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.

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


2

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.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Turning Off Background Repagination

When you use Word, it normally performs several tasks in the background, while you are typing. One of those tasks is to ...

Discover More

Pulling Tables Back Into View

If you make structural changes to your table by adding new columns here and there, you could easily end up with a table ...

Discover More

Inserting Special Spaces

Do you need to frequently add en spaces and em spaces to your documents? You can add special tools to Word that make ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2021 or Microsoft 365. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word Step by Step today!

More WordTips (ribbon)

Copying and Pasting Field Codes

Want to copy a field code and paste it in some other Windows program? This can be trickier than it sounds. Here's the ...

Discover More

Inserting the Author Name

Did you know that Word tries to keep track of who the author of a document is? This information can be easily added to ...

Discover More

Updating a Field in a Text Box

If you put a field into a text box, you might be surprised to find that it doesn't update when you try to update all your ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 2 + 3?

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.


This Site

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.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.