Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. 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 Summary Information.

Inserting Summary Information

Written by Allen Wyatt (last updated September 24, 2022)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365


1

Word keeps track of summary information for a document. You can either use this summary information, or you can ignore it. Some of the summary information is automatically created for you while other parts need to be entered manually. One of the pieces of information maintained is the author of a document. This is originally set to be the Word user name, but you can change the author name at any time. Word allows you to insert summary information such as the author's name directly in your document, and have it updated automatically if you should ever change the information. This is done by following these steps:

  1. Position the insertion point where you want the author's name inserted.
  2. Display the Insert tab of the ribbon.
  3. Click the Quick Parts tool (in the Text group) and then choose Field. Word displays the Field dialog box.
  4. From the Categories list select the Document Information category. (See Figure 1.)
  5. Figure 1. The Field dialog box.

  6. Choose Author from the Field Names list.
  7. Click on OK.

There are many different bits of summary information you may want to include in your document. Here are a few of the more commonly used pieces of summary information:

Field Name Description
Author Name of the document's author
FileName Document's name and location on disk
FileSize Size of the document's disk file
LastSavedBy Word user name of the last person to save the file
NumChars Total number of characters in the document
NumPages Total number of pages in the document
NumWords Total number of words in the document
Subject Subject of the document
Template Name of the document's template
Title Document's title

Each of these pieces of information (and more) can be chosen by selecting the appropriate field from the Field Names list in step 5. You can also insert other information using fields, and you can use the controls in the Field dialog box to discover more about that information.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8799) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Inserting Summary Information.

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

Using the XIRR Function

One of the financial worksheet functions provided in Excel is the XIRR function. This is used to figure out an internal ...

Discover More

Full Path Names in Headers or Footers

Using a macro to add the full path name into a header or footer in an Excel worksheet.

Discover More

Declaring Variables

Declaring variables in a macro is good programming practice. Here’s how to do it and how to make sure they are all ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2019. Spend more time working and less time trying to figure it all out! Check out Word 2019 For Dummies today!

More WordTips (ribbon)

Inserting the Document Title in Your Document

One of the pieces of information you can store with a document is the title of that document. Using fields, you can then ...

Discover More

Field in Footer Won't Update

Word provides a handy shortcut that allows you to update the fields in any text you've selected. When you select your ...

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 four less than 4?

2022-09-24 17:51:11

LindaWallers

Summary informant is more commonly known as metadata. It may not be all of the metadata that you want, but it is a start.


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.