Create diagrams from templates, add and connect shapes, and export your finished work.
Microsoft Visio is a diagramming application for creating flowcharts, org charts, network diagrams, floor plans, and other structured visuals. This guide covers Visio for Microsoft 365 (Plan 1 or Plan 2).
A note on versions: Microsoft updates these apps constantly, and the exact wording, button placement and menu options can differ between versions, update channels and license types (perpetual vs Microsoft 365). If something on your screen does not match exactly what you see here, the feature is almost always still there, just in a slightly different spot or under a slightly different name. Use these guides as a map, not a pixel-perfect match.
The Interface
When Visio opens, you see a template picker. Choose a template to start with a set of pre-loaded shapes relevant to that diagram type. If you want a blank page, choose Basic Diagram.
The main areas once a diagram is open:
- Canvas - the drawing area in the center
- Shapes panel (left) - contains stencils, which are collections of shapes for the selected diagram type
- Ribbon - tools organized into Home, Insert, Design, Data, Process, Review, and View tabs
Choosing a Template
Go to File, New to open the template picker. Templates are organized by category:
- Flowchart - process flows, cross-functional flowcharts
- Organization Chart - org charts from data or manually built
- Network - logical and physical network diagrams
- Engineering - electrical, piping, and process diagrams
- Maps and Floor Plans - office layouts, building plans
- General - basic shapes, block diagrams
Click a template to preview it, then click Create.
The Shapes Panel and Stencils
The Shapes panel on the left lists the stencils included with your chosen template. Each stencil is a named group of related shapes. Click a stencil name to expand or collapse it.
To add a shape to the canvas, drag it from the Shapes panel and drop it where you want it.
To search for a shape across all stencils, use the Search shapes box at the top of the Shapes panel. Type a keyword and press Enter.
Adding Shapes
Drag a shape from the Shapes panel onto the canvas. Once placed:
- Move it by dragging its center
- Resize it by dragging a corner or edge handle
- Rotate it using the circular handle at the top
To add the same shape multiple times, hold Ctrl while dragging from the Shapes panel. This keeps the shape selected in the panel so you can drop multiple instances without re-selecting.
Adding Text to Shapes
Double-click any shape to enter text editing mode. Type your text. Press Escape to exit text editing and return to normal selection.
To change text formatting, select the shape, then use the font controls on the Home tab.
To add a standalone text label (not attached to a shape), go to Insert, Text Box, click and drag on the canvas, then type.
Connecting Shapes
Connections are lines that link shapes together. They are essential for flowcharts and diagrams that show relationships.
Method 1 - AutoConnect: Hover over a shape until blue directional arrows appear on its edges. Click one of those arrows to add a new connected shape from the Shapes panel, or drag from the arrow to an existing shape to connect them.
Method 2 - Draw a connector: Go to the Home tab and click the Connector tool (the line with an arrow icon). Then drag from one shape to another. A connector line appears. Click the Pointer tool to return to normal selection mode.
Connection endpoints snap to connection points on shapes. When an endpoint glues to a shape it turns green, which means the line stays attached even when you move the shape.
Formatting Shapes
Select a shape and use the Home tab to change:
- Fill color - the inside color of the shape
- Line color and weight - the border color and thickness
- Font - text inside the shape
For a consistent look across the whole diagram, use the Design tab to apply a theme. Go to Design, Themes and click any theme to apply it to all shapes at once.
Aligning and Distributing Shapes
Select multiple shapes (hold Shift and click each one, or drag a selection box around them). Go to the Home tab, Arrange group, and use:
- Align - align edges or centers of selected shapes
- Position - open this dropdown for Distribute Horizontally and Distribute Vertically, which space shapes evenly. Distribute needs at least 3 shapes selected to become available.
Saving and Exporting
Ctrl+S saves in .vsdx format (the native Visio file format).
To export for sharing:
- File, Export, Create PDF/XPS - saves a static PDF
- File, Export, Change File Type - options include PNG, SVG, and older Visio formats
To export a specific page or selection as an image, go to File, Export, Change File Type, and choose an image format.
Links
- Microsoft Visio help and learning
- Get started with Visio
- Add and connect shapes in Visio
- Apply themes in Visio
Have questions after working through this? The replies are open.
Ready to go further? Microsoft Visio Intermediate: Swimlanes, Layers, and Shape Data