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Metadata Tips for Microsoft Word, Text, and Photographs. Presentation to: The San Francisco C hapter of the Society for Technical Communicators Cheryl Hunt September 21, 2011. What Is Metadata and Why Use it?. ?. <meta charset ="UTF-8" />

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Metadata Tips for Microsoft Word, Text, and Photographs

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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”

      Source: http://en.wikipedia.org/wiki/Metadata

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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.

    Source: http://en.wikipedia.org/wiki/Metadata_publishing

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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.

    Source: http://en.wikipedia.org/wiki/Metadata_publishing

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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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Metadata examples in microsoft word text and images

Metadata Examples in Microsoft: Word, Text, and Images

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Some metadata is saved by default

Some Metadata Is Saved by Default

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Hover your mouse over the file name to see basic metadata

Hover Your Mouse Over the File Name To See Basic Metadata

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Right click file name to access properties then again to open

Right-Click File Name To Access Properties - Then Again To Open

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Word files h ave 3 property tabs general custom and summary

Word Files Have 3 Property Tabs: General, Custom, and Summary

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The general tab has mostly basic default metadata

The General Tab Has Mostly Basic Default Metadata

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The general tab has some advanced file options

The General Tab Has Some Advanced File Options

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The summary tab holds basic author defined metadata

The Summary Tab Holds Basic Author Defined Metadata

  • 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 Summary’s Advanced Button To Display and Enter More Information

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The custom tab is only available for word not for text or images

The Custom Tab Is Only Available for Word – Not for Text or Images

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Names and types of default custom properties

Names and Types of Default Custom Properties

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Enter default custom properties and values in 4 steps

Enter Default Custom Properties and Values in4 Steps

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Add your own properties with these 4 steps

Add Your Own Properties With These 4 Steps

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Text files have all general and summary metadata properties

Text Files Have All General and Summary Metadata Properties

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Image files also have all general and summary metadata properties

Image Files Also Have All General and Summary Metadata Properties

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Use these to organize your metadata

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

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Tips for starting to organize

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

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Word only tips to save on typing

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

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Microsoft on how to remove metadata with more information

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

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