Hi Elvey
Let me see if I understand the problem. You want to create 20 documents
(or, one big document consisting of 20 pages). Once on each of the 20
documents (or, on every page of the big document) you must insert a
name, staff number and NI number.
Let me go one step further, and guess that you have to prepare a similar
set for other employees -- or may have to do so in the future.
If that's the case then I would definitely go for the one-big-document
route. If nothing else, it will make it much easier to keep the
formatting consistent.
Here's one way to achieve what you need.
Create a document and put all the text in it. You can use fields and
cross-references to those fields, but in cases like this I use Document
Properties. File > Information. On the Custom tab, create three new
properties: EmployeeName, StaffNumber and NI number. For the sake of
testing, fill in some test data (eg Fred, 12, 189). Later, when you're
finished, come back to this tab and change the values to "EmployeeName",
"StaffNumber" and "NI Number".
Now, whatever you type in that Custom tab (eg "Fred") can appear
anywhere in your document if you insert a field like this: { DOCPROPERTY
EmployeeName }. Note that you can't type the {} braces by hand. You must
use ctrl-F9 and type between the braces that Word inserts for you. Once
you've typed the field, use F9 to update it, or ctrl-a F9 to update all
fields in the document.
How to use the document? Assuming you have to create more documents of
this kind in the future, do File > Save As. In the Save As Type box,
choose Document Template. And, do Tools > Options > Save. Tick "Prompt
for Document Properties".
To create a new document, File > New. Choose your template. File > Save.
When prompted, enter the appropriate data. Done. (Or, choose File >
Information and enter the data there before saving).
And, for safety's sake, tick the box at Tools > Options > Print > Update
Fields. That will update the fields before printing, which can save you
from the embarrassment of printing an out-of-date document.
Hope this helps.
Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word
Melbourne, Australia
Hi Guys
To make up a staff file I have to collate 20 different
documents the only thing they have in common is they all have to have
the persons name, staff number and NI number on them.
The fields are not always on the same place for each page.
Is there a way to automate the entering of this data or do I just have
to keep entering the data on each separate document manually?
If needed I can put each page in to one big document.
TIA
Elvey
