You want every new document based on a template to already show your name, job title, company, email, or other author details without typing them each time. Word stores this information in built-in document properties, which you can insert as fields that update automatically. This article explains how to create a template that pulls author info from your Office account or from custom document properties you define.
By using Quick Parts and fields, you can set up a .dotx file that fills in your author details the moment you create a new document. You will learn how to edit your Office user name, insert Author, Company, and other property fields, and save the file as a reusable template. The method works in Word 2019, Word 2021, and Microsoft 365 on Windows 10 and Windows 11.
Key Takeaways: Building a Template That Pre-fills Author Details
- File > Options > General > Personalize your copy of Microsoft Office > User name: Sets the name that Word inserts into the Author field by default.
- Insert > Quick Parts > Field > Author: Inserts a field that displays the current user name from your Office account.
- Insert > Quick Parts > Document Property > Company: Adds a content control that pulls the company name from the document properties.
- File > Save As > Word Template (.dotx): Saves the file as a template so every new document inherits the fields and formatting.
How Word Stores and Retrieves Author Information
Word maintains a set of built-in document properties such as Author, Company, Manager, and Title. These properties are stored in two places: the Office global user profile and the individual document. When you insert an Author field, Word first checks the document’s own property value. If that value is empty, it falls back to the user name set in File > Options > General.
The key to automatic author info in a template is to insert document property fields or custom fields that pull from the Office account. Because the template itself does not store a fixed value, every new document created from it will show the current user’s information. You can also add custom properties like Department or Email by creating them in the Advanced Properties dialog.
What You Need Before Starting
Make sure your Office user name is correct. This name appears in the Author field by default. If you work in a company that uses Microsoft 365, your Office user name is usually synced from your work account. For personal use, you can set it manually.
Steps to Create a Template That Auto-Fills Author Info
Follow these steps to create a .dotx template that fills in author details automatically when you start a new document.
- Set Your Office User Name
Open Word and go to File > Options > General. Under Personalize your copy of Microsoft Office, type your full name in the User name box. Set the initials if needed. Clear the check box Always use these values regardless of sign in to Office if you want the name to match your Microsoft 365 account. Click OK. This name will be the default Author value for all new documents. - Open a New Blank Document
Press Ctrl + N to create a new blank document. This will be the base for your template. Do not start from an existing document that already has author info filled in, because that value would override the field. - Insert the Author Field
Click where you want the author name to appear, such as the header or a cover page. Go to Insert > Quick Parts > Field. In the Field dialog, select Author from the Field names list. Leave the field properties empty and click OK. Word inserts a field that displays the user name from your Office account. - Insert Additional Document Property Fields
For company name, go to Insert > Quick Parts > Document Property > Company. For other properties like Manager or Title, use Insert > Quick Parts > Field and select the corresponding field name. Each field will display the value from the document properties. If the property is empty, the field shows nothing. - Add Custom Properties If Needed
To include custom info like Department or Email, go to File > Info > Properties > Advanced Properties. Click the Custom tab. Type a name like Department, set Type to Text, enter a default value, and click Add. Then in the document, go to Insert > Quick Parts > Field. Under Field names, choose DocProperty. In the Property list, select Department and click OK. - Design the Rest of the Template
Add any static text, logos, headers, footers, styles, or formatting that should appear in every document. The author fields will update automatically when someone creates a new document from this template. - Save the File as a Word Template
Press F12 to open Save As. In the Save as type dropdown, select Word Template (.dotx). Word automatically changes the folder to the Custom Office Templates folder. Name the file something like CompanyLetter.dotx and click Save. - Test the Template
Close the template. Go to File > New > Personal. Click your template. A new document opens with the author fields filled in with your current Office user name and other property values. If you share this template with a colleague, the fields will show their name instead.
Common Issues and Mistakes When Auto-Filling Author Info
The Author Field Shows the Wrong Name
If the Author field displays a name different from the current user, the document likely has a hard-coded Author property. Go to File > Info and check the Author property under Related People. If it shows a name, right-click it and choose Remove Person. Then the field will use the Office user name.
Company Field Is Blank Even Though the Office Account Has a Company
The Company field pulls from the document’s built-in Company property, not from the Office account. You must manually set the Company property in the template. Go to File > Info > Properties > Advanced Properties > Summary tab and type the company name. Save the template again. New documents will inherit that value.
Fields Do Not Update When Opening a Document From the Template
Fields update only when Word opens the document or when you press F9. If the fields show old data, select the entire document with Ctrl + A and press F9 to refresh all fields. In the template itself, you can also enable automatic field updating: go to File > Options > Advanced > Show document content and set Field shading to Always.
Custom Properties Disappear After Saving as .dotx
Custom properties defined in the Advanced Properties dialog are stored in the template. When you create a new document, the custom properties carry over. If they disappear, check that you added the property to the template file, not to a document based on the template. Reopen the .dotx file and verify the property exists under File > Info > Properties > Advanced Properties.
Word Template Fields vs Manual Text Entry Comparison
| Item | Field-Based Template | Manual Text Entry |
|---|---|---|
| Setup time | 10 minutes once | 30 seconds per document |
| Accuracy | Always pulls current user name | Prone to typos and outdated info |
| Multi-user support | Each user sees their own name | Requires manual editing per user |
| Custom properties | Supports unlimited custom fields | Must retype each time |
| Update method | Automatic on document open | Manual retype |
After you save the template, every new document based on it will show the correct author info without extra typing. To extend your template further, add other built-in fields like Created Date or Last Saved By. For advanced automation, explore the DocProperty field to pull custom metadata from the document properties. Remember to update the template file itself if you change your company name or add new custom fields — changes made to documents based on the template do not affect the original .dotx file.