Q117209

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
• Microsoft Word 98 Macintosh Edition

SUMMARY

In Microsoft Word, you can create a form in which a section is updated automatically based on information that you type in or select from a form field. For example, if you want a user to select from a list of company names, and you want that company's address to appear in another section of your form, you can set up your form by using AutoText entries, a bookmark, and an on-exit macro.

This article demonstrates how to create a form that contains a form field that causes a company's address (which is stored as an AutoText entry) to be inserted automatically when the user selects a company name from a drop-down list and then moves to the next field on the form.

MORE INFORMATION

Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs. If you have limited programming experience, you may want to contact a Microsoft Certified Partner or the Microsoft fee-based consulting line at (800) 936-5200. For more information about Microsoft Certified Partners, please see the following page on the World Wide Web:

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How to Create the On-Exit Macro

Word 98 Macintosh Edition

   Sub DropDownAutoText1()     'This is the name of the macro
      Dim DropResult As String
      ' Get result of the form field.
      DropResult = ActiveDocument.FormFields("DropDown1").Result
      ' UnProtect the document.
      ActiveDocument.UnProtect
      With Selection
         ' Go to location to insert Autotext
         .GoTo What:=wdGoToBookmark, Name:="Mark1"
         ' Insert AutoText name chosen from dropdown list.
         .InsertAfter DropResult
         ' Insert the AutoText.
         .Range.InsertAutoText
      End With
      ' Re-Protect the document.
      If ActiveDocument.ProtectionType = wdNoProtection Then
         ActiveDocument.Protect Type:=wdAllowOnlyFormFields, NoReset:=True
      End If
   End Sub 

Word 6.0 and 7.0

   Sub Main
      ' Get result of the form field.
      A$ = GetFormResult$ ("DropDown1")
      ' UnProtect the document.
      ToolsUnprotectDocument
      ' Go to location to insert Autotext
      EditGoTo .Destination = "Mark1"
      ' Insert AutoText name chosen from dropdown list.
      Insert A$
      ' Insert the AutoText.
      InsertAutoText
      ' Re-Protect the document.
      ToolsProtectDocument .NoReset = 1
   End Sub 

How to Create the Drop-Down Form Field

Word 98 Macintosh Edition

1. On the View menu, point to Toolbars, and then click Forms.



2. On the Forms toolbar, click Drop-Down Form Field (the third button).



3. Double-click the newly inserted form field. Enter an item name in the Drop-down Item box, and choose the Add button. Use items (such as company names) to denote information (such as addresses) to be inserted into other places on the form.



4. Repeat step 3 for each item needed in the Drop-Down list. Then click OK.



5. Right-click the Drop-Down Form Field and click Properties on the shortcut menu.



6. From the Drop-Down Form Field Options dialog box, under "Run Macro On," in the Exit box, select the macro you created in the "Create the On-Exit Macro" section of this article. Click OK.

Word 6.0/7.0

1. On the Insert menu, click Form Field, and then select Drop-Down from the Type list.



2. Click the Options button. Enter an item name in the Drop-Down Item box, and click the Add button. Use items (such as company names) to denote information (such as addresses) to be inserted into other places on the form.



3. Repeat step 2 for each item needed in the Drop-Down list. Then click OK.



4. Right-click the Drop-Down Form Field, and then click Form Field Options.



5. In the Form Field Drop-Down Options dialog box, under "Run Macro On," select the macro you created in the "Create the On-Exit Macro" section of this article. Click OK.

How to Create the AutoText Entries

Word 98 Macintosh Edition

1. On the Help menu, click Contents and Index.



2. Click the Index tab, and then type AutoText on the Step 1 line.



3. Under Step 2, select Creating from the AutoText topic, and then click Display.

Word 7.x

1. On the Help menu, click Microsoft Word Help Topics.



2. Select the Index tab, and then type AutoText.



3. Under AutoText, Select "creating entries," and then click Display.



4. Select the "Use shortcuts to insert frequently used text or graphics" topic.

Word 6.x

1. On the Help menu, click "Search for help on."



2. Click the Index tab, and then type AutoText.



3. Under AutoText, select "creating entries," and then click Display.



4. Click the "Use shortcuts to insert frequently used text or graphics" topic.

How to Place the Bookmark in the Form

Word 98 Macintosh Edition

1. On the Insert menu, click Bookmark.



2. Type Mark1 on the Bookmark name line.



3. Click Add.

Word 6.x and 7.x

1. On the Edit menu, click Bookmark.



2. Type Mark1 on the Bookmark Name line.



3. Click Add.

How to Protect the Form

1. On the Tools menu, click Protect document, select the Forms option, and click Sections.



2. In the Section Protection dialog box, clear the check box corresponding to the section where the AutoText will be inserted and click OK twice.



3. Save the Form.

REFERENCES

"Microsoft Word Developer's Kit," for version 6.0, pages 494 [GetFormResult() function], 681 (SetFormResult statement)

"Microsoft Word User's Guide," version 6.0, pages 305-326 ("Forms"), 743- 755 ("Recording and Running Macros")

Additional query words: forms result module auto text

Keywords : kbgraphic kbmacro kbdta macword98 winword macword word6 winword2 word7 word95
Issue type : kbhowto kbinfo
Technology : kbWordSearch kbWordWSearch kbWordMSearch