Work smarter with document properties in Word

Learn how the DocTools DocPropertyManager Word add-in can help you

DocTools DocPropertyManager makes it fast and easy to manage document data and to repeat data in Word using document properties and DocProperty fields in Word.

You can add as many document properties as you want to hold different data. And you can insert DocProperty fields where you want the data to appear in the document. This way, you maintain data in one place only and you can repeat the data as many times you want. In addition, it helps you secure correct and consistent content.

Document properties – maintain data in one place and repeat the data as many times you want

Use DocTools DocPropertyManager to manage document data like letterhead info, client names, product names, titles, and other specific data in Word documents. The add-in is useful in all kinds of documents – letterscontractsscientific reportstechnical reportstechnical specificationsuser manualsacademic dissertations, etc.

DocTools DocPropertyManager is completely compatible with Word's built-in functionality for document properties and DocProperty fields but with many powerful, new and unique capabilities added:

  • Add and modify document properties quickly and easily – everything is controlled from a dialog box that can remain open as you work
  • Insert DocProperty fields with the click of a button – the dialog box remembers what you selected most recently and a filter function lets you quickly find the property you want
  • Rename custom document properties if relevant – all DocProperty fields in the document are automatically corrected correspondingly and updated
  • Export custom document properties to a separate document that provides an overview – you can even add, modify and delete properties directly in a table in the export document
  • Import custom document properties from any other Word document
  • Automatically add missing custom document properties that are referred to in DocProperty fields – useful, for example, if you insert content with DocProperty fields copied from other documents
  • Sort custom document properties alphabetically
  • And much more…

With DocTools DocPropertyManager, you no longer need to fight with the limited built-in features and the inefficient built-in user interface for working with custom document properties and DocProperty fields. DocTools DocPropertyManager can help you boost your productivity dramatically.

Watch the short video below and read on to learn how DocTools DocPropertyManager can help you.

DocTools DocPropertyManager works with Word 2010Word 2013Word 2016Word 2019Word for Microsoft 365 on PC / Windows.
The add-in works with both 32-bit and 64-bit versions of Word.

Single user license only EUR 57 – volume discount – see Pricing details below.

Video – see how you can manage document properties using DocTools DocPropertyManager

What users say about DocTools DocPropertyManager

I write lengthy and detailed software specifications, and I'm very picky about defining terms and using them consistently throughout a specification document. My latest specification is one for a Japanese customer where we have re-named some terms, and my Japanese colleague has the challenge of translating my lengthy document. But with the DocPropertyManager tool, I'm able to make very good use of Word's Custom Property feature. I can easily redefine a custom property, and all references throughout the document are immediately updated. I can also translate any term to Japanese in a single step. Without the DocTools DocPropertyManager program, I would have given up on Words Fields. (Using the built-in MS Word utility is frustrating at best, and nearly unusable at worst!)

The software was easy to try (full-featured free trial) and the price was very worth it when I bought the licensed copy. I've since received excellent and courteous technical support (resolved in a few hours on a weekend, no less). Needless to say, I'm a very happy customer. Thanks!

Stephen Green

Principal Solution Analyst, Engineering Intent Corporation

OK, seriously , DocTools DocPropertyManager is Great!

I'm very pleased to work with DocTools. The way Lene Fredborg answers (and personally), the quickness of her answers, and the accuracy of her answers are unusually excellent.

Only with Lene, I feel to get in contact with well-educated and extremely patient and attentive partner.

This differs a lot compared to actual websites that even do not answer, or are impossible to reach or from which the favorite answer (trough an appalling “noreply” email address …) is more or less equal to “we cannot / will not answer” or making you turning crazy because they are not careful to be consistent between their response and the (poor) possibilities offered by their site.

Once again, I recommend all people interested in DocTools to become immediately a customer …

Jean De Corte

Antivibration Systems Senior Application Manager, PANTECNICA S.p.A., Italy

I purchased DocTools CrossReferenceManager and DocTools DocPropertyManager. These are awesome tools! They resolve some particular pain points and make me more efficient.

Jessica Davis

KL&A Proposal Manager

Custom document properties and DocProperty fields
Comparison of features

DocTools
DocPropertyManager

Word's built-in
features

Add/create custom document properties

Modify the value of custom document properties

Delete a single custom document property at a time

Rename custom document properties

Insert line breaks in the value of custom document properties

Insert new paragraphs in the value of custom document properties

Sort custom document properties alphabetically

Export custom document properties to a separate document that provides an overview of them and lets you add, modify and delete them in a table

Import custom document properties from any other Word document

Fast insertion of a DocProperty field for any custom document property

Quickly find DocProperty fields that refer to a specific custom document property

Quickly find the next DocProperty field in the document

Quickly find any DocProperty field with error

Automatically update DocProperty fields if the name or value of a custom document property has been modified

