Microsoft Visio: Learn Visio and Process Diagram Basics!

1. Learn Microsoft Visio Now: Hi, welcome to master Microsoft Visio diagram basics. So you're starting out within Microsoft Visual than this is for you. Here's what you will learn from this course. Create flowcharts from scratch, use templates and characters, transform processes into diagrams fast and so much more. So what are waiting for? Master Microsoft Visual now and see you inside. 2. What is Microsoft Visio: Hi, This is Bryan Hall and we will be talking all about Microsoft Visual. So what is Microsoft Visual? It is a diagramming and vector graphics software from Microsoft. So you can design network diagrams, flowcharts, floor plans, use cases, and even music shifts, so pretty much you name it. So there are whole lot of diagrams that we can work with and I'll walk you through step-by-step. So over here, this is what we're after. This is what we will be creating from scratch. And you will be doing that as well throughout the course. So what we have here is pretty much a flowchart of creating a course for beginners. So I hope you're excited because we will be working step-by-step from the very first blank visual diagram until we have this completed work. 3. Where to get Microsoft Visio: So where can you get Microsoft Visio? So it's fairly straightforward to get visual. You just do a quick search on visual and it will lead you straight to this Microsoft page on visuals. So what I'll do right now is let's click on See Plans and Pricing so that we can have a better idea on what the options are. So what do we have here is pretty much subscription plants on the left. And then the next one is the onetime purchase. So for the subscription plans pretty much it's a monthly costs that you can use visual wetter on the web or on both the web and desktop. So it really depends on your needs, but I'll be walking through in this course the difference between web and desktop so that you can have a better idea on which works best for you. Then if we have a look at the onetime purchase, pretty much it's a more expensive option because what we have here is pretty much visual standard 2021 and Visio Professional 2021. So pretty much it's a onetime purchase, but it pretty much locks you in to this specific visual version depending on which one that you choose. And then pretty much on. My personal recommendation is the easy way is to just check out the visual plants on the subscriptions, right? Let's say e.g. if you want to try out the visual desktop, then that would be this plan over here, the second plan, because if we just scroll down over here, right, it includes the visual desktop as well. So e.g. if you want the desktop, I would recommend to just try this out the visual plan to, and then select the try free for one month option because it's a really easy way to see if it works for you. Then if it's good, then you can simply subscribe for the duration of your project to save on costs. So e.g. if, Let's say your project runs for three months and then that's the only time that you need visual, then that would cost you around $45. Instead of going forward the onetime purchase, then it's a lot cheaper because if you have any idea on the duration that you need the software, then just go for a subscription. But if e.g. let's say the web version is sufficient for your needs, then it's a lot cheaper at $5 per month. Now another good thing with the subscription plan is that you are assured of having the latest visual version all the time with the latest features. So that's another benefit of going with the subscription plan. 4. Starting Visio and Templates: Now I have installed the visual desktop software and I have it open right now. So let's explore what are the initial options that we have when it comes to creating a visual diagram from scratch. So over here I've selected new and as you can see, we can pretty much start with a blank drawing if we choose to. Or we can use templates to gain a head start. So you might be wondering what are templates for? Templates pretty much it has a specific set of stencils for the specific diagram type that you have selected. The great advantage with this is everything is set up. It pretty much saves you time from finding the specific set of stencils or shapes for that specific template type. And you just can work straight away when it comes to starting with a blank diagram. And we'll see this in action. Don't worry about that once we work with templates because you can see that, okay, it's very easy to work with that specific set of shapes pre-selected for you. Now, the question right now is, what are the different tabs that you can use when you're inside this section over here. So let's just scroll down to office over here to office tap, it pretty much shows you the most popular templates. So you can see there's the organization chart, There's the timeline, There's the cross-functional chart, and there's quite a number that you can use when it comes to creating your own visual diagram. So pretty much that's for the office tab. But if you need a more comprehensive list of templates that will just select the Templates tab over here. And you can see that there's the categories being shown, business, education, engineering, a cheddar, ready for you. So let's say, let's