Fields and Templates. Objectives. Chapter 10

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1 Chapter Fields can be inserted into documents enabling you to automatically update specific information such as dates, time and document information. This feature is particularly handy when creating documents that must reflect current information. If you have completed the Mail Merge and Table of Contents sections in this manual you will already have used some of the fields available in Microsoft Word. Fields that are commonly used in documents are: the Date field to insert the current date in a letter/ document the Page field which will automatically display the page number for a document FileName is often used in an inconspicuous place for later reference Merge fields in a Mail Merge Main document Reference fields when creating a Cross-reference Index and Table fields when creating Tables of Contents and Index. Objectives In this chapter you will: Insert a field into a document Update fields Unlink fields Update fields automatically on printing Use format switches on fields Use templates provided by Microsoft Word Create a memo template using input fields View the field codes Insert the date and time field Use the memo template Save, use and edit a template. Microstar Publishing Pty Ltd

2 Complex Microsoft Word 2007 for Business Insert a Field Open the file Practice Fields on your disk Position the insertion point after File Name, this is where the field is to be inserted Click on Insert Quick Parts Field on the ribbon Insert Quick Parts Field The Field dialog box will appear. Click on the Categories box then click on Document Information Click on FileName in the Field names box Click on OK Categories of Fields Field name A tick here ensures that field information is formatted the same as the normal text around it Description of information inserted by field The Filename will appear in the document. -2 Microstar Publishing Pty Ltd 2007

3 Repeat the process for the following fields. Time to display the current time Date to display the current date FileSize to display the kilobyte size of the file Numwords to display the number of words Note: For FileSize field, click on the option Filesize in Kilobytes as shown below. Type Kb after the field to indicate the measurement units. Filesize in kilobytes Microstar Publishing Pty Ltd

4 Complex Microsoft Word 2007 for Business Updating Field Codes Field codes do not update automatically when the information relating to them changes. The field must be selected then updated. Update a Single Field Click on the Time field to select it The selected field appears grey Press the [F9] key on the keyboard The time will now be updated to the current time. We will try this again with the Numwords field. Type a line or two of text to change the number of words in the file Click on the field Numwords to select it Press the [F9] key The Numwords field should now be updated to account for the extra text in the document. Update all Fields To update all fields at once we just select the document and use the [F9] key. Type a few more lines of text Click on Home Select Select All in the ribbon Press the [F9] key All fields will be updated. -4 Microstar Publishing Pty Ltd 2007

5 Unlinking a Field A field can be unlinked if you no longer want the data in the field to update. For example a date field is to be unlinked on a particular document so the one date is stored, not constantly changing to the current date. Click on the field and press [Ctrl]+[Shift]+[F9] The text that was in the field will be normal. If you want to update this information again you will have to insert the field again. Update Fields Automatically on Printing Fields can also be automatically updated when the document is printed. Click on the Office Button Word Options Display in the Menu Click on Update fields before printing to put tick next to it Display Updates fields automatically on printing Click on OK Microstar Publishing Pty Ltd

6 Complex Microsoft Word 2007 for Business Using Formats Switches Format Switches can be used to format the contents of a field in a particular way. For example, the Date field could be listed as any of these depending on which Format Switch you use. 22/07/08 Wednesday, 22 July July /07/2008 We can control the way a field relays the information using a Switch. Date Format Switches Click on Insert Quick Parts Field on the ribbon The Field dialog box is displayed. Click on Date in the Field names list Field Codes Click on the Field Codes button -6 Microstar Publishing Pty Ltd 2007

7 Click on the Options button Options The Field Options dialog box lists the switches available to this field. Click on d MMMM yyyy Click on Add to Field Click on OK Add to Field Click on OK for the field to be displayed The current date will be inserted in the format 20 July Microstar Publishing Pty Ltd

8 Complex Microsoft Word 2007 for Business Practice Exercise.1 Repeat the procedure several times and choose other switches for the Date field Text Field Format Monday, September Sep-07 Click on Insert Quick Parts Field Click on the field FileName Here you have a choice how the text is formatted in regard to Case. This can be useful when you do not control how a file is named, but you want it to appear as Title Case, for example. Click on Uppercase Click on OK Repeat for another type of formatting -8 Microstar Publishing Pty Ltd 2007

