Word 365 - Insert text from file automatically

Question

I'm sure this has been answered, but I'm not finding the right search terms.  I have a series of Word files, each requiring a list of names.  I'm looking for a way to type the names once, then have them automatically inserted into the rest of the files.  The names will change every week, so I'd like something like a master list file, then the rest of the documents are automatically refreshed with the new names upon opening.  I tried a macro, but it's only working if I manually run it; other users will run it, so I'd prefer to avoid having user tasks to make this happen.  Ideally, the main file is changed, then the others are updated when they are opened.

Is a macro that takes the list from a separate file the best way to do this?  How do I get it to autorefresh...I have seen suggestions on updating the autoexec file, but the instructions are not complete, and I'm not sure if messing with this is the best idea.  I'm very open to suggestions here!

Thanks,

Jim

Answer 1

The correct solution is to put an INCLUDETEXT field in each document where the list needs to appear, with the full path and file name of the document containing the master list.

You will then need a macro named AutoOpen in each document that contains an INCLUDETEXT field (or in the template they're all based on, if there is a single such template) with this code:

Sub AutoOpen()

    ActiveDocument.Fields.Update

End Sub

That macro will run each time the document is opened, and it will update the INCLUDETEXT field and any other fields in the document. If the master list document has been edited, the new list will appear as the field's result.

If the macro is in each document, then that document must be saved as a macro-enabled document (*.docm instead of *.docx). If the macro is in a template, then the documents can be .docx, but the template must be *.dotm instead of *.dotx.

One caveat is that each user must have access permission to the file that contains the master list.

Answer 2

Thank you Jay, I'm going to give this a try in the morning.  Thanks again!

-Jim

Answer 3

Hi James,

Do you need further help?

Regards,

Neha

Answer 4

I finally had a chance to work with this, it works perfectly.  Thanks!!

-Jim

Answer 5

This is exactly what I'm trying to do, but I could use some more detailed instruction about how to write or record the macro that will automatically update the fields whenever a document is opened.