Repeat Text in MS Word by Mapping Content Controls with the XML Pane

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lawofficesolution.com/ laura@lawofficesolution.com
This tutorial shows how you can repeat text throughout an MS Word 2013 or 2016 document using xml content controls in a regular Word document. No programming necessary.
Table of Contents:
1:44 - Create an XML Part in a text editor
2:15 - Add your own fields to XML Part
3:15 - Parts needed in the XML text file. (More info: gregmaxey.com/word_tip_pages/c...)
4:40 - Start Word Document
4:55 - Display XML Mapping Pane (in Word)
5:18 - Link XML Part to Word Document
6:20 - Select Linked XML Part
6:58 - Add a mapped content control into your Word form document
7:17 - Insert mapped date picker content control into Word document
8:19 - Copy mapped content control to paste other places in document.
10:15 - Type in one content control "field" and all matching "fields" update to show the same text
11:07 You can give document to others and it works
12:15 - Reveal content controls codes in document
12:27 - How to display Developer Ribbon in Word
Make the same text show up multiple places in one Word document. Enter text one time (once) and have it show up everywhere you want.
Law Office Solution provides software training, webinars, and Kwik Docs legal macros and templates for law firms. We specialize in helping legal professionals get the most benefit from MS Word for the least amount of effort.
We make legal formatting in MS Word easy to do for lawyers, legal secretaries, and paralegals. Through Kwik Docs, our legal macro package, we customize Word for common legal documents like letter, memo, fax, pleading, proof of service, verification, acknowledgment, etc. As well as help with complex outline numbering used in transactional and litigation documents.
Kwik Docs - there's a button for that!
Please contact us or visit our website at lawofficesolution.com/ for more information.

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1 июл 2024

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Комментарии : 123

@jlainsbury 2 года назад

this is exactly what I have been looking for. I found lots of "work arounds", like using bookmarks, and document properties, but this works exactly the way I expected it should work. I can't believe it was so hard to find.

@danielruppe4437 4 месяца назад

Same... This is much better than the alternatives, and it was almost impossible to find. But thank you to the creator for posting!

@GarrettBShaw 4 месяца назад

@@danielruppe4437Agreed! So glad I found this video!

@lemuelmckenneyii5790 8 месяцев назад

This video is STILL helpfull!! I've been trying for 2 months to figure out how to do this and your short video solved my problem - A MILLION THANKS!!! (from LaKisha McKenney - using hubby's RU-vid account).

@aliciajohnson6571 6 лет назад

This is the first Word tutorial I've seen that doesn't assume we haven't seen or used the software before in our lives. Thank you for creating this! It was both helpful and well paced :)

@dmitryvakhromeev2386 4 года назад

Thank you! That's something I was looking for, and it's so easy! Drafting contracts becomes much easier now!

@andrewi4137 4 года назад

Laura, I have been searching for a way of repeating data throughout a document from a single field entry. Thank you for explaining it so clearly!

@ArchieDuke. 3 года назад

I searched for months trying to find a solution to the 15 Limit in Content Control. Laura, can't thank you enough. So simple to follow, did it the first time without a hitch. Much gratitude, keep up your great work.

@mmalharm 4 года назад

Exactly what I was looking for !!! Wonderful Explanation ! Thanks Laura !!

@kornmc 4 года назад

I search that all day and find it THANK YOU SOOOOOOO MUCH

@Zixik_ 6 лет назад

Thanks so much. Exactly what I was looking for. I'm surprised it is as complex as it is; you would think it would be simpler.

@normaflores6211 5 лет назад

Absolutely the best video on content control. Thank you.

@InformationmanagersCa 6 лет назад

Great instructions, Laura! Thank you - XML codes to create forms and templates.

@maheekasolangaarachchi8155 4 года назад

Thank you Laura!!! This is extremely helpful. Your explanation is very clear and clean. Do more videos and good luck!!!

@Shogohod 5 лет назад

Amazing work Laura, saved a lot of time for me today. Many thanks

@SJ-nu1ou 4 года назад

Thank you! Years of using word, and I never knew how to use this smart feature.

