Must-Try Microsoft Visio Tips and Tricks To Boost EfficiencyDonna Marie Padua
Microsoft Visio has almost become synonymous to good charting and diagraming. In fact, for the past years, it has cemented a spot on the top diagramming apps in the market.
From flowcharts to floor plans, Visio proves to be better than any other app. There’s nothing it can’t handle. Most especially for the newest version which is Microsoft Visio 2019; it’s packed with more tools to make sure you can do better output using the app.
The latest in Microsoft Visio 2019 include:
- Organization Chart, Brainstorming, and SDL templates boast new starter diagrams
- New Database Model Diagram template
- New Visio wireframe converts to blueprint of functionality and content.
- Several hundred of shapes in its database that are organized by category for easy access
Other features include:
- New UML component, communication, and deployment diagrams
- Enhanced AutoCAD support
- Improved AutoCAD scaling
- Faster import of AutoCAD files
- Instantaneous shape overlay
This popular flowchart software is usually used by enterprises. Some students need it too, most especially those in college. Its functions are professional works and could go hand in hand with other presentation-making and report-making software.
Microsoft Visio can be used to create simple or complicated diagrams. It offers a wide variety of built-in shapes, objects, and stencils to work with. You can also make your own shapes and import them if you’re willing to do all that extra work. The driving idea behind Visio is to make diagramming as easy as possible for the user. Some other things you can do with Visio include:
- 3D map diagrams that you might print on a brochure or campus directory
- Pull live information from an external source like Excel sheet or Access database.
Overall, Visio is a dream diagram tool that offices want to acquire. It can be pricey with Microsoft selling the Standard Edition at $280 (414AUD) while the Professional Edition is at $530 (784 AUD).
But even small business can now afford to get the software through Softvire.
While Microsoft vision download can out a hole on your pocket, you can find better deals from authorized retailers like Softvire. A Standard 2019 version only costs a little over 300 AUD at Softvire, while Professional 2019 is at almost 600 AUD price point. There’s a big difference in price but copies are both genuine.
So now that it’s more possible for you to score a Microsoft Visio download, let’s look into some tricks that can help you make the most of this flowchart software.
Create Your Own Shapes and Elements
Diagrams couldn’t get any more boring than it used to be with old diagramming apps in the p
ast. However, with Microsoft Visio, you can draw just about any shape you like to use on your flowchart.
You’re holding a Cricket competition and you need to present a flowchart to the organization? You can make your presentation more alive and appealing by drawing a cricket bat.
This is possible, thanks to the drawing tools in the software. When you click on the little arrow, a drop-down menu will show up and you can pick the shape you want to draw. You can choose from: rectangle, ellipse, line, freeform, arc and pencil. Just click on one of them and start drawing different shapes.
You also have the option of combining existing shapes to create a new and unique one. The pencil tool gives you all the freedom to draw on your worksheet.
Editing Text is Easier
Have you tried doing your flowchart on Microsoft Word or Excel? Or let’s say on Paint? It can get really frustrating sometimes to edit texts you’ve already placed, right? You’re in a hurry but just couldn’t find the text edit tool.
In Visio, it’s very simple and easy. If you have added text to a shape and want to edit it, simply click on the shape and press the F2 button on the keyboard. You will then see the editing tools, so you won’t have to go through numerous tabs and menus to find them.
Save Your Stencils
Visio gives you the option to create stencils you can save and reuse later on. This is useful when you couldn’t find the shape you want in their database. This will also save you time from having to redraw shapes over and over again.
You can save your stencils on Visio Library by going to the More Shapes tab on the left toolbar. Then choose New Stencil. To save your creation, you simply have to drag and drop the shape you created, right-click on the stencil and choose Save.
Use Different Types of Files in Your Diagram
Copy any elements you need from other Microsoft apps and paste them directly on Visio. It will place them on the UI as is. This function is very useful, for example, when you want to transfer a formatted text from Microsoft Word to Visio. You will see the elements as they were on Word.
Same goes with Excel. Copy a cell with formula and paste it on Visio as is.
This will greatly save you time from having to redo the process manually.
Furthermore, you have the option of inserting images to your diagram or flowchart and you can edit them with a variety of editing tools. Rotate them, resize them or crop the images. You can even fix the brightness and contrast right on your Visio UI.
Use Shortcuts to Finish Projects Faster
There are more ways to make work faster on Visio and using keyboard shortcuts is one of them. Prepare to be overwhelmed, though, there’s a lot of them. Don’t worry, because you can master them soon.
Here are some useful shortcuts you might want to know about:
- Edit text – F2
- Repeats the last command – F4
- Check spelling – F7
- Align shapes – F8
- Insert hyperlink – Ctrl + K
- Cut – Ctrl + X
- Redo – Ctrl + Y
- Undo – Ctrl + Z
- Paste – Ctrl + V
- Send to back – Ctrl + Shift + B
- Send to front – Ctrl + Shift + F
- Turn the pointer tool on – Ctrl + 1
- Turn the connector tool on – Ctrl + 3
- Duplicate a shape – Ctrl + D
- Replicate a shape – Ctrl + left click + drag
- Create a new Process map – Ctrl + N
- Open an existing file – Ctrl + O
- Save the file , Save as a different name – Ctrl + S, F12
There are some hidden tools that you should launch since you can use them a lot when you create flowcharts. One is the Connect Shapes tool.
To utilize this feature, create a new tab and drag the Connect Shapes tool into this tab.
This tool is used to drop shapes on Microsoft Visio UI. Simply hit on the Ctrl or Shift key to multi-select these shapes in the order that you want them to be connected. Once they are selected, click Connect Shapes.
These are just some of the most useful time-saving tricks you should learn about Microsoft Visio. And as the software gets new features, we’ll update you with more tips and tricks.
To help newbies understand Visio, here’s a tutorial video to get you started: