Set fields in word

Insert Fields in a Microsoft Word Document to Display Variable Content

by Avantix Learning Team | Updated January 10, 2021

Applies to: Microsoft® Word® 2010, 2013, 2016, 2019 or 365 (Windows)

You can insert built-in or custom fields in Word documents to display variable content that will change when you update the fields. Some fields (like page numbers, merge fields or cross-references) are inserted automatically when you use Microsoft Word features. If you want to insert custom fields, you will need to create custom document properties.

By default, Word displays the result of a field rather than its field codes. You can right-click a field and select Toggle Field Codes to display field codes or field results.

Recommended article: How to Hide Comments in Word (or Display Them)

Do you want to learn more about Microsoft Word? Check out our virtual classroom or live classroom Word courses >

If you are working with fields in Microsoft Word, you will be using quite a few function keys (such as F9). On some laptops, you will need to press the Fn key on your keyboard to enable your function keys. For example, instead of pressing F9 to update a field or fields, you would press Fn + F9.

Inserting built-in fields

To insert a field, click Quick Parts in the Text group on the Insert tab in the Ribbon. The Field command appears in the Quick Parts drop-down menu as follows:

Microsoft Word Quick Parts drop-down menu with Field command to insert a field.

Below is the Field dialog box in Microsoft Word with Page selected:

Microsoft Word Field dialog box to insert or edit fields.

To insert a built-in field using the Field dialog box:

  1. Navigate to the location in the Word document where you want to insert a field.
  2. Click the Insert tab in the Ribbon and then click Quick Parts in the Text group. A drop-down menu appears.
  3. Select Field. A dialog box appears.
  4. In the list of Field names, select a field. You can filter the list by clicking the down arrow in the Categories list and selecting a category first. Select All to display all fields.
  5. Under Field properties, select any properties or options you want.
  6. To view the codes for a field in the Field box, click Field Codes. For some fields, this button is clicked by default.
  7. Ensure that Preserve Formatting During Updates is checked so that formatting you apply is not removed when the fields are updated.
  8. Click OK. The field is inserted into the document.

Format the field results by applying text formatting to the field using the Home tab in the Ribbon.

You can view or hide all field codes in your document by pressing Alt + F9. Field codes appear between braces or curly brackets { } and you cannot type these braces. Be sure to hide the field codes again by pressing Alt + F9.

To edit a built-in field in the Field dialog box:

  1. Right-click the field and then click Edit Field. A dialog box appears.
  2. Change the field properties and options.
  3. Click OK.

Understanding Word document properties

There are 3 different types of document properties in Word:

  • Standard document properties (also called built-in document properties)
  • Custom document properties
  • Document library properties

Word documents contain a set of standard document properties such as Title, Author, Keywords and Comments. These properties are used to store metadata about your document. You cannot change the name of standard properties but you can edit the value of some of them (such as Title). Other standard properties that cannot be edited store data that is updated automatically (such as Size or Last Modified).

Document library properties are related to documents that are stored in a document library on a website or in a public folder (such as files in SharePoint).

In addition to the standard properties, you can create your own custom document properties. These properties can be created to store additional information in a document other than the standard document properties.  For example, custom document properties could be created for Product1, Product2, Product3, Sponsor, Project Manager, Cell Phone or Disclaimer. Each custom document property must be assigned a name, a data type and a value. The four data types are Text, Date, Number and Yes or No.

After you create custom document properties for your Word document, you can then insert them as custom fields.

Adding a custom document property

To add a custom document property:

  1. Open the Word document in which you want to add a custom document property.
  2. Click the File tab in the Ribbon and then click Info on the left. Info is usually selected by default.
  3. On the right side of screen, click Properties. A drop-down menu appears.
  4. Select Advanced Properties. A dialog box appears.
  5. Click the Custom tab in the dialog box.
  6. Type a name for the custom document property in the Name box. You can also choose one of the other properties that appear in the drop-down list.
  7. Select Text, Date, Number or Yes or No as the data type for the custom property.
  8. Enter a value for the property in the Value box.
  9. Click Add. The custom property appears in the list at the bottom of the dialog box.
  10. Click OK.

After you have added a custom document property, you will be able to insert it into your document as a field.

In the example below, we’re adding a field for Project Manager:

Advanced properties dialog box to add custom field in Microsoft Word.

After you click Add, the custom field appears in the Properties list:

Advanced properties dialog box in Micorsoft Word with custom property added.

Inserting custom document property fields

The value of a custom document property can be inserted in a Word document using DocProperty fields. Custom document properties that have been added to a document are saved with the document whether they are inserted as a DocProperty field or not. You can insert DocProperty fields multiple times in a document.

To insert a custom document property field using the Field dialog box:

Navigate to the location in the Word document where you want to insert a field.

  1. Click the Insert tab in the Ribbon and then click Quick Parts in the Text group. A drop-down menu appears.
  2. Select Field. A dialog box appears.
  3. In the list of Field names on the left, select DocProperty.
  4. Under Field properties, select a property name.
  5. To view the codes for a field in the Field box, click Field Codes. For some fields, this button is clicked by default.
  6. Ensure that Preserve Formatting During Updates is checked so that formatting you apply is not removed when the fields are updated.
  7. Click OK. The field is inserted into the document.

In the example below, we’re inserting the custom Project Manager field we created in Advanced Properties:

Insert field dialog box in Microsoft Word to add a custom field.

Updating built-in and custom fields

Word should automatically update fields when a document is opened. Many fields are also updated automatically when you go to Print Preview (click the File tab and then click Print). If you prefer, you can update fields manually.

To update a field manually, right-click the field and then click Update Field or press F9.

To update all fields manually in the main body of a document, press Ctrl + A to select all and then press F9.

Some fields in headers, footers or text boxes must be updated separately. Click in the header, footer or text box, press Ctrl + A to select all and then press F9. Page fields do not need to be updated manually because they update when you go the Print Preview.

If you want to edit a custom DocProperty field, you will need to edit it in the Advanced Properties dialog box.

Subscribe to get more articles like this one

Did you find this article helpful? If you would like to receive new articles, join our email list.

More resources

How to Create, Save, Edit and Use Templates in Word

How to Insert, Format and Update Cross-References in Word

5 Ways to Insert the Division Symbol in Word (Type or Insert ÷)

10 Microsoft Word Tips, Tricks and Shortcuts for Selecting in Tables

How to Create a Table of Contents in Word (Insert, Format and Update a TOC)

Related courses

Microsoft Word: Intermediate / Advanced

Microsoft Excel: Intermediate / Advanced

Microsoft PowerPoint: Intermediate / Advanced

Microsoft Word: Long Documents Master Class

Microsoft Word: Styles, Templates and Tables of Contents

Microsoft Word: Designing Dynamic Word Documents Using Fields

VIEW MORE COURSES >

Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at info@avantixlearning.ca if you’d like to arrange custom instructor-led virtual classroom or onsite training on a date that’s convenient for you.

Copyright 2023 Avantix® Learning

Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.

Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at info@avantixlearning.ca

Источник

Image of Susan Harkins

on

September 8, 2021, 8:17 AM PDT

3 ways to enter fields in Microsoft Word

Microsoft Word fields house instructions that help you create dynamic content; they’re flexible and powerful, if you know how to use them.


We may be compensated by vendors who appear on this page through methods such as affiliate links or sponsored partnerships. This may influence how and where their products appear on our site, but vendors cannot pay to influence the content of our reviews. For more info, visit our Terms of Use page.

Image: BigTunaOnline/Shutterstock

Occasionally, a requirement simply can’t be easily met with the built-in features. Microsoft Word fields are similar to little bits of code that have a specific job. They return values that you can’t easily do in Word any other way. Fortunately, they’re easy to use once you get the hang of entering them properly. In this article, I’ll show you three ways to enter a Word field:

  • Use the interface
  • Ctrl + F9
  • Type and convert

I’m using Microsoft 365 on a Windows 10 64-bit system, but you can use earlier versions. Word fields aren’t supported by Word Online; the original values will display, but they won’t update, nor can you enter them.

SEE: 83 Excel tips every user should master (TechRepublic)

About Word fields

You can insert fields to display content that will change when you update those fields. You might not realize it, but you’re already using fields. Page numbers, merge fields and so on are inserted automatically when you use those features.

You’ll notice as you work your way through the quick examples, that the function key, F9, plays a big part when working with fields. Specifically, here’s what this key does:

  • Ctrl + F9 enters a blank field.
  • Alt + F9 toggles all the fields in the document.
  • Shift + F9 toggles the selected field.

In addition to entering and toggling fields, you can modify them using switches. A switch is an additional bit of information; it always starts with a backslash (). Switches add formats and change the field’s behavior a bit. We won’t include switches in this article, but you’ll want to explore them later.

When you enter a field, the underlying field code will use the following syntax:

{ FIELD NAME Properties Optional switches }

See Table A for an explanation of these elements.

Table A

FIELD TYPE This is the name of the code and determines what the field does. You’ll often see this part in all uppercase letters, but it isn’t case sensitive.
Properties Optional instructions, but not all fields have them. In the interface dialog that you’ll see in the next section, these are referred to as Field Properties.
Switches These are specific instructions, often to do with formatting that you can enable or disable. The character always denotes a switch.

When including fields in a document, remember that anyone viewing the document in Word can view the underlying codes, so be careful about including personal or confidential information. I’ve never run into this situation but it’s worth noting.

Now that you have a good feel for what fields are, let’s start inserting them. We’ll begin with the interface method.

How to insert a Word field using the interface

Word’s interface provides the most comprehensive method for inserting fields. Even if you find another method easier, I encourage you to review the interface so you can learn what fields are available and about their switches.

SEE: Windows 10: Lists of vocal commands for speech recognition and dictation (free PDF) (TechRepublic)

To enter a field using the interface, do the following:

  1. Position the cursor where you want to insert the field, which can be in the document body, or the header or footer.
  2. Click the Insert tab and then click the Quick Parts dropdown in the Text group.
  3. From the dropdown, choose Fields (Figure A).
  4. The resulting dialog lists the Word fields in the Field Names list, which you can filter using the Categories list. For this simple example, select Author and then select First Capital in the Format list as shown in Figure B.
  5. Click OK, and you’ll see the author’s name in the document (Figure C).

Figure A

Figure B

Figure C

You may have noticed a few other options in the dialog:

  • Field Codes will display the underlying field code.
  • Options will display formatting options and other specialized options that are specific to the field.
  • Preserve Formatting During Updates does just what it says: it preserves formatting.

You’ll want to explore the list of fields and their many options when you have more time.

You can use the interface to nest fields. After choosing one field, move the cursor inside that field and then return to the list and choose the second field. This capability takes a bit of practice. In fact, many users find it easier to enter a nested field manually.

How to insert a Word field by typing and converting

Perhaps the easiest method to enter any field is to simply type it, select it and then press Ctrl + F9. Doing so converts the text to the field(s). Let’s try this with again, the Author field:

  1. Position the cursor where you want to insert the field.
  2. Type Author
  3. Select the text you just typed (Figure D).
  4. Press Ctrl + F9 to convert the string into a true field. As you can see, Word adds the brackets.
  5. To display the field value instead of the field, press F9.

Figure D

This is a quick and easy way to enter a single field when you know the field code and any switches you might want to include. You can also use this method to insert a nested field, but you must insert each individually. You can’t type out an entire string and convert all the fields at once.

How to insert a Word field by using Ctrl + F9

The third method is similar to the previous method. Press Ctrl + F9 to insert a pair of empty brackets and then type the field code and any switches. Let’s try this method with the same { Author } field:

  1. Position the cursor where you want to insert the field.
  2. Press Ctrl + F9 to enter a blank field, as shown in Figure E.
  3. Enter the field code Author inside the brackets and press F9 to calculate the result.

Figure E

Word displays a field’s results rather than the field code, by default. Right-clicking serves as a toggle to display the underlying field code instead of its result. Doing so converts only the one field, so this is an easy way to quickly edit only one field.

For a full list of field codes, visit List of field codes in Word.

Also See

  • How to make fewer mistakes and work more efficiently using predictive text in Microsoft 365
    (TechRepublic)

  • How to use the many text wrapping options in Microsoft Word
    (TechRepublic)

  • Microsoft 365: A cheat sheet
    (TechRepublic)

  • Zoom vs. Microsoft Teams, Google Meet, Cisco WebEx and Skype: Choosing the right video-conferencing apps for you (free PDF)
    (TechRepublic)

  • Checklist: Securing Windows 10 systems
    (TechRepublic Premium)

  • Must-read coverage: Windows 10
    (TechRepublic on Flipboard)

  • Microsoft

  • Software

Источник

Inserting fields can give you precise control over dynamic text in your document. Fields are an important part of Word, but it’s good to know that many fields are inserted for you through built-in commands and features. For example, fields are at work when you insert page numbers or create a table of contents. In these cases, it’s probably simpler to let Word automatically add them for you. Fields are most useful when you need placeholders for data that might change in your document and for creating form letters or labels in mail-merge documents.

These steps work for inserting any field code in Word. For a list of all field codes with detailed information about each, see List of field codes in Word.

Insert a field

  1. Click where you want to insert a field.

    Tip: If you know the field code for the field that you want to insert, you can type it directly in your document. First press CTRL+F9, and then type the code within the brackets.

  2. Click Insert > Quick Parts > Field.
    Insert Field option on the Quick Parts menu.

  3. In the Field names list, select a field name.

    Tip: You can filter the list by clicking the down arrow in the Categories list.

    Field dialog box

  4. Under Field properties, select any properties or options you want, and click OK.

Notes: 

  • To see the codes for a particular field in the Field box, click Field Codes. For some fields, this button is clicked by default.

  • To nest a field within another field, first insert the outer, or container, field (steps 1-4 above). Then place the insertion point inside the field code where you want to insert the inner field, and repeat steps 2-4 above.

  • If you want to see the codes for a particular field in the Field dialog box, click Field Codes.

  • To nest a field within another field, first insert the outer, or container, field, by using the Field dialog box. In your document, place the insertion point inside the field code where you want to insert the inner field. Then use the Field dialog box to insert the inner field.

If you know the field code for the field that you want to insert, you can also type it directly in your document. First press CTRL+F9, and then type the code within the brackets.

About field codes and syntax

You can insert a field if you want to:

  • Add, subtract, or perform other calculations. To do so, use the = (Formula) field.

  • Work with documents in a mail merge. For example, insert ASK and FILLIN fields to display a prompt as Word merges each data record with the main document.

In other cases, it is simpler to use the commands and options that are provided in Word to add the information that you want. For example, you can insert a hyperlink by using the HYPERLINK field, but it is easier to use the Hyperlink command in the Links group on the Insert tab.

Important: You cannot insert field code brackets by typing the brace characters on the keyboard. To insert field code brackets, press CTRL+F9.

Field code syntax

Field codes appear between curly brackets ( { } ). Fields behave like formulas in Microsoft Office Excel — the field code is like the formula, and the field result is like the value that the formula produces. You can switch between displaying field codes and results in your document by pressing ALT+F9.

When you view a field code in your document, the syntax looks like this:

{ FIELD NAME Properties Optional switches }

  • FIELD NAME     This is the name that appears in the list of field names in the Field dialog box.

  • Properties     These are any instructions or variables that are used in a particular field. Not all fields have parameters, and in some fields, parameters are optional instead of required.

