Embedding Dynamic Elements in a Word Document

[Kerry]

Is it possible to embed dynamic elements in a Word document? We have a set of documents our department uses regularly. However, due to regular organizational changes, the department name, logo, address, etc. change frequently. As a result, within weeks of updating these documents they are out of date again.

I'd like to create a set of templates that draws some fields from a database or other location. Data would include plain text and some graphics.

I've had a look at creating a mailmerge document but the document needs to open like a regular template. It seems that mailmerge documents are kind of clumsy.

Does anyone have ideas on how to do this?

[macropod]

Hi Kerry,

You could have your templates configured with INCLUDETEXT & INCLUDEPICTURE fields that reference the relevant content in 'master' files. That way, you'd only need to update the master files for the changes to be reflected in all documents created from those templates. Of course, the templates would also need to have a 'Document_New' macro that unlinks the INCLUDETEXT & INCLUDEPICTURE fields any newly-created documents, so that a later change in logos etc wouldn't be reflected in those files too.

[Kerry]

Thank you! I'll give that a try. it sounds as though it will work, provided I can find a network drive everyone can access and I have permission to store files there.

[macropod]

Hi Kerry,

Provided someone has permission to store the files there, that someone shouldn't need to be you - simply send them the updates when required.

A 'Document_New' macro for the template, to update & unlink the INCLUDETEXT & INCLUDEPICTURE fields in any newly-created documents would look like:

Private Sub Document_New()
With ActiveDocument.Sections.First.Headers(wdHeaderFooterPrimary).Range.Fields
  .Update
  .Unlink
End With
End Sub