Can I link form fields within a Word document?

[Guest]

I am trying to link form fields with a Word document so that I can enter a
value into a field, and it populates other fields on the form.

 

[Charles Kenyon]

Unless you want to be able to change them in the other places, you don't
want form fields for the repetitions but rather REF fields. See
http://gregmaxey.mvps.org/Repeating_Data.htm.

What you are talking about is what Word calls an "online form." For more
about online forms, follow the links at
http://addbalance.com/word/wordwebresources.htm#Forms or
http://word.mvps.org/FAQs/Customization/FillinTheBlanks.htm especially Dian
Chapman's series of articles.

Hope this helps,
--

Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

 

[Guest]

I am having a similar problem, but with linking form fields bwteen several
word docs. The forms i am creating have the patient info on the top of each
form/template. I would like to have the patient info be transferred to the
other forms. How would i do this?

Any help is greatly appreciated!

Corry

 

[David]

Aren't there any proper help files for Microsoft products anymore? I opened
help, clicked on 'Can I link form fields within a word document?' and got
sent to this discussion group which then has links to other sites with
vaguely related stuff, most of which is out of date. If I just wanted a bunch
of links related to the topic I could just Google it. Is there anywhere I can
find proper help files or a manual?

 

[macropod]

Hi David,

Instead of linking the formfields (which is quite simple), why not use cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field (Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation' and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source formfield's name.

 

[i.t.'s nightmare]

Macropod,

I am trying to do something similar but with Drop-Down form fields. My form
has drop downs for the user to choose their heading in a table. I would then
like to carry that choice through the other headers below so they do not have
to duplicate or complete the drop down header throughout the document. When
I followed your instructions below (which were great!), I was able to get it
to duplicate the first drop-down option, but when I changed it, it did not
update. Help!

Hi David,

Instead of linking the formfields (which is quite simple), why not use cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field (Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation' and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]

Aren't there any proper help files for Microsoft products anymore? I opened
help, clicked on 'Can I link form fields within a word document?' and got
sent to this discussion group which then has links to other sites with
vaguely related stuff, most of which is out of date. If I just wanted a bunch
of links related to the topic I could just Google it. Is there anywhere I can
find proper help files or a manual?

 

[i.t.''s nightmare]

Macropod,

Figured it out! Would help if I check the box stating Calclate on Exit.

Thanks!

Hi David,

Instead of linking the formfields (which is quite simple), why not use cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field (Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation' and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]

Aren't there any proper help files for Microsoft products anymore? I opened
help, clicked on 'Can I link form fields within a word document?' and got
sent to this discussion group which then has links to other sites with
vaguely related stuff, most of which is out of date. If I just wanted a bunch
of links related to the topic I could just Google it. Is there anywhere I can
find proper help files or a manual?

 

[Graham Mayor]

Calculate on exit will only work if the REF fields are in the body of the
document, Otherwise you would have to use a macro to run on exit from the
field to update. If you prefer to avoid macros in a form for distribution
then create character styles to apply to the fields and use StyleRef fields
in the header/footer which will update automatically to call those styles
content.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

Macropod,

Figured it out! Would help if I check the box stating Calclate on
Exit.

Thanks!

Hi David,

Instead of linking the formfields (which is quite simple), why not
use cross-references to their bookmark names (Insert|Cross-Reference

Bookmark), or create a formula field (Insert|Field > Formula) if

you're trying to do maths?

To link one formfield to another, simply set its type to
'calculation' and insert the relevant equation (referencing the
source formfields) or, for text, use REF Text1 (where 'Text1' is the
source formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]

Aren't there any proper help files for Microsoft products anymore?
I opened help, clicked on 'Can I link form fields within a word
document?' and got sent to this discussion group which then has
links to other sites with vaguely related stuff, most of which is
out of date. If I just wanted a bunch of links related to the topic
I could just Google it. Is there anywhere I can find proper help
files or a manual?

 

[Peter Hansen]

I would like to get some help myself and I saw macropod's name and remembered
that he had helped me before: I just upgraded from office professional 2003
to office professional 2007. I had created a form in Word 2003 with
cross-references and bookmark names that worked great. In order to move from
one form field to the next I would hit "tab." But, in order to do so, I had
to do something first like lock the document or lock the fields, otherwise by
hitting tab I just rearranged the form by pushing the form field to the right
instead of going into the next field so that I could type in it. I can't
seem to find the same button to hit in order to lock the document so that I
can tab through and enter the information in the various fields. How do I do
this in Word 2007?

