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    I need to automatically duplicate text in multiple fields on a word document. When the client fills in certain text fields, it should populate the same values in that field on the next page an so-on.  How would I set text fields to automatically populate the values filled in from one field to another?
    Friday, April 22, 2011 2:44 AM

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    Hi Logan,

    Assuming you're using formfields, you only need one formfield for this. For the replication, insert cross-references pointing to the formfield's internal bookmark (eg 'Text1') and set the formfield's properties to 'calculate on exit'.

    If you're using a UserForm, have it populate a custom document property and, wherever you want the result shown, insert a DOCPROPERTY field pointing to that custom document property. Augment this with code in your Userform like:
    ActiveDocument.Fields.Update

    Cheers
    Paul Edstein
    [MS MVP - Word]
    • Marked as answer by Sally Tang Monday, April 25, 2011 2:06 AM
    Friday, April 22, 2011 3:55 AM

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    Hi Logan,

    Assuming you're using formfields, you only need one formfield for this. For the replication, insert cross-references pointing to the formfield's internal bookmark (eg 'Text1') and set the formfield's properties to 'calculate on exit'.

    If you're using a UserForm, have it populate a custom document property and, wherever you want the result shown, insert a DOCPROPERTY field pointing to that custom document property. Augment this with code in your Userform like:
    ActiveDocument.Fields.Update

    Cheers
    Paul Edstein
    [MS MVP - Word]
    • Marked as answer by Sally Tang Monday, April 25, 2011 2:06 AM
    Friday, April 22, 2011 3:55 AM
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    1. File→Option→Costomize Ribbon→Check on the “Developer” (to unhide the developer tab on the toolbar)

    2. Developer→RichText Content Control or Plain Content Control (the one with the Aa icon) to create a Content Control box which you can fill any text like a form.

    3. Right Click on the Content Control to Copy it.

    4. Paste it where ever you need it, but don’t use the right click or ctrl+v to paste it.

    5. Home→Paste→Paste Special→Paste link.

    6. Viola... any text you enter in the master Content Control will paste to the rest.
    • Proposed as answer by Gie Van Aken Thursday, August 24, 2017 9:10 AM
    • Unproposed as answer by Gie Van Aken Thursday, October 5, 2017 11:06 AM
    • Proposed as answer by Princess Grouchy Friday, May 31, 2019 10:46 PM
    Thursday, September 5, 2013 3:13 AM
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    Paul,

    I am using Word 2010 and followed your directions above to the T. My paste special has the "Paste link" greyed out. I am guessing that I'm missing a setting somewhere. Any help would be greatly appreciated. 

    Tuesday, December 3, 2013 9:17 PM
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    Whose instructions did you follow? Mine don't include anything to do with Paste-Special, but Andi's do.

    Cheers
    Paul Edstein
    [MS MVP - Word]

    Tuesday, December 3, 2013 9:36 PM
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    See Repeating Data (Populating Multiple Like Fields) for a number of solutions.

    Charles Kenyon Madison, WI

    Wednesday, December 4, 2013 2:03 PM
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    I used this process initially with success.  However now that I am making the actual template with several Rich Text Content Controls and 2 targets each, the targets are not auto-updating.  For each of the RTCCs I did not provide a Title or Tag but I did check the Content control cannot be deleted option.  I have to manually select the complete target, r-click and choose Update Link.  Also, when I initially used Paste Special to Paste Link I chose Unformatted text but the target does not maintain the text formatting applied previous to the paste special.  I am putting the RTCCs in text boxes so I can place them anywhere on the page and the targets are also in text boxes for the same reason.  What am I missing?  I hope you are still attached to this thread.

    TIA,

    Tim


    • Edited by mctimothy Tuesday, October 14, 2014 3:34 PM update with question
    Tuesday, October 14, 2014 3:32 PM
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    I am having the same issue, I have to right click and choose update the link?  Any luck finding the solution?
    Monday, November 28, 2016 6:12 PM
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    I am having the same issue, I have to right click and choose update the link?  Any luck finding the solution?

    Look into mapped content controls, especially the document property ones if you don't have too many. They update in real time without any prompting.

