How To Auto Populate Form Fields in Word - Repeating A User Field in Other Parts Of Your Document
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- Опубликовано: 14 июл 2020
- HOW TO AUTO POPULATE FORM FIELDS IN MS WORD // See how to insert reference fields so that when a user fills in a form field, their response can be repeated in other parts of the document. This is useful when you capture a user's Name at the top of a form or document and then you want that person's name to populate in other places throughout the document.
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KEYWORDS: #MSWord, microsoft word tutorial, How to make a form field repeat, How to repeat a form field in word, How to auto populate in word, How to auto populate form fields in word, Populating multiple like fields, Type once repeat many, Inserting a cross-reference to text, Insert field codes in word, Adding a form field and cross reference field in word, Sharon Smith HR, @SharonSmithHR, #1KCreator
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Here are some troubleshooting tips and step-by-step instructions to ensure this works for you:
This technique works with Legacy Tool Text Box form fields when your form contains only Legacy Tool form fields (not a combination of Content Control and Legacy fields).
Microsoft 365 Word for PC (should also work for earlier Word versions after 2010) - See Word for Mac instructions below this set of steps, if applicable...
1) Insert a Legacy Tool Text Box form field in your document where desired (from the Developer tab)
2) Double-click the form field to open the form field Properties
a. Under Field settings, type a name for the form field in the Bookmark field (case sensitive, no spaces) EXAMPLE: Text1
b. Check the box to “Calculate on Exit” then click OK
3) Place your cursor anywhere in the document that you want that bookmarked form field to repeat/appear and hit the keyboard shortcut: Ctrl+F9 (or Ctrl+Fn+F9 depending on your keyboard) This inserts brackets for field code.
a. NOTE: If the keyboard shortcut to insert field code is not desired or doesn’t work, you can also insert the REF field code by following these instructions:
i. On the “Insert” tab, text area, click the “Quick Parts” drop-down and select “Field”
ii. Scroll down and select “Ref” under Field names
iii. Select your Bookmark name under Field properties then click OK
iv. Your field code is now inserted, and you can hit Alt+Fn+F9 to see it (then hit Alt+Fn+F9 again to hide it)
4) If you used the Ctrl+Fn+F9 shortcut to insert field code brackets, ensure your cursor is inside the field code brackets and type: REF Text1 (your bookmark name that is case sensitive no spaces) so it will look like this { REF Text1 }
5) Protect your document and restrict to Filling in Forms
6) Test your form by filling in the Text1 form field and then hit Tab to the next form field or mouse click to the next form field. There must be a form field to move into because the Ref field code is populated upon Exiting the bookmarked field (thus the Calculate on Exit feature).
7) If you need to edit your form, you can unprotect your form and then hit Alt+Fn+F9 to show your field code so you can see it in your document while editing. Hit Alt+Fn+F9 again to hide the field code after editing is done and then re-protect your form.
Microsoft 365 Word for Mac:
1) Insert a Text Box form field in your document where desired from the Developer tab
2) Double-click the form field to open the Form Field Options window
a. Under Field settings, type a name for the form field in the Bookmark field (case sensitive, no spaces) EXAMPLE: Text1
b. Check the box to “Calculate on Exit” then click OK
3) Place your cursor anywhere in the document that you want that bookmarked form field to repeat/appear and hit the keyboard shortcut: Command+fn+F9. This inserts brackets for field code.
a. NOTE: If the keyboard shortcut to insert field code is not desired or doesn’t work, you can also insert the REF field code by following these instructions:
i. On the “Insert” tab, text area, click the “Insert Field” icon
ii. Select “Links and References” under Categories then select “Ref” under Field Names
iii. REF appears in the field below and you can then type the exact (case sensitive) name of your bookmarked field. EXAMPLE: REF Text1
iv. Click OK
4) If you used the Command+fn+F9 shortcut to insert field code brackets, ensure your cursor is inside the field code brackets and type: REF Text1 (your bookmark name that is case sensitive no spaces) so it will look like this { REF Text1 }
5) Clock Protect Form on the Developer tab
6) Test your form by filling in the Text1 form field and then hit Tab to the next form field or mouse click to the next form field. There must be a form field to move into because the Ref field code is populated upon Exiting the bookmarked field (thus the Calculate on Exit feature).
