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

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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[SharonSmith]

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!

[andrewatkins]

I have a learning disability and I often struggle to understand basic information like this, but Sharon explained things perfectly. Thank you.

[cprivate]

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.

[shahidrabbani]

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

[michellestimpson]

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).

[zin]

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

[NikkiVelazquez]

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!

[MJCPeters]

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.

[garyleavitt]

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

[suzannet]

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!

[salmanbukhowa]

Sharon, I will give you a thumbs up .. and keep in mind that this is my first EVER on youtube. Thank you so much.

[liberumoratio]

Super to the point. Exactly what you need to Auto fill repeating text in multiple places in a document.

[isaacaisenstein]

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?

[cdracop]

Is there any way to auto populate when using the Developer Option of Rich Text Content Control instead of legacy?

[agnarlydude]

Sharon, great video. Can I ask how do I achieve this for Word for Mac please?

[primoralphquezada]

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!

[karimzaizan]

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! This is exactly what I was trying to do with Word forms. God bless!

[heathernavarrette]

Finally! This is exactly what I’ve been looking for. Thank you!!

[sarahkeene]

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