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  #1  
Old 05-15-2012, 06:47 AM
KristinLeigh KristinLeigh is offline How do I link a Word document to another Word document with automatic update? Windows XP How do I link a Word document to another Word document with automatic update? Office 2007
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Question How do I link a Word document to another Word document with automatic update?
First off, thank you to anyone who can assist me.



I have been working on a policy where I would like to link multiple documents (from both Word and Excel) into a main document. I am able to link the Excel documents how I want them; however, I am having difficulty formatting the Word documents to appear as I need them.

I am wondering:

A) Can I link a Word document to another Word document as an Object > Object > Create from file > Link to file and have it show more than just the first page?

OR

B) Can I link a Word document to another Word document as an Object > Text from file > Insert as link and have it update automatically (without having to go to each link and right-click to "Update Field")?

I need the entire linked document to show within the destination file, and I need the links to update automatically when I open the document.

Please help!
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Old 05-15-2012, 02:28 PM
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A) No.

B) You can make use of the macros below (store them in the Normal template) to force an update of the INCLUDETEXT field(s) created as you insert a file as a link.

Code:
Sub AutoOpen()
Dim oStory As Range
For Each oStory In ActiveDocument.StoryRanges
oStory.Fields.Update
If oStory.StoryType <> wdMainTextStory Then
While Not (oStory.NextStoryRange Is Nothing)
Set oStory = oStory.NextStoryRange
oStory.Fields.Update
Wend
End If
Next oStory
Set oStory = Nothing
End Sub
Code:
Sub AutoNew()
Dim oStory As Range
For Each oStory In ActiveDocument.StoryRanges
oStory.Fields.Update
If oStory.StoryType <> wdMainTextStory Then
While Not (oStory.NextStoryRange Is Nothing)
Set oStory = oStory.NextStoryRange
oStory.Fields.Update
Wend
End If
Next oStory
Set oStory = Nothing
End Sub

For more, see http://www.gmayor.com/installing_macro.htm by fellow MVP Graham Mayor, who also created the code above.
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Old 05-15-2012, 03:54 PM
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Hi KristinLeigh,

You can link Word documents together via INCLUDETEXT fields, which can span multiple pages. When using Insert|Object with 'Link to File', be sure to use the 'Text from File' option; otherwise you'll get a LINK field.

If you want an INCLUDETEXT field to preserve the source document's formatting, etc, position the cursor anywhere in the field and press Shift-F9. The field code will then display, looking something like:
{INCLUDETEXT "C:\\Users\\KristinLeigh\\Documents\\Source.do c"}
Simply add '\!' to the field code, thus:
{INCLUDETEXT "C:\\Users\\KristinLeigh\\Documents\\Source.do c" \!}
and press F9 to update it.

If you go to Insert|Quick Parts|Field and check the INCLUDETEXT entry, you'll see that it has a number of other options as well, any of which you can add as per the above.

If you check Word's option to 'update automatic links at open', you won't need a macro to get the links to update. See under Word Options > Advanced > General.
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Old 05-18-2012, 08:28 AM
KristinLeigh KristinLeigh is offline How do I link a Word document to another Word document with automatic update? Windows XP How do I link a Word document to another Word document with automatic update? Office 2007
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The file I want to use is on a server shared drive within several folders. How do I use the QuickParts function to map that file?

Thanks!
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Old 05-18-2012, 02:39 PM
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Hi KristinLeigh,

Personally, I use Insert|Object with the 'Link to File' and 'Text from File' options, as this allows you to navigate to the source file. If you use Insert|Quick Parts|Field > Includetext, you have to be able to supply the path & filename
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Old 05-21-2012, 07:29 AM
KristinLeigh KristinLeigh is offline How do I link a Word document to another Word document with automatic update? Windows XP How do I link a Word document to another Word document with automatic update? Office 2007
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The problem is that the Word file is multiple pages.
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Old 05-21-2012, 11:07 AM
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If you make use of the Insert File dialog box (Insert tab | Object | Text from File), that won't be a problem. An included file is not an automation (OLE) object, which means it can span several pages.
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Old 10-10-2013, 01:25 PM
teresageorge teresageorge is offline How do I link a Word document to another Word document with automatic update? Windows 7 32bit How do I link a Word document to another Word document with automatic update? Office 2010 32bit
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if i am doing the object | text from file option, my inserted file does not auto update. i have all the boxes checked to do it when opened as well.

if i use the insert | object | object and select link to file, then when i do make updates to the source (inserted file) document, it does prompt upon opening the target document to update linked fields... why doesnt that work if i insert it with the text from file option under object? i am new to this and thanks all for all the great information i constantly read!!
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Old 10-10-2013, 02:11 PM
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Quote:
Originally Posted by teresageorge View Post
why doesnt that work if i insert it with the text from file option under object?
Because there is a fundamental difference between inserting an object and inserting a link to an object. You need to use Insert|Object|Text from file and select link to file.
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Old 10-10-2013, 02:59 PM
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If you click Insert tab | Object | Text from File, Word displays the Insert File dialog box. If you click the arrow on the Insert button and then choose Insert as Link, what you get is an INCLUDETEXT field. These fields do not make use of OLE (that's the difference), and they must be updated manually.
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Old 10-10-2013, 03:22 PM
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Quote:
Originally Posted by Stefan Blom View Post
These fields do not make use of OLE (that's the difference), and they must be updated manually.
Manually, in this case, meaning Ctrl-A, F9 or a Print Preview (with Word's 'update fields before printing' and 'update linked data before printing' options checked).
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Old 10-10-2013, 03:30 PM
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In my experience, INCLUDETEXT fields don't update on Print Preview. It would certainly help if they did.
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Old 01-05-2014, 09:43 AM
virtualasset virtualasset is offline How do I link a Word document to another Word document with automatic update? Windows XP How do I link a Word document to another Word document with automatic update? Office 2010 64bit
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we need to understand how TOC gets updated. Similar concept should work
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Old 01-05-2014, 10:00 AM
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To update a TOC, click inside it and press F9. If prompted, choose to update the entire table.
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Old 01-05-2014, 02:18 PM
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Quote:
Originally Posted by virtualasset View Post
we need to understand how TOC gets updated. Similar concept should work
If you have Word's 'update fields before printing' option checked, the TOC will update automatically upon printing or a Print Preview; otherwise, as Stefan suggested, select the TOC and press F9.
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