Running Microsoft® Office 2000 Professional

Author Michael Halvorson and Michael Young Pages 1328 Disk N/A Level Beg/Int Published 05/07/1999 ISBN 9781572319363 ISBN-10 1-57231-936-4 Price(USD) $39.99 To see this book's discounted price, select a reseller below.	More Information About the Book Table of Contents Sample Chapter Related Series Related Books About the Author Support: Book & CD Rate this book

Chapter 3: Managing Documents: From Your Hard Disk to the Internet

• Opening an Existing Document
  
  • Opening Your Most Recently Used Files
    
• Browsing Through Folders
  
• Previewing Files Using the Open Dialog Box
  
• Performing an Automated Search for a File
  
  • Searching for a Filename
    
  • Searching for a Document Type
    
• Using the Find Command
  
  • Searching Subfolders
    
• Deleting Files, Renaming Files, and Creating New Folders
  
• Saving Documents and Web Pages
  
  • Using the Save As Command
    
  • Saving in a Different Document Format
    
  • Saving Files Automatically in Word
    
  • Recovering from a Crash
    
  • Saving Files Automatically in Excel
    
• Saving Documents as Web Pages
  
• Using Web Page Preview
  
• Creating a New Document
  
• Closing a Document
  
• Working with Property Sheets
  
• Sharing Documents in a Workgroup
  
  • Saving and Retrieving Files on a Network
    
• Routing Files Using Microsoft Exchange
  
• Sending Files by Electronic Mail
  
• Using Online Collaboration
  
  • Scheduling a Collaboration Session
    
  • Meeting Online
    
  • Web Discussions
    
• Browsing Documents on the Web
  
  • Linking Up with the World Wide Web
    
  • Creating a Link to the Web from a Document
    
• Using the Web Toolbar
  
  • Browsing Your Connections
    
• Using Internet Explorer 5
  
  • Opening a New Web Page
    
  • Viewing Office Documents
    

A file is an electronic storage container on disk used to hold valuable information permanently. Files let you retain important data between computing sessions so that you can work on a report one day and then pick up where you left off the next day. In the Microsoft Windows operating system, files are stored in folders, and each file has its own unique pathname. The pathname is the list of folders that describes the path taken from the first level of folders on the drive down to the current folder.

When you save information in a Microsoft Office application, you create a file, or document, on disk that you can use again later or share with others. In this chapter, you'll learn how to open documents, save them, and close them in Office applications. You'll also learn how to search for documents on your hard disk, share them over the Internet, and use properties to add tracking information to a document. Although each Office application creates documents in a slightly different format, the process of working with documents is the same, so we can teach it to you in one chapter. After you read this chapter, you'll be prepared to work through the application-specific sections in this book.

Opening an Existing Document

You can use four techniques to open Office documents on your system. If an Office application isn't running, the fastest method is to click Open Office Document on the Start menu, or to click the Open Office Document button on the Office Shortcut Bar. If you're working in an Office application, your best bet is to choose Open from the File menu, or to click the Open button on the Standard toolbar. Figure 3-1 shows the dialog box that appears when you open a document in Microsoft Word. (A similar dialog box appears in each Office application.)

The Open dialog box displays the files and folders in the last folder you used in your application. (The last folder is often called the current folder, because that's the place Office puts your files by default.) The name of the current folder is displayed in the Look In box at the top of the dialog box, and the files and folders located in the current folder are displayed below in a list box. Office documents are identified by a tiny application icon next to the filename, and folders are identified by a folder icon. To open a document file displayed in the list box, just

Figure 3-1.
The Open dialog box contains several features you can use to find and open Office documents.

double-click the filename, and it will appear ready for work in your Office application.

Because a typical computer hard disk holds dozens of folders and thousands of files, the Open dialog box includes several features that you can use to locate and open a particular document. For example, you can control the type of files that the dialog box displays by choosing an entry in the Files Of Type drop-down list box. Figure 3-1 shows a typical Open dialog box in Word, in which the All Word Documents option is selected in the Files Of Type list box. This particular setting means that only files identified as being created by Word will appear in the list.

Other files probably exist in this particular folder, such as programs and data files, but the criterion of displaying only files identified as Word Documents prevents them from appearing. (An exception to this rule is that most Office 2000 applications will also display HTML documents in the Open dialog box, because the HTML format can be edited by most Office applications.) Narrowing the display criteria using the Files Of Type drop-down list box is especially helpful if you have many files in a folder. If you have dozens of unrelated files and utilities in a folder, it will take you longer to find the file you want to open.

