This tutorial shows how to use tags in Word. Specifically, we’ll look at three ways to add tags to Word documents:
1. Add Tags through the Backstage View
2. Add Tags through Advanced Properties
Then, we’ll look at how to delete tags in Word documents.
The final section shows how to search for known and unknown tags through the File Explorer in Windows.
Please note that the images below are from Microsoft Word for Office 365, which is currently the same as Word 2019. The steps are similar for Word 2016 and Word 2013.
Before we begin, let’s tackle an important question …
What Are Tags in Word?
In Windows, tags are custom keywords attached to Word documents and other files that help with search and organization.
Tags can be any word, phrase, or number string related to the file, such as product names, item numbers, internal filing codes, or project nicknames—basically anything that may help you locate the file later.
How to Add Tags through the Backstage View
The following five steps show how to add tags to Word files through the Backstage view.
1. Select the File tab in the ribbon.
2. Select the Info tab in the Backstage view. (You’ll probably already be in the Info tab by default.)
3. Select Add a tag in the Properties section. The text will become a text box.
4. Type your tag or multiple tags separated by semicolons in the text box.
Important Note: If you separate tags with commas instead of semicolons, Windows will view them as one tag and won’t provide an accurate file search.
5. Save the file in order to save your new tag or tags.
How to Add Tags through Advanced Properties
The following eight steps show how to add tags to Word files through the Advanced Properties dialog box.
1. Select the File tab in the ribbon (see figure 1).
2. Select the Info tab in the Backstage view (see figure 2).
3. Select the Properties heading.
4. Select Advanced Properties in the drop-down menu.
5. Select the Summary tab in the Advanced Properties dialog box.
6. Type your tag or multiple tags separated by semicolons in the Keywords text box. (The term keywords means tags in this dialog box.)
7. Select the OK button to close the Advanced Properties dialog box.
Notice that the tags now appear in the Properties section of the Backstage view.
8. Save the file in order to save your new tag or tags.
How to Add Tags through Save As
The following six steps show how to add tags to Word documents through the Save As dialog box in Windows.
1. Select the File tab in the ribbon (see figure 1).
2. Select the Save As tab in the Backstage view.
Pro Tip: You can also use the shortcut F12 (or Fn + F12) to open the Save As dialog box from anywhere in Windows, including from Word’s main view.
3. Select the More Options link.
4. Type your tag or tags separated by semicolons in the Tags text box in the Save As dialog box.
5. Name your file and select the destination where you want to save the file, if you haven’t already done so.
6. Select the Save button.
How to Delete Tags
The following four steps show how to delete tags attached to Word files. These steps should work regardless of the method used to add the tags. However, these steps won’t work on files marked as Read Only or similarly protected.
1. Select the File tab in the ribbon (see figure 1).
2. Select the Info tab in the Backstage view (see figure 2).
3. Delete the unwanted tag or tags in the Properties section (see figure 4).
4. Save the file in order to save your deletions.
How to Search for Tags through File Explorer
We’ll begin by looking at how to search for tags when you know the tag or tags specifically. Then, we’ll look at how to search for tags when you don’t know the exact tag or tags you want to search for.
Method One: Searching for Known Tags
The following two steps show how to search for known tags attached to Word files and other files using the File Explorer in Windows.
1. Press the Window key + E on your keyboard to open the File Explorer.
2. Type tag: followed by the tag name in the File Explorer search box. The results will appear as you type.
Method Two: Search for Unknown Tags
The following five steps show how to search for unknown tags attached to Word files and other files using the File Explorer in Windows.
1. Press the Window key + E on your keyboard to open the File Explorer.
2. Navigate to the folder containing the files you want to search in the File Explorer.
3. Right-click on the column heading section and select Tags from the drop-down menu if the Tags column isn’t already displayed.
4. Select the menu arrow on the right side of the Tags column header.
5. Select the tag or tags you want to search for from the drop-down menu. The results will appear as soon as you make your selection.
Recommended Reading: How to Change Your User Name for Track Changes in Word
Leave a Reply