Summary
Types of Visio Licenses
Microsoft Visio is a diagramming tool that requires proper licensing. Understanding Microsoft Visio licensing, together with functional requirements, helps you choose the right edition.
There are four Microsoft Visio licenses to consider:
Visio Standard is the basic version. If you only need to draw flowcharts occasionally, it'll do the job. It doesn't include data linking or collaboration features.
Visio Professional adds data linking and proper collaboration tools. Get this if you're connecting diagrams to databases or working in teams.
Visio Plan 1 runs in your browser. There's no desktop software; it's all web-based diagramming. The features are limited, but you can work from anywhere.
Visio Plan 2 gives you everything: desktop software plus browser access. It's essentially Visio Professional on a subscription model.
License Acquisition Options
You can buy Visio licenses through different channels.
Volume Licensing - For organisations purchasing multiple licenses. You get volume discounts and can add Software Assurance. Most large organisations buy through a Microsoft Enterprise Agreement.
Cloud Solution Provider (CSP) - Microsoft partners who sell Visio Plan 1 and Plan 2 subscriptions. They handle the admin, billing, and technical support.
Retail and Online Purchase - Smaller organisations can buy directly from Microsoft or authorised retailers.
Understanding Licensing Terms
There are essentially two types of Visio licenses or "licensing metrics":
1. Per-User Licensing
Each person needs their own license. One licensed user can install the software on multiple devices (laptops, desktops, tablets, phones, etc.).
Visio Plan 1 and Plan 2 are per-user licenses.
2. Per-Device Licensing
The license is tied to one specific device, not a person. Multiple people can share that device and use Visio on a licensed machine.
Visio Standard and Professional are per-device licenses.
Licensing Visio for Remote Access and Work from Home
When your employees work from home or remotely, you can install Visio on a shared server and let them connect through Remote Desktop or Citrix.
Visio Plan 1
This license does not include downloadable software, so you cannot deploy it on a server. However, because it is a browser application, your Plan 1-licensed users can use it remotely in their browsers.
Visio Plan 2
Visio Plan 2 includes downloadable software. It is a per-user license with the rights for Shared Computer Activation, so deploying it on a shared server is permitted. All licensed users can connect to it remotely.
To install Visio Plan 2 on a shared server, your system administrator must use Shared Computer Activation only. Any other form of activation is not permitted.
Visio Standard and Professional
Deploying per-device licenses on a shared server is permitted. However, managing license compliance per client device is tricky, so we do not advise doing so.
Here is what you must consider:
You don't need a license for the copy installed on the server.
Every client device (laptop, desktop, or tablet) that your users connect from requires a per-device license.
Measuring and managing the number of client devices is nearly impossible. Use Visio Plan 2 for remote access instead.
How to Choose the Right License for Your Needs
Work through these questions:
1. Assessing Your Requirements
If you need data linking, advanced collaboration tools, process validation, or database connectivity, you'll need Visio Professional or Visio Plan 2. Visio Standard only covers basic diagramming.
When you're working in teams with shared diagrams and need real-time collaboration, Visio Professional or Visio Plan 2 have the features you need.
For remote workers connecting to a server, Visio Plan 2 is your only sensible option (see the remote access section above).
2. Comparing License Features
If you have one user on one device doing occasional basic diagramming, Visio Standard is enough.
When people need to use Visio across multiple devices, get Visio Plan 1 or Visio Plan 2 since they're per-user licenses.
If you want to own the software outright, buy Visio Standard or Visio Professional. If you prefer subscriptions, get Visio Plan 1 or Visio Plan 2.
Managing Your Visio Licenses
After acquiring a Visio license, it's essential to understand the processes involved in managing your licenses:
1. License Activation
When you buy a Visio license, you need to activate it. Subscriptions (Visio Plan 1 and Visio Plan 2) activate through the Microsoft 365 admin centre. Perpetual licenses (Visio Standard and Visio Professional licenses) use product keys.
2. License Transfers and Deactivation
Transferring a Visio license to another user or device requires deactivating it first. For perpetual licenses, you can reassign them after 90 days. Subscription licenses can be reassigned immediately through your admin portal.
3. Subscription License Renewal
Visio Plan 1 and Visio Plan 2 subscriptions renew automatically unless you cancel. You can manage renewals through the Microsoft 365 admin centre.
4. Software Assurance Renewal
If you bought Visio Standard or Visio Professional with Software Assurance, renew it before it expires. Any gap in coverage means you lose the benefits and can't get them back without buying new licenses.
Cost Considerations
Visio license cost varies by edition and purchase channel.
