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    How to Track and go to Document areas that update (Word XP)

    I have a document ie a lease that has say 10 areas in 30 pages that need to be changed each time I use it to create a new lease What is the most efficient way of keeping track and making certain that I have changed all the necessary areas. And then getting to these areas easily.
    Jerome

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    Re: How to Track and go to Document areas that update (Word XP)

    One way to do it, is to setup each of the 10 areas so that there is a Bookmark at the beginning. When you change the document, you simply go to each bookmark in succession and make the changes. There maybe a better way to do this with some automation using VBA and maybe someone else can help with that.
    Alternatively, if you have the "lease" setup as a Word template, then you may be able to automate the input of this data for the 10 areas using VBA with an AutoOpen macro. HTH <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

    One thing you did not say was whether or not it is the same information in each of the 10 areas, or whether it is different in each area. If it is the same, then there are some other approaches using Bookmarks and REF fields that could be looked at.

    Ron M

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    Re: How to Track and go to Document areas that update (Word XP)

    thanks, Bookmarks is a good idea. But Can I somehow keep a list of bookmarks open all the time so I don't have to keep going to the menu each time for the next bookmark
    each area has requires different changes. ie number of years of lease, date of lease, garden, names, etc. Just need a way to make certain I updated the lease with all the necessary small changes.
    Jerome

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    Re: How to Track and go to Document areas that update (Word XP)

    To navigate through bookmarks, you can do this:
    1. <LI>Use Edit|Go To... to go to the first bookmark.
      <LI>Make your edits.
      <LI>Click the blue (on my computer it's blue) "next browse object" double-arrow button at the bottom of the vertical scrollbar to go to the next bookmark.
    The illustration is from Word 2000. You probably could also add a macro to a toolbar...
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    Re: How to Track and go to Document areas that update (Word XP)

    Thanks, Did not realize the buttons on the bottom right.
    But need to somehow have a bookmark list floating most of the time so I can quickly go from one bookmark to another
    Jerome

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    Re: How to Track and go to Document areas that update (Word XP)

    Sounds like you might be better of setting the document up as a form template in which the user simply enters data into the required fields. Once the form is created and locked, the user(s) would then be able to simply tab from field to field, without having to manually scroll through the whole document.

    Another approach might be to have all of the variable fields stored as bookmarks on a single page (which doesn't get printed), and links to those from the various points in the document where the text needs to appear - this also enables you to use the same bookmark as a reference in more than one place.

    HTH
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: How to Track and go to Document areas that update (Word XP)

    I imported correctly and it shows up in the vba module see attached photo. But my document does not have a new toolbar.
    What am I doing wrong?
    Jerome
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    • File Type: jpg a.jpg (60.1 KB, 0 views)

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    Super Moderator jscher2000's Avatar
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    Re: How to Track and go to Document areas that update (Word XP)

    Run the first procedure to create the new toolbar. (Sorry I forgot to mention this; I'm going to add it to the earlier post.) If it doesn't show up after that, then it might be an XP thing.

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    Re: How to Track and go to Document areas that update (Word XP)

    Pardon my lack of knowledge, but what do you mean run the first procedure.
    Again my apologies.
    Jerome

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    Re: How to Track and go to Document areas that update (Word XP)

    In Word 2000, which is what I use, we don't have task panes, so the best thing to have floating around is a custom toolbar. With that in mind, I created one that will create a current list of all bookmarks in the document in a drop down control that will cause the insertion point to go to the bookmark when a selection is made.

    Are you generally conversant with the VB Editor? If so, create a sample document, open the editor, position your selection in the Project Explorer on your document, and then import the attached file (you need to first rename it to a .bas file). <font color=blue>Late Addition:</font color=blue> After importing the code, run the procedure SetupCBar to create the toolbar.

