Converting labels to annotation

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 to an annotation group from any layer with a geodatabase, coverage, shapefile, or CAD feature class data source.

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.

Storing feature-linked annotation in a geodatabase creates a relationship between the annotation and the feature it annotates. Then, if you move the feature, the annotation (label) moves with it; if you delete the feature, the annotation is also deleted; and if you change the attribute of the feature that the annotation is based on, the text of the annotation changes.

License:

You need an ArcGIS for Desktop Standard or ArcGIS for Desktop Advanced 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 appears 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.

If you encounter issues with memory usage while converting labels to annotation, only convert the labels within the displayed extent or use the Tiled Labels To Annotation tool to convert labels to annotation for layers in a map document based on a polygon index layer.

Preparing labels for conversion

Steps:

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 you'll view it in ArcMap or on a hard-copy map.

If you're converting labels to 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 and click Reference Scale > 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.

Some labels may not be currently displayed 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.
6. Work with label priority, label and feature weights, and label placement options to increase the number of labels that are displayed before converting.
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 geodatabase annotation

Steps:

1. Prepare your labels for conversion by ensuring the proper scale and label properties are set.
2. To convert labels from one layer, right-click the layer in the ArcMap table of contents. To convert labels from more than one layer, right-click the data frame.
3. Click Convert Labels to Annotation.
4. For Store Annotation, click In a database.
5. Specify the features for which you want to create annotation.
6. To create feature-linked annotation, check the Feature Linked box. To create standard annotation, leave the box unchecked.
   Note:

   To maintain the integrity of the data, you cannot convert labels based on a joined field to feature-linked annotation. Either convert the labels to standard annotation or edit the data so the label field exists in the base table and remove the join.

   Tip:

   Convert labels on a geometric network feature class to feature-linked annotation after building the geometric network. This is recommended because when features are snapped in the geometric network building process, their geometry is modified in such a way that linked annotation features are not updated.

7. If you are creating standard annotation and want to add the annotation to an existing standard annotation feature class, check the Append box.
8. If you are creating feature-linked annotation, click the name of the new annotation feature class to change it.
9. If you are creating standard annotation, click the open folder icon and specify the path and name of the new annotation feature class you will create or, if you're appending, the existing standard annotation feature class to which you're appending.
   Tip:

   When converting to an existing annotation feature class, ensure that the current map scale (or data frame reference scale, if set) matches the reference scale of the existing feature class. You will receive a warning if these scales do not match, and you will not be able to proceed until they match.

10. If you're appending to an existing feature class, skip to step 15.
11. Click the Properties button.
12. For information on how to set the Require symbol to be selected from the symbol table, Create annotation when new features are added (unavailable for standard annotation), or Update annotation when feature's shape is modified (unavailable for standard annotation) option, see Annotation feature class editing properties.
13. If you are creating the new annotation feature class in a file or ArcSDE geodatabase and want to use a custom storage keyword, click Use configuration keyword and type the keyword you want to use.
14. Click OK.
15. Some labels may not be currently displayed 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 annotation feature class, allowing you to position them later in an ArcMap edit session.
16. Click Convert.

If you checked the Convert unplaced labels box and want to place the unplaced annotation, see Placing unplaced geodatabase annotation features.

Placing unplaced geodatabase annotation features

Steps:

1. Click the Editor menu on the Editor toolbar, point to Editing Windows, then click Unplaced Annotation.
2. In the Unplaced Annotation window, click the Show drop-down arrow and choose the annotation feature class with the unplaced annotation.
3. Click Search Now to list the unplaced annotation.
Each time you save your edits (Editor > Save Edits) during an edit session, the contents of the Unplaced Annotation window are cleared. You need to click Search Now to populate the list again. Doing this ensures that the window always shows the most up-to-date unplaced annotation features for your geodatabase.
4. By default, unplaced annotation is not displayed on the map. To draw the unplaced annotation, check the Draw box.
5. If you want to work with annotation within a particular extent only, zoom to the extent, check the Visible Extent box, then click Search Now to update the list.
6. Double-click the text in the list to flash the location of the unplaced annotation.
7. To zoom in to the area of any unplaced annotation, right-click text in the list and click Zoom to Annotation or Zoom to Feature.
8. To place annotation on the map, right-click text in the list and click Place Annotation.
9. After you have placed an annotation feature on your map, the feature is selected. Use the Edit Annotation tool to drag the annotation to where you want to place it.

Converting labels to map document annotation

Steps:

1. Follow the steps to prepare labels for conversion to annotation.
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 be currently displayed on the map because there is no room for them. To convert these labels, check the Convert unplaced labels to unplaced annotation 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 to unplaced annotation box and there are unplaced labels, the Overflow Annotation window appears, listing the unplaced labels.

Unplaced labels are stored in the map document; therefore, it's okay to close 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.

• Annotation groups are listed on 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, then complete the settings for each layer as described above.
• When converting to 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

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

Steps:

1. Open the map document containing the unplaced annotation.
2. On the Draw toolbar, click Drawing > Overflow Annotation.

   By default, all the unplaced annotation is listed in the Overflow Annotation window.

3. To list annotation in the current extent only, right-click anywhere in the window and click Show Annotation in Extent.

   By default, unplaced annotation isn't displayed on the map.

4. To show the unplaced annotation, right-click anywhere in the window and click Draw Annotation. Unplaced annotation is displayed with a red outline and is not selectable.
5. Double-click annotation in the list to pan to that annotation's feature on the map.
6. Right-click annotation in the list and click Flash feature to flash that annotation's feature on the map.
7. To place unplaced annotation, right-click annotation in the list and click Add Annotation.
8. On the Draw toolbar, click the Select Elements tool.
9. 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 Annotation window, you may want to experiment with map and reference scales and the label placement properties.