View or change the properties for an Office file

Document properties, also known as metadata (metadata: Data that describes other data. For example, the words in a document are data; the word count is an example of metadata.), are details about a file that describe or identify it. Document properties include details such as title, author name, subject, and keywords that identify the document's topic or contents.

If you include the document properties for your files, you can easily organize and identify them later. You can also search for documents based on their properties.

What do you want to do?


Learn more about the document properties

Types of document properties

There are five types of document properties:

  • Standard properties     By default, Microsoft Office documents are associated with a set of standard properties, such as author, title, and subject. You can specify your own text values for these properties to make it easier to organize and identify your documents. For example, in Word, you can use the Keywords property to add the keyword customers to your sales files. You can then search for all sales files with that keyword.
  • Automatically updated properties     These properties include both file system properties (for example, file size or the dates when a file was created or last changed) and statistics that are maintained for you by Office programs (for example, the number of words or characters in a document). You cannot specify or change the automatically updated properties.

You can use the automatically updated properties to identify or find documents. For example, you can search for all files created after August 3, 2005, or for all files that were last changed yesterday.

  • Custom properties     You can define additional custom properties for your Office documents. You can assign a text, time, or numeric value to custom properties, and you can also assign them the values yes or no. You can choose from a list of suggested names or define your own.
  • Properties for your organization     If your organization customized the Document Information Panel, the document properties that are associated with your document may be specific to your organization.
  • Document library properties     These are properties that are associated with documents in a document library (document library: A folder where a collection of files is shared and the files often use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.) on a Web site or in a public folder. When you create a new document library, you can define one or more document library properties and set rules on their values. When you add documents to the document library, you are prompted to include the values for any properties that are required, or to update any properties that are incorrect. For example, a document library that collects product ideas can prompt the person for properties such as Submitted By, Date, Category, and Description. When you open a document from a document library in Word 2010, Excel 2010, or PowerPoint 2010, you can edit and update these document library properties in the Document Information Panel.

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View and change the properties for the current file

Which Office 2010 program are you using?


Access

  1. Click the File tab.
  2. Click Info.
  3. Click View and edit database properties.
  4. In the Document Properties dialog box, click the tabs to select the properties that you want to view or update.

 Note   If your organization customized the Document Information Panel, or if the document for which you want to view properties is saved to a document library (document library: A folder where a collection of files is shared and the files often use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.) or a document management server, additional document property views may be available.

  1. Click OK. Any changes you made will be saved automatically.
  2. Click the File tab again to return to your file.

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Excel

  1. Click the File tab.
  2. Click Info to view the workbook properties.
  3. To add or change properties, hover your pointer over the property you want to update and enter the information.
  4. Click the File tab again to return to your workbook. Any changes you made will be saved automatically.

 Notes 

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InfoPath

  1. Click the File tab.
  2. Click Info to view the form statistics.
  3. To change the Name, ID or Description of the form, click Form Template Properties, and make changes to those fields as needed.
  4. To show this form in a custom category in InfoPath Filler, select the Enable custom category check box and enter a name for the custom category.
  5. Click OK.
  6. Click the File tab again to return to your workbook. Any changes you made will be saved automatically.

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PowerPoint

  1. Click the File tab.
  2. Click Info to view the presentation properties.
  3. To add or change properties, hover your pointer over the property you want to update and enter the information.
  4. Click the File tab again to return to your presentation. Any changes you made will be saved automatically.

 Notes 

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Project

  1. Click the File tab.
  2. Click Info to view the project properties.
  3. To add or change properties, hover your pointer over the property you want to update and enter the information.
  4. Click the File tab again to return to your project. Any changes you made will be saved automatically.

 Notes 

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Publisher

  1. Click the File tab.
  2. Click Info to view the properties.
  3. Click the File tab again to return to your publication. Any changes you made will be saved automatically.