  • Optional switches    These are any optional settings that are available for a particular field. Not all fields have switches available, other than those that govern the formatting of the field results.

For example, you can place the file name and path of your document in the header or footer by inserting the FILENAME field.

The syntax for the FILENAME field code with the path included looks like this:

{ FILENAME p }

Edit a field

  1. Right-click in the field, and then click Edit Field.

  2. Change the field properties and options. For information about the properties and options available for a particular field, see List of field codes in Word or search on the field name in Help.

    Notes: 

    • For some fields, you must display the field code to edit the field. To display all the field codes in the document, press ALT+F9.

    • Some fields are edited in their own dialog boxes instead of in the Field dialog box. For example, if you right-click a hyperlink and then click Edit Hyperlink, the Edit Hyperlink dialog box opens

Display the field results

By default, Word displays the field results seamlessly with the content of your document so that someone reading the document is unaware that part of the content is in a field. However, fields can also be displayed with a shaded background, to make them more visible in the document.

You can make the field results blend into the content of the document by turning off the option to display fields with a shaded background and by formatting the field results, or you can call attention to fields by displaying them with a shaded background, either all the time or only when the field is selected.

You can format the field results by applying text formatting to the field or by adding formatting switches to the field code.

Change the shaded background of fields

  1. Click the File > Options. (In Word 2007, click Microsoft Office Button Office button image , and then click Word Options.)

  2. Click Advanced.

  3. Under Show document content, in the Field shading list, do one of the following:

    • To make fields stand out from the rest of the document content, select Always.

    • To make fields blend in seamlessly with the document content, select Never.

    • To make users of Word aware that they have clicked in a field, select When selected.

      When the field shading option is set to When selected, the field displays a gray background when you click within the field. However, the gray shading does not indicate that the field is selected. When you select the field by double-clicking or dragging the mouse, highlighting that indicates selection is added to the gray shading.

Apply text formatting to a field

  • Select the field that you want to format, and then apply the formatting by using the commands in the Font group on the Home tab.

    For example, to underline the name that is inserted by an AUTHOR field, select the entire field code, including brackets (or select the entire field result), and then click Underline in the Font group on the Home tab.

If you update a field, any formatting that you applied to the field results may be lost. To retain the formatting, include the * MERGEFORMAT switch in the field code. When you insert fields by using the Field dialog box, the * MERGEFORMAT switch is included by default.

Add a formatting switch to a field code

  1. Right-click the field, and then click Edit Field.

  2. Do one of the following:

    • If Field properties and Field options are displayed, select the formatting options that you want.

    • If only the field code is displayed, click Options, and then select the formatting options that you want.

      If the Options button appears dimmed, additional formatting options may not be available.

You can use three formatting switches to format field results:

  • Format switch (*)

  • Numeric format switch (#)

  • Date-Time format switch (@)

Format switch(*)

The Format field switch (*) defines how to display field results. The format instructions determine the following:

  • The use of uppercase and lowercase letters

  • Number formats — for example, whether 9 is displayed as ix (roman numerals) or ninth (ordinal text)

  • character formats

Format switches also retain a field result’s formatting when the field is updated.

Capitalization formats:

The following is a list of switches and the items that they capitalize:

  • * Caps    This switch capitalizes the first letter of each word. For example, { FILLIN «Type your name:» * Caps } displays Luis Alverca even if the name is typed in lowercase letters.

    To select this option in the Field Options dialog box, click Title case.

  • * FirstCap    This switch capitalizes the first letter of the first word. For example, { COMMENTS * FirstCap } displays Weekly report on sales.

    To select this option in the Field Options dialog box, click First capital.

  • * Upper    This switch capitalizes all letters. For example, { QUOTE «word» * Upper } displays WORD.

    To select this option in the Field Options dialog box, click Uppercase.

  • * Lower    This switch capitalizes none of the result; all letters are lowercase. For example, { FILENAME * Lower } displays weekly sales report.doc.

    This switch has no effect if the entire field that contains the switch is formatted as small capital letters.

    To select this option in the Field Options dialog box, click Lowercase.

Number formats:

The following is a list of number switches and their results:

  • *alphabetic    This switch displays results as alphabetic characters. The result has the same case as the word «alphabetic» in the field code. For example, { SEQ appendix * ALPHABETIC } displays B (instead of 2), and { SEQ appendix * alphabetic } displays b.

    To select this option in the Field Options dialog box, click a, b, c,.

  • *Arabic    This switch displays results as Arabic cardinal numerals. For example, { PAGE * Arabic } displays 31.

    Notes: 

    • If the Number format setting in the Page Number Format dialog box is not Arabic, this switch overrides the Number format setting.

    • For page numbers only, there is also an ArabicDash format, which displays results as Arabic cardinal numbers surrounded by hyphen characters. For example, { PAGE * ArabicDash } displays — 31 —.

    To select this option in the Field Options dialog box, click 1, 2, ,3, ….

  • *CardText    This switch displays results as cardinal text. The result is formatted in lowercase letters unless you add a format switch to specify a different capitalization. For example, { = SUM(A1:B2) * CardText } displays seven hundred ninety, and { = SUM(A1:B2) * CardText * Caps } displays Seven Hundred Ninety.

