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It can import Visio documents and work with very complex diagrams such as biological pathways. It is optimized for large CAD drawings and allows easy collaboration and sharing.
There are many sample diagrams and templates to help you get started as well. OmniGraffle is a comprehensive diagramming software that can create visually appealing designs at a significantly cheaper price than Visio. It supports importing Visio documents and exporting to a ton of popular formats including SVG.
There are extensive options for stencils, canvases, templates, and objects allowing to easily create wireframe diagrams, trees, floor plans, and a whole lot more. The latest version supports scripting in AppleScript or JavaScript to automate almost every aspect of the software.
It also supports Touch Bar on the latest MacBooks. Microsoft Visio is one of the most popular diagramming software that empowers diagramming, data visualization, and process modelling in a familiar interface. Visio comes with an array of templates and built-in shapes that allow creating virtually any diagram of any complexity. Visio also allows users to define their own shapes and import them into the drawing. Visio has been more of an enterprise-class software as home users rarely would need to use the advanced diagramming functions in Visio.
However, many home users are purchasing the Standard edition of Visio to better visualize simple diagrams such as family trees or floor layout plans. Visio owes its success in the enterprise due to its tight integration with other Microsoft Office products such as Word, Excel, and Access. Data can be directly imported from these softwares and converted into meaningful diagrams, which change in real-time in accordance with the data.
For example, an Excel spreadsheet might have information about current flows through an electrical line. Visio can be used to diagrammatically represent this and whenever the Excel data gets updated, the same will be reflected in the Visio diagram as well.
Newer versions of Visio from Visio onwards support. The latest version of Visio can also be purchased as part of the Office subscription with access to the online Visio viewer as well. Getting Visio as part of Office is the best choice in order to keep up-to-date with the latest features and enhancements. Visio being part of the Office suite, is updated continuously throughout the year.
If you have a qualifying Office subscription, you are entitled to regular updates automatically. Users who purchase the standalone versions of Visio do not however, receive feature updates and must upgrade separately to a higher version when released.
Data Visualizer helps in automatically creating process diagrams from Excel data. Premade or custom Excel templates containing information that fit into diagrams can be imported directly into Visio using the Data Visualizer and transformed into a Visio diagram. Any changes made to the original Excel file reflects in the Visio diagram as well. The latest version of Visio enables reverse engineering of databases to create a visual representation of the database.
The latest update to Visio for Office comes with many new standardized templates catering to industries such as business processes, software development, IT and education.
These templates are supplied by both Microsoft and other third parties extending the capabilities of Visio Visio diagrams stored on SharePoint or OneDrive for business can now be opened for review in any modern web browser with Visio Online available with Office or in the free Visio Viewer app for the iPad. In this chapter, we will learn about the user interface in Visio.
It is important to properly understand the user interface to get the most out of this tool. The user interface of Visio is similar to that of other programs in the Office suite. You will be greeted with a Start page that lists some of the recent documents you have opened along with featured templates for creating common diagram types.
The top right corner shows the Microsoft account you are connected to, if you are an Office subscriber. Apart from the featured templates, you can also click Templates to browse through the template categories. The document interface of Visio is similar to other Office programs such as Word or Excel. On the top, you have the Quick Access toolbar, which contains common commands, such as Save, Undo, and Redo.
This can be customized as needed. Below the Quick Access toolbar is the familiar Office Ribbon. The Home tab lists common commands for working with the document.
We will learn more about other tabs as we go along. On the left-hand pane, there is Shapes, which lists the common shapes that go well with the template. To insert a shape, just click and drag the shape onto the canvas. There are many shapes available in Visio and we will get more familiar with them as we move ahead.
Of course, you can also search for more shapes, if needed online, using the built-in search tool. When you place shapes onto the canvas, you will see guides that help you align the shapes with respect to the objects already on the canvas.
You also have a ruler on the top and left of the canvas. This gives a sense of perspective and lets you create perfectly aligned diagrams.
Shapes in Visio are basically vector graphics and as such you can enlarge or shrink the size as needed without loss of quality. You also get an idea of the relative dimensions of all the other shapes indicated by green arrows when you try to change the dimensions of any shape. To open a file in Visio, go to the File menu, which opens the backstage view and click Open.
The Recent section lets you directly access the recent drawings that you have opened or saved. Based on your setup, the Open menu lists some of the file locations that you can browse for Visio drawings. Alternatively, click Browse and select the Visio drawing from a local or network folder. Visio files have the extension. Once you open a Visio drawing, you will see that the user interface changes according to the drawing.
