Documenting your work may seem like a hefty and somewhat stressful task, but when you're aiming for perfection, adding a little extra depth to your document is key.Various elements contribute to the depth of your document, and one crucial aspect is the incorporation of fields. Think of fields as phenomenal placeholders that automatically update information, making your content more precise. In this article, we guide you through the process of how to insert fields in Word using WPS Office, offering you the simplest and most effective steps to enhance the functionality and accuracy of your documents.
What is a field in a Word document?
In a Word document, a field serves as a dynamic placeholder for information that may change or need to be updated. It serves as a versatile tool for tasks such as creating form letters, labels, or generating dynamic content like tables of contents. Think of it as a smart tag that automatically adjusts its content based on various factors.
Imagine you have a document that frequently requires updates, such as a report displaying the last print date, the document's file name, or a formula total. Fields can be used to automate this process. For instance, if you insert a field for the last print date, it will automatically reflect the current date every time you print the document.
Similar to Microsoft Word, WPS Office allows users to insert, edit, or update fields. For example, you can use fields to automatically include document information like the author or file name, perform calculations, or create links and references to other documents.
How to Insert fields in WPS Office?
WPS Office bears substantial resemblance to MS Office in numerous aspects, except for pricing differentials. Let’s look at this example below to learn how we can add field in word document using WPS Office:
Dear [Recipient],
I hope this message finds you well. I would like to share a comprehensive guide on how to add fields in WPS Office, encompassing both default and custom fields.
Firstly, we will try to insert the time field, which is a default field in WPS Office.
Inserting Default Fields:
Step 1: Position the cursor at the desired location within the document for the time field.
Step 2: Navigate to the "Insert" tab and locate "Quick Parts" in the ribbon.
Step 3: Click on "Quick Parts”, and a dropdown menu will appear, where we will be selecting "Fields".
Step 4: In the Fields window, choose the category for your field in the "Field Names" column.
Step 5: As we want to add a time field, select the "Time" category. WPS Office will display Field Properties on the side. Ensure the desired time format is selected, then click "OK".
Step 6: Your Time field will be added at the cursor location in your Word Document.
Using Shortcut:
For a quick shortcut, follow these steps:
Step 1: Place the cursor in the document where you want the field.
Step 2: Use the shortcut "CTRL + F9" to insert field braces { } at the cursor position.
Step 3: Within the braces, specify the desired field type (e.g., { DATE }).
Step 4: Press [F9] to update the field with the most recent information.
This straightforward process aligns with Microsoft Word conventions, ensuring the seamless integration of dynamic fields in WPS Office.
Adding Custom Fields:
If you wish to include custom fields like your name, designation, or order number, follow these steps:
Step 1: In WPS Office, go to the "Menu" at the top left corner to access document properties.
Step 2: Under the file menu, click on "Document Encryption" and select "Properties”.
Step 3: In the Document Property window, go to the Custom tab and create a new field.
Step 4: This new field will appear in Insert > Quick Part > Field > DocProperty. Insert it into your document from there.
Whether you are looking to insert default or custom fields or seeking a shortcut to expedite the process, this step-by-step guide to insert fields in WPS Office covers everything. WPS Office's user-friendly interface and free access to advanced features make it a standout choice. The clean layout ensures easy navigation, making options readily accessible.
Best regards,
Michael
Manager
WPS Office
How to change the format of field results in WPS Office?
To alter the format of field results in WPS Office, you can utilize text formatting options just as you would with any other text in your document. Simply select the field code or the displayed field result and apply the desired formatting, such as bold or underline.
It's important to note that when you update a field, any text formatting you applied to the field results may be reset. To preserve the formatting, make sure to include the * MERGEFORMAT switch in the field code. When adding fields through the Field dialog box, the * MERGEFORMAT switch is automatically included by default.
