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When you add information to a header or footer, Microsoft Word inserts a field (field: A set of codes that instructs Microsoft Word to insert text, graphics, page numbers, and other material into a document automatically. For example, the DATE field inserts the current date.) for each item. Some of these fields, such as page numbers, dates, and times, can be updated automatically. You can also update fields manually, and you can edit the contents or formatting of a field.

Note  If you insert these fields by using the Insert menu, the header or footer will not be updated as expected.

Insert a page number, date, or time field that will be updated automatically

To ensure that page numbers, dates, and times are updated automatically in a document, insert the field that you want by using the buttons on the Headers and Footers toolbar.

1. On the View menu, click Header and Footer.

   Note  By default, Word opens the header. To open the footer, click Switch Between Header and Footer .

2. On the Header and Footer toolbar, click one or more of the following:
   • Insert Page Number
   • Insert Date
   • Insert Time
3. Click Close on the Header and Footer toolbar to return to the body of your document.

Control the existing fields manually

After you insert the fields that you want, you can control them in the following ways:

• To update a field, click the field and press F9.
• To edit a field, right-click it in the header or footer area, and then click Edit Field. The Field dialog box appears, where you can specify formats for the field's data.
• To switch between a display of field data and a display of field codes, right-click the field, and then click Toggle Field Codes.
• To identify fields more easily in online documents, you can display them with gray backgrounds. On the Tools menu, click Options, and then click the View tab. Click the arrow next to Field shading and then click Always.