Visio can correct spelling or find and replace all uses of particular words. You can specify whether you want Visio to search a selection, a page, or the whole diagram. When you search for or check the spelling of text, Visio searches in all shapes, including
Finding and replacing text in a Visio diagram works a little differently from your typical word processing document. When Visio searches for text, it examines text in shapes, in text-only shapes, on stencils, in the Properties box, and in data files. In addition, with this release Visio can now search for text within custom properties, shape names, and user-defined cells (a type of ShapeSheet cell of interest to shape developers). You can also search for special characters, such as tabs or line breaks.
When you search for a word or phrase in Visio using the Find or Replace command, you can define the scope of the search—selected text only, one page, or all pages in the diagram. Visio searches the text blocks of shapes for the text you specify. When you use the Find command, you can refine the search even more. Table 4-6 shows you the options for searching when you use the Find command.
Table 4-6. Options for Searching
Searches for text only in the currently selected shapes on the drawing page.
Searches for text on the current page only.
Searches for text on all pages of your diagram.
Searches the text blocks of all shapes, including text- only shapes.
Searches for text in the custom property fields of all shapes.
Searches the Name field of a master shape or instance of a master shape (that is, what you drop on the page). This option is best used when a stencil file is open for editing to check master shape names.
Searches the formula text in the Value and Prompt cells of the User-Defined Cells section of the ShapeSheet spread-sheet for all shapes.
To search for a word or phrase, follow these steps:
If Visio locates an occurrence of the search text in a shape, the text is highlighted in the diagram. If the search text is found in a shape name or user-defined cell, the name is displayed in the Found In section of the Find dialog box.
To replace a word or phrase, follow these steps:
If Visio locates an occurrence of the search text in a shape, the text is highlighted in the diagram.
Visio displays a message when it has finished searching.
The commands on the Edit menu aren't the only commands for searching. Like other Microsoft Office programs, Visio includes a task pane for searching in other files on your computer or elsewhere, as well as the Find Shapes command for tracking down elusive shapes. Table 4-7 summarizes the commands you can use to search for text, files, or shapes.
Table 4-7. Commands for Searching in Visio and Beyond
Searches for a word or phrase in a diagram.
Searches for a word or phrase in a diagram and then replaces it with a new word or phrase.
View, Task Pane
Opens the Basic Search pane, where you can search for text in other files, including Microsoft Office documents, on your computer, in network folders, or in Microsoft Outlook. For details, see "Searching for a File to Open."
File, Find Shape
Opens the Find Shape pane, which you can use to locate shapes. For details, see "Finding the Shape You Want."
When you check spelling in a diagram, Visio examines the spelling of text in shapes, including text-only shapes, and data fields. Visio typically checks the spelling for shapes on the current page only, but you can specify to check selected text only or all pages in a diagram.
Follow these steps to check spelling in a drawing:
If Visio encounters any words not found in its dictionary, it displays the Spelling dialog box.
For example, use the Add button to add your company's name to the dictionary so the spelling checker won't ask you about it every time.
When Visio has finished checking spelling (or if it doesn't find any misspelled words), a message box appears indicating that it has finished checking.
When you check spelling in a diagram, Visio compares words to its dictionary, a file called custom.dic. You can add words to this dictionary as you check spelling, but for some diagrams with unusual or industry-specific terms, you might not want to pollute the built-in dictionary. For your personal vocabulary needs, Visio lets you create a user dictionary for storing words that you want the spelling checker to recognize. When the spelling checker encounters an unrecognized word you can add it to your user diction-ary so that it won't be listed as a misspelling in the future.
Visio uses the active dictionary to check spelling. When you create a user dictionary, you add it to the list of active dictionaries. More than one dictionary can be active. Then, when you use the Spelling command, all the active dictionaries, including the user dictionary, appear in the Add Words To box. When you no longer want your user dictionary to appear in this box, you can remove it from the active list. Removing a dictionary doesn't delete it; it just prevents the dictionary from showing up in the Spelling dialog box, so you can't add words to it.
Follow these steps to create a user dictionary and make it active:
The Add User Dictionary dialog box appears.
In the Options dialog box, the dictionary name you created appears in the Custom Dictionaries box.
The user dictionary has been added to the diagram.
Follow these steps to add words to a user dictionary:
To make a user dictionary inactive
Visio removes the user dictionary from the list. The dictionary file is not deleted.
Visio automatically checks your spelling as you type and displays a wavy, red underline under words that it doesn't recognize. Some people love an interactive spelling checker, and others loathe the interruption. If you're in the latter camp, you can turn off the spelling checker. That way, you can control when you want Visio to check your spelling—just press F7.
Turn off the automatic spelling checker as follows:
It used to be only the shapes were smart in Visio. Now text is smart, too, with automatic corrections. Visio 2002 includes many of the AutoCorrect and AutoFormat features that make Microsoft Word so nice for typing. Depending on the options you choose, Visio can automatically correct common typos and capitalization errors and format certain characters as you type. For example, if you start a new sentence with a lowercase letter, Visio can automatically replace it with an uppercase letter.
Visio can correct the following typos and formats:
What if AutoCorrect "fixes" a word that you typed exactly as intended? When AutoCorrect makes a correction that you don't want, you can press Ctrl+Z (or choose Edit, Undo) to undo the correction.
Both of these techniques can be an irritating interruption. You can instead define exceptions to the rules, so that AutoCorrect applies its capitalization rules only to the words you want. Or you can disable the feature altogether and trust the spelling checker to catch your mistakes.
Follow these steps to specify the AutoCorrect options you want:
The AutoCorrect dialog box appears and displays the AutoCorrect tab.
If the list of built-in AutoCorrect entries doesn't contain the corrections that you want, you can easily add or edit AutoCorrect entries. For example, you can add an entry to automatically spell out the name of your company when you type an abbreviation.
Follow these steps to add an AutoCorrect entry:
The AutoCorrect dialog box appears and displays the AutoCorrect tab.
For example, type MS Press.
For example, type Microsoft Press.
You can prevent AutoCorrect from making specific capitalization corrections. When you define an AutoCorrect exception, you specify letters that should not be capitalized. Defining an exception lets you keep the AutoCorrect feature enabled and yet avoid the irritation of undoing unwanted corrections. Otherwise, when AutoCorrect makes an unwanted correction, you must press Ctrl+Z (or choose Edit, Undo) to remove the entire correction and retype the word you want.
Follow these steps to define a capitalization exception:
The AutoCorrect Exceptions dialog box appears with the First Letter tab displayed.