Beginners Guide To Using MS Visio [6 Step by Step]

Beginners Guide To Using MS Visio [6 Step by Step]

Guide To Using MS Visio
Guide To Using MS Visio

Create beautiful diagrams, drawings, and basic diagrams in the diagramming area with Visio. Design flowcharts, wireframes, floor plans, and more. Learn how to use Microsoft Visio with 6 easy tips and tricks from us. These tips will help you create click design diagrams in just a few basic steps. Whether you are a beginner or have some experience, these tips will guide you in creating a basic diagram using Microsoft Visio. 

Let’s get started!

Admittedly, the first time you open Visio can be difficult and confusing, especially if you’re new to the Microsoft Office interface. When you open Visio, a dialog box will appear on the screen. To start using Visio, navigate to the home tab and explore the various features available. Don’t forget to preview your work before finalizing it. Even if you have used other apps from the same brand and you’re familiar with its click design, Visio’s diagrams and canvas view could still be a little hard to navigate.

But no worries! This beginner’s guide will be your assistant in figuring out the basics in Visio, so you can become fluent in using diagrams, charts, and drawing pages in no time. Just click design to get started. Even if this is your first time using an app to create diagrams, you’re in the right place to get started. Open Visio and click on the design canvas to access the drawing page.

What Exactly Is Microsoft Visio?

Microsoft Visio is an office tool that allows you to create versatile diagrams and flowcharts. With its user-friendly interface, you can easily navigate through the drawing page and access various shapes and arrows from the shapes window. It’s a handy tool for all your project needs. No matter if you’re a teacher or an engineer, Visio has all the right tools, shapes, and functions to aid you in your drawing and diagram projects in the office. With Visio, you can create detailed and precise diagrams on a digital canvas. It’s easy to design and customize your own diagrams.

With an array of drawing shapes and editing tools, you can easily create professional-looking projects in the office. Whether you’re starting from scratch or using open visio templates, the background page options and various themes will help you get creative and make outstanding designs. What we love about Visio is its ability to create industry-standard, beautiful projects using cost-free icons and assets provided by Microsoft. With Visio, you can easily create professional diagrams and drawings, complete with arrows and other essential elements. Whether you’re working in an office or at home, Visio is the perfect tool for all your diagramming needs.

Microsoft Visio: Essential Beginner’s Guide (Step by Step)

This guide is written for all versions of Visio, including Microsoft 365 and standalone software. Whether you need to create a diagram or drawing for your office or simply want to add a new page, this guide will provide you with the necessary information. Learn how to get started with the app and open the page. Master the basic principles you’ll need when working with this Office tool in the background. Click to learn more.

Step 1. Get Started

When you open Visio, you’ll be presented with a shapes window where you can start drawing your diagram on the page. There are different kinds of templates available for various projects. You can set up a Basic Diagram in Visio, a Basic Flowchart in Visio, an Organization Chart in Visio, a Detailed Network Diagram in Visio, a Workflow Diagram in Visio, an Office Layout in Visio, a Home Plan in Visio, and so on. Use Visio for drawing arrows and organizing data. All of those templates include specific drawing tools and stencils on every page to create a background and add arrows related to the particular topic.

So, the first thing you have to do is to figure out if the visio drawing or flowchart you want to create is related to any of those topics, such as arrows and shapes. If you want to create a new page, simply click on the “templates” tab and select the desired template. With just one click of the mouse, Visio will set up the workspace for you. This includes a diagram, drawing, and page with arrows. 

You can even see more pre-built workspaces on the Visio diagram page if you click on the More templates link. Still not satisfied? There are hundreds of free-to-use templates online for you to download and import into Visio for drawing diagrams with various shapes on each page. You can even create your own templates with shapes and arrows to use on future drawing projects.

If you don’t see any suitable visio diagram templates for your needs, you can choose to start a Blank Drawing page and add shapes. This allows you to build your drawing project from scratch with all different kinds of objects, shapes, and visio diagram templates at your disposal. Additionally, you can easily add and edit text as needed.

Step 2. Set Up the Sheet


Once you’ve chosen a template to work with, you can click on it to open a Visio diagram. On the page, you will see a blank sheet in the middle, a Ribbon menu on the top, and a toolbar with Shapes on the left. The title of the diagram will be displayed at the top. This is the basic interface of Visio.

If you want to change the shape or orientation of your Visio diagram page, just go to the Design tab, and then click on the Orientation tool that’s located on the Ribbon. Select whether you want it to be in a portrait or landscape mode. Click to choose the page orientation.


