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You can insert text fields into shapes to display additional information. Fields are organized into categories, such as Date/Time, Document Info, and Shape Data. Fields are updated automatically when you change the information on which they are based.

  1. Double-click a shape to open its text block, and then move the cursor to the place in the text block where you want to insert the text field.

  2. On the Insert tab, click Field.

  3. In the Category list, click the category of field that you want to insert:

    • Custom Formula     This category uses ShapeSheet functions that you enter in the Custom formula box to create a formula.

    • Date/Time     This category uses system information to track the Creation Date/Time, Current Date/Time, Last Edit Date/Time, and Print Date/Time.

    • Document Info     This category uses information entered in the Properties dialog box to track Creator, Description, Directory, Filename, Keywords, Subject, Title, Manager, Company, Category, and Hyperlink Base.

    • Geometry     This category uses the shape's width, height, and angle information. Use the Width field for dimension lines or the Angle field to show how far a shape is rotated from its original position. Use any Geometry field to automatically update technical specifications in a drawing.

    • Object Info     This category uses information entered in the Special dialog box to track Data 1, Data 2, Data 3, ID, Master, Name, and Type.

    • Page Info     This category uses information entered in the Page Properties tab of the Page Setup dialog box to track Background, Name, Number of Pages, and Page Number.

    • Shape Data     This category uses data stored in the Shape Data section of the selected shape's ShapeSheet spreadsheet. You define Shape Data to associate the type of information you want with a shape. For example, you can associate a serial number with a piece of equipment.

    • User-defined Cells     This category uses information entered in the Value cell of the User-defined Cells section in the shape's ShapeSheet spreadsheet.

  4. In the Field name list, click the field you want to insert.

  5. Click Data Format, and in the Category list, click the format in which you want the field information to appear.

  6. Click OK, and then click OK again.

  7. To add text after the field, type the text you want.

  8. To insert additional fields, repeat steps 2 and 3.

  9. To delete a field, select the field in the shape, and press DELETE.

    You can also double-click inside the shape and delete the text.

  10. To move the text block, click the Text Block tool, and drag the text block.

    Where is the Text Block tool?

    In Visio 2013 and newer versions, click Home > Tools group > Text Block button (the Text Block tool).

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