just select business and have a quick look. We have the other diagram, we have charts. We have different types of diagrams or chart as well. Alright, even Six Sigma diagram. Okay. Go back and let's have a quick look. Let's say for Madison floor plans. So e.g. for maps and floor planets, we have even a crime scene investigation template ready for you. Okay. We have the home plan, we have the floor plan, even for your office, for plumbing, etc. So there's quite a number that you can use right off the bat when it comes to templates. Now, you might be wondering what is the sample diagrams tab for. So if you need inspiration, so let's say you're stuck. You pretty much know what template to use. Let's say you want to create a home plan or office plan, but you're stuck with it comes to thinking, okay, how can I utilize this? Or what kind of design like strategy should I use? So the sample diagrams is a good place to start because it has this specific template that you might be wondering on how to use. It has already applied it in action. It will be useful in giving you inspiration on how you can go about when it comes to creating your own. So let's just have a quick look. So e.g. let's say for templates, Let's say we go to maps and floor plans. And then inside here, let's say we want to work with an office layout. So let's just select this. And I'll select Create so that we can now see the template in action. We have on the left side, we have all of the shapes already set up on your left. So e.g. let's say officer accessories, we have plans. You can just simply drag and drop quickly onto your diagram. So that's really cool. We have a table lamp, we have the waste can over here. We have coffee machine, etc. There's a number like a really extensive number of stencils are shapes that you can use any place on their diagrams. So you can see I'm just randomly dragging and dropping different shapes over here. But I have no idea on how I can start the office layout from scratch. But the cool thing with templates is you have your selections over here, office equipment, e.g. you have the telephone, you have the printer, you have the fax machines. So pretty much they have a lot of options ready for you for your specific template because this is Office related, right? So if you notice, all of your shapes are also office related. So that's the cool thing with templates. Now, let's jump over to the sample diagram of the office layout as well so that you can have a better idea on, okay, what's the difference between the two of them? Now, to be able to do that, I'll jump over to the sample diagrams tab and so that we can compare the template. Let's go to maps and Philippines. So pretty much same thing over here. And then inside the sample diagram you can see there's quite a number of completed templates that they have already done for you. So e.g. for the office layout plan, we have parking layout. There's quite a number, but let's just quickly explore because it's really cool that you can see on what has been already created. There's even servers over here, right? The architecture network diagrams that he can explore on how it is done. So let's just go back right before the sample diagrams and maps and floor plans. And then let's say let's try out the office layout over here. Now if I go forward the template. So let's just minimize this one that we have created a while ago, but this one is already finished for you. So this is the cubicle layout. And it can give you an inspiration that okay, this is where I can place a plan. This is where I can drag the chair on. So it's a starting point that you can play with. A better idea is also to start with this simple diagram, e.g. and then you can just make modifications and you can just tweak it based on your needs or your personnel, nice as well. So let's say if you just compare this to what I've been working with a while ago. This is the template that I've started, right? There's quite like I'm pretty lost on how to work with this. So pretty much when we use a sample diagram, it gives you a good starting point and then you can just work from there, okay? Or once you have an idea, then you can just go back to your template and then continue the work that you do. 5. Starting a Cross Functional Flowchart: Now for the fun part, let us try working on a cross functional flowchart. So what I have here is the screenshot of our goals. So pretty much our goal is to create a plan on how to work on a visual beginner course from scratch such as this. So this is going to be the flowchart that we will be creating. So I'm just minimize that. And I'm back here inside the Visual app. And what we will be doing is we will be working with the cross functional flowchart template. So to be able to do that, just select the Templates tab over here, okay, and then for flowchart, I'll select that. And then for the cross-functional flowchart, then we can select this. If you've noticed, there's quite a number of options as well. If we want to have a specific design or team that we want to use, right, but let's just start with a blank template, blank diagram. So I'll select Create. And if you notice that since we have selected the flowchart template, so let me just open this and we immediately have access to the different flowchart shapes over