7) If you need to edit your form, you can unprotect your form and then hit Option+fn+F9 to show your field code so you can see it in your document while editing. Hit Option+fn+F9 again to hide the field code after editing is done and then re-protect your form.
Hope this helps! Thanks for watching!
but the text fields are highlighted with grey background if I want to print it.
Might be best to do an update video? Thx!
HELP: I’m following the steps and it’s not working for me. 😢
Thanks so much for this video! Tip for MacBook Pro users: Push Fn+Command+F9 (it will show up in the little digital window when you press Fn).
Great tip - thanks Michelle! Thanks for watching and taking time to leave a comment. I really appreciate it!
Good grief...went through a half dozen confusing videos before landing on yours. In a simple and concise way, you quickly explained what I needed to know. Thank you so much.
That is great to hear! Thanks for the kind words! Glad you found my videos helpful. Thanks for watching!
Omg, finally I have found someone who can explain this process with the greatest of ease. Thank you Sharon. I am looking forward to viewing more of your videos. Have a great day!!!!!!!
Thank you so much for your kind words! I'm very glad you found my channel and that you find the videos helpful! Thanks for watching!
@@SharonSmith how do we copy the form though? As in crrl-c ?
Excellent straight forward explanation! Best I've seen! Thank You!!!
Thanks for the kind words Walt! I appreciate you watching my videos!
Your approach is very clear; I especially appreciate that you didn't make asides (side comments), as that can be distracting. Going to put this into practice at once!
Dear Sharon. I am amazed that how easily you educate us on complex issues like creating forms and other things. Thanks a lot. Stay blessed
Thank you for your kind words. I'm glad you find my videos helpful. Thanks for watching!
I have a learning disability and I often struggle to understand basic information like this, but Sharon explained things perfectly. Thank you.
Hi Andrew! I'm so glad you found my videos helpful. Thank you so much for watching!! Take care!
Every time I have to update one of my form documents I have to look up these videos and they work every time. Thank you for making them
Hi Gary, that is great to hear! I'm so glad you find my videos helpful! Thanks for watching!
Super to the point. Exactly what you need to Auto fill repeating text in multiple places in a document.
Thanks so much for watching my videos! So glad you found them helpful. Take care!
This is wonderful Sharon, thank you!
Glad you found it helpful, Louise! Thanks so much for watching!
I am so happy to learn about this! I work at a foster care agency, and we often have to fill out intake packets where we have to type the same name, DOB, SSN and Medicaid # a dozen times!
I'm so glad to hear you found this helpful and useful! Thanks so much for watching!
Sharon, I will give you a thumbs up .. and keep in mind that this is my first EVER on youtube. Thank you so much.
Wow, thank you, Salman! I really appreciate that. Thank you for watching my videos!
Super helpful video that was short and easy to follow along as I made this magic happen!!! Thank you so much!!!
Hi Dustin! You are very welcome! So glad to hear you found my videos helpful and glad you were able to create your form document. Thanks for watching!
Finally! This is exactly what I’ve been looking for. Thank you!!
Glad to help, Heather! Thanks for watching!
Super simple and informative video!
Thanks so much for watching my videos!
Your videos have taught me so much. Thank you for such great content!
Hi Felicia! I'm so glad to hear that you find my videos helpful. Thanks so much for watching!
Thank you! This is exactly what I was trying to do with Word forms. God bless!
Glad you found it helpful, Mike! Thanks for watching!
Easily explained Thank You
Glad to help! Thanks for watching!
you just saved my day! THANK YOU SO MUCH!
You are very welcome! Glad you found it helpful! Thanks for watching my videos!
Sharon, thanks for sharing your knowledge. 🌹 You really are helping me up my game. Take care.
You are very welcome, Charles! Glad to hear it - thanks so much for watching all my videos!
Easy to follow and worked perfectly!
That is great to hear, Misty! Thanks so much for watching my videos!
Very well explained! Thank you.
Thanks for watching!
thank you sharon smith
Amazing content! Thank you very much!
Glad you found it helpful, Doug! Thanks for watching!
Thank you for the awesome guide!
You are very welcome! So glad you found it helpful, David. Thanks for watching!
Thank you that was very helpful. you made may job easier and quicker. you deserve a big hug 🤗
So glad you found my videos helpful! Thanks for watching and taking time to leave a comment. I appreciate it!