    Repeating Data Using Document Properties Content Controls and Other Mapped Content Controls

    Charles Kenyon Madison, WI


    Wednesday, November 30, 2016 3:56 AM
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    sir THIS DOESNT WORK
    Tuesday, May 16, 2017 2:07 PM
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    On the contrary, it has always worked. Your unspecified problems are most likely to do with your faulty implementation.

    Cheers
    Paul Edstein
    [MS MVP - Word]

    Tuesday, May 16, 2017 10:42 PM
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    sir THIS DOESNT WORK

    Which suggestion does not work for you?

    All of the suggestions given do work. Some of them take more work on your part than others, but they all work.

    Which version of Word are you using? Some of these only work in later versions of Word for Windows.

    Charles Kenyon Madison, WI


    Wednesday, May 17, 2017 12:36 PM
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    I am trying this method, but it is not working for me either. I'm sure it's something I'm doing, but I can't figure out what. I followed all steps as written, however, when the initial control is filled in, it is not populating to the linked boxes until I manually right click update link. I'm using word 2010.

    I've tried paste link HTML, Formatted, and unformatted text.

    1. File→Option→Costomize Ribbon→Check on the “Developer” (to unhide the <g class="gr_ gr_51 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del multiReplace" data-gr-id="51" id="51">developer</g> tab on the toolbar)

    2. Developer→RichText Content Control or Plain Content Control (the one with the Aa icon) to create a Content Control box which you can fill any text like a form.

    3. <g class="gr_ gr_86 gr-alert gr_gramm gr_inline_cards gr_run_anim Punctuation only-ins replaceWithoutSep" data-gr-id="86" id="86">Right</g> Click on the Content Control to Copy it.

    4. Paste it where ever you need it, but don’t use the right click or ctrl+v to paste it.

    5. Home→Paste→Paste Special→Paste link.

    6. Viola... any text you enter in the master Content Control will paste to the rest.




    • Edited by SarahEden Friday, June 2, 2017 6:46 PM
    Friday, June 2, 2017 6:39 PM
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    I am trying this method, but it is not working for me either. I'm sure it's something I'm doing, but I can't figure out what. I followed all steps as written, however, when the initial control is filled in, it is not populating to the linked boxes until I manually right click update link. I'm using word 2010.

    I've tried paste link HTML, Formatted, and unformatted text.

    1. ***

    6. Viola... any text you enter in the master Content Control will paste to the rest.

    Sarah,

    This is an old thread.

    Look at Paul's suggestion (the one marked as an Answer). If you need more on this, see Repeating Data Using Document Property Content Controls and Other Mapped Content Controls. I can't really read your post completely, but neither my nor Paul's suggestions involve using Paste Special.

    Once you understand it, it is pretty straightforward. If you are pasting mapped content controls, you do not need to be pasting as a link. With mapped controls, anything you paste into one is duplicated in its copy or the original (once you tab out of the control).

    Charles Kenyon Madison, WI






    Sunday, June 4, 2017 2:16 AM
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    Charles, 

    I am trying to create a form where when one blank is filled in, it populates the answer to several other places in the form. For example when you fill out your name, your name appears in other blanks automatically.

    Monday, June 5, 2017 6:23 PM
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    Charles, 

    I am trying to create a form where when one blank is filled in, it populates the answer to several other places in the form. For example when you fill out your name, your name appears in other blanks automatically.

    Did you review the link I provided?

    Repeating Data Using Document Property Content Controls and Other Mapped Content Controls

    Charles Kenyon Madison, WI

    Tuesday, June 6, 2017 2:13 PM
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    I'm trying to perform the same process as Logan.  I want to add a date field to a Word 2016 document in three different locations and then type the date into just one of the fields and have it auto populate the other two date fields.  I've read several different posts with the solution but cannot get them to work properly.  I'm sure it is operator error on my part.  Can you post a link to a document or template that uses this feature so that I can deconstruct it and figure out where I went wrong?  TIA
    Saturday, August 12, 2017 7:12 PM
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    In Word 2016, you'd probably be using a date-picker content control, not a formfield.

