--- title: "Using Text Values in MS Word" description: "Lucanet Disclosure Management allows you to insert individual report values from the MS Excel files of the currently open document into the body text of MS Word files. So-called text values are inserted into the MS Word document." source_url: https://support.lucanet.cloud/en/documentation/disclosure-management/work-with-msoffice/configure-word-file/word-use-variables language: en last_updated: 2023-08-16 --- # Using Text Values in MS Word ## Overview **Disclosure Management** allows you to insert individual report values from the MS Excel files of the currently open document into the body text of MS Word files. So-called **text values** are inserted into the Word document. Text values are references to the actual report values. If values in the Excel documents are changed, e.g. by manual rounding or by importing data, the corresponding text values are updated automatically. It is not necessary to check or adjust the text values manually. ## Inserting Text Values Proceed as follows to insert a text value in MS Word: {% stepper %} {% stepper-step %} Click the three-dot icon in the [Cockpit](https://support.lucanet.cloud/en/documentation/disclosure-management/cockpit-disclmgmt.md) and select **Edit Word file** from the context menu or click the desired Word file in the **MS Word** column. Opening a Word file {% /stepper-step %} {% stepper-step %} The selected Word file is opened. {% /stepper-step %} {% stepper-step %} Place the cursor at the position in the Word document where the text value is to be inserted. {% /stepper-step %} {% stepper-step %} Click **Insert text values** in the Word ribbon. Inserting a text value using the Word ribbon The **Insert text values** window is displayed: 'Insert text values' dialog {% /stepper-step %} {% stepper-step %} Configure the text values to be inserted as required (see section [Configuring a Text Value](#inval)) and then click **Insert**. {% /stepper-step %} {% /stepper %} ## Using Text Values in MS Word You have the following options for configuring text values: ### Source 'Insert text values' area in the 'Insert text values' dialog ### Description The source of the text value is set in the upper part of the **Insert text values** dialog. The following options are available: **Document** When the wizard is opened, the Excel file of the corresponding chapter is automatically preset. If no Excel file with a value column is stored for the corresponding chapter, Disclosure Management searches for the closest Excel document in the structure and enters it. **Chapter** Chapter in which the desired text value is defined **Column** Value column in which the desired text value is defined **Period** Period in which the desired text value is defined **Found Values** The available values with their designation and the current value. The designation is derived from the corresponding [name column](https://support.lucanet.cloud/en/documentation/disclosure-management/work-with-msoffice/excel-files-disclmgmt/define-columns.md) of the Excel document. ### Insert Area for inserting values and deviations in the 'Insert text values' dialog ### Description You have the following options for formatting values: **Unit** Unit of the text value. {% warning-box %} The units offered in the **Unit** drop-down list depend on the table inserted in the Word document. It is not possible to insert the text values in a lower unit than the one stored in the table. {% /warning-box %} - **Value**: Inserts the selected text value at the selected position. - **Percentage variation**: Percentage change in the value compared to the previous period. Inserts the deviation value with a percentage sign. - **Absolute variation**: Absolute change in the value compared to the previous period. Inserts the deviation value with the currently set unit. **Number formatting string** Display of the text value, such as separators or the number of decimal places - **Use absolute value**: Specifies that the report value is used regardless of the sign. - **Use exact imported value**:Specifies that the exact value of the report value is used for the calculation, even if a rounded number is displayed in the text value. {% warning-box %} The two options **Percentage variation** and **Absolute variation** are only displayed if a previous period exists for the selected period {% /warning-box %} **Insert**: Inserts the text value at the current position. Under **Value preview**, the text value is displayed as it will be inserted with the current settings. ### Condition The 'Prefix’ and ‘Postfix’ areas in the 'Insert text values' dialog ### Description Text values can be provided with **prefixes** and **postfixes (suffixes)** and thus dynamically stored, for example **loss** or **profit** or a currency unit such as **EUR**. The following options are available for prefixes and postfixes (suffixes): **Condition** Choose the desired condition from the drop-down list. The defined conditions are checked from top to bottom. The configuration for prefixes and postfixes whose condition is fulfilled first is then executed. **Prefix** Text that is written before a text value when it is inserted. - **Overwrite prefix**: Enables the input field below to enter a prefix that overwrites the existing one. - **Insert whitespace after prefix**:Inserts a protected space after the text entered in the **Prefix** input field. **Postfix (suffix)** Text that is written after a text value when it is inserted. - **Overwrite Postfix**: Enables the input field below to enter a postfix that overwrites the existing one. - **Insert whitespace before postfix:** Inserts a protected space before the text entered in the **Postfix (suffix)** input field. **Other setting** - **Do not show value**: The value is not displayed in the **prefix** and/or **postfix (suffix** ) input fields as soon as the condition is met. - **Switch displayed Sign (+/-)**: Changes the sign of the value of the inserted text value. **Further options in the 'Conditions' area** - Click the plus sign **(+**) to create another restriction. - The buttons in the menu bar of a condition can be used to change the order or delete the condition. Menu bar of a condition - Click to expand or collapse the configuration of a restriction. When collapsed, restrictions are displayed as follows: Folded conditions ## Highlighting Text Values The Word ribbon can be used to highlight inserted document variables and text values in the Word document using the **Highlight text values** button. Highlight text values with the Word ribbon Inserted variables and references to report values are provided with a comment in the Word document and highlighted in color. The comment contains a description of the type of report value and its source.