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Metadata tips for microsoft word text and photographs

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

What is metadata and why use it
What Is Metadata and Why Use it?


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There are two types of metadata
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”


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K now ing structural metadata helps systems work together
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.


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Benefits of us ing content metadata
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.


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Use metadata to identify content and make it searchable
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)

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Word files h ave 3 property tabs general custom and summary
Word Files OpenHave 3 Property Tabs: General, Custom, and Summary

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The summary tab holds basic author defined metadata
The Summary Tab Holds Basic Author Defined Metadata Open

  • Title

  • Subject

  • Author

  • Category

  • Keywords

    • Separate with commas

  • Comments

    • A Text Area

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Use the summary s advanced button to display and enter more information
Use The OpenSummary’s Advanced Button To Display and Enter More Information

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Names and types of default custom properties
Names and Types of or ImagesDefault Custom Properties

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Text files have all general and summary metadata properties
Text Files Have All General or Imagesand Summary Metadata Properties

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Image files also have all general and summary metadata properties
Image Files or ImagesAlso Have All General and Summary Metadata Properties

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Use these to organize your metadata
Use These To Organize Your Metadata or Images


Controlled Vocabulary

A way to organize knowledge for later retrieval

Uses predefined, authorized terms

Used in headings, key words, and indexes

  • The practice and science of classification

  • A hierarchical structure

  • A classification scheme

  • Many Supertype-subtype relationships (ie:parent-child)


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Tips for starting to organize
Tips for Starting To Organize or Images

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

  • 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://

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Word only tips to save on typing
Word or ImagesOnly Tips To Save on Typing

  • Macros


  • Auto Text


  • Both must be entered in the body, then cut and pasted to the properties

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Microsoft on how to remove metadata with more information
Microsoft on or ImagesHow To Remove Metadata With More Information

  • In Legal Documents:

  • Office 2003:

  • Office 2007:

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