Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Office 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: Associating a Name with a Position.

Associating a Name with a Position

by Allen Wyatt
(last updated March 27, 2021)

Melissa has a document that includes, sprinkled throughout the text, various job titles from her company. She would like to somehow associate a person's name with each job title. For instance, if someone hovers the mouse pointer over a particular job title (such as "Project Manager") Word would show a ToolTip that showed the person's name (such as "John Smith").

There is no way to do this automatically. You can, however, simulate what you want by using bookmarks and hyperlinks in the document. Follow these steps:

  1. Select the phrase that represents the work position. For instance, you might select the phrase "Project Manager."
  2. Display the Insert tab of the ribbon.
  3. Click the Bookmark tool, in the Links group. Word displays the Bookmark dialog box. (See Figure 1.)
  4. Figure 1. The Bookmark dialog box.

  5. Give the bookmark a name, such as Position1, and click on Add.
  6. While the phrase you selected in step 1 is still selected, press Ctrl+K. The Insert Hyperlink dialog box appears. (See Figure 2.)
  7. Figure 2. The Insert Hyperlink dialog box.

  8. Click the ScreenTip button. Word displays the Set Hyperlink ScreenTip dialog box. (See Figure 3.)
  9. Figure 3. The Set Hyperlink Screen Tip dialog box.

  10. Type the text you want to use for your screen tip (such as the person's name, "John Smith") and click on OK.
  11. Click the Place in This Document button, at the left side of the dialog box. Word displays a list of locations in the middle of the dialog box.
  12. From the list of locations choose the name of the bookmark you created in step 4, then click OK.

What you end up with is a hyperlink for the individual. If someone moves the mouse cursor over the phrase, they will see a screen tip (or, what is sometimes called a ToolTip) that shows the name of the person in that position. They drawback is that besides the screen tip, you'll also see a prompt such as "Ctrl+Click to Follow" or "Click or Tap to Follow Link." (This is a hyperlink, after all.) If the person does what the prompt says, they aren't really taken anywhere because the target of the hyperlink is the same phrase that you turned into a hyperlink.

You'll need to follow these steps for every occurrence of a company position within the document which, depending on your needs, could be rather labor intensive. You could also simply copy the first hyperlinked instance of the company position (use Ctrl+C) and then use Find and Replace to search for other instances and replace them with the hyperlink. Just use ^c in the Replace With field, which replaces the position phrase with the hyperlink.

Another way to approach the task is to use footnotes or endnotes. You can easily insert notes throughout your document, as described in other issues of WordTips. Each footnote or endnote would refer to the name of the person who occupies the company position. When someone hovers the mouse pointer over the footnote or endnote marker in the document, then the contents of the footnote or endnote (the person's name) are briefly displayed. The drawback to this approach is that the person would have to position the mouse pointer over the footnote or endnote marker itself; hovering over the position title won't work.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10413) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365. You can find a version of this tip for the older menu interface of Word here: Associating a Name with a Position.

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

Expiration Date for Excel Programs

If you use Excel to create a macro-based application, you may want to make sure that your programs cease working after a ...

Discover More

Opening a Backup File

If you have Word configured to save backup copies of your document, you may want to actually load one of those copies at ...

Discover More

Printing More than One Copy

Need to print more than a single copy of a worksheet? You can do it easily by using the printing controls provided by Excel.

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Pasting a Hyperlink

When you paste information into a document, you can specify that it be inserted as a hyperlink rather than as normal ...

Discover More

Adding Hyperlinks

Adding a hyperlink to a text selection is easy to do in Word. All you need to do is make a couple of clicks and specify ...

Discover More

Updating Document Links

If you establish dynamic links between documents, then you can force Word to update those links whenever you want. How ...

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}] 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 five more than 8?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


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.

Newest Tips
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.