Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Implementing a Dynamic Document Control Table.
Written by Allen Wyatt (last updated August 12, 2021)
This tip applies to Word 2007, 2010, 2013, and 2016
Tim has a "document control" table at the end of a document and the table contains fields that are filled in by a reviewer. (Things like Version Number, Revision Date, etc.) When the information in the table is completed, he wants to access information entered into the table using fields in other areas of the document, such as the footer. He wonders how he can create fields that he can put in a document that will be updated automatically when the information in the "document control" table is changed.
The easiest way to do this is to figure out what information can be provided directly by Word and what information you need to provide manually. For instance, Word provides automatic fields that allow you to reference certain statistics, such as number of pages or last saved date. These types of fields can be placed in as many locations in your document as desired—such as both the document control table and the footer. Just determine which field you want, and then insert that field at the locations desired.
If, however, you want to use information that is not maintained by Word, such as a revision number specific to your company, then you should insert the information in the document control table and then bookmark the information. You can then use a field (REF) to reference the information in the bookmark—your revision number. The REF field can be inserted wherever you need it in the document.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (4298) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Implementing a Dynamic Document Control Table.
Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!
Fields are used for a variety of dynamic purposes in a document. There are a couple of ways you can easily insert fields, ...
Discover MoreOne of the things that Word keeps track of regarding your document is the number of characters it contains. Using the ...
Discover MoreWhen you use the FILENAME field in a document, it can include the full path name that leads to your file. This might be ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2017-09-07 09:21:11
Paul Hanson
Kind of related to Document Properties, is there a way to set the Title field to use the filename? I have documents for each system (300+) and I'd like to make the title be "Restore Application - [FILENAME]" and make [FILENAME] be the name of the Word file without the extension. Any thoughts?
2017-09-06 08:46:40
Eva Balassa
Another option is to use Document Properties. The Summary and Custom tabs show fields that contain information about the document. For instance, Title, Subject, Author, and Company. Use the Custom tab to add fields of your own, for example Document Number, Version, Version Date, etc... Insert information in these fields using DocProperty.
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2024 Sharon Parq Associates, Inc.
Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here:
Comments