Reviewing and monitoring alterations for a Visio document

Reviewing and monitoring alterations for a Visio document

When working on a project within a team, or simply collaborating with other people on a Visio document it is simple to track and review changes using the Reviewing task pane and the Reviewing toolbar Visio gives each reviewer a separate colour overlay so that they can add comments, shapes, or use FreeHand markup to a Visio diagram. Any changes made by doing this can be incorporated or rejected by the person in control of the project.

In order to view any changes made to a document the Track Markup mode needs to be turned on. This may be achieved by going to the Tools menu and clicking Track Markup. A coloured band appears around the drawing workspace and both the Reviewing task pane and toolbar appear together with a message box that states the project is ready for review.

Any revisions or comments added may be changed with the Track Markup mode turned on, but if you want to change the original document you should turn it off first. Do this by clicking the Track Markup button at the bottom of the Reviewing task pane or go through the Tools menu again.

Changes made to the document reside on the overlay when Track Markup mode is turned on. The original drawing remains unchanged until a shape from the overlay is copied or moved to it.

Like most Microsoft Office applications, comments may be easily included with a drawing with the Insert Comment command from the Reviewing task pane. If you want to insert a comment on a specific page of a multi-page document select it before insertion. After typing your text click away to deselect the comment box.

A new shape could be added at any time just by dragging it from the stencil in the normal fashion. It is added to the overlay identified with the reviewer's Markup colour and Shape Added will appear in the Reviewing task pane. You can only change or remove your own markup -- although other reviewers' markup can be seen, it can merely be changed by the author.

FreeHand markup may be included with a Visio drawing through the use of an annotation method called "Ink". Using this process allows freehand shapes to be added, even to a custom stencil if they are to be reused. The Ink tool may be accessed from the Reviewing toolbar. A small Ink toolbar appears, containing different link colours, a line width tool and an eraser. Simply select the tool you need to use, draw or write with it then deselect it by clicking back on the Pointer icon on the Standard toolbar.

You can select which reviewers edits you want to see by clicking on the tab in the Reviewing task pane. To see all the reviewers mark-ups overlaid on the original drawing, click the Original tab and to hide it click Hide All.

To update the drawing when comments and markup changes have been added the Track Markup mode must first be turned off. Use the Track Markup on the Reviewing task pane to do that, then click the tab for the reviewer whose changes you would like to add. Visio will select all of the shapes on the tab by default, but when you do not need to include them all you may select the suitable shapes using the mouse.

When you have selected the shapes you require click Copy, select the Original tab and choose Paste to paste the shapes into the centre of the drawing. They can simply be dragged into the suitable position using the markup overlay as a reference point if required.

To quickly move from one markup to the next the Next Markup tool can be used; this is available on both the Reviewing task pane and toolbar. Mark up can be deleted by using the Delete button on the same toolbar.

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