Converting labels to annotation
Release 9.2 Last modified January 2, 2008

About converting labels to annotation

When you convert labels to annotation, the main choice is whether to store the annotation in a map document or in a geodatabase.

Map document annotation is stored in an annotation group within the map document. You can convert the labels from any layer with a geodatabase, coverage, shapefile, or CAD feature class data source into an annotation group.
Geodatabase annotation is stored as an annotation feature class in a geodatabase. If you choose geodatabase annotation, you also need to decide whether to create standard or feature-linked annotation features. (Note: You need an ArcEditor or ArcInfo license to convert to feature-linked annotation.)

You can convert into a new annotation group or feature class or add to an existing one—except converting to feature-linked annotation always creates a new annotation feature class. Once converted, you can optionally display a list of all the unplaced labels that are now unplaced annotation and interactively place them on your map.

Preparing labels for conversion

You need to set scale and label properties carefully, as they determine the size, position, and appearance of the new annotation.
Before converting labels to annotation, pay attention to the following three scales:

• The current map scale—This scale appears in the Scale box on the Standard toolbar in ArcMap.
  
• The data frame reference scale—This is the scale at which feature symbology, dynamic labels, and data frame graphics appear on the screen at their specified symbol size.
  
• The annotation reference scale—This is the scale at which text in an annotation group or geodatabase annotation feature class will appear on the screen at its symbol size.
  

Annotation is created to have the same size and position as the labels you convert. For this, the following logic is employed:

• When you convert labels to annotation and specify a new storage location (so that ArcMap creates a new annotation group or annotation feature class for you), the annotation reference scale for the new group or feature class is taken from the data frame reference scale if it is nonzero. If the data frame reference scale equals zero, the annotation reference scale for the new group or feature class is taken from the current map scale.
  
• When you convert labels to annotation and specify an existing annotation group or annotation feature class as the storage location, ArcMap will display a warning message if the annotation reference scale does not match either the data frame reference scale (if nonzero) or current map scale (if the data frame reference scale equals zero). This warning message asks you if you want to choose a different storage location. For your labels to be properly converted to annotation at the same size and position, there must be a match between the data frame reference scale (or current map scale if a reference scale is not set) and the annotation reference scale. To correct this problem, either select a different annotation storage location, or change the data frame reference scale or map scale.
  

How to convert labels to annotation

Preparing labels for conversion

1. Add the data to your map that will help you determine the best size, placement, and appearance of the labels you want to convert to annotation.
   
2. Zoom to the scale at which you will normally view the annotation regardless of whether viewing in ArcMap or on a hard-copy map.
   

If you're converting labels into an existing annotation feature class or existing annotation group, this must be the same scale as the reference scale of the annotation feature class or annotation group to which you're adding the labels.


3. In the table of contents, right-click the data frame, point to Reference Scale, and click Set Reference Scale. This sets the reference scale to be equal to the scale you zoomed to in the previous step.
   


4. Symbolize features.
   
5. Display labels and set their size, position, and appearance.
   
For more information, see Displaying labels.

6. Some labels may not currently display on the map because there is no room for them. ArcMap still allows you to convert these labels; however, to display them with the new annotation, you will need to manually place each one after the conversion. Work with label priority, label and feature weights, and label placement options to increase the number of labels that display before converting.
   
To learn more, see Prioritizing and positioning labels.


7. Zoom to the extent that contains all the labels you want to convert. You have two options:
   


• To convert all the labels, zoom to the full extent of the data being labeled. This ensures labels are placed using the full extent of all the features.
  
• To convert labels within a certain extent only, zoom to the extent containing the labels.
  


Once you've completed this step, you are ready to convert the labels to annotation.

Converting labels to map document annotation

1. Follow the steps in 'Preparing labels for conversion to annotation,' above.
   
2. In the ArcMap table of contents, right-click the layer you are labeling.
   
3. Click Convert Labels to Annotation.
   
4. For the Store Annotation option, click In the map.
   
5. Specify the features for which you want to create annotation.
   
6. Click the name of the annotation group to change it. You can specify a new or existing annotation group.
   
7. Some labels may not currently display on the map because there is no room for them. To convert these labels, check the Convert unplaced labels box. This saves the unplaced labels in the map document, allowing you to later position them one at a time.
   
8. Click OK.
   
9. If you checked the Convert unplaced labels box and there are unplaced labels, the Overflow Annotation window displays, listing the unplaced labels. To place the labels now, follow the steps in the next procedure.
   

Unplaced labels are stored in the map document; therefore, it's okay to dismiss the Overflow Annotation window if you want to place the labels at another time. Make sure you save the current map document before closing ArcMap.

Tips

Annotation groups are listed in the Data Frame Properties dialog box on the Annotation Groups tab. You can convert labels from more than one layer at the same time. Right-click the data frame, click Convert Labels to Annotation, and complete the settings for each layer as described above. When converting into an existing annotation group, ensure that the current map scale (or data frame reference scale if set) matches the reference scale of the existing annotation group.

Placing unplaced map document annotation

1. If you checked the Convert unplaced labels box and there were unplaced labels at conversion, the unplaced labels are stored in the map document.
   


2. Open the map document containing the unplaced annotation.
   
3. Click View and click Overflow Annotation.
   
4. By default, all of the unplaced annotation lists in the Overflow Annotation window. To list annotation in the current extent only, right-click anywhere in the window and click Show Annotation in Extent.
   
5. By default, unplaced annotation doesn't display on the map. To display the unplaced annotation, right-click anywhere in the window and click Draw Annotation. Unplaced annotation displays with a red outline and is not selectable.
   
6. Double-click annotation in the list to pan to that annotation's feature on the map.
   
7. Right-click annotation in the list and click Flash feature to flash that annotation's feature on the map.
   
8. To place unplaced annotation, right-click annotation in the list and click Add Annotation.
   
9. On the Draw toolbar, click the Select Elements tool.
   
10. Click the annotation in the map and drag it to where you want to place it.
    

Tip

If there are a lot of labels in the Overflow window, you may want to experiment with map and reference scales and the label placement properties.

Converting labels to geodatabase annotation

See Converting labels to annotation features.

Placing unplaced geodatabase annotation features

See Placing unplaced annotation features.

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