skip to Main Content

How to change custom document properties in Word

There is a way to automatically update text in a Word document using document properties. This feature is useful when you have a Word document where you can continually update the e.g. number of employees in a company. This way, you can update the data once at several places in your entire Word document. Document properties are specially used for templates where you can change the name, date, or number and update it automatically. First, you can add a company document property field in Word, and we will show you the steps to change and insert custom document properties.

Types of document properties in Word

Document properties are the details within a document. You can create different types of text to insert information about your content. An example is where you want to insert a company name in Word, but this text will change in the future. Here you can use the document property, e.g. company. You can add multiple company document properties throughout your Word document. The advantage is that you can edit the text in one place, and then it automatically updates it in other sections in your Word document.

Microsoft states that there are four types of document properties:

  1. Standard properties
  2. Automatically updated properties
  3. Custom properties
  4. Document library properties

In this article, we will focus on the standard and custom properties.

Another good example is when you can refer to another cell in Excel. When a referred cell changes, the other cell will also update. For example, write the formula (=B5) in cell A1. When the value in cell B5 changes, then the content will automatically update in cell A1. This is the idea we want to implement in a Word document. You only need to add property fields that function as variables.

So if you only want to change a few specific details in your Word document simultaneously, then you should use the feature document properties.

Steps to open document properties

First, we will start with the standard document properties.

Follow the steps below to open document properties:

  • First, you need to open your Word document and go to the File tab in the ribbon
  • Now you will be redirected to the File page in Word
File tab in ribbon
  • In the left pane > Click on Info
  • On the right side > Click on Show All Properties

It shows all the information about your Word document. In this section, you can type and change a few document properties.

how to change custom document properties in word

In the below picture, you can click on > Show Fewer Properties. If you want to go back to your Word document, then click on the arrow in the upper-left corner.

how to change custom document properties in word

How to add and change a custom document property field in Word

First, you need to open your Word document and go to the File tab in the ribbon.

  1. In the left pane > Click on Info
  2. Then click on Properties
  3. Select > Advanced Properties
how to add a document property in word

Once you have completed the steps above, the Properties dialog box opens.

If you go to the tab Summary, you can see that some properties are already filled in, e.g. Author. You can add or even change the properties you will use, such as the Title, Company, or Comments.

See the picture below to see how you can add a company document property field in Word. Then click OK once you have made your changes.

how to add a company document property field in word

You can create custom document properties in Word, by following the same steps mentioned above.

  • Open the Properties dialog box (see steps above)
  • Click on the Custom tab

In the custom tab, create and add custom properties. Here you have to fill in the following boxes:

  • Name box > type the name of the new custom document property or choose from the list
  • Type > choose which kind of value you want to use from the drop-down list
  • Value box > type the text you want for this new property
  • Then click on the Add button
  • Your new property appears next to Properties
  • After you have made the changes, click OK

Remember to return to your Word document by clicking on the arrow in the upper left corner.

You can always change a custom document property field in your Word document by going to File > Info > Properties > Advanced Properties. In the Properties dialog box, you can edit the document properties of your Word document.

Insert references of your document properties

Once you have filled in the properties, you can insert references to them throughout the same Word document.

See the steps to insert references to your properties:

  1. First, place your cursor at the place you want the reference to appear
  2. Click on Insert on the ribbon
  3. Go to Quick Parts
  4. Click on Document Property > A selection of standard properties appears
  5. Click on one of these selections > e.g. Title

The reference is inserted into your Word document.

Insert standard document property

If it is a new reference, it will look like the picture below. You can fill out the reference if you have not done it before. From now on, your Word document will save this property. Every time you want to use it, you follow the steps above. It will automatically insert the same text.

Please note that you can’t find the custom properties you have made in this selection. Read the next section to see how to insert your custom properties in Word.

New reference company document property

Insert custom properties or references

Once you have filled in the custom document properties, you can insert them into your Word document.

If you want to insert properties other than those listed in the selection, follow the steps below.

Follow these steps to insert your custom properties in a Word document:

  1. Click on Insert on the ribbon
  2. Go to Quick Parts
  3. Click on Field > the Field dialog box opens
How to change custom document properties in Word. Field

In the Field dialog box, you should follow the step below. How to insert a custom document property field in Word:

  • Under Field names > scroll down and choose DocProperty
  • Go to Field Properties > under Property > scroll and find your custom properties from the list
  • Click OK to insert
Insert custom property field

Three ways to change custom document properties

There are several ways to change document properties in your Word document.

The most straightforward way is to change the text inside your Word document. You can click on the document property and edit the text, which will automatically change at other places in your Word document.

Or you can find the document properties in File > Info > Show all properties. Here you can fill in the Comment, Status, or Categories. You can change the existing ones here.

Then you can also click on File > Info > Advances Properties to open the Properties dialog box. Go to the Custom tab to modify the custom property you created in your document.

You can use these options to change your custom document properties in Word.

Update fields in Word

There is a keyboard shortcut to update fields in a Word document. If you are looking for a way to easily update fields at several places in a Word document, then press F9 on your keyboard to Update Fields.

First, you need to select the entire Word document by pressing Ctrl + A

  • Update fields shortcut: F9
  • On some keyboards, you have to press: Fn + F9

This is how you can use and change the document properties in Microsoft Word to auto-update text values.

Check the entire list of field codes.

Conclusion

The easiest way to add a standard (e.g., company) property field in your Word document is by going to the Insert tab > Quick Parts > Document Property > choosing one of the selections. You can insert a custom document property field in Word by going to File > Info > Properties > Advanced Properties. You can always change or edit your custom document properties in Word. Don’t forget to update these fields by clicking (Fn +) F9 on your keyboard.

This Post Has 0 Comments

Leave a Reply

Your email address will not be published.