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Author Topic: Creating a document template..  (Read 3545 times)
anjan_oleti
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« on: October 03, 2008, 02:31:58 AM »

I need to create several long documents.. which are identical, except for certain details which change with every document.
These details are repeated at various places in the document.
For eg. a "name" used, would appear at various places in a document.. and the name would differ for each document

I want to create a template wherein I would enter a new "name" only once.. and it would update that name in all the relevant places in the document.
Like the "name", there would be several other items to be filled at various places.

After all the items which change with every document are entered once, the template would generate a new document complete with new details.

I am looking to do this without much coding-like-stuff involved.
If there is a user-friendly software to do this, it would be great... Any leads??

Thanks!
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Anjan Oleti
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« Reply #1 on: October 03, 2008, 03:06:49 AM »

I'm assuming you are doing this in Microsoft Word.
Here are the instructions on how to do it:

(1) In the places where you want to enter the text to be repeated, go insert a "Text Form Field". Where this button is depends on whether you are using Word 2003 or 2007.
(2) Select one of the Text Form Fields, go Insert -> Bookmark and give it a descriptive name.
(3) In the places where you want the text to be repeated, go Insert -> Cross Reference. In the "Reference Type" drop down box that shows up, select "Bookmarks". Select the bookmark you created in Step 2.

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anjan_oleti
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« Reply #2 on: October 03, 2008, 04:25:54 AM »

...go insert a "Text Form Field". Where this button is depends on whether you are using Word 2003 or 2007...
Thanks for the help!
I use Word 2007... but, am unable to find that button, even after some desperate searching  embarassed
Plzzz elaborate... Thanks!
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Anjan Oleti
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« Reply #3 on: October 03, 2008, 04:44:24 AM »

In Word 2007 it is under the "Developer" portion of the ribbon -> Controls -> Text. You could also use the legacy version of the text form field under -> Controls -> Legacy Tools -> Text Form Field
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« Reply #4 on: October 03, 2008, 06:51:54 AM »

Hello anjan_oleti,
You might also look at TheFormLetterMachine Click Here.
This is software, written by Mouser, specifically written to help with this kind of situation.
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anjan_oleti
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« Reply #5 on: October 03, 2008, 08:29:24 AM »

In Word 2007 it is under the "Developer" portion of the ribbon -> Controls -> Text. You could also use the legacy version of the text form field under -> Controls -> Legacy Tools -> Text Form Field
Oh! Just discovered that the "Developer" tab is not enabled by default... had to enable it through "Word Options > Popular"
Thanks for the help smiley
One question though.. After configuring the entire document, is it possible to use the "update field" command for all the fields in the document, at once?

Hello anjan_oleti,
You might also look at TheFormLetterMachine Click Here.
This is software, written by Mouser, specifically written to help with this kind of situation.
Thanks a lot for pointing it out...
I liked it, but there are few problems with it:
1. It allows a *key* to be used at only ONE PLACE in the document. That doesn't serve my purpose.
2. Less importantly, it works with only plain text... Would be time consuming if the document requires some formatting. Probably, it would be more useful if it were a plugin to Word, blending with other features of Word.
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Anjan Oleti
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« Reply #6 on: October 03, 2008, 09:15:42 AM »

Select all your document content, then right-click, and select "Update Field" and that should update everything in one step. Alternatively, close and open the document.
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anjan_oleti
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« Reply #7 on: October 03, 2008, 10:06:15 AM »

Select all your document content, then right-click, and select "Update Field" and that should update everything in one step. Alternatively, close and open the document.
Works well smiley
Many Thanks!
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Anjan Oleti
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