Repeating Words and Phrases Throughout a Document

Repeating Words and Phrases Throughout a Document

Although well documented in Microsoft Office Help, a surprisingly little used or understood productivity feature is the STYLEREF field.

Let's say for example that you want the title of your document to appear in locations throughout your document, maybe somewhere in the body of the document or in the header or footer.

The STYLEREF field will allow you do that, so you don't have to keep retyping the same words or phrases repeatedly.

The coding of a STYLEREF field looks like this:

Style Reference example in Microsoft Word

You can type the STYLEREF field by hand, or you can use the Insert > Text > Quick Parts > Field function from Word's ribbon. If you are using Mac Office, you will find the Field function on Insert tab of the ribbon and in the Text group of controls. On the Mac it can also be inserted from the Menu Bar using Insert > Field… control.

If you type the STYLEREF field by hand you must first use the keyboard shortcut of Control + F9 to insert the curly brackets. These brackets look like the ones you can type from your keyboard, but they are actually different, because they contain some special hidden coding. The nice thing about using the Field control on the ribbon or menu bar (in the case of the Mac), is you then get to see all the options you have for special switches.

Field Dialog Box Microsoft Word Mac

With the settings marked just as you see them in the above Field Dialog, I can get the title of this article automatically repeated here: Repeating Words and Phrases Throughout a Document.

There are many uses for STYLEREF fields. You can use the STYLEREF feature of Word to repeat a Plaintiff's Name, a Company's Name, Chapter Names, and more.

Read about them in Microsoft Office Help.

They are easy and fast to use, you just assign the source text a unique Style Name, paragraph style or character style, and then reference it in the STYLEREF field you insert.

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