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Making current Word forms easier to use
Okay! I have a vision!
Currently, we have a Word document that we use throughout our company. A sample of this would look like this: ----- start of document ----- Your Name: [blank text form field] Job Number: [blank text form field] Job Salary Grade: [blank text form field] Job Title: [blank text form field] ----- end of document ----- When our employees fill this out, they click into the grey area (the blank text form field areas) and type in the necessary information. There's a few things I wanted to do with this form to make it easier for both the user and the person's retrieving the completed document. 1) We always have an Excel listing of our Job Numbers (a LONG list). This listing changes once a year. This listing has "Job Number," "Job Salary Grade," and "Job Title" already in this Excel document. I wanted to find a way where I can incorporate this Excel data into this Word document so that the person filling out this form can click on a drop down combo box, choose the correct Job Number, and have the Word document automatically populate the Job Salary Grade and Job Title (all from the same Excel document). In some cases, we might not have the Job number listed, so this combo box has to allow for the user to type in something that may not even exist in the main Excel document. Is there a way to put the Excel data that we already have into this Word document to make this kind of thing happen? It doesn't make any sense to have the user type in a Job Number, then a Salary Grade, and finally a Job Title on every form they want to submit - It's time consuming for them and it there are allot of data entry errors that occur. 2) Is there any way to make all of these "text form fields" (or data items / combo boxes / whatever) available as data that can be retrieved by calling for the information from the completed form? For instance, a completed form would have the user's name, Job Number, Job Salary Grade, and Job Title already typed in. Can I pull this information into either an Access database or an Excel file? Is there a way to assign names to these "fields" for this kind of access? Do I need to look at converting this document into something else (from a Word document into an Excel document)? I have thought about creating a single Access database, however there are two problems. First of all, not all the users out there have Access. Secondly, there are users who are not "on-site" therefore they need to e-mail a completed form of some kind to a central location for the data entry process. Thanks in advance to anyone who can explain my options on this! Ronny |
#2
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Making current Word forms easier to use
If you stay in Word, a UserForm will offer more flexibility than a protected
form, but what you really want is InfoPath, which will accommodate, I think, all your requests. It is designed for just that purpose. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Ronny Hamida" wrote in message ... Okay! I have a vision! Currently, we have a Word document that we use throughout our company. A sample of this would look like this: ----- start of document ----- Your Name: [blank text form field] Job Number: [blank text form field] Job Salary Grade: [blank text form field] Job Title: [blank text form field] ----- end of document ----- When our employees fill this out, they click into the grey area (the blank text form field areas) and type in the necessary information. There's a few things I wanted to do with this form to make it easier for both the user and the person's retrieving the completed document. 1) We always have an Excel listing of our Job Numbers (a LONG list). This listing changes once a year. This listing has "Job Number," "Job Salary Grade," and "Job Title" already in this Excel document. I wanted to find a way where I can incorporate this Excel data into this Word document so that the person filling out this form can click on a drop down combo box, choose the correct Job Number, and have the Word document automatically populate the Job Salary Grade and Job Title (all from the same Excel document). In some cases, we might not have the Job number listed, so this combo box has to allow for the user to type in something that may not even exist in the main Excel document. Is there a way to put the Excel data that we already have into this Word document to make this kind of thing happen? It doesn't make any sense to have the user type in a Job Number, then a Salary Grade, and finally a Job Title on every form they want to submit - It's time consuming for them and it there are allot of data entry errors that occur. 2) Is there any way to make all of these "text form fields" (or data items / combo boxes / whatever) available as data that can be retrieved by calling for the information from the completed form? For instance, a completed form would have the user's name, Job Number, Job Salary Grade, and Job Title already typed in. Can I pull this information into either an Access database or an Excel file? Is there a way to assign names to these "fields" for this kind of access? Do I need to look at converting this document into something else (from a Word document into an Excel document)? I have thought about creating a single Access database, however there are two problems. First of all, not all the users out there have Access. Secondly, there are users who are not "on-site" therefore they need to e-mail a completed form of some kind to a central location for the data entry process. Thanks in advance to anyone who can explain my options on this! Ronny |
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