Automatically add missing custom document properties that are referred to in DocProperty fields in the document

Quickly modify the values of all custom document properties that are in use in one or more DocProperty fields in a document

Automatically mark all DocProperty fields with error due to deletion of the related custom document property

Delete all custom document properties in a single operation and have the option to determine what to do with DocProperty fields in the document

Dialog box can be resized so you can see many/few properties at a time and see more/fewer types of information at a time

Dialog box remembers size, position and last selected property

   

Filter list of custom document properties for very fast selection

Dialog boxes show information about how many DocProperty fields use the selected property

Main dialog box can remain open, ready for fast management of properties and fields

Pricing and general information

Version number:

2.3 – see Changelog for info about versions and changes

Release date:

October 8, 2019

Supported Word versions:

Word 2010, Word 2013, Word 2016, Word 2019, Word for Microsoft 365 on PC / Windows

Licensing per computer:

One license per computer is required (see License Terms)

Free trial – try before you buy:

7 days

Volume discount:

Applies to licenses purchased on a single order

One-time payment:

No recurring payments

Updates:

Minor updates within 12 months for free

Find out whether you are qualified for a free update

Save 30% on upgrade licenses for later full number versions and upgrade licenses from any earlier version to newest version

Number of licenses

Per license price in Euro*

1-4 licenses

57 Euro

5-9 licenses

55 Euro

10-24 licenses

52 Euro

25-49 licenses

47 Euro

50-99 licenses

42 Euro

100 or more licenses

37 Euro

* Prices do not include applicable taxes
* One-time payment – no recurring payments
* Select from many currencies on the order page
* Download link delivered instantly via email

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Introduction to DocTools DocPropertyManager features

The tools in DocTools DocPropertyManager are useful for both normal users and superusers who are responsible for e.g. corporate Microsoft Word templates.

DocTools DocPropertyManager lets you do everything you can do using the built-in functionality for working with custom document properties and DocProperty fields – plus a lot more.

Note that custom document properties and DocProperty fields created using DocTools DocPropertyManager will work as if they had been created using Word's built-in functionality. Therefore, users who don't have DocTools DocPropertyManager installed can work with your documents as they would normally do. However, they can't assign multi-line values to custom document properties using the built-in functionality.

The user interface (i.e. screen texts in the Ribbon, dialog boxes, help, etc.) of DocTools DocPropertyManager can be configured to English or Danish. However, the add-in can be used with any language version of Word.

DocTools DocPropertyManager is easy to use. You can start using it immediately but it is recommended to spend time familiarizing with the functionality in order to take full advantage of all the features.

Examples of special features in DocTools DocPropertyManager

Below you will find a list of some of the special features that are included in DocTools DocPropertyManager. The tools will make your work with document properties and DocProperty fields in Word more efficient and boost your productivity in Word.


You can access the functionality from the DocPropertyManager group in the DocTools tab in the Ribbon:

The DocPropertyManager group in the DocTools tab in the Ribbon
  • The commands Manage Properties and Manage DocProperty Fields let you open two variants of the same dialog box – it is your control center for working with custom document properties and DocProperty fields.
  • The dialog box can remain open as you work. You can open it or activate it using the shortcut Ctrl+Shift+Y.
  • With the click of a button, you can insert a DocProperty field that shows the value of the custom document property you want
  • You can filter the list of custom document properties – in a moment, you can reduce the list of properties the precisely the one you need
  • You can expand the list of custom document properties so you can see more properties and/or more information about the properties
  • Buttons in the main dialog box make if fast to addmodify and delete custom document properties and to insert DocProperty fields
  • You can Rename custom document properties.
  • You can sort custom document properties alphabetically
  • You can insert line breaks and new paragraphs in the value of custom document properties
  • If you modify the namevalue or type of a custom document property, all affected DocProperty fields are automatically updated
  • You can export custom document properties to a new document that provides an overview and lets you add, modify and delete them in a table
  • Import custom document properties from any other Word document and select how to handle coincidence of names etc.
  • Quickly modify the values of all custom document properties that are in use in one or more DocProperty fields in a document
  • Automatically add missing custom document properties that are referred to in DocProperty fields in the document
  • Quickly browse through DocProperty fields in a document – find DocProperty fields that use a specific property or find DocProperty fields with errors caused by a missing custom document property
  • See how many DocProperty fields use a specific custom document property
  • And much more...

You will find more details about the DocTools DocPropertyManager features below. See also the comparison of features in DocTools DocPropertyManager and Word's built-in features for working with custom document properties and DocProperty fields.

To learn more about how to use the built-in functionality in Word for working with document properties, see How properties and DocProperty fields work. You can also open that article from the Support – How to menu.

The story behind the DocTools DocPropertyManager add-in

Custom document properties and DocProperty fields have been in use in most of my Word templates and documents for several years. I find the combination of custom document properties and DocProperty fields very well-suited for many types of data in documents.

