One way to include data in a map is by adding properties sets to your topics. A topic properties set is an object included within a topic that contains a list of property names and their values. You can create and re-use topic properties sets to standardize the entry of data for topics of a specific type. For example you could create a topic properties set with fields for standard employee data such as department, manager, title, employee number, etc.
Within the set, you can classify some properties as Hidden. Hidden properties are not shown, by default, but you can choose to display them.
Creating a topic properties set involves two steps:
Define a list of properties
of various data types.
At this point, you have a list of properties without values ready for
data entry. If you'd like to use this list of properties for other
topics you can duplicate it by copying the topic or by creating a Map Part.
Edit the topic properties to populate the fields with data specific to this topic.
Once the topic properties set has been created you can choose to show or hide it, and if its no longer needed, you can remove it from the topic.
You can also calculate a topic property based on the values of other properties used on the map. See Use Formulas to learn more.
The Map Index task pane Elements list displays all the topics on your map that contain topic properties.
What do you want to do?
Select a topic.
On the Advanced
tab, in the Topic Data group,
click the Properties icon 
.
Click
Define Topic Properties.
The placeholder "Property" appears as the first entry in
the properties list
In the Name filed, enter the name for the property.
Topic properties must have unique names. You will not be permitted to enter a property name if it is already used in the topic.
Choose its data Type and options. The data type and options you choose will determine how the property's data is displayed and what type of data entry field is used. (See Use Formulas for information on Calculated properties.)
The Hidden checkbox determines whether this data is shown by default. If checked, the property is only shown when you choose to view Hidden properties.
To define another property,
click New, then repeat steps
3 and 4.
Continue until you have added all the properties you want.
Click OK to exit the dialog.
If you want to re-use this set of properties for other topics, you can duplicate this topic before entering the data. You can either copy the topic or, if you plan to use it frequently, create a Map Part from it.
Select the topic where you have defined the properties, then do one of the following:
Click any property value in the topic properties set.
Right-click the topic Properties icon ,
then click Edit Topic Properties.
Select the properties set, then press F2.
Enter the data for the properties. The data entry is controlled by the property's data format and options. If you have entered data that is not valid for the property type, the OK button will be disabled.
To see more properties, select the properties list and drag the corner handles.
When you are finished entering the data click OK.
Click the show 
or hide 
button on the topic.
To see more or fewer properties, click the properties box and drag to resize it.
Right-click the topic's Properties
icon to enable Auto-Fit
- this will automatically size the box to show all properties.
Right-click the topic's
Properties icon , then
click Show Hidden Topic Properties.
Do one of the following to switch to Property value editing mode, then enter new values:
Right-click the topic's
Properties icon or right-click
the topic's property list, and then click Edit
Topic Properties.
Double-click a property value displayed on the topic.
On the Advanced
tab, in the Topic Data group,
click the Properties icon ,
and then click Edit Topic Properties.
You cannot directly edit the
value of a property that is calculated from other properties (indicated
by 
next to the value).
Do one of the following to switch to Property definition mode:
Double-click a property name displayed on the topic.
Right-click the topic's
Properties icon or right-click
the topic's properties list , and then click Define
Topic Properties.
You can change the numeric
property types (Number, Currency, Percentage, or Integer) to any one
of the other three without deleting any data that has already been
entered into the property.
Changing between a numeric property type and a non-numeric one will
result in the loss of any data that has been entered in the property.
Topic properties must have unique names. You will not be permitted to enter a property name if it is already used in the topic. .
If you rename a property that
is used in a formula to calculate another
property, the formula is not automatically updated to use the new
property name. You must update the formula with the new name, or the
property will not be used.
You can rename a property that is calculated by a formula in the Define
Topic Properties dialog, or in the Formula Builder or Formula Editor.
If you un-check the Calculated option for a property calculated by
a formula, the formula is removed from the topic, and the property
assumes its current value which becomes static.
To remove all properties
and their values, right-click the topic's Properties icon
, then click Remove All Topic Properties.
To remove a single property and its value, right-click the property in the displayed properties, and then click Remove Topic Property. *
To remove only the value for a property, right-click the property in the displayed properties, and then click Clear Topic Property Value. *
* To perform this operation on multiple properties, CTRL+click the properties you want to select first.
If you delete a property that is calculated from a formula, that formula is also deleted from the topic.
You can copy and paste a property value, a property name, or both the property name and value.
To copy only the property value, right-click the value on the topic, and then click Copy Topic Property Value. To paste the value anywhere, press Ctrl+V.
To copy both the name and value, right-click the topic property on the topic, and then click Copy Topic Property. To paste the copied properties, select a topic, and on the Home tab, click Paste, Paste Topic Properties.
You can also paste the copied properties or values anywhere as text using the basic Paste (Ctrl+V) command.
You can also copy properties from one topic to another using drag and drop..
Select the topic property and drag it to a new topic.
To drag and drop more than one property, press CTRL as you select the properties, then drag and drop to the new topic.
