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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

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

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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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 these to organize your metadata
Use These To Organize Your Metadata


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

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 Only 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 How To Remove Metadata With More Information
  • In Legal Documents:

  • Office 2003:

  • Office 2007:

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