    Setting up a linked or repeating content control - which is what you'd need to use with a date-picker content control - is rather more complicated than for replicating the contents of a text formfield. See:
    http://gregmaxey.com/word_tip_pages/content_control_tools.html
    http://gregmaxey.com/word_tip_pages/contentcontrol_enhancements_word_2013.html

    Cheers
    Paul Edstein
    [MS MVP - Word]

    Saturday, August 12, 2017 9:43 PM
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    I cannot believe how DIFFICULT YOU GUYS MAKE THIS TO EXPLAIN!!!

    YOU'VE GOT ME ON a WHOLE COMPLETE WRONG PATH WITH YOUR GIBBERISH!!

    FOR HOURS AND DAY I'VE Been LOOKING FOR A PRACTICAL SOLUTION FOR THIS... AND IT EXSISTS!!!

    Just insert a "MODERN" CONTENT CONTROLE via the developers tab.

    Just a decent modern rinkels ans wissles formatable text field.

    Highlight it in your document.

    go to "insert tab" and create a bookmark

    go tho the desired point in your document where you want to replicate it

    Go to cross-reference via Insert tab and create one... trough the bookmark you just created.

    E VOILA!!!!

    When you want to update... select all (ctrl+a) and press F9.

    Obviously real-time updating of the cross-refs isn't possible except if you use Doc.props. (see comments above).. or if you dive in to deep misguiding vba-shizzle... everything is possible offcourse... if you program it.

    OH... another nice tip... CROSSREFERENCE = REFERENCE FIELD...

    Christ.. it's just the exact same thing...

    I'm so mad... such a waste of my time for such a super usefull and super easy feature.

    I hope the next one reads this first.

    ... Fieuw... This had to go of my system.. lol

    Oh... this article made it all come together for me...

    read it... ok.. can't post a link here.

    Important.

    Go to your options -> advanced -> and in the "show doc.content-section" check the "show bookmarks" box... this wil actually let you SEE the bookmark you created.

    Google it... because I can't post any link here.

    • Edited by Wocky Thursday, September 14, 2017 10:18 PM
    Thursday, September 14, 2017 10:08 PM
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    Your 'solution' has nothing in common with the OP's "automatically duplicate" requirement. Or didn't you read that part? There's nothing automatic about the process you've described.

    Cheers
    Paul Edstein
    [MS MVP - Word]

    Thursday, September 14, 2017 11:11 PM
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    I am having the same issue.  I'm trying to create a document template.  I'm using Word 2013.

    Here are the steps I'm doing:

    • Create a form field with Developer->Legacy Tools->Text Form Field
    • Modify the Bookmark to "SCR" and click on "Calculate on exit"
    • Go to where I want the data in SCR to be replicated
    • Insert->Cross Reference
    • Select SCR and click Insert
    • Save the template
    • Open a new document using the template created
    • Click on my Text Form Field and enter a value and click outside the Form Field
    • Scroll down to where I put the cross reference and don't see my value
    • Right click where the value should be and select Update Field
    • Says "Error! Reference source not found."

    I'm not sure what I'm doing wrong but it seems like I'm doing everything as explained.

    Since I'm creating a document template do I have use a different process?

    Friday, November 17, 2017 4:41 PM
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    Desert Bronco Fan:

    Unless you have some other reason for using legacy form fields, why not use Content Controls?

    Repeating Data Using Document Property Content Controls and Other Mapped Content Controls

    1. It is my understanding that the legacy form fields are being deprecated in recent versions.
    2. Mapped Content Controls are extremely flexible and useful.

    As for what is going on in your document, it sounds like the document is not protected and like the text you are typing is replacing the field.

    Charles Kenyon Madison, WI



    Friday, November 17, 2017 8:02 PM
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    That suggests you haven't applied 'filling in forms' protection and, when you went to where the formfield was, your 'enter a value' action deleted both the formfield and its bookmark.

    Cheers
    Paul Edstein
    [MS MVP - Word]

    Friday, November 17, 2017 8:26 PM
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    I am currently creating a protected 2016 word form and am attempting to link information in one rich text box to others so as to make them "auto populating" using the technique you suggested above. On the 5th step I have a question regarding paste link type, should I paste the link using HTML formatting or another type? Also, does this "auto populating" still work on protected documents that heave been grouped together using the developer tab? Thanks for reading!

