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.

Inserting the FileName Field
Inserting the SaveDate Field
Inserting the NumPages Field
Inserting the UserInitials Field

Inserting the FileName Field

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

Place the insertion point where the field should appear
From the Insert menu, select Field...
The Field dialog box appears.
From the Categories scroll box, select Document Information
From the Field names scroll box, select FileName
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
To close the Field dialog box, click OK

Inserting the SaveDate Field

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

Place the insertion point where the field should appear
From the Insert menu, select Field...
The Field dialog box appears.
From the Categories scroll box, select Date and Time
From the Field names scroll box, select SaveDate
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
Click OK

Inserting the NumPages Field

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

Place the insertion point where the field should appear
From the Insert menu, select Field...
The Field dialog box appears.
From the Categories scroll box, select Document Information
From the Field names scroll box, select NumPages
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
Click OK

Inserting 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.

From the Word menu, select Preferences...
The Preferences dialog box appears.
From the list on the left, select User Information
Under User Information, make the appropriate changes
Click OK

To insert the UserInitials field:

Place the insertion point where the field should appear
From the Insert menu, select Field...
From the Categories scroll box, select User Information
From the Field Names scroll box, select UserInitials
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
Click OK