"macropod"

Hi David,

Instead of linking the formfields (which is quite simple), why not use cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field (Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation' and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]

Aren't there any proper help files for Microsoft products anymore? I opened
help, clicked on 'Can I link form fields within a word document?' and got
sent to this discussion group which then has links to other sites with
vaguely related stuff, most of which is out of date. If I just wanted a bunch
of links related to the topic I could just Google it. Is there anywhere I can
find proper help files or a manual?

 

[Suzanne S. Barnhill]

You have to protect the document, and Word 2007 does make this unnecessarily
difficult. If you plan to be working with form fields, you need to first
enable the Developer tab, which you do by checking the box for "Show
Developer tab in the Ribbon" in Office Button | Word Options | Popular.

Then, on the Developer tab, you will see, in the Controls group, a button
for Legacy Tools, which opens some palettes that include the Legacy Forms
tools. Alas, the padlock button to lock/unlock forms is not among that group
(though you can add it to the QAT; it's under All Commands as Lock).
Instead, you must use Developer | Protect Document | Restrict Formatting and
Editing, which will open the Protect Document task pane, in which you must
check "2. Editing restrictions," then select "Filling in forms," then click
"Yes, Start Enforcing Protection." Whew!

To be fair, you can access the same Protect Document button (and the task
pane) from the Protect group on the far right end of the Review tab, but you
do need to add the Developer tab if you're actually going to be creating new
forms using the legacy form fields (or, for that matter, the new content
controls).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

I would like to get some help myself and I saw macropod's name and
remembered
that he had helped me before: I just upgraded from office professional
2003
to office professional 2007. I had created a form in Word 2003 with
cross-references and bookmark names that worked great. In order to move
from
one form field to the next I would hit "tab." But, in order to do so, I
had
to do something first like lock the document or lock the fields, otherwise
by
hitting tab I just rearranged the form by pushing the form field to the
right
instead of going into the next field so that I could type in it. I can't
seem to find the same button to hit in order to lock the document so that
I
can tab through and enter the information in the various fields. How do I
do
this in Word 2007?

"macropod"

Hi David,

Instead of linking the formfields (which is quite simple), why not use
cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field
(Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation'
and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source
formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]

Aren't there any proper help files for Microsoft products anymore? I
opened
help, clicked on 'Can I link form fields within a word document?' and
got
sent to this discussion group which then has links to other sites with
vaguely related stuff, most of which is out of date. If I just wanted a
bunch
of links related to the topic I could just Google it. Is there anywhere
I can
find proper help files or a manual?

 

[Jay Freedman]

There is a simpler way for just protecting and unprotecting forms that
already exist. In Word 2007, go to Office button > Word Options >
Customize. Set the category dropdown to Commands Not in the Ribbon.
Select the Lock command and click the Add button to put it on the
Quick Access Toolbar. The Lock button toggles forms protection, just
like the one on the Forms toolbar in Word 2003.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the
newsgroup so all may benefit.

You have to protect the document, and Word 2007 does make this unnecessarily
difficult. If you plan to be working with form fields, you need to first
enable the Developer tab, which you do by checking the box for "Show
Developer tab in the Ribbon" in Office Button | Word Options | Popular.

Then, on the Developer tab, you will see, in the Controls group, a button
for Legacy Tools, which opens some palettes that include the Legacy Forms
tools. Alas, the padlock button to lock/unlock forms is not among that group
(though you can add it to the QAT; it's under All Commands as Lock).
Instead, you must use Developer | Protect Document | Restrict Formatting and
Editing, which will open the Protect Document task pane, in which you must
check "2. Editing restrictions," then select "Filling in forms," then click
"Yes, Start Enforcing Protection." Whew!

To be fair, you can access the same Protect Document button (and the task
pane) from the Protect group on the far right end of the Review tab, but you
do need to add the Developer tab if you're actually going to be creating new
forms using the legacy form fields (or, for that matter, the new content
controls).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

I would like to get some help myself and I saw macropod's name and
remembered
that he had helped me before: I just upgraded from office professional
2003
to office professional 2007. I had created a form in Word 2003 with
cross-references and bookmark names that worked great. In order to move
from
one form field to the next I would hit "tab." But, in order to do so, I
had
to do something first like lock the document or lock the fields, otherwise
by
hitting tab I just rearranged the form by pushing the form field to the
right
instead of going into the next field so that I could type in it. I can't
seem to find the same button to hit in order to lock the document so that
I
can tab through and enter the information in the various fields. How do I
do
this in Word 2007?

