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#1
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what are benefits of using Properties?
I'm looking at using Properties to include additional information about our
files, so I can search for files based on something like Language or Client name. The files are accessible by a group of people. At minimum, I hope to include the Author in the Properties of each document, but I'm also thinking of how I can use other fields shown on the Summary and the Custom tabs. I'd appreciate advice from someone with some experience! ... This is Word 2003, btw. 1. Can you provide some general example(s) of how you're using the information in Properties? 2. How are you using the Category and Keyword fields? Can you enter *anything* in these fields? Is it possible to define certain values to use here? 3. Is it possible to get a list (for printing, or at least to show to my group) of the Name selections in the drop-down box on the Custom menu? And could we add to this list? 4. Are there any tricks to searching for information in Properties? I've been using File-Open-Tools and the search page, but without success so far. 5. Have you experienced any problems using Properties? Your suggestions are greatly appreciated! -- .....Mary |
#2
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what are benefits of using Properties?
The File Properties are used in many different ways, you can add the
standard fields, such as Author and Title, to the Details view in an Exploring window - just right-click the headers and you'll see the list which is also similar to how SharePoint utilizes the properties. I've used them in variou ways, for a standarized form I've added custom properties and also added the fields to the document. That way I can simply update the custom property and update the document. I've used them to collect/store data for a database by collecting data from a UserForm (information that doesn't appear in the document), writing it to custom properties and then looping through the collection to create a record. How you can use them is really up to you. There really aren't any contraints and you can use the fields however you want. But if you want to create drop-down lists and such then you should use a UserForm to collect the data and store it in the properties - there isn't a way to add controls to the built-in Properties dialog. ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP Word FAQ: http://mvps.org/word TechTrax eZine: http://mousetrax.com/techtrax/ MVP FAQ site: http://mvps.org/ "MaryM" wrote in message ... I'm looking at using Properties to include additional information about our files, so I can search for files based on something like Language or Client name. The files are accessible by a group of people. At minimum, I hope to include the Author in the Properties of each document, but I'm also thinking of how I can use other fields shown on the Summary and the Custom tabs. I'd appreciate advice from someone with some experience! ... This is Word 2003, btw. 1. Can you provide some general example(s) of how you're using the information in Properties? 2. How are you using the Category and Keyword fields? Can you enter *anything* in these fields? Is it possible to define certain values to use here? 3. Is it possible to get a list (for printing, or at least to show to my group) of the Name selections in the drop-down box on the Custom menu? And could we add to this list? 4. Are there any tricks to searching for information in Properties? I've been using File-Open-Tools and the search page, but without success so far. 5. Have you experienced any problems using Properties? Your suggestions are greatly appreciated! -- ....Mary |
#3
Posted to microsoft.public.word.docmanagement
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what are benefits of using Properties?
Beth,
When a custom file property is created in a document, it seems that that new custom property is only defined and a value stored for it, in the document itself. But if that's so, what makes that new custom file property name appear in the Custom File Properties search dialog? In other words, before jumping into using this feature, it may be important to fully understand what's happening, so one doesn't go off creating hundreds of custom file properties on the fly in a zillion folders and expect them all to become searchable items in the Custom File Properties search dialog. Have you seen a good explanation of this in the MVP site? It seems poorly documented. "Beth Melton" wrote: The File Properties are used in many different ways, you can add the standard fields, such as Author and Title, to the Details view in an Exploring window - just right-click the headers and you'll see the list which is also similar to how SharePoint utilizes the properties. I've used them in variou ways, for a standarized form I've added custom properties and also added the fields to the document. That way I can simply update the custom property and update the document. I've used them to collect/store data for a database by collecting data from a UserForm (information that doesn't appear in the document), writing it to custom properties and then looping through the collection to create a record. How you can use them is really up to you. There really aren't any contraints and you can use the fields however you want. But if you want to create drop-down lists and such then you should use a UserForm to collect the data and store it in the properties - there isn't a way to add controls to the built-in Properties dialog. ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP Word FAQ: http://mvps.org/word TechTrax eZine: http://mousetrax.com/techtrax/ MVP FAQ site: http://mvps.org/ "MaryM" wrote in message ... I'm looking at using Properties to include additional information about our files, so I can search for files based on something like Language or Client name. The files are accessible by a group of people. At minimum, I hope to include the Author in the Properties of each document, but I'm also thinking of how I can use other fields shown on the Summary and the Custom tabs. I'd appreciate advice from someone with some experience! ... This is Word 2003, btw. 1. Can you provide some general example(s) of how you're using the information in Properties? 2. How are you using the Category and Keyword fields? Can you enter *anything* in these fields? Is it possible to define certain values to use here? 3. Is it possible to get a list (for printing, or at least to show to my group) of the Name selections in the drop-down box on the Custom menu? And could we add to this list? 4. Are there any tricks to searching for information in Properties? I've been using File-Open-Tools and the search page, but without success so far. 5. Have you experienced any problems using Properties? Your suggestions are greatly appreciated! -- ....Mary |
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