here. So you can see we have process, decision, sub-process, et cetera, over here. So if we started with a blank diagram, so you will need to add more shapes one-by-one over here. So pretty much the basic flowchart shapes and the cross-functional flowchart shaped over here. They won't be available if we select a blank diagram as compared to the template that we are using right now. So e.g. let's say for more shapes, right? You can just open over here. You can add brainstorming shapes, e.g. so I'll just select this. And if you notice on the left, then you have the brainstorming shapes added right now to the left, so that you can quickly select them for your diagram. So that's the other setup step that you need to do if you are working with a blank diagram as opposed to a template. So you would need to search for the shapes are different categories one by one, so that you can add them over here. But let's just undo this one, right? And just close this. Okay? And pretty much, Let's just focus on working with the flowchart shapes. So I hope that it provides you a better idea, right, when it comes to using a blank diagram versus the templates. But the good thing is when the templates, not just limited to these options over here, okay? You can simply add more shapes, S you need, depending on your diagram or pretty much on your scenario, then you can just quickly add them as well. But the templates pretty much would give you a quick starting point to work with. So as you can see, there are a lot of time-saving advantages when working with templates right off the bat. So you can see us well, we also have the cross functional flowchart tap on the top for this template. And there are different options for us as well that you can use as we create our diagram step-by-step. 6. Title and Swimlanes: So now we have our cross-functional flowchart templates. So let's go on the basic steps when it comes to setting this up. So first things first is we want to change the title of our visual diagram. So what I'll do first is let me just zoom in a bit so we can quickly zoom in so that you can see better on the diagram that we are working with. Let's say, I'll just say this one more level. I'll double-click on the title and the title would be visual beginner course over here. Now, for this type of chart, we want to add the different rules on who will be working in making this course a reality. We have different simulates over here. You could see it right? Which person will be doing what? So e.g. let's say for this first swim lane, we will be updating this with project manager. The project manager will be overseeing the course creation or this project, right? And then we have reviewer as well. And for another role we want riders as well to be able to write the or create the course content. To be able to do that, we need to add another swim lane over here. You can simply select the cross-functional flow chart tab under Insert. And if I click swim lane, that you can add another same name as well. Then another way as well is to jump over to shapes. On the left side, you can just select the different shapes. And then I'll just drag the swim lane as well over here to add another one. Okay, so the cool thing with visual is pretty much the same thing that we're trying to do or trying to accomplish. There are different ways that you can do that inside the application. Now simply click Undo because I don't need the fourth swimming. And they'll just double-click on this. And let's just type in writers for our final swimlane. So now that we have the basic setup and the next part is to work on the process and start filling up the middle part over here to black space over here. 7. Add Shapes Text and Connectors: Okay, So now for the fun part, Let's start creating our process. So to be able to denote the start of our process, we will be using the star shape first, and I'll just drag this over here. And the cool thing is, you could see, right there are guidelines and they are there to help me to fix the layout of our shapes. So let me just drop this over here, okay? And you can simply double-click on the shape, which is what I'm doing right now. And now we'll just type in start over here, okay, so very easy. You just drag your shape and then you can start adding information or textual information to their shape by double clicking on it. So that's continued to fill up our process and to be able to add more steps to it. Either you can drag and drop, right? Let's say we have the next step to this. We can just simply drag and drop a specific shape to it. Or you can also hover over the current step and you can simply select a specific like. So let me just delete this over here so they can have a look. Okay, so let me just hover over this, right? And I can select the arrow, and then I can simply select the shape or the next shape that I want to be the next step. Okay, so under stark, right, I've selected the process shape over here, okay, and then let's say I'll just hover over this shape again and I can simply select, let's say another process. The cool thing with this approach is that there will be a connector added right away depending on the direction that you have selected. So e.g. if I select the down arrow over here, so I'm just hovering, I'm not clicking on anything. And then