Add property information to a document

Microsoft Office Word 2007 provides built-in properties and property controls that you can add to the Document Information Panel or to the document itself. Properties remain with a document and can be viewed by anyone who opens the document. Properties can be particularly useful in Office Word 2007 when a document contains multiple instances of a property — for example, a company address. If you update one instance of the address in the document, the address property control updates the address everywhere in the document.

 Note   If the document that you are working with also resides on a property management server, you can use the data tracking capabilities of the server to search for, sort, and track documents based on the document's properties.

What do you want to do?


Add property information to a document

You can add properties or property information to any document that you create in Office Word 2007. If you save properties and information through the Document Information Panel, the information in the Document Information Panel stays with your document. By adding property controls to the document itself, you quickly update property information.

Do one of the following:

Add property information to the Document Information Panel

The properties that appear in the Document Information Panel can't be changed unless you add custom properties by using a property management server or a Microsoft Office InfoPath 2007 form. You can add some custom properties by clicking Advanced Properties in the upper left of the Document Information Panel, but the properties will not appear in the Document Information Panel or in the document itself.

  1. Click the Microsoft Office Button Button image, click Prepare, and then click Properties.

The Document Information Panel opens above your document.

  1. Fill out the property information that you want to keep with your document.

 Notes 

  • The Required field flag appears only with properties that are bound to documents that are stored on property management servers. Built-in properties are never required for a document.
  • You can add custom properties to the Document Information Panel if you are using a property management server, such as Microsoft Office SharePoint Server 2007, and Office InfoPath 2007.

Add property controls to a document

  1. Click where you want to add a property control in your document.
  2. On the Insert tab, in the Text group, click Quick Parts.
  1. Click Document Property, and click the control that you want.

For example, you might want to add the Company Address property control to a document. If the Company Address property control appears throughout the document, such as in a contract, you can update one control and all of the Company Address property controls in the document will update.

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Update document properties

You can update the document properties in the Document Information Panel. If those same properties appear in property controls in your document, the property controls will be updated with the information that you changed in the Document Information Panel. You can also update a property control in the document and all controls of the same type will also update with the information you changed, as well as the Document Information Panel.

 Note   The Document Information Panel displays only some of the property controls that you can add from the Quick Parts list.

Do one of the following:

Update properties in the Document Information Panel

When you update properties in the Document Information Panel, those properties will also be updated wherever they appear in your document.

  1. Click the Microsoft Office Button Button image, point to Prepare, and then click Properties.
  1. View and change any of the property information in the Document Information Panel.

Update document property controls in a document

When you update properties in your document, those properties will also be updated in the Document Information Panel.

 Note   The Document Information Panel displays only some of the property controls that you can add to your document.

  1. Select the document property control that you want to change.

For example, you might want to change the Company Address in the document.

  1. Change the information.

When you change the information in one control, it changes the information in all of the controls in the same document.

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Applies to:
Word 2007