While working on Word we often face a problem.
Many times we want to send a proposal to a new customer. We remember that we have already
sent a similar proposal to an existing customer. We open the original file, save it as a new
file and search replace the name of the customer. Sometimes the name of the old customer remains
and that can create a lot of trouble for you. Here is a brilliant way of using a very nice
feature of Word called Fields, so that you never have that particular problem. Instead
of manually typing the name of the customer every time what you should do is create a
field. Open File menu – Info – Properties – Advanced Properties – the last tab allows
you to create custom fields. I’m going to create the field called customer name and
type the name of one of the customers and just click add.
Assume this was your sales proposal. Anytime you need the name of the customer go to this
Insert – Quick Parts – Fields. There are a lot of fields, don’t get worried. Choose one
of the categories – document information and within that DOCPROPERTY which gives you all
the document specific properties. You will see our customer name here and that’s how
you get the name of the customer. Now you will need this name very often so
just copy it. But unfortunately clipboard is only one. You need multiple clipboards
– go to the home tab clipboard and click on the small little button which gives you 24
clipboards. By default the clipboard will be empty. Just select this field and now copy
the name. It stays there in the clipboard for reuse any time. Now I’m just going to
put a title give it a title style. Anytime you need that company name just click on this
guy. Notice that this is not just text, it has a grey highlight. Whenever you see a grey
highlight when you click anywhere in Word that means it’s like a formula- a field which
gets recalculated. I’m just going to add some random text. You get the idea. Whenever we
need that name and Insert the field. And of course, you will save this as a template.
So far so good. Now what happens next? Next time you need to create a document and need
to change the name of the customer, what do you do? Go to File – Info – Advanced Properties.
Now go and change the name of that custom field which is normally shown here. Just double
click on it. Chang the name. Click ok and you’re good to go.
You may be aware of the fact that there are fields but fields are not automatically calculated.
You right click on field and choose update field. Of course, in this case there may be
multiple instances of the fields so just press CTRL A and then right click anywhere and choose
Update FIelds. Now you’ll never have to face the tricky situation
of having sent a proposal to one customer containing the name of another customer. Enjoy.