"macropod"

Hi David,

Instead of linking the formfields (which is quite simple), why not use
cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field
(Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation'
and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source
formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]


Aren't there any proper help files for Microsoft products anymore? I
opened
help, clicked on 'Can I link form fields within a word document?' and
got
sent to this discussion group which then has links to other sites with
vaguely related stuff, most of which is out of date. If I just wanted a
bunch
of links related to the topic I could just Google it. Is there anywhere
I can
find proper help files or a manual?

 

[Suzanne S. Barnhill]

That would be the part where I said, "though you can add it to the QAT; it's
under All Commands as Lock." <g>

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

There is a simpler way for just protecting and unprotecting forms that
already exist. In Word 2007, go to Office button > Word Options >
Customize. Set the category dropdown to Commands Not in the Ribbon.
Select the Lock command and click the Add button to put it on the
Quick Access Toolbar. The Lock button toggles forms protection, just
like the one on the Forms toolbar in Word 2003.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the
newsgroup so all may benefit.

You have to protect the document, and Word 2007 does make this
unnecessarily
difficult. If you plan to be working with form fields, you need to first
enable the Developer tab, which you do by checking the box for "Show
Developer tab in the Ribbon" in Office Button | Word Options | Popular.

Then, on the Developer tab, you will see, in the Controls group, a button
for Legacy Tools, which opens some palettes that include the Legacy Forms
tools. Alas, the padlock button to lock/unlock forms is not among that
group
(though you can add it to the QAT; it's under All Commands as Lock).
Instead, you must use Developer | Protect Document | Restrict Formatting
and
Editing, which will open the Protect Document task pane, in which you must
check "2. Editing restrictions," then select "Filling in forms," then
click
"Yes, Start Enforcing Protection." Whew!

To be fair, you can access the same Protect Document button (and the task
pane) from the Protect group on the far right end of the Review tab, but
you
do need to add the Developer tab if you're actually going to be creating
new
forms using the legacy form fields (or, for that matter, the new content
controls).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

I would like to get some help myself and I saw macropod's name and
remembered
that he had helped me before: I just upgraded from office professional
2003
to office professional 2007. I had created a form in Word 2003 with
cross-references and bookmark names that worked great. In order to move
from
one form field to the next I would hit "tab." But, in order to do so, I
had
to do something first like lock the document or lock the fields,
otherwise
by
hitting tab I just rearranged the form by pushing the form field to the
right
instead of going into the next field so that I could type in it. I
can't
seem to find the same button to hit in order to lock the document so
that
I
can tab through and enter the information in the various fields. How do
I
do
this in Word 2007?

"macropod"

Hi David,

Instead of linking the formfields (which is quite simple), why not use
cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field
(Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to 'calculation'
and insert the relevant equation (referencing the source
formfields) or, for text, use REF Text1 (where 'Text1' is the source
formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]


Aren't there any proper help files for Microsoft products anymore? I
opened
help, clicked on 'Can I link form fields within a word document?' and
got
sent to this discussion group which then has links to other sites
with
vaguely related stuff, most of which is out of date. If I just wanted
a
bunch
of links related to the topic I could just Google it. Is there
anywhere
I can
find proper help files or a manual?

 

[Graham Mayor]

Better still install Greg Maxey's add-in which restores the familiar Forms
toolbar commands to the Developer Tab
http://gregmaxey.mvps.org/Classic Form Controls.htm

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

That would be the part where I said, "though you can add it to the
QAT; it's under All Commands as Lock." <g>

There is a simpler way for just protecting and unprotecting forms
that already exist. In Word 2007, go to Office button > Word Options

Customize. Set the category dropdown to Commands Not in the Ribbon.

Select the Lock command and click the Add button to put it on the
Quick Access Toolbar. The Lock button toggles forms protection, just
like the one on the Forms toolbar in Word 2003.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the
newsgroup so all may benefit.

You have to protect the document, and Word 2007 does make this
unnecessarily
difficult. If you plan to be working with form fields, you need to
first enable the Developer tab, which you do by checking the box
for "Show Developer tab in the Ribbon" in Office Button | Word
Options | Popular. Then, on the Developer tab, you will see, in the
Controls group, a
button for Legacy Tools, which opens some palettes that include the
Legacy Forms tools. Alas, the padlock button to lock/unlock forms
is not among that group
(though you can add it to the QAT; it's under All Commands as Lock).
Instead, you must use Developer | Protect Document | Restrict
Formatting and
Editing, which will open the Protect Document task pane, in which
you must check "2. Editing restrictions," then select "Filling in
forms," then click
"Yes, Start Enforcing Protection." Whew!

