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Microsoft Word 2007

Inserting Fields

Fields are an efficient way to maintain frequently updated information. Whether it is your document filename, the last date your document was saved, the total number of pages, or the initials of the user who created the document, you can insert a field for virtually any kind of information. (For a more comprehensive description of fields that are available to you, please refer to Summary of Word Fields.) Word will then automatically update the information in your fields as changes occur within the document. You can insert fields into a header or footer or anywhere else in your document.

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

You can create a field that will insert the document's name and location.

  1. Place the insertion point where you want the field to appear

  2. From the Ribbon, select the Insert tab

  3. In the Text group, click QUICK PARTSQuick Parts button» select Field...
    The Field dialog box appears.Field dialog box: Document Information options

  4. From the Categories pull-down list, select Document Information

  5. From the Field names scroll box, select FileName

  6. OPTIONAL: To include the path (location) of the file in the filename field, from the Field options section, select Add Path to Filename

  7. To close the Field dialog box, click OK

return to topInserting the SaveDate Field

You can create a field that will insert the date and time the document was last saved.

  1. Place the insertion point where you want the field to appear

  2. From the Ribbon, select the Insert tab

  3. In the Text group, click QUICK PARTSQuick Parts button» select Field...
    The Field dialog box appears.Field dialog box: Date and Time options

  4. From the Categories pull-down list, select Date and Time

  5. From the Field names scroll box, select SaveDate

  6. Under Field properties, select the desired format

  1. To close the Field dialog box, click OK

return to topInserting the NumPages Field

You can create a field that will insert the total number of pages in the document.

  1. Place the insertion point where you want the field to appear

  2. From the Ribbon, select the Insert tab

  3. In the Text group, click QUICK PARTSQuick Parts button» select Field...
    The Field dialog box appears.
    Field dialog box: Document Information options

  4. From the Categories pull-down list, select Document Information

  5. From the Field names scroll box, select NumPages

  6. To change type of numbering displayed, under Field properties, in the Format scroll list, select the desired type
    EXAMPLE: Select I, II, III

  7. To close the Field dialog box, click OK

return to topInserting the UserInitials Field

You can create a field that will insert your user initials.

  1. Place the insertion point where you want the field to appear

  2. From the Ribbon, select the Insert tab

  3. In the Text group, click QUICK PARTSQuick Parts button» select Field...
    The Field dialog box appears.
    Field dialog box: User Informatio options

  4. From the Categories pull-down list, select User Information

  5. From the Field Names scroll box, select UserInitials

  6. Under Field properties, select the desired format

  7. To apply the changes and close the Field dialog box, click OK

To make changes to User Information:

NOTE: Changes to the user initials or name will affect all documents; changes to the user address can be applied to all documents, or just the active document.

  1. From the OFFICE BUTTONFile menu icon, click WORD OPTIONSWord Options button
    The Word Options dialog box appears.

  2. To change the user initials or name,
    1. From the Categories list, select Popular
    2. From the Personalize your copy of Microsoft Office section, make the appropriate changes

  3. To change the user address,
    1. From the Categories list, select Advanced
    2. From the General group, in the Mailing address text box, type the desired address

  4. Click OK

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