Skill Level Intermediate
- [Instructor] In this week's Word Tip, we're going to explore document properties here in Microsoft Word. That's the information that's stored with your document so you can learn more about the document you're working with and even use those properties in your document. We'll be working with this file, Report 004. As you can see, there's not much to it yet. We've started page one where we have an image, an area for the title, it's formatted already. We want the author name and the date it was created on this title page and then when we get into page two, it looks like in the header area, we're going to see the Report Title again.
There's a heading, so we can start working with headings and content in our document. Down at the bottom, in the second page footer, the author name should be showing up next to the page number. Okay, well, that's good to know. So, lots of information we could type in manually, or we could use our document properties. We access those by going up to the File tab. Click there and then with Info selected, check out the right hand side. Under Properties, you're going to see, first of all, the size of this file, at least so far, and the number of pages.
Not many words yet, but it will total up the number of words in your document if you need to keep track of that information. Editing time so far, 16 minutes it looks like. Then we see some fields that may not be filled yet like Title, Tags if we wanted to make it easy to search for this file. We can add comments that aren't in the document, but are attached to the document. You may have heard the term metadata. That's where it comes from, that's the information that's stored with your document. It's going to keep track of when it was last modified and created, who the author is.
Now, if you're logged in as yourself using your Microsoft account, automatically you're the author of the document. If you're opening it up from the exercise files, it looks like I'm the author, but that's okay, that information can be changed and you can add yourself as an author, if you want to, as well, and take me out of there. This is going to be important when we go to add this information to our document. So, if you want, you can right click my name and remove me, and then go to Add Author, and type in your own name, if it's not already there, because you're logged into your Microsoft account.
Notice down at the bottom we can show even more properties by clicking the link Show All Properties. You're going to see more like the template that it came from, status, categories, the subject, a hyperlink base, the company, if you're in a company environment. You can add the company name to this document and, as you scroll down to the bottom, you can click what's now showing up as Show Fewer Properties if you don't need access to all of those fields.
Alright, so we have our document. Let's go in here and add some information like a title. Let's say this is going to be Economic Trends in London. There we go. Hit your Tab key if you want to go to the next field and add additional information. You could add the same information here, Economic Trends in London.
These are words that we can use when searching for documents. Alright, the author, we're going to leave the way it is if you've fixed it up. Now we can go back and start using that right here in our document. Notice we have an area for the title. Well, the title is already added to the document properties, so all we need to do is select that and replace it with that document property. How do we do that? Go up to the Insert tab on the ribbon and in the Text area, you can see something called Quick Parts.
Give that a click, because part of Quick Parts is document properties, check them out. When you hover over Document Property, you can now access any of these, including, right at the bottom, Title. When you select it, it's added to the document. You can see it's in a placeholder, a control called Title. How about the author name? Let's select Author Name, those two words, and do the exact same thing. We'll go back to Quick Parts, Document Property.
This time we want to choose Author. It's going to replace it with your own name, or mine if you didn't make the adjustment. The date created, well, it's created today, so we can select this and go back up to Quick Parts. Now, if we go down to Document Property, you're not really going to see what you need here even though the date is part of that and it is saved with your document. But we can go down to Field, just a little bit further. Make sure that Date and Time is selected from the drop-down here, and choose the format you like over here on the right hand side.
I like this format right here, if it's selected, clicking OK, that's that, there we go. So, now we scroll down into our document where we're ready to start adding, but the report title should be showing up in the header for every page except the first, so when we go down to page two, we see it up there. Double click, you know the routine, select the text that's there already, and then go back up to the Insert tab, Quick Parts, go down to Document Property, and add the title once again.
You can see it gets added there and now we can double click below the header to close that up. As we scroll down towards the bottom, author name goes down here. Okay, let's go back down, double click in the footer area, select that, notice the formatting. Now when we go to Insert, Quick Part, Document Property, and choose Author, it's formatted the same way, the way it's supposed to be down here, and now we can close that up by going up above the footer and double clicking.
So, as you can see, that's a nice little time saving if you can go into your document properties, update the fields you might be accessing here in your document, and using Quick Parts, add them. Now, if for any reason, you were to go into the document properties and make a change, maybe the title needs to change, we can change it here under Info. When we go over to Title, how about Economic Trends in London, UK? Now we hit Tab.
Now we've updated the title. If we go back and check out our title, it says London UK. Scroll a little further down, check out the header, Economic Trends in London UK. So, that's the cool feature that's built into Microsoft Word that's going to allow you to access your document properties, not just store information with your document, but use that information right in your document.