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Steps for Using PDF in Visio | Convert PDF to Visio

Converting PDF to Visio

In order to convert PDF to Visio, you need to use a tool which will transform the PDF file into a vector graphic. Most solutions out there will only provide you with a bitmap image file. This is not useful since none of the PDF objects or text can be accessed. There are several tools available which generate vector formats for Visio. Try one of the programs below to ensure success:

  • Insert PDF, a Visio add-in that adds “Open PDF” to the Visio Toolbar
  • pdf2picture, a desktop program which transforms PDF into editable Visio formats
  • PDF FLY, an advanced conversion program for technical professionals and writers

By default, pdf2picture and PDF FLY give more control over the conversion while Insert PDF simply opens the PDF file in Visio. Both pdf2picture and PDF FLY create files that Visio can import using the native Windows Metafile format (WMF). It’s also possible for Visio to open DXF  and SVG files although we find that WMF yields the best results in most instances.

Send us a test PDF file to convert to Visio (Free)

Edit PDF in Visio Step-by-Step

The following steps show how to convert PDF to Visio. Screenshots are based on pdf2picture. If you are using the Insert PDF add-in, skip to Step 3 (Insert PDF add-in instructions).

  1. Convert the PDF file to WMF, EMF or SVG using pdf2picture or the Insert PDF for Visio add-in. WMF and EMF usually provide the best results. If you are using the add-in, then skip to Step 3.

  2. Open the converted file in Visio using “Insert Pictures”. You can also drag the file onto a Visio page. Adjust your paper size and orientation if necessary. You should now see the converted drawing on your screen. Important! The drawing imports as one object. You need to ungroup it if you wish to edit, remove or add parts of the drawing.

    Ungroup PDF file in Visio

  3. Ungroup the drawing and right-click on the graphic and select “Group, Ungroup” to generate objects. Now, select and change the individual elements and text. When ungrouped, Visio will highlight every individual object in pink. To deselect everything, click anywhere on the page outside of the drawing boundaries. When you convert PDF to Visio using this method, you see every object and each word outlined. Now, you can select and change the area or object you want using all the familiar Visio features. Depending on the original drawing design, when you convert PDF to Visio, there may be many levels of groups. If you find that you can not edit an object, right-click and ungroup again (and again, if necessary) until you have the level access you want.

    Ungrouped PDF file is editable in Visio
    Select and change a Visio object

  4. Save as a Visio Drawing. That’s it. Once you save the drawing, it is now in the native .vsdx format and ready to save or share with your colleagues.

Keys to Successful Conversion of PDF to Visio

Is your drawing scanned?

Before converting, make sure that your PDF file is not a scanned image. If it is, it is not editable at the object level. Only computer-generated PDF files produce editable objects. To see if you have a scanned PDF, open it in Adobe Acrobat and magnify it to 1000%. If the lines look smooth, you’ll have success but if the lines look jagged or boxy, you won’t. Understanding PDF types is crucial as you learn how to convert PDF to Visio> How to determine what type of PDF file you have.

Text as curves

Some CAD drawings use “plotted” characters. This text becomes a series of pen strokes or “curves” in a PDF losing all character information. Because you can’t edit plotted text, you will be limited to a graphical representation once you convert PDF to Visio.

Font Mapping

If you can select text in the original PDF file, then it will be editable in the Visio file. If it doesn’t look quite right, the specific font may not be on the target system or it may go by a different name. The font mapping feature handles these issues when you convert PDF to Visio. This happens because of font incompatibilities across systems. As odd as it seems, the very same font can have a different name on two different PC’s. Because of this, we offer font-mapping. Using this feature, you can create a link between the two font names so the text appears as intended in Visio.

Font Substitutes

If a font in the PDF file does not exist in Visio, we’ll choose a close substitute. This will be one of the standard PostScript fonts installed on all PC’s. Usually, it will be close enough and you can adjust the point size in order to get close. If you want the correct font, you can license it from any font supplier like Adobe, FontShop, fonts.com, or Monotype, to name a few.

Objects or shapes?

When creating a PDF, application specific definitions about shapes and scale disappear. VisualIntegrity has developed many options to recover or compensate for these limitations. More information is available on these options in the product’s Help file.

Mind your Memory

Many Visio drawings coming from PDF contain a large number of objects. This is especially true if you are trying to open a complex CAD drawing in Visio. You’ll need a well-equipped PC.  Every file is different so it’s hard for us to make general recommendations. If you find that the file is slow to open or takes a while to refresh, you’ll need more memory. It’s not unusual for a converted PDF file to contain more than 50,000 individual objects. This may sound intimidating but pdf2picture makes quick work of it!

Ungroup and Ungroup Again

One of the top questions we get if from people who open the WMF or SVG file in Visio and don’t know to ungroup the page. When first opened, the diagram displays as one group to prevent unintended editing. To start working on the individual elements, ungroup per the steps above. This is the key step for using PDF successfully in Visio.

Regroup before Resizing

If you want to scale the drawing, always “regroup”. Do this by selecting Grouping, Group so that everything. Grouping makes one entity out of many and ensures that everything scales proportionally.

Performance

We have seen PDF files which contain hundreds of thousands of objects. These are not the norm and require a very capable system as well as a lot of patience when ungroupng. Regular success is high with less than 50,000 objects but when the count is much higher, it can hit a wall. If you have a file that won’t open or ungroup in Visio, please contact us to see if we can help.

Choosing an Import Format

If you use the Insert PDF add-in for Visio, your diagram will open in the native Visio format. But, if you use a stand-alone program like pdf2picture or PDF FLY, you’ll need to choose a format to hand-off to Visio. The best options are WMF, EMF, SVG and DWG. Depending on the type of diagram or drawing you have, WMF is almost always the best choice because it’s closest to the Visio format. The exceptions are CAD drawings with layers. Visio has special options for converting CAD objects and they may be useful for your files. Performance may take a hit because CAD files are usually larger than WMF files.

Ask for Free Advice

If you try to convert a PDF but are not getting the results you expect, ask us to troubleshoot it for you. It’s free and we are happy to help you achieve optimal results. Send the file you are having trouble with along with any comments to support@visual-integrity.com. The most complete requests receive priority.

Contact Us About Converting PDF to Visio

Please let us know if you have questions or if you have problems finding the right steps for using PDF in Visio. We’re happy to help!

Download Tip Sheet: Using pdf2picture output (WMF) in Visio)