I have needed this information for years. None of the videos I watched previously where the correct method for what I was trying to do, so I always just slogged through filling out leases with many repetitive fields. This was exactly what I needed to know, presented in a way that I could Follow, and the results were exactly what I have been looking for. THANK YOU.
Oh, I'm so glad to hear that this was exactly what you were looking for and happy that it helped you out. Thanks so much for taking time to leave a nice comment. Best of luck! Thanks for watching!
Brilliant tip! Many thanks. 👍👏😃
You are very welcome, Russell! Thanks for watching!
Excellent video!!
Thank you Linda!! Thanks for watching and glad you found it helpful. Take care!
Sharon, you’re a star! Thank you for the informative and easy to follow tutorial.
Thanks so much for watching my videos, Keiryn! So glad you found them helpful. Take care!
Great tutorial, thanks for sharing
Sure thing! Glad you found it helpful. Thanks so much for watching my videos!
Thank you!!! worth watching
Thanks so much for the kind feedback! Thanks for watching!
Love this, thank you so much!!!
Glad you liked it! Thanks for watching!
Thank you so much! you made my life way easier !!!!!
That is great to hear! I'm so glad you found my videos helpful! Thanks for watching!
fast and furious, what a good lovely teacher you are. 😘❤️😘
Glad you found it helpful!! Thanks for watching and taking time to leave a comment. I appreciate it! 😊
Great video! Tks
Thank you, Maria! Thanks for watching my videos!
Thank you Sharon, I am learning so much from your tutorials. Is their any way to add font color, underline or highlight on a {REF}?
it's very good ,thanks a lot for share knowledge
Hello! Very glad to help and happy to know you found my videos helpful. Thanks so much for watching and taking time to leave a comment. I really appreciate it!
Superb! Thank you.
Thanks for watching!
Sharon, great video. Can I ask how do I achieve this for Word for Mac please?
Hello Sharon.
First of all, thanks a lot for your videos. They really are "opening" my mindo to the MS-Word tools and possibilities.
I am always looking about all possibilities to automate and create faster ways to fill forms, especially Test reports for my Laboratory, in an easy, but effective ways. and you suggestions are precious for me.
Right now I am struggling about the following:
- we are currently using a .docx document as a template starting document for most of our reporting documents. I would like o know if I can transform it as a fillable form (.dotx ?) or it can stay as a docx?
About this video, I currently have a calendar drop down field in which to select a "release" date for the document.
But this date must be repeated in other two fields inside such doc. What I would like to do is:
- to keep the drop down calendar selection way, but assigning this field as master date data source. but the text filed active controller does not allow drop down calendar inside itself.
- and to make this date replicated in another couple of place inside the doc.... the bad thing is that one of this place is inside doc header, in which WORD does not allow active controlled fields.
- another data to be replicated is the Test report number, its clone is inside the footer. but I think the header topic above, if fixable, will be OK also for this question.
Thanks a lot in advance, if you may help.
Best regards from Italy.
Danilo
Nice one u answered my question to a tee!
So glad to hear it Dennis! Thanks so much for watching my videos. Take care!
Thanks!!!!! this may prove win win for all stakeholders
Thanks for watching!
Excellent work 👍
Thank you so much!
Thanks a lot for saving my time
Glad to help! Thanks for watching my videos!
Sharon, tried to have mutliple inputs for diferent needs, i.e. name, municipality, volume, etc. all legacy fields, however when trying to populate the word document for each of those fields I received an error message for all auto input fields. Your help is most appreciated. By the way you content rocks!
Thank you you are a life saver
Glad to help! Thanks for watching!
Hi. This video was very helpful to me - as well as the other form videos. Is there a way to have a similar functionality NOT using legacy form fields? (I found something close where you use a Document Property, but that's too kludge-y for me.) TIA.
Wow ty real helpful
Very welcome! Thanks for watching!
Thank you for the helpful information. I am using Word on Mac, and I am having a hard time finding the tabs and tools that you are using. I cannot find a "restrict editing tool" on my version of Word. Is there a difference between Mac and PC versions of Word?
You are awesome thank youuuuu sooo much.
You are very welcome! Thanks for watching!
I am the first who viewed this video and liked this video. Great video. Very useful video for me...