    To select this option in the Field Options dialog box, click One, Two, Three.

  • *DollarText    This switch displays results as cardinal text. Word inserts and at the decimal place and displays the first two decimals (rounded) as Arabic numerators over 100. The result is formatted in lowercase letters unless you add a format switch to specify a different capitalization. For example, { = 9.20 + 5.35 * DollarText * Upper } displays FOURTEEN AND 55/100.

    To select this option in the Field Options dialog box, click Dollar Text.

  • *Hex    This switch displays results as hexadecimal numbers. For example, { QUOTE «458» * Hex } displays 1CA.

    To select this option in the Field Options dialog box, click hex ….

  • *OrdText    This switch displays results as ordinal text. The result is formatted in lowercase letters unless you add a format switch to specify a different capitalization. For example, { DATE @ «d» * OrdText } displays twenty-first, and { DATE @ «d» * OrdText * FirstCap } displays Twenty-first.

    To select this option in the Field Options dialog box, click First, Second, Third, ….

  • *Ordinal    This switch displays results as ordinal Arabic numerals. For example, { DATE @ «d» * Ordinal } displays 30th.

    To select this option in the Field Options dialog box, click 1st, 2nd, 3rd.

  • *roman    This switch displays results as Roman numerals. The result has the same case as the word «roman» in the field code. For example, { SEQ CHAPTER * roman } displays xi, and { SEQ CHAPTER * ROMAN } displays XI.

    To select this option in the Field Options dialog box, click I, II, III,.

Character formats and protecting previously applied formats:

The following are character formatting switches and their results:

  • *Charformat    This switch applies the formatting of the first letter of the field name to the entire result. The result of the following example has bold formatting because the R in REF is bold.

    { REF chapter2_title * Charformat } displays Whales of the Pacific in bold text.

    To add this switch, type it in the field code or in the Field codes box in the Field dialog box.

  • *MERGEFORMAT    This switch applies the formatting of the previous result to the new result. For example, if you select the name displayed by the field { AUTHOR * MERGEFORMAT } and apply bold formatting, Word retains the bold formatting when the field is updated to display a new author name.

    When you insert fields by using the Field dialog box , the *MERGEFORMAT switch is included by default. You can turn this option off by clearing the Preserve formatting during updates check box in the Field dialog box.

Back to formatting switches

Numeric format switch (#)

The Numeric format switch (#) specifies the display of a numeric result.

For example, the switch # $#,##0.00 in { = SUM(ABOVE) # $#,##0.00 } displays a result such as «$4,455.70.» If the result of a field is not a number, this switch has no effect.

Note: Quotation marks are not required around simple numeric formats that do not include spaces — for example, { MarchSales # $#,##0.00 }. For more complex numeric formats and those that include text or spaces, enclose the numeric format in quotation marks, as shown in the following examples. Word adds quotation marks to numeric format switches if you insert a field by using the Field dialog box or the Formula command in the Data group of the Layout tab (Table Tools contextual tab).

Combine the following format items to build a numeric format switch:

  • 0 (zero)    This format item specifies the requisite numeric places to display in the result. If the result does not include a digit in that place, Word displays a 0 (zero). For example, { = 4 + 5 # 00.00 } displays 09.00.

  • #    This format item specifies the requisite numeric places to display in the result. If the result does not include a digit in that place, Word displays a space. For example, { = 9 + 6 # $### } displays $ 15.

  • x    This format item drops digits to the left of the «x» placeholder. If the placeholder is to the right of the decimal point, Word rounds the result to that place. For example:
    { = 111053 + 111439 # x## } displays 492.
    { = 1/8 # 0.00x } displays 0.125.
    { = 3/4 # .x } displays .8.

  • . (decimal point)    This format item determines the decimal point position. For example, { = SUM(ABOVE) # $###.00 } displays $495.47.

    Use the decimal symbol that is specified as part of the regional settings in Control Panel.

  • , (digit grouping symbol)    This format item separates a series of three digits. For example, { = NetProfit # $#,###,### } displays $2,456,800.

    Use the digit grouping symbol that is specified as part of the regional settings in Control Panel.

  • — (minus sign)    This format item adds a minus sign to a negative result or adds a space if the result is positive or 0 (zero). For example, { = 10 — 90 # -## } displays -80.

  • + (plus sign)    This format item adds a plus sign to a positive result, a minus sign to a negative result, or a space if the result is 0 (zero). For example, { = 100 — 90 # +## } displays +10, and { = 90 — 100 # +## } displays -10.

  • %, $, *, and so on    This format item includes the specified character in the result. For example, { = netprofit # «##%» } displays 33%.

  • «example formatting for positive; negative»    This format item specifies different number formats for positive and negative results, separated by a semicolon. For example, if the bookmark Sales95 is a positive value, the field { Sales95 # «$#,##0.00;-$#,##0.00» } displays the value with regular formatting — for example, «$1,245.65». A negative value is displayed with bold formatting and a minus sign — for example, -$ 345.56.

  • «example formatting for positive; negative; zero»    This format item specifies different number formats for a positive result, a negative result, and a 0 (zero) result, separated by semicolons. For example, depending on the value of the Sales95 bookmark, { Sales95 # «$#,##0.00;($#,##0.00);$0» } displays positive, negative, and 0 (zero) values as follows: $1,245.65, ($ 345.56), $0.

