Microsoft Visio Professional: Creating and Customizing Diagrams and More

Learn about the Visio Professional application. Get to know about creating and customizing diagrams, data linking and visualization, and collaboration and sharing in the application.


Visio Professional is a comprehensive tool for creating, customizing, linking, visualizing, collaborating, and sharing diagrams. By understanding the capabilities of Visio Professional and mastering its tools and techniques, users can utilize the power of visual communication to enhance decision-making, streamline processes, and convey insights effectively.

Visio Professional is a diagramming and vector graphics application that is part of the Microsoft Office suite. It provides users with a wide range of tools for creating diagrams, flowcharts, organizational charts, floor plans, network diagrams, and other visual representations of data. Microsoft Visio Professional offers advanced features for data visualization, integration with data sources, and collaboration with team members.

In this article
  1. Creating and Customizing Diagrams in Visio Professional
  2. Data Linking and Visualization in Visio Professional
  3. Collaboration and Sharing in Visio Professional
  4. Make a Diagram with Ease Using Wondershare EdrawMax
  5. Conclusion

Part 1. Creating and Customizing Diagrams in Visio Professional

Creating and customizing diagrams in MS Visio Professional involves a range of tools and techniques that enable users to design visually appealing and informative representations of data. 

  1. Shapes and connectors:Visio Professional provides a diverse set of shapes and connectors that users can drag and drop onto the canvas to build their diagrams. These shapes and connectors can be customized in terms of size, color, style, and alignment to create clear and professional-looking diagrams.
  1. Themes and styles:Visio Professional offers a variety of themes and styles that users can apply to their diagrams to enhance their visual appeal. Users can choose from different color schemes, fonts, and effects to make their diagrams consistent with their organization's branding or to convey specific messages effectively.
  1. Containers and lists:Visio Professional allows users to organize and structure their diagrams using containers and lists. Containers can hold related shapes together, while lists can display hierarchical information in a clear and organized manner.
  1. Layers and grouping:Visio Professional enables users to work with layers and grouping to manage complex diagrams more effectively. Layers allow users to control the visibility and editing of specific elements, while grouping helps in organizing related shapes and objects.

Part 2. Data Linking and Visualization in Visio Professional

Data linking and visualization are essential aspects of Visio Professional software that enable users to create dynamic and insightful diagrams that are connected to external data sources. 

  1. Data linking:Visio Professional allows users to link their diagrams to external data sources, enabling the automatic updating of diagram elements based on changes in the underlying data. 
  1. Data graphics:Visio Professional provides data graphics that allow users to visually represent data within their diagrams. 
  1. Data visualization tools:Visio Professional offers a range of data visualization tools such as data bars, color by value, and icon sets that help users represent data in a meaningful and impactful way. 
  1. Pivot diagrams:Visio Professional supports pivot diagrams, which allow users to visualize and explore data hierarchies dynamically. 

Part 3. Collaboration and Sharing in Visio Professional

Collaboration and sharing capabilities in Visio Professional enable users to work together on diagrams, gather feedback, and distribute visual representations of information to stakeholders. 

  1. Real-time collaboration:Visio Professional allows multiple users to work on the same diagram simultaneously, facilitating real-time collaboration and co-authoring. Users can see each other's changes as they happen, making it easier to coordinate efforts and make decisions collaboratively.
  1. Commenting and annotations:Visio Professional provides tools for adding comments and annotations to diagrams, allowing users to provide feedback, ask questions, and communicate with other collaborators. Comments and annotations can be used to capture discussions and decisions within the context of the diagram.
  1. Sharing options:Office Visio Professional offers various options for sharing diagrams with others, including sharing through SharePoint, OneDrive, email, and other collaboration platforms. Users can control access to their diagrams, set permissions, and track changes to ensure secure and efficient sharing.
  1. Version history and tracking:Visio Professional maintains a version history of diagrams, allowing users to track changes, revert to previous versions, and review the evolution of the diagram over time. 

Part 4. Make a Diagram with Ease Using Wondershare EdrawMax

With its extensive range of features, intuitive interface, and easy customization options, Wondershare EdrawMax has emerged as the go-to solution for creating charts, diagrams, and visual aids. Its user-friendly platform makes it the best choice for efficiently designing, editing, and sharing diagrams. The following are the steps to create a flowchart using the tool:

Step 1: Turn on your device and launch EdrawMax. If you don't already have an account, create one in a few minutes.

logging in to edrawmax

Step 2: To access the "New" option after logging in, click the "+" icon next to it or use the keyboard shortcut "Ctrl+N." This will open a new document.

opening a new document in edrawmax

Step 3: Navigate to the "Flowchart" section and look for the term. From the list of options, choose a suitable template, then click it to open it.

searching for a template in edrawmax

Step 4: Modify the template to your specifications. To adapt the flowchart to your needs, change its layout, colors, and other elements.

customizing the template

Step 5: Use the keyboard shortcut "Ctrl+S" or select the "Save As" option from the left-side navigation pane to save your flowchart. Decide if you want to save the file in the cloud or on your computer.

saving the flowchart

Step 6: To export the flowchart in a specific format, choose "Export and Send." Select your desired file type, such as PDF or JPG.

exporting the flowchart


Visio Professional is a powerful tool for creating and customizing diagrams, linking and visualizing data, and collaborating and sharing visual representations of information. Its rich set of features and functionalities make it a valuable asset for professionals across various industries who need to communicate complex information visually.

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10+ export formats
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Edraw Team
Edraw Team Jul 04, 24
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