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Throughout this course we've covered several power shortcuts involving field codes, including customizing the table of contents, inserting table captions using cross-references, linking Excel spreadsheets, working with multilevel heading numbering and using field codes and headers and footers. There's nothing worse than printing a document that takes advantage of these techniques, only to discover that you forgot to update the field content after you added new elements. We'll rearrange the sections, so let's take a look at how to work with field codes. I like to start by working with one of my tables.
To instantly jump to a table, I want to use the Browse by Object button in the lower right-hand corner and we talked about this earlier in the course, I'll click on the circle and click on Browse by Table on the far right. It jumps me to my first table in section 3.3. Now this caption right here is in and of itself a field code, and I can see that that Number 1 is ready to be updated. Also in my Heading where it says Employee Manual that's a field code as well. To see your field codes, hold down the Alt key on your keyboard and then press F9, this toggles you field codes, so that you can actually see where Word sees behind the scenes and how it generates the content.
I'll press Alt+F9 again to toggle it off. As I'm working on my document, a lot of the time my references will change. To update your field codes, you could do it individually by right clicking on the field code and then clicking on Update Field, but that's only good for that one field, and I would have to do it throughout my whole document. Alternatively, press Ctrl+A to highlight your whole document, and then when you press F9 it will go ahead and update all of the fields at one time, because I have a table of contents, it's asking about that as well, and I'll tell it just to Update my page numbers for the moment, I'll click OK.
But even that might be hard to remember to do, at least as a fail-safe before you print, you can take advantage of Words options. Go up to the File tab and down to Options at the bottom. go to the Display section and down at the bottom there are two options that update your fields. The first one Updates all the Fields before you print. The second one Updates your linked data before you print. So, for example, if you have an Excel spreadsheet, it will go and check the data and make sure that all the numbers are right; I'll put a checkmark in front of both of these, and click Ok.
Now at least when I print, I'll know that my field codes are correct. If I email that to somebody, there is still no guarantee. Let's take a look at how updating our field codes really works. I'm going to go the View tab and turn on the Navigation pane this will allow me to rearrange my sections. One of my tables is in 3.3 Vacation and my second table is under 3.4 Benefits Table. If I want to switch this around, all I have to do is pick up this bar in the Navigation pane and drag it above Vacation and it switches them around. But now, my field codes are wrong.
This table says Table 2, and this one says Table 1, so I do need to update them. Now to both update them and demonstrate how this works with the printing, we just set the Word option that will update the fields before you print, so let's go back up to File and down to Print and print our document. I'll go ahead and Update my Table of Contents again and now look at my document, it now says Table 1 and Table 2 they're numbered correctly. By taking advantage of these field code update techniques, every time you print, Word will update your Table of Contents, cross- references to pages and the sequential order of your items automatically, you'll never have erroneous fields again.
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