So, this post is a quick step-by-step on a couple of cool things you can do with SharePoint 2007 and Microsoft Word 2007 integration.
- Compare versions
- Built in site columns related to Office files
When versioning has been turned on in a document library’s versioning settings, you have the ability to not only view a list of versions from SharePoint in the browser, but you can view versions and visually compare them from within Microsoft Word 2007 and 2010. Here’s how:
- Open a Word document that exists in a SharePoint document library with versioning turned on.
- Click the <Review> tab in Word. (in the ribbon at the top)
- Click the Compare button.
- See that there are multiple options at this point. You can not only compare versions to each other, but you can COMBINE revisions from multiple versions… into one single document.
- Click the <Specific Version> button.
- See the list of versions, which is the same list you’d see from SharePoint.
- Click the <More> button at the bottom, to get even more options. You can compare WHAT in the documents gets compared!
- Click to select a previous version, and then click the <Compare> button.
- Now you’ll see the two documents side-by-side, with a list of all the differences. If you don’t see both on the screen, click the <Show Source Documents> button in the ribbon.
Default Document Site Columns
When looking at the list of default site columns in a SharePoint site, you may have noticed some in a group called “Core Document Columns”. Here’s how you can put a couple of those (Author & Keywords) to use, and how they inherently integrate with Office files!
- In a document library, go to Document Library Settings
- Click “Add from existing site columns”
- From the “Core Document Columns” group, select Author and Keywords, Add them to the right, and click OK
- What does this do? Try it out. Upload a new document to the library. Check it out, the Author field automatically defaults to the name of the person who originally created the document in Word. Click OK.
- What about the keywords? Next step is to go ahead and open the file in Word, in edit mode. Click <File> and <Save As>.
- See in the above screenshot. There’s the “Tags” text box. Type a couple of keywords in there, separated by semicolons, and click Save.
- Go back to the document library in SharePoint. Notice that the keywords field is now filled in with the tags that you added in Word.