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#1
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Forms
I am creating form letters to go to varios people. These letters I have
placed on separate pages and are saved under the one document.There is a lot of information in Drop down boxes and Text field that are duplicated in each form letter. I would like to know, using "Word 6" how I can set this document up so only to write the information in once and have it duplicate in the appropriate places through the document? |
#2
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Mitch,
You are using a protected or online form. All of those textfields and dropdown fields have bookmark name. Unprotect and double click one of the fields. If it is a text field it will have a name like Text1, Text2, etc. a dropdown is Dropdown1, etc. You can use these or change them to whatever you like to duplicate this data elsewhere in the document. Lets same the first Text box contains a client name. Double click the box and change the bookmark to cName and check the box "calculate on exit." Now go to two or three other places in the document and type cName. Select the first cName and press CTRL+F9, repeat for the other places. This creates REF fields to the bookmark named cName. Press ALT+F9 twice to toggle the field codes. Protect your form. Type a name in the cName field and tab out. Viola. "Mitch" wrote: I am creating form letters to go to varios people. These letters I have placed on separate pages and are saved under the one document.There is a lot of information in Drop down boxes and Text field that are duplicated in each form letter. I would like to know, using "Word 6" how I can set this document up so only to write the information in once and have it duplicate in the appropriate places through the document? |
#3
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A much more efficient approach for form letters, however, would be a mail
merge. See these articles: How to create a Mail merge http://word.mvps.org/FAQs/MailMerge/...AMailMerge.htm Creating a mail merge Data Source http://word.mvps.org/FAQs/MailMerge/...DataSource.htm -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Greg" wrote in message news Mitch, You are using a protected or online form. All of those textfields and dropdown fields have bookmark name. Unprotect and double click one of the fields. If it is a text field it will have a name like Text1, Text2, etc. a dropdown is Dropdown1, etc. You can use these or change them to whatever you like to duplicate this data elsewhere in the document. Lets same the first Text box contains a client name. Double click the box and change the bookmark to cName and check the box "calculate on exit." Now go to two or three other places in the document and type cName. Select the first cName and press CTRL+F9, repeat for the other places. This creates REF fields to the bookmark named cName. Press ALT+F9 twice to toggle the field codes. Protect your form. Type a name in the cName field and tab out. Viola. "Mitch" wrote: I am creating form letters to go to varios people. These letters I have placed on separate pages and are saved under the one document.There is a lot of information in Drop down boxes and Text field that are duplicated in each form letter. I would like to know, using "Word 6" how I can set this document up so only to write the information in once and have it duplicate in the appropriate places through the document? |
#4
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The "Calculate on Exit" option wasn't added until Word 97 so a macro
would need to be used to update the fields. I agree with Suzanne, if the Word form is being utilized to generate multiple letters then mail merge would be a better tool. -- Please post all follow-up questions to the newsgroup. Requests for assistance by email can not be acknowledged. ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP Word FAQ: http://mvps.org/word TechTrax eZine: http://mousetrax.com/techtrax/ MVP FAQ site: http://mvps.org/ "Greg" wrote in message news Mitch, Double click the box and change the bookmark to cName and check the box "calculate on exit." "Mitch" wrote: I would like to know, using "Word 6" how I can set this document up so only to write the information in once and have it duplicate in the appropriate places through the document? |
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