Repeating info in header or footer

[PFG]

Hello

I would like to take certain information from the body of the first page of
a letter (in this case name, date of birth and ID #) and place it in either
the header or footer on each of the pages in the letter (in case they get
separated). In other words, the info (which is always placed in the same
place on the first page) is automatically copied to the Header/Footer (or
where I want). I remember vaguely figuring this out several years ago
involving bookmarks and autotext entry but I forgot how. Can anyone point me
in the right direction?

Pat

 

[Peter Jamieson]

There are various ways to do this. I would either:

a. use a SET field to set up each value, and a REF field to insert the value
in each place where you want it. So in this case you might have the
following at the point where you want the date and ID

{ SET dob "2007-06-13" }Date of Birth: { REF dob }
{ SET ID "12345" }ID: { REF ID }

and also put a { REF dob } and { REF ID } in the header/footer where you
need them. You can use Insert|Field to insert these fields.

(If you want to be prompted for the dob and ID you can use

Date of Birth: { ASK dob "Enter the date of birth" }
ID: { ASK ID "Enter the ID" }

and use the same REF fields in the header/footer. However, you may have to
select the document and update the fields (not so easy on Mac if your F9 key
has been reassigned) to do that.

You can also use Document Properties, but I'm not sure the potential payback
is as high on Mac as it can be on Word, and this area has changed in Word
2007 and will probably therefore do so in the next version of Mac Word.

If you want to see how it works...
a. go into File|Properties|Custom
b. in the first instance, type the name of a new property called dob and
fill in a value (I'd stick to text values if you do this), then click Add.
Repeat for the ID. The values can't be set to "" - there has to be at least
a space in there.
c. In the document, use

{ DOCPROPERTY dob }
and
{ DOCPROPERTY ID }

wherever you need the values.

d. to modify the values, go back into the custom properties dialog, select
dob, change the value and click modify, and repeat for ID.

Peter Jamieson

 

[John McGhie]

I would use a StyleRef field in the Header. You can look up STYLEREF fields
in the Help.

You need to create a special style for the text you want to include in the
Header, and format the text with that style. The STYLEREF field will then
display it in the running header for you.

The difference between this and Peter's suggestions is that STYLEREF
displays only the most recent piece of text in the nominated style. You
might have to use three styles to bring in three pieces of information.

But you may find it easier than having to set the contents of Document
Property fields.

Cheers

Hello

I would like to take certain information from the body of the first page of
a letter (in this case name, date of birth and ID #) and place it in either
the header or footer on each of the pages in the letter (in case they get
separated). In other words, the info (which is always placed in the same
place on the first page) is automatically copied to the Header/Footer (orS
where I want). I remember vaguely figuring this out several years ago
involving bookmarks and autotext entry but I forgot how. Can anyone point me
in the right direction?

Pat

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. S33°53'34.20 E151°14'54.50
+61 4 1209 1410, mailto:[email protected]

 

[PFG]

To whom it may concern:


I ended up using the STYLEREF method.

Unfortunately, for a newbie, the WORD directions are pretty arcane and it
took me a bunch of hours to figure it out.

For any newbies in the same predicament, here are the simplified directions
for future reference (WORD 2004 for MAC)

Repeating data in a header/footer


First ID the Data to be repeated

1. Highlight that field
2. Format - Style - New
3. Name it, use paragraph style type and change font as necessary ( or
change it in the document)
4. OK - Apply


To insert the reference to that data in a document or header/footer

1. Cursor in appropriate area, then,
2. Insert - Field
3. Field Name - use Style Ref
4. the click Options, go to- Styles (then pick the style of interest you
just named)
5. Add to field - OK - OK

 

[John McGhie]

Glad you got it working for you

Just to update your directions: It doesn't have to be a Paragraph style: a
Character style is fine )and often, more use because it does not force a
line-break).

You do not have to change the font if you do not want to: the StyleRef field
is interested ONLY in the name of the style, it copies the text unformatted.

Cheers

To whom it may concern:


I ended up using the STYLEREF method.

Unfortunately, for a newbie, the WORD directions are pretty arcane and it
took me a bunch of hours to figure it out.

For any newbies in the same predicament, here are the simplified directions
for future reference (WORD 2004 for MAC)

Repeating data in a header/footer


First ID the Data to be repeated

1. Highlight that field
2. Format - Style - New
3. Name it, use paragraph style type and change font as necessary ( or
change it in the document)
4. OK - Apply


To insert the reference to that data in a document or header/footer

1. Cursor in appropriate area, then,
2. Insert - Field
3. Field Name - use Style Ref
4. the click Options, go to- Styles (then pick the style of interest you
just named)
5. Add to field - OK - OK

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. S33°53'34.20 E151°14'54.50
+61 4 1209 1410, mailto:[email protected]