paste special feature

[kelly]

I just started using paste special to link text within my word docs. I set
it up on a document that several other users use, and for some reason it
works on my computer but not there computers. Am I missing something?

 

[Jay Freedman]

I just started using paste special to link text within my word docs.
I set it up on a document that several other users use, and for some
reason it works on my computer but not there computers. Am I missing
something?

Well, what you missed is that the links evidently point to files that are on
your hard drive, to which the other computers don't have access.

There are several ways to work around this. The easiest one is to click a
link and press Ctrl+Shift+F9, which changes the link into an unlinked copy
of the material. If you want to keep the document with the link, then use
File > Save As to save the unlinked document to a different file name
instead of just pressing Save.

Another method is to send the linked-to files along with the document, and
have the other users put the files in folders with the same path they have
on your computer. This is easy when the document and the linked files all
live in the same folder; otherwise, it would be best to zip them together
and specify that the zip file should retain the path information.

One more method is to have the linked-to files on a network share that all
of you can access. Depending on how the links are written in the document,
you may have to ensure that you all map the share to the same drive letter.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[kelly]

I'm not linking files, but text within the document. For example, the
address block is repeated 3 times within my document, so I'm linking the 1st
address block with the other 2. The way, it saves us time in typing the
exact information 3 times.

 

[Jay Freedman]

In that case, paste special is the wrong tool. Bookmark the first occurrence,
and then use Insert > Reference > Cross-reference to repeat the same information
elsewhere.

 

[kelly]

Bookmarking didn't work either, the text didn't link to my cross-reference
when I edited the document.

 

[Jay Freedman]

First, make sure the bookmark is still there (in the Options dialog, check
the box to display bookmarks, which will appear as thick square brackets)
and that it surrounds the text instead of sitting next to it.

Also, the cross-references (which are fields) need to be updated after a
change in the text they refer to. You can select all (Ctrl+A) and update
fields (F9); or you can switch to Print Preview and back which will update
all the fields in the document (provided that the Update Fields option is
checked in the Print section of the options dialog).

 

[bsharp]

Jay -

You are awesome! I've been looking for this solution for months! Other
people have had me writing macros, doing all kinds of crazy stuff. I knew
there had to be an easy way. Paste Special works one time for me, but then
not after I saved it. Bookmarking works great. Thank you so much. I create
tons of forms for my clients with repeating info, so this is a real
life-saver for me.

Brian

 

[Graham Mayor]

See http://gregmaxey.mvps.org/Repeating_Data.htm for more detail.

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Graham Mayor - Word MVP


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