1. Microsoft ® Office Visio ® 2007 Training Let’s talk about text Jim Taliaferro Community Mental Health Center

3. Overview: Shapes alone don’t make a diagram Let’s talk about text Shapes, the components that make up any Visio diagram, are highly effective in communicating information, ideas, processes, and so on. But shapes alone don’t make a diagram. Text—long or short, descriptive or instructional—is also essential. This course will talk about text: how to add it to shapes and how to add it on its own. You’ll also learn how to edit text and avoid common pitfalls.

5. Lesson Add and edit text

6. Add and edit text Let’s talk about text There are lots of places for text in a Visio diagram, as the picture shows. You use text to label your shapes so that they mean something to people. You can also label the connectors, or the lines between the shapes. But text is also important for titling the diagram at the top of the page. And sometimes you need text that just sits there, independent of a shape.

7. Click to add text Let’s talk about text Most shapes just need a quick text label. There are several ways to add simple text to shapes. Click the shape. Start typing. Visio will zoom in on the shape. But the one shown in the picture is sure-fire:

8. Click to add text Let’s talk about text Most shapes just need a quick text label. There are several ways to add simple text to shapes. When you’re done, click an empty part of the drawing page to return to the zoom level you were at before. But the one shown in the picture is sure-fire: The text appears on the shape.

9. Click to add text Let’s talk about text Why all this zooming around? There are occasions where it won’t zoom, though. For example, if you’re zoomed in close enough, or if the font size is big enough to read. So that you can see what you are typing.

10. Double-click to edit Let’s talk about text What if you need to edit text that’s already on the shape? Double-click the shape. Visio will zoom in on the shape text. Change the text as you see fit. You do things a little differently:

11. Double-click to edit Let’s talk about text What if you need to edit text that’s already on the shape? When you’re done, click an empty part of the drawing page to return to the zoom level you were at before. You do things a little differently: The new text appears on the shape.

12. A tool for grouped shapes Let’s talk about text So, a quick review: You click and type to add text, and you double-click a shape to edit text. That’s pretty straightforward. But what if you need to edit text for a shape that’s in a group? You could try to use the same methods, although it might not work all the time because of the way some groups are configured.

13. A tool for grouped shapes Let’s talk about text Here’s a good method for adding and editing text for grouped shapes. Click the group of shapes with the Pointer Tool . Click again to select one of the shapes in the group.

14. A tool for grouped shapes Let’s talk about text Here’s a good method for adding and editing text for grouped shapes. Click the Text Tool button . Visio will zoom in on the shape text. Add or change the text as you see fit.

17. Don’t forget Let’s talk about text Make sure you don’t forget this: After you are done with the Text Tool , put it away. Why go back to the Pointer Tool ? Although you may not have noticed this, you use the Pointer Tool about 90% of the time in Visio. It lets you do one very vital task: Select. But if you keep the Text Tool active, you can’t select anything. The only thing you can do is type text. The way you do that is to click the Pointer Tool when you’re done.

18. Special text Let’s talk about text The text we’ve been showing you is text you type yourself. It’s the most common text you’ll use, and that’s what this course focuses on. What this course won’t dwell on is another kind of text that Visio “types” for you, called a field . A field is a special text area that instructs Visio to automatically display information. Fields can be especially handy when you use data in tandem with the diagram.