Adding and Removing Document Properties

Quick reference

• 00:04 When you're thinking about finalizing your presentation,
• 00:07 you might want to consider adding in some document properties.
• 00:11 Now, document properties allow you to add information into your PowerPoint
• 00:15 presentation, and you'll find them across all of the Microsoft applications.
• 00:21 There are a number of document properties that are created by PowerPoint
• 00:25 that you can't change things such as the date that the document was created,
• 00:30 the date it was last modified, and things like author information.
• 00:34 And then there's a whole set of document properties that you can add in yourself.
• 00:39 So if you want to add in specific keywords, or
• 00:42 maybe add in some kind of note as to who last checked or review this document,
• 00:47 you can do all of that kind of thing through document properties.
• 00:51 And document properties are essentially metadata which sits in the background, and
• 00:56 tag your file in different databases or even something like File Explorer.
• 01:01 Now, if you're still unsure as to what I mean, let's do a quick demonstration.
• 01:05 Now you'll find Document Properties underneath the File tab in the info page.
• 01:11 And over here on the right hand side you can see we have this little heading of
• 01:15 properties and then we have different fields.
• 01:17 Some of these in fact most of these at this stage are already completed.
• 01:21 So wherever you can see information in here,
• 01:24 that's information that's been automatically generated by PowerPoint.
• 01:28 Based on things like when I created the presentation, the size and
• 01:32 obviously the fact that I'm the author.
• 01:35 So this is super useful to come to if you want to find out quickly what the size of
• 01:39 your presentation is.
• 01:40 I can see how many slides I have in this presentation 21, I have 0 hidden slides.
• 01:47 The title here is listed as PowerPoint presentation.
• 01:50 So that's fairly generic.
• 01:52 And you can see this is one of the properties that I can actually change.
• 01:56 So what I'm going to do here is change the title to land co,
• 02:05 Sales pitch, I can add in some tags.
• 02:08 So maybe I want to tag this with land co,
• 02:14 sales pitch, sales so on and so forth.
• 02:20 I could even add a category.
• 02:22 So again, I'm going to put this in the category of sales.
• 02:25 I can see when this was last modified.
• 02:27 So today at 3:30 PM when it was created, and I haven't yet
• 02:31 printed this presentation and so that's why this field is empty.
• 02:36 You can see that I'm the author, and
• 02:38 I was also the last person to modify this particular presentation.
• 02:42 Now right at the bottom here I have a link to show all properties.
• 02:46 So this is going to expand out that list where I can add more information.
• 02:51 So I can add in some comments if I want to the status.
• 02:55 I can choose a subject and also a company name.
• 02:58 So let's add land code in here as well.
• 03:01 And if I want to get really granular and add in lots of background information,
• 03:06 if I click the drop down next to Proctor's at the top,
• 03:09 I can jump into advanced properties where I have a number of different tabs.
• 03:14 So if we click on the General tab, this is going to show me some general information
• 03:18 about my PowerPoint presentation.
• 03:20 So again, I can see the title at the top, the type, the location,
• 03:25 so where this is saved, and the file size.
• 03:28 And then I can see when it was created, when it was modified, and
• 03:31 when it was last accessed.
• 03:32 So very useful information.
• 03:35 On the Summary tab again, I can see the title, the author, the company,
• 03:40 and I have a few additional fields in here that I can complete if I want to.
• 03:46 The statistics page is going to show me things like how many slides I have in my
• 03:50 presentation, the number of paragraphs and words, notes, hidden slides and
• 03:55 how many multimedia clips I have within this presentation.
• 03:59 I can also see that my presentation format is widescreen.
• 04:03 Let's go to contents,
• 04:05 this is going to show me different document contents organized by category.
• 04:10 So at the top here, I can see all of the fonts that I've used in this presentation.
• 04:14 I can see what the theme is, I can see things like slide titles, and
• 04:19 then finally we have a custom tab.
• 04:22 So this is useful if I want to add in information such as checked by somebody
• 04:27 else in the team.
• 04:28 So if I select checked by, I can add a value and
• 04:32 say that this has been checked by Claire and click on Add.
• 04:38 So maybe I require all members of my team to check this presentation before I
• 04:43 finalize it.
• 04:44 So what I could do is ask them to add his little checked by into this custom tab.
• 04:49 So I know that it's been done.
• 04:51 And there's a whole host of different custom fields that you can add into here.
• 04:56 Now another cool thing about this is that you can use this information to search for
• 05:00 your presentation.
• 05:01 So let's click Back and I'm just going to do a quick save.
• 05:05 So now I'm going to jump across to file explorer and just show you how you can
• 05:09 use specific document properties in order to find your files.
• 05:13 I'm in File Explorer, I'm in my Course Files folder, and
• 05:17 I'm going to click in this search area just here.
• 05:21 If you remember we added things like tags, and we also had author information and
• 05:26 lots of other document properties.
• 05:28 So if I want to search by one of those tags, I can type in tag: and
• 05:33 then type in one of the search tabs.
• 05:36 So something I tagged this document with was the word sales.
• 05:41 So if I click the Arrow,
• 05:42 you can see that it's pulled up exactly that document where I have this tag.
• 05:47 If I click the Cross to clear that, I can search by author and then add in my name.
• 05:56 And this should pull up a whole host of different documents because I have many
• 05:59 documents that are authored by myself.
• 06:02 I can type in company and then land code and click on Search.
• 06:08 And again, it's going to find that same document.
• 06:11 So document properties essentially have a dual purpose.
• 06:15 They allow you to add information into your document that could be useful for
• 06:19 yourself or other people who are accessing the file.
• 06:22 And you can also utilize them in order to find files as well.
• 06:25 And the final thing I just talked to you about was, remember when we were
• 06:29 looking at Document Properties when we were looking at the statistics,
• 06:33 it mentioned hidden slides.
• 06:35 And I was told that I had 0 hidden slides, which is true.
• 06:39 Now if you're thinking to yourself what is the hidden slide,
• 06:43 you can choose to hide any of the slides in your presentation.
• 06:46 Now hiding doesn't delete the slide, it just means that when you run
• 06:50 the slideshow, it's basically going to skip over any hidden slides.
• 06:53 So a simple way to do this is to right click.
• 06:56 So let's use slide 2 as our example.
• 06:58 And you'll see right towards the bottom of the contextual menu,
• 07:01 I have the hide slide option.
• 07:03 If I click that, you'll notice that slide number 2 now has a cross through it.
• 07:08 And if I go back to my document properties, you can see that now this is
• 07:12 updated and it's telling me that I have one hidden slide.
• 07:16 So document properties are fairly straightforward.
• 07:19 I do recommend you take the time to add information into here because,
• 07:22 it's going to be beneficial to you in the long run.
• 07:25 That's it for now.
• 07:26 I will see you in the next lesson.

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