  • ‘text’    This format item adds text to the result. Enclose the text in single quotation marks. For example, { = { Price } *8.1% # «$##0.00 ‘is sales tax’ » } displays $347.44 is sales tax.

  • `numbereditem`    This format item displays the number of the preceding item that you numbered by using the Caption command (References tab, Captions group) or by inserting a SEQ field. Enclose the item identifier, such as «table» or «figure,» in grave accents (`). The sequential number is displayed in Arabic numerals. For example, { = SUM(A1:D4) # «##0.00 ‘is the total of Table’ `table`» } displays 456.34 is the total of Table 2.

Back to formatting switches

Date-Time format switch (@)

The Date-Time format switch (@) specifies the display of a date or time.

For example, the switch @ «dddd, MMMM d, yyyy» in the field { DATE @ «dddd, MMMM d, yyyy» } displays «Friday, November 23, 2007.» Combine the following date and time instructions — day (d), month (M), and year (y); hours (h) and minutes (m) — to build a date-time format. You can also include text, punctuation, and spaces.

Date instructions:

Month (M)

The letter M must be uppercase to distinguish months from minutes.

  • M    This format item displays the month as a number without a leading 0 (zero) for single-digit months. For example, July is 7.

  • MM    This format item displays the month as a number with a leading 0 (zero) for single-digit months. For example, July is 07.

  • MMM    This format item displays the month as a three-letter abbreviation. For example, July is Jul.

  • MMMM    This format item displays the month as its full name.

Day (d)

The letter d displays the day of the month or the day of the week. The letter d can be either uppercase or lowercase.

  • d    This format item displays the day of the week or month as a number without a leading 0 (zero) for single-digit days. For example, the sixth day of the month is displayed as 6.

  • dd    This format item displays the day of the week or month as a number with a leading 0 (zero) for single-digit days. For example, the sixth day of the month is displayed as 06.

  • ddd    This format item displays the day of the week or month as a three-letter abbreviation. For example, Tuesday is displayed as Tue.

  • dddd    This format item displays the day of the week as its full name.

Year (y)

The letter y displays the year as two or four digits. The letter y can be either uppercase or lowercase.

  • yy    This format item displays the year as two digits with a leading 0 (zero) for years 01 through 09. For example, 1999 is displayed as 99, and 2006 is displayed as 06.

  • yyyy    This format item displays the year as four digits.

Time instructions:

Hours (h)

A lowercase h bases time on the 12-hour clock. An uppercase H bases time on the 24-hour, or military, clock; for example, 5 P.M. is displayed as 17.

  • h or H    This format item displays the hour without a leading 0 (zero) for single-digit hours. For example, the hour of 9 A.M. is displayed as 9.

  • hh or HH    This format item displays the hour with a leading 0 (zero) for single-digit hours. For example, the hour of 9 A.M. is displayed as 09.

Minutes (m)

The letter m must be lowercase to distinguish minutes from months.

  • m    This format item displays minutes without a leading 0 (zero) for single-digit minutes. For example, { TIME @ «m» } displays 2.

  • mm    This format item displays minutes with a leading 0 (zero) for single-digit minutes. For example, { TIME @ «mm» } displays 02.

Seconds (s)

  • s    This format item displays seconds without a leading 0 (zero) for single-digit seconds. For example { TIME @ «s» displays 5.

  • ss    This format item displays seconds with a leading 0 (zero) for single-digit seconds For example { TIME @ «ss» displays 05.

A.M. and P.M. (AM/PM)

This displays A.M. and P.M. To change the A.M. and P.M. symbols for Microsoft Windows, change the regional settings in Control Panel.

  • am/pm or AM/PM    This format item displays A.M. and P.M. as uppercase. For example, { TIME @ «h AM/PM» } and { TIME @ «h am/pm» } display 9 AM or 5 PM.

Other text and punctuation:

  • ‘text’    This format item displays any specified text in a date or time. Enclose the text in single quotation marks. For example, { TIME @ «HH:mm ‘Greenwich mean time’ » } displays 12:45 Greenwich mean time.

  • character    This format item includes the specified character in a date or time, such as a : (colon), — (hyphen), * (asterisk), or space. For example, { DATE @ «HH:mm MMM-d, ‘yy» } displays 11:15 Nov-6, ’99.

  • `numbereditem`    This format item includes in a date or time the number of the preceding item that you numbered by using the Caption command in the Captions group (References tab), or by inserting a SEQ field. Enclose the item identifier, such as table or figure, in grave accents (`). Word displays the sequential number in Arabic numerals. For example, { PRINTDATE @ «‘Table’ `table` ‘was printed on’ M/d/yy» } displays Table 2 was printed on 9/25/02.

Note: Quotation marks are not required around simple date-time formats that do not include spaces or text — for example, { DATE @ MM/yy }. For more complex date-time formats and those that include spaces or text, enclose the entire date-time format in quotation marks, for example, { DATE @ «dddd MMMM d, yyyy’, at’ h:mm» }. Word adds quotation marks to date-time format switches if you insert a field by using the Date and Time command in the Text group of the Insert tab or the Field dialog box.

