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Fields used for setting up mail-merge documents Normally, you insert these elds by using the commands on the Mailings tab of the Ribbon
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Table 15-1
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Word s Nine Categories of Fields, with Examples
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How to Do Everything with Microsoft Office Word 2007
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Description Fields that implement numbering automatically for lists, page numbers, and other items Normally, you use these elds via other tools, such as Word s list-numbering features or the Header And Footer tools Fields that enter the user s name, initials, or address (You can change this information in the Popular category in the Word Options dialog box)
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Examples The Page eld inserts the current page s number The Seq eld allows you to set up custom numbering sequences The UserName eld inserts the user s name The UserAddress eld inserts the user s address
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Word s Nine Categories of Fields, with Examples (Continued)
This section shows you the essentials of inserting fields using the Field dialog box The example uses a date field, which is easy to grasp but offers enough options and settings to let you see how to choose advanced settings To insert a field, follow these steps: 1 Position the insertion point where you want the eld s result to appear 2 Choose Insert | Text | Quick Parts | Field Word displays the Field dialog box In the Categories drop-down list, Word may select the (All) item (as shown here) or the category of eld you used last
CHAPTER 15:
Use Fields to Streamline Documents
3 In the Categories drop-down list, select the category of eld you want to insert Word displays the elds in the category and selects the rst eld in the Field Name list box This example uses the Date And Time category Refer to Table 15-1, earlier in this chapter, for details of the categories
4 In the Field Names list box, select the eld you want to use
Word displays a description of the eld near the lower-left corner of the dialog box In the center section of the dialog box, Word displays the eld properties and
formatting available for the selected eld For the SaveDate eld shown here, there are only eld properties
How to Do Everything with Microsoft Office Word 2007
In the right-hand section of the dialog box, Word displays eld options and the
Preserve Formatting During Updates check box The dialog box contents discussed here are typical for most fields However, for other fields, Word displays different controls suitable to the field For example, when you select the Index field in the Field Names drop-down list, the Field Properties area contains only the Index button, which you click to display the Index dialog box 5 Choose properties or options for the eld For example, for the SaveDate eld, choose the date or time format, as shown here
6 In the Field Options area, choose any options that you want to apply to the eld
Depending on the eld, the options may be common or specialized The top two
options for the SaveDate eld are international, letting you use different calendars for calculating the date
Most elds include the Preserve Formatting During Updates check box Select this
check box if you want Word to retain the eld s formatting when you update the information in a eld 7 Click the OK button Word inserts the eld in the document and displays the eld s result
CHAPTER 15:
Use Fields to Streamline Documents
View Field Codes in the Field Dialog Box and Access Advanced Options
If you looked at the Field dialog box earlier in this section, you probably noticed the Field Codes button You can click this button to display the Advanced Field Properties area of the dialog box instead of the Field Properties area, Formatting area, and Field Options area The Advanced Field Properties area shows the field codes that represent the field and options you ve chosen, as in the following illustration
When you click the Field Codes button, Word also displays the Options button at the bottom of the Field dialog box You can click this button to display the Field Options dialog box, in which you can set switches (options) for the field The exact contents of the Field Options dialog box depends on the field you re using, but the Field Options dialog box shown next is fairly typical To add a switch to the field, select the switch in the list box, and
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