Word2000: Enter some text in one place in a document and have it show up in another place?

[Richard Gunn]

Hi.

I am having trouble finding the answer to this.

I have a document that is frequently changed - and with
the same text being entered multiple times.

I am trying to put a "cover sheet" on it so the names, dates and other
fields may be entered in that one location and replicated throughout the
document from there.

I have tried "forms" and inserting text boxes but when I go to "insert
field" and put =txtFieldName in (where txtFieldName is the name of my text
box) all I get is "0" displayed.

What am I doing wrong - or is there a better way of attempting this?

Thank you.

Richard

 

[Hilary Ostrov]

Hi.

I am having trouble finding the answer to this.

I have a document that is frequently changed - and with
the same text being entered multiple times.

I am trying to put a "cover sheet" on it so the names, dates and other
fields may be entered in that one location and replicated throughout the
document from there.

I have tried "forms" and inserting text boxes but when I go to "insert
field" and put =txtFieldName in (where txtFieldName is the name of my text
box) all I get is "0" displayed.

What am I doing wrong - or is there a better way of attempting this?

You are part of the way there! On your "cover sheet":

Select the Text Form Field you've created for entering the Name, then
choose Insert->Bookmark. Change Text1 to Name. Do the same for each
of the Text Form Fields, changing the name of the bookmark
accordingly.

Then, in the body of your document, wherever you want the text
repeated:

1. Select Insert->Field->Links and References->REF

2. Click the Options button

3. Click the Bookmarks tab

4. Select the appropriate bookmark -> Add to field

After you've added all the fields, protect your document (click the
"lock" on the Forms toolbar) and save the document as a template.

When you use the template to create a new document, after you've
entered all the information in the "cover sheet" fields, click "Print
Preview" ... this will (or at least should!) update all the fields you
have inserted in the body. Alternatively, you can right-click each of
the blank fields then Update Field.

P.S. If for some reason you need to "unprotect" the document, and want
to protect it again, be sure to Save it before you re-protect, because
when you click the "lock" button, you will lose all the data you have
entered, including any updated field info.

hro

 

[Hilary Ostrov]

On Wed, 10 Dec 2003 20:30:14 GMT, in
<[email protected]>, Hilary Ostrov

To make life easier - as I should have remembered, but just
rediscovered in microsoft.public.word.docmanagement - please amend as
noted below:

On Tue, 9 Dec 2003 12:12:18 +0000 (UTC), in
<[email protected]>, "Richard Gunn"

I have a document that is frequently changed - and with
the same text being entered multiple times.

I am trying to put a "cover sheet" on it so the names, dates and other
fields may be entered in that one location and replicated throughout the
document from there.

[...]

You are part of the way there! On your "cover sheet":

When you create each Text Form Field, in the "Properties/Options"
dialogue, check the "Calculate on Exit" box.

Select the Text Form Field you've created for entering the Name, then
choose Insert->Bookmark. Change Text1 to Name. Do the same for each
of the Text Form Fields, changing the name of the bookmark
accordingly.

Then, in the body of your document, wherever you want the text
repeated:

1. Select Insert->Field->Links and References->REF

2. Click the Options button

3. Click the Bookmarks tab

4. Select the appropriate bookmark -> Add to field

After you've added all the fields, protect your document (click the
"lock" on the Forms toolbar) and save the document as a template.

When you use the template to create a new document, after you've
entered all the information in the "cover sheet" fields, click "Print
Preview" ... this will (or at least should!) update all the fields you
have inserted in the body. Alternatively, you can right-click each of
the blank fields then Update Field.

</delete>

and replace with:

Use the template to create each new document, and as you enter the
information in each "cover sheet" field, it will automatically update
throughout the body of the document wherever you have referenced the
field.

P.S. If for some reason you need to "unprotect" the document, and want
to protect it again, be sure to Save it before you re-protect, because
when you click the "lock" button, you will lose all the data you have
entered, including any updated field info.

hro