    For everyone's reference, here is the code:
    <pre>Sub SetupCBar()
    'Next line for testing only
    CustomizationContext = ThisDocument
    Dim cbarNew As CommandBar
    Set cbarNew = CommandBars.Add("GoToBookmarkToolBar", msoBarTop, , False)
    cbarNew.Visible = True
    Dim cbCtrl As CommandBarControl
    Set cbCtrl = cbarNew.Controls.Add(msoControlButton)
    With cbCtrl
    .Caption = "List Bookmarks"
    .Style = msoButtonCaption
    .OnAction = "Populate"
    End With
    Set cbCtrl = Nothing
    Set cbarNew = Nothing
    End Sub

    Sub Populate()
    Dim cbarDrop As CommandBar
    Set cbarDrop = CommandBars("GoToBookmarkToolBar")
    Do While cbarDrop.Controls.Count > 1
    cbarDrop.Controls(cbarDrop.Controls.Count).Delete
    Loop
    Dim cbCtrl As CommandBarControl
    Set cbCtrl = cbarDrop.Controls.Add(msoControlDropdown, , , , True)
    Dim bmk As Bookmark
    For Each bmk In ActiveDocument.Bookmarks
    cbCtrl.AddItem bmk.Name
    Next
    With cbCtrl
    .OnAction = "GotoBmk"
    .Width = 150
    End With
    Set cbCtrl = Nothing
    Set cbarDrop = Nothing
    End Sub

    Sub GotoBmk()
    Selection.GoTo what:=wdGoToBookmark, _
    Name:=CommandBars("GoToBookmarkToolBar").Controls( 2).Text
    End Sub</pre>

    If you like it, please send an estimate of the first month's improved profitability on your practice to me. <img src=/S/smile.gif border=0 alt=smile width=15 height=15> Tweaks you might want to make include making the toolbar float.

    When the code works the way you want it to, you can save it to your custom template for leases so it is always available. To avoid creating problems with macro security, it would be inadvisable to circulate an actual lease document with the macro code in it.
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    Re: How to Track and go to Document areas that update (Word XP)

    Procedure, in Word, is usually interchangeable with macro. (If I said that on the VBA board, several people might jump down my throat. <img src=/S/grin.gif border=0 alt=grin width=15 height=15> )

    If you are in the editor, click inside SetupCBar and press F5 to run it. If you are inside the Word document, use the Macros dialog to run it. The results should be identical: a new toolbar should appear at the bottom of the toolbar area, just above the ruler.

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    Re: How to Track and go to Document areas that update (Word XP)

    I think I figured it out how to run it but I get a debug error on the line selection.gotwhat see below

    Sub GotoBmk()
    Selection.GoTo what:=wdGoToBookmark, Name:=CommandBars("GoToBookmarkToolBar").Controls( 2).Text
    End Sub

  13. #13
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    Re: How to Track and go to Document areas that update (Word XP)

    Two possible errors here. The three macros need to be run in sequence. After you run the first one manually, the toolbar typically solves the sequencing problem for the other two.
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    Re: How to Track and go to Document areas that update (Word XP)

    I ran each marcro individually, I had to leave the first one to the end and then it worked.
    Very nice, but Can I get the list box to stay up and expanded instead of hitting the down arrow each time. and Sort by how they appear in the document not by name though this is not as needed as having the box fullly expanded
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    Re: How to Track and go to Document areas that update (Word XP)

    Hi Jerome:
    I haven't used XP, but there are some other approaches that you can use that you might consider. If what you have is a template for a lease, where only certain parts change, there are a couple of other alternatives to bookmarks, per se (they actually use bookmarks, but you don't go there directly).

    1. Use Fillin or ASK fields. These will prompt you every time you create a new lease based on your template. Then you can enter the new information into those fields & have them populate bookmarks in the document automatically.
    2. You could use a form with formfields. Then you could protect the document for forms, & tab from one field to the next, making the changes that you needed. There is even a way to change the tab order, if necessary.
    3. You could devise an autotext list field for every place that needed changes, especially if most of the changes are the kind that you would choose from a drop down list, as opposed to typing new information.
    4. You might use a macrobutton field. You could jump from one to the next by pressing F11.

    If any of these interest you, please post back & I'll describe it in more detail.
    Cheers,

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