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Visio Tip #10: how to Improve Text in your Diagrams and Flowcharts

Free-Visio-TemplateYou can improve the look and feel of your diagrams by changing the default text settings and adding a splash of color.

Here’s how to do it.

1.  Open Microsoft Visio.

2. Right-click on any text in your diagram. This opens the Text window, which as 6 different tabs.

Visio Tip #10: how to Improve Text in Diagrams and Flowcharts

3. In the Font tab, select the font type, style and size.

You can also select a nice color, such as Navy which looks professional and will also print well.

Free Visio Process Flow template

Avoid yellow (hard to read when printed), red (open to mis-interpretation) and green. There are also options for uppercase, strikethroughs, underlines and its position. Experiment a little until you get comfortable with the settings.

Tip – maybe look at how other companies use color when designing flowcharts and diagrams. Then try to duplicate their efforts.

4. In the Paragraph tab, select the alignment options, indentation and spacing. These are worth playing with if your text is both horizontal and vertical.

Visio Tip #10: how to Improve Text in Diagrams and Flowcharts

These settings also help keep the text away from the actual images, so you get a nice buffer zone between words and images.

visio-format-text3

5. Click Apply once you’re finished.

Not happy?

Click Ctrl + Z which will undo the settings and bring you back to where you were.

You can also add text blocks, tabs and bullet lists here.

Links:

1 Use Case Templates http://klariti.com/use-case-templates/index.shtml

2. System Specification Template http://www.klariti.com/templates/System–subsystem-Specification-Plan-Template.shtml

3. Business Process Templates http://www.klariti.com/business-process-design-template/

If you know any Visio tricks, please add them below.

4 thoughts on “Visio Tip #10: how to Improve Text in your Diagrams and Flowcharts

  1. Resize the page you're working on so that it has tight borders with the graphic (rather than a small graphic in the middle of an otherwise empty A4 page). This is particularly helpful when you're looking in Windows Explorer at a whole folder of Visio files in the thumbnail view.
    To resize the page, press and hold <Ctrl> whilst dragging and dropping the page's edges.

  2. Resize the page you're working on so that it has tight borders with the graphic (rather than a small graphic in the middle of an otherwise empty A4 page). This is particularly helpful when you're looking in Windows Explorer at a whole folder of Visio files in the thumbnail view.
    To resize the page, press and hold <Ctrl> whilst dragging and dropping the page's edges.

  3. Thanks Melvyn,

    I'll do this.

    fwiw I have setup a new tech writing site at https://www.ihearttechnicalwriting.com/

    Hope this helps.

    Ivan

  4. Looking back I can see that my comment seems like a directive. It was intended as another tip for the page. Of course, it's good advice either way 🙂
    I've been reading your new site too but, like the majority of surfers, I just consume without comment. I'll try to be more participative so you know I'm there!

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