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Get information to automatically copy to multiple locations in MS Word 2007

Posted on 2010-09-13
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Last Modified: 2012-06-27
I have a document in Word that I need to insert name and address information each time the document is used. The name is listed in 3 different spots and the address is relisted in 4. There are other smaller things as well that will copy but the name and address is the most.

So my goal, I will be insterting demographic information at the beginning of the document. I would like Word, to automatically copy this data to the various locations througout the document where it belongs.
1 Stipulation: This document is a protected document. I have set it up so only certain spots can be manipulated. The address is editable throughout the doc. This seems like it would be easy, but I have not been able to find the info I need.

Can anyone help?
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Question by:Luuker
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9 Comments
 
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chapmanjw earned 2000 total points
ID: 33669125
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Expert Comment

by:chapmanjw
ID: 33669131
Follow the article and you will create linked form fields that auto update the rest of the linked fields when you edit one of them.
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Author Comment

by:Luuker
ID: 33669563
This looks like exactly what I need! I will try it out tomorrow and let you know how it goes.

Thank you for the quick reply!
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Author Comment

by:Luuker
ID: 33669588
I just thought about something, after I follow your directions (which look very thourough BTW) will the programming changes be saved in the document itself or will each PC need the tools installed to use the DOC. Only I know the password to edit the original document and am trying to keep as much of the "behind-the-scenes" stuff as hidden as possible from the end user of the DOC.
I know usually things like this are in the document itself, but since this is out of my experience, I figured I should ask before it becomes an issue.

Thanks again for the help!
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Expert Comment

by:su_mu
ID: 33670639
1. Select the text that you want to be repeated.
2. Go to
Insert->Text->Quick Parts->Document Property->Abstract
The selected text is marked with Content Control.

3. Now go to another location in the document where you want the text to repeat.
4. Go to Insert->Text->Quick Parts->Document Property->Abstract
The content that you would have selected in step 1will be repeated here now.

You could change the content at any location and it will reflect at all locations.
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Expert Comment

by:chapmanjw
ID: 33672637
Luuker,

No, only the authoring PC (or any PC you want to edit the form itself) needs to have the toolkit installed.  Everything else is taken care of by Word.  
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Author Comment

by:Luuker
ID: 33676371
chapmanjw, this worked perfectly!! I have 9 different fields repeating throughout the document. Now it takes literally 5-8 minutes to fill out instead of the initial 30 like before!! AWESOME!

Now the only thing I have left is the signature. I need a signature at the bottom of the document each time the document is filled out. The inspector carries a tablet in the field with this doc and the owner needs to sign upon completion. I used the Word Add Signature Line, but it will not allow for the signature capture.

Any ideas?
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Expert Comment

by:chapmanjw
ID: 33679942
That field is meant for digital signatures, not hand signatures.  You will need a third-party add-on to do that with your tablet device or use digital ink (http://office.microsoft.com/en-us/excel-help/use-ink-on-a-tablet-pc-HA101841468.aspx?CTT=1) to simply have the user sign on a line you create in Word.
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Author Closing Comment

by:Luuker
ID: 33688633
AWESOME!!
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