Repeating Data



Sandra Jackson via OfficeKB.com
07-09-2005, 11:04 PM
Reading members’ comments, I’ve come across some really good tips. One was
‘repeating data’ – gregmaxey.mvps.org.

We have one particular Word template (Word 2000) (not forms) where we have to
insert the name of the company and the name of the insurance company many
times throughout. We currently use F11 to a Text Form Field and type in the
required information.

I’ve now followed the steps for the On Life forms and it auto populated the
relevant information into the appropriate places and would like to try and
incorporate these steps into the template.

As my Word knowledge is so limited, am I likely to run into any problems if I
change the template to show “REF text?????” instead of the current form
fields. I’ve also noticed that when I press the Protect Form icon it locks
the whole document. Is there any way round this.

Thanks in advance.

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Charles Kenyon
07-09-2005, 11:04 PM
What you are talking about is 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. You may also want to look at
http://www.word.mvps.org/FAQs/TblsFldsFms/LinesInForms.htm.

See additional notes in line below.

Hope this helps,
--

Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
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"Sandra Jackson via OfficeKB.com" <forum@OfficeKB.com> wrote in message
news:506DBA1B6D7F0@OfficeKB.com...
> Reading members' comments, I've come across some really good tips. One
> was
> 'repeating data' - gregmaxey.mvps.org.
>
> We have one particular Word template (Word 2000) (not forms) where we have
> to
> insert the name of the company and the name of the insurance company many
> times throughout. We currently use F11 to a Text Form Field and type in
> the
> required information.
>
> I've now followed the steps for the On Life forms and it auto populated
> the
> relevant information into the appropriate places and would like to try and
> incorporate these steps into the template.
>
> As my Word knowledge is so limited, am I likely to run into any problems
> if I
> change the template to show "REF text?????" instead of the current form
> fields.

I don't understand this question. Make sure your formfields are set to
calculate on exit if you want to use what is inserted in them elsewhere in
your document.

> I've also noticed that when I press the Protect Form icon it locks
> the whole document. Is there any way round this.

Yes. Put the parts you want protected in separate sections from the rest. I
recommend reading the whole series of articles (even if you don't get parts
of them) if your forms are important to you. They make online forms much
easier to design, use, and understand.

>
> Thanks in advance.
>
> --
> Message posted via http://www.officekb.com

Jay Freedman
07-09-2005, 11:04 PM
On Sun, 26 Jun 2005 15:12:09 GMT, "Sandra Jackson via OfficeKB.com"
<forum@OfficeKB.com> wrote:

>Reading members’ comments, I’ve come across some really good tips. One was
>‘repeating data’ – gregmaxey.mvps.org.
>
>We have one particular Word template (Word 2000) (not forms) where we have to
>insert the name of the company and the name of the insurance company many
>times throughout. We currently use F11 to a Text Form Field and type in the
>required information.
>
>I’ve now followed the steps for the On Life forms and it auto populated the
>relevant information into the appropriate places and would like to try and
>incorporate these steps into the template.
>
>As my Word knowledge is so limited, am I likely to run into any problems if I
>change the template to show “REF text?????” instead of the current form
>fields. I’ve also noticed that when I press the Protect Form icon it locks
>the whole document. Is there any way round this.
>
>Thanks in advance.

Hi Sandra,

Just leave the first form field in place, and replace all the other
form fields for the same piece of information with REF fields. In the
Properties dialog for the one remaining form field, make sure
"Calculate on exit" is checked, because that's what causes the REF
fields to update automatically. There are no "problems" with this.

If you need to have form fields in some parts of the template and
non-field entry in other parts, separate the parts with section breaks
(Insert > Break > Continuous). Use the Tools > Protect Document
dialog* instead of the lock icon, click the option button for Forms,
and then click the Sections button next to it. Uncheck the sections
that should not be protected.

*In Word 2002 and 2003, when you click Tools > Protect Document you
get a task pane instead of a dialog. On the pane, the protection type
is set with a dropdown, and when you choose Forms you'll see the
Sections item as a link below the dropdown instead of a button.

After you've chosen sections this way, you can use the lock icon from
then on, and the selection of sections won't change.

--
Regards,
Jay Freedman
Microsoft Word MVP FAQ: http://word.mvps.org

Sandra Jackson via OfficeKB.com
07-09-2005, 11:04 PM
Thanks, Jay

Is there a quick way to replace all relevant form fields with "REF
NameOfCompany". I've pasted the Form Field and inserted "REF NameOfCompany"
into Find and Replace but can't find a quick way to put in the curly brackets?


Sandra

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Sandra Jackson via OfficeKB.com
07-09-2005, 11:04 PM
Please ignore this question - Find and Replace did work.

S

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Message posted via http://www.officekb.com


Repeating Data