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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 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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  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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