9 Numeric formats Click on Insert Quick Parts Field Scroll down and click on Numwords Look at the Format options in the Field Properties section These switches are often available when dealing with a numeric field. Click on One, Two, Three this will write the number out in words in lowercase Click on OK The number of words in the file will be written out. Repeat and try for these formats I, II, III First, Second, Third Microstar Publishing Pty Ltd

10 Complex Microsoft Word 2007 for Business Input Fields in Templates A template is a set of formats, text and styles set for a document. Each time you use the template these settings and text will be used automatically. Each time you start a new document you are using a template called the Normal template. The Normal template for Microsoft Word is usually blank, the font is set to Times New Roman or Arial, and text is aligned to the left. Microsoft Word also provides several other templates to use for memos, faxes, letters etc. You can also create your own templates with a company name and logo and input fields, such as customised forms for example. Using a Template Provided by Microsoft Word Microsoft Word provides many templates that can be used to create professional looking documents quickly. Click on Office Button New in the Menu bar to display the New Document window Click on the Installed Templates tab Click once on the Median Letter icon, a preview will appear in the box to the right Installed Templates Preview Median Letter - Microstar Publishing Pty Ltd 2007

11 Try clicking on the other icons for a preview of how the document will look Click on Equity Fax Create The template will appear on your screen. It has a structure to help you with positioning of text and professional look of the document. Click on the text that reads [Type the recipient name] Microstar Publishing Pty Ltd

12 Complex Microsoft Word 2007 for Business The text will be highlighted so it will be replaced by the name of the fax recipient. Type a Amelia Taylor Press [Tab] twice to move to the From: position and type John Elliot as a name for whom the fax is from Press [Tab] twice to move to the Fax: position and type as the Fax number of the recipient Press [Tab] twice to move to the Pages: position and type 1 for the number of Pages in the fax Press [Tab] twice to move to the Phone: position and type as the Phone number of the recipient Press [Tab] twice to move to the Date: position, type the date you want to use Press [Tab] twice to move to the Re: position and type the Subject of the fax, Confirmation of Blue Room Rental Press [Tab] twice to move to the CC: position and press the [Delete] key as no entry is to be made in this example. If a copy of the fax were to be sent to someone else, say a manager, their name would be entered here. Click on the [Type Comments] field Enter the following text Dear Amelia I would like to confirm the booking of the blue room on Friday 21 May, from 6.00 pm midnight. Please allow ample time for display setup and cleanup when determining a meeting starting and finishing time. Please contact me if you need any further assistance. Regards John Elliot Events Manager Click on the Save button to save the template as a document with the name Taylor Blue Room Availability Close the file -12 Microstar Publishing Pty Ltd 2007

13 Creating a Memo Template with Input Fields A standard memo structure is a classic example of where a template can be used. A template can be created from a document or another template. Just enter the text and formatting that you want to be in the template, then save it as a template. Start a New document Enter the heading Memo, with your own choice of formatting Enter each of the headings Highlight the headings then set a Left tab stop one space after the longest heading Drag the Hanging Indent marker out to the tab stop so multiple lines of text wrap to the tab stop Insert Input Codes Click on the line at the end of To, press the [Tab] key once Click on Insert Quick Parts Field in the ribbon to display the Field dialog box Click on All in the category list if necessary Click on Fill-in Prompt In the Prompt box type Enter names of recipients Click on OK Fill-in Microstar Publishing Pty Ltd

14 Complex Microsoft Word 2007 for Business The prompt will appear. Notice that the phrase you just entered in the Prompt box is in the prompt. DO NOT TYPE ANYTHING IN IT Click on OK The text you typed in the Prompt box as shown on the previous page is displayed in the prompt Your document will not look like anything has changed. To help you see the results of what you are doing the field codes need to be visible. View Field Codes To view the field codes used in a document and the phrases do the following: Click on the Office button Word Options in the Menu bar Click on the Advanced option Click on the Show field codes check box so a tick appears Click on OK Now you can see the field you have entered. -14 Microstar Publishing Pty Ltd 2007

