Most efficient way to replace sections of text in a Word doc.

[Katherine]

I have a 40+ page document that I will be using multiple times. Certain
portions of the text will need to change though, from job to job. For
example, for one job, a sentence may read, "Project Manager JOHN SMITH will
oversee the removal of the BORDER STATION for contract number 123." But for
another job, I will need it to read, "Project Manager BILL JONES will oversee
the LEAD PAINT ABATEMENT for contract number 456."

What is the best way, other than using the Find and Replace tools, to
replace text in a Word document?

Ideally, I would like some sort of "program" which would prompt the user to
enter in the name of the Project Manager, contract name and contract number,
and then replace all necessary sections in the document.

 

[CyberTaz]

Hi Katherine;

There are several possibilities, but which would be "best" depends on a
number of variables not addressed in your message. For example: Other than
the "fill in the blanks" items you described, will other portions of the
document need to be revised from one edition to another? If so, how much? Do
you actually want to effectively discard the previous version & replace it
with the current version or do you want to retain the previous & have each
successive edition generated as a new file?

A more detailed description of your specific need would be most helpful so
as to offer a proper suggestion.

Regards |:>)
Bob Jones
[MVP] Office:Mac

 

[Katherine]

Most of it will be "fll in the blank," but some of those blanks will be
repeated throughout the document. I've been playing with userforms but I'm
having trouble duplicating the content controls by cross referencing
bookmarks. One bookmark needs to be duplicated in a section of an outline and
when I insert the cross reference it changes the outline (inserting a new
line and a new letter "C." for example).

Additionally, I DO want to retain the previous files & have each successive
edition generated as a new file.

 

[CyberTaz]

Well, it sounds like you're on the right track & by saving the finished Form
- long form perhaps, but a form none the less - as a template you should
have what you have described. Opening an existing file & relying on Save As
is very risky business. A template will generate a new doc every time. Just
for clarification though "userform" has a different connotation in the world
of Word & implies automation through VBA as well as collection of data
submitted by way of the userform & transmission to a database.

You might also consider the use of FILL-IN or ASK fields which will
automatically prompt the user for content each time a new doc is generated
based on the form template. That way the use never has to "touch" the
document - the content entered into the prompt is automatically inserted
into the field location in the doc. MACROBUTTON fields are also an option.

The cross-reference approach is OK, but it simply inserts a REF field which
is automatically formatted as a hyperlink. Unless you prefer to have the
hyperlink you can insert just the REF field itself & not have to edit out
the \h switch. It isn't clear why you're having the problem but perhaps the
following article & its various links will help you find the answer more
easily or avoid it altogether:

http://word.mvps.org/faqs/customization/FillinTheBlanks.htm

If you have any specific questions don't hesitate to ask, but I get the
impression you're actually using Win Word on a PC. If that's the case you
might want to post to one of the Win Word groups instead - this one is for
Word on the Mac [Not that you aren't welcome here ]. If you are using a
Mac please specify your exact OS X & Word versions if you need further
assistance. The Office for Windows groups can be gotten to from here:

http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx

Regards |:>)
Bob Jones
[MVP] Office:Mac