Learn tips and tricks for using the software more effectively. Join Visio MVP Scott Helmers as he demonstrates how to navigate among pages in a multi-page diagram. You’ll learn keyboard shortcuts and advanced mouse techniques, some of which are hidden.
- [Instructor] In any Visio Diagram, you can tell what page you're on by looking at the page name tab at the bottom of the screen. The name of the active page is highlighted in bold. Because we'll be changing pages often in this video, I created a diagram that makes it even easier to tell at a glance where we are. On each page, the number of stars matches the page number and the background page that's assigned to each page contains a giant page number shape. Visio provides several ways to navigate in a multi-page diagram like this one. If you want to jump to a specific page, you can do so by clicking the page name tab.
For example, click on page five and then back to page three. However, that technique breaks down when there are more pages than fit across the bottom of the Visio window. That's the case in this 20 page diagram. At the moment, you can see that some of the tabs at the beginning and the end are not visible. A great keyboard shortcut when you want to move forward and backward from where you are, is to hold down the ctrl key and use PgDn to move forward in the diagram, and PgUp to move backward.
In addition to that keyboard shortcut, Visio 2010 still includes a feature from previous editions of Visio that's very helpful for quickly moving backwards or forwards. In Visio 2010, if you look in the lower left corner, you'll find first page and last page buttons. So here's first page. Notice page one is now on the screen. This does not change which page is active but it makes the page tabs available. If I click the last page button, you'll notice that page 20 is visible.
The left and right pointing triangles also let me navigate one page at a time. And again the active page doesn't change, but it does change which page tabs appear across the bottom of the drawing window. For better or for worst, those arrows no longer exist in Visio 2013 and later versions. As you can see, when we switch back to Visio 2016. Despite the lack of the buttons, you can still move one page toward the end of the document by clicking the rightmost page name tab, whether it's fully or only partially visible.
So clicking now on page 16, and just to the right we'll bring page 17, page 18, and there's actually a hidden button at the left side. If I click to the left of the currently visible page name, it will bring up the preceding page number. And this actually does change the active page, not just shift the tabs from left to right. If you're using Visio 2013 or 2016, and one of these tricks doesn't get you where you need to go, you'll need to use the all button that's located in the lower right corner of the drawing window.
Clicking all shows you a list of all available pages and you can simply select one, and click it to change pages. Notice as well that the currently selected page, the active page, is highlighted. One final tip that requires an extra clicker too but works in all versions of Visio, shift + F4 opens a page dialog in which you can select a page and click OK to navigate directly to that page. Many Visio diagrams only contain a couple of pages, so navigation within the diagram is not a challenge.
However, I've seen lots of 20, 30, and 40 paged diagrams. To navigate effectively in diagrams like that, you'll find the techniques in this video to be invaluable.
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- Decoding Visio versions and editions
- Setting Visio options
- Navigating like a pro
- Taking advantage of hyperlinks
- Managing text on shapes
- Annotating diagrams with comments and callouts
- Inserting text display fields
- Working more efficiently
- Mastering Visio keyboard shortcuts
- Aligning and sizing shapes on a page
- Managing connectors and connection points
- Copying, pasting, and duplicating shapes