Microsoft Office Tutorials and References
In Depth Information
Finding Office Files
Finding Office Files
Why bother entering properties such as a title, author, and tags? The benefit of using tags
and other properties to specify details about your document is that it simplifies finding that
document the next time you need it.
The time-honored method for organizing documents is to save them in a hierarchical
structure of folders. Then, to retrieve a document, you navigate through the folder structure
until you find the one that contains the document you want. This system is often difficult to
implement. (For example, do you create folders by project? By date? By type of document?)
You’ll often encounter situations where it would be perfectly logical to save a document in
any of several folders—so which do you choose? And will you remember the location when
you go to retrieve the document later?
The use of tags, categories, and other editable fields—as well as system-maintained
properties such as the modification date—makes the folder structure and file location much less
important. With the search capabilities built in to Windows 7 (and, to a lesser degree, in
Windows Vista), it’s easy to search across multiple folders and drives to find a specific
document based on its content, author, tags, title, and other properties.
To use properties to find a document, use the search box in the Open dialog box. (For
details about the Open dialog box, see “Opening and Saving Documents” on page 90.) In the
search box, you can type some words that appear in your document, and you can use one
or more properties as filters. In Windows 7, commonly used filters appear when you click in
the search box; click a filter name (for example, Authors), and then select from the list that
appears. To use filters in Windows Vista, or to use other filters in Windows 7, type the filter
name followed by a colon and then type the filter text. You can use any property as a filter,
including the system-maintained properties such as the number of slides in a presentation.
INSIDE OUT Display properties in the Open dialog box
If you choose Details view, each file shown in the Open dialog box occupies one line in
a list. You can add properties of your choosing to the display for each file by right-click-
ing a column heading (such as Name or Date Modified) and then clicking the names of
other properties you want to display. To sort on the contents of any column, click the
column heading.
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