Re: SEARCH ON CATEGORY OR KEYWORD IN DOCUMENT PROPERTIES

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The bottom line is that the search function has been removed from Word 2007
in favour of the search function in Windows Vista. As I don't use Vista you
will have to discover for yourself what facilities it has to search
documents. If you have Windows XP, you will have to make do with Windows
Explorer or maybe add Desktop Search.

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Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
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Rob Benz wrote:
Not sure what that all means with regard to searching for keywords...

"Graham Mayor" wrote:

Word docx format is in fact a zip file containing the elements of the
document XML construction. If you have WinRar open the document from
WinRar and have a dig in the files. With WinZip or other zip tools
you will probably have to rename the document to have a zip
extension to enable the tool to open it. WinRar does not have that
limitation.

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Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
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Rob Benz wrote:
Sorry, Graham, didn't mean to sound like i was in attack mode. I'm
just a bit impatient with some of the things M'soft does - and
doesn't - do.

Since Word docs still can contain file properties including custom
file properties, anything typed into those fields, IS metadata,
stored somewhere in the XML file structure.

There are document management systems on the market that make it
very easy and intuitive to define metadata when documents are
created, and then perform metadata field searches.

Sharepoint has a somewhat comparable capability to do this, but
it's quite tedious and unintuitive to set up and use.

"Graham Mayor" wrote:

Don't shoot the messenger :)
Word 2007 file format is XML - does it even have metadata?

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Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>


Rob Benz wrote:
Thanks, but that's not enough. The purpose of metatata tags
(custom file properties) is to allow documents to be tagged with
a variety of different identifiers so that people don't have to
either cram all possible identifiers into every file name (which
is impractical for innumerable reasons) and aren't limited to one
logical folder hierarchy for categorizing files that really need
to be classified in several different ways.
Suppose I want to search all Proposal files generated in 2006 in
Region 5 for any that involved Product A. Metadata search would
enable me to establish "2006" and "Region 5" and "Product A" as
metadata tags, in proposal files only. But even if I embed those
values into the custom file properties of certain documents, the
new Windows Search would not only find those particular
documents, but it would also search all documents in the universe
that mention Product A in any way, in any context whatsoever, as
well as every document that has the digits "2006" anywhere in
them, plus every document that contains the word "Region", the
digit "5", and the phrase "Region 5"... bringing up thousands of
irrelevant documents. Unless I'm missing something, the new
Windows Search doesn't let me specify searching only the text
within Word File Properties...so it's not much more useful than
Search Companion (except that it finds all that junk faster).

Acrobat Pro has a better system...it indexes all PDFs, but unlike
windows search, it not only finds and displays the file name; it
also finds and displays each occurrence of the search term within
each document, and displays those with surrounding text. And, if
you click on an occurrence, it opens the PDF of the .doc to the
exact location and page, with the term highlighted. If we are to
depend on universal indexing of files for faster search, we also
need that kind of functionality to sort through the results.

"Graham Mayor" wrote:

The reasons it did not work in Word 2003 are:
That you did not tell the search engine *where* to look.
or
The document properties did not contain the searched data
or
When using the advanced search you did not add the search
condition but merely filled the three dialogs.
When all of the above are completed it should work just fine.

In Word 2007 the search function has been removed to the
operating system. Use the search tool in Windows Explorer to
find any text in a file (which includes the metadata).

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<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>


Rob Benz wrote:
I have never been able to have anything be found by trying to
use this feature. I concluded that it was a non-feature that
never worked. Now that I've upgraded to Office 2007, the SEARCH
option doesn't even appear anymore in the file/open/tools
dialog. How is a Word user supposed to perform
metadata-assisted search? (question also for Cindy M, the Word
MVP). Any help greatly appreciated.

"Scully134" wrote:

The search is not working for me at all.
I went into the properties box and input some CRAZY words in
the Category, Keywords and Comments section..i.e. puppylove,
puppywag, etc....did an advance search and the search found
nothing. Help anyone? I am using 2003. Thanks, Robin

"Richard Bacon" wrote:

Hi! It works for me! but i have had some oddities - like
files I KNEW I had created with a certain template had
magically reverted to normal.dot! sprinkled garlic round my
PC and it now works perfectly!

HOWEVER...in older versions of Word, it was possible SAVE a
search (very useful if there are complex criteria eg all DOCS
AUTHOR smith DATE Created between a and B TEMPLATE minutes.

Word 2003 doesn't seem to have that feature - have I missed
it or has it gone?

Thanks
Richard Bacon
Wellington
New Zealand


"BobW" wrote:

Cindy, If you don't mind my adding to this thread, I'm trying
to do the same thing and have tried what you suggest but no
matter what I do, the search yields no files found. I've been
trying and testing this function for two days and have never
once gotten Advanced Search to detect ANY search parameter
involving file properites. Does it work for you?

Can't be too hard; I create a test doc in My Documents,
choose File\Properties, type the word "Linked" into the
Comments, Category and Keywords fields, click the Custom
property tab and assign the word Linked to the custom
property named 'status.

Then I invoke Advanced Search, tell it where to look, specify
that each of these properties contains Linked, and ......no
files are found.

What am i doing wrong?

"Cindy M -WordMVP-" wrote:

Hi =?Utf-8?B?Y2Fycmlja2E=?=,

It's Word 2003 (11.5604.5606).

Have you tried using File/Open; click Tools (top right) and
choose Search; click the Advanced tab?

How can I search on a word(s) that have been entered in
Category or Keywords in Properties within Word in order
to locate a document? There doesn't appear to e anything
with Explore or Search.


Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update
Jun 8 2004) http://www.word.mvps.org

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