Forms and format

[Steven]

I want to create a document that will be used with different companies and I
want to be able to change the company name in one place and have it change
in every place through out the document. How do I do that?

 

[Greg]

Steven

There are many ways. Your subject reads "forms. If you
are using a protected form, you simply need to add
references throughout the document to the text field that
holds the company name. Unprotect your form and double
click the formfield with the company name. Set the field
setting bookmark to CoName. Check the box
marked "calculate of exit." Add REF fields at the other
locations { REF CoName } where the { } is entered with
CTRL+F9. Press ALT+F9 to toggle the field code to the
display, press F9 to update and then reprotect your form.

 

[Steven]

I appreciate your reply but I am having no luck. Would you please explain
the entire process in a way that a rank beginner can understand and follow?
I would appreciate that even more.

Steven

 

[Greg]

Steven,

I will try. Let's perform a quick tutorial.

Open a new document. Type the company name, select it,
and use Insert>Bookmarks to bookmark the selection. Call
it CoName (type in CoName and click add).

Now create a reference to the bookmark. Move down a few
lines and type: REF CoName
Select it and press CTRL+F9. You have just created a
reference field to the bookmark. It should look like this:
{ REF CoName }. Press ALT+F9 to toggle the field code and
press F9 to update adn display the field result.

OK, you should now understand a REF field.

You said you are creating a form. A form is usually
understood to be something that has boilerplate text and
space for users to supply information. For a complete
tuitorial see:
http://word.mvps.org/FAQs/TblsFldsFms/LinesInForms.htm and
the series of linked articles by Dian Chapman.

Here is a simple example.

Open a new blank document. Click View>Toolbars>Forms

Type Company Name: and then click the "ab|" icon on the
form toolbar.

Double click the formfield that is displayed, change the
bookmark name to CoName, and check calculate on exit.

move down a few lines and insert the REF CoName field as
described earlier. Click the padlock icon on the form
toolbar to protect the form. Type in a company name in
the field and hit the tab key.

You should now see the company name repeated where you
placed the REF Field.

Hope this gets you started.

 

[Charles Kenyon]

You normally use a REF field (cross-reference) to repeat text. The original
text is marked with a Word bookmark. This marking happens automatically in
what Word calls an "online form." Check this in help. For more about online
forms, follow the links at
http://addbalance.com/word/wordwebresources.htm#Forms or
http://word.mvps.org/FAQs/Customization/FillinTheBlanks.htm especially Dian
Chapman's series of articles.

Hope this helps,

 

[Steven]

Well, that works, sort of. The document is a confidentiality and
non-disclosure agreement. I want to be able to put in a new company name and
have it update throughout the document, each time, just by putting it in the
one place. Maybe I didn't do it right, but when I changed the value in the
coname slot, it did not update again. Is there something more or do I just
need to practice more?

Steven

 

[Greg Maxey]

Steven,

If you practiced with the simple bookmark and REF field, you need to press
F9 to update REF fields each time after you change the reference.

If you practiced with the protected form method, you need to ensure
"calculate on exit" is checked in the field settings and press tab after
entering a new company name.

 

[Wendy]

Greg, I am working on a similar document. Is it possible to have the document update without using TAB. If the user uses the mouse & clicks on the next field, I find that the document updates sometimes & other times not right away. Is there a macro or something that would have the insertion point move to the next form field as soon as they have selected their choice from the drop down choices (first field). Some users don't know to use TAB.