In the following example, we have opened an org chart and you can observe that the shape stencils corresponding to the org chart are now available in the Shapes pane.
In case of this file, you will also notice an Org Chart tab in the Ribbon that gives you additional options for working with the shapes in the chart, and also allows linking the shapes to data from external sources such as Excel. You can adjust the spacing between individual shapes and also change the height and width of all shapes in one click.
The Compare command in the Organization Data section of the Org Chart tab lets you compare the contents of this org chart with another org chart or diagram open in Visio. The output is generated as an HTML file, which lists out the similarities and differences between the two diagrams. You can show or hide elements in the UI to whatever suits you best. The Quick Access Toolbar allows you to easily add often-used commands so that they are always available within reach.
Apart from the standard Undo, Redo, and Save commands, you can add additional buttons, such as a toggle between Touch and Mouse mode depending on your display by clicking the arrow icon in the Quick Access Toolbar. You can also add more commands by clicking the option More Commands The Ribbon can be collapsed to allow more real estate for the canvas.
You can reduce or expand the Shapes pane by clicking and dragging the edge of the pane inwards or outwards respectively. The Ribbon can be customized just like the Quick Access Toolbar but to do so, you need to navigate to the File menu and click Options. Then click Customize Ribbon. You can select the tabs that you wish to display on the workspace. You can also create a new tab or group by clicking New Tab or New Group to accommodate the commands that you use frequently.
Visio has a few options for changing how you view the drawing. The View tab lists all the possible view options that you can use on the canvas. We will look at some of the commands that are useful in changing view modes. Basically, slide snippets allow you to directly export a Visio diagram as a PowerPoint slide.
To take a slide snippet, click the Slide Snippets Pane in the View tab to open it. Then, select an area of the drawing that you want to export to a PowerPoint slide and click the Add button in the Slide Snippets Pane. Add a title in the Enter title here The Presentation Mode shows a full screen view of the drawing without any distractions. This mode can also be toggled by pressing F5 on the keyboard.
You can toggle between showing the vertical and horizontal rulers, the grid, and the guides by toggling the corresponding checkboxes in the Show area of the View tab. The scaling of the rulers and grid can also be adjusted. The grid allows to easily snap objects so that they are placed correctly on the canvas.
The Zoom section comprises of commands that allow you to change the zoom levels of the canvas. You can also fit the contents to window or adjust the contents to fill the page width. The Window section lists commands that allow to arrange multiple windows on your screen. You can directly open a new window or arrange windows side by side.
You can also cascade windows for easy switching between them. SmartShapes provide contextual shapes which relate to the selected shape. SmartShapes are connected to the original shape and the connector also moves whenever the SmartShape is moved.
Start with a blank document in this case a flowchart diagram. You will notice that the Shapes pane has different shapes that are applicable to flowcharts. Click and drag a shape onto the empty canvas. You can resize or rotate the shape as desired. You can even align the shape with the help of the alignment guides. When you drag a shape onto the canvas, you will notice that there are four arrows along the shape.
Hovering over any of these arrows will show possible shapes that can be created and linked to this shape. Click the desired shape to create the shape. You will also notice that the shape is automatically connected to the initial shape.
If you were to drag the shape manually, you will need to connect it manually as well. The connections between the shapes are dynamic and they will move in relation to the placement of the shape. The SmartShape arrow lists the first four shapes for the diagram that are seen in the Shapes pane.
You might want to customize which shapes appear in the four SmartShape options depending on your workflow. To set the shapes that you prefer as SmartShapes, first select the desired shape in the Shapes pane and drag it to one of the first four shapes within the pane.
In this example, let us assume that the Database shape needs to be in the first four. Click and drag the Database shape into one of the first four positions. SmartShapes allows to automatically connect shapes. If you want to connect shapes that are not directly related, you can manually connect them. To manually connect shapes, click the Connector tool in the Tools section of the Home tab. The mouse pointer now changes into a connector.
Draw a connecting line from the originating shape to the destination. You will notice a dotted line representing the connector. You can either glue this connector to the connection point or glue it to the destination shape. Gluing it to the shape will enable you to move the shape to a different location on the canvas along with the connector.
