Templates

[Sandra Johnson]

How do I set up a template so that the data that is
entered into a formtext box is automatically entered in
all other prompts with the same description?

I am new to Word but have a background in Word Perfect and
this feature is automatic in Word Perfect.

Thank you for all your help,
Sandy

 

[Charles Kenyon]

Let me try to rephrase your question in Word terms, that way if I am
mistaken in my assumptions perhaps we can straighten that out right away. I
read your question as:

I want to set up a template as a protected form with fields inserted using
the forms toolbar. At least one of those fields will get information that I
want repeated elsewhere in my form without the user having to retype it. How
can I do this?

Assuming that is your question...
In Word you use a REF field to repeat information marked as a bookmark.
Forms bar fields are automatically given a name which also is a bookmark
holding the "value" of the field. Look at the field's properties to see this
name. You can (and probably should) change it to something more meaningful
than "Text1." While you are looking at the properties, also check the box
for "calculate on exit." This really means "update anything that uses
information from this field."

Assume for the moment that your field's name is "CompanyName." Your REF
field(s) would be { REF "CompanyName" }. The braces here need to be inserted
using Insert => Field or Insert => CrossReference or Ctrl-F9; you can't just
type them, they are special characters.

You are creating what Word calls an "online form." Check this in help. For
more about online forms, follow the links at <URL:
http://www.addbalance.com/word/wordwebresources.htm#Forms> especially Dian
Chapman's series of articles.

If you need to correct my assumptions please also include the version of
Word you are using and what you mean when you say "automatically entered in
all other prompts with the same description."
Hope this helps,
--
Charles Kenyon

Word New User FAQ & Web Directory:
<URL: http://addbalance.com/word/index.htm>

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide)
<URL: http://addbalance.com/usersguide/index.htm>

See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
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[Suzanne S. Barnhill]

Each text box form field has a built-in bookmark. By default these are
Text1, Text2, etc., but you can change them in the Form Field Options
dialog. Where you want the text entered in the form field to be repeated,
insert a cross-reference (Insert | Cross-reference or, in Word 2002, Insert
| Reference | Cross-reference) to the "bookmark text" of the corresponding
bookmark. In the Form Field Options, check "Calculate on exit" so that the
cross-references will update automatically.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
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