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How do I create a data entry list in Word that auto-populates multiple <Placeholders>?

CBE 60 Reputation points
2025-11-11T19:15:56.59+00:00

I want to create a template for an existing document so that every time I open it, I can fill in data in one place so that it finds and replaces words.

For example, my document has <Name1> <Name2> <LastName> <State> and more. Is there some way where I can easily list John, Jane, Harris, Texas, press enter, and then it finds and replaces automatically?

I know how to use Find & Replace, but its awfully tedious since I have to enter different people many times a day.

Microsoft 365 and Office | Word | For business | Windows
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John Korchok 232.4K Reputation points Volunteer Moderator
2025-11-11T19:50:38.01+00:00

Here is Greg Maxey's page with 8 different methods to do this: Repeating Data  (or populating multiple like fields)

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Charles Kenyon 167.1K Reputation points Volunteer Moderator
2025-11-11T23:39:09.26+00:00

Here is my page that goes into more detail about using the Document Property Content Controls or other Mapped Content Controls to repeat data. This is #7 in Greg's list.

https://addbalance.com/word/MappedControls.htm#PageStart

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WordWizzard 1,035 Reputation points
2025-11-12T00:12:38.2733333+00:00

As you see from the replies, there are a number of ways to do this. One way is to first create an Excel file and store the data (names, addresses, etc.) in the file. Next, create a Word document with the text and placeholders for the data. Then, you link the Word document to the Excel file to automatically populate the placeholders with data from the Excel file.

There are also several videos that describe how to merge Excel data with a Word document. See

https://www.youtube.com/watch?v=g3_2QrfJTJw

https://www.youtube.com/watch?v=CrgQkz3JIzY

Word also has a Mail Merge wizard you can use. Click on the Mailings tab on the ribbon, and then click on the Start Mail Merge icon. You see the Step-by-step Mail Merge wizard at the bottom of the dropdown.

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