15 Click at the end of the text From and press the [Tab] key once Click on Insert Quick Parts Field in the ribbon Click on Fill-in field in the field name list Type Enter who the memo if from in the Prompt box Click on OK and OK again Repeat the process to insert Input Fields for Subject and Ref with prompts as shown below Microstar Publishing Pty Ltd

16 Complex Microsoft Word 2007 for Business Insert Date and Time Fields Each time the template is used the current date will be displayed if a Date and Time field is used. Click next to Date and press the [Tab] key Click on Insert Date & Time in the ribbon Click on the required format Click on OK The fields are complete in the document Hide Field Codes To hide the field codes used in a document and the phrases do the following: Click on the Office button Word Options in the Menu bar Click on the Advanced option Click on the Show field codes check box so the tick is cleared Click on OK -16 Microstar Publishing Pty Ltd 2007

17 Saving the Memo Template Once a document has been set up with the basis of what is entered each time this document is typed, it is ready to be saved as a template. For example in a company letter, the company name and address always appear. The company may have a standard format for addressing clients in a letter, or a standard sign off at the end of the letter. Click on the Office Button and point to Save As in the Menu Click on Word Templates Save the template as Internal Memo (Notice the Save as type is Word template) Close the template Microstar Publishing Pty Ltd

18 Complex Microsoft Word 2007 for Business Use a Template Click on Office Button New in the Menu to open the Click on New from existing in the template section Custom templates will also appear in the Recently Used list. Click on the Internal Memo icon Click on Create New Enter some text into prompts and click on OK -18 Microstar Publishing Pty Ltd 2007

19 The entries you made when setting up the memo will appear on the screen. Notice that the name of the file is still just Document so the information you type into it will not be saved until you actually save it with a name in the usual way. Save the file with any name you like Close the file Microstar Publishing Pty Ltd

20 Complex Microsoft Word 2007 for Business Edit a Template The time will come eventually when a template will need to be changed slightly, perhaps to indicate a change of name, a new logo etc. To edit a template the original template file must be opened as a template, the modifications made then saved over the original template. Click on the Office Button Open Locate your template file and click on it Click on Open The original template file will open. Make changes as required eg change the heading to Internal Memo Click on Save in the Quick Access toolbar Close the file Check the changes by starting a new document based on the template -20 Microstar Publishing Pty Ltd 2007

21 Practice Exercise.2 Inserting Fields In this exercise you will open an existing file and insert various fields into the document. Open the file Golf Rules Move the insertion point to the end of the document Insert the field Author Press the [space bar] three times Insert the field FileName Press the [space bar] three times Insert the field NumWords Press the [space bar] three times Insert the field Date Press the [space bar] three times Insert the field Time Minimise this file while you complete the next few exercises; we will come back to it Practice Exercise.3 Using Formats In this exercise you are to insert fields into a document and apply switches that are formatted in a specific way. Open the file Pastoral Care and using the field options switches: Insert the Date in the format Monday 4 February 2008 Insert the file name in uppercase. Insert NumWords, so that the number of words in the file is written out eg one hundred and forty Microstar Publishing Pty Ltd

22 Complex Microsoft Word 2007 for Business Practice Exercise.4 Creating a Memo Template Create a Memo Template for Maxine Trunchbull of Primary Learning Academy, with input fields as follows: Primary Learning Academy Memo To: From: Maxine Trunchbull - Principal Date: /09/2007 Subject: Save this template as Max Memo -22 Microstar Publishing Pty Ltd 2007

23 Practice Exercise.5 Use a Template Using the Max Memo template that you created in exercise.4, type the following memo: Primary Learning Academy Memo To: All Home Room Teachers From: Maxine Trunchbull - Principal Date: 2 February 2012 Subject: DISCIPLINE POLICY ALL breaches of school policy must be referred to myself, no matter how minor you feel the offence may be. I display no leniency for those who break the rules, and I expect my staff to act in the same vein! Practice Exercise.6 Update Fields You will need to complete Exercise.2 before you attempt this exercise. Display the document Golf Rules Insert the following text, so that it becomes the last line in the body of the document Distance markers are 125 metres to the centre of the green. Update all of the fields using the [F9] key Arrange the remaining fields so that they update automatically on printing Microstar Publishing Pty Ltd