@KamalAlMerhebi616 5 лет назад

THANK YOU!!! been searching for a solution to my contracts and your explanation was gr8. much appreciated

@debbienorthernlegendary4064 2 года назад

Very good tutorial! Exactly what I needed to build a form I needed.

@TheK3yMaker 5 лет назад

You saved my live THANK YOU!

@cesarramirez4912 5 лет назад

Awesome explanation. Thank you very much for your help.

@nathalielefebvre6790 4 года назад

Thanks a million. Been looking for this answer for two days!!!

@spikejones6470 3 года назад

Great video! I've been searching for this type of tool, (the Document Property workaround) for a long time. Thank you!

@urielramirez27 7 лет назад

Very useful tip, thank you Laura.

@GrubenM 7 лет назад

This is an excellent overview of how to automate document generation using Word 2013 and 2016

@TownsendTek 7 лет назад

Thanks!

@ernstmikkelsen5561 5 лет назад

Even though being a quite long video (you almost lost me), this was exactly the hint I needed to solve my challenge. Thank you so much for sharing!

@TownsendTek 5 лет назад

Thanks, I'm glad it helped. Did you see the message about the table of contents in the description area and if so, were you able to use it? I'm trying to work on streamlining my videos but it's hard to know which details will be relevant. I think I'm going to try doing the basic steps up front then filling in details at the end.

@rickdejong6494 Год назад

You are a national hero, thanks from the Netherlands

@Mark-xr4zt 4 месяца назад

Thank you for this, as others have said this is exactly what I was looking for and was so hard to find anywhere else, with all other solutions that I had found involving all sorts of convoluted workarounds that just don't work well. Most of them referenced the site (but not the page) of the website you did. Even there I couldn't find this information in a simple get to the point way that you have presented it, so thank you 🙂

@Experterrors 4 года назад

Excellent video and explanation. This is great functionality and seldom explained to the average user (like me).

@empiirik Год назад

Bravo! Excellent instruction for what I looked for.

@yjg201100 Год назад

Thanks Laura. I spent at least 20hours to find this info.

@JeffHoffmanInfrared 6 лет назад

Excellent, just what I needed

@AmeyaGokhale 6 лет назад

Excellent instructions Laura ..!! Thanks a zillion

@kanooone 6 лет назад

Thank you! Great video with all the information I needed. And nothing extra taking my (bosses) time..

@gato20080 2 года назад

Thank you very much, this explanation let me solved my problems with one document created for other person.

@robertfresco 6 лет назад

I love you Laura. Thanks a lot!!!

@user-ge3yy3rl2h 3 месяца назад

this is exactly what ii was looking for thank you very much

@patrickloretan5954 4 года назад

Thank you ! So clear and handy. Most gratefull.

@littlenewton6 4 года назад

简直太棒了！完美解决了我的问题。

@administracionsuigenerissa946 7 лет назад

It was just what im searching for (sorry for my english)

@rjc0234 5 лет назад

Absolute legend. Thank-you.

@blinnc22 6 лет назад

Really nicely done. Thanks!

@Brickkzz 7 лет назад

Brilliant video, thank you!

@TownsendTek 7 лет назад

Absolutely, thank you!

@mohamednevim1124 2 года назад

Thank you very much for your efforts!

@sschaffer27 5 месяцев назад

Thank you for this video! Super helpful. Question: if I want to add more fields to my XML after I already created my document, is there a way to refresh the XML?

@RG-qw1og 4 года назад

Hi. Thank you for this good stuff! Question: Could the final Word document be saved as a Macro-Enabled Template and used by other users on different devices? I ask that just to check if it the Word Document needs to have access to the Note-Pad coding which is saved on the computer, cloud, or a virtual Drive [Usually common]. Thank you again. I love your method of instruction. Great job!

@rabuayya1 5 лет назад

Great stuff thank you

@sextonb07 3 года назад

This is awesome. If I want to add photos and make them identical in size is that an option?

