Edit same text in multiple locations

[Angelo]

Hello,

I'm wondering if it's possible to edit an external text file that will
update the text in a master document [with the text in multiple locations on
the master document.

Here's what I mean.

SAMPLEFILE.DOC

Aliquam commodo. TEXT FILED 1 tincidunt velit. Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Cras suscipit, purus ac rutrum consectetuer,
quam enim sodales tortor, a gravida tellus est vel nulla. Sed TEXT FILED 1
vitae turpis. Nulla aliquet eleifend ante. Nulla convallis tortor. Aliquam
erat volutpat. Nullam augue. Aliquam libero augue, auctor id, mollis id,
TEXT FILED 1 amet, nunc.

Nullam quis lectus id mi ultricies iaculis. Aenean euismod laoreet sapien.
Proin pharetra ultrices nisl. Suspendisse TEXT FILED 1 potenti. Proin magna
risus, rutrum a, gravida in, egestas ac, lorem. Aliquam pharetra TEXT FILED
1 tincidunt nisl. Integer iaculis. Cras at mi. Donec quis leo. Maecenas non
tortor. Suspendisse interdum. Vestibulum eget erat. Aliquam erat volutpat.
Phasellus sit amet velit quis mi sodales posuere. Fusce consequat TEXT FILED
1 varius ipsum. Fusce suscipit venenatis nisl. Aliquam cursus viverra metus.
Donec tincidunt tincidunt quam.


Notice the TEXT FILED 1 in multiple locations. I want the TEXT FILED 1 to be
editable by using an external file like you can do with a linked excel sheet
object.

I've tried using an object with a .doc and .txt file but it messes with the
formatting of the text on the master doc because it adds what looks to be an
image placeholder. Ideally, I'd like the formatting of the text to remain
the same while the text itself changes. Find and replace won't accomplish
what I'm trying to achieve which is a master document that has specific text
that can be revised while keeping the whole document editable (not using
templates).

Thanks for any help.

Angelo

 

[Dayo Mitchell]

For entire file: Insert File, and check the "link to file" box in the
dialog. (For a portion of a file, copy the text in the external file, then
Paste Special into the main doc, selecting the "paste link" radio button. )

This will create an IncludeText field containing the inserted/pasted text.
Continue to edit as usual in your external file. Whenever you do anything
with the main doc, be sure to update all fields to pull the latest version
from the external files (select all, F9 to update fields).

Exact instructions for your version may be different, in which case remember
to always post OS and Office version numbers when asking for help.

I assume you are *not* using Word's Master Document feature (if so, stop
now), but just using that phrase.

DM

 

[Angelo]

Hey thanks Dayo!

Works like a charm. The problem I'm having now is that it creates a carriage
return when i update the fields and the included file is only using 2 words
on one line.

___________________

So instead of looking like this:

Aliquam commodo. TEXT FIELD 1 tincidunt velit. Lorem ipsum dolor sit amet

It changes it to look like this:

Aliquam commodo. TEXT FIELD 1
tincidunt velit. Lorem ipsum dolor sit amet
__________________

I'm on Win 2000 with Office 2000 (SR1)

I couldn't do an insert special with a link because that feature was greyed
out. Not sure why...

No I'm not using the master document feature.

Thank you!

For entire file: Insert File, and check the "link to file" box in the
dialog. (For a portion of a file, copy the text in the external file, then
Paste Special into the main doc, selecting the "paste link" radio button. )

This will create an IncludeText field containing the inserted/pasted text.
Continue to edit as usual in your external file. Whenever you do anything
with the main doc, be sure to update all fields to pull the latest version
from the external files (select all, F9 to update fields).

Exact instructions for your version may be different, in which case remember
to always post OS and Office version numbers when asking for help.

I assume you are *not* using Word's Master Document feature (if so, stop
now), but just using that phrase.

DM

Hello,

I'm wondering if it's possible to edit an external text file that will
update the text in a master document [with the text in multiple locations on
the master document.

Here's what I mean.

SAMPLEFILE.DOC

Aliquam commodo. TEXT FILED 1 tincidunt velit. Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Cras suscipit, purus ac rutrum consectetuer,
quam enim sodales tortor, a gravida tellus est vel nulla. Sed TEXT FILED 1
vitae turpis. Nulla aliquet eleifend ante. Nulla convallis tortor. Aliquam
erat volutpat. Nullam augue. Aliquam libero augue, auctor id, mollis id,
TEXT FILED 1 amet, nunc.

Nullam quis lectus id mi ultricies iaculis. Aenean euismod laoreet sapien.
Proin pharetra ultrices nisl. Suspendisse TEXT FILED 1 potenti. Proin magna
risus, rutrum a, gravida in, egestas ac, lorem. Aliquam pharetra TEXT FILED
1 tincidunt nisl. Integer iaculis. Cras at mi. Donec quis leo. Maecenas non
tortor. Suspendisse interdum. Vestibulum eget erat. Aliquam erat volutpat.
Phasellus sit amet velit quis mi sodales posuere. Fusce consequat TEXT FILED
1 varius ipsum. Fusce suscipit venenatis nisl. Aliquam cursus viverra metus.
Donec tincidunt tincidunt quam.


