Visio in Microsoft 365: Getting Started
Duration: 3 Hours
About: This hands-on course introduces participants to Visio in Microsoft 365, the lightweight web-based diagramming experience included with eligible Microsoft 365 commercial subscriptions. Learners will explore the Visio workspace and create clear, professional basic diagrams using templates, shapes, connectors, text, themes, alignment tools, and page controls. Through hands-on exercises, participants will build a basic flowchart, create a business diagram, practice co-authoring and sharing, and complete a practical capstone diagram. The session focuses on the general-purpose diagram types available in Visio in Microsoft 365 and explains when a Visio Plan 1 or Plan 2 licence may be required.
An Overview of Visio in Microsoft 365
- How to access Visio from the Microsoft 365 app launcher, OneDrive, and SharePoint
- Understanding the Visio start page, templates, sample diagrams, and blank drawings
- Navigating the ribbon, Shapes pane, drawing canvas, pages, and zoom controls
- Understanding automatic saving and the Visio Drawing (.vsdx) format
- Reviewing the capabilities and limitations of Visio in Microsoft 365 compared with Visio Plan 1 and Plan 2
- Open Visio, preview a template, create a blank drawing, rename the file, and locate it in OneDrive
Creating and Formatting a Basic Diagram
- Starting with a blank drawing or general-purpose template
- Adding, selecting, moving, duplicating, resizing, and deleting shapes
- Adding and editing text within shapes
- Connecting shapes and understanding connection points
- Changing shape fill, outline, text formatting, and connector appearance
- Using themes and variants to create a consistent visual style
- Create and format a simple five-step workplace process diagram
Building a Basic Flowchart
- Selecting the Basic Flowchart template and identifying common flowchart shapes
- Using start/end, process, decision, document, and data shapes appropriately
- Adding directional connectors and labelling decision branches
- Applying clear flow direction, concise wording, and consistent formatting
- Reviewing and troubleshooting missing, crossed, or disconnected process steps
- Build an approval workflow that includes at least one decision and two possible outcomes
Organizing and Refining Diagrams
- Selecting and working with multiple shapes
- Aligning, distributing, ordering, and grouping diagram elements
- Using copy and paste to speed up diagram creation
- Adding a title and supporting text for context and accessibility
- Adding and renaming pages to organize related diagrams
- Improve the flowchart by aligning shapes, standardizing spacing, applying a theme, and adding a title
Sharing, Collaboration, and Capstone Activity
- Sharing a diagram from Visio, OneDrive, or SharePoint
- Choosing view or edit permissions and following organizational sharing practices
- Co-authoring a diagram and reviewing changes in real time
- Adding and responding to comments for feedback and review
- Understanding when a specialized diagram or advanced feature requires Visio Plan 1 or Plan 2
- Create a polished diagram for a realistic workplace scenario, such as a client intake process, training request workflow, project cycle, responsibility matrix, or Venn diagram; then share it with a partner for review