 Notes 

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Visio

  1. Click the File tab.
  2. Click Info to view the properties.
  3. To add or change properties, hover your pointer over the property you want to update and enter the information.
  4. Click the File tab again to return to your publication. Any changes you made will be saved automatically.

 Notes 

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Word

  1. Click the File tab.
  2. Click Info to view the document properties.
  3. To add or change properties, hover your pointer over the property you want to update and enter the information.
  4. Click the File tab again to return to your document. Any changes you made will be saved automatically.

 Notes 

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View or create custom properties for a file

Custom properties are properties that you define for an Office document. You can assign a text, time, or numeric value to custom properties, and you can also assign them the values yes or no. You can choose from a list of suggested names or define your own.

Which program are you using?


Access

  1. Click the File tab.
  2. Click Info.
  3. Click View and edit database properties.
  4. Click the Custom tab.
    • In the Name box, type a name for the custom property, or select a name from the list.
    • In the Type list, select the data type for the property that you want to add.
    • In the Value box, type a value for the property. The value that you type must match the selection in the Type list. For example, if you select Number in the Type list, you must type a number in the Value box. Values that don't match the property type are stored as text.
  5. Click Add, and then click OK.
  6. Click the File tab again to return to your workbook.

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Excel

  1. Click the File tab.
  2. Click Info.
  3. Click Properties, and then select Advanced Properties.
  4. Click the Custom tab.
    • In the Name box, type a name for the custom property, or select a name from the list.
    • In the Type list, select the data type for the property that you want to add.
    • In the Value box, type a value for the property. The value that you type must match the selection in the Type list. For example, if you select Number in the Type list, you must type a number in the Value box. Values that don't match the property type are stored as text.
  5. Click Add, and then click OK.
  6. Click the File tab again to return to your workbook.

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PowerPoint

  1. Click the File tab.
  2. Click Info.
  3. Click Properties, and then select Advanced Properties.
  4. Click the Custom tab.
    • In the Name box, type a name for the custom property, or select a name from the list.
    • In the Type list, select the data type for the property that you want to add.
    • In the Value box, type a value for the property. The value that you type must match the selection in the Type list. For example, if you select Number in the Type list, you must type a number in the Value box. Values that don't match the property type are stored as text.
  5. Click Add, and then click OK.
  6. Click the File tab again to return to your presentation.

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Project

  1. Click the File tab.
  2. Click Info.
  3. Click Project Information, and then select Advanced Properties.
  4. Click the Custom tab.
    • In the Name box, type a name for the custom property, or select a name from the list.
    • In the Type list, select the data type for the property that you want to add.
    • In the Value box, type a value for the property. The value that you type must match the selection in the Type list. For example, if you select Number in the Type list, you must type a number in the Value box. Values that don't match the property type are stored as text.
  5. Click Add, then click OK.
  6. Click the File tab again to return to your project.

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Publisher

  1. Click the File tab.
  2. Click Info.
  3. Click Publication Properties, and then select Advanced Properties.
  4. Click the Custom tab.
    • In the Name box, type a name for the custom property, or select a name from the list.
    • In the Type list, select the data type for the property that you want to add.
    • In the Value box, type a value for the property. The value that you type must match the selection in the Type list. For example, if you select Number in the Type list, you must type a number in the Value box. Values that don't match the property type are stored as text.
  5. Click the File tab again to return to your publication.

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Word

  1. Click the File tab.
  2. Click Info.
  3. Click Properties, and then select Advanced Properties.
  4. Click the Custom tab.
    • In the Name box, type a name for the custom property, or select a name from the list.
    • In the Type list, select the data type for the property that you want to add.
    • In the Value box, type a value for the property. The value that you type must match the selection in the Type list. For example, if you select Number in the Type list, you must type a number in the Value box. Values that don't match the property type are stored as text.
  5. Click the File tab again to return to your document.

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Applies to:
Access 2010, Excel 2010, InfoPath 2010, PowerPoint 2010, Project 2010, Publisher 2010, Visio 2010, Word 2010