First time using templates

[David G]

I can not believe how poor the help files are for using templates in Word.
I have just spent several hours experimenting and searching F1 for some kind
of help that didn't assume I already knew what I was doing. Microsoft
should be embarrassed. The help files go into great lengths about how to
change a template but nothing about how to create a template from scratch
using the popup boxes and drop down boxes. Even the MVP site assumed I was
only changing an existing template. This is one of those times I go back to
thinking WordPerfect was better.

 

[Luc]

David,
I assume you mean the article under
http://word.mvps.org/faqs/customization/CreateATemplatePart1.htm. It is
correct to say that you need to know Word quite well to make good templates,
or let me say powerful templates. Templates can have their own toolbars,
boilerplate text fragments, styles and so on.
On the other hand you can create a template from an existing document!!! Say
you have made an excellent report with adapted numbering, styles, table
layouts, table of contents and such. Well strip everything you do not need
(that will be mostly text) and save the document as a template.
I am sure when you run into trouble the mvpsite will help you with any
problem you have.
Luc

 

[Doug Robbins - Word MVP]

There's an infinite number of things for which you can create a template:

For a letter head, see the following page of fellow MVP Suzanne Barnhill's
website:

http://home.zebra.net/~sbarnhill/Letterhead.htm


For forms that you want a user to fill in, see:

Please Fill Out This Form
Part 1: Create professional looking forms in Word
http://www.computorcompanion.com/LPMArticle.asp?ID=22

Part 2: Adding Automation to your Word forms.
http://www.computorcompanion.com/LPMArticle.asp?ID=46

Part 3: Learn more VBA (macros) to automate your forms.
http://www.computorcompanion.com/LPMArticle.asp?ID=119

Part 4: Use custom dialog boxes in your Word forms
http://www.computorcompanion.com/LPMArticle.asp?ID=127

Part 5: Connect your AutoForm to a database to save input time and keep
better records!
http://www.computorcompanion.com/LPMArticle.asp?ID=136



--
Please post any further questions or followup to the newsgroups for the
benefit of others who may be interested. Unsolicited questions forwarded
directly to me will only be answered on a paid consulting basis.

Hope this helps
Doug Robbins - Word MVP

 

[DavidG]

Doug and Luc,
Thanks for your replies. I have been thinking about my situation and
wondering if templates is the best way to go for what I am trying to do.
I saw a comment on one of the MVP sites your referred me to and see
that Word and Wordperfect approach templates differently so perhaps I
need to this differently. I now use a WordPerfect template to write and
print my patients contact lens prescriptions. When I start the document,
I am presented with a large popup where I fill in the blanks with the
requested info and then click a button which then assembles the info
into the document. I may have to manually adjust a tab or two depending
on my info and but the presciption is basicly ready to print as a 8.5"
by 11" doc. What I am trying to do now in Word is create a form letter
to send to the treating doc for my diabetic patients. I need to enter
the treating doc's name, address and my patient name. This letter is
for patient with no diabetic complications so the text doesn't vary any
except for one him/her wording change I do with a drop box depending on
patient sex. I have been wondering if I should be using a form for
this, or perhaps a single use mail merge instead of a template. The
mail merge would have a the advantage of not having to retype the
patient name as the name appears twice in the letter as does the docs
name. The names also appear in different styles, once as Jim Jones,
M.D. and once as Dr. Jones. If I entered Jones as a last name, I could
reuse the info instead of having to reenter the names.
Sorry this is so long but I am looking to learn from this example for
other letters I need to keep on file.
David

 

[David G]

One more question. I have noticed that while working on my template,
sometimes the form is opened as a template and sometimes as a document.
I don't understand why the difference is as I open them the same way,
File/New/DoubleClick on the filename. Then when you want to save
changes to the template, if it opened as a doc file, you have to change
the name of the file in order to same it as the dot file appears to be
open. This is very frustrating. Am I doing something wrong?
David

 

[Doug Robbins - Word MVP]

I would suggest that you concentrate on the information in the links to
which I referred you about creating forms.

