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When preparing proposals in Word, users often face the issue of accidentally sending outdated customer names. To avoid this, utilize the Fields feature in Word. Instead of manually updating customer names, create a custom field for the customer's name by going to File - Info - Properties - Advanced Properties. Add a field named "customer name" with the current customer's name. When drafting a proposal, insert this field through Insert - Quick Parts - Fields. This ensures accurate and consistent customer names in your documents, eliminating the risk of errors from manual updates.