How To Auto Populate Form Fields in Word - Repeating A User Field in Other Parts Of Your Document 

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. 😢

Great tip - thanks Michelle! Thanks for watching and taking time to leave a comment. I really appreciate it!

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 Andrew! I'm so glad you found my videos helpful. Thank you so much for watching!! Take care!

Thank you for your kind words. I'm glad you find my videos helpful. Thanks for watching!

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 ?

maybe a mail merge can help?

Awesome, Mimi! So glad to hear this video helped you! Thanks so much for watching!

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 John, I have not found a way to use find/replace to insert the REF field code. I believe you will have to insert it everywhere you have CLIENT in your document. If I find an easier way, I will let you know. Thanks for watching!

Glad you found this method helpful! Thanks for watching!

Hello! Yes, thank you so much for letting me know. I checked and somehow that video had an incorrect transcript in another language. I have uploaded the English subtitles. Please let me know if you continue to have any issues. Thank you so much!

Hello! Make sure you are not in "Design Mode" - on the Developer tab, make sure the Design Mode button is not selected. If so, click to de-select it. That is the first thing I would check. Here are some other troubleshooting things to try if your "Yes, Start enforcing protection" button is grayed out: Document Protection is Already Applied: If your document is already protected with some other type of protection (e.g., password protection), you may not be able to enforce form field protection. You need to remove any existing protection first. Go to the "Review" tab. Click "Restrict Editing." If there's an option for "Stop Protection" or "Remove Protection," click it and remove the existing protection. Content Controls Are Not Present: You can only enforce form field protection if you have added content controls to your document. If your document doesn't contain content controls, you won't be able to enforce this type of protection. Go to the "Developer" tab (if you don't see this tab, you may need to enable it in Word's settings). Click "Design Mode" to enable content control design. Add content controls to your document where you want users to input data. Active Content Control is Required: To enforce form field protection, you need to ensure that you have an active content control selected within the document. Click inside the content control you want to protect before trying to enforce protection. Compatibility Mode: If your document is in a compatibility mode with an older version of Word, certain features may not be available. Save your document in the current Word format to enable all features. Restrict Editing Mode: Make sure that you are in the correct mode for enforcing protection. Click "Restrict Editing" on the "Review" tab and ensure you are in "Filling in forms" mode. Corrupted Document: If the document itself is corrupted, you might encounter issues like this. Try creating a new document and setting up form field protection from scratch to see if the issue persists. Thanks for watching my videos!

Hello! Yes, I will work on a Word for Mac tutorial. That version has different features and looks different for sure. Thanks for watching!

@@SharonSmith Appreciate that Sharon.

Hello! Thanks for letting me know. Yes, I also see this happening. I think this must be some sort of way that Word works with field codes. When you click near or on the reference field, it seems to automatically scroll back to the bookmarked form field. I have not come across a way to disable this, but if I do, I will let you know. Thanks so much for watching my videos!

Hi Vernon, I use Microsoft 365 the desktop app for PC. If you use the web app or Word for Mac it may look different. Hope this helps. Thanks for watching!

Glad you found it helpful, Doug! Thanks for watching!

Hi Amy! I use Office 365 on a PC. Are you on a Mac or PC? Thanks for watching!

Hi Catherine! Are you on PC or Mac? If on PC like this video, be sure you have your Developer Tab enabled: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-zKnMvK2YZ1A.html and then also ensure you are using Legacy Tool form fields (on the Developer Tab, Controls area, hover over the Legacy Tools icon and click the drop-down and select the "Legacy Forms" fields in the top row (not the ActiveX). I hope this helps! Thanks for watching!

Hello! Here is a quick video on how to add that Developer tab to your toolbar: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-zKnMvK2YZ1A.html I assume you are using a PC instead of a Mac? If you need the Mac instructions, just let me know. Hope this helps! Thanks so much for watching!

Thank you, I will check it out@@SharonSmith .

Hello Chinar, 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!

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!

Hello! Here is a quick video on how to enable the Developer tab on a Mac - hope this helps! Thanks for watching my videos! ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-uYs11U0fLcE.html

@@SharonSmith It worked, thanks so much!

Hi Virendra! Glad to help! Here is a video that will show how you can turn of the gray shading on those form fields (and also hide placeholder text if using content control fields): ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-vagwP5Jsv7k.html Hope this helps! Thanks for watching!

@@SharonSmith thxxxx a lot sharon… its really help to me lots.

Hello! In Microsoft Word 365 desktop app Windows version, when you hit Ctrl+F9 (or if you have a laptop, you may need to hit Ctrl+Fn+F9) it is a shortcut that inserts Field Code into your document. The long way to do it is to go to the Insert tab - Quick Parts - Field, and then select the type of field code you want to insert. Adobe PDFs would behave differently. I hope this helps! Thanks for watching my videos!

@@SharonSmith thanks Sharon, you know I did IT for 20 years and Adobe PDF is by far the most complicated program only because they have 300 versions and each version is vastly different. Now if you are talking 365, then yeah I wouldn't be asking for help on my Acrobat XI 😁

Hi Brenda! Did you find the answer?

That is great to hear! Thanks for the kind words! Glad you found my videos helpful. Thanks for watching!

Hi Maulik! Thank you! If you are using legacy tools form fields, then you can format them. Simply select the form field and go to the home tab and access your font formatting so you can select font, size, etc. When you lock your form you can test it out. I hope this helps! Thanks so much for watching my videos.

@@SharonSmith mem alreàdy tried that no luck...can you show it.?

Hello! I use Word 365 and you should be able to enable your developer tab by customizing your ribbon. Here is a quick video on how to do that: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-zKnMvK2YZ1A.html I hope this helps! Thanks for watching my videos!

I fixed it with paragraph control (widow/orphan control) Thanks anyways. Cheers

So glad you were able to find a solution to fix your issue! Thanks for watching!

Hi Gina! Yes, when you protect the document and restrict it for filling in forms, the field code disappears. Users who fill in the form fields that are bookmarked and referenced will see that their answer populates wherever that field is inserted. If you need to stop protection on your document to make edits, you can then hit Alt+F9 (or Alt+Fn+F9 depending on your keyboard) and the merge fields will appear so you can easily make edits if needed. Hit Alt+F9 again to hide them before you re-protect your document. I sure hope this helps you out! Thanks so much for watching!

I'm so glad to hear you found this helpful and useful! Thanks so much for watching!

Hi Roger! One thing to check is to make sure you have a next form field to tab into after you enter text in the primary form field. This functionality works by "calculating on exit" so you do have to tab out of the text box for it to populate the other reference fields you inserted. I hope this helps! Thanks for watching!

@@SharonSmith Aha, that's the answer! And hey presto all was revealed ;)

Hi Rajesh - I believe you got this solved - thanks for watching!

Hello! My next video coming out will be on this very topic. I'll let you know once it is published. Word doesn't allow Ref fields to populate in the header or footer, but there is a way around this by creating a StyleRef. Thanks for watching my videos!

Hello - here is a link to this video on how to repeat form fields in a header or footer: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-qh9XM-TWOuE.html Thanks for watching!

Hi Carlos! There is a way you can save your document, open a new doc and go to Insert - Object - Text from File and select the saved file. That new file is able to be copied and pasted. I actually have a video on this topic coming out very soon. Thanks for watching my videos!

Yes - you can program a Clear Form/Reset Form button using an ActiveX Command Button with some VBA code. I'm working on a video for that soon! Thanks for watching!

Hi Justin! What version of Word are you using? I'm using MS Office 365 for Windows/PC. I don't believe you can easily insert references to content control form fields because you cannot "bookmark" them. I think you would need to use an add-in to be able to do this. I hope this helps! Thanks so much for watching my videos!

@@SharonSmith I, like Justin, have a different look to my tool bar. Mine looks like yours did in your video in "Turn On The Developer Tab In Word" does. Was there an additional step you took that allows you to access to all the other buttons?

@@SharonSmith Nevermind, I've read further done in the comments. I need to get MS 365.

Wow, thank you, Salman! I really appreciate that. Thank you for watching my videos!