Click the Pointer Tool in the Tools section of the Home tab to return the mouse pointer back to normal. Newer versions of Visio have built-in intelligence to help you place shapes between other shapes. Visio automatically adds the required spacing and connectors to ensure that the new shape is inserted in the correct position. To insert a shape between two shapes, drag the new shape in between the desired shapes, till you see green squares on the connectors and release the mouse.
The new shape will be inserted with equal spacing and appropriate connections. Often, inserting and deleting shapes can disturb the alignment of the diagram.
It can also make the elements of the diagram space out unevenly. To get around this, Visio provides tools that automatically align and space the shapes in your diagram so that it looks perfect. To automatically align and space shapes in a diagram, go to the Position dropdown menu in the Arrange section of the Home tab.
You can also hover the mouse on these commands to preview how the diagram would look after alignment. Visio provides options for automatically changing the layout of the diagram with the ReLayout Page command. The Re-Layout Page command provides commonly used layouts. You can also customize some of the aspects of the layout as needed. Open the diagram and navigate to the Design tab on the Ribbon. Click the Re-Layout Page dropdown menu and select a layout as needed. You will see that the diagram now changes to the selected layout.
You can also preview the look before clicking by hovering the mouse over the layout style. This opens a dialog box in which you can configure the layout properties. You can change the spacing between the shapes by manually changing the values in the Spacing field.
You can also change the appearance of the connectors to curved by selecting Curved in the Appearance dropdown menu. Remember to select the Apply routing style to connectors checkbox to be able to change the appearance of the connectors. Visio allows inserting text either within the shapes or in the document. You also get to do text formatting just like any other text editor.
It is easy to insert text within a shape. Just double-click within a shape to type the text. Notice that Visio automatically zooms into the shape to enable typing and zooms out when you click outside the shape.
To insert a text in a document such as a heading for the chart, click the Text Box dropdown menu in the Insert tab on the Ribbon and select either horizontal or vertical text box. Backgrounds are inserted using pages called background pages. Background pages can contain graphics or text such as copyright info and other information. Background pages are always separate but appear overlaid on the main page. You can change the background of a document by choosing from preset backgrounds or using your own background template.
To insert a background, click the Background dropdown menu from the Design tab on the Ribbon and choose a background preset. This creates a new page in addition to the diagram page. You can right-click the newly created background page to rename it. The new background will be automatically applied to all newly created pages in the document.
Apart from the shapes that are part of the diagram, you can add your own images to the document. Images can come from any online or offline source. If you add an image to the background page, the image will appear on all the pages in the document. To insert your images or graphics, go to the Insert tab on the Ribbon and select from any of the commands in the Illustrations section.
It can be a picture on your local drive, an online source, a chart or even a CAD drawing. You can also replicate the picture on all the pages by inserting the picture in a background page. To do this, select the background page and insert the picture as described above. Drag and resize the picture as needed. Now, navigate to the page containing the diagram and you will find that the picture appears on that page and any other subsequent pages that are added.
Sometimes, you might want to combine two or more elements of the diagram together. You can use containers to group shapes that are dependent on each other.
Callouts help in inserting more text outside the shape. Callouts are always connected to the shape and move along with it. To insert a container, go to the Insert tab on the Ribbon and click the Container dropdown menu in the Diagram Parts section.
You will see that there are many designs to choose from for the container. Once you select a design, you can drag the container around the grouped shapes. Release the mouse to lock the container. The container also contains an area for typing text.
Double-click the heading area to type the text. Select the shape for which you want to use the callout. To insert a callout, go to the Insert tab on the Ribbon and click the Callout dropdown menu in the Diagram Parts section. You will see that there are many designs to choose from for the callout. Select a design appropriate for the callout. The callout will appear connected to the selected shape. In this example, we have added a callout for the Back to Research process called Extensive Research.
The callout is linked to the shape and can be moved about anywhere in the drawing, however it will always stay connected to the shape. Visio will zoom in when you click the callout to enable typing and will zoom out when clicked outside the callout.
This text now needs to be converted into a hyperlink. To do so, select the text in the text box and in the Insert tab again. Click Link to open the Hyperlinks dialog box. You can specify the links to websites or a local file on your computer. Click OK to convert the selected text into a hyperlink.
You can directly hyperlink a text or a shape to a file. Double-clicking the text or shape opens the hyperlinked file. The procedure is similar to hyperlinking a website. Select the shape or text that you want to create a hyperlink for and click the Link button in the Insert tab of the Ribbon.
