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  1. #1
    New Lounger
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    Nov 2004
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    Automatically copying text (Word 2003)

    I've set up a few templates that are used to send terms of business letters to clients. Within these documents a lot of data is duplicated, one example being the address, that turns up on page 1, 2, 10 and 15.

    Is there any way that once I have entered it the first time on page 1 it will automatically appear on pages 2 and 10?

    Using a mail merge is not appropriate as it's new information every time and whilst a database would seem to be the more obvious way forward that is not do-able due to not having the software no-one else here is able to use it.

    Thanks in advance for any and all help.

  2. #2
    Plutonium Lounger
    Join Date
    Mar 2002
    Thanked 31 Times in 31 Posts

    Re: Automatically copying text (Word 2003)

    One possibility is to use form fields from the Forms toolbar. Each form field has an associated bookmark, and you can show the contents elsewhere in the document using REF fields. If you tick Calculate on Exit in the properties of the form field, other fields referring to it will be updated automatically when the user tabs out of the form field. A disadvantage of form fields is that they need to be in a protected section of the document.

    Another possibility is to create a unique style for each item to be repeated; you can then use a STYLEREF field to refer to the text.

    Yet another possibility is to prompt the user for this kind of information in a VBA userform, and to store the information in document properties or document variables. You can refer to them in the document using DOCPROPERTY or DOCVARIABLE fields.

  3. #3
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Silicon Valley, USA
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    Re: Automatically copying text (Word 2003)

    <P ID="edit" class=small>(Edited by jscher2000 on 24-Feb-05 09:58. )</P>You might want to try a couple of different things to see what works best for your organization. Since the early days of Word for Windows 2.0, I've always used the STYLEREF approach that Hans mentioned. I have discovered, however, from editing other peoples' documents, that most users prefer to copy and paste the address from another letter or from a web site, etc., rather than type it into my carefully formatted template. Since this may wipe out the style, they then notice errors in other parts of the document and have to fix those manually, which defeats the whole point. Training people not to do this may be more work than creating a UserForm for them to type or paste into in the first place. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    Added: As an alternative to a UserForm, I occasionally have used an ordinary Word table as a way to gather data. See <post#=389256>post 389256</post#> for more information and a sample.

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