How to Create a Toggle Field Code in MS Word


Microsoft Word’s dominance among word processing programs comes from its ease of use and numerous document options. Your ability to change the appearance, size and color of text, lay it out in lists and tables, and create indexes and tables of contents comes from selections on a menu or toolbar and the click of a mouse. One such feature is the toggle field code, which lets you place dynamically changing text into a document, and toggle display of the code definition or its actual text.

  • Click the cursor into the Word document at the location in which you want to insert the field code.

  • Choose the “Insert” menu and “Field” to display the “Field” dialog.

  • Scroll through the list of fields and click the one you need. The code appears in the code box above “Description” with its definition underneath. To set field options, click the “Options” button.

  • Click “OK” to close the dialog and insert the code into your document. The value of the appears. For example, if you insert the Date field, the current date appears.

  • Click the field and press the “Shift” and “F9” keys to toggle between values and codes of the selection. <br /><br />Press “Alt” and “F9” to toggle values for all the codes in your document. <br /><br />For example, the code for the date can appear as a formatted value or as the following:<br /><br />{ DATE \*MERGEFORMAT }

Tips & Warnings

  • If the field code does not show the most current value--for example, if the current date and time is incorrect, you may need to generate the document. Press the “F9” key to update the fields.<br /><br />You cannot change a field by selecting a part of its value and editing it. For example, if a Date field shows “2:17 PM,” you cannot select the “2” and manually change it to “14.” You need to delete the original, reinsert a later version and define new options for that version.<br /><br />These procedures specifically apply to Word 2000 for Windows but work in general for all versions of Word.

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