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  1. #1
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    Linking within Word XP (Word XP - Linking within the document)

    One of my co-workers has a Word document with form fields. What he wants to do is enter data in a field and have the information automatically placed into another field in the document. There must be an easy way to do this, but I cannot seem to get it work.

    Please see attached for example.
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  2. #2
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    Re: Linking within Word XP (Word XP - Linking within the document)

    You can use cross references.
    - Unprotect the document if necessary.
    - Double click the start date form field.
    - Enter a bookmark name, for example StartDate.
    - Tick the "Calculate on exit" check box.
    - Click OK.
    - Select the position where you want the start date to appear.
    - Select Insert | Reference | Cross Reference...
    - Select Bookmark from the Reference type dropdown list.
    - Select Bookmark text from the Reference dropdown list (if necessary)
    - Select the StartDate bookmark in the list of available bookmarks.
    - Click OK.
    - Repeat for the end date.
    - Protect the document for forms.

  3. #3
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    Re: Linking within Word XP (Word XP - Linking within the document)

    This would be easy to do if the second place the text appears doesn't need to be another field. Double click the field where start date is entered and give it a bookmark name (e.g. StartDate) similarly give the second field a bookmark name of EndDate. Also check the "Calculate on Exit" box so that changes to the field get propagated correctly.

    Replace the other two fields with REF fields { REF StartDate } and { REF EndDate } respectively.

    I have made these changes and reposted your document (I also modified the 2 data entry fields to only accept dates).

    StuartR
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    Re: Linking within Word XP (Word XP - Linking with

    Thanks for the replies. I went to Stuart's suggestion. Works great!

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    Re: Linking within Word XP (Word XP - Linking within the document)

    This Word document also has an Excel spreadsheet incorporated. Is there a way to link 2 excel cells to the Word portion of the document.? For example, assume that cell D5 in the Excel portion has a sum command. The client would like to have the total from D5 be entered also into a paragraph in the Word portion of the document.

    Thanking you in advance.

    I have found how to link the cell to the Word document thro' Paste/Special. However, it will not automatically update in Word. I have to force an update.

  6. #6
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    Re: Linking within Word XP (Word XP - Linking within the document)

    <UL><LI>Double click the embedded excel worksheet to activate it
    <LI>Select Cell D5
    <LI>Edit Copy
    <LI>Click at the point in the word document where you want the value
    <LI>Edit paste special
    <LI>Select the "Paste Link" checkbox
    <LI>Choose the format you want
    <LI>OK[/list]StuartR

    Edited to add I have just noted your comment about links not updating.

    Is this an embedded worksheet or is it a linked worksheet (is there a separate Excel file or is it just inside the word document)
    If it is embedded then it appears to work
    If it is external then you need to set the link to "Automatically update at open"

    SR

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    Re: Linking within Word XP (Word XP - Linking within the document)

    Thanks for the further information. Excel is embedded. However, when I re-open the document I get the message about being linked to another file and do I want to up-date the links. Click OK and everything seems to run OK.

    I say that the file is embedded because I have to open Word and then edit the Excel sheet. This seems to correspond to the inforamtion taken from Page 143 of "Using Microsoft Office XP" in the section "Embedding versus Linking".

  8. #8
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    Re: Linking within Word XP (Word XP - Linking within the document)

    We are getting to the limits of my experience of object embedding and linking, so maybe someone else would like to jump in here, in the meantime can you answer a couple of questions...

    Edit > Links and see if there is a link to an external file, which checkboxes are checked.
    Double click the embedded object - does it open as a separate Excel file, or as an object inside Word?

    StuartR

    Edited to addIf I insert an object that is an external Excel file then the only time that changes to that file get automatically updated in word is when you Open the word document. I don't know any way to deal with this if you need the updates to be automatic when word is already open.

  9. #9
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    Re: Linking within Word XP (Word XP - Linking within the document)

    When i go to Edit>Links, Links is greyed out.

    Double clicking opens Excel as an object in Word.

    Everything that the client wanted is working to his satisfaction. Saves some time in getting the document completed. If he is happy, I'm happy and thanks to the forum for helping me to learn some more Word features.

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