How to use color by value

In Visio Professional, you can color shapes depending on their data values. This is also known as the color by value data graphic. The coloring can be applied after you import data to shapes in your drawing.

For example, in the illustration below, all of the computer shapes that have the value “Off” are colored red. The computers that are “On” have the color of green.

Computer shapes with different colors

Note: Although Visio refers to “color by value” as a data "graphic," this option doesn’t show additional “graphics” or symbols next to the shapes. Instead, it simply fills the shape with a color according to its data.

You can also apply different shades of color depending on a range of values. In the example below, the computers are colored by value. They are colored depending on how much their CPU is processing. Computers with high processing are dark red. Those with lower processing are colored with a lighter red, or even white.

Computers with different colors

Setting up Color by Value

  1. Make sure the Data Graphic Fields pane is open on the right. If it isn’t open, on the Data tab, click to select the Data Graphic Fields check box.

    Data tab, Data Graphic Fields check box

  2. Do one of the following:

    • If you want to change all shapes on the page, click an empty space on the diagram to deselect any shapes that may be selected.

    • If you want to change only select shapes on the page, click one or more shapes to select them.

  3. In the Data Graphic Fields pane, identify which field of data you want to apply coloring to.

  4. In the same pane, make sure the field you want to change has a check mark, and make sure to select it so that it is highlighted in blue:

    Data Graphic Fields pane, % Complete field checked and selected

  5. On the Data tab, click the down arrow at the bottom of the Data Graphic gallery.

    Data tab, Data Graphic Gallery button

  6. Under Color by Value, select one of the following:

    • This option Color By Value button for unique values is for fields that have text values like “On,” “Off,” “On Track,” “Off Track,” and so on. In the above process, if you chose a field with text, choose this option.

    • This option Color By Value button for range of numbers is for fields that have numeric values like percentages or amounts. In the above process, if you chose a field with numbers, choose this option.

Configuring the coloring

After applying a color, you may need to configure the colors to represent your data properly.

  1. Do steps 1-4 above.

  2. On the Data tab, click Configure.

    Data tab, Configure button

  3. Do one of the following:

    • If you chose this option: Color By Value button for unique values , then choose a Fill Color for each of the possible values in your imported data. If you also want the shape text to get changed, select a Text Color.

      Color assignment menus for Off and On

    • If you chose this option: Color By Value button for range of numbers , you’ll see that each fill color has a range. The bottom of the range is specified by Value 1 and the top is Value 2. Choose a Fill color for each of the ranges. If you also want the shape text to get changed, select a Text Color.

      Color assignment menus for ranges of numbers

  4. If you want to correct any of the values, you can do so in the Value columns.

  5. If you want to add any additional coloring assignments, click Insert on the right, type new values, and choose colors for those value.

  6. If you want to remove any coloring assignments, click Delete on the right.

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