Project 4: Report
File Properties

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Words: Word 2007,2010,2013,2016 or españolIcon: Change web

Any object under Windows has Properties, which can be seen by right clicking on the object and choosing  Properties  from the popup menu.

Files in Explorer and My Computer have properties like the date they were created and the file size. Word documents have even more file properties. These may be visible only from within an Office application, depending on which versions of Word and Windows you are using.


Where you are:
JegsWorks > Lessons > Word97-2003

Before you start...

Project 1: Word BasicsTo subtopics

Project 2: Auto ToolsTo subtopics

Project 3: BrochureTo subtopics

Project 4: Report     
    MLA Guidelines
    Create ReportTo subtopics
    TablesTo subtopics
    Finish Report Subtopics display
    icon-footprintAdd Table
    icon-footprintTable of Contents
    icon-footprintFile Properties
    ExercisesTo subtopics  


Icon Step-by-Step 

Step-by-Step: File Properties

 Icon Step-by-Step

What you will learn:

to access a document's file properties
to reduce a document's file size

Start with: Class disk Icon- Word with blank document, report-WorldTravel8.doc

Open File Properties

  1. Write down the FileSize numbers in all of the headers. Since the fields were inserted at different times, it is possible that they are different from each other.
  2. From the menu select  File  |  Properties . The Properties dialog opens. The tabs show some useful information.

    You can view this dialog also from an Open or Save As dialog by right clicking on a file and choosing Properties from the popup menu. This can help you pick the right file before opening it or saving over it.

  3. Dialog - File Properties - General tabGeneral tab: Shows lots of information about the file. You already put the file size in the report header.

    Write down the file size. It is probably different from the number in the illustration.

    This tab shows the basic file properties:

    • file path
    • file size
    • MS-DOS name
    • date created
    • date modified
    • date last accessed
    • file attributes

  4. Dialog- File Properties - Summary tabSummary tab: This information can help you pick the right file without having to open it.

    Enter  the info as shown at right.

    Title:  World Travel Inc. report 
    Subject:  Our 10th Anniversary 
    Author: Use your own name
    Keywords: :  special offer, 10th anniversary, goals 

    Comments:  main document for Word Project 4, CompLit 101 

Where Summary Data Shows Up:
  • Popup tip of file properties for ReportPopup Tip from file in Explorer or My Computer

  • Explorer showing web view of fileExplorer with View as Web Page

    If you checked the Save preview picture box in the dialog, an image of the first page of the document will be shown in the web page view.

  • Dialog- Open - File Properties showingOpen dialog, choosing File Properties view.

    Dialog - Open - Preview viewThe preview image shows if you choose the Preview view.

  • Search on keywords.

    When you don't remember where you put a file or what its name is, you can search for files containing keywords. Windows Find will look in File Properties, too. So, you can enter keywords in the File Properties Keywords box that aren't even in the document itself.

  1. Dialog - File Properties - Statistics Statistics tab: Shows for the number of pages, words, paragraphs, etc.
    This is where you look to see if you've gotten enough words yet for that school paper that has to have 500 words.
  2. Dialog - File Properties - ContentsContents tab:  Shows an outline created from your Heading styles. Those heading styles are just SO useful. 

    The next time you open File Properties the Title here will be the one you typed on the Summary page.
  3. Dialog-File Properties - Custom tabCustoms tab: You can set values for some standard properties or create your own properties.
    the property Purpose in the upper list. 
    In the Value box type   class exercise 

    New property displayed in File Properties Custom tab.Click the Add button. Your new property is listed in the bottom list.
  4. Click on OK to close the File Properties dialog.

Update All Fields

The three different headers contain a FileSize field. As you added headers, you changed the file size, but the fields may not update automatically! You can update each field separately or all fields at once. All at once is an attractive thought, if you can remember the keys!

  1. Compare the File Size shown on each page of your report. Are they all the same? Possibly not! You created them at different times.
  2. Compare the FileSize field showing in the header of the Cover Page to the file size you wrote down from the File Properties dialog. Are they exactly the same? Possibly not! The difference may be small for this file.

    The header number has not been updated yet. Even a little bit of editing, such as changing the file properties, makes a difference in the file size.

  3. Select the FileSize field in the header of the first page.
  4. Press the F9 key. The field is updated.
  5. Repeat for the other headers.
  6. Scroll through the document and check that all headers now show the same number. Is this the number you saw in File Properties?
TipTo update all the fields in a document at once, select the whole document (CTRL + A) and then press the F9 key.

Save to Reduce Size

As you work with a document, the file size has a tendency to grow. It can become several times larger than necessary! You can often reduce the size substantially by saving the document under a different name. You have been saving your report with a different name at the various stages of work to avoid this very thing.

When working with the print version of this web site, my files that started with a file size of about 2 MB grew to over 20 MB each! I had not added that much material!!! Saving under a different name from time to time kept the file size under control.

  1. Class diskSave this document on your Class disk with a new name:   report-World Travel-9.doc .
    Full disk How to handle a full disk
  2. Dialog- File Properties - new size showing on General tabOpen  File  |  Properties  |  General  again to see the new file size. 
  3. Open the header for the Cover Page. Update the File size field by right clicking the field and choosing Update Fields.

    First Page header with FileSize updated

  4. Scroll through the document and look at the FileSize shown on other pages. Did any others update?
  5. From the menu select  Tools  |  Options...  |  Print  and in the Print Options section check the box for Update fields . Now when you print, you will be prompted to update fields first.
  6. Print icon Print page 1 only of  report-World Travel-9.doc

    Tip To save space on your disk, once you have printed your documents and see that all is well, you may delete the larger, original file and then rename the smaller file to the original name. This technique seems to help with documents that have been worked with a lot. Keep it in mind as your disk gets full.
  7. Close the document.