@luisgabrielprietorios3279 5 месяцев назад

Excellent

@andrisratkus9410 7 лет назад

thanks!

@matmad91 7 лет назад

I find it really useful! Is it possible to use this (or similar) method to share fields between different documents?

@TownsendTek 7 лет назад

I think it can be done with VBA computer programming, but I don't know of a way to do it with just MS Word.

@DBrandman 7 лет назад

Thanks for all the great information - so helpful! Two Questions - Is there a way to add "what-if" and Calculations to these fields, based on someone entering or selecting data in one of the other fields? For example, if I have 'StartDate' and 'EndDate' XML fields (set up as this video describes), can the EndDate automatically update to 1 year after the selected StartDate? Additionally, if one of my XML fields is a dropdown with two choices, can another XML field on the document get set to a specific value based on which choice they selected in the dropdown of the other XML field?

@TownsendTek 7 лет назад

Hi David, yes, what you want to do can be done, however, it requires VBA computer programming to do it, which gets pretty involved. Greg Maxey has a nice tutorial on how to do it here: gregmaxey.com/word_tip_pages/insert_content_with_content_controls.html Essentially what you would be doing is writing a little program that runs when someone exits the start date or dropdown control. For the date the code would get the current date, add 1 year to it, place that in the end date control.

@temanialdine2307 7 лет назад

Very clear and concise video, Laura. Thank you! I have a question; please excuse me if it is obvious or has been previously answered. If I create a document or template on MS Word 2016, will someone be able to complete the form on older versions of Word (especially 2010 or earlier)?

@InformationmanagersCa 6 лет назад

It appears to work - I created a template in 2016; saved and closed the file. Then opened the file in Word 2010 - form fields remained consistent and I was able to edit the data. Saved, and closed the file. Then opened the file again in Word 2016 - appears stable!

@tanguerochas Год назад

It will work on any Ribbon version of Word. It will not work with the online or mobile apps. It will not work with Word 2004 or earlier.

@blairjones8814 7 лет назад

and if you create the docx or dotx in 2013 or 2016 and then transfer it to a mac and it works on the mac Word!! :)

@urielramirez27 7 лет назад

Just to let everybody know, you can only mapped on Word 2013 and 2016 but it will work in 2010 and 2016 for mac just fine.

@thaijohnston1840 Месяц назад

Lauren, how do i remove the XML file if I update it and want to reload it with the most recent data? Instead of having multiple copies of it loaded?

@LouG77 4 года назад

Thank you for the video!! I still have a question though, what would you have to do if you needed different formats for the text? For example, for the title of the document or the document control no. Thanks!

@TownsendTek 4 года назад

Hi Luis, Do you mean different format like bold and underline on the same content control in two places in the document? If you insert the content control as RICH TEXT when you format it in one place that formatting shows up on it everywhere you have it. But if you insert it as a plain text content control then you can format it differently in different places. Did I understand your question?

@tanguerochas Год назад

You can apply different Styles to the controls in different location and they will control the formatting in those locations.

@JimSlaughterOC 7 лет назад

This is quite a nice video. Do you have to save the document as a docx file type? Could you do it with the older .doc file type? Also, if you create it in Word 2013 can people open it and use the content controls in Word 2007? Many thanks!

@TownsendTek 7 лет назад

Thank you! First the bad news - Yes it has to be a .docx (or .dotx or .dotm), but it can't be a .doc file because .doc was prior to Word documents becoming "XML" files. Now for the good news - yes, you can set the XML mapping up in 2013 or 2016 then open the document and use it in 2007 or 2010.

@JimSlaughterOC 7 лет назад

Thanks Laura!

@syedamir833 3 года назад

very helpful presentation. Can you tell me how to create txt file

@tanguerochas Год назад

NotePad or NotePad ++

@rlperez26 7 лет назад

Great video. Can this document then be converted to a PDF document if it has XML mapping?

