How to Create Flowcharts in Microsoft Visio: Complete Tutorial
A step-by-step guide to creating professional flowcharts, from basic shapes to advanced formatting and collaboration
Introduction to Flowcharts
Flowcharts are visual representations of processes, workflows, or systems. They use standardized symbols connected by arrows to show the sequence of steps and decision points. Whether you're documenting a business process, explaining a software algorithm, or mapping out a project workflow, flowcharts make complex information easier to understand.
Why Use Visio for Flowcharts?
- Industry-standard diagramming tool trusted by professionals
- Extensive library of flowchart shapes and templates
- Smart connectors that automatically route and adjust
- Easy formatting and professional styling options
- Integration with Microsoft 365 for collaboration
- Export to multiple formats including PDF, PNG, and SVG
Types of Flowcharts You Can Create
Flowchart Symbols Guide
Understanding flowchart symbols is essential for creating clear, universally understood diagrams. Here are the standard symbols you'll use in Visio:
| Symbol | Use | Example |
|---|---|---|
| Oval/Terminator | Start and End points | Start, End, Begin, Stop |
| Rectangle/Process | Actions or operations | Process data, Send email, Calculate total |
| Diamond/Decision | Yes/No or True/False choices | Is approved?, Value > 100? |
| Parallelogram/Data | Input or output of data | Enter password, Display results |
| Arrow/Flow Line | Direction of flow | Connects shapes to show sequence |
| Document | Paper document or report | Print invoice, Generate report |
| Predefined Process | Subprocess defined elsewhere | Run validation routine |
| Manual Input | Data entry by user | Type customer name |
Consistency is key. Once you choose a symbol for a specific meaning, use it the same way throughout your entire flowchart.
Getting Started with Visio
Step 1: Open Visio and Choose a Template
Launch Microsoft Visio and select 'New' from the File menu. In the template gallery, look for 'Flowchart' under the categories. You'll see several options including Basic Flowchart, Cross-Functional Flowchart, and Workflow Diagram.
Step 2: Select the Right Template
For most flowcharts, start with 'Basic Flowchart'. If you need to show responsibilities across departments or people, choose 'Cross-Functional Flowchart' which includes swimlanes.
Step 3: Understand the Interface
Once your template opens, you'll see the Shapes panel on the left with all available flowchart symbols. The main canvas is your drawing area. The ribbon at the top contains formatting and editing tools.
If you don't see flowchart shapes, go to More Shapes > Flowchart > Basic Flowchart Shapes to add them to your panel.
Creating Your First Flowchart
Let's walk through creating a simple flowchart from scratch. We'll document a basic approval process.
1Start with a Terminator Shape
Drag the Oval (Terminator) shape from the Shapes panel onto the canvas. Double-click it and type 'Start'. This marks the beginning of your process.
2Add Process Steps
Drag a Rectangle (Process) shape below the Start shape. Type the first action, like 'Submit Request'. Add more process shapes for each step in your workflow.
3Insert Decision Points
Drag a Diamond (Decision) shape where you need a yes/no choice. Type your question, such as 'Manager Approved?'. Decisions always have at least two exits—typically Yes and No.
4Add the End Point
Finish your flowchart with another Oval (Terminator) labeled 'End'. Every flowchart path should eventually lead to an endpoint.
5Position Shapes Properly
Arrange shapes in a logical flow, typically top-to-bottom or left-to-right. Use the alignment tools (Home > Arrange > Align) to keep shapes lined up neatly.
Connecting Shapes with Arrows
Connectors are what make a flowchart flow. Visio offers smart connectors that automatically adjust when you move shapes.
Method 1: Auto Connect
Hover over any shape and you'll see blue Auto Connect arrows appear. Click one of these arrows and select a shape from the mini toolbar—the shape is added and connected automatically.
Method 2: Connector Tool
Select the Connector tool from the Home tab (or press Ctrl+3). Click on the first shape's connection point, then click on the second shape's connection point. The connector snaps to both shapes.
Method 3: Drag and Drop
Drag a connector shape from the Shapes panel. Position its start point on the first shape's connection point and its end on the second shape's connection point.
Connector Tips
- Right-click a connector and choose 'Straight Connector' or 'Right-Angle Connector' to change its style
- Add text to connectors by selecting them and typing—useful for labeling 'Yes' and 'No' paths
- Use dynamic connectors (the default) so lines reroute automatically when you move shapes
- Hold Shift while drawing to create perfectly horizontal or vertical lines
Formatting and Styling Your Flowchart
A well-formatted flowchart is easier to read and looks more professional. Here's how to polish your diagram:
Apply Themes
Go to Design > Themes to apply a consistent color scheme and style to your entire flowchart. Themes update all shapes at once, saving you time.
