fill within the workers’ names to finish the org chart. (Click on picture to enlarge it.)

Find out how to create a diagram from scratch in Microsoft Visio

If there are not any templates that fit your actual wants, you will have to create a diagram from scratch. Whereas we can’t anticipate each motion it’s possible you’ll wish to soak up making a customized diagram, listed below are the fundamental steps for making a customized diagram.

To start, from the Visio begin web page click on New clean drawing.

1. Choose and place your shapes.

As when utilizing a template, you’ll see the Shapes panel on the left aspect of the display, with a clean canvas to the proper. The fundamental constructing blocks of your diagram can be totally different shapes that you simply use to signify totally different objects. Merely click on and drag your required form(s) onto the canvas.

visio basic shapes panel Shimon Brathwaite/IDG

Drag any shapes you wish to use for a diagram from the shapes panel onto the canvas. (Click on picture to enlarge it.)

You’ll be able to transfer, resize, and add textual content to shapes on the canvas simply as we did when utilizing a template.

Along with the generic shapes that seem within the Shapes pane by default, you possibly can lookup customized icons that extra precisely describe the knowledge that you simply wish to convey.  Click on the plus image on the left of the panel, and also you’ll have the ability to flick through a number of collections of shapes and icons that you would be able to pin to your panel, equivalent to Cycle Diagram Shapes, Enterprise Frameworks, and Interface Icons. (Actually, Visio templates are mainly focused units of those form collections.)

You can too use the search field on the high of the Shapes panel to seek for particular icons, as proven under.

visio technology icons Shimon Brathwaite/IDG

Use the search field to seek out extremely particular shapes or icons on your diagram. (Click on picture to enlarge it.)

2. Add arrows

Subsequent, you must use arrows as connectors to point out relationships between the shapes in your diagram. These arrow photos assist folks to grasp the logical course that info is flowing. For instance, in an org chart, you must present individuals who report back to these inside the group. Click on the icon with two curved arrows on the left of the Shapes panel to see the Arrow Shapes assortment.

visio arrow shapes panel Shimon Brathwaite/IDG

Visio provides an array of arrow varieties you should utilize to point out the development of your diagram. (Click on picture to enlarge it.)

3. Apply a theme

Themes will be useful to make your diagrams extra visually interesting or to replicate firm or shopper shade schemes. To pick out a theme, merely go to the Design tab within the Ribbon, click on Themes, and choose the theme of your alternative.

visio themes Shimon Brathwaite/IDG

Making use of a theme makes your diagram extra engaging and simpler to soak up shortly. (Click on picture to enlarge it.)

Find out how to save, open, and collaborate on Visio diagrams

As you’re engaged on a diagram in your browser, Visio autosaves your work, calling it “Drawing” (or “Drawing2,” “Drawing3,” and so on.) by default. To alter its file identify to one thing extra significant, click on its identify within the title bar on the high of the display and kind in a brand new identify.

Once you return to the Visio begin web page, you’ll see all of the diagrams you’ve created (and that others have shared with you) in an inventory on the backside of the web page. Click on any file identify within the checklist to open the diagram.

visio start page all files Shimon Brathwaite/IDG

Visio information you may have entry to are listed on the Visio begin web page. (Click on picture to enlarge it.)

The diagram will open in a mode that permits you to view and touch upon it, however not edit it. To modify to modifying mode, choose Edit Diagram > Edit in Browser on the high proper of the display.

Like Phrase, PowerPoint, and different Microsoft 365 apps, Visio permits you to collaborate on diagrams with co-workers in actual time. Microsoft calls this “co-authoring.” To share a diagram, click on the Share button at high proper and choose Share from the menu that seems. The “Ship hyperlink” pane seems. Right here you possibly can sort in colleagues’ names or e-mail addresses and an elective message. Click on the pencil icon on the proper to decide on whether or not you wish to let the folks you’re inviting edit the diagram itself or just view and touch upon it. Once you’re achieved, click on Ship, and your invitees will obtain an e-mail with a hyperlink the place they will entry the diagram.

visio send link pane Shimon Brathwaite/IDG

You’ll be able to invite colleagues to collaborate on a Visio diagram. (Click on picture to enlarge it.)

So as to add a remark to a diagram, click on the Feedback button on the high proper after which click on New within the pane that seems. To touch upon a particular merchandise within the diagram, click on its form after which click on the New button within the Feedback pane. Sort your remark within the remark field (you possibly can @point out somebody to name their consideration to it) after which click on the Put up remark button (a paper airplane icon). Others can learn and reply to your feedback and/or add their very own feedback.

visio add comment Shimon Brathwaite/IDG

Including a remark to a diagram. (Click on picture to enlarge it.)

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