Metadata
Add metadata to help users identify and organize documents.
Metadata is the descriptive information embedded within a file that helps users identify, organize, and understand a document's content. This information is not typically visible in the document; rather, it exists within the file’s underlying code.
The two most important metadata properties for accessibility are a document’s title and language. These properties help assistive technologies accurately identify and interpret document content. Additional metadata includes an author's name, a subject description, and keywords. Together, these properties help users and systems more easily locate documents in libraries, databases, and search results by matching the keywords to search queries.
Metadata Identifiers
Document titles are crucial in enhancing the user experience. They are used to identify and describe the content of a document, helping users quickly understand its purpose without ever opening it. Descriptive titles benefit all users, especially those using assistive technologies such as screen readers.
Note: A document’s title is different from its file name or visual title. The document title is part of a file’s metadata, attributes used to organize and identify documents at the code level. The file name is simply a technical identifier used to save the file to a device or server, while the visual title is the visible headline displayed in the document itself. In most cases, the document title should match the visual title displayed within the document.
Specifying a document's language is vital in creating an inclusive digital experience. A document's language indicates the spoken language of the content. When language properties are correctly set, screen readers and assistive technologies can accurately interpret content, ensuring text is read with proper pronunciation and accent.
Note: Language settings may also be adjusted to recognize multiple languages within the same document when necessary.
The author identifies the individual who created the document. This metadata helps associate content with a creator, further supporting document organization and identification in a user's library.
The organization identifies the institution, department, or company associated with the document. This metadata helps group related documents together by institution to improve organization.
The subject description provides a brief, one-line summary describing the overall content or purpose of the document. This metadata helps users quickly understand the nature of the file when browsing or searching documents.
Keywords are common terms associated with the content of a document. These terms help users locate documents more easily in libraries, databases, and search results by matching keywords to search queries.
Note: There is no limit to the number of keywords entered; however, all keywords should be separated using either a comma or semicolon. Keywords are also case sensitive, so it is best to type keywords out using lowercase.
Set Metadata
Microsoft Office
Metadata is generally set in a similar location across Microsoft Office applications; however, the exact steps may vary depending on the device and operating system being used.
In Windows
- Navigate to the File tab.
- Select the Info tab.
- Locate the Properties field, and select the Properties drop-down menu.
- Choose Advanced Properties.
- Enter details in the Summary tab (e.g., subject, author, keywords).
On Mac
- Navigate to the File tab.
- Select Properties at the bottom of the context menu.
- In the Properties dialog box, select the Summary tab.
- Enter the document title in the Title field.
Adobe Acrobat
Set a document’s title and language in Adobe Acrobat. Unlike Microsoft Office applications, metadata in Adobe Acrobat is generally managed in a consistent location regardless of the operating system or device being used.