Opening Your Most Recently Used Files

In addition to using the Open command, you can open the last few files you have modified by clicking the file's name at the bottom of the File menu or typing the underlined number. This technique is quicker than using the Open command, because you bypass searching for the file using the Open dialog box. (You can adjust the number of files listed by choosing Options on the Tools menu, clicking the General tab, and changing the number in the Recently Used File List text box.)

The following illustration shows four recently used Word files at the bottom of the Word File menu. The file in the first position is the last document you used in the active application, the file in the second position is the second to last document you used, and so on. Each time you open a new file, the new name is added to the top of the list, and the file at the bottom is dropped off. The filename also includes a pathname to the file, unless the file is located in the current folder. The pathname lists the subfolders containing the file (space permitting), which can help you locate the file later if you need to.

Another way to open a recently used file is to click the Start button on the taskbar, point to Documents, and then click the filename you want to open. The Documents shortcut menu that pops up shows recently used files from Office applications as well as from many other programs. Clicking the filename will open the newest version of the associated application if the program isn't already running.

Tip: Use All Files to See Everything
The options in the Files Of Type drop-down list box change from application to application. If you want to see all the files in a particular folder, select the All Files criterion.

Browsing Through Folders

You can locate files in different folders by browsing through your computer's drive and folder structure using the controls in the Open dialog box. Each computer has its own set of disk drives that are used to store and retrieve files located on different types of storage media. Typical computers have a floppy disk drive, a hard disk drive, a CD-ROM drive, perhaps a tape-backup drive, an Internet connection, and, in many cases, a connection to one or more network drives (or file servers). You can look for files on different drives by clicking the Look In drop-down list box and then clicking the disk drive you want to examine. Figure 3-2 shows the available disk drives for one of the computers we used to write this book.

After you select a disk drive in the Look In list box, the list of folders and files in the dialog box is updated to match those on the disk you selected. You can examine the files and subfolders contained in a folder by double-clicking the folder in the list box. Each time you open

Figure 3-2.
To look for a file on a different drive, click the Look In drop-down list box, and click the drive.

a new folder, its contents are displayed in the list box. (Some users call this process drilling down into the directory structure of a disk.) To move back up to the folder on the previous level, simply click the Up One Level button in the dialog box. Remember that at any time you can open a file you find by double-clicking the filename in the dialog box, or by highlighting the file and clicking the Open button.

Previewing Files Using the Open Dialog Box

As you browse through files and folders in the Open dialog box, you might see a document you'd like to look at more closely. Fortunately, the Open dialog box contains several options that you can use to learn more about a file's size, type, and contents before you open it. Using these preview features, you can avoid wasting time by opening the wrong file. (See Figure 3-3, on the following page, for a description of the commands.)

Figure 3-3 shows the Open dialog box after the Preview command has been selected. Notice that an extra window appears in the dialog box to display the contents of the document highlighted in the list box. (You can use the scroll bars to move through it.) The Preview button is quite useful-it gives you a quick look at a document (though in abbreviated form) so that you can decide whether you want to open it. (Sometimes the filename alone doesn't give you enough information.)

Figure 3-3.
A Views menu in the Open dialog box lets you display different information about files before you open them.

Performing an Automated Search for a File

The Open dialog box gives you a few advanced methods for searching for files and performing routine hard disk management chores such as renaming and deleting files. These commands are located on the Tools menu in the Open dialog box. The most important command, Find, lets you use one or more of the following characteristics when you look for a file:

• Part or all of a file's name

• The document type of the file (that is, Word, Excel, or Access)

• One or more words (called a text string) in the text of the file or in the file's property sheet

• The amount of time elapsed since the file was last modified

• The folder and subfolders to search

Searching for a Filename

In the section "Searching Subfolders," page , you'll learn how to extend this search to multiple folders on your hard disk.

If you don't know where a particular file is located on disk, but you do remember part of its name, you can swiftly track it down using the File Name box in the Open dialog box. For example, to list all the files in the current folder that have the word Work in their name, type Work in the File Name box, and press Enter. (Or you could type the partial word wor because case doesn't matter and part of a file's name can be used to search the folder.) Figure 3-4 shows the results of such a search in the My Documents folder. To open the Published Work document that appears, you would double-click the filename in the list box.