Thank you Satish! So glad to hear you found this helpful. Thanks for watching and liking my videos!
@@SharonSmith you're welcome ma'am. I have learned about fillable forms from you and tomorrow I am giving interview regarding fillable forms job..
Good luck to you! I hope all went well. Wishing you the best.
Hi Sharon. You videos are a great help. I have a different version of Word and I can't seem to find where to change the field properties. Can you please advise where else I can change this?
Hello Sharon, Thank you so much for your excellent videos about using Microsoft Word. I am trying to create a form with repeating fields but I wanted to insert the text that repeats inside of text boxes that are inserted in the locations where the text fields are needed. This is so that I can create sort of like a typewriter effect where the text field floats and is independent of the line in my form where it is being entered. This way if I have 1 person sometimes but then two people sometimes I don't have to worry about the spacing throughout the rest of the page being messed up due to varying lengths of the fields entered. I tried to simply create the first page of the document with my legacy tools and inserted a text field and named the bookmark and then when I created the textboxes throughout the document I tried to hit CTRL-F9 to insert the reference back to the original text box but when I protect this and save it as a template it seems to insert a reference error and it does not work. Can you offer any suggestion for how I could get something like this to work?
I didn’t read the whole comment, but to prevent the rest of your document from shifting with text: -insert tab and find page break or seperator. This separates those pages and prevents them from shifting
Thank you for the great video.
I have a question.
How do you do exactly the same thing but instead of Legacy Forms, how can this be done using ActiveX Controls instead of Legacy Forms?
Tks!
Very helpful
Glad you found it helpful! Thanks for watching my videos!
Hello great video. Could you do the same thing on 1 document and it can autofill other documents at the same time or would you have to set this up on each for separate? Thank you
Very Nice & Easy
Thank you so much! I appreciate you watching my videos! Take care!
@@SharonSmith Thank you Very much
Thank you!!!!!!!!!!
You are very welcome! Thanks for watching!
Thank you sooooo mach 😘
You are welcome!! Thanks for watching!!
Excellent
Thank you! Thanks for watching!
Is there any way to auto populate when using the Developer Option of Rich Text Content Control instead of legacy?
I like it. Cool!
Thanks for watching!
Thank you so much Sharon! I'm trying to create a fillable form field in a Header. The Legacy Tools are dithered in the Header. How do I could do this please?
Thanks, Sharon! this is so amazing!
How about drop downs: dates, civil status, gender, beneficiaries, etc.?
I am creating a membership form which should restrict applicants to only fill-out the upper half of the paper and inputs should automatically appear on the lower half (duplicate copy).
Thanks again, Sharon! hope there's a video for this, too =)
Hi Gladys - here is a video on how to only restrict part of your document (in case you need to have a part of the document remain editable): ruclips.net/video/Xsh6Tk6xJB8/видео.html Then also, here is a video on how to make some text appear based on a user's drop-down selection: ruclips.net/video/UEHeTuv5tG0/видео.html I hope this helps you out! Thanks so much for watching my videos!
I was amazed by the video and had the same question😮Thanks for asking
@@SharonSmith Excellent! Resolves my questions too. Thank you 👏🏾
This was great. Exactly what I was looking for. Thank you!
Great to hear, Pablo! Thanks so much for watching!
hi Sharon your videos are very informative.i would like to know how you moved from one field to another using tab key.please help if possible
Hi Sharon. Is there an option to repeat text in the document which is selected from drop down list?
This is great. Thankyou so much. I have a question. I have 2 different repeating form fields and for some reason I have to fill them in in a certain order so that they both auto fill. The field further down the form has to be filled first and then the field at the top of the form, otherwise the second form won't auto fill. I have tried changing the name (for alphabetical order) and the order of creation but it doesn't seem to solve the problem.
Thanks again. I have watched quite a few of your videos and subscribed
You gave me a critical piece of info in this vid. On my keyboard, Ctrl + F9 turns a vid on/off. You mentioned I may need to use Ctrl + Fn + F9. Sure enough, my keyboard has an FN toggle switch. Problem solved. Frustration GONE! Thank you.
Awesome, Mimi! So glad to hear this video helped you! Thanks so much for watching!
Thank you for the video. It was very helpful. I'm not sure if there is a comment regarding this, but for those using Apple computers, it is "Command and F9" that you need to press to create the brackets. Do you do Mac versions of these videos?