Nevermind! I missed such a crucial step because you mentioned it a bit quickly. I was suppose to hit the "tab" button after entering the info. SMH... Thanks so much for your videos!

Hi Alexandra! So glad you figured it out. Yes, you do have to have another form field to tab into so it can "calculate on exit." Thanks so much for watching my videos!

Here is a technique that may work for you where you can lock only parts of your document by adding section breaks: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-Xsh6Tk6xJB8.html I hope this helps! Thanks for watching!

Hello, make sure your form field that is being referenced has a proper bookmark label (no spaces) and that the "calculate on exit" box is checked. You can hit Alt+F9 (or Alt+Fn+F9 depending on your keyboard) and that will display the field code on your reference field. Ensure it has the REF and then the exact typing as the bookmark of the form field so if the form field is bookmarked as "Name" then your reference field code should be {REF Name}. Remember you can't just type the brackets, they have to be inserted by typing Ctrl+F9. Hit Alt+F9 again to hide the field code. When you protect the form and type in the form field and hit tab, the reference field should appear. Hope this helps! Thanks for watching!

@@SharonSmith 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!

There is a way to turn off the gray shading on legacy form fields in Word. Here is a quick video on how to do that: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE--arXX9EKJ0g.html I hope this helps! Thanks for watching!

Hi Pauline - are you using Legacy Tool form fields? The bookmark property should be there unless you are using Content Control form fields which don't have the same properties window for a Bookmark. I use the same version of Word (Office 365). Hope this helps. Thanks for watching my videos!

Hello - here is a video that will show you the basics on creating checkboxes for your form fields: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-YktZ3B-tyqs.html and this video may also help you out: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-ooh-J16pYe4.html Thanks for watching!

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.

Glad to help! Thanks for watching!

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.

Hello, Joe! Yes, there is a technique that allows you to repeat a form field in a header or footer, and here is my video on how to do that: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-qh9XM-TWOuE.html Hope this helps! Thanks for watching!

If you need to enable the developer tab on your PC, here is how: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-zKnMvK2YZ1A.html If you use a Mac, here is how to enable the developer tab: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-uYs11U0fLcE.html Hope this helps! Thanks for watching!

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!

Hello! You'll have to do something different for this to work in a Header or Footer. Here is a video that shows how: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-qh9XM-TWOuE.html Hope this helps! Thanks for watching!

Thank you so much

Hi Nathaniel, depending on your keyboard, you may need to press Ctrl+Fn+F9 (function key). Thanks for watching!

Thanks for the reply. I've tried that but found no success. I'm using a Logitech Craft and using a Mac computer.

Hi Terry! Unfortunately content controls are different and don't have the same way to "bookmark" them for reference fields. There may be add-ins out that to do this, but using Legacy Tool form fields, I find is easier. Hope this helps! Thanks so much for watching my videos!

Hello - yes, you can populate text based on a user's selection from a drop-down. Here is a video on how to set that up: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-UEHeTuv5tG0.html Hope this helps! Thanks for watching!

@@SharonSmith even better than what I was hoping for! This can expand my automated paperwork further. Thanks for your attention!

You are very welcome! Thanks for watching!

Hello! Be sure that the Design Mode button on the Developer Tab is not enabled when you are trying to start enforcing protection. Also ensure that #2 is checked and that "filling in forms" is selected. As long as the the design mode button is not enabled, you should be able to click the "Yes, start enforcing protection" button. Hope this helps! Thanks for watching!

Hello Harel! A few things I would check to troubleshoot is to make sure you have another form field to tab to or click on after filling in the form field you are referencing (because it is set to calculate those other fields upon the user exiting the form field). You can also insert the REF fields the long way by going to Insert - Quick Parts - Field - scroll down and select "Ref" then select the form field you bookmarked - then click OK. That ensures the field is set up properly. Then follow the instructions in the video on enforcing protection to "filling in forms." Hope this helps! Thanks for watching my videos!

Hello! I have another video that might help you. This shows how you can lock only part of your document (like a section that has form fields) and leaves the rest of the document unrestricted: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-Xsh6Tk6xJB8.html I hope this helps you out for your situation. Thanks for watching my videos!