once I select this one, then another one will be connected over here. So it really depends on the direction that you have selected and the connector will be added automatically as well, which is really cool. Because if e.g. let me just delete this, okay? If e.g. I've just dragged the specific process over here, right? There's no connector, which means you still need to add the connector manually and to be able to do that so that you know as well. I'll go over to Insert. And you can see right under diagram parts we have the connector. I've selected this right now. And I can connect from this to this shape over here. And now you have your connector, okay? So if in case you don't have a connector from one shape to another, then you can simply go to Insert and select the connector over here so that he can just connect them together. Okay, so that's the really cool part. So what I'll do is let's just undo what we did right now. I'll just delete it debt. And let's work on the next step. So after you start the project manager, the project manager needs to define the cost requirements. So what I'll do is I'll just hover because it's easier to do so I'll select the next step over here, right? And let's just type in defined course requirements. So looking good. And then let's say for the next step, the requirements are ready. And now we want to select and add the step for defining deliverables. Okay? And after that, Let's say we have our writers coming in because once we have the deliverables ready are defined, we need our writers to be able to create the modules. So what I'll do right now is let me just drag this all the way down, okay? Because it has to be our writers who will be doing this step. And I'll just type in develop modules. Okay, looking good. And then let's say for the next step. After they have developed the modules for the course, then the reviewer will now jump in and start reviewing the different modules. I'll just type in review models. So as you can see, what I'm doing right now is simply hovering over the shape and then just selecting what the next step will be because it's a lot easier rather than dragging and dropping the different shapes one by one. Okay, So review modules. It's not gonna be done by the writers, but it will be done by dy reviewers over here. Okay, so we have a review modules. And then after that review modules, now we can also add a decision. So you can see over here on the left, right, the diamond shape over here is a decision. So what I'll do is let me just go over and select the diamond shape over here, assayed decision. So for the diamond shape over here, I'll just double-click on this and I'll just type in pass for a few. So it's more of a question or a decision to be done by the reviewer. And let me just go down over here. Let's say they didn't pass the review. So which means the riders now need to revise the modules because changes need to be made for the specific course deliverables. And then let's say after they have revised the modules, we want them to be reviewed again by the reviewer. So you can see that there's a flow right now that's happening. But to be able to do that, right, because we just want to connect, devise modules to review modules again. Then we simply go to Insert connector. I'll select this. And then let me just connect from this point over here, right, to this point. So let's just have a quick review. Developed the modules, then. Review the modules. Did it pass review? No. Then the modules need to be revised by writers. Then after the revisions are done, then it will be reviewed again and the same decision point will happen. Now, the question right now is okay, once it has passed review, okay, where do we go from here? Now? You can simply add another step to the right over here. Once it has passed review, then we will test the course. I'm adding this right now, here. But there's another step that needs to be clear for us because if you notice the different processes or tasks that I've added over here, it's pretty clear cut that from one task to another, you have the arrow. There's only one arrow that's neck jumping from one point to the next. Okay. But over here in pastoral view, there's pretty much two directions or two arrows pointing out. So to be clear, you can also add text to the connectors as well. So we want to add yes or no so that if it passes review, yes, then go to the next step. But if it did not pass review, then you need to revise the modules to be able to do that, what I'll do is I'll just double-click on the connectors. And you can add the text of no. And I'll double-click over here and I can add the text off. Yes. That's a really nice thing as well because it's not only for shapes, but they can also add text to your connectors. Okay, so let's go over to the next step, right? Looking good at the moment we have course testing. And then let's say for the next step as well, It's going to be a decision point because we want them to check if it has passed testing or not. Now, we have passed testing over here. Then let's say if it did not pass testing than same, similar pattern, we need to review the course again by the writers. Okay, and then once that's done, let's select the Insert connector. And I'll just add a connector over here, right from this point to testing