1. Pricing for Different License Types
Visio Standard and Visio Professional are available as one-time purchases. You can add Software Assurance if you want upgrade rights when new versions are released. Software Assurance is also required for shared server installation with remote workers.
Visio Plan 1 and Visio Plan 2 are subscription-based. Check current Microsoft Visio license pricing for each license type, but don't choose based on price alone. The wrong licensing model will cost you more than any price difference. Work out your actual requirements first, or consult a Microsoft licensing expert.
2. Discount Opportunities
Microsoft and authorised resellers sometimes offer discounts and promotions. Volume Licensing and educational discounts may be available depending on your organisation and region.
Frequently asked questions
Can a user licensed with Visio Plan 1 or 2 install Visio Standard or Professional?
Yes, but only with Visio Plan 2. There are limitations:
You may only install Visio 2016 or earlier versions
One installation per licensed user
Remote desktop server installation is not permitted
Can I upgrade my Visio license from Standard to Professional or from Plan 1 to Plan 2?
Yes. Upgrading from Visio Standard to Visio Professional requires Software Assurance, and it is called a Step-up license. With Software Assurance, you pay the price difference. Without it, you need to buy new licenses.
Upgrading from Visio Plan 1 to Visio Plan 2 is straightforward. Change your subscription plan through the Microsoft 365 admin centre.
Are there any free alternatives to Microsoft Visio?
Yes, free alternatives include Draw.io, Lucidchart, and yEd Graph Editor. These won't have the same features or Microsoft integration as Visio.
Microsoft also offers a free viewing option, Visio for the web (view-only browser access for files in OneDrive or SharePoint).
Note: Visio Viewer 2016 was discontinued on October 14, 2025. Microsoft recommends using Visio for the web instead.
What happens when Software Assurance expires on Visio licenses?
When Software Assurance expires, you keep your existing Visio licenses and can continue using them. You lose upgrade rights to new versions and the ability to deploy on shared servers for remote access. If Software Assurance lapses, you cannot reinstate it. You'd need to buy completely new licenses to get Software Assurance again.
Do Visio perpetual licenses expire?
No. Visio Standard and Visio Professional are perpetual licenses. Once you buy them, you own them forever. You can use that version indefinitely, but you won't get new features or versions without Software Assurance or buying a new license.
Can I use Visio offline?
Visio Standard and Visio Professional work fully offline after activation. Visio Plan 2 desktop application works offline but requires a periodic online connection for license verification (every 30 days). Visio Plan 1 requires an internet connection as it's browser-based only.
Can I transfer my Visio license to a different user?
Yes. Perpetual licenses (Visio Standard and Visio Professional) can be reassigned after deactivation, but you must wait 90 days between transfers. Subscription licenses (Visio Plan 1 and Visio Plan 2) can be reassigned immediately through the Microsoft 365 admin centre.
How many people can use one Visio license?
One person for per-user licenses (Visio Plan 1 and Visio Plan 2). Multiple people can share a device with per-device licenses (Visio Standard and Visio Professional), but the software stays on that one machine.
Can I use Visio on a Mac?
Visio doesn't have a native Mac application. You can use Visio Plan 1 or Visio Plan 2 through a web browser on a Mac. For desktop functionality, you need to run Windows through Parallels Desktop, Boot Camp, or a virtual machine.
What is Shared Computer Activation for Visio?
Shared Computer Activation permits Visio Plan 2 to run on shared devices using Remote Desktop servers or Citrix environments. Without it, Visio desktop software cannot be deployed on multi-user servers. Visio Standard and Visio Professional don't support this activation method.
Can I buy Visio without Microsoft 365?
Yes. Visio Standard and Visio Professional are standalone products that don't require Microsoft 365. You can also buy Visio Plan 1 or Visio Plan 2 subscriptions separately from Microsoft 365, though they integrate with it.
Do I need Software Assurance for Visio?
Software Assurance is optional for Visio Standard and Visio Professional. You need it if you want upgrade rights to new versions or if you're deploying perpetual licenses on shared servers for remote access. Without Software Assurance, you can still use your licenses, but you won't get version upgrades or remote deployment rights.
What's the difference between Visio Standard vs Professional?
Visio Standard vs Professional: Visio Professional includes data linking, database connectivity, advanced collaboration tools, and process validation. Visio Standard only has basic diagramming features.
Visio Plan 1 vs Plan 2: Which should I choose?
Visio Plan 1 vs 2 comparison: Plan 1 is browser-only with limited features. Plan 2 includes desktop software plus browser access with full Professional features.
What is a Visio Pro license?
"Visio Pro" typically refers to Visio Professional. A Visio Professional license gives you the desktop application with advanced features like data linking and collaboration tools.
Talk to an expert
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