Please Note: This article is written for users of the following Microsoft Word versions: 2007. 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: Inserting Custom Properties with Fields.

Inserting Custom Properties with Fields

by Allen Wyatt
(last updated August 24, 2013)

21

Word maintains a number of different properties related to your documents, as a whole. You can see what these properties are by displaying the Properties dialog box. How you display that dialog box depends on the version of Word you are using:

  • If you are using Word 2010 or Word 2013, click the File tab of the ribbon and make sure that Info is selected at the left side of the screen. Then click the Properties drop-down list (upper-right side of the screen) and choose Advanced Properties.
  • If you are using Word 2007, click the Office button, click Prepare, then Properties. Word displays the Document Information Panel at the top of your document, just below the ribbon. Use the Document Properties drop-down list (top-left corner of the Document Information Panel) to choose Advanced Properties.

The Properties dialog box is full of information maintained by Word. You can even use the Custom tab in the dialog box to create your own custom properties for your documents.

Inserting the values of properties into a document is done using different fields. Pre-defined properties have their own corresponding fields. For instance, if you want to insert a document's creation date into your text, you do so using the CreateDate field.

What you may not know is how to insert in your document values assigned to custom properties—the properties you create. In order to do this, let's assume you have created a custom property named MyProp. To insert the value of this property in your document, follow these steps:

  1. Position the insertion point where you want to insert the value of the custom property.
  2. Make sure the Insert tab of the ribbon is displayed.
  3. Click the Quick Parts tool in the Text group. You'll see a list of options.
  4. Choose Field. Word displays the Field dialog box. (See Figure 1.)
  5. Figure 1. The Field dialog box.

  6. In the list of Categories, choose Document Information.
  7. In the list of Field Names, choose DocProperty.
  8. In the Property list, choose the custom property you created (MyProp).
  9. Click on OK. Word inserts the value of MyProp in your 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 (7794) applies to Microsoft Word 2007. You can find a version of this tip for the older menu interface of Word here: Inserting Custom Properties with Fields.

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. ...

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Comments

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What is 6 + 0?

2017-06-30 15:06:23

Clinton Newton

Caz,

Create a template with your custom properties. Open a new file from the template and copy paste your content including fields into the new file. Save it and you should be good to go.


2017-06-30 14:56:13

Clinton Newton

Is there a way to add the advanced properties to the tool bar? I have several technical manuals that have section numbers and titles that are unique to each document. I can add the fields I created on the tool bar, update them in the document, but to change them is half a dozen clicks. Its like going to a gas station where you can pay at the pump but you have to go inside to select the grade of gasoline. Shouldn't I be able to populate and edit fields from the same dialog? Or am I using the wrong Approach?


2017-06-13 02:46:29

Caz Chalmer

URGENT ANSWER REQUIRED PLEASE - With regards to the above, does anyone know if (and how) you can copy customised fields created in one document into another? I've got 4 fields I want to continually use in current documents and I wondered if there was an easy way to copy them across, rather than re-entering them each time?


2017-01-23 17:26:31

Eric Pace

Has anyone come across a time when the option to add the custom fields in the Advanced Properties was greyed out? It was working fine and then suddenly stopped working. Can't find anything online about this happening to someone else.


2016-09-27 23:52:41

Caz Chalmer

Inserting Custom Properties with Fields:

With regards to the above, does anyone know if (and how) you can copy customised fields created in one document into another? I've got 4 fields I want to continually use in current documents and I wondered if there was an easy way to copy them across, rather than re-entering them each time?


2016-09-01 00:29:21

Caz

Further to my comment below, after a couple of test runs, I've worked out that it is the VALUE field in the Properties [Alt-F] / Advanced Properties / Custom tab that you need to amend/update [before selecting your individual field or 'Ctrl A' for the whole document] and pressing F9.

[Insert HAPPY DANCE here! ;-) ]


2016-09-01 00:01:38

Caz

I'VE FOUND THE ANSWER!!!