again. And then after that, right, it has passed. Then I'll select the upper portion and let's give it back to the project manager for signing off. And then once we have signed off by the project manager, then we can simply select this shape, which is the start, end, to denote that we have completed our course. So S, you notice when I was working with this diagram at the moment, right? Pretty much. There's just a couple of shapes that I need to familiarize myself with. But the good thing is, once I know the basic shapes that I need to work with, It's a lot easier now to just go through the flow, go through step-by-step, and be able to complete the entire diagram. But there's one step that I'm missing at the moment, which is over here because for path testing, There's no distinction between the two arrows. So let me just double-click on the connector and I'll add no over here. And then over here, if it has passed testing, that it will go to the sign-off of the project manager. So let me just zoom out so that you can have D and tired diagram in full view over here. Let me just minimize this on the left. And pretty much this is the entire flow that we have designed from scratch when it comes to creating the visual beginner course. So I hope you enjoyed this and we will add further customizations in the succeeding tutorial. 8. Insert Containers: Instead our diagram, we can also use containers for emphasis. So when we say container is very easy to add one over here, right? Insight inserts diagram parts. There's a container as well. So let's say, let's create a container over some steps over here. Pretty much the most important part of course creation. So e.g. I'll just select container over here. There's quite a number of designs that you can use or styles, right? But let's just select the basic one. So what I did right now is I've clicked on that and you can simply drag and drop over here right? Over the specific steps that you want to be emphasized. So e.g. let's say this four steps over here represent the most important part of our course creation process. Okay, so I can just double-click on the container title and let's just type in course creation so that we can just have this emphasis over here. Let me just resize this a bit. K over here. We have this pretty much four steps. Develop modules, review modules, patch of view, and then the revision of the modules. So pretty much we have this four steps over here, but you can just set multiple containers as needed. You can also change the size of your containers depending on the number of steps that you need to fit in. 9. Shape Colors and Styles: Another customization in visual. You can also update shaped colors and styles. So e.g. let's say for the past review step, this is what we consider as the most crucial step in the entire process or in the entire flowchart, we can change this color to a different one. So you can simply right-click over here, okay? And then you can simply select Format, Shape, or it can go for styles as well to change the different colors of your specific step. Okay, So what I'll do right now is let's just change the field, let's say to call them red. And you have your moles supported step highlighted over here. But you can also select this and just go to Home shaped stones. And there's quite a number of options as well, pretty much similar to what we had from a while ago. So we can even have a 3D effect for the bevel over here, can even change that as well. So pretty much any element over here, you can customize that to your own choosing as well. So e.g. you can also select everything. So let me just drag the entire diagram over here. And there's also what we call as quick style. So over here at home, shapes styles and then under Quick Style, so you can simply select like ready-made styles for you. So that's the really cool thing. You can just have fun and just hover around just to have a quick preview of the different, like quick styles that you can use over here. 10. Themes: Let's talk about teams. So if you want to change the overall look and feel of your diagram, then it's very easy to do so we just go over to the sign. And then under Teams, you can simply select a specific team of your choosing that would look best for you. You can also hover over a specific teams over here to give you a quick preview on how it would look like if you select a specific team. And another cool thing is inside the team. There's also what we call us and variance over here and K that you can also select like further variations of the specific team. So even over here, there's even a hand-drawn team as well over here, which is really cool. And you can just select a specific style to give it like a more customized look and feel. But it really depends on your needs. Once you have selected that specific team and burn that you want, just have fun, and then just see on where your imagination will take you. 11. Alignment and Spacing: Let's talk about alignment and spacing. So what I did right now is for this specific step or tests for defined course requirements, I simply moved it to a misaligned position so you could see the connectors right now. They're not in a straight line because I've moved this in a misaligned way. Okay, so under Home and arrange and a line over here, you can simply select Auto align because the cool thing over here is through snow need for you to move the shapes manually, okay, so that everything will look good. Because over here there's that option for alignment and spacing to be fixed automatically by visuals. So let me just select that, which is really cool because there's no need for me to just drag and drop these specific shapes to just make everything look good. So that's the cool thing with visual, because if you need to make manual tweaks, right, when it comes to the different shapes and connectors inside the ER diagram, just make sure to check out first the options for auto align or even doing the auto align and space option over here, right, so that he can fix the alignment and spacing with a single click. 