Microsoft Word 2003

Working with Summary Information

You can access important document information with document summaries. Document summaries contain information such as the filename, title, author, and searchable keywords. The summary is contained in the document file and serves for future reference to the document. The summary can also assist you in finding a document if you should ever forget the filename or the directory in which you saved the document.

Using Properties
Creating a Document Summary
Using Summary Information for Searches
Printing Summary Information

Using Properties

The document's Properties information provides the user with a brief history and description of the current document. The Properties dialog box is divided into sections that simplify the process of creating a document summary. Included in the document summary are important bits of information about the writing process such as keywords or phrases, subject, author, and title. The bits of information can be used in future references about the document content and history and also can act as a location tool for misplaced files.

Included in the most basic summary is the filename, directory, title, and the author (which automatically appears as the default user of the program but can be changed for each individual document). The following are additional summary descriptions that can be added at the author's discretion:

Subject
A brief subject description

Author
The name(s) of the author(s)

Keywords
Important words to set the document apart from other documents

Comments
Any comments that may serve for future reference

Creating a Document Summary

The purpose of a document summary is to have a location for important information about your document.

From the File menu, select Properties
The Properties dialog box appears.
Select the Summary tab
In the fields provided, type the appropriate information relating to your document
To return to your document, click OK

Using Summary Information for Searches

Summary information can be a valuable tool for locating lost or misplaced files.

Using Summary Information for Searches: Dialog Box Option

From the File menu, select Open...
The Open dialog box appears.
On the toolbar, from the Tools pull-down list, select Search...
The File Search dialog box appears.
Select the Advanced tab
From the Property pull-down list, select the property to help to define and locate your document
From the Condition pull-down list, select the appropriate condition
In the Value text box, type the word or phrase best describing the contents of the document
Click ADD
Repeat steps 4-7 as necessary
To start the search, click GO
From the Results scroll box, select the desired document
Click OK
You are returned to the Open dialog box.
Click OPEN
The document is opened.

Using Summary Information for Searches: Task Pane Option

From the File menu, select File Search...
The Basic File Search task pane appears.
Under See also, click ADVANCED FILE SEARCH
The Advanced File Search task pane appears.
From the Property pull-down list, select the property to help to define and locate your document
From the Condition pull-down list, select the appropriate condition
In the Value text box, type the word or phrase which best describes the document's contents
Click ADD
Repeat steps 2-5 as necessary
To start the search, click GO
In the Search Results task pane, click the desired document
The document is opened.

Printing Summary Information

You can print Summary information separate from the document or along with the document itself.

Printing Summary Information: Separate from the Document

From the File menu, select Print...
The Print dialog box appears.
From the Print what pull-down list, select Document properties
Click OK
The Summary information is printed.

Printing Summary Information: With the Document

From the Tools menu, select Options...
The Options dialog box appears.
Select the Print tab
Under Include with document, select Document properties
Click OK
To print, from the File menu,
1. Select Print
  The Print dialog box appears.
2. Make any necessary adjustment.
  NOTE: For more information, refer to Printing Options for Specific Pages.
3. Click PRINT
  The Summary information is printed with the document.
  WARNING: Summary information will be printed in the manner defined above until this print command is changed. To turn off the summary printing, repeat steps 1-4.