Hi Community
I have been given the task to figure out how to put the document version number, from the SharePoint document library, in the footer of all Word documents created in that library.
Is this possible?
We are using SharePoint 2013 and Office 2013.
Regards
Jakob
This requires configuring both SharePoint and your Word document.
TO CONFIGURE SHAREPOINT’S DOCUMENT LIBRARY:
- Go to the document library where you plan to store your version-controlled documents.
- Click on Settings > Document Library Settings
- Click on “Versioning settings” and make sure that you’re either having it “create major versions” or “create major and minor (draft) versions”.
- Click OK.
- Click on “Information management policy settings”
- If your library can handle multiple content types, you’ll see a list of them. Click on “Document”. If it can only handle one content type, skip this step.
- Select “Define a policy…” and click OK.
- Check the “Enable Labels” box, but don’t check either of the other two boxes in that section.
- Type
{Version}into the “Label format” box. - (Optional) You can format the version label.
- Click on the “Refresh” button to see a preview of your version label. It will say something like {_UIVersionString}
- When you’re satisfied with the label’s appearance, click OK.
- To get back to your document library, click on the document library’s name in the breadcrumb trail at the top of the page.
TO CONFIGURE YOUR WORD DOCUMENT:
- Either create a new document in the library or upload one.
- Open the document and edit it.
- Put the cursor wherever you want the version label to appear.
- Go to Insert > Quick Parts > Document Property > Label
- The version label “{_UIVersionString}” will show up in the document.
- Save the document (and choose what the next version should be). You’re all set!
- If you want to test it, close the document and reopen it. The updated version will automatically appear where you put the version label. QTP Training in Chennai | Software Testing Training in Chennai | Big Data Training in Chennai | Primavera Training in Chennai | Selenium Training in Chennai
tested an working for word but how to do it for Powerpoint?
Hello Jakob,
i now feel a little bit bad but as far as I know that isn’t that easy within the standard. Have you ever heard about www.dox42.com? We built a solution focused on solving problems like this with a no code solution. Would be really happy if you try us.
Greets Karl
Worked like a charm for me… Sharepoint 2013 and Word 2013.
After setting up the settings as noted by the url, the Label field was there and I was able to add it to the document.
Initially, it appeared as the {UIVersion} field, until i had a version. You may need to save the document in the library at least once… Also, make sure you have versioning on for the document library you are working with.
Hi Richard
I have tried this approach, but for some reason I do not have the “Label” chioce on the Document Properties” drop down menu i Word. Any idea why?
But I do have an icon called Name in the Barcode section of the ribbon, and if I use this, it inserts the {_UIVersionString} tag in the text – but it doesn’t display the version 😐
I’m confused!
Jakob
We implemented this type of functionality a while back and it is a bit of a pain… This is because the document doesn’t have a “published” version (major) until you actually publish it. When you publish it, it cannot be edited.
I believe the appropriate route is what Karsten Pohnke noted below. Particularly the Information Management Policy approach. Also, the old approach that we used was based on Server Side Event Receivers, which you probably don’t want to use for a SharePoint 2013 solution.
Hi Guys, try this link https://fivep.com.au/sharepoint-news/posts/2013/11/28/insert-sharepoint-version-number-in-a-word-document-through-quick-parts/
cheers
R.
Does anyone have a SharePoint 2019 solution for applying footers with metadata to all Word documents in a library? The convenient Information Management Policy Labeling feature was deprecated in SharePoint 2019.