Back to formatting switches

Control how fields are updated

By default, Word automatically updates fields when a document is opened. That way, information stays up to date. There are situations where you might not want this to happen, however. For example, you may want the date in the header to reflect a particular date rather than automatically updating to the current date every time the document is opened.

Fields can also be updated by right-clicking a field and then clicking Update Field or by clicking in a field and then pressing F9.

To manually update all the fields in the main body of a document, press CTRL+A, and then press F9. Fields in headers, footers, or text boxes must be updated separately. Click within the header, footer, or text box, press CTRL+A, and then press F9.

You can lock fields to prevent automatic or inadvertent updating of the field.

Lock or unlock a particular field

Do one of the following:

  • To lock a field so that field results are not updated, click the field, and then press CTRL+F11.

  • To unlock a field so that field results can be updated, click the field, and then press CTRL+SHIFT+F11.

Lock results of BOOKMARK, INCLUDETEXT, and REF fields

The Lock Result (!) field switch prevents a field that is included in the result of a BOOKMARK, INCLUDETEXT, or REF field from being updated unless the field result in the original location has changed. Without this switch, Word updates fields that are included in a field result whenever the BOOKMARK, INCLUDETEXT, or REF field is updated.

For example, the field { INCLUDETEXT C:\SalesQtr4 Sales.doc ! } inserts the contents of the document «Qtr4 Sales.doc,» which contains a DATE field and an EMBED field. If you update the INCLUDETEXT field, the ! switch prevents Word from updating the DATE and EMBED fields in the included text unless they are first updated in the original document («Qtr4 Sales.doc»). The switch ensures that the text inserted by the INCLUDETEXT field matches the text in the original document.

To update the DATE and EMBED fields in both locations, update fields in the original document (Qtr4 Sales.doc), and then update the INCLUDETEXT field.

Источник

Download PC Repair Tool to quickly find & fix Windows errors automatically

In Microsoft Word, you can insert built-in or custom fields into your Word document that may change within your document. In Word, the field feature inserts fields into your document; some fields will be inserted automatically, such as NumPages, NumWords, and Date.

What are Fields in Microsoft Word?

In Microsoft Word, a field is a placeholder for document information that can be changed. Microsoft Word displays the field result instead of the field codes.

How to add Fields to my Document?

There are various types of fields that you can add to your document; some field text will be inserted automatically, and some you have to modify in the dialog box before you add it to the document. In this tutorial, we will discuss how to add fields to your word documents.

To add text fields to your Word document, follow the steps below.

  1. Launch Microsoft Word
  2. Click anywhere on the document
  3. Click the Insert tab
  4. Click the Quick Parts button
  5. Click Field from the drop-down menu
  6. Choose a field name from the field name list.
  7. then, choose an option from the list on the right.
  8. Click OK

Launch Microsoft Word

Click anywhere on the Word document.

On the menu bar, click the Insert tab.

In the Text group, click the Quick Parts button.

Then select Field from the drop-down menu.

A Field dialog box will appear.

Inside the dialog box, there are various fields to choose from in the Field Name list.

Select a field from the Field Name list on the left.

In this tutorial, we chose to select the Date field.

Then, choose a field option from the list on the right.

Depending on the field name selected, the options on the right will change.

Then click OK.

The field is added to the Word document.

If you want to change the format of the field, you cannot change it directly on the Word document; you have to change it within the Field dialog box.

How to insert a Text field in Word

To change the format of the field, right-click the field and select Edit Field.

It will return to the Field dialog box, where you can change the format of the field and then click OK to see the field change.

We hope this tutorial helps you understand; how to insert a text field in Microsoft Word; if you have questions about the tutorial, let us know.

Shantel has studied Data Operations, Records Management, and Computer Information Systems. She is quite proficient in using Office software. Her goal is to become a Database Administrator or a System Administrator.

Источник

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, date pickers, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

Show the Developer tab

If the developer tab isn’t displayed in the ribbon, see Show the Developer tab.

Open a template or a blank document on which to base the form

To save time, start with a form template or start from scratch with a blank template.

  1. Go to File > New.

  2. In Search online templates, type Forms or the type of form you want and press ENTER.

  3. Choose a form template, and then select Create or Download.

  1. Go to File > New.

  2. Select Blank document.

Add content to the form

Go to Developer, and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set properties on controls once inserted.

Note: You can print a form that was created using content controls, but the boxes around the content controls will not print.

In a rich text content control, users can format text as bold or italic, and they can type multiple paragraphs. If you want to limit what users add, insert the plain text content control.

  1. Click or tap where you want to insert the control.

  2. Select Developer > Rich Text Content Control Rich text control button or Plain Text Content Control Plain text control button.

To set specific properties on the control, see Set or change properties for content controls.

A picture control is often used for templates, but you can also add a picture control to a form.

  1. Click or tap where you want to insert the control.

  2. Select Developer > Picture Content Control Picture control button.

To set specific properties on the control, see Set or change properties for content controls.

Use building block controls when you want people to choose a specific block of text. For example, building block controls are helpful when you need to add different boilerplate text depending on the contract’s specific requirements. You can create rich text content controls for each version of the boilerplate text, and then you can use a building block control as the container for the rich text content controls.

  1. Click or tap where you want to insert the control.

  2. Go to DeveloperBuilding Block Gallery Content Control building block gallery control (or Building Block Content Control).

