Visio Process Map Software: How to Use it

Summary

This article explains how to use Microsoft Visio to create process maps, Lean Six Sigma diagrams, and other documentation tools. Visio is available for Windows, and Mac users can view Visio files through Microsoft 365 online.

Instructions

Accessing Visio

• Visio is Windows-only software.
• Mac users can view Visio documents through Microsoft 365 online.

Creating a Process Map

1. Open the Visio app.
2. Select Basic Diagram.
3. Click Create.

Formatting

• Select Design.
• Click the down arrow to browse design options.
• Use the Modern – Bubble design for readability.

Border & Title

• Select Design.
• Choose the Alphabet border and title.
• You will see VBackground‑1 as a separate tab.
• Enter your title. If your document has multiple pages, delete the title from the background and add it manually to each page.

Adding Shapes

• Go to More Shapes → Business → Business Process → Six Sigma Flowchart Shapes.
• Drag shapes onto the page to build your process map.

Using Tools

• Pointer Tool (Ctrl+1): Move or select shapes.
• Connector (Ctrl+3): Add arrows between shapes.
• Text Tool (Ctrl+2): Add text inside shapes or anywhere on the page.
• Spacing Guides: Green guidelines help maintain consistent spacing.

Text Formatting

• Click a shape to add text.
• The default font is Franklin Gothic, but UTHSC branding requires Arial.
• Click outside the shape to finish editing.
• Use Insert → Text Box to add standalone text.

Saving Your Work

• Select File → Save As.
• Save frequently to avoid losing progress.

Additional Notes

The more detail you include in your process map, the better. Try practicing by mapping out the steps required to bake a cake.