– Word Options (Advanced)
This option speeds the process of scrolling through a document that contains a large number of pictures. Only the first nine files in the list are assigned an accelerator key.
There are no promises that this chapter is of the same quality and depth as the other chapters of this guide. That is because it was written by a single author not working with Microsoft and not subject to peer review. You will not find this chapter on the Microsoft site. Comments are welcome. You may want at least skim the bookmarks and cross-reference portions of Complex Legal Documents before tackling this chapter. Cross-references are one type of field. After completing this lesson, you will be able to: See field codes and hide them Use Function and ShortCut keys to manipulate fields.
Find fields in a document using Find. Type a field from the keyboard and have it work. Copy a field from a newsgroup or email message or book and have it work.
Insert a date field. Insert calculated date fields. Insert a page number. Use the different Pagination fields Insert a calculation field. Insert a conditional IF field. Apply field switches to change how the field result appears on the page. Insert document information properties in your document body or headers and footers. Use a StyleRef field to copy information from the body to headers and footers. Use a StyleRef field instead of a Cross-Reference field. Know that a StyleRef field will not work with hidden text.
Use an ASK field, bookmarks and related cross-references. Know where to find information on the Advance field. Use a MacroButton field to run a macro that you record. Use a MacroButton field to make a templates menu document. Organized by category and by field.
How to hide a “Print” command button on a Form so that it doesn’t print by Ibby Repeating Data – entering once and having it show up elsewhere! How to insert the filename and path on the last page of a document, such that it will be updated automatically if the filename or path changes by Bill Coan, MVP.
Barnhill, MVP. Why does it not change when I open the document? Extensive use of tables, cross-references, calculated fields. UserForm sample Tutorial with open code. Fields are inserted using AutoText from a menu. Open VBA code. Letterhead System – uses bookmarks and date fields Letterhead Textboxes and Styles Tutorial – two-page template download that demonstrates use of textboxes in headers and footers to reserve space for preprinted letterhead Styles that are based on each other and use the style for following paragraph feature Use of the StyleRef field to insert information from the body of a letter into the continuation page headers automatically Insertion of a date automatically that will not change when you open the document at a later date but can be changed manually See How can I get a different header – footer on the second page in Microsoft Word?
Legal Toolbars – date fields stored as AutoText entries available on drop-down menu My document becomes empty but the file size is not changed What to do when your entire document becomes a field! Word Help topics:. Dictionary-style headers Fields. You will find fields to be one of your basic tools in preparing document templates that will automatically update themselves to reflect information you want to be in the document.
Combining them with AutoText will give you a handy toolbox that you can use in all of your documents. This chapter is not a total review of fields, but rather a look at the ones that people working in a legal environment or similar workplace have found useful.
Once you are done with the field, press F9 to update the field and display the result. Microsoft calls them brackets, but to me brackets have right angles and look like [ ] so I’ll go on calling delimiters braces.
These computers should have a Fn shift key on their keyboards. Keys on the Macintosh are similar but different. Sometimes rarely you want to see the field codes rather than the text generated by a field. This does not necessarily show everything. There is a corresponding command in the right-click menu to Toggle Field Code display. Again this only applies to the field selected and does not necessarily show the entire field. To see everything you have to change the option to display field codes rather than field results.
This switches all fields in the Word session to display or hide field codes. Note, this is a Word option toggle and remains set for all Word documents and future Word sessions until toggled back. This is easily demonstrated using a complex merge form field from one of my legal templates. This is great for debugging, but not what you usually want. You can also choose to print them as a print option even if they are not displayed.
Those fields are displayed when Hidden text is displayed and are not affected one way or the other by the toggling of Field Code Display. If you are using a typed field display from a newsgroup or email message first make sure that the field isn’t broken up by any line breaks or paragraph breaks. Lines that are wrapped automatically by Word are fine but turn on Show All to make sure there are no special characters at the end of the line. Word will insert its field delimiters around the text.
Delete the typed braces. For more on fields, follow the links on the Word Web Resources Page. For a table of shortcut keys dealing with fields, see below. The Insert Field Dialog box is virtually unchanged since Word The screenshots above are for the Insert Field dialog box using the CreateDate field. The first shows the dialog box as it first appears. The second shows what you see after you click on the Field Codes button bottom left and then on the Options button.
Note that the default is to check the box for “Preserve formatting during updates. Most experienced users of fields uncheck this box. I incorporated this macro in one of my office’s Add-Ins several years ago and have never regretted it.
Here is more info on the difference between these two. Using the Insert Field dialog box is much easier than writing fields but the most complex fields cannot be constructed using this dialog. A prime example is an IF field that compares different values that are also fields.
Here is an example of such a complex nested field:. The colors in the sample field above represent my attempt to match field delimiters and show nesting of fields. I hope it helps. Those fields shown in green contain no nested fields but may contain references to bookmark values set by other fields. Line breaks have been added for clarity and should not be a part of the actual field. Both keep the formatting when the field is updated. This switch keeps any manual formatting you apply to the field or part of the field.
It is seldom what you want! If to a part of the field, it applies to the position, not the Word. If you have a field result that is: “please respond immediately” and you Italicize “immediately” If it later changes to “please respond after your board meeting,” ” after ” will be will be italicized because it is the third word in the field. If the result changes to “please give me a call after you’ve had a chance to study this” the word ” me ” will be Italicized.
This switch has nothing to do with the formatting of the source material. It sets the format to be the same as the first non-space character of the field code itself. To use it, you must be display the field code. Whatever direct formatting you apply to that first character will be used for the field result. I usually format the entire field name rather than just the first character, but this is not required.
It turns off the default insertion of MergeFormat and if you check the box to preserve formatting, it asks you if you want to use the CharFormat switch instead. I highly recommend it. You can download it from his page. If you don’t check “Update Automatically” it is the same as typing the date yourself. If you do check “Update Automatically” it will update when you print if you have the setting under printer options as “Update Fields” which is the default.
You can manually force an update by putting your insertion point in the date and pressing the [ F9] key. Using the options here, you can either pick a format or type your own characters called a picture for the format.
The options for the type of date include:. Generally, you do not want to check this box or add this switch. This switch formats the field result however the first non-blank character within the field is formatted.
See the introductory material in this page. If you choose options, they can include the following “pictures:”.