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Microsoft Word 2004

Inserting Fields

Information such as the file name, last date saved, total number of pages, and user initials can be placed into a field in your Word document. You can insert a field into a header or footer or you can insert the field anywhere within the document. For a description of other field options, refer to Summary of Word Fields. If the following types of fields do not fit your needs, you may want to review the AutoText feature.

return to topInserting the FileName Field

By inserting the FileName field, you will create a field which will insert the document's name and location.

  1. Place the insertion point where the field should appear

  2. From the Insert menu, select Field...
    The Field dialog box appears.
    Field dialog box - FileName field

  3. From the Categories scroll box, select Document Information

  4. From the Field names scroll box, select FileName

  5. OPTIONAL: To include the path (location) of the file in the file name field,
    1. Click OPTIONS...
      The Field Options dialog box appears.
    2. Select the Field Specific Switches tab
    3. Select \p
    4. Click ADD TO FIELD
    5. To close the Field Options dialog box, click OK

  6. To close the Field dialog box, click OK

return to topInserting the SaveDate Field

By inserting the SaveDate field, you will create a field which will insert the date the document was last saved.

  1. Place the insertion point where the field should appear

  2. From the Insert menu, select Field...
    The Field dialog box appears.
    Field dialog box - SaveDate field

  3. From the Categories scroll box, select Date and Time

  4. From the Field names scroll box, select SaveDate

  5. OPTIONAL: To select a specific format for the date,
    1. Click OPTIONS...
      The Field Options dialog box appears.
    2. From the Date-time formats list, select a format
    3. Click ADD TO FIELD
    4. Click OK

  6. Click OK

return to topInserting the NumPages Field

By inserting the NumPages field, you will create a field which will insert the total number of pages in the document.

  1. Place the insertion point where the field should appear

  2. From the Insert menu, select Field...
    The Field dialog box appears.

  3. From the Categories scroll box, select Document Information

  4. From the Field names scroll box, select NumPages

  5. OPTIONAL: To select a specific format for the date,
    1. Click OPTIONS...
      The Field Options dialog box appears.
    2. From the Formatting scroll box, select a format
    3. OPTIONAL: From the Numeric formats scroll box, select a format
    4. Click ADD TO FIELD
    5. Click OK

  6. Click OK

return to topInserting the UserInitials Field

By inserting the UserInitials field, you will create a field which will insert the initials taken from the User Information.

To make changes to the User Information:

NOTE: Changes to the User Information will affect all documents.

  1. From the Word menu, select Preferences...
    The Preferences dialog box appears.

  2. From the list on the left, select User Information

  3. Under User Information, make the appropriate changes

  4. Click OK

To insert the UserInitials field:

  1. Place the insertion point where the field should appear

  2. From the Insert menu, select Field...

  3. From the Categories scroll box, select User Information

  4. From the Field Names scroll box, select UserInitials

  5. OPTIONAL: To select a specific format for the initials,
    1. Click OPTIONS...
    2. The Field Options dialog box appears.
    3. From the Formatting list, select a format
    4. Click ADD TO FIELD
    5. Click OK

  6. Click OK

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