word help

[gmacx]

Hi,



Im using word 2007 and have templates where I need to change things like phone numbers and names each time. I then just save over the template.

is there a way to set up a reminder or a prompt to remind me to change these?

My word skills are quite rudimentary, more of an excel user. Many thanks.

[macropod]

Hi gmacx,

What you're describing isn't what Word calls a template - it's a re-usable document.

Word has a number of tools you could use:
• Perhaps the simplest is a FILLIN field, which you can find via Insert|Quick Parts|Field. If you configure Word to update fields before printing, each FILLIN field will prompt you for an update at print time.
• Next up the scale is the ASK field. It's much like a FILLIN field except that, whereas a FILLIN field displays its content at the location where the field is placed, the ASK field simply sets a bookmark instead. You then use cross-references to the bookmark wherever you want the field's contents displayed. This is especially useful if the same detail is to be replicated in numerous places and you don't want to input it in them all.
• The next up the line is formfields. These are found on the Developer tab under 'Legacy Tools'. These include fields for text input, checkboxes and dropdowns. This kind of field is typically used where you want to restrict the user from changing anything except what's provided for by the formfields. The document must be protected for forms before using them. Although they don't automatically provide prompts the way FILLIN and ASK fields do at print time, they can be used to trigger macros that do such things as validating the input.
• Also on the Developer tab under 'Legacy Tools' are ActiveX controls. These are a significant step up from formfields and are normally used with vba code.
• The Developer tab also has the new 'Content Controls' in the same area as the 'Legacy Tools'. These provide similar functions to formfields, without the need for the document to be protected, but can only be used with Word 2007 & later.

I've already meantioned the option to force field updates at print time. What you can also do, with any of the tools mentioned above, is to add one or more macros to the document to provide prompts when a document is opened, closed, saved and/or printed. For example, if you're using FILLIN and/or ASK fields and you want to be prompted whenever the document is opened, you could press Alt-F11 to start the vba editor, select your document's 'ThisDocument' module, and add the following code:

Private Sub Document_Open()
  ActiveDocument.Fields.Update
End Sub

The above is really just scratching the surface of what's possible.

[gmacx]

thank you very much!!