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Visio for Desktop

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Co-authoring and Commenting with Visio Documents

Microsoft Visio can be used in the web browser and on the desktop, but there are several licensing options available, so which ones can be used concurrently whilst supporting co-authoring and commenting? This article tests the various scenarios but assumes that the Visio documents are stored in OneDrive for Business or SharePoint Online\Teams. The Microsoft article, Work together on Visio drawings, explains most of the scenarios, but does not clearly explain the scope of the Visio web licenses with respect to diagram types or customisations.

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Using Button Face Ids in Visio

Microsoft Visio desktop has the ability to display icons from a built-in list of Office icons on Actions and Action Tags (nee Smart Tags). These can be set in the ShapeSheet by using the desired number from several thousand in the ButtonFace cell. Although there is the ability to add better icons using code, the quick ShapeSheet formulas are useful way of indicating the purpose of a command. This article simply lists the first 3,600 of these fas a quick and easy reference for me, and othe ShapeSheet disigners out there!

  • Face Ids from 0001 to 0360
  • Face Ids from 0361 to 0720
  • Face Ids from 0721 to 1400
  • Face Ids from 1441 to 1800
  • Face Ids from 1801 to 2160
  • FaceI ds from 2161 to 2520
  • Face Ids from 2521 to 2880
  • Face Ids from 2881 to 3240
  • Face Ids from 3241 to 3600
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Optimize Visio Flowcharts: Swimlane Reordering Tips

Microsoft Visio desktop Plan 2 and Professional editions provides the ability to create and synchronize cross-functional flowcharts between the diagram and an Excel table. This is great, and widely used for many types of processes. The Excel table normally has a Function / Swimlane column that contains text that becomes labels on the swimlane containers, and a Phase / Timeline column that contains text that becomes the label of the phase or separator containers. The import provides the option to order the diagram by Function and/or Phase, but it is impossible to get them ordered by both! This article provides a solution using a free macro-enabled Visio stencil.

  • Excel table with Function and Phase columns
  • Visio Data \ Create from Data
  • Step 2 More Options to order by Phase
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Setting Default Measurement Units in Visio Pages

Microsoft Visio can handle many different units of measurements which can be set for a page and separately for shapes, such as dimensions, within the page. This can confuse some users who expect them both to be the same all the time. In fact, the dimension units can be set to be the same as the page units, but not necessarily so. It is possible to have different units on different dimension shapes, but is also possible to set all the same with one click, and to synchronise them with the page units.

  • Page Units
  • Dimension Units
  • Page Scale
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Refreshing the cached installed files of Visio

I have created many Visio solutions over the past 25 years and used a number of methods of creating an installation that includes Visio templates and stencils. I have just wasted many hours trying to debug an installation created with Advanced Installer until I realised that the problem was that Visio was not properly updating the cache of installed templates and stencils. In the end, the answer was to delete the cache and let Visio re-create it. The screenshots below show the custom shapes opened with the custom template and the More Shapes context menu. Before I deleted the cache, Visio incorrectly displayed the file name of some of the stencils (those with a trailing “_M” ) rather than the display name as entered into the PublishComponent table in Advanced Installer. In addition, the context menu did not show those stencils as being present in the workspace.

  • Before deleting the cache
  • After deleting the cache
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Linking Data to Shapes in Visio after using Data Visualizer

Data Visualizer (DV) in Visio Plan 2 (Data | Create from Data | Create ) is great because it provides a way of automatically creating a diagram from data, but it also prevents some of the other data-linking features in Visio from being used. This is because DV wants to take control of the data in the shapes to provide refreshes from the data source or send updates to the data source. This can be very annoying if you use DV to create the initial layout, then you enhance this, so it looks just perfect, and then you just want to update some of the data without affecting the layout. DV may re-layout your carefully crafted diagram, even if there are no updates to the data that should do that. Also, you may want to integrate data from other sources that were not available or accessible to the table or query used for by Data Visualizer. This is when you may want to use Data | External Data | Custom Import which also provides a much greater number of data source types. In this article, you will learn how you can do this manually, or automate it with the help of a little VBA code (or similar).

In this example, I have used table of personnel that I have used before, but added an extra column, Shape Type, that simply has the value Rectangle, which is simply the name of a simple Master shape that I have added to my macro-enabled stencil, ExDataLinker.vssm.

  • tblOrgData for the structure
  • DV Step 1
  • DV Step 2
  • DV Step 3
  • DV Step 4
  • DV Basic Layout
  • DV Re-layed out with Data Graphics
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