Mac – How to add instructional placeholder text to a Word 2007 template

macrosmicrosoft wordmicrosoft-word-2007templates

I am creating a Word 2007 template for others to use as a starting point for creating Product Requirements documents.

I would like to embed instructional text in the template which will guide users through the process of creating the document.

Ideally, I would like for this to function similarly to the way PowerPoint prompts users to enter text for new slides. For example a new slide displays "Click to add title" and then the user can click on that box to type in the title text and the prompt text goes away.

I've found one method of doing this which uses a MACROBUTTON field like this:

{MACROBUTTON No Macro This is the prompt text}

Unfortunately this method does not allow the prompt text to span multiple lines, so it is rather limiting.

I don't really want to use a fill-in field for this, because I don't want to force the user into filling in the text via a dialog box. Similarly, using a form field does not seem appropriate because the user should not be limited to entering the text into a text box.

Is there some other way to accomplishing this in Word 2007?

Best Answer

Content Controls are made for this exact purpose. You can even set the default text which is grayed out and disappears when the user clicks on it.

In order to insert and work with them you need to enable the Developer tab. They are explained in more detail on the MDSN website.

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Try this:

Right click on the field then click Properties.
Ensure field is named as something you can remember
Tick the Calculate on Exit check box
Click OK to close the dialog
Click Insert->Reference->Cross-reference...
Check that Reference type is set to Bookmark and Insert reference to is set to Bookmark text
Select the field whose value you want to use
Click OK

Note that this may not work for all field types.

If you want these references in the header they will not update automatically. To make them update automatically when user exits the source field you need to create a macro:

Select Tools->Macro->Macros... from main menu
Enter UpdateHeader in Macro name text box
Click Create

Using the VBA editor that pops up, replace the default code with the following:

Sub UpdateHeader()
Dim i As Integer

'exit if no document is open
If Documents.Count = 0 Then Exit Sub
Application.ScreenUpdating = False

'Get page count
i = ActiveDocument.BuiltInDocumentProperties(14)

If i >= 1 Then 'Update fields in Header
ActiveDocument.Sections(ActiveDocument.Sections.Count) _
.Headers(1).Range.Fields.Update
End If

Application.ScreenUpdating = True
End Sub

Click the save icon in the VBA editor and close it
Right-click the source field (i.e. one that contains value entered by user) and click Properties.
Select UpdateHeader from the list of macros to run on exit
Click OK

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Click the View tab on the Ribbon and select the Document Map check box in the Show/Hide group.

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