228 office x for macintosh: the missing manual
•Under Length of summary at the bottom of the dialog box, Word shows you the
length of the summary relative to the full document. The default is 25 percent,
which means that the summary is exactly one-quarter the length of the docu-
ment as a whole. When you change the percentage and then click OK, the
AutoSummarize dialog box goes away, and Word re-creates the summary accord-
ing to your whims.
Working with Fields
The concept of temporary placeholders is one of mankind’s greatest inventions. When
you change a tire, the jack acts as a stand-in for the tire, supporting the car until the
new tire is in place. When technicians set up the lighting for a particular Hollywood
movie scene, a low-paid extra stands there patiently as a model, so the highly paid
star doesn’t have to stand there for hours while the technicians fiddle with shadows.
When a magazine designer doesnt yet have the photo that will go on page 3, he’ll
simply place a box there in the correct size and label it FPO (for position only), with
the intention of replacing it with the finished photograph when its ready.
In Word, elds are temporary placeholders that stand in for information that may
change or may come from another location on your hard drive—the current date, a
page number, a place you’ve bookmarked, the name of a Word file, and so on. Fields,
in fact, are the basis of some of Word’s most powerful features. They let you:
Create form letters and address labels, and merge them with your contact infor-
mation (see page 254).
Create indexes (page 247) and tables of contents (page 242).
Create invoices that calculate their own totals (page 176).
Create cross-references (page 239) and captions (page 235).
Inserting Fields
You can’t type a field into a document. You must ask Word to create it in one of the
following ways:
• Choose a command that creates a field. These are usually found on the Insert
menu, such as InsertDate and Time.
Choose InsertField and choose one of the available field types from the Field
dialog box (see Figure 6-16).
Press c-F9 and type the field code, if you know it. (The field code is a short piece
of code, enclosed in braces {like this}, that tells Word what kind of information
will go there.)
You may never have to create a field manually. Most of the time, fields are built right
into a Word feature or another command. For instance, when you choose
InsertDate and Time, Cross-reference, Bookmark, Footnote, or Caption (all of
which are described in the following sections of this chapter), Word uses a field to
AutoSummarize
chapter 6: advanced word processing 229
define the location and content of these features. When you choose any of the items
on the InsertAutoTextHeader/Footer submenu, Word uses fields to insert these
pieces of document information.
However, there are hundreds more fields at your disposal in Word, and inserting
them is as easy as choosing them from a list in the Field dialog box.
Building elds in the Field dialog box
To place a field where the insertion point is located, choose InsertField to open
the Field dialog box as shown in Figure 6-16. Because there are so many fields in
Word, the program displays them in category groups. When you click a category in
the left box, the list of fields in that category appears in the right box.
When you click a field name on the right side, the field code appears in the “Field
code box below (DATE in the Figure 6-16 example). A more complete description
appears in the Description panel near the bottom of the dialog box. You can learn a
lot about fields just by clicking and reading the descriptions.
Modifying Fields with Switches
The Field dialog box has an Options button that lets you specify in more detail how
you want a field to look and act. When you click it, the Field Options dialog box
displays any applicable switches (software options), as shown in Figure 6-17. Like
Figure 6-16:
Top: The Field dialog box, showing a list of
placeholder elds you can use in a Word
document. Clicking Options opens a dialog box
with a list of switches available for the current
eld. In this case, the switches control how the
date is formatted.
Bottom: A eld code and its results.
Working
with Fields

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