Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Inserting Summary Information.

Inserting Summary Information

by Allen Wyatt
(last updated May 26, 2014)

1

Word keeps track of summary information for a document. You can either use this summary information, or you can ignore it. Some of the summary information is automatically created for you while other parts need to be entered manually. One of the pieces of information maintained is the author of a document. This is originally set to be the Word user name, but you can change the author name at any time. Word allows you to insert summary information such as the author's name directly in your document, and have it updated automatically if you should ever change the information. This is done by following these steps:

  1. Position the insertion point where you want the author name inserted.
  2. Choose Field from the Insert menu. The Field dialog box is displayed.
  3. Choose Document Information from the Categories list. (See Figure 1.)
  4. Figure 1. The Field dialog box.

  5. Choose Author from the Field Names list.
  6. Click on OK.

There are many different bits of summary information you may want to include in your document. Here are a few:

Field Name Description
Author Name of the document's author
CreateDate Date the document was created
FileName Document's name and location on disk
FileSize Size of the document's disk file
LastSavedBy Word user name of the last person to save the file
NumChars Total number of characters in the document
NumPages Total number of pages in the document
SaveDate Date the document was last saved
Subject Subject of the document
Template Name of the document's template
Title Document's title

You should note that not all of these fields can be inserted by selecting the Document Information category (step 3). For instance, CreateDate and SaveDate are inserted, instead, by first selecting the Date and Time category.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (386) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Inserting Summary Information.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Understanding Page Sizes

When you create a document, you need to be concerned about the final size of the page you will be creating. Word supports a ...

Discover More

Files Open in Word 2003, but not Word 2000

If you have some documents that open in Word 2003, but not in Word 2000, it may mean that you are running into some strange ...

Discover More

How Many Rows and Columns Have I Selected?

Want a quick way to tell how may rows and columns you've selected? Here's what I do when I need to know that information.

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Implementing a Dynamic Document Control Table

Accurately and repeatedly referencing information within a document is a common task that needs to be done. One way to ...

Discover More

Starting Chapters on Odd-Numbered Pages

Want to start a new heading on an odd-numbered page? You can do it with section breaks, obviously, but you can also do it ...

Discover More

Word and Character Count Information

Using fields you can easily insert both the word and character counts for a document into the document itself. As those ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is eight minus 3?

2012-02-01 07:09:39

Tom Wilson

Fell down at step 2
Field does not appear on my insert menu; if it did I would know what to do and wouldn't be here.


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.