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Visio for Desktop

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Visio in Microsoft 365? What’s that?

Now that a version of Visio is being rolled out as part of the commercial subscription of Microsoft 365, what is the difference between it and the Visio Web App that is delivered by Visio Plan 1 and Visio Plan 2 subscriptions?

Moreover, can a Visio diagram created by an M365 user be round-tripped with Visio Web App and Visio Desktop App users?

The current Visio editions

First of all, lets review the editions of Visio currently available:

  • Visio in Microsoft 365 – a web app that is included in M365 for business
  • Visio Web App – a web app that requires an extra Visio Plan 1 subscription
  • Visio Desktop App – a web-delivered Windows app that requires an extra Visio Plan 2 subscription (includes Visio Web App)
  • Visio Professional – a Windows app for a one-time purchase, previously installed via a msi package, now Click-to-Run and called LTSC
  • Visio Standard – a Windows app for a one-time purchase, previously installed vi a msi package, now Click-to-Run and called LTSC

So, is that clear? The good news is that all editions use the same file format, and can be viewed by anyone, with the relevant access permission, if the Visio document is stored in OneDrive or SharePoint Online/Teams. This Visio Viewer also provides visibility of the Shape Data, Hyperlinks and Comments. It also has a JavaScript API which makes it extremely useful for developing custom web pages in SharePoint Online/Teams.

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Fixing the sub-shape layer assignments of Visio shapes

I was preparing a new update of my Layer Manager tool, and was constantly coming across a lack of quality control in the sub-shape layer assignment in a number of the master shapes in Microsoft provided stencils. I have mentioned this to Microsoft as a bug before but the problem still persists in Visio for the Desktop today.

The layering capability in Visio is pretty comprehensive but can become complicated to manage … without a third-party tool such as Layer Manager. This is because every element in a Visio page can be assigned to zero, one or multiple layers, and this applies to all sub-shapes within a group shape. So, it is possible to assign layers to a group shape without assigning any layers to the sub-shapes. This means that these shapes are always visible and printable, even if you have hidden the layers assigned to the group. This is exactly the issue with a number of the master shapes in Visio, as in the following Home Plan example available from the Sample Diagrams / Maps and Floor Plans category

  • All layers visible
  • All layers invisible
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Developer Mode for advanced Layer Manager actions

I have had more than one person ask me how to see the full Layer Manager panel, so I must have not made it clear enough in the help file. Visio has a Developer Mode that is simple to switch on, and provides some extra functionality, including a Developer tab in the ribbon. Layer Manager allows you to setup buttons, both as shapes or within the Layer Sets tab, that quickly changes the settings of multiple layers in the page with a single click. I see the setting up of these Layer Set buttons as a more advanced developer task, but the use of them to subsequently quickly change the view as a non-developer task. It seems that not every Visio-user has discovered the Developer Mode, so some trial users of Layer Manager do not see the full potential.

To avoid this I have added a Developer Mode check box menu item on the Layer Manager drop-down menu that can toggle this setting.

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Keeping Visio Data Graphic Items Level

My good friend Scott Helmers, Visio author and trainer, of Harvard Computing Group , recently asked for some help in keeping data graphic items level when their target shape is rotated. Fortunately, I was able to assist, so I thought I would explain how this can be done, and also update my Icon Maker macro from a few years ago. The updated macro is available to download for free and includes the extra ability of sizing the icons. I chose to use some bee stickers from the Insert / Illustrations / Icons tool in Visio Plan 2, and the Status options from the Process shape in the Basic Flowchart Shapes stencil to demonstrate.

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Visio ShapeSheet Functions T – Z

The seventh, and final, 25 of the Visio ShapeSheet functions that start with the letters T – Z are visually described in the Visio document below that is available for download.

Please see the general introduction to this series at ShapeSheet Functions A-Z for more information.

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Update of Free Rules Tools for Visio Validation

Microsoft introduced Validation Rules in Visio 2010 Premium, and I was excited enough to write a book about it. Microsoft merged the Premium into the Professional edition in 2013, so I updated my book. I wrote an interface into the Visio Validation API as a free VSTO add-in, called Rules Tools. It was normal to install the 32bit edition of Office back then, but now 64bit is the default, so I have update the setup to detect whether a 32bit or 64bit edition needs to be installed, before continuing.

So now, anyone who has Visio Professional or Visio Plan 2 can use this free tool which provides the only interface available to review, import, export and write Visio Validation rules.