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


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, Word in Microsoft 365, and 2021. 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. ...

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Comments

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What is two less than 3?

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.


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