Searching for a Document Type

As you learned earlier, you can also search for a particular class of document by using the Files Of Type drop-down list box. By default, each Office application sets the file type in this box to the type of document it creates. For example, Word sets the Files Of Type list box to All Word

Figure 3-4.
The File Name text box lets you search for a file using part or all of its name.

Documents. But at times you'll want to change this value. For example, to view all the text files in a folder, you would select Text Files in the Files Of Type list box. (Word can open and edit text files, which are unformatted documents with the .inc filename extension.)

Opening Files as Read-Only Documents

The Open dialog box also allows you to open files as protected, or read-only, documents, meaning that users can open and examine the files but not change them. To open a file in this way, select the file you want to open in the Open dialog box, and then click the drop-down list arrow on the right side of the Open button to display a pop-up menu of editing choices. To open the file as a read-only file, click Open Read-Only. You might also choose Open As Copy, which creates a separate copy of the file on disk for editing, or Open In Browser, which loads the selected file into the default Internet browser on your system (typically Microsoft Internet Explorer or Netscape Navigator).

Using the Find Command

You can run more advanced document searches in the Open dialog box by using the Find command on the Tools menu, as shown in the following illustration.

When you click the Find command, you'll see a dialog box similar to the one shown in Figure 3-5. We've added several search criteria to the dialog box to show you how this interesting feature works: a contents search that looks for documents containing the words book of the year, a date search that looks for documents created in the last month, and a number of words search that looks for documents containing at least 500 words. (By default, the Find command also added a fourth criterion entitled File Of Type Is All Word Documents to the list, because we built the search in Word. This criteria was an optional setting that we accepted.) When you click the Find Now button, only the documents that satisfy each of the search criteria will appear in the Open dialog box. (The search might take a few minutes to run.)

The criteria you select in the Find dialog box remain active until you change or clear them. If you want to compose a search without the Find search criteria, clean the slate by clicking the New Search button.

If you have a particularly complex combination of search criteria in the Find dialog box, you can save the search for later use by clicking the Save Search button and entering a search name (say, Bestsellers). When you're ready to use the search criteria again later, click the Open Search button and in the Open Search dialog box, click the search you want to run, and then click the Open button.

Searching Subfolders

In our opinion, the most important feature of the Find command is  the Search Subfolders check box at the bottom right of the dialog box, which forces Office to search all the subfolders of the current folder for the search criteria you have created. (See Figure 3-6, on the next page.) This simple feature lets you search dozens of folders automatically for the file you want to open. Best of all, you can specify the starting point for the search by clicking the drive or folder name in the Look In drop-down list box before you start the search. Using the Search Subfolders check box, you can plow through hundreds of files in seconds.

Deleting Files, Renaming Files, and Creating New Folders

An extremely useful feature of the Open dialog box is that it lets you delete and rename files in the current folder and create new folders on your system. This functionality lets you do some on-the-fly hard disk management as you work in Office applications, obviating the need to run Windows Explorer every time you need to delete or rename a file.

The simplest procedure is deleting a file. To remove a file from the current directory, highlight the file, press the Delete key, and then click Yes when you're asked to confirm your deletion. You can also click the Delete button on the Open dialog box toolbar to delete the selected file.

To rename a file, highlight the file you want to rename using the keyboard or mouse, and then click the filename. (Take care not to double-click the file, or you'll open it. If you're using the mouse, pause a moment between clicks.) When you rename a file, Office places a rectangle around the filename and highlights it, as shown in Figure 3-7. You can then start typing to delete the current filename, or you can press the Right or Left arrow key to move the mouse pointer to a particular location in the name to correct it or add to it. When you're finished making your changes, press Enter to write the new name to disk.

Alternatively, you can select a file in the Open dialog box and click Rename on the Tools menu to change the file's name. When you click Rename, Office highlights the file inside a rectangle, and you can use the arrow keys and editing keys (such as Delete, Home, and End) to change or retype the filename.

The Open dialog box also allows you to create new folders on your system. To try this technique, click the New Folder button in the Open dialog box, and specify a folder name in the dialog box that appears. Office creates new folders in the current directory by default, so if you want to create folders in other folders, you should browse to them first using the Look In drop-down list box. New folders are especially useful when you know you'll be creating several new or revised files in the current editing session.

Saving Documents and Web Pages

After you open a file in an Office application, you can add to it or revise it based on your needs and interests. When you're ready to save a version of your document to disk permanently, you must save the file. Saving a file is an important step because the changes you make to your document are stored only in temporary memory (RAM) until you transfer them to disk. If you should accidentally pull the power plug on your computer, or if your power fails in a thunderstorm, the changes you made since your last save will be lost. (This thorny problem is the dark side of personal computing, but you'll learn how to plan for this rather unlikely event later in the chapter.) In this section, you'll learn how to save Office documents using the Save and Save As commands, and you'll learn how to create Web pages (HTML documents) using the Save As Web Page command.

Using the Save Command

If your file already has a name, you can update it on disk by choosing Save from the File menu. The Save command copies the Office document you're working on from computer memory to disk, preserving it in a transferable form and safeguarding it from loss if your application closes suddenly because of power failure or other problems. It's a good idea to save your editing changes to disk every 10 minutes or so, either by choosing Save or by clicking the Save button on the toolbar. The Save command doesn't display a dialog box unless your file needs a name. In that case, Office displays the Save As dialog box, which we'll discuss in the next section.

The keyboard shortcut for the Save command is Ctrl+S. If your document doesn't have a filename yet, you'll be prompted for one.

Using the Save As Command

To assign a filename to your Office document, choose Save As from the File menu. The Save As command lets you specify the filename, disk location (such as A: for the attached floppy disk drive), and folder location of the file, and also lets you set a variety of application-specific options, including the document format of the file. Figure 3-8 shows the dialog box that appears when you use the Save As command in Word. (Word has suggested the filename Summer Picnic, because those are the first words in the document.) If you worked through the section covering the Open dialog box earlier in this chapter, you'll recognize several of the remaining dialog box options.

The Save In drop-down list box lets you specify the disk and folder location for your file. Office places your file in the current folder (the folder displayed in the list box) unless you specify a different location. You can open a subfolder (a folder below the current folder) by double-clicking the folder icon you want to open. (This moves you down a level in the folder hierarchy, or "tree.") If you want to move up a level in the folder hierarchy, click the Up One Level button. As you browse through the folders on your system, feel free to use the commands on the Views menu at the top of the dialog box (List, Details, Properties, and Preview) to get more information about the files you see.

After you set the disk and folder location for your document, you can assign a name to it using the File Name text box. Each file must have its own unique name in the folder so that you can differentiate it from other files and reference it by name. A temporary name will automatically appear highlighted in the File Name text box when you open the Save As dialog box. (In Word, the temporary name comes from the first line in your document.) To place your own filename in the File Name text box, type in the new name. (Be sure to pick a descriptive phrase that reflects the file's contents.) Because your Office applications were written specifically for Windows, you can type up to 255 characters for your filename, with a few typographic caveats. (See the "What Name Do I Choose?" sidebar.) When you're ready to save the file to disk, click the Save button or press Enter.

Saving in a Different Document Format

After you specify your file's name and folder location, you might want to change the format you're using to save the document. Each Office application uses its own unique document format to translate the words and pictures on the screen into a document that you can print on paper and store on disk. Accordingly, you can't move documents from one word processor to another until you pick a format that both applications can read. Fortunately, Office applications allow you to save documents in a variety of different formats so that you can open your work in many other applications.

To specify a different document format, click the Save As Type drop-down list box in the Save As dialog box, and then click the format you want to use. Each Office application supports a different list of document formats, so you'll have to experiment a little to see which applications you can use. (You can also use the Web Page format, which will prepare your document for viewing in a Web browser and editing in other applications.) With some experimenting, you can learn to use the Save As Type feature to exchange files between many different programs; for example, you might share an important Excel worksheet from your office with Lotus 1-2-3 users at another office. Figure 3-9 shows the Save As Type drop-down list box in Word.

Saving Files Automatically in Word

The most useful hidden feature in Word's Save As dialog box is the Save AutoRecover option, which directs Office to automatically save a recoverable copy of your document at a time interval you specify. Save AutoRecover helps you avoid losing unsaved changes in your document because of a system crash (where you lose unsaved data), a power outage, or some other electronic disaster that terminates your application before you save your document using the Save As command.

To enable Word's Save AutoRecover feature, Open the Save As dialog box, click the Tools menu, click General Options, and then select the Save AutoRecover Info Every: check box, shown in Figure 3-10, on the next page. Office will save a copy of your document to the temporary directory on your hard disk at the specified time interval. By default, Office updates this temporary file with your changes every 10 minutes, though you can adjust this interval using the scroll box in the Save dialog box. Note, however, that automatic saves don't affect the document you create using the Save command-this file is always separate and contains only the information you specifically save.