@TownsendTek 7 лет назад

Thanks! It can be converted to a PDF but at that point it is just a PDF - a replica of the document as it was when you converted it. It's not like the fields remain. It is possible to create forms with Adobe and other PDF programs that have fields, but you do that with the PDF program.

@wrawwww 5 лет назад

Great video! Do you know how to highlight te text in the content control to just click once on the text and be able to write? Now I have to delete te text in the contrent control each time. I want it to be deleted in the moment when starting to write.

@TownsendTek 5 лет назад

This article talks about how to preserve that placeholder text but make it say what you want it to say: gregmaxey.com/word_tip_pages/modify_cc_placeholder_text.html It is tricky. When you first insert a content control is should have placeholder text that says something like "click or tap here to type text." If you leave that alone then when you click in the content control it automatically selects the whole thing. But if that "placeholder text" is replaced with regular text then you're stuck with what you're experiencing -- you have to select or delete the text first and it's MOST annoying. But the article above is great for explaining it. Also, I have noticed if you're using plain text content controls once you fill in the first one you can press TAB to jump to the next content control, and it will select all the contents for you. This doesn't work with Rich Text content controls though because you can type tab inside of them so it doesn't know you want to move on to the next one. You can also click the little HANDLE for the content control and it will select all the contents, but now that's getting tedious. I imagine a macro could be written that would select all the contents of the content control when someone clicks in it but I haven't looked into it yet.

@mourahman7371 7 лет назад

hi laura your video is so much effective,,but dear i am using word 2007 and the xml mapping pane tool is not in developer tool,what can i do.........

@TownsendTek 7 лет назад

@mou Rahman, Correct, Word 2007 does not have the built in xml mapping pane tool. Go to Greg Maxey's page here: gregmaxey.com/word_tip_pages/content_control_tools.html . Scroll to the very bottom and there is a link that will download a tool he made that will work in Word 2007. The instructions for using it are on that web page too.

@seredan6273 3 года назад

hi. is this not working anymore in office 365?

@petarbakic156 4 года назад

Hello, I have a question: If I want a plain text content control with words in CAPS to repeat 1 more time in the document but in small letters, is there a way that the second content control can repeat the same word but somehow convert it to small letters? Thanks

@TownsendTek 4 года назад

Hi Petar, Just now seeing this question. Try this: 1. Put your plain text content control in both places. 2. Select the one that should be ALL CAPS. 3. Right click the selected field, then choose FONT. 4. Inside the FONT dialog box, check ALL CAPS. Now, when you type in either of the fields, type in lower case. The ALL CAPS formatting is like bold or underline -- it should make that content control appear in ALL CAPS even though it was typed in lower or title case.

@dedrickallen4075 7 лет назад

I found this video last week and everything worked great for 2010, 2013 and 2016. Now all of a sudden it no longer works on any version. Is there some setting of something that needs to be re-enabled?

@TownsendTek 7 лет назад

Sorry, I am just seeing this comment now. That is bizarre. A document or template can get "disabled" but it doesn't make sense that the same document would be disabled on multiple versions of Word - unless maybe they're all installed on the same computer? To check for disabled items: 1. Go to File, Options, Add-ins. 2. Change the drop down toward the bottom from Manage Com Add-ins to Manage Disabled Items. 3. Click GO. 4. If you see it listed, enable it. Let me know if that doesn't work.

@alyssaglodowski3092 2 года назад

Hi Laura, When I try to open my notepad through Word, and link the notepad it is saying "This XML file could not be used to create a new part in the document because it's not valid XML". How do I get around this?

@menaral-najjar8172 2 года назад

This happened to me too, but then I abbreviated the labels like DOB and shortened them and then it worked. I also changed very little of what the original was to make sure there were no errors.

@NinhTran09 3 года назад

🙌🏻

@heatherfeather2621 3 года назад

Can you change the default blank text to be specific?

