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How to use a custom document property to repeat content in Microsoft Word

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Many Microsoft Word paperwork repeat the identical data all through the document. For occasion, a contract may refer to the contract events a number of instances. An analysis may refer to the worker or scholar greater than as soon as. Word provides a few methods to repeat content in a document, however one methodology you won’t find out about is Word document properties. In this tutorial, I’ll present you the way to use document properties to repeat content in a document. It’s straightforward and requires solely a little setup.

SEE: Windows, Linux, and Mac instructions everybody wants to know (free PDF) (TechRepublic)

I’m utilizing Microsoft 365 on a Windows 10 64-bit system, however you possibly can use earlier variations. You can’t enter or replace subject properties in Word for the net; nevertheless, Word for the net will show the outcomes of present properties in a document. I’m utilizing Word as a result of that’s the place you’ll use these properties probably the most, however this function is obtainable in different Office purposes.

What are document properties in Word?

Word document properties retailer metadata in regards to the file. Metadata is information about information. It describes and offers context to information. For occasion, metadata may be the one who created the document and when, who final modified the document and so forth. Word makes metadata accessible by means of document properties.

Word helps 4 kinds of document properties:

Standard properties

These apply to each document. They refer to creator, title, topic and a few others. You can change these properties.

Automatically up to date properties

These file system properties, such because the file measurement, the creation and final modified dates, the variety of phrases in the document and so forth. These property settings can change because the document adjustments, however you possibly can’t change them.

Custom properties

These enable the creator to assign textual content or numeric values to a custom property. There are a variety of predefined names which you can outline, or you possibly can create your personal. You can replace these properties.

Document library properties

These can be found when a document belongs to a document library on a web site or a public folder.

Now that you understand what document properties are, let’s learn the way to entry them in a Word document.

How to entry document properties in Word

Word document properties can be found for viewing, altering and creating from the backstage space. Click the File tab and select Info from the left pane. To the proper, search for a record of normal properties, as proven in Figure A.

Figure A

Word lists a number of properties in the backstage space.

To entry these properties, click on the Properties dropdown and select Advanced Properties. The ensuing dialog proven in Figure B gives entry to all of the document properties. Word divides the properties amongst 5 tabs. If you want, click on every to see what’s accessible on every tab, however the one we wish is the Custom tab.

Figure B

Use this dialog to entry document properties.

How to use a document property in Word

Now let’s suppose you need to enter the date and time you created the document into the physique of your document. You might guess, however utilizing a document property is extra exact. To use the document property, do the next:

  1. Position your cursor the place you need to enter the date and time.
  2. Click the Insert tab.
  3. From the Quick Parts dropdown in the Text group, select Document Properties towards the underside of the record.
  4. From the ensuing submenu, select Author (Figure C).

Figure C

Choose a document property.

Figure D

Word inserts the creator property and shows the creator.

As you possibly can see in Figure D, Word inserts the document property as a content management. If you need to repeat the document property elsewhere in the document, enter it once more or copy it. When copying, be certain to click on the management first, don’t copy solely the contents. Then, paste the copy the place you need it. If you replace the primary management, as proven in Figure E, Word updates the copy.

Figure E

Update the primary management and Word updates the second.

Now let’s create a custom document property and use it to repeat data.

How to create a custom document property in Word

Custom document properties allow you to outline a property for a document and use it in the identical means.

To create a custom document property, do the next:

  1. Click the File tab and select Info from the left pane.
  2. Choose Advanced Properties from the Properties dropdown.
  3. Click the Custom tab.
  4. Enter the identify, specify the information sort and enter the worth: Member, Text, Doc Holiday (Figure F). Doing so provides the brand new custom property to the record beneath (Figure G).
  5. Click OK and return to the document.

Figure F

Enter the values for the custom document property.

Figure G

Add the custom property.

Now it’s time to use the document property to repeat the worth, Doc Holiday, in a document:

  1. Position the cursor the place you need to enter the identify Doc Holiday.
  2. Click the Quick Parts dropdown, however this time select Field. Custom document properties aren’t on the submenu.
  3. Select DocProperty in the Field Names management.
  4. Select Member, the identify of the custom document property, in the Field Properties record (Figure H).
  5. Click OK.

Figure H

Find the custom document property.

This time, Word enters a subject code, not a content management. Don’t fear, you possibly can insert the sphere the identical means, wherever it’s wanted or copy it as we did the content management earlier, as proven in Figure I.

Figure I

Copy the management to repeat the worth elsewhere in the document.

If you want to change the worth of the custom document property, entry it by means of the backstage and alter the worth setting. To see the change, you should replace the fields. To accomplish that, press Ctrl + A to choose all the things in the document after which press F9. For higher or worse, doing so updates all fields in the document, not simply the Member custom subject. If you need to replace them individually, right-click every and select Update Field.

There are some ways to repeat content in a Word document. Creating a custom document property is likely one of the easiest, however it’s not well-known. If you use it in a shared document, be certain to let collaborators know the way to use it correctly. Otherwise, somebody may manually replace the worth or take away the content management or subject.

If you’d like to be taught two extra methods to repeat values in a Word document, learn Office Q&A: Two straightforward methods to repeat textual content in a Word document.


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