In addition to applying text formatting, you have the ability to control how field results are displayed at the field level using general switches. These switches, specific to the field code, come in three types:
Format Switch:
The Format field switch (*) dictates how field results are presented. It influences the use of uppercase and lowercase letters, number formats (e.g., displaying 9 as ix or ninth), and character formats.
Examples:
\* Lower: Displays all letters in lowercase. For instance, { FILENAME * Lower } shows "add fields in wps office.docx".
\* Upper: Capitalizes all letters. For example, { QUOTE "word" * Upper } displays "ADD FIELDS IN WPS OFFICE.docx".
Numeric Format Switch:
The Numeric format switch (#) defines how a numeric result is displayed.
Date-Time Format Switch:
The Date-Time format switch (@) determines the presentation of date or time.
Example:
The switch \@ "YY/ MM/ DD" in the field { DATE @ "YY/ MM/ DD" } shows "23/12/15" You can construct various date-time formats by combining instructions for day (d), month (M), year (y), hours (h), minutes (m), and include text, punctuation, and spaces as needed.
Similarly, if I want it in a long format such as "Friday, December 15, 2023," then my Date-Time Format switch will be [DATE@ "DDDD, MMMM d, YYYY"].
Why Choose WPS Office for editing a word document?
WPS Office is a game-changer that's catching the attention of productivity enthusiasts everywhere. Positioned as a robust competitor to Microsoft Office, WPS Office takes a bold stance, emphasizing optimal productivity with unmatched ease. The real luxury lies in its ability to seamlessly integrate complex tools, eliminating compatibility concerns across Mac, Linux, and Windows platforms. In WPS Office, tackling intricate tasks feels like child's play, making it a versatile choice for users across diverse operating systems.
What sets WPS Office apart is its commitment to user-friendly excellence, ensuring that even the most challenging tasks become easy. What sets WPS Office apart is its unwavering commitment to user-friendly excellence, now amplified with the introduction of WPS AI. This powerful artificial intelligence isn't just a feature; it's a game-changer. It not only facilitates perfection in your work but also brings free PDF editing tools to your fingertips. Integrated AI helps you summarize, create content, and enhances your understanding of documentation. WPS Office goes beyond the competition by offering full file compatibility with Microsoft Office, ensuring smooth functioning of formulas in Microsoft Excel within the WPS Spreadsheet. The user-friendly journey begins with WPS Office's easy-to-use interface, complemented by ready-to-go templates that effortlessly elevate the quality of your documents.
FAQs
Q1. How to update fields in Word automatically?
To update all fields in a Word document automatically, follow these steps:
Step 1: Press Ctrl + A to select all content in your document. It ensures that all fields, including those within tables, are included.
Step 2: After selecting all content, press F9. This action updates all fields in the document, including page numbers, table of contents, and other dynamic elements.
Step 3: If your document contains tables with fields or formulas, you might need to update them separately. Select each table individually, and then press F9 to update the fields within those tables.
Q2. How to insert text fields in Microsoft Word?
To insert a text field in Microsoft Word, follow these simple steps:
Step 1: In the "Developer" tab, click on "Legacy Tools" in the "Controls" group and choose the "Text Form Field" option.
Step 2: Click in your document where you want to insert the form field. A gray box representing the form field will appear.
Step 3: Right-click on the gray box and select "Properties".
Step 4: In the Properties menu, you can set various properties such as default text or maximum length for the text field.
Learn Document Dynamics With WPS Office
Now that you've mastered the art of how to insert a field in Word using WPS Office, the possibilities for creating documents with depth and unparalleled quality are at your fingertips. You can upscale your documents to a new level of credibility by seamlessly incorporating dynamic fields, offering not just information but a dynamic and up-to-date experience for your readers.WPS Office takes pride in its reputation as an effortlessly user-friendly office suite, catering to the diverse needs of every user. So download WPS Office now and unlock a world of seamless document creation, where depth, quality, and credibility converge to redefine your productivity experience.
