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: Making Common Information Accessible.

Making Common Information Accessible

by Allen Wyatt
(last updated November 16, 2013)

You may have a lot of common information that needs to appear in many different documents. For instance, you may need your address, phone number, or similar information to appear in lots of different documents. The problem is that addresses, phone numbers, and other information can frequently change. Thus, if you want to change this common information in a bunch of files, you must resort to making tedious changes, or you must use a macro or third-party solution.

One way to potentially save time when including common information in a file is to store the common items in their own file and bookmark them. Then, in the main document files you can use the INCLUDETEXT field to refer to the bookmarked item. The field, when it is updated, automatically grabs the current values of the bookmarked items and inserts them in the document. This approach allows you to update the address, phone number, or what-have-you in the single file, and have the change propagate through your other documents.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3791) 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: Making Common Information Accessible.

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

Turning Off ScreenTips

All those little ScreenTips bug you when moving through Word's toolbars? You can turn them off by following the steps in ...

Discover More

Pasting a Hyperlink

Need a quick link within a document to some external data? You can paste information so that Excel treats it just like a ...

Discover More

Viewing Document Statistics

As you develop a document, Word keeps track of certain statistics about the document itself. Here is how you can review ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

Printing Index Field Codes

Word allows you to configure what you see so that field codes are visible instead of the results of those field codes. ...

Discover More

Sequentially Numbering Elements in Your Document

One of the most powerful and useful fields provided by Word is the SEQ field. This tip describes how you can use the ...

Discover More

Inserting a Dynamic Word Count in Your Document

Need to know how many words are in your document? You can use the NumWords field to add that statistic, dynamically, to ...

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 6Mpixels. 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 8 - 2?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


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.