@tanguerochas Год назад

Yes, you can, by going into Developer Mode. See gregmaxey.com/word_tip_pages/modify_cc_placeholder_text.html

@bnp2bnp 4 года назад

THANK YOU!! I have looking for this answer for YEARS! Two questions, though. 1.) If I ever want to share this document to someone else, do I also have to give them the txt file that I created for the XML mapping? And, 2.) Oddly, when I was creating my different fields in txt file, using Notepad, I was inserting names like Though when I tried to add this to my Word doc, it said it was correct XML Mapping format. Is this not allowed? I basically solved it by copying and pasting Mr. Maxey's formula, (sorry if that's not how it's called) and not repeating the word Red. I opted for , . Anyways, thank you so much for your help! It was very easy to understand. THANK YOU THANK YOU!!

@TownsendTek 4 года назад

Hi Bel P. You're very welcome. 1. No you do not need the txt file. Once you connect the txt file to the Word document, the XML parts are incorporated into it. You also can't just change the fields in the XML file and have your document magically update. If you want more or different fields you have to add another XML part to your document. Or start over with a new document. This is why it's good to really consider what fields you need before spending a lot of time formatting the actual document. You (or the person you send it to) can also save the document as a template and then create new documents from it. 2. I copy/pasted your names into one of my XML part text files and they worked fine. The "issue" was probably in the text at the top or very end. So when you copy/pasted Greg Maxey's text, it did not have the typo and worked. Try using your red1, red2 fields in a copy of your current XML parts text file that is working and it should work. Here is the text for an XML text file that I did that worked. Note the text "ColorTestXMLNode" at the beginning of the second line and the very last line? Those must match exactly. Where I have "Put something here" at the end of the second line, I think you can put whatever you want. I noticed both MS and Greg Maxey used a web address but I don't know what the significance of that is -- I tried going to one of the MS addresses and it was not there. =========== ===========

@bnp2bnp 4 года назад

@@TownsendTek Thank you for double checking my work, Laura! 😊🌻🌸

@rociovidal1149 6 лет назад

Awesome! is it possible for word 2007?

@TownsendTek 6 лет назад

You cannot do this with Word 2007 without using VBA computer programming. However, if you set it up in a newer version of Word I think the document will still work in Word 2007. I know it will work in Word 2010. But MS did not add the features I show here that let you link the content controls until Word 2013.

@mariansdraila 4 года назад

The fact that ms word doesn't have this built in is beyond my understanding. I wonder if there is any way to have this type of automation across multiple files, where you could fill in the information in one file and the others get the info automatically filled in from the main file or something like that. Thanks for the great video!

@tanguerochas Год назад

That is the Mail Merge feature.

@Alar0 6 лет назад

Is there a way to link this now to custom properties of the documents also?

@TownsendTek 6 лет назад

I don't think so.

@oussamathedjfreeman 3 года назад

if it work in microsoft 2007 you gonna save my life and make me feel better ... can xml work with variable like you have number assigned to a name "number" Num1 Name 1 Laura Num 2 Name 2 Townsend so the name take the value of num and every new page on word follow the same architecrure

@DougRansom1 7 лет назад

DUring development, I updated my XML part. How can I reload the XML part into my document, or at least get rid of an XML Part that I previously loaded using the XML Mapping pane?

@TownsendTek 7 лет назад

Strangely, it seems you can't delete it from the mapping pane where you add it. However, if you go to File, Check for Issues, then Inspect the document, you can then tell it to remove all custom XML parts. Then you can add it in again. (Be careful with the remove feature that you do not remove things you want to keep, like headers and footers!)

@DougRansom1 7 лет назад

sometimes that works sometimes it says it cannot remove the xml parts (not matter how many times you try). I figure just have both versions of your XML in teh document and don't worry if its a bit messy. It is still the easiest way to repeat text through the doc. I used to ry and edi document properties and then use fields, but that was more trouble that it was worth.

@TownsendTek 7 лет назад

There are three built in XML parts that you cannot remove. They will always be there. I think there is a way to remove the custom XML part with VBA Code, but if the Word Inspect feature won't remove one, that might not be able to remove it either. It is not hurting anything (I don't think) but it would be nice to be able to get rid of it. Yeah, the document properties was nice but this is much better because you can have as many "fields" as you want, name them what you want, and make them the type you want - like check box or date picker or drop down list, etc.