In the Hyperlinks dialog box, click Browse… adjacent to the Address field and click Local File… to browse to the location of the file. Make sure that the Use relative path for hyperlink box is selected to ensure that the file path is updated automatically when you change the file location. If you're using the Visio desktop app, you can also drag a new shape directly from the Shapes window to an existing shape's arrows and connect them automatically.
Now it's time to add details to your diagram by adding text. For more details about working with text, see Add, edit, move, or rotate text on shapes and Add text to a page. Add text to a connector the same way. Click and drag it up, down, or beside the connector. To see other available themes, click More. Your diagram gets a new background, and, a new background page called VBackground This page you can see in the page tabs along the bottom of the canvas.
To edit other text in the border, first select the entire border, and then click the text you want to change and start typing. You may have to click more than once to get the text selected.
Click Page-1 in the lower-right corner of the page to return to the drawing. Open Visio on the web. Note: If you have Visio Plan 2, you can also download and install the Visio desktop app. Select Create under the template you want, or select Create under Basic Diagram to start from scratch. To create your diagram, you drag shapes from the stencil in the Shapes pane to the canvas and connect them. There are several ways to connect shapes, but the simplest way is by auto-connecting them. Note: See Add and connect shapes in Visio for the web or Change the size, rotation, and order of a shape in Visio for the web to learn more about using shapes.
For more details about working with text, see Add and format text in Visio for the web. Drag a shape from the Shapes window and drop it on the page. Leave the mouse pointer over the shape until four arrows appear around the sides. These are AutoConnect arrows, which give you several ways to automatically connect shapes.
Hold the mouse pointer over one of the arrows and a mini toolbar appears, holding the top four shapes in the Quick Shapes area. Move the pointer over each to see a preview of that shape on your diagram. Click the one that you want, and that shape appears with a connector between it and your first shape. Drag a shape from the Shapes window and hold it over a shape on the page until the arrows appear, then drop the shape on top of one of the arrows.
Hold the pointer over a shape until the arrows appear, then grab an arrow, drag it to a shape you want to connect to, and drop it in the middle of the second shape. Note: Some templates have other handy ways to add and connect shapes. Click a shape once and start typing. Select a shape that has text. Click Home and use tools in the Font and Paragraph groups to format the text. On the Design tab, in the Themes group, move the pointer slowly over the different themes.
Each theme adds different colors and effects to the diagram. Click the one you want to apply. Click one of the background designs. Now look down at the bottom of Visio, just under the drawing page. There are two tabs: Page-1 and VBackground Page-1 is the page with the shapes on it, and VBackground-1 is a background page you just added. Click VBackground-1 to see just the background page, and then click Page-1 to go back to the diagram.
Click one of the options to add it to the diagram. Notice the border and title are added to the background page, so if you want to add the title, click the tab for the background page. Now click Title once and start typing.
The title changes to your new text. Visio allows you to apply built-in templates, to apply your own custom templates, and to search from a variety of templates available on Office. To use one of the built-in templates, under Template Categories , click the category that you want, and then click the template that you want and click Create. To use your own template that you previously created, under Other Ways to Get Started , click New from existing , navigate to the file that you want and click Create New.
To find a template on Office. Note: You can also search for templates on Office. To search for templates on Office. In the Search Office. Note: You are in the Backstage view when you first open Visio.
If you have just opened Visio, proceed to the next step. When the diagram template opens, most of the space is taken up with a blank diagramming page. Along the side is the Shapes window, which contains several stencils full of shapes. The stencils are identified by title bars at the top of the Shapes window; you might need to scroll the title bar pane to see them all. Web Expand child menu Expand. Must Learn Expand child menu Expand.
Big Data Expand child menu Expand. Live Project Expand child menu Expand. AI Expand child menu Expand. Toggle Menu Close. Search for: Search. Organization charts are frequently used in the diagram for your business.
A brainstorming diagram allows you to record and develop any set of related ideas or information like new strategies for business, book outlines, travel notes, meeting minutes, etc.
You can also build the most accurate building plans in Visio. This diagram also provides an overhead view of walls, doors, windows, and furniture. A flowchart can be used to document and analyze a process; standardize a process for efficiency and quality. It also uses for training or understanding by other parts of the organization. Visio offers focus approach to create professional Data flow diagrams DFDs for all types of projects.
It is targeted at participants and other stakeholders in a business process.
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