Notice the TEXT FILED 1 in multiple locations. I want the TEXT FILED 1 to be
editable by using an external file like you can do with a linked excel sheet
object.

I've tried using an object with a .doc and .txt file but it messes with the
formatting of the text on the master doc because it adds what looks to be an
image placeholder. Ideally, I'd like the formatting of the text to remain
the same while the text itself changes. Find and replace won't accomplish
what I'm trying to achieve which is a master document that has specific text
that can be revised while keeping the whole document editable (not using
templates).

Thanks for any help.

Angelo

 

[Dayo Mitchell]

Hi Angelo,

Okay, I think possibly I misled you. I'm more familiar with IncludeText to
bring in large blocks of text, not just two words, and it's possible that
for such short entries, there are better tools, though I don't know them.

Insert File is going to bring in the whole text of the doc, including the
paragraph mark at the end of the line. That's where the hard return is
coming from.

Now, to bring in just a portion of a file using IncludeText fields, you need
to bookmark the portion of the file you want, then when you Insert File,
check the Link box, and there should be a space in the dialog to write in
the name of the bookmark you want. You have to create the bookmark first,
in the external file--select the two words, go to Insert Bookmark, and give
it a name. Be sure to create the bookmark without including the paragraph
mark--click ¶ on the standard toolbar to turn on non-printing characters,
and *don't* select the gray ¶ at the end of the line.

Turns out that using Paste Special as a link involves OLE and creates linked
or embedded objects, and while I don't really understand those, better to go
with the simpler option (IncludeText) than the more complicated (OLE).

Hope that helps,
Dayo

Hey thanks Dayo!

Works like a charm. The problem I'm having now is that it creates a carriage
return when i update the fields and the included file is only using 2 words
on one line.

___________________

So instead of looking like this:

Aliquam commodo. TEXT FIELD 1 tincidunt velit. Lorem ipsum dolor sit amet

It changes it to look like this:

Aliquam commodo. TEXT FIELD 1
tincidunt velit. Lorem ipsum dolor sit amet
__________________

I'm on Win 2000 with Office 2000 (SR1)

I couldn't do an insert special with a link because that feature was greyed
out. Not sure why...

No I'm not using the master document feature.

Thank you!

For entire file: Insert File, and check the "link to file" box in the
dialog. (For a portion of a file, copy the text in the external file, then
Paste Special into the main doc, selecting the "paste link" radio button. )

This will create an IncludeText field containing the inserted/pasted text.
Continue to edit as usual in your external file. Whenever you do anything
with the main doc, be sure to update all fields to pull the latest version
from the external files (select all, F9 to update fields).

Exact instructions for your version may be different, in which case remember
to always post OS and Office version numbers when asking for help.

I assume you are *not* using Word's Master Document feature (if so, stop
now), but just using that phrase.

DM

Hello,

I'm wondering if it's possible to edit an external text file that will
update the text in a master document [with the text in multiple locations on
the master document.

Here's what I mean.

SAMPLEFILE.DOC

Aliquam commodo. TEXT FILED 1 tincidunt velit. Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Cras suscipit, purus ac rutrum consectetuer,
quam enim sodales tortor, a gravida tellus est vel nulla. Sed TEXT FILED 1
vitae turpis. Nulla aliquet eleifend ante. Nulla convallis tortor. Aliquam
erat volutpat. Nullam augue. Aliquam libero augue, auctor id, mollis id,
TEXT FILED 1 amet, nunc.

Nullam quis lectus id mi ultricies iaculis. Aenean euismod laoreet sapien.
Proin pharetra ultrices nisl. Suspendisse TEXT FILED 1 potenti. Proin magna
risus, rutrum a, gravida in, egestas ac, lorem. Aliquam pharetra TEXT FILED
1 tincidunt nisl. Integer iaculis. Cras at mi. Donec quis leo. Maecenas non
tortor. Suspendisse interdum. Vestibulum eget erat. Aliquam erat volutpat.
Phasellus sit amet velit quis mi sodales posuere. Fusce consequat TEXT FILED
1 varius ipsum. Fusce suscipit venenatis nisl. Aliquam cursus viverra metus.
Donec tincidunt tincidunt quam.


Notice the TEXT FILED 1 in multiple locations. I want the TEXT FILED 1 to be
editable by using an external file like you can do with a linked excel sheet
object.

I've tried using an object with a .doc and .txt file but it messes with the
formatting of the text on the master doc because it adds what looks to be an
image placeholder. Ideally, I'd like the formatting of the text to remain
the same while the text itself changes. Find and replace won't accomplish
what I'm trying to achieve which is a master document that has specific text
that can be revised while keeping the whole document editable (not using
templates).

Thanks for any help.

Angelo