Word – Update text based on field content in Word 2010

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I'm creating a form using Microsoft Word 2010. This form contains a simple text box called ProjectName. The text entered into this field shall appear on the document's cover page. How do I do that? If possible the text on the cover page shall be updated as soon as the user either types something in the text field or leaves the field after having typed.

Best Answer

I tested this on Word 2007, and it works fine. Hopefully it should be OK for Word 2010 too.

You have to create a bookmark, and then 'cross-reference' it to automatically update it each time. Say you fill in your name somewhere in your form and want it to update in the cover page automatically.

Follow these steps:

Type in the text box entry and highlight the entire field
Go to Insert > Bookmark and type in a name for the bookmark, as shown below
In the cover page, place your cursor at the the location you want you name to appear and then go to Insert > Cross-reference
Choose the reference type 'Bookmark' and uncheck 'Insert as hyperlink'. The hyperlink would allow you to directly navigate to the cross-reference, which is not what you might want. All you want is to update the cross-reference automatically if the bookmark changes
The cross-reference should appear at the location
Now change the name you entered at your bookmark location by typing the new name before the existing one, and deleting the old name. NOTE: Do not highlight ProjectName and replace it with another name
To update the cross-reference with the new bookmark, select all text in the document and 'Update Fields' using the shortcut ctrl+A and then F9
The cross-reference should be updated automatically as shown below

Test your bookmark/cross-reference pair by repeatedly changing the name and updating fields each time. This nicely auto-updates text throughout your document.

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I know this is a long time since this question was asked, but is is actually possible by adding a custom XML part to your document :)

Create a xml file with the properties you want (you can make this as many levels as you like)

XML exampel:

<?xml version="1.0" encoding="utf-8" ?>

<properties xmlns="CustomDocumentPropperties">
    <document>
        <documentNumber></documentNumber>
        <documentCategory></documentCategory>
    </document>
    <employee>
        <name></name>
        <hireDate></hireDate>
        <title></title>
    </employee>
    <company>
        <address></address>
    </company>
</properties>

Save the file as xml e.g. "MyProperties.xml"

Add the xml file to your document (only tested in word 2013 but should be possible in 2010)

Developer -> XML Mapping Pane

(if your developer ribbon is not visible you can find it in File -> Options -> Costomize Ribbon, and set checkmark in the Developer ribbon tab)

In the XML Mapping Pane click the drop down box and choose 'Add new part...' and select the XML file you just created.
Use the properties in your document

Now your properties has been added to the document and you can use them by selecting your properties in the XML Mapping Pane.

Right-click on the property you want in your document, and choose 'Insert Content Control' and choose the Content Control you like to edit your properties.

Cheers Stine

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