inserting same data more than once

[Scott Richardson]

Hello: How can I insert the same data in various parts of a form without
having to retype the data in each spot. (I am trying to create a document
that will contain the 4 or 5 separate documents needed to commence a probate
proceeding. I would like to have to type the decedent's name just once and
then have it inserted automatically in the several spots it will show on
each of the separate forms.)(I have one continous document and I am using
page breaks to have the separate forms print out separately.)
Appreciate the help. I think mail merge may be where I need to be, but I
can't tell for sure.
Thanks.
Scott in Austin MN

 

[Jay Freedman]

Hi, Scott,

There are a number of ways, but probably the easiest and most foolproof is
to use one of the document properties in the File > Properties dialog.
"Subject" seems to be the most appropriate in this case.

Make a template for the documents -- the easy way is to open an existing
document of this type, click File > Save As, and change the file type to
"Word template (*.dot)" before entering a name and clicking OK. In each spot
in the template where you want the person's name, use Insert > Field to put
in a DocProperty field for the Subject property. Initially you won't see
anything there because the Subject property is blank.

Now open the File > Properties dialog and type "Decedent's Name" in the
Subject field and click OK. Back in the document, you need to update the
fields. You can do this by selecting everything (Ctrl+A) and pressing F9, or
you can just switch to Print Preview and back. Now each spot where you put
the field should say "Decedent's Name".

You may want to go to Tools > Options > Save and check the option for
"Prompt for document properties". This will cause Word to open the
Properties dialog the first time you save a new document, as a safeguard
against forgetting to enter the name. Save the template and close it.

To start a new document, go to File > New and select your template. Again,
open the File > Properties dialog, and change the Subject field to the
actual name of this decedent. Update the fields in the document, and you're
ready to go.