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Hour 12. Handy Editing Techniques > Inserting Other Fields

Inserting Other Fields

You already know how to insert page number and date fields. Word lets you insert many other types of fields as well. For example, you can insert the FileName field in the footer so that the document's filename prints at the bottom of every page, or you can add the UserAddress field to the top of a letter to quickly insert your return address. You may not need to use any of these other fields, but it's worth poking around a bit to see if some of them might make your life easier. As you work with fields, these tips may come in handy:

  • To force a field to update, select it and press F9. If you want to update all of the fields in your document, select the entire document and press F9.

  • To see the underlying field code instead of the result of the code, select the field and press Shift+F9. To switch back to seeing the result of the code, press Shift+F9 again. If you want to display the underlying field codes for all of the fields in your document at once, press Alt+F9 (this shortcut is also a toggle).

  • To control whether fields appear gray in your documents, choose Tools, Options; click the View tab; and display the Field Shading list. If you only want them to turn gray when they're selected, choose When Selected. If you want them to always be gray, choose Always. If you don't want them to ever appear gray, choose Never. Then click OK. The gray shading just makes it easier for you to differentiate between fields and regular text onscreen—it doesn't print.

  • To convert a field to regular text so that it won't update automatically, select the field and press Shift+Ctrl+F9. If you do this, you can't convert it back to a field again.

  • To delete any field, select it and then press Delete or Backspace.


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