Learn tips and tricks for using the software more effectively. Join Visio MVP Scott Helmers as he demonstrates how to add comments to a diagram. You’ll learn an important difference between comments in Visio 2010 versus those in Visio 2013 and later, and how to use the Comments pane.
- [Instructor] Comments are a good way to add extra information to a diagram. Sometimes the value of a comment is temporary. For example, a comment that suggests a potential change to the diagram. But in other cases, comments may be a permanent part of the diagram. Either way, it's important to understand how Visio comments work and to understand how they work in your specific version of Visio. In Visio 2010, you add comments from the Review tab. Let's select the interview candidates shape. On the review tab, you'll choose New Comment.
And let's type some text. When I click outside the comment, the editing window closes, and it now looks like we have a comment on the shape. Let's zoom in to see what that looks like. It's all the little blocks. Yellow attached to the upper corner of the shape. Well, it looks like it's attached, but is it really? Let's find out. Let's move the interview candidate shape. The comment is left behind. In Visio 2010, comments are not actually part of the shape. They are attached to the drawing page.
So moving the underlying shape around causes the comment to remain exactly where it is. Still useful but even better in Visio 2013 and 2016. Let's switch to Visio 2016 now to see that the appearance and behavior is really very different. Let's do the same thing. Select the shape. I can go to the Review tab to add a comment, but in Visio 2013 and 2016, I can simply right click and choose Add Comment. Let's paste the same text, click outside the shape.
Now there's a comment balloon that is near the interview candidate shape. Let's see what happens when I move the shape. Sure enough, the comment balloon goes with it. I can click the comment balloon at any time to see the comment, and as you'll also notice, the comment includes who made the comment and when it was made. If I hover over the person who made the comment, there's a contact card that pops up, and if I were using Skype for business, I would actually see the little icons for phone and chat and video camera and email lit up with suitable contact information behind them.
To see the power of threaded comments and allowing multiple people to enter comments in the same diagram. Let's go to a different part of this page. The select a candidate shape includes a comment. Let's click on it, and we see there's actually been a conversation between me and a colleague, Darla Branson, about this particular shape. As a final note about Visio 2013 and 2016 comments, if you do want to add a comment to the page itself, simply right click anywhere on the background of the page, choose Add Comment, and type your text.
Click on the background of the page again to make it disappear. Now if I type Control + Shift + W to return to whole page view, and then hold down Control+ Shift while I draw a bounding box in the upper left corner of the page, we can see that there is a comment balloon. Click on it, and there's the text that I just typed. If you'd like to see all the comments in the diagram, or at least all the comments on this page of the diagram, click Review and click the Comments Pane button. That opens the comments pane on the right, and now selecting a comment in the pane will make that comment balloon visible.
As soon as I click a specific comment in the comments pane, that shape appears on the screen. As you saw in this video, Visio 2010 is the last version of Visio in which comments are actually just specialized text blocks that live on the drawing page. Visio 2013 and later versions provide multi threaded comments that can be attached to specific shapes.
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- Decoding Visio versions and editions
- Setting Visio options
- Navigating like a pro
- Taking advantage of hyperlinks
- Managing text on shapes
- Annotating diagrams with comments and callouts
- Inserting text display fields
- Working more efficiently
- Mastering Visio keyboard shortcuts
- Aligning and sizing shapes on a page
- Managing connectors and connection points
- Copying, pasting, and duplicating shapes