@gregorymaxey6045 7 лет назад

You can do it with my Content Control Tools AddIn: gregmaxey.com/word_tip_pages/content_control_tools.html To delete any CustomXMLParts (except the three built-in that can't be deleted) with VBA: Sub ScratchMacro() 'A basic Word macro coded by Greg Maxey Dim lngIndex As Long For lngIndex = ActiveDocument.CustomXMLParts.Count To 4 Step -1 ActiveDocument.CustomXMLParts(lngIndex).Delete Next lngIndex lbl_Exit: Exit Sub End Sub

@TownsendTek 7 лет назад

Thanks Greg, you are the best!

@sjean3913 7 лет назад

I seem to get that file is not xml when trying to add it under xml mapping any suggestions? copied as above and saved as txt file

@TownsendTek 7 лет назад

If there are any typos you will get a message that the file can't be used (I don't recall the exact wording). Make sure there are no spaces in any of the field names and that anywere you have start and end tags (Like ) that they match. If you can't get it, you can email the text you're using to me and I'll look at it (may take a couple days). My email address is in the video description.

@nima8080 7 лет назад

Not sure if you got it by now, but when I ran into the same issue it turned out that numeric characters was causing the problem. Can't have it must be

@InformationmanagersCa 6 лет назад

Field names apparently must not have any spaces, either.

@jf1308us 6 лет назад

I am getting a error message This XML file could not be used to create a new part in the document because it's not valid XML.

@TownsendTek 6 лет назад

This is most likely because there is a typo in the XML text file. The start and stop names of each field must match, and they can't contain a space or any "special characters" (like !&%#$&#). If you can't figure out what's causing it, email the XML text file to me and I'll look to see if I can figure it out. (laura@lawofficesolution.com)

@ryanhoppe1072 2 года назад

This doesn't work. The xml text file throws an error when trying to load "This XML file count not be used to create a new part in the document because it's not valid XML" - is there an update to this video that someone could assist with? I really think this is great and it is exactly what I am looking for.

@ryanpragnell5769 Год назад

Having the same issue.

@theperimeter1026 5 месяцев назад

I was having the same trouble with Word in Microsoft 365. Laura responded to a similar question 6 years ago (see question from @js1308bus): "This is most likely because there is a typo in the XML text file. The start and stop names of each field must match, and they can't contain a space or any "special characters" (like !&%#$&#)." I checked my .txt file that I had created and had spaces within some of the field names I created. Once I removed the spaces, the XML file loaded.

@ThilinaRandombage 6 лет назад

I accidently watched this thinking it was going to explain the "Repeating Section" control. Unfortunately that wasn't covered. Nice video though

@DeeDee-oi1xz Год назад

Says it's not valid xml file

@bubbletea3351 7 лет назад

Is there a way to do this with word 2010?

@TownsendTek 7 лет назад

It can be done with Word 2010, but not the way I show in this video. You need to do VBA programming to do it in 2010 OR you need to use a Word Add-in that someone else developed (see below). Also, if you can get access to Word 2013 or 2016 to set up your template, the template/document will work in Word 2010. This guy also developed a tool that does the work for you: gregmaxey.com/word_tip_pages/content_control_tools.html

@gregorymaxey6045 7 лет назад

Use my Content Control Tools Add-In: gregmaxey.com/word_tip_pages/content_control_tools.html

@TownsendTek 7 лет назад

Thanks @Gregory Maxey!

@s.r9237 5 лет назад

THIS

@gregorymaxey6045 7 лет назад

Laura, Please update the links to my web pages to the new domain e.g., gregmaxey.com/word_tip_pages/contentcontrol_enhancements_word_2013.html The video of course provides a great overview, but to map document content controls, the easiest way is to use the InstaMap tool in my Conent Control Tools Add-In: gregmaxey.com/word_tip_pages/content_control_tools.html