To change the size of the Visio page, simply click on the Size tool in the template and choose the size you want for the shapes. You can also pick from industry-standard resolutions and sizes in Visio to ensure your shapes meet the requirements for your job. Simply click on the page and select the appropriate visio shapes.

Step 3. Start Drawing

To start creating your diagram or flowchart in Visio, simply click on More shapes from the toolbar on the left side of the page. Select the category you need from the template options to access the relevant data. You can choose from the following categories in Visio: Business, Engineering, Flowchart, General, Maps and Floor Plans, Network, Schedule, Software, and Database. Simply click on the desired category to access a variety of diagram shapes.

Don’t be afraid to explore all the categories on the page to find the perfect shape template you need if you don’t find it in your main category! Click and discover a variety of shapes. To start creating a diagram, choose a shape from the Visio template. Click on the shape and drag it onto the blank page. You can place the shapes wherever you like on the Visio page, resize them, and rotate them with a simple click.

Step 4. Connect Your Shapes

To connect the shapes you added to your visio page, click on the Connector tool from the Ribbon. This will help you establish a data connection using the visio template. You can typically find this in the Insert tab. With the Visio tool selected, click and place the shapes and connectors from the template wherever you wish.


Depending on the Microsoft Visio version you’re using, the connectors may be under the drop-down menu called Shapes. To find them, simply click on the Shapes drop-down menu on the page and look for the connectors. In Visio, you can easily adjust the size of shapes by clicking on them. Additionally, you can link text to different shapes on a page.

Step 5. Add Text

The easiest way to add text into the Visio shapes on a page is to simply double-click on them and start typing the data. This way, the text you’ve typed becomes a part of the shape. So whenever you move the shape on the page, simply click on it and the data will move with it. Press the Enter key to start a new line within the shape if necessary. If you need to add more text, simply click on the page and continue typing. To finish typing, just click off the shape.

Another way to add text is to use the Text tool located on the Ribbon. Simply click on the Text tool to insert text onto the page. This tool allows you to input data and customize the appearance of the shapes. Click and drag on the page to create a text area and start typing. Use the data to input your information and experiment with different shapes. You can place the text on the page inside or outside of the shapes and edit and format it with a variety of tools. Just click to modify the data as needed.

Step 6. Save Your Work

After working on your project or finishing it entirely, find the Save as… option in the File menu and click to save your document.


You have the option of saving your file in many different file formats. You can click on the shapes page to select the format that best suits your needs. If you want to be able to open and edit your project later, you need to save the text in “.vsdx” format. Click here to save your text in the appropriate format. This will ensure that all shapes and data are preserved for future editing. If you want to save the page as a picture, click on either the “.jpeg” or “.png” shapes. You can also save the page as a “.pdf” file, so it’s easier to upload the text on the internet. Just click here to save and upload the data.

When your project is saved, you can share the shapes, page, text, and data with other people without any changes in the quality of the file. If you saved the text as an editable document, others with the file can also access and make modifications to the page, greatly enhancing teamwork. This allows for collaborative editing of data and shapes.

Final Thoughts

With this great app, learning how to use shapes is simple. You no longer have to ask someone else to help you click and set up a flowchart or a diagram on the page. Being able to create projects yourself, you have complete control over the shapes and data in the diagram from the get-go. Click on the page to start inputting your own data. Just use those steps as guidelines and don’t be afraid to explore all the options Microsoft Visio has to offer. Whether you want to create different shapes or click on various pages to add text, Microsoft Visio provides a range of possibilities.

That wraps up the 6-step beginner guide to Microsoft Visio. To create shapes, simply click on the page and add text. We hope you were able to learn some new tips and tricks to use when working with shapes and data on your diagram projects. Whether you’re creating a flowchart or a graph, it’s important to have the right shapes and accurate data to convey your message effectively. By incorporating these elements into your diagrams, you can create visually appealing and informative pages that capture the attention of your audience. So go ahead and experiment with different shapes and styles to make your text and data stand out on the page. These steps will provide a great foundation for your Visio skills and ensure you can improve further and further in the future. Whether you want to create intricate shapes or analyze complex data, simply click on the appropriate tools. With Visio, you can easily manipulate text and customize it to fit your needs. Good luck!

Our Help Center offers hundreds of guides to assist you if you’re in need of further help with text, shapes, and data. Click here for more information. Click here to return to us for more informative articles, or get in touch with our experts to immediately assist you with data, shapes and text.

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