    Seconds after I posted this I returned to the document, re-did the copy & paste process and got the same result. However, after I filled the initial rich text box with my desired information (as a test) I went to all the pasted rich text boxes and updated the link producing the desired result! Can I have these pasted boxes automatically update the link without having to do it manually every-time?  

     
    • Edited by Igaomi10x2 Wednesday, December 6, 2017 4:00 AM
    Wednesday, December 6, 2017 3:49 AM
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    Used Andi's method. Working like a charm with multiple fields. Thanks!

    Friday, January 12, 2018 8:03 PM
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    I applaud you, sir. 
    Friday, January 12, 2018 8:03 PM
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    Used Andi's method [paste special as link]. Working like a charm with multiple fields. Thanks!


    My preference, unless the document is to be used in menu versions of Word, remains mapped Content Controls. I really like it that a change in any of the controls changes the matching ones and that any change updates virtually instantly without updating fields.

    Repeating Data Using Document Properties Content Controls and Other Mapped Content Controls

    However, I used Andi's method when the content to be duplicated was an active hyperlink. The paste-as-link method worked when mapped plain-text content controls would not. (Rich-text content controls will, though).

    Charles Kenyon Madison, WI




    Saturday, January 13, 2018 11:10 PM
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    What do violas have to do with it? Are you starting a string quartet?
    Saturday, February 3, 2018 5:27 PM
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    I suspect that what was meant was voila!

    :)

    Charles Kenyon Madison, WI


    Sunday, February 4, 2018 4:57 PM
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    Hi:

    That's a French term: the correct one is Voilà!

    Anyway, thanks for the threads above, I'm starting my own exploration of this issue and I'm sure I'll be back with questions. Oh, yeah...! I'm using Word 2010. I know it's old but that's what my employer gives us at work...

    Cheers,

    HUGO 

    Wednesday, February 28, 2018 3:39 PM
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    I'm trying to set this up as a template, The issue I'm finding is the links maintain their connection to the original template file rather than transfer to the newly created document. 
    Wednesday, March 28, 2018 6:11 AM
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    I'm trying to set this up as a template, The issue I'm finding is the links maintain their connection to the original template file rather than transfer to the newly created document. 
    If you use the mapped content controls they will map to the new document rather than to the template.

    Charles Kenyon Madison, WI

    Wednesday, March 28, 2018 2:51 PM
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    This worked for me. 
    Friday, April 20, 2018 2:44 PM
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    This worked for me. 

    Which "this?"

    Charles Kenyon Madison, WI


    Monday, April 23, 2018 12:11 AM
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    I realize this thread is old, but being snarky doesn't solve the problem. Perhaps "It has always worked" for you, but id doesn't work for me either. I keep looking, but it is very unpleasant to see unhelpful responses of this nature.
    Thursday, June 28, 2018 10:18 AM
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    I realize this thread is old, but being snarky doesn't solve the problem. Perhaps "It has always worked" for you, but id doesn't work for me either. I keep looking, but it is very unpleasant to see unhelpful responses of this nature.

    Hi Mags,

    "Which this?" applies to your post as well.

    What doesn't work for you? What are you trying to do?

    See Repeating Data Using Document Properties Content Controls and Other Mapped Content Controls which describes the simplest method that will work in recent versions of Word when not too many things have to be duplicated.

    That is a subset of the choices offered in Repeating Data (Populating Multiple Like Fields) which gives, AFAIK, all of the methods of replicating information in a Word document.

    I especially like mapped content controls because the updating of other fields is truly automatic. Other methods tend to require refreshing fields which does not happen automatically in most instances.

    If those do not work for you, then can you explain, in detail, what it is that you are trying to accomplish?

    Charles Kenyon Madison, WI






    Thursday, June 28, 2018 2:42 PM
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    Hi Paul,

    I'm trying to solve this issue but I've not been able to...

    Would you please explain me a little more detailed about your strategy that seems better than the one of using the special copy as link as it doesn't work all the times.

    Thanks!

    Wednesday, July 11, 2018 4:29 PM
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    I have spent at least 5 hours searching, reading and watching YouTube videos and still cannot find what I want to do. I get parts and thought I was smart enough to take a little from each to accomplish what I need. Nope did not find it, so I must be missing something. Reading this entire post is exhausting, how do you all do this day in and day out? Is this really how you learned but trial and error through well-meaning posts of inaccurate direction before actually stumbling upon a post that gets it right and provides an accurate step by step process. 

