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IT Services > Getting Help > Office 2003 > Records Management Techniques

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Records Management

Some Techniques to help with Records Management

Introduction

If you need to find out more about using Microsoft Word for document creation and modification, please use the documentation and training resources available for Word 2003 www.lboro.ac.uk/it/doc/word2003.html or Word 2007 http://office2007.lboro.ac.uk/ as appropriate from IT Services' web site. Some quick reminders on particular issues are given here.

Organising your Web Favorites

As your list of favorite pages grows, you can keep it organised by creating folders. You might want to organise your pages by topic. For example, you could create a folder named Conferences for storing information about conferences that you may attend.

1. Click Add To Favorites button (or press Alt+Z), then click Organize Favorites.

2. Click New Folder, type a name for the folder, and then press ENTER.

3. Drag the shortcuts (or folders) in the list to the appropriate folders.

   • If the number of shortcuts or folders makes dragging impractical, you can use the Move to Folder button instead.

How to Insert a Document Footer In Microsoft Word

In Word 2007:

1. On the Insert tab click Footer and then select Edit Footer.

2. If necessary, format text by using buttons on the Home tab.

3. You can add Page Numbers and more with the options in the Header and Footer - Design tab.

4. When you finish, click Close on the Header and Footer - Design tab.

In Word 2003:

1. On the View menu, click Header and Footer to open the header or footer area.

2. Click Switch Between Header and Footer on the Header and Footer toolbar.

3. If necessary, format text by using buttons on the Formatting toolbar.

4. When you finish, click Close on the Header and Footer toolbar.

Full details are available in Microsoft Word 2007 Help - Headers and Footers at http://office.microsoft.com/client/helpcategory.aspx?CategoryID=CH100626181033&ns=WINWORD&lcid=2057&CTT=4.

Full details are available in Microsoft Word 2003 Help - Headers and Footers at http://office.microsoft.com/en-gb/word/CH010267751033.aspx.

How to Add / Check Metadata in a Microsoft Word Document

File properties, which can be thought of as metadata, include:

• Automatically updated properties such as statistics that are maintained for you by Microsoft Office applications, such as file size and the dates files are created and last modified.

• Preset properties already exist (such as author, title, and subject), but you must enter a text value. For example, in Microsoft Word, you can use the Keywords property to add keywords.

If a document is open, you can view its properties by using (Office 2007) the Office Button menu Prepare option and selecting Properties, or (Office 2003) the File menu Properties command. You can view the properties of any document by selecting the document in Windows Explorer or in the Open or Save As dialogue boxes.

You can set document properties for the active file you're working on in any Microsoft Office application.

Full details are available in Microsoft Word 2007 Help - File Properties at http://office.microsoft.com/client/helppreview.aspx?AssetID=HA100475241033&ns=WINWORD&lcid=2057.

Full details are available in Microsoft Word 2003 Help - About File Properties at http://office.microsoft.com/en-gb/help/HP030717211033.aspx.

How to Save a File

To quickly save a document, click Save on the Quick Access toolbar (Office 2007) or on the Standard toolbar (Office 2003), or press Ctrl+S (any version of Office).

To save a document in a different location or format, use the procedures below.

1. Office 2007 click the Office bitton, select Save As, and select which option you require. Office 2003: On the File menu, click Save As.

2. In the File name box, enter a new name for the file.

3. Click Save.

To save the copy in a different folder, click a different location in the Save in list or a different folder in the folder list, or both. To save the copy in a new folder, click Create New Folder .

Full details are available in Microsoft Office 2007 Online - Save at http://office.microsoft.com/client/helpcategory.aspx?CategoryID=CH101778931033&ns=WINWORD&lcid=2057&CTT=4.

Full details are available in Microsoft Office 2003 Online - Save a Document at http://office.microsoft.com/en-gb/word/HP051890841033.aspx.

Managing E-mail

IT Services' Staff e-mail web pages (www.lboro.ac.uk/it/email/) and Student e-mail web pages (www.lboro.ac.uk/it/google/) contain a large amount of information on how to use e-mail in general and specifically at Loughborough University.

The general principles of managing your e-mail (www.lboro.ac.uk/it/email/responsible.html) apply to all users of the University's services. Setting a sensible folder structure is an important component of sustainable e-mail management (see http://office.microsoft.com/en-us/word/HP051890841033.aspx).

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January 2010