![]() Now, we can go back to where we were before. You should see the Shape Name dialog, which displays the shape’s ID:įor our example, we can see near the top of the dialog that our group’s id is 19.For more details, read: What’s My Shape’s ID?.Click the button under: Developer > Shape Design > Shape Name.Make sure the group shape is selected (Make sure you’re not still in the editing window).For details, see: How to Show the Developer Ribbon Tab (and Why).This can be done via Customize the Ribbon….Make sure the Developer tab is turned on.You can get to the group, but you have to know its ID first. Now I mentioned earlier that you can insert a field that represents any valid ShapeSheet expression, and similar to Excel, Visio’s ShapeSheet can “reach out across boundaries”, so to speak. It’s the group that has all the juicy shape data, and after all these years, Microsoft still hasn’t updated this dialog to make it easy to access the group’s data. The simple text rectangle that you’ve just drawn has precious little to offer. The problem is that Visio is looking at the selected shape to get the offerings of fields to insert. Where’s the data? There are no Shape Data fields listed! What are we going to do? Now you’re ready to link the text on your new subshape to data that the group carries. You can use Home > Tools > Text, Text Block or Rectangle tools to do this Draw a shape to contain your “sub text”.You should now see your drawing window and group-editing window side-by-side. Press Ctrl + Shift + F7 to arrange the windows that are open (same command as: View > Window > Arrange All). If your inside-of-Visio windows are maximized, it might look like your drawing window has disappeared, but that’s not the case. ![]() Note the presence of “” in the caption for the window. The group-editing window for the shape will open up.Right-click > Group > Open Executive chair.19 – the underlined portion will change depending on the master your shape came from, and the indexed suffix that Visio appends to it.Right-click > Group > Open Group if you’ve created the shape from scratch and it doesn’t come from a master.But we’ll need to get inside the group to add a shape to contain text. Luckily, our Office chair is already a group, so we don’t have to go into the details of creating a group right now. If you have a grouped shape, then the group has only one text block, but each subshape can also display text. Visio shapes can only have one text block. Whatever the reason, if you need more than one text block on a shape, then you need to add subshapes within a grouped shape to hold additional text. You don’t want “one big ugly” text block that lists too much data in one place.Your shape follows some standard that defines explicit locations for text.You don’t want users to blow away the inserted formulas when they type text into the shape.You want to leave the default text block for user-input.Suppose you want to add text to different locations relative to the shape? There are many reasons why you might want to do this: We can check that the references are “fo’ real” by looking at the Shape Data panel for the chair: Now our shape shows the Name and Department fields of the shape. Select Shape Data in the Category columnīelow, I’ve don this twice, adding a new line between the two fields I referenced.Open the (Insert) Field dialog via one of these methods:.Position the cursor before, after, within any existing text.Enter text-edit mode via one of these methods:.To add some data to our Executive chair shape, we can follow these steps: The furniture shapes have been nicely updated in Visio 2016 ( or Visio 2013? – I need to check), and this one’s a beauty! With this technique, you can display Shape Data field values in a shape’s text, along with User-defined cells data, or any valid ShapeSheet expression.įor this article, we’ll start with the Excecutive chair shape, located on the Shapes > More Shapes > Maps and Floor Plans > Building Plan > Office Furniture stencil. Let’s take a look at how to do this!Īs you may or may not know, you can insert fields into shape text using the Insert Field dialog. But they become frustrated when they add multiple text blocks to grouped shapes, as the process becomes more tricky. Many Visio users discover how to insert fields into the text of Visio shapes to display data contained in Shape Data fields.
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