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Metadata Tips for Microsoft Word, Text, and Photographs

Join Cheryl Hunt in this engaging presentation to the San Francisco Chapter of the Society for Technical Communication. Explore the importance of metadata, including its two primary types: structural and descriptive. Learn how effective use of metadata can improve content discoverability, support accurate searches, and foster better communication across systems. Discover practical tips for applying metadata in Microsoft Word and other formats, and understand how to create a controlled vocabulary for efficient knowledge organization.

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Metadata Tips for Microsoft Word, Text, and Photographs

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  1. Metadata Tips for Microsoft Word, Text, and Photographs Presentation to: The San Francisco Chapter of the Society for Technical Communicators Cheryl Hunt September 21, 2011

  2. What Is Metadata and Why Use it? ? <meta charset="UTF-8" /> <meta name="google-site-verification" content="AL9et_5B6J0_U_1r7up2vWMzus8B_TZPcXsmEBOQBLE" /> <meta name="generator" content="WordPress.com" /> <meta property="og:title" content="Home" /> <meta property="og:url" content="http://cherylhunt411.com/" /> <meta property="og:description“ content="Technical Writer ~ Editor ~ Content Manager <meta property="og:site_name" content="Cheryl Hunt~Tech Writer" /> <meta property="og:image" content="http://cherylhunt411.files.wordpress.com/2010/06/c_glasses_poster.jpg?w=300&amp;h=300" /> <meta name="application-name" content="Cheryl Hunt~Tech Writer" /><meta name="msapplication-window" CherylHunt411@gmail.com

  3. There Are Two Types of Metadata: • Structural Metadata: • The design and specification of data structures. • “Data about the containers of data” • Descriptive Metadata: • About specific datacontent. • “Data about content” Source: http://en.wikipedia.org/wiki/Metadata CherylHunt411@gmail.com

  4. Knowing Structural Metadata Helps Systems Work Together • Programs “talk” directly to other programs. • Systems understand each other’s structure. • Third parties can import and export data between systems. • Searches run simultaneously across data silos. Source: http://en.wikipedia.org/wiki/Metadata_publishing CherylHunt411@gmail.com

  5. Benefits of Using Content Metadata • More accurate searches. • Describes content and context to applications and people. • Applications can act on metadata to provide services automatically. • Promotes the use of a controlled vocabulary across departments and disciplines, aiding communication. Source: http://en.wikipedia.org/wiki/Metadata_publishing CherylHunt411@gmail.com

  6. Use Metadata To Identify Content and Make it Searchable If you can’t find it, it might as well not exist. ~ Paraphrase of Barbara Quint, Editor, Search Magazine, 1994 Authors spend half their time looking for content to reuse that they can’t find. ~ According to Author-it (Component Content Management Webcast, August, 2011) CherylHunt411@gmail.com

  7. Metadata Examples in Microsoft: Word, Text, and Images CherylHunt411@gmail.com

  8. Some Metadata Is Saved by Default CherylHunt411@gmail.com

  9. Hover Your Mouse Over the File Name To See Basic Metadata CherylHunt411@gmail.com

  10. Right-Click File Name To Access Properties - Then Again To Open CherylHunt411@gmail.com

  11. Word Files Have 3 Property Tabs: General, Custom, and Summary CherylHunt411@gmail.com

  12. The General Tab Has Mostly Basic Default Metadata CherylHunt411@gmail.com

  13. The General Tab Has Some Advanced File Options CherylHunt411@gmail.com

  14. The Summary Tab Holds Basic Author Defined Metadata • Title • Subject • Author • Category • Keywords • Separate with commas • Comments • A Text Area CherylHunt411@gmail.com

  15. Use The Summary’s Advanced Button To Display and Enter More Information CherylHunt411@gmail.com

  16. The Custom Tab Is Only Available for Word – Not for Text or Images CherylHunt411@gmail.com

  17. Names and Types of Default Custom Properties CherylHunt411@gmail.com

  18. Enter Default Custom Properties and Values in4 Steps CherylHunt411@gmail.com

  19. Add Your Own Properties With These 4 Steps CherylHunt411@gmail.com

  20. Text Files Have All General and Summary Metadata Properties CherylHunt411@gmail.com

  21. Image Files Also Have All General and Summary Metadata Properties CherylHunt411@gmail.com

  22. Use These To Organize Your Metadata Taxonomy Controlled Vocabulary A way to organize knowledge for later retrieval Uses predefined, authorized terms Used in headings, key words, and indexes http://en.wikipedia.org/wiki/Controlled_vocabulary • The practice and science of classification • A hierarchical structure • A classification scheme • Many Supertype-subtype relationships (ie:parent-child) • http://en.wikipedia.org/wiki/Taxonomy CherylHunt411@gmail.com

  23. Tips for Starting To Organize Create a Taxonomy Create a Controlled Vocabulary Keep a Working List Save in Excel Files Use Extension *.csv Automatically Adds Commas To Separate the Words Open With Notepad Examples Online http://www.controlledvocabulary.com/examples.html • Look at Your File Structure • Use The Dewey Decimal System for Inspiration • 000 Generalities • 100 Philosophy & psychology • 200 Religion • 300 Social sciences • 400 Language • 500 Natural sciences & mathematics • Examples Online • http:// www.e-mapsys.com/Taxonomy1.htm CherylHunt411@gmail.com

  24. Word Only Tips To Save on Typing • Macros • http://office.microsoft.com/en-us/word-help/create-a-macro-HP005189420.aspx • Auto Text • http://www.uwec.edu/help/Word07/AUTO-text.htm • Both must be entered in the body, then cut and pasted to the properties CherylHunt411@gmail.com

  25. Microsoft on How To Remove Metadata With More Information • In Legal Documents: http://office.microsoft.com/en-us/word-help/control-metadata-in-your-legal-documents-HA001140034.aspx • Office 2003: http://support.microsoft.com/kb/825576 • Office 2007: http://office.microsoft.com/en-us/excel-help/remove-hidden-data-and-personal-information-from-office-documents-HA010037593.aspx CherylHunt411@gmail.com

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