  3. Select Developer and content controls for the building block.

    Developer tab showing content controls

  1. Click or tap where you want to insert the control.

To set specific properties on the control, see Set or change properties for content controls.

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

  1. Go to Developer > Combo Box Content Control combo box button or Drop-Down List Content Control List box button.

  2. Select the content control, and then select Properties.

  3. To create a list of choices, select Add under Drop-Down List Properties.

  4. Type a choice in Display Name, such as Yes, No, or Maybe.

    Repeat this step until all of the choices are in the drop-down list.

  5. Fill in any other properties that you want.

    Note: If you select the Contents cannot be edited check box, users won’t be able to click a choice.

  1. Click or tap where you want to insert the date picker control.

  2. Select Developer > Date Picker Content Control Date picker button .

To set specific properties on the control, see Set or change properties for content controls.

  1. Click or tap where you want to insert the check box control.

  2. Select Developer > Check Box Content Control Check box button.

To set specific properties on the control, see Set or change properties for content controls.

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

  1. Click or tap where you want to insert a legacy control.

  2. Go to Developer > Legacy Forms Legacy control button drop-down.

  3. Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

  1. Select the content control that you want to change.

  2. Go to Developer > Properties.

    Controls Properties button

  3. Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

  1. Open the form that you want to lock or protect.

  2. Select Developer > Restrict Editing.

    Restrict editing button

  3. After selecting restrictions, select Yes, Start Enforcing Protection.

    Restrict editing panel 

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break.

Sections selector on Resrict sections panel

Show the Developer tab

If the developer tab isn’t displayed in the ribbon, see Show the Developer tab.

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

  1. Go to File > New from Template.

    New from template option

  2. In Search, type form.

  3. Double-click the template you want to use.

  4. Select File > Save As, and pick a location to save the form.

  5. In Save As, type a file name and then select Save.

  1. Go to File > New Document.

    New document option

  2. Go to File > Save As.

  3. In Save As, type a file name and then select Save.

Add content to the form

Go to Developer, and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

  1. In the document, click or tap where you want to add a content control.

  2. On Developer, select Text Box, Check Box, or Combo Box.

    Developer tab with content controls

  3. To set specific properties for the control, select Options, and set .

  4. Repeat steps 1 through 3 for each control that you want to add.

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

  • Set common properties.

    • Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.

    • Bookmark Set a unique name or bookmark for each control.

    • Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.

    • Add Help Text Give hints or instructions for each field.

    • OK Saves settings and exits the panel.

    • Cancel Forgets changes and exits the panel.

  • Set specific properties for a Text box

    • Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.

    • Default text sets optional instructional text that’s displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.

    • Maximum length sets the length of text that a user can enter. The default is Unlimited.

    • Text format can set whether text automatically formats to Uppercase, Lowercase, First capital, or Title case.

    • Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

  • Set specific properties for a Check box.

    • Default Value Choose between Not checked or checked as default.

    • Checkbox size Set a size Exactly or Auto to change size as needed.

    • Check box enabled Lets the user check or clear the text box.

  • Set specific properties for a Combo box

    • Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.

    • Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press — to remove a selected item.

    • Drop-down enabled Lets the user open the combo box and make selections.

  1. Go to Developer > Protect Form.

    Protect form button on the Developer tab

    Note: To unprotect the form and continue editing, select Protect Form again.

  2. Save and close the form.

If you want, you can test the form before you distribute it.

  1. Protect the form.

  2. Reopen the form, fill it out as the user would, and then save a copy.

Show the Developer tab

  1. On the right side of the ribbon, select Action pop-up menu, and then select Ribbon Preferences.

  2. Under Customize, select Developer .

Open a template or a document on which to base the form

You can start with a blank document and create your own form. Or, to save time, you can start with a form template.

  1. Go to File > New from Template.

  2. In the left pane, expand Online Templates, and then select Forms.

  3. Double-click the form template that you want to use.

Add content controls to the form

  1. In the document, click where you want to add the control.

  2. On the Developer tab, under Form Controls, select Text Box, Check Box, or Combo Box.

  3. To set specific properties for the control, select Options, and then configure the properties that you want.

    Note: To create a list of drop-down items in a combo box, select the combo box placeholder, click Options, and then add the items that you want to appear in the drop-down list.

  4. Repeat steps 1 through 3 for each control that you want to add.

Add instructional text (optional)

Instructional text (for example, «Type First Name») in a text box can make your form easier to use. By default, no text appears in a text box, but you can add it.

  1. Select the text box control that you want to add instructional text to.

  2. On the Developer tab, under Form Controls, select Options.

  3. In Default Text, type the instructional text.

  4. Make sure that Fill-in enabled is selected, and then select OK.

Protect the form

  1. On the Developer tab, under Form Controls, select Protect Form.

    Note: To unprotect the form and continue editing, click Protect Form again.

  2. Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

  1. Protect the form.

  2. Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn’t available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form.

When you save the document and reopen it in Word for the web, you’ll see the changes you made.

Источник

Понравилась статья? Поделить с друзьями:
  • Set expressions fixed word groups
  • Sermon the word of god
  • Set expressions and word
  • Serif style font in word
  • Set expression and a word