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Document Management With SharePoint - Part 3

Written By: Knox Cameron -- 8/24/2011 -- join -- contribute -- (2490) comments -- printer friendly version

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Categories: Design, Document Management, Features, Integration with other products , Programming and Customizations, SharePoint 2010, SharePoint Foundation 2010, Workflow

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Creating a cover page

To create a basic cover page:

  • Position your cursor at the start of the document (Ctrl Home)
  • If we just insert a new page here, it will inherit the Heading 1 format of the first paragraph of the sample document, so we need to do a bit of fiddling:
    • Press Enter to insert a paragraph
    • Press the up arrow to move up to the new paragraph
    • Select Normal from the styles gallery on the Home tab of the ribbon
    • Press Ctrl Enter to insert a page break
    • Press Delete to remove the surplus paragraph at the top of the original first page
    • Press Ctrl Home to go to the new page at the start of the document
  • Select the Insert tab on the ribbon and use the Table button to insert a 2 column table (the exact number of rows doesn't matter as it's easy to add new ones)

Insert table gallery in Word

We will use this table to show information about the document. Let's start by filling in what we have.

(For this tip, I am not going to spend any time on formatting the page in Word to make it attractive and easy to read - I leave that as an exercise for the reader! However, it's pretty easy to use the Table Tools -> Design tab on the ribbon to apply a style to the table.)

Using SharePoint library columns

Type in the name of the first property ("Title") in the first column of the table then press Tab.

Select the Insert tab on the ribbon. In the Text group, select Quick Parts -> Document Property -> Title.

Inserting the Title document property in Word

This cover page can be used to set property values for the document as well as print them. This document currently has no title, so we can type a title into the property in the document. As soon as we use the mouse to click into the next row of the document, what we typed will become the title for the document.

  • Normally, you would press Tab to go to the next row of the table, but this does not work when you are typing into a property.

Repeat this process of typing the name of the property in the first column of the table and inserting the property into the second column for the remaining four properties shown.

Table with initial word properties completed

As you can see though, this is only a subset of the columns from the library in Word. We can see the document type (a selection from a small range of options), client name (a lookup to a list of clients in SharePoint), consultant name (a lookup to the user list in SharePoint), and review status (another selection from some options). We can't see system information (like the file name and date), calculated columns (like the Review by date), or additional columns from the lookup (like the Client:City).

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