Microsoft Visio Tutorial: What is, How to Use with Examples

Details

What is Microsoft Visio?

Microsoft Visio is a diagramming tool to create simple as well as complex diagrams and vector graphics. It enables you to create detailed organization charts, floor plans and pivot diagrams according to your business needs. It comes with inbuilt templates which helps you virtually create diagrams of any complexity like shape-based artwork or complex drawing.

In, this Microsoft Visio tutorial, you will learn basic Visio concepts like:

History of Microsoft Visio

Visio File Types

Now in this MS Visio tutorial, we will learn about different Visio File Types. Following are important file types available with Visio software:

Download and Install Visio

Notes: You require to have an active Visio license to download Visio. You need to run the "Click-to-Run" version of Microsoft Office before installing Visio. The Click-to-Run version is installed from https://www.office.com.

How to start Visio

Step 1) Click on "start" button.

  1. Type Visio in a "search" box.

  1. Click on "Visio 2013" menu.

You can also register with Office 365 and access Microsoft Visio Online.

and create diagrams

Important components of Visio

Now in this Visio for beginners tutorial, let's learn about important components of Microsoft Visio. Here are essential components of the Visio tool:

Stencils:

Stencils contain a collection of related shapes. For example, in a workflow template, there is a stencil which contains all the workflow object shapes.

You will see stencils on the left side of the drawing page.

The Quick Access Toolbar

The Quick Access Toolbar allows you to add often used command so that you can easily access it as when needed.

The Ribbon:

The Ribbon is a panel which contains functional groupings of buttons and drop-down lists organized by tabs. ‭These group of tabs which affect the different functionalities of Visio. ‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬‬

The Ribbon is designed to find commands that you need to complete a task. It includes designing pages, inserting objects onto pages, or link data with shapes.

The File tab (Backstage View)

The File tab provides a centralized location which is called the Backstage View. It allows you to perform various Visio file management tasks like creating, closing, sharing, saving, printing, converting to PDF, and emailing.

In Visio, the Backstage view is very important. It allows you to view document properties, removing personal information, and reducing the file size by eliminating unused items.

The Home Tab

This is a default tab in Visio. It allows you to change font size, colour, set alignment of text, find any text, fill colour in shape, cut, copy, and paste shape as well as text.

The Insert Tab

The insert tab allows you to insert illustrations, diagram parts, links, and text.

The Design Tab

The design tab allows you to make changes in the background, page setup, borders, colour schemes, and basic layout of your drawings.

The Data Tab

Using the data tab, you can link your database data to shapes, create data graphics, and insert horizontal and vertical legend.

The Process Tab

You can use process tab to import and export workflow and link an existing subprocess with a shape in a larger process.

The Review Tab

This tab offers you to add comments and check spelling.

The View Tab

It allows you to personalize your view of the drawing screen. For that, various tools are given to add rulers, gridlines, guides, and page breaks.

Visio also provides a zoom button to the magnifying drawing area.

How to use Microsoft Visio

Now in this Visio tutorials guide, we will learn how to use Microsoft Visio:

Here, are steps to plan and draw a basic Visio chart:

Step 1) Decide what you're trying to accomplish and gather the suitable detail requirements to draw your diagram or chart.

Step 2) Determine which chart type best suited to illustrates the information you want to convey. In our case, we will create a login flowchart.

Step 3) In Visio, select and open the template according to your chart type.

Each shape represents different things, which ranges from simple rectangles, squares, ovals, and arrows to hundreds of highly specialized shapes and symbols.

Step 4) Drag and connect shapes or symbols to illustrate the items and their flow.

  1. Drag terminator shape to drawing area.
  2. Drag Compare2 shape.
  3. Drag dynamic connector to drawing area and connect these two shapes.

Step 5) To add a label, go to:

  1. Insert tab
  2. Click on "Text Box"
  3. Select horizontal Text Box

Click on drawing area to add label.

Step 6) Lastly, review your diagram and compare with your rough design.

Below is an example of a flowchart showing a login process.

Applications of Microsoft Visio

Here, are essential applications and functions of Microsoft Visio:

Usage Description
Business Process Diagrams It is one of the most popular used of Visio. It helps you to illustrate business processes.
Organization Charts Organization charts are frequently used in the diagram for your business.
Brainstorming Diagram 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.
Building Plan You can also build the most accurate building plans in Visio. This diagram also provides an overhead view of walls, doors, windows, and furniture.
Flowchart 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.
Analysis Visio offers focus approach to create professional Data flow diagrams (DFDs) for all types of projects.
In business You can draw Business Process Modeling and Notation shortly known as (BPMN). It is targeted at participants and other stakeholders in a business process.
In Chemical Engineering Visio allows you to draw a Process Flow Diagram (PFD), which is a type of flowchart that explains the relationships between various components at an industrial plant.

Best practices of using Microsoft Visio

Following, are best practices of using Microsoft Visio:

Benefits of Microsoft Visio

Here, are benefits/cons of using Microsoft Visio.

Disadvantages of Visio

Here, are cons/drawbacks of using MS Visio:

Summary

 

YOU MIGHT LIKE: