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Design a document information panel using InfoPath

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This article explains how to use Microsoft Office InfoPath to design a document information panel that maps to documents for Microsoft Office Word 2007, Microsoft Office Excel 2007, and Microsoft Office PowerPoint 2007.

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Understanding Document Information on the subject

The Document Information Area, which is displayed in Office Word 2007, Office Excel 2007, and Office PowerPoint 2007 documents, allows users to view and change properties for a single file or for a content type that is stored in a Document Management Server, such as a document workspace -Website or library based on Windows SharePoint Services 3.0. These properties, also known as metadata, are the details about a file that is being described or identified. Users can use these properties to organize, identify, and search for documents.

The document information panel is a Microsoft Office InfoPath 2007 form that is hosted and displayed in a document. InfoPath installed on your computer to see a document information panel in a 2007 Microsoft® Office system does not need it, but you do need Office InfoPath 2007 to design or customize document information panels. For example, if you want to customize a document information panel to display data from an external resource such as a Web service, you must use that document information panel by design in Office InfoPath 2007.

By customizing the document information area, you can also add business logic, such as: For example, data validation, added or custom properties that are important to your organization. In addition, by creating a Template Part to contain common fields, you can organize efficient reuse of document information areas in different 2007 Office release document types across your enterprise.

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Design a document information area

When designing a custom document information panel, you can use it with multiple Office Word 2007, Office Excel 2007, and Office PowerPoint 2007 documents, or you can design multiple information related documents. When certain documents are related to a specific project, you should use unique fields for the areas of the document information that will only be used in those documents.

Even if your organization uses more than one document information panel, each can contain several general properties. To easily reuse common properties when designing a document information panel, consider template parts. By creating and using template parts, you can ensure the key metadata for your organization is consistent in tone, structure and behavior. For example, your organization requires each document information section to include a field that is named Position and Author. By designing a Template Part that uses these common fields, you can easily reuse the Template Part in multiple areas of document information.

The following procedure describes how to design a document information panel for use with 2007 Office release documents.

  1. Do you click in the menu file on design a form template.

  2. Click in the dialog box Design of a form templateDesign a new oneForm template out.

  3. Click in the catalog based on click on empty, and then click OK. This allows InfoPath to define the data source as you design the form template.

    You can also base the form template on an XML document or XML schema, such as the Dublin Core properties. You can also design your form template using a web service, a database, or settings in a data connection library. For information about designing a form template based on a data source, see the section See also.

  4. Design the form template used as a document information panel.

    By creating a template part to contain common fields, you can coordinate the efficient reuse of document information areas in different 2007 Office release document types across an enterprise. When you have created a template part and in the task pane Controls you can insert template parts into the form template using the following procedure.

    1. Place the cursor on the form template where you want to insert the template part.

    2. If the job Controls does not appear, click the menu Insert on More controls, or press ALT + I, C.

    3. Click the name of the template part that you want to insert, click below Custom in the list Insert controls.

      The template part is displayed in a section control on the form template. Recognize template parts in the form template because the words Section (Template Parts: Name) are called the Caption Section, where Name is the name of the Web Part template file.

  5. Name the default view and all other views on the form template.

    How to do it

    1. Do you click in the menu view on Manage views.

    2. Click in the task pane Views click the view that you want to rename, and then click Show properties.

    3. Click the tab Generally.

    4. Enter in the field Name of the view Enter a new name for the view.

    Note: Even if your form template contains only one view, you should give the view a friendly name, such as: B. Custom propertiesas the name of the view in the list Views and options appears when the Document Information Area is displayed in a document.

  6. Publish the Document Information Panel to a shared folder.

    How to do it

    1. Do you click in the menu file on Publish.

    2. click on a network location in the Publishing Wizard, and then click Further.

    3. On the next page of the wizard, click Search.

    4. Navigate to the shared network folder where you want to publish the form template, and then click OK.

    5. On the next page of the wizard, make sure that the path and form template name are in the box Name of the form template entered correctly, and then click Further.

    6. On the next page of the wizard, if you want an alternate path to this shared folder, such as a Public Uniform Resource Locator (URL), type the path in the box, and then click Further.

