Visio Data Visualizer migration guide

The short version

• Keep an untouched copy of the original workbook and any earlier .vsdx or image export.
• Use Visio Plan 2 desktop for native Visio output and a linked Excel workbook.
• Translate Next Step IDs to QueryChart row positions before importing nonsequential IDs.
• Validate decisions, loops, Function lanes and every ending after migration.

Start with what survived in the workbook

Microsoft's retirement guidance separates the Excel table from the embedded diagram. The table remains intact; the add-in's embedded rendering and refresh depended on the service scheduled to shut down March 2, 2026. A .vsdx saved through Open in web, or a saved image copied into the workbook before retirement, preserves the old visual. If neither exists, use the rows to build a new diagram; do not assume that the old styling or Visio file can be recovered from the table alone.

For a native Visio result, use the still-documented Data Visualizer templates in Visio Plan 2 desktop. Start Basic Flowchart - Data Visualizer or Cross-Functional Flowchart - Data Visualizer, select the workbook and Excel table in the Create Diagram from Data wizard, map fields where required, and save the resulting Visio drawing. This is a new desktop linked-workbook workflow, not a reactivation of the retired Excel add-in.

For a QueryChart result, map Process Step Description to Box text, Shape Type to Shape, Connector Label to Line text, and Function to Vertical lane. Next Step ID needs special care: Visio refers to a Process Step ID, while QueryChart's Line to refers to a 1-based row position. Keep an ID-to-row lookup and translate every destination, including each value in a comma-separated decision cell. The example below exposes the resulting spreadsheet beside the chart. See /guides/visio-data-visualizer-retired for preservation guidance and /guides/how-to-structure-excel-data-for-flowchart for the column contract.

Map a saved step table to a new diagram

The sample travel process shows how descriptions, destinations, outcome labels and owner lanes become a new editable chart.

1. Copy labels and types

   The workbook's process descriptions and shape types give the new diagram its visible steps, including its first decision.

2. Translate every destination

   Resolve each old step ID to the destination row position, then retain the outcome label beside its matching branch.

3. Check the full map

   The complete result shows owner handoffs and all branches. Walk each route against the untouched source workbook before sharing it.

How it works

1. Archive the original assets

   Keep a copy of the workbook. Search for a preserved .vsdx in OneDrive and for saved diagram images in old workbook versions. These are historical renderings, separate from the source rows.

2. Inventory table columns

   Locate Process Step ID, Process Step Description, Next Step ID, Connector Label, Shape Type, Function and Phase. Record missing or duplicate IDs before conversion.

3. Select the destination

   Use Visio Plan 2 desktop Data Visualizer when the result must be a Visio drawing. Use QueryChart when a browser-based, editable flowchart from the same structured process is sufficient.

4. Translate and validate

   For QueryChart, build an ID-to-row-position lookup, rewrite every Next Step ID into Line to, then check branch labels, loops, lanes and terminal steps in the rendered chart.

Mistakes to avoid

• Reusing an old ID as a new row number

  A Process Step ID of 40 can point to the fourth row only after translation. Pasting 40 into Line to asks QueryChart for row 40 and can break or misroute the flow.

Open the migration example

Inspect the rows and adapt the generated flowchart to your preserved table.

Open the migration example

Sources

• Microsoft: retirement and diagram preservation
• Microsoft: current Visio desktop Data Visualizer workflow

Frequently asked questions

Can I migrate an embedded diagram directly into QueryChart?

QueryChart builds a new diagram from structured rows. It does not import the old embedded Visio object or preserve its original layout.

Do I need to change sequential IDs?

If IDs are 1, 2, 3 in exactly the same order as the rows, the destinations can match row positions. Otherwise translate them.

Is Visio desktop Data Visualizer retired?

No. Microsoft's retirement notice targets the Excel add-in; Microsoft still documents Data Visualizer templates and workbook links in Visio Plan 2 desktop.