Recovering from a Crash

If you do encounter a power loss, a system freeze, a program failure, or another problem that causes you to crash, restart Word, and Office will recover the files that were active when your program crashed. (You'll have one file for each open document.) If the recovered files look correct, save them to disk formally using the Save As or Save command and you'll be back in business. Of course, this works only if you actually enabled the AutoRecover feature before Word bombed. Even then, you'll probably lose the data you entered since your last automatic save. But if you're a little lazy about saving on your own, this airbag feature might save you hours of frustration down the road. (Aren't your files worth it?)

Saving Files Automatically in Excel

Excel doesn't have a Save AutoRecover check box in the Save As dialog box, but you can still configure it to save files automatically for you. Choose Add-Ins from the Excel Tools menu, and then select the Autosave Add-in in the list box and click OK. This action places the AutoSave command on the Tools menu; you can use this command to save your files automatically at set intervals. When you click AutoSave, you can specify how often the file is saved, and whether Excel should save just the current (active) workbook or all the open workbooks.

The AutoSave feature isn't available in Microsoft PowerPoint, Microsoft Outlook, or Microsoft Publisher. However, Access saves database information as you enter it, so you have some measure of automatic protection in that application.

Saving Documents as Web Pages

In Office 2000, you now have the option of saving files in a special Web page format known as HTML (hypertext markup language). This feature allows you to create documents that you can distribute widely by means of Web pages and intranets, and that others can view in Internet browsers such as Internet Explorer and Netscape Navigator. Office applications also allow you to view your Web pages as they will appear on the Web by using the new Web Page Preview command.

To save, or publish, an Office document as a Web page, follow these steps:

1. Open the document you plan to save as a Web page.

2. From the File menu, choose Save As Web Page.

   You'll see a dialog box similar to the one shown in Figure 3-11, on the next page.

   The Save As Web Page dialog box is similar to the Save As dialog box. However, the Save As Type list box is set to Web Page, which will save your file using the .htm extension. In addition, the Page Title option lets you control the title text that will appear at the top of your Web page when it's loaded in the Web browser.

3. Click Save to save your document as a Web page.

   Office will create an HTML document in the folder you specified. In some cases, Office will also create a folder bearing the file's name that contains a few extra files that are necessary to view the Web page. (The complete list varies from application to application.) You can now distribute this file as a completed Web page on the Internet or your corporate intranet-you can view it in either Internet Explorer or Netscape Navigator.

Excel, PowerPoint, and Access have a few additional Web page features that you can control using the Save As Web Page command. For more information about these features, see the individual application sections in this book.

Using Web Page Preview

If you'd like to see what your Web page will look like in an Internet browser, use the Web Page Preview command to check out all the details. We recommend this step especially if you plan to distribute the document on the Internet or to a number of people on your corporate intranet. Follow these steps:

1. Choose Web Page Preview from the File menu.
   Office converts the active document to Web page format and displays it in your system's default browser (typically Internet Explorer).

2. Use the browser to verify the content, layout, and functionality of the Web page.

3. When you're finished examining the Web page, close the browser and return to your Office application.

Is Web Page Preview Necessary?

Do you really need to check out the content and layout of your completed Web page? In a word, yes. Although Office applications can convert most document features to HTML seamlessly, the nature of HTML means that a few of the items might appear on your Web page in a different place than they did in your Office application. For this reason, it always makes sense to spend a little quality time verifying the content and layout of your Web page after you create it in Office. In other words, it's a little more important than using Print Preview before you generate hard copy.

Creating a New Document

When Office applications start, they typically present you with a new, empty document to work in. (You can set Outlook-depending on the version-to display your personal planning calendar, your e-mail Inbox, or the Outlook Today page.) Often you'll start working with this blank document, customizing it to match your preferences, or you'll open an existing file and start adding to it. However, at other times you'll want to create additional blank documents to work in. Perhaps you'll want to split one document into two, or, after working on one project, you'll remember that you need to start another. If this happens, you can quickly open a new file in your Office application. The following section shows you how.

To open a new document in Word, Excel, PowerPoint, or Publisher, choose New from the File menu. When you choose New in Word, for example, you'll see the dialog box shown in Figure 3-12, on the next page.