Alternatively, if you want to create something more sophisticated, see the
article “How to create a Userform” at:

http://word.mvps.org/FAQs/Userforms/CreateAUserForm.htm

and look at some of the information that gets posted in the
microsoft.public.word.vba.userforms newsgroup.
--
Please post any further questions or followup to the newsgroups for the
benefit of others who may be interested. Unsolicited questions forwarded
directly to me will only be answered on a paid consulting basis.

Hope this helps
Doug Robbins - Word MVP

 

[Luc]

David,
Concentrate on forms which by the way can be created in a template. Use ask
fields and Ref-fields (Insert - fields...) to type in items once which are
used several times in the form, and fill-in fields for things that only need
to be put in once.
When activating the template, Word will ask you automatically for all the
fields to put in information.
Follow the advice of Doug and explore the links he gave you.
Luc

 

[David G]

Luc,
Thanks, Ask and Ref fields work as you said except the ask fields don't
automatically popup to ask for the info until I click protect on the forms
toolbar. Did I do something wrong??
In the meantime I am reading the links Doug provided. Most interesting.
David

 

[Luc]

David,
You are quite right, ask fields only update when you select the document and
hit F9. But you can format your template in sections, and protect only the
section that contains formfields. Use continuous sections, and protect them
by using the menu "Tools" - "Document protection" - ... I do not know the
exact name in English but there should be an item that allows you to
password protect the form, and to choose the sections which must be
protected or not. I have Word 2003 here in Dutch and document protection
seems to have changed compared to version 2002 and 2000. Anyway once you
have protected or unprotected your sections, fill-in fields should come up
automatically and askfields should be updated by selecting and hitting F9.
Maybe you could write an AutoOpen macro which updates the askfields for you
.. I have little experience creating macro's and using VBA, but maybe
somebody else reading this post could help you there.
sincerely
Luc

 

[David G]

Luc,
I am using Wood 2000 and when I hit F9, nothing happens that I see. The
biggest hassle at this point is that I have to pull up the Forms menu any
time I need to use one of these templates, but I guess that is minor.
You mentioned formating in sections - my template is a short letter to
another physician and isn't long enough to worry about sections. Besides,
fields are the first and last line of text in the letter.
I have got the template to do what I want now if only the Ask fields would
come up automatically when the doc opens, otherwise it is working well
thanks to your help.
Is there a way to have the Ref field get info from a fill-in field?
Is there a way to see a list of field names you are using in a document?
Is there a way to cancel the fill-in boxes when you open a doc so you don't
have to keep clicking "OK" when you open the doc just to edit it?
Is there a difference in a form and a template?
Thanks for your help.

 

[Luc]

David,
A lot of questions. To update the askfields, select the whole document and
hit F9. When you format your document in sections which are protected or non
protected you will not need to use the form toolbar to unprotect your form
in order to use the askfields. It doesn't matter how large the document is
you can always use sections, sometimes they are the only solution do get
things done.
When you say fields are the first and the last line in the text do you mean
formfields, fields created with the ab | button on your forms toolbar?
A formfield can be referenced, position your cursor in the textfield;
activate the form toolbar and hit the options button (little hand), you can
give your formfield a name or use the one that's allready in there. Just use
the name you gave your textfield in the ref field for example if your named
your textfield "doctor", type {REF doctor} in the document and the text will
be picked up.
A list of fieldnames? not to my knowledge, but you can toggle with ALT+F9 to
see the fields used in your document or not.
When you use the fill-in fields in an ordinary document, not a template, you
can open the mother document and the dialogue will not appear untill you
select the document and hit F9. In a template they will automatically appear
you can't cancel them out.

Hope this helps a bit
Luc

 

[David G]

Luc,
Thanks, that will help a lot!! Let me play with this a little and I'll get
back to this group (and hopefully you) if I have any further questions. If
there is a group more designed for this discussion, I'll move to that one if
you will tell me which one that is.
David

 

[Luc]

David,
The pleasure was all mine.
Luc

Luc,
Thanks, that will help a lot!! Let me play with this a little and I'll get
back to this group (and hopefully you) if I have any further questions. If
there is a group more designed for this discussion, I'll move to that one if
you will tell me which one that is.
David

ALT+F9 as

 

[Suzanne S. Barnhill]

I would suggest a protected form or UserForm rather than ASK fields. You can
certainly use REF fields, however, to repeat information typed into a text
form field in a protected form.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

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