    I have a legal construction agreement that has the names of the contractor and the other party, the subcontractor. When I need to do 20+ every project the process gets old and time-consuming. To make it idiot proof, yes for me and others, I thought a form where the required information was entered and then that would populate the agreement. It would be easy if when I open the agreement template that I could only see the form. Once the fields are completed and click OK the agreement is populated and then it opens to be viewed. From there I can print to PDF and email to be signed etc. I have Word 2013. 

    Now to be honest I am terrified about posting this based on all that I have read above so please think before you respond with the "ANSWER" Hopefully the process is very similar in Excel sone I want to simplify other forms I have created.  This ought to be interesting! lol

    Monday, September 10, 2018 11:28 PM
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    What you're describing concerns a userform, which isn't what this thread is about. Perhaps that's part of your confusion. To see how to populate a document via a userform, see, for example: https://gregmaxey.com/word_tip_pages/create_employ_userform.html

    Cheers
    Paul Edstein
    [MS MVP - Word]

    Tuesday, September 11, 2018 5:08 AM
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    I have MS Word 2010 and have followed these instructions exactly, and it doesn't work. I make a change to the master and the Paste Special links do not change.
    Tuesday, March 26, 2019 3:22 PM
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    I have MS Word 2010 and have followed these instructions exactly, and it doesn't work. I make a change to the master and the Paste Special links do not change.

    You have NOT followed the directions in Repeating Data Using Document Properties Content Controls and Other Mapped Content Controls.

    See also:

    Charles Kenyon Madison, WI

    Wednesday, March 27, 2019 9:08 PM
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    I'm using Word 365 and just followed the steps in Charles Kenyon's "Document Property Content Controls" and it works prefect for having text update in multiple places at once just by changing the text in one place (It works with rich text as well as plain, footers and headers will also updated with doc body changes if needed. No need to [Tab] out or press F9, all spots will update just by clicking somewhere outside of the content control that was created).

    Things to keep in mind while following the step in Repeating Data Using Document Properties Content Controls and Other Mapped Content Controls above that has all the steps...

    First- There are ONLY 15 Document Property names to pick from (14 text type and 1 date picker- Publish Date). This will be enough for 99% of you out there, they are all pre-mapped within office itself so very easy to use. I recommend sticking to the pre-made Document Property List, mapping yourself is quite involved.

    Second- (Using letters as an example) When you want the entered data in place 'A' to (be linked/be connected/match changes) to the data entered in place 'B' or visa-versa they MUST both be using the same Document Property whether it be (Abstract, Author, Status or whichever one of the 15 you pick), even if you change the title. The mapping will map Abstract entries with other Abstract entries or Status with other Status entries and so on, even if the title names get changed(You only get the 15 pre-mapped choices no matter what you name them).

    Third- If you make a text box with Document Property 'Status' and rename the title from 'Status' to 'Client' using Developer tab -  Properties the next time you make another text box with Document Property 'Status' it will not have the new title name 'Client', it's title will still be 'Status' but it is linked or connected  to the first text box you created under Document Property 'Status' and renamed to 'Client'. You can then go to Properties of the text box and rename that to 'Client' as well so they match.

    Fourth- If you want to COPY and PASTE your Document Properties text boxes and still have them linked to each other you can, then the renamed titles we follow over to the new boxes. IMPORTANT - to copy a Document Property box click in the box until the title name appears, then click the title name to highlight the whole box. Then right click back inside the box and select COPY. Go to where you want to PASTE the box in your document, click on the home tab at the top of your screen and select the PASTE drop down arrow. Then you must select Keep Source Formatting option(the clipboard with the little print brush). If you do not paste correctly the changes to one text box will not follow to the other text box or boxes.

    In my examples, I only referred to 'A' data or 'B' data or 2 text boxes. If you follow the same steps you can create multiple text boxes that are all linked together.

    This is intended to be a helpful guide to the actual instructions in the link above.
    • Edited by Enigma480 Friday, May 3, 2019 5:49 PM
    Friday, May 3, 2019 5:46 PM
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    Thank you much,  work well  :)
    Monday, July 27, 2020 1:14 AM