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Have you ever found yourself struggling to create professional and detailed diagrams for your projects or presentations? If so, Microsoft Visio Professional 2019 is the solution for you. This powerful software allows you to create complex diagrams, flowcharts, and other visual representations with ease. 

But did you know that Visio Professional 2019 has hidden features that can make your work even more efficient and effective? By understanding and utilizing these features, you can take your diagrams to the next level. That's why it's important to know about the hidden features of Visio Professional 2019. These features can save you time, increase your productivity, and help you create diagrams that are more accurate and visually appealing.



Microsoft Visio Features And Benefits

  1. Shape Data

Shape data is a feature in Microsoft Visio Professional 2019 that allows you to attach additional information to a shape, making it much more than just a basic graphic.


How to Access Shape Data

To access shape data in Visio Professional 2019, simply select the shape you want to add data to, then right-click and choose "Shape Data" from the context menu. This will bring up the Shape Data window, where you can enter and edit data for that specific shape.


  1. Layers

Using layers in Visio 2019 refers to making use of a feature that enables you to organize shapes in a diagram into different levels of visibility, allowing you to easily manage and control the display of your diagram.


How to Access Layers

To access layers in Visio Professional 2019, go to the "View" tab and select "Layer Properties". This will bring up the "Layer Properties" window, where you can create, edit, and manage layers for your diagram.


  1. Custom Stencils

In Microsoft Visio Professional 2019, Custom stencils refer to a feature that allows you to create your own reusable shapes, groups of shapes, or even entire diagrams. These custom stencils can be saved and reused across multiple diagrams, making it easier to create consistent and professional-looking diagrams.


How to Create Custom Stencils
  1. Create the shape or group of shapes that you want to add to the stencil.
  2. Select the shape or group of shapes and drag them to the "Shapes" pane.
  3. In the "Shapes" pane, right-click the shape or group of shapes and select "Add to My Shapes".
  4. Give your custom stencil a name and click "OK".


  1. Data Linking

Data linking is a feature in Microsoft Visio Professional 2019 that allows you to connect shapes in your diagram to external data sources such as Excel spreadsheets, Access databases, and SharePoint lists. By linking data to shapes, you can create dynamic and informative diagrams that automatically update as the underlying data changes.

How to Link Data to Shapes
  1. Select the shape that you want to link to the data.
  2. Click the "Data" tab in the ribbon and select "Link Data to Shapes".
  3. Choose the type of data source that you want to link to and follow the prompts to select the appropriate file or database.
  4. Map the fields in your data source to the appropriate shape data fields in Visio.
  5. Repeat the process for other shapes in your diagram that you want to link to data.
  1. Inserting Excel Data

Inserting Excel data allows you to add Excel spreadsheets or portions of spreadsheets to your diagrams. This feature allows you to leverage the data in your spreadsheets to create informative and dynamic diagrams.

How to Insert Excel Data
  1. Click the "Insert" tab in the ribbon and select "Object".
  2. Select "Microsoft Excel Worksheet" and click "OK".
  3. Choose the location in your diagram where you want to insert the Excel data.
  4. Browse for the Excel file that you want to insert and click "OK".
  5. Choose whether you want to insert the entire spreadsheet or just a portion of it.
  6. Map the data in the spreadsheet to the shapes in your diagram.
  1. Keyboard Shortcuts

These are combinations of keys that perform a specific function and in Microsoft Visio Professional 2019, these shortcuts are designed to save time and increase productivity by allowing users to quickly access frequently used features.

How to Access Keyboard Shortcuts
  1. Press the "Alt" key on your keyboard to display the ribbon shortcuts.
  2. Press the corresponding letter key for the ribbon tab or button you want to access.
  3. Use the arrow keys to navigate through the available options.
  1. Customizing the Ribbon

Customizing the ribbon in Microsoft Visio Professional 2019 allows users to personalize the interface by adding, removing, or rearranging commands to suit their specific needs and preferences.

 How to Customize the Ribbon
  1. Right-click anywhere on the ribbon and select "Customize the Ribbon" from the menu.
  2. In the "Customize the Ribbon" dialog box, select the tab or group you want to customize.
  3. To add a command, select it from the list on the right and click "Add."
  4. To remove a command, select it from the list on the left and click "Remove."
  5. To rearrange commands, select a command and use the arrows to move it up or down in the list.
  6. Click "OK" to save your changes.


  1. Quick Shape Sizing

Quick shape sizing is a feature in Microsoft Visio Professional 2019 that allows users to quickly and easily adjust the size of shapes without having to manually resize them.

How to Use Quick Shape Sizing
  1. Select the shape you want to resize.
  2. Hover your cursor over one of the selection handles on the shape until the cursor changes to a double-headed arrow.
  3. Click and drag the handle to resize the shape.
  4. Hold down the Shift key while dragging to maintain the shape's aspect ratio.
  1. Auto Align and Space

Auto Align and Space is a feature in Microsoft Visio Professional 2019 that allows users to quickly and easily align and evenly space shapes on a diagram.

How to Use Auto Align and Space
  1. Select the shapes you want to align and/or space.
  2. Go to the Home tab on the ribbon.
  3. Click on the Auto Align and Space button.
  4. Choose the desired alignment and spacing options from the drop-down menu.
  1. Templates

Saving as a template is a feature in Microsoft Visio Professional 2019 that allows users to save a diagram as a reusable template for future use.

How to Save as a Template
  1. Open the diagram you want to save as a template.
  2. Go to the File tab on the ribbon.
  3. Click on Save As.
  4. Choose Visio Template (*.vst) from the Save as type drop-down menu.
  5. Choose a location to save the template.
  6. Give the template a name.
  7. Click Save.


  • Efficient diagram organization and management are made possible through the use of Shape Data, Layers, and Custom Stencils. These features allow for better organization and categorization of shapes and data in your diagrams, which can make it easier to manage and work with larger, more complex diagrams.
  • Improved data visualization and analysis can be achieved by linking data to shapes and inserting Excel data. These features enable you to connect your diagram to external data sources, such as spreadsheets, databases, or other files, allowing you to visualize and analyze your data in more meaningful ways.
  • Time-saving shortcuts, such as Quick Shape Sizing, Auto Align and Space, and Keyboard Shortcuts, can help you work more efficiently and productively in Visio. These shortcuts can save you time and effort by automating common tasks and making it easier to manipulate shapes and objects in your diagrams.
  • Customizable user interface options, including Customizing the Ribbon and Saving it as a Template, enable you to tailor Visio to your specific needs and preferences. These features allow you to customize the look and feel of the Visio 2019 interface, making it easier and more intuitive to work with, and to create your own templates for frequently used diagrams or diagram elements.


Final Note

Microsoft Visio Professional 2019 is a powerful tool that offers several hidden features that can greatly enhance its functionality. By taking advantage of the features highlighted above, users will no doubt experience a boom in both efficiency and productivity.

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