Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: Getting Rid of Fields Inserted by Third-Party Programs.

Getting Rid of Fields Inserted by Third-Party Programs

by Allen Wyatt
(last updated November 9, 2018)

3

Carole works at a company where the authors sometimes use automatic bibliographical programs (such as one called 'Endnote') to format and link their reference list to their textual citations. The software inserts fields in the Word document that are linked to the reference list. The problem is that the document is then difficult to edit or correct, and Carole is looking for a way to change the fields to text. She's tried selecting a field and pressing Ctrl+Shift+F9, but this does not seem to work on the fields inserted by the bibliographical program.

It's hard to tell, exactly, what the bibliographical program is really inserting in the document. The best bet might be to contact the program's publisher and ask their technical support team how to do the conversion. (Surely they've had this question before about their program?)

One thing you can try is to follow these steps:

  1. Highlight the field. (Make sure the entire field is selected, and not just part of the field.)
  2. Press Ctrl+C to copy the field to the Clipboard.
  3. With the field still selected, click the down-arrow under the Paste tool on the Home tab of the ribbon and then choose Paste Special. Word displays the Paste Special dialog box.
  4. Make sure the Text Only radio button is selected.
  5. Click OK.

With normal fields, the above actions replace the field with the text displayed by the field. If it does not work with your particular situation, it may mean that you are not really working with fields; the third-party program is inserting something other than a field into your document. Your only recourse at that point is to rely on whatever information you may find from the technical support folks at the program's publisher.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10419) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Getting Rid of Fields Inserted by Third-Party Programs.

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

Positioning Line Numbers

Line numbers can be added to a document, and is typically done in legal documents. The line numbers appear to the left of ...

Discover More

Checking for a List of Phrases in a Document

Once you start amassing quite a few documents, it is not uncommon to want to change phrases commonly used in those ...

Discover More

WindowsTips 2017 Archive (Table of Contents)

WindowsTips is a weekly newsletter that provides tips on how to best use the Windows operating system. At the ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Understanding the Advance Field

You can use the Advance field to change where text is positioned in your document. This tip shows how to use it and the ...

Discover More

Displaying Fields

Fields (sometimes called field codes) allow you to insert dynamic information in your documents. If you want to see 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
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 4 + 3?

2018-11-09 11:14:42

Malcolm Patterson

I don't understand. Why should the insertion of fields make editing or correction difficult? I would expect the opposite. Once they are "frozen" into text, document changes become a nightmare.


2018-11-09 11:11:16

Jennifer Thomas

When the 'fields' are not converted with Word tools, I use Browse by Object for Graphics as a quick way to find & delete the non-converted elements -or- I round-trip the document to PDF, if it's less work to put back the fields I want than to find the 'fields' I don't. Tip: If a normal round-trip isn't enough, use PDF/A for a 'kill everything but text' solution if needed; it's a few extra steps to get it back to Word, but worth it.


2018-11-09 06:20:59

Ethan Hack

With EndNote, conversion of references to normal text is straightforward if you can obtain the EndNote program and its add-in for Word.


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.