The New dialog box presents a series of tabs that contain standard document templates (preformatted documents) from which you can choose. Highlight the template you want the new document to be based on, and then click OK. If you want to create a new, blank document based on the default template (without first seeing the New dialog box), click the New button located on the left side of the Standard toolbar.

You can also open a new document by choosing New Office Document from the Start menu or by clicking the New Office Document button on the Office Shortcut Bar. The New Office Document dialog box that appears presents templates for all the Office applications organized on separate tabs.

Closing a Document

When you're finished working with a document, you can close it by choosing the Close command on the File menu or by clicking the document's Close button. If you have any unsaved changes in the document, you'll see the dialog box shown in Figure 3-13, prompting you to save your changes. (If the Office Assistant is running, you'll see the same options in its balloon.) If you click Yes, your changes will be saved to disk under the current filename, and Office will close the document.

If the document doesn't have a filename yet, the Save As dialog box appears prompting you to save the document. If you click No, your changes will be discarded and your document will close. If you click Cancel, the Close command will be canceled, the dialog box will close, and you'll be returned to your document.

Take care not to click the No button in the Save As dialog box by mistake, or you will permanently loose the information in your document. As a safeguard, always use the Save command before you use the Close command.

The Close command is most useful when you have several documents open and you want to close one to get it out of the way. (In addition to removing the clutter, closing unneeded files can help you save system resources, or memory.) The Close command operates only on the active, or current, document, so it closes only the file in the highlighted window. Alternatively, if you're ready to exit your application, choose Exit from the File menu to close any open documents and exit the application in one step. Like Close, the Exit command also prompts you to retain unsaved changes (if you have any).

Working with Property Sheets

If you have used Windows Explorer to look at the files on your hard disk, or if you have clicked Details on the Views menu in the Open or Save As dialog box, you know that Windows stores information about the size, document type, and modification date for each file on the system. These useful facts will probably give you enough information to open your files and keep them organized, though at times you might require additional information to determine a file's origins or make the best use of its contents. Office addresses this need by attaching a unique set of properties to each file as it's created. A property sheet contains information about the content, revision history, author, and attributes of a document, as well as other information unique to the originating application. Some of the fields in the property sheet, such as the file size, application name, and revision dates, are created automatically by the Office application, while others are added independently by you, the user.

To display a property sheet in an Office application, choose Properties from the File menu. (In Access, the command is called Database Properties.) Figure 3-14, on the following page, shows the property sheet for a Word document.

This particular sheet has five tabs of information, which you can access by clicking the tab names at the top of the dialog box. Most of the information on the Summary tab pertains to the content and author of the document, and is typically entered by the author. If you take the time to complete these fields, the members of your workgroup (if you have one) will better understand your goals for creating the document. Summary information could be especially helpful a few years down the road, say when the author of the documents has moved on.

Take care to use standard, memorable words in your property sheets so that you can search for them later using the Find command in the Open dialog box. And watch your spelling, because a search can find only exact word matches. (For example, if you type Grey in the subject box, a search won't find Gray.)

The most useful Property tab for people who work with text a lot (such as writers, editors, and desktop publishing specialists) is the Statistics tab, shown in Figure 3-15. The data on the Statistics tab is created entirely by your Office application; it features the file's creation date, modification date, author name, revision number, and the total editing time elapsed in the document. The tab lists other important statistics related to the file, including the number of pages, paragraphs, words, and characters in the file. If you're writing an essay or article that needs to be a certain length, the Statistics tab will probably be quite helpful to you.

If you write articles for a living, use the Statistics tab to track how many words you write and how much time you spend doing it.

The information in a property sheet is stored in the same file as the document it describes, but the data doesn't appear on the screen when you work with the document or on paper when you print. However, it's always available by means of the Properties command to everyone who uses your file, so be aware that when you give your file to others, those users will have access to all the information presented in the property sheet. (For example, it might be embarrassing to charge a magazine client for a business article of 10,000 words, when the client can see from your summary sheet that you wrote only 8,780.)

Be sure to use this feature to your own advantage, too. If you have a question about the origin of an Office document you're looking at-a file on the Internet, for example, or a document on a disk you just received-open the file and use the Properties command to learn everything you can about the document. Property sheets are excellent sources of information, especially in workgroups.

To print the information contained in a Word document's property sheet, choose Print from the File menu, select the Document Properties option in the Print What drop-down list box, and then click OK.