    7. On the next page of the wizard, click Publish.

      You will receive a confirmation on the last page of the wizard when your form template has been successfully published.

    You can also publish the Document Information Panel on a SharePoint site. For information about publishing to a SharePoint site, see the section See also.

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Create or edit a custom document information panel for a content type for SharePoint

When creating a site content type based on either the Document content type or the Columns content type for Dublin Core - available on Office SharePoint Server 2007 servers - a Document Information Panel is automatically created to track SharePoint properties. Office InfoPath 2007 lets you customize this type of document information panel the same way that you customize an InfoPath form template. For example, you can customize the Document Information Panel by doing one or more of the following:

  • Adding features such as data validation or conditional formatting.

  • Add a secondary data source to the Document Information Panel, and then add controls that display data from fields in the data source.

  • Create a new view, and then click Add a Template Part that contains common fields your organization can use to track data.

    Note: If you have a document information panel based on a SharePoint content-type schema, you cannot customize the document information panel by adding fields that are not part of that schema. To add or remove fields from the content type schema, you must add or remove columns from the content type.

Create or edit a custom document information panel

  1. Do you click in the menu file on design a form template.

  2. Click in the dialog box Design of a form templateDesign a new oneForm template out.

  3. click on XML or schema in the list based on, and then click OK.

    Note: Check the box Activate only browser-compatible features not, because only the Document Information Panel appears as part of a 2007 Office Release document and not as part of a Web page.

  4. In the Data Source Wizard, enter the URL for the SharePoint server, and then click Further.

  5. Click in the list Choose from a list or web the name of the content type that you want, and then click Further.

  6. click on Complete.

    The Document Information Panel for the Content Type schema opens.

  7. Make the changes you want to the Document Information Panel, and then save the form template.

    Note: Since the document information panel is based on the content type schema, the primary data source for the form template cannot be customized in the document information panel by adding fields that are not part of the schema. To add or remove fields from the Document Information Pane by adding new fields to the Schema content type, you must add or remove columns from the content type.

  8. Do you click in the menu file on Publish.

  9. Click the Publishing Wizard click on as a template document information panel for a SharePoint site content type or list content type (recommended), and then click Further.

    Note:As a Document Information Panel template for a SharePoint site content type or list content type (recommended) appears on this page of the wizard only if you completed step 3 XML or schema file have clicked.

  10. On the next page of the wizard, click Publish.

    You will receive a confirmation on the last page of the wizard when your form template has been successfully published.

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Add a custom document information panel to a document

After you create a custom document information panel, you must associate it with a document before you can use it. To do this, you first need the tab Developer tools On the ribbon, activate the programs in which the Document Information Area is to be used. You can then specify the location of the Document Information Area by using a URL, UNC, or URN file path. Additionally, you can choose to display the Document Information Panel by default when the document is opened. You can also choose whether the custom properties that you have created are visible by default when the document is opened.

The following describes how to associate a document information panel with a document for Office Word 2007, Office Excel 2007, or Office PowerPoint 2007.

  1. Click on the Microsoft Office button , and then click Name program options, where program-name is the name of the program you are currently working on. For example, click Word options.

  2. Click in the dialog box Name program optionspopular click, check the box Show developer tab in ribbon, and then click OK.

    The ribbon is part of the Microsoft Office Fluent user interface.

  3. Click the tab Developer tools on the Office Fluent ribbon, and then click Document area.

  4. Click in the dialog box Document information area under Specifying a Custom Template (URL, UNC, or URN) Enter the location of the Document Information Panel that you want to add to the document.

  5. click on Custom propertiesto display the custom properties that default to your document in the list display that by default should be displayed.

  6. To make the Document Information Pane appear by default, click the check box always show Document information area Open document and save first.

View or change properties in document information areas in documents for Office Word 2007, Office Excel 2007, and Office PowerPoint 2007, in Office Word 2007 Users can add properties from the document information area as property controls to the document itself. For example, multiple instances of a company address can be used as property controls added in a document. These property controls are updated as the information in the Document Information pane is changed.

For more information about adding properties to an Office Word 2007 document, see the section See also.

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