Thanks for sharing the Mac tip! I will be working on Word for Mac videos this year. I have a few so far on my Channel. Thanks so much for watching!
Hi, this is really helpful thank you. Do you know if there is anywhere that I can look to see how to update word documents in a different folder/directory from a master document ? Many Thanks
Thank you for this video. Can this be used when creating a fillable form from a pdf?
So I'm following your instructions but the name is not populating the in the two other REF fields. Is there a step I'm missing? The two lower reference section are still blank
Great video, highly informative and very useful. Is there a way to auto populate form fields from another "form document" rather than a single document. I have a form that once filled and saved, certain entries must be used in another document.
Thank you for the Lesson on Auto Populating Form Fields in MS Word. My Questions:
1. after filling in the Form, can a person press a Submit Button and have the filled-in information go automatically into a Word Document.
Thank You.
Jerry S.
Hi Sharon! Your videos are a godsend! Wondering if it is possible for a user to use a calendar to enter a date in one area of the document and have that same date repeat in other areas? Thank you again for these videos!
Hi Amy! Thanks so much for watching my videos! I'm glad you find them helpful! There is a date picker content control that allows users to select a date from a calendar. I'm researching your question on how to have it repeat. Take care!
Hi Sharon this is great, thank you for posting much appreciated!!!
Moving on from this I am trying to auto populate form fields which are not repeating the same word but are related to each other in some way.
I am looking to type a name in one form field and related to this name auto populates other form filelds with their place of work, supervisor, manager, etc .
Is this possible in WORD at all?
Thanks for any feedback.
Sharon do you have a video that recreates this with content controls rather than legacy?
Your videos are very helpful. Thank you. Since, you said we could contact you, I have an MS Word problem that I'm not sure how to tackle. Simply put: there are two customers. Both have a health and safety program. In order to pass certification they need to meet the criteria laid out in a program called C.O.R.E. As a consultant I've been asked to make a template to be able to take the information in a customer's program and have it dropped into a template. The template should be reusable, of course. So, if section 1.1 of CORE is 'Who is responsible for Chemical Training,' but the customer's Section for Responsibility for Chemical Training is VP Rose and is s8.2. in the company's program.
My conundrum is: How to drop the information from the customer's program in the same order as the Core program? The end result is that both CORE and the company's program has the information in the same order. It helps an auditor to look at s.1 on the CORE checklist and see that the company's information is in the exact same order at s.1.
Hi Sharon, is “Calculate on exit” available in Microsoft 2016? I cannot locate it.
TY. This so helpful. I have one question though. I want the first name to push trough the whole document but not restrict editing of other sections of the document. Is there a wat to accomplish this without "restrict editing"?
Hello Sharon, Great Video, this got me half way to what I am trying to achieve. I am using MS Word to create a "Bill of Lading - Short Form - Not Negotiable". What I am trying to do is take the original form and have it print 4 individual copies (I achieved that part) and when I enter the information on the 1st page, I am wanting it to appear automatically on the other 3 pages (this is where i am stuck). I believe I can use this technique in this video, but I also believe there might be a few steps I am missing or I am just going about this all wrong. What you do in this video is the same concept that I want to do, just need to duplicate 3 additional times on 3 additional pages. Can you help? Thank you!
Thank you for all the wonderful resources you're providing! A little stuck with this, as soon as I restrict editing the reference disappears and does not function. When I unlock the document the reference is gone completely. Not sure what I'm doing wrong :(
I also had the same issue with an existing document, but it worked with a new document.
First step is to Unprotect document and press Alt + F9 to verify the existance of the Fields.
Next, you should insert the created Field text boxes by using: Insert - Quick Parts - Field ... - Ref - and then under "Bookmark Name" you will find your newly created Text Form Fields.
Great video 🎉. One question if I want the auto populate form to start with Cap as the first letter, is it possible. Much thanks in advance.
Awesome! I am learning a lot from your videos.Thank you! My question is if the Names are in two separate fields like First Name and Last names mentioned separately in the form how to populate them together at one place e.g at Disclaimer after "I"
Hello! If you have the First and Last name fields bookmarked (say as "First" and "Last") and have the boxes checked to Calculate on Exit, then you can simply insert two REF fields with a space in between similar to this: {REF First} {REF Last} and it will place their full name together. I hope this works for you! Thanks for watching!