If you change the value of the custom property, you can update the fields in your document to reflect the change by selecting all the fields, which can be easily done by selecting all the content in the document, and pressing F9. You can also update one field at a time by selecting the field, or putting the cursor in the field, and pressing F9.


2016-08-31 23:56:17

Caz

With regards to the above tip (which was very useful), I would like to be able to add a custom field to my document and have it linked throughout like the current QuickPart fields that you can add to your document.

On the Properties / Advanced / Custom tab in the Document Properties, there is an option to 'Link to content' next to Value, but this is greyed out regardless of which value you use.

Is there any way to do this please? I'm working with MS Word 2010.


2016-08-23 00:12:19

alpheus

I am still awaiting a response Nick'c comment, about on adding a custom field/document property to their ribbon that flows through the entire document when updating only one value, without seeing even a single response to these.

Can anyone help us on this.


2016-06-23 16:33:47

Nick

I've gone through a dozen forums now, all with people asking how to add a custom field/document property to their ribbon that flows through the entire document when updating only one value, without seeing even a single response to these.

Is it even possible to create a custom document property that would mimic something like the 'Author' option, just with a custom name?

Does anybody have an answer to this?


2016-05-26 17:08:33

Randal George

I have word 2010, in the "Quick Parts / Document Properties" area there are 15 categories, Abstract, Author..., I would like to know how or if can I create more. In the "Advanced Properties" box there is the "Custom" tab that list;
"Name:"
"Type:"
"Value:"
"Properties:"
Every where I have looked, Word instruction books, your site and others, no defines "Value" do you mean Family Values, Monetary Values, Measurement Values? No one ever defines "Value" so with out giving away any secrets can you give me an example of what the parameters are that one might put in the "Value' box.

Will this let me add to the "Quick Parts/Document Property" box? If not can that be done and how.


2016-05-17 19:41:12

G Pollacchi

I want to create my own field. Per example ProgramName where the field will be placed in different areas of a large document, where I don't have to keep updating the program name all over the document. I want the field to update automatically when it entered once at the beginning.


2016-05-09 11:24:08

Bill Jones

Is there a way to modify what fields are shown in the Document Panel? I would like to include Custom DocProperty fields as well.


2016-03-31 08:29:38

Michael Virostko

I have Word 2007 and I can create custom properties. Does anyone know how to add these to the Document Panel ? I need to do this so other users have one place to open (via Office Button -> Prepare -> Properties) and modify the information.

Thanks,


2016-03-08 18:24:18

Warren

Very helpful pages, many thanks.


2016-03-04 13:43:25

laurie

Nice description for a questionable implementation. Word should not rely on "magic" words like DocProperty within a Field insertion tool to place a custom property, but I'm glad you presented this.


2015-06-01 17:04:20

Melissa

This is my go to site!! Thanks!
I'm looking to show the Version Number with in my Document. I'm able to see the Revision Number. I know that there is a Version number because one I can see it in my SharePoint Site and I can also see it in the Managed Versions within Word. Just can't seem to find! Help!


2015-01-21 07:22:24

jurrabi

I'm going crazy trying to insert the Document Status (editable in the document properties) in my document as a field.

I do use fields cause I like to centralize specific values that I later use in several parts of my documents like title, author, version revision, etc.
But the status (usually used for final draft) is a field that I can't insert as DOCPROPERTY or any other field...

Anyone knows how to?

PS. Status is a translation of the word "Estado" I have in my Spanish version of Word 2010. I can't be sure if that's the word Microsoft uses in the English version. I just assumed.


2015-01-08 15:02:45

Kev

Those instructions leave you with plain text. Is there a way to insert the live field that will change with the value of the property is changed? For example what if I later change the value of MyProp, with these instructions the older insertions will not be updated.


2014-05-19 20:47:47

Mike Cardy

How can you show other built in or custom fields in the document properties information ribbon that by default shows; Author, Title, Subject, Keywords, Category, Status and Comments.


2013-10-18 03:15:06

SD

Thank you so much for explaining the linking concept in such an easy and descriptive way.
I was finally able to link the Version No. of the document with a field in the file.


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