Referencing + Automatic update of Shared Content in MS Word.

[mitucool]

I wantet to know how I can refer to shared content in Microsoft word from an another word document.

For e.g.


- Document1 contains Shared Content , for e.g. "Legal Rules and Restrictions"

- And now when I create a new brochure "Document2", I should be able to reference the content within the "Document1"

- And when I change the "Document1" , the change should get automatically refelected in "Document2"

I experimented with Cross-referencing in word, but it works only within the document itself.

Can some one please guide me how I could do this ?

Would I have execute some macros ?

Thanks
M

[macropod]

Go to Insert|Object|Text from file, then navigate to the file of interest. Having selected the file, choose 'Link to File' from the 'Insert' dropdown, then OK. If you only want to link to a portion of the source file, bookmark that portion then use the 'Range' option on the 'Insert File' dialogue box.

[mitucool]

Hi ,

Thanks a lot.
- I am able to define the BookMark in "Document1".
- I am also able to reference the BookMark in "Document2"

But when I update the "Document1" and save it and reopen the "Document2" , I am not able to see the changes in the "Document2".

Do you know if I turn on any advanced settings here ?

[macropod]

Go to File|Options|Advanced>General and check the 'Update automatic links at open' option. Other than that, Ctrl-A, F9 should force an update.

[mitucool]

Still does not work.

- Tried F9
- Tried 'Update automatic links at open'


And also attaching what I am currently doing. Any other reasons why does the autoupdate does not work.


(Because everytime i open the "Reference Document" , it still shows me the old values.)

[macropod]

In the target document, press Alt-F9. Your cross-reference should appear something like:
{INCLUDETEXT "C:\\My Documents\\Documentation Project\\Test\\Selling Restrictions.docx" "Selling Restrictions"}

Do you see anything like that? If not, it suggests you inserted the content without the link.

[mitucool]

My link appears as

{ INCLUDETEXT "\\\\mitucool.net\\UserData\\parekhmi\\Desktop\\te streference\\Test\\Selling Restrictions.docx" Selling_Restrictions }

Do I need to have the links as absolute drives ? is it possible that this dont work on the network drive ?

[mitucool]

I also changed the referencing of the Selling Restrictions as "Selling_Restrictions" in the include file, but it still did not work.

[macropod]

AFAIK, the link should work fine with a network path - and you shouldn't change the filename.

So, to clarify:
After creating the link and checking the 'Update automatic links at open' option, you made a change to the 'Selling Restrictions.docx' file (I note you have two files with the same basic name - did you update the correct one?) and saved it? You then re-opened the target document 'Reference to Selling Restrictions.docx'? and it didn't update? Even pressing Ctrl-A, then F9 didn't generate an update?

[mitucool]

oh.

Thanks a lot . It works. I did
- Ctrl-A and then
- F9.

But Checking the 'Update automatic links at open' option does not work.

Or can I insert a macro behind in the word document , which does this ? Would that work ?

[macropod]

A couple of other options to check:
File|Options|General 'update fields before printing' and 'update linked data before printing'. That should be enough to guarantee the document has the current data (even if the source document is updated after opening) when printed.

As for a macro to update the fields on printing, try:

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

Note: this will only update fields in the body of the document - not in the header/footer, for example.

[mitucool]

thanks a lot for your great help. I added the Macro and now it works perfectly.

[mitucool]

Hi

Would you know how I can use the Sharepoint link in the following link ?

{INCLUDETEXT "C:\\My Documents\\Documentation Project\\Test\\Selling Restrictions.docx" "Selling Restrictions"}

thanks
m

[macropod]

I have no experience with SharePoint, so I can't advise on that.

[mitucool]

it works with sharepoint too.

{INCLUDETEXT "C:\\My Documents\\Documentation Project\\Test\\Selling Restrictions.docx" "Selling Restrictions"}

Replace
C:\\My Documents\\Documentation Project\\Test\\Selling Restrictions.docx with the actual sharepoint link. for e.g. the link below.

https://mitucool.net/Test%20Netowrk%...trictions.docx

thanks
M