To be fair, you can access the same Protect Document button (and
the task pane) from the Protect group on the far right end of the
Review tab, but you
do need to add the Developer tab if you're actually going to be
creating new
forms using the legacy form fields (or, for that matter, the new
content controls).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

message I would like to get some help myself and I saw macropod's name and
remembered
that he had helped me before: I just upgraded from office
professional 2003
to office professional 2007. I had created a form in Word 2003 with
cross-references and bookmark names that worked great. In order to
move from
one form field to the next I would hit "tab." But, in order to do
so, I had
to do something first like lock the document or lock the fields,
otherwise
by
hitting tab I just rearranged the form by pushing the form field
to the right
instead of going into the next field so that I could type in it. I
can't
seem to find the same button to hit in order to lock the document
so that
I
can tab through and enter the information in the various fields. How do
I
do
this in Word 2007?

"macropod"

Hi David,

Instead of linking the formfields (which is quite simple), why
not use cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field
(Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to
'calculation' and insert the relevant equation (referencing the
source formfields) or, for text, use REF Text1 (where 'Text1' is the
source formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]


Aren't there any proper help files for Microsoft products
anymore? I opened
help, clicked on 'Can I link form fields within a word
document?' and got
sent to this discussion group which then has links to other
sites with
vaguely related stuff, most of which is out of date. If I just
wanted a
bunch
of links related to the topic I could just Google it. Is there
anywhere
I can
find proper help files or a manual?

 

[Suzanne S. Barnhill]

Yeah, I would have added that if I'd had the link handy--figured you or Greg
would be by soon enough to do so!

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

Better still install Greg Maxey's add-in which restores the familiar Forms
toolbar commands to the Developer Tab
http://gregmaxey.mvps.org/Classic Form Controls.htm

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

That would be the part where I said, "though you can add it to the
QAT; it's under All Commands as Lock." <g>

There is a simpler way for just protecting and unprotecting forms
that already exist. In Word 2007, go to Office button > Word Options
Customize. Set the category dropdown to Commands Not in the Ribbon.
Select the Lock command and click the Add button to put it on the
Quick Access Toolbar. The Lock button toggles forms protection, just
like the one on the Forms toolbar in Word 2003.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the
newsgroup so all may benefit.

On Tue, 22 Sep 2009 20:55:50 -0500, "Suzanne S. Barnhill"

You have to protect the document, and Word 2007 does make this
unnecessarily
difficult. If you plan to be working with form fields, you need to
first enable the Developer tab, which you do by checking the box
for "Show Developer tab in the Ribbon" in Office Button | Word
Options | Popular. Then, on the Developer tab, you will see, in the
Controls group, a
button for Legacy Tools, which opens some palettes that include the
Legacy Forms tools. Alas, the padlock button to lock/unlock forms
is not among that group
(though you can add it to the QAT; it's under All Commands as Lock).
Instead, you must use Developer | Protect Document | Restrict
Formatting and
Editing, which will open the Protect Document task pane, in which
you must check "2. Editing restrictions," then select "Filling in
forms," then click
"Yes, Start Enforcing Protection." Whew!

To be fair, you can access the same Protect Document button (and
the task pane) from the Protect group on the far right end of the
Review tab, but you
do need to add the Developer tab if you're actually going to be
creating new
forms using the legacy form fields (or, for that matter, the new
content controls).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

message I would like to get some help myself and I saw macropod's name and
remembered
that he had helped me before: I just upgraded from office
professional 2003
to office professional 2007. I had created a form in Word 2003 with
cross-references and bookmark names that worked great. In order to
move from
one form field to the next I would hit "tab." But, in order to do
so, I had
to do something first like lock the document or lock the fields,
otherwise
by
hitting tab I just rearranged the form by pushing the form field
to the right
instead of going into the next field so that I could type in it. I
can't
seem to find the same button to hit in order to lock the document
so that
I
can tab through and enter the information in the various fields. How
do I
do
this in Word 2007?

"macropod"

Hi David,

Instead of linking the formfields (which is quite simple), why
not use cross-references to their bookmark names
(Insert|Cross-Reference > Bookmark), or create a formula field
(Insert|Field > Formula) if you're trying to do maths?

To link one formfield to another, simply set its type to
'calculation' and insert the relevant equation (referencing the
source formfields) or, for text, use REF Text1 (where 'Text1' is the
source formfield's name.

--
Cheers
macropod
[Microsoft MVP - Word]


Aren't there any proper help files for Microsoft products
anymore? I opened
help, clicked on 'Can I link form fields within a word
document?' and got
sent to this discussion group which then has links to other
sites with
vaguely related stuff, most of which is out of date. If I just
wanted a
bunch
of links related to the topic I could just Google it. Is there
anywhere
I can
find proper help files or a manual?