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Enhancing Document Management with Quick Parts Integration in Word 2007 and SharePoint 2007

Explore the benefits of using Quick Parts in Microsoft Word 2007 integrated with SharePoint 2007 to streamline your document workflow. This article discusses how Quick Parts enables faster population of metadata, ensuring any updates to SharePoint metadata reflect in your Word documents seamlessly. Learn to manage enterprise data effectively, utilize Document Information Panels, and leverage SharePoint content types for greater document organization. Avoid common pitfalls and enhance your document management strategy with useful resources and best practices.

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Enhancing Document Management with Quick Parts Integration in Word 2007 and SharePoint 2007

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  1. Microsoft Word and SharePoint 2007 Integration InformationWorker.co.za

  2. What are Quick Parts... • Faster and Smarter way to populate metadata between SharePoint 2007 and Microsoft Office Word 2007 • Easier to ensure that if you change metadata in SharePoint the same data will restructure your document. Remember your versioning! • It is the new AutoText and doesn’t have integrate with SharePoint properties. • Manage and control your Enterprise Data with metadata that live with the document

  3. What to Use Quick Parts For...(With SharePoint) • “Office” to build your document - Client: • Building Blocks of metadata using SharePoint to populate and categorise your document • Document Information Panel (DIP) • “SharePoint” - Server: • Hosts Content Types, Columns, Views and Content • Use with a defined SharePoint Content Type • Map to SharePoint columns • SharePoint Metadata Control and Validations

  4. What to watch out for... • Referencing SharePoint columns that are: • System columns (ie Date Fields, Version, Last Modified By) • Site Columns that Lookup to other List columns • You’ll need to have your document template defined as a Content Type • Using Labels in SharePoint to provide a means to view System Columns • Don't expect much from Combo Boxes population onto the Word Document. • Formatting of Currency and Number Columns

  5. Quick Part DEMO

  6. Quick Part - Resources • Replace the DIP with your own InfoPath designed XSN file... Get the How To at http://www.sharepointblogs.com/maartene/archive/2009/03/13/using-sharepoint-metadata-in-word-documents-the-lookup-column-issue.aspx • Creating a Label for the Version number http://www.marclenferna.com/blog/archive/2009/04/28/todays-quick-tip---sharepoint-version-numbers-in-ms-word-2007.aspx • www.informationworker.co.za/forums • marcl@3fifteen.co.za

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