12. Add Pages: So let's talk about adding pages inside your visual file. Because if you need to have multiple diagrams in the same visual file, you can simply add pages over here. So e.g. let's say with our beginner course over here, I can just add another page. So e.g. if I want to work on the visual advanced course, so let me just click on the plus sign over here and you can see that there's a page to added as well. Then I can just double-click on the page names and rename them so that we can have better readability on the different visual diagrams that we have over here. So let me just double-click on this and I'll just type in advance. And you can just continue to add more pages as well over here. That's the cool thing inside this show. And you can just select all, for all pages. And you can simply navigate quickly from one page to the next. 13. Presentation Mode: Let's talk about presentation mode. So if you need to have this percentage on the full screen quickly for your diagram, it's very easy to do so we just simply go over to view. And then under views we have presentation mode. So let's select that. So once we select this, we have pretty much the diagram shown over here in full screen. But if you notice as well, There's a lot of whitespace. Okay, so what we can do, I'll press escape. And what all do right now is let's make some minor modifications over here. If you notice on the jacket line, this signifies that, okay, this is the cutoff for a new page. So I'll just select everything, the entire diagram and let's resize this so that we can fit everything in science. So I'm just dragging this right now and let's see if it's now a single page. Now it's looking good. Then maybe some minor modifications. We can just simply move the container a bit, okay, or just resize this. Let me just undo that. And let's just move this a bit down wards over here. Okay, Looking good. Now, let's try again and go back to View and then select presentation mode and see if everything looks good. Now it looks a lot better because we have fit everything in a single page. And you can just simply check if your diagram is perfect for you. 14. Visio Web: So what I have right now is I'm inside office.com and over here we can access the visual web version very quickly. So once you're here, right, and you have your subscription all set up, then you can simply select visual. And this is what we have as a starting point. So pretty much we have a new blank growing and the different templates, this will seem familiar to you, but there will be a lot more options when it comes to the desktop version. But if this is sufficient for you, then the web version is very handy to use because it's pretty much you can just jump from one computer to another, right? As long as you have your credentials, your Microsoft account, then you can simply access visual web right away. So what I did right now is I simply select the flowchart template so we can have a quick look on how it would look like. So if you notice as well, the shapes are already pre-selected, right? Ready for use on the left side. So e.g. let's say we have our start and you can simply drag and drop and similar options as well when it comes to selecting the process as well over here. And if we do that, I'm just zoom in a bit so that you can have a better look. And you can simply double-click on the shapes. I'll type in, start in K and then let's say type and do this. And then I'll just hover and silica decision, right? And then let's say another step over here. And if I double-click on a connector and then it'll say this. Yes. Okay. Did it pass? Then that's a yes. Okay. And pretty much same steps when it comes to creating our diagram or a flow chart as compared to the desktop version. So that's really cool. So we can also open this specific file. If you have Visual Desktop installed, you can simply select Open in desktop app, right? And if we just have a quick look at it and insert pictures on pictures, et cetera, and just see a quick overview on the different options. There's also teams that you could select over here, right? You also have team colors that you can just change them as well. So that's really cool. When it comes to working with a web version, Vireo. Then you have your connectors as well, right? And then you have your layout as well when it comes to changing them. So this is pretty much a quick preview on what the web version can do for you, right? You could just simply compare between the desktop and web and which one would best fit your requirements.