Automating display of For Official Use Only

[erik_gregory]

Here's a real challenge for anyone up to it. In government documents we must
type (FOUO) in a paragraph that contains for official use only information.
Now, according to government rules, we must then type For Official Use Only
in the footer on the same page. Now, this is a very manual and labor
intensive process that I'm sure can be automated. Can a script be written so
that if (FOUO) is typed, Word automatically puts the phrase "For Official
Use Only" in the footer of the same page? Thanx for any info.!

 

[Doug Robbins - Word MVP]

Not too difficult.

Create a new character style. I called the one I used "Official". Now type
(FOUO) and select it and apply that style to it. Then with that selected,
from the Tools menu, select Autocorrect options and on the AutoCorrect tab,
you should see (FOUO) in the "With:" section of the "Replace as you type
area" click with the mouse on the "Formatted text" radio button and in the
"Replace:" section type fouo then click on add. Now in your document,
whenever you type fouo and press the space bar, it will be replaced by
(FOUO) formatted with the "Official" style.

Now in the footer, insert the following field construction

{ IF { STYLEREF Official } = "(FOUO)" "FOR OFFICIAL USE ONLY" "" }

Now on any page on which you do not want the "FOR OFFICIAL USE ONLY" to
appear, just select something and apply the Official Style to it.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[erik_gregory]

Thanx. Word now automatically converts (FOUO) to Official style, but I'm
having some trouble getting the "For Official Use Only" statement to appear
in the footer.
When you write "insert the following field construction" I went to
Insert>Field and clicked on the Formula button. I typed in your statement but
no field appeared in the footer. Going multiple pages and updating the
document didn't help either. I must have missed a step. Any idea where I may
have gone wrong? Thanx!

Erik