Automatizing the insertion of dates and hours in a Word document is a good resource to avoid having to manually edit them. Today, automation within office programs is essential to save time, minimize human errors and expedite workflows, especially when it comes to the management of documents that require dates and hours always updated.

In this article we show you all possible methods to achieve it , from the simplest to the most advanced. In this way you will never worry again about having to edit hand dates in your reports, letters, forms or any document.

Insert the date and time manually

Before talking about automation, it is important to know the traditional method. Word allows you to insert the date and time as static text , that is, they will not be updated automatically. This method is valid if you only need to record the date on which a document is generated and then you do not need to update it later. To do so, follow these steps:

1. Loc the cursor in the place where you want to insert the date.
2. Go to the Insert tab on the toolbar.
3. In the text group, select date and time .
4. In the box that appears, choose the format that you like the most.
5. Click OK . Thus, the date and/or the time will appear in your document as normal text and will not change unless you manually edit.

This method is ideal when the date must always remain the same, as in officials, contracts or official forms that are delivered only once.

Automate the date and time: insertion as a dynamic field

If you are looking for the date and time to be updated every time someone opens the document, you must insert it as an automatic field . Thus, it is not necessary to modify anything by hand: Word will do it for you. The method is almost identical to the previous one, but with a fundamental difference:

1. Follow the steps to insert the date and time as we have explained before (insert - date and time).
2. When the dialog box appears, select the desired format for date and/or time.
3. Mark the box automatically update . If you do not mark it, the date will not be dynamic.
4. Click OK .

Now, every time the document is opened, Word will update the date (and time, if you include it) automatically. It is perfect for periodic reports, card templates or forms that you use often .

How does automatic update of the date work in Word?

The moment you decide to activate the automatic update option , Word inserts what is known as a field (specifically, the field date, time or now, as we select). This field is linked to the current date and time of the operating system . When you open or print the document, Word consults the date and time of the system and inserts the most recent values automatically in each of the dynamic fields.

You can easily recognize these fields because, when passing the mouse on the inserted text, a faint gray box appears and, if you double click on it, the entire field is selected. This feature allows you to quickly identify if you are facing a static or dynamic date .

Edit and manually update a date field

On some occasions, you may want to edit the date shown by the field or force your update manually, for example, if you need the date to show another temporary value or want it to be updated without closing and open the document. It is a useful option to maintain control over information .

• To edit the date, click on the Gray Box and write the new date you want to show. Then, click on the box to save the change.
• To update the field and show the real date and time, select it and, in the context menu (right mouse button), select update field . You can also press the keyboard key while the field is selected.

Thus, you can manage the presentation of the date with precision, both manual and automatically.

Advanced automation with field codes

For users who want total control over the details, the field codes allow to customize the insertion through specific parameters and formats. You can create fields that adjust exactly the desired visualization and behavior.

• Place the cursor in the desired location and click CTRL F9 to insert the brackets of a field.
• Within the square brackets, write the name of the field, such as Date or Time .
• To customize, add modifiers, for example:
  {Date \@ ?dd/mm/yyyy?}
  which will show the date in that specific format.

Then, press F9 again to update and see the final result, thus adjusting the format exactly to your needs.

Placing date and time in headings or feet

If you need the date and time to appear in the header or footer , follow these steps:

1. Double click on the header or footer to activate it.
2. Go to insert and select date and time .
3. Choose the desired format and mark the option to update automatically .
4. Click OK .

In this way, your document will always show at the top or lower the date and time in which it was displayed or printed, facilitating the monitoring and control of versions.

Practical applications and scenarios in which to use dates automation

Automatize dates and hours is fundamental in:

• Periodic reports where it is important to register when they were prepared.
• Official letters and documents that require verifying the issuance date.
• Recurrent use templates in companies, such as income or assistance certifications .
• Administrative documentation such as minutes , invoices or minutes .

This method guarantees coherence and reduces errors risks in the management of important documents.

Tricks and tips to get the most out

• Configure the date and time format according to local standards, such as "DD/mm/yyy."
• Do not hesitate to use the option to update manually to consolidate a date at a specific time.
• Use preconfigured templates with the automatic date to expedite daily tasks.
• Leave clear instructions if other people will edit or update the date on the document.

The automation function of dates and hours is present in most Word's modern versions and on other similar platforms, such as LibreOffice Writer or Google Docs, although with different procedures to insert fields and configurations.

Advantages of automating dates and hours in Word

• Time savings : Avoid repetitive tasks and increase productivity.
• Errors reduction : It decreases mistakes in the manual introduction of dates.
• Greater professionalism : improves the appearance and credibility of documents.
• Personalization : adapting formats to specific needs.
• Versatile utility : applicable to all types of documents, both personal and corporate.

Frequent questions about dates automation in Word

• Can I insert the date and time at the same time?
  Yes, selecting a format that includes both or through personalized field codes.
• Can you change the language of the date?
  Yes, adjusting the regional configuration of your equipment or modifying the field code.
• What happens if I open a document on another computer with different regional configuration?
  The date can be shown in different formats according to the configuration of the opening equipment system.
• Can I link the date to other automatic data?
  Yes, by combining fields in Word, including author, route or file name.

The automation of dates and hours in Word allows us to work more efficiently, reliable and professional, avoiding errors and saving time in each task.

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