Format Individual Shapes
Select a shape and use the Format tab to change fill color, line style, and effects. Right-click for quick formatting options including font changes.
Use Consistent Sizing
Select multiple shapes (hold Ctrl and click each one), then use Format > Size to set the same width and height. Uniform shapes look more professional.
Add Color Coding
Use different colors to represent different types of actions or departments. For example, blue for system steps, green for approvals, red for rejections.
Style Text Properly
Keep text short and action-oriented. Use verbs like 'Submit', 'Review', 'Approve'. Ensure font size is readable—at least 10pt for printing.
When using colors, maintain enough contrast for readability. Avoid very light colors for shape fills if you're using light text.
Advanced Flowchart Techniques
Once you've mastered the basics, these advanced techniques will help you create more sophisticated diagrams:
Swimlane Diagrams
Swimlanes divide your flowchart into horizontal or vertical lanes representing different people, departments, or systems. In Visio, use the Cross-Functional Flowchart template, then drag shapes into the appropriate lanes.
Subprocess Expansion
For complex processes, break them into subprocesses. Use the Predefined Process shape (rectangle with vertical lines) to indicate a subprocess, then create a separate page with the detailed steps.
Hyperlinks Between Pages
Link shapes to other pages in your document or external files. Right-click a shape, select 'Hyperlink', and choose your destination. This is great for navigating large flowcharts.
Data Linking
Connect your flowchart to external data sources like Excel. This lets you display real data in shapes and automatically update when the source changes.
Containers and Lists
Group related shapes using Containers from the Insert tab. Containers move with their contents and provide visual grouping for complex diagrams.
Layers
Use layers to organize different aspects of your flowchart. Put annotations on one layer, core process on another. You can then show or hide layers as needed.
Flowchart Best Practices
Follow these proven practices to create flowcharts that communicate effectively:
Keep It Simple
If a flowchart has more than 15-20 shapes, consider breaking it into subprocesses. Each flowchart should focus on one clear process.
Flow in One Direction
Maintain a consistent flow direction—typically top-to-bottom or left-to-right. Avoid crossing lines whenever possible.
Use Standard Symbols
Stick to standard flowchart symbols so anyone can understand your diagram without a legend. Only create custom symbols when absolutely necessary.
Label Everything
Every shape should have a clear label. Decision diamonds should include the question being asked. Connectors from decisions should be labeled with the answer (Yes/No).
Test Your Flowchart
Walk through your flowchart step by step. Ask yourself: Can someone unfamiliar with the process follow this? Are all possible paths covered?
Include a Title and Date
Add a title block with the flowchart name, version, date, and author. This helps when flowcharts are printed or shared.
Get Feedback
Share your flowchart with stakeholders who know the process. They'll catch missing steps or incorrect paths that you might have overlooked.
Using Flowchart Templates
Visio includes many pre-built flowchart templates that can save you time and ensure professional results:
| Template | Best For |
|---|---|
| Basic Flowchart | Simple processes and procedures |
| Cross-Functional Flowchart | Processes spanning multiple departments |
| Workflow Diagram | Business workflows with approvals |
| BPMN Diagram | Business process modeling notation |
| SDL Diagram | System behavior and state machines |
| Audit Diagram | Financial and compliance workflows |
Customizing Templates
Templates provide a starting point, but you'll want to customize them. Add your company logo, apply brand colors through themes, and save frequently-used configurations as your own templates (File > Save As Template).
Exporting and Sharing Your Flowchart
Once your flowchart is complete, you'll need to share it with others. Visio offers multiple export options:
| Format | Best Use | How |
|---|---|---|
| Universal sharing, printing, archiving | File > Export > Create PDF/XPS | |
| PNG/JPEG | Web use, presentations, emails | File > Export > Change File Type > PNG/JPEG |
| SVG | Scalable web graphics, high-quality output | File > Export > Change File Type > SVG |
| PowerPoint | Direct use in presentations | File > Export > Create PowerPoint Presentation |
| Visio Web Access | Online viewing without Visio installed | Share via SharePoint or OneDrive |
Real-Time Collaboration
Save your Visio file to OneDrive or SharePoint to enable real-time co-authoring. Multiple team members can edit the same flowchart simultaneously, with changes syncing automatically.
Get Microsoft Visio 2024 Professional
Ready to create professional flowcharts? Get a genuine Visio 2024 Professional license at the best price and start diagramming today.