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Microsoft Visio 2013 : Adding Sophistication to Your Drawings - Adding ScreenTips and comments

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1/21/2015 8:40:08 PM

In some drawings, you want to provide your reader with additional information that doesn’t need to be visible at all times. Visio provides two convenient options with very different characteristics:

  • ScreenTips display pop-up text when you point to a shape, but they are otherwise invisible. Indeed, there is no way to know that a ScreenTip exists unless you point to a shape containing one and a pop-up appears.

    Important

    ScreenTips are part of a shape. Consequently, they move with a shape and are deleted when you delete a shape.

  • Comments provide a visible indication of their presence, but require you to click the indicator in order to view the text of the comment. Each comment stores and displays the name of the comment author and the date when it was created. New in Visio 2013, one comment shape can contain multiple comments from multiple authors; individual entries are displayed in chronological order.

Important

If one shape is selected when you add a comment, the comment will be attached to that shape. If more than one shape is selected when you add a comment, the comment will be attached to the anchor shape . If no shapes are selected, the comment will be attached to the drawing page.

In general, use ScreenTips to provide useful but noncritical information about a shape. You should make the assumption that the reader may discover a ScreenTip, but also may not. Use comments when it is vital that the reader know that they exist and when it is important to know who created the comment and when.

In this exercise, you’ll add a ScreenTip to a shape. You’ll also add and edit a comment.

  1. In the Shapes window, click Computers and Monitors. The Computers And Monitors stencil opens.

  2. Drag a PC shape onto the page.

  3. On the Insert tab, in the Text group, click the ScreenTip button to open the Shape ScreenTip dialog box.

  4. Type I need a new PC in the dialog box, and then click OK.

    image with no caption
  5. Point to the PC and observe the pop-up text that you’ve created.

    image with no caption
  6. Drag a Laptop shape from the Computers and Monitors stencil onto the page.

  7. With the laptop shape still selected, on the Review tab, in the Comments group, click the New Comment button.

    Tip

    Comments are part of the review feature set in Visio. Consequently, you will find comment buttons on the Review tab and not on the Insert tab where you found ScreenTips.

    Visio drops a comment indicator and an edit box for the comment body onto the page. The indicator is located in the upper-right corner of the shape and looks like a cartoon dialog balloon; the edit box appears above or near it.

    image with no caption
  8. Type This laptop contains Visio Professional 2013.

    image with no caption
  9. Click anywhere on the background of the page to close the comment edit box.

    image with no caption
  10. Point to the comment balloon but don’t click it, which causes Visio to display the word Comments but only for as long as you continue to point to the indicator.

    image with no caption
  11. Click once on the comment indicator to view the Visio display of the comment edit box.

    image with no caption
  12. Click in the Reply area of the edit box and type It also contains Office Professional 2013.

    Tip

    If you click on the text of the previous comment, you can edit it instead of typing a reply.

    image with no caption
  13. Click anywhere outside the comment balloon to close it and then click the balloon again to reopen the comment box.

    image with no caption

    The comment feature in Visio 2013 is much more robust than in previous versions because it supports threaded conversations.

    Tip

    If you prefer not to view pictures of the person who made a comment, click the blue triangle to the left of the person’s name to collapse the view.

    image with no caption

Note

CLEAN UP Save your changes to the Text and Data on Shapes drawing, and then close it.

Tip

You can turn all comment indicators in your drawing on or off by clicking the lower part of the Comments pane button in the Comments group on the Review tab, and then clicking Reveal Tags.

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