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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.

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2 Answers 2

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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:

  1. Type in the text box entry and highlight the entire field enter image description here
  2. Go to Insert > Bookmark and type in a name for the bookmark, as shown below enter image description here
  3. In the cover page, place your cursor at the the location you want you name to appear and then go to Insert > Cross-reference
  4. 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
  5. The cross-reference should appear at the location enter image description here
  6. 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
    enter image description here
  7. 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
  8. The cross-reference should be updated automatically as shown below enter image description here

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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One of the best descriptions I've found so far. Thanks! :-) However, do you additionally know a way so that the cross-referece is updated automatically when e.g. leaving the bookmark field? –  Robert Apr 20 '12 at 18:19
@RobertStrauch No, I don't think there's a way to do that automatically. Word does have an update fields automatically option but that doesn't work for all fields. In any case, the automatic update only works if you close and reopen your document. So you're much better off using the "select all" and "Update Fields" option. –  prrao Apr 20 '12 at 18:29
Also, to select ALL fields (main body text and text box text) in one go you'll have to change your text box format "Text wrapping" to be in line with text. This clubs the text box objects together with your body text, so you don't need to update each set of fields separately –  prrao Apr 20 '12 at 18:31

See Repeating Data. Various methods for doing this in different versions of Word are explored.

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