@@SharonSmith Thanks for the additional tip. 🌹 You are a MS Word Angel in disguise. 😊
Hi Sharon, this is exactly what I was looking for; however, can I have a different format for the repeated text. i.e the original text is normal font, where are the repeat text is Bold? Every time I try and change it I have to manual change it to bold. Hope this makes sense.
Hi Bill! Here is a video you may find helpful on how to change the formatting of repeated form fields: ruclips.net/video/1Ev81TRgFBg/видео.html I hope this is exactly what you are looking for. Thanks for watching my videos!
Hi. Love your content. Question: I I have to submit reports that i have very similar information on it (i.e. dates, names, location, etc ). Which do you think is best to use , the legacy tool or the bookmark? Thank you in advance. 😊
Hello!
When deciding between using the legacy tool or bookmarks for submitting reports with similar information, consider the following factors:
Ease of Use: If the reports have consistent structure and content, using the legacy tool might be more straightforward. It allows you to create templates with predefined fields that can be filled in easily.
Flexibility: Bookmarks offer more flexibility in organizing and navigating the content within the report. You can create a hierarchical structure with bookmarks to quickly jump to specific sections, which can be useful for longer documents or reports with multiple sections.
Consistency: If maintaining consistency across reports is crucial, the legacy tool might be preferable as it ensures that the same fields are included and filled out in the same way each time.
Efficiency: Consider which method allows for faster completion of the reports. If using bookmarks requires less manual input and navigation, it might be more efficient, especially for reports with a lot of repetitive information.
Compatibility: Ensure that the chosen method is compatible with the submission requirements and any systems or platforms used by recipients. Some systems may only accept reports generated using specific tools or formats.
Ultimately, the best approach depends on your specific needs, preferences, and the requirements of the submission process. You may find that a combination of both methods works best for your situation, using the legacy tool for standard fields and bookmarks for navigation and organization.
I hope this helps! Thanks for watching my videos!
Great input! Thank you so much!
Hi Sharon, Thank you very much for your instructive videos. I have a question. I would like to replicate the same Dropdown list in my Word doc. I want to give the option of selecting repeatedly from that Dropdown over my doc, but I have a new value to Add, is it possible to update the first dropdown list and automatically would update the rest of dropdown lists in my doc?
Thanks so much, I love your explanations. I have a quick question- is it normal that it takes some time for the data to auto-populate on the fields after typing? I am catching myself waiting to see if they would auto-type.
Hey Sharon, awesome content as always. Pls assist, if i created a form using drop down list containing employees profiles. When I select that employee from the drop down, how can I make each drop down selection bring up an employees profile.
NICE
Thank you! Thanks for watching my videos!
Thank you for the video. I wish you gave us the recipe for Mac as well. I don't have control F9, and the developer menu you are showing does not show "restrict editing"
This is so awesome! Question, though: is there a way to make it so whatever is typed in automatically generates without having to hit tab?
If I find a way, I'll let you know. For now, when using legacy form fields, it works by "calculating on exit" so a user has to tab or click out of that field to trigger it to work. Thanks so much for watching my videos! Glad you found it helpful!
Super :)
Thank you Kate! Thanks so much for watching!
Hello Sharon, just want to ask can i do this using other ms word like 2013? One more thing if i use the restrict editing will this affect all the files i have or the only one i made with it. Thank you.
Hi Raquel, yes MS Word 2013 also has the Developer tab that you can enable with form fields and you should also be able to insert field codes the same way. Restricting editing will only be on the document you created. Hope this helps! Thanks so much for watching my videos.
Great tutorial! Someone knows how yo can insert an upload button so they can add attachments to the document?
Hi Sharon, very good video. I have just filled in the request for Free downloads, Is the current form shown on the video among them? If not it might be an idea, to add it. As this would save time for us neophytes. Thanks again for all your help.
Hi Joseph! Thanks for the suggestion. I'm glad you signed up for my email list and hope you find the downloads helpful!! I appreciate you watching my videos and taking time to leave a comment. Take care!
Can you use the auto populate with the Rich text Content Control.
I'm trying to make the initial text bold, and then the repeated text also bold. I can get the latter to work but not the former.