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Microsoft Visio 2010 : Viewing Shape Data

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7/29/2011 11:42:05 AM

1. Understanding Shape Data

Many Visio shapes contain data fields, referred to collectively as shape data, that you can use to quantify and describe various properties of the shape.

Visio 2010 supports eight types of shape data:
  • String Free-form text

  • Number Any numeric data; can be restricted to integers or a specific number of decimal places

  • Fixed List A drop-down list from which users can make a selection; users cannot add additional values to the list

  • Variable List A drop-down list from which users can make a selection; users can add additional values to the list by typing in the text box

  • Duration Time value expressed in one of five time units supported by Visio: seconds (es.), minutes (em.), hours (eh.), days (ed.), weeks (ew.); users enter a number followed by one of the time unit abbreviations shown

  • Date Calendar date; users can either type a date or use a drop-down calendar to select a date

  • Currency Currency value in currency units based on user’s Region and Language settings in Windows

  • Boolean True or False


2. Viewing Shape Data

To view the shape data for any Visio object, right-click the shape, and click Data, which displays the data submenu. Then click Shape Data on the submenu.

The Shape Data window typically appears somewhere within the main Visio window, usually in whatever position it was located the last time it was opened. The following graphic shows the data associated with a pump/motor 1 shape from the Fluid Power template in the Engineering template that is provided with Visio.

You can position the floating Shape Data window (shown on the left) wherever you would like it. Note that you can also resize the window or dock it in a fixed position by dragging it to an edge of the drawing window (shown in the center).


Tip:

The pushpin button in the docked window lets you turn AutoHide on or off for the docked window. If you turn AutoHide on, the window “rolls up” into the header when you’re not using it (shown on right).



Tip:

If the Shape Data window is already open when you right-click a shape, click Data, and then click Shape Data, Visio will close it. This may not be what you expect, especially if you didn’t notice that the window was already open and can’t figure out why it didn’t appear.

If you look closely at the following two graphics, you’ll notice a subtle difference. It turns out that the Shape Data menu entry is actual a toggle that alternately shows and hides the window. In the graphic on the left, the window is closed so the icon to the left of Shape Data looks normal. However, in the one on the right, the icon is highlighted, indicating that the window is open.


Other Ways to View Shape Data

Because shape data is so vital to Visio diagrams, there are several additional ways to view a shape’s data.

When you right-click some shapes, you can click Properties instead of Data. Although the Properties menu entry usually opens the same Shape Data window as the Data submenu technique, in some Visio templates, it opens a Shape Data dialog box instead. Although their appearance is a bit different, you can edit data in either one.


Tip:

The Properties entry is usually at the very bottom of the context menu.


For example, compare the following Shape Data dialog box for the Fluid Power pump/motor 1 with the corresponding Shape Data window, shown previously.

You can also open the Shape Data window from the Visio ribbon. On the Data tab, in the Show/Hide group, select the Shape Data Window check box.

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