I have always found the built-in functionality in Word for working with custom document properties too limited in features. In addition, I find the user interface too inefficient to work with. Therefore, I decided to develop my own tools. I developed the first version of DocTools DocPropertyManager several years ago and I have used it on a daily basis myself. The DocTools DocPropertyManager add-in has also been part of a number of custom Word solutions I have developed for my clients. I have now improved the add-in further and extended it with extra features. Version 2.0 is the first version available from this website.

More details about the document property features in DocTools DocPropertyManager

Understanding custom document properties and DocProperty fields

Word includes a number of built-in properties (Title, Author, etc.) to which you can assign the values you want.
Custom document properties are properties you define yourself. Each custom document property must have a name and a value.
You can add as many custom document properties as you want. Both the name and the value are limited to 255 characters.

Use DocProperty fields to insert the values of custom document properties in documents

You can insert the value of any custom document property (or built-in property) by inserting a field of the type DocProperty. A field in Word is a set of codes that instructs Word to automatically insert material into a document. The field code of a DocProperty field must refer to the relevant custom document property by including the name of the property (see the illustration below). The DocProperty field will then display the value currently assigned to the custom document property. If you change the value of the property and update fields, the new value will be displayed. See the example below.

Example of custom document property and DocProperty field

Example of custom document property and DocProperty field

Left:
Name and value of custom document property.

Top-right:
A DocProperty field has been inserted in a document, showing the value of the custom document property as the field result.

Bottom-right:
The field code of the DocProperty field. The name in the code tells Word which custom document property value to insert.

Maintain data in one place only – repeat the data as many times you want

You can insert as many DocProperty fields as you want. In addition, any number of DocProperty fields can refer to the same custom document property. This way, you can use custom document properties to hold data and you can use DocProperty fields to insert and repeat the data in the document as many times you want. This way, you only have to maintain the value in one place. Even if you delete all DocProperty fields, the custom document properties are preserved in the document, ready for being used later.

Why not just use bookmarks and cross-references to bookmarks to repeat data?

There are other methods in Word to repeat data. For example, you can bookmark a text and have the text repeated elsewhere by inserting a cross-reference to the bookmark. However, a bookmark easily gets deleted – this happens if you delete the bookmarked content – and any cross-reference referring to the bookmark will fail once the bookmark is gone. One of the very big advantages of using custom document properties instead of bookmarks is that custom document properties can exist independently of the content in the document, as explained above – they do not get deleted when editing the document content.

You can also use custom document properties to hold data without using the data in any DocProperty fields. For example, you may use macros that fetch values from custom document properties to perform certain operations.

Four types of custom document properties

Word supports four types of custom document propertiesText, Date, Number, Yes or no. You can also add all four types using DocTools DocPropertyManager. You will find detailed information about the different types in the help included with the add-in. However, it is likely that you will use the type Text for all or almost all custom document properties. 

You will also find more details about how custom document properties and DocProperty fields work in the help built into DocTools DocPropertyManager.


DocPropertyManager tools in the Ribbon

The DocPropertyManager group in the DocTools tab

The DocPropertyManager group in the DocTools tab in the Ribbon

You will find a short description of each command in Overview of DocTools DocPropertyManager commands below.

The Import/Export Properties menu

Import/Export Properties menu

TIP: You can add any of the commands to the Quick Access Toolbar (QAT) if you want. To do this, right-click the desired command and click Add to Quick Access Toolbar.

Help and tips are built into the add-in

If you hover the mouse over a command, you will see a short description of the command. When you select a command that opens a dialog box, the dialog box will show information about what to do. In addition, the Help command in the Help/Settings menu provides comprehensive help.

The Help/Settings menu:

The Help/Settings menu

Example of help that appears when hovering the mouse over a command:

Example of help text that appears on hover on a command - the Manage Properties command

About the Manage Properties and Manage DocProperty Fields commands

The commands Manage Properties and Manage DocProperty Fields let you open two variants of the same dialog box – your control center for working with custom document properties and DocProperty fields.

Both variants of the dialog box show the list of properties currently defined in the active document but the two variants let you perform different actions via buttons below the list. See the illustration below.

You can switch between the two variants via the Manage field. If you want to modify built-in properties (Title, Author, etc.), you can also switch to the built-in dialog box via the Manage field.

The dialog box can remain open as you work. In addition to using the Ribbon commands, you can open it or activate it using the shortcut Ctrl+Shift+Y.

The vaiants of the Document Properties and DocProperty Fields dialog box

The Manage DocProperty Fields variant and the Manage Properties variant of the dialog box shown side by side.

Note that the contents marked by the colored frames and (1) are identical in the two variants whereas the buttons at the bottom of the dialog boxes marked by (2) and (3) are different.

Also, note the red info text below the list. You can see the number of DocProperty fields