How to do "auto-update" in Word (table)?

[bigred]

OK....I have a Word table with numerous steps (used to test releases). I have one step with a number that changes from release to release and is referenced in other steps. Can I make it some kind of field such that when I change in the first instance it "auto updates" - ? (Yeah I know I can do a gloable find/replace but someone asked for this....)

[richardm]

You could use a Field for this, I guess...

Update the document properties (File->Properties) so that the value you want to use is e.g. Category.

Then Insert->Field and choose Document Information on the left-hand side, and DocProperty on the right-hand side. Click "Options" and double-click "Category".

Then "Ok" until you're returned to your document. You can now copy and paste this wherever you need it, and then that's the difficult bit done.

To update all of them, modify the value for Category in the Properties dialog, then do ctrl-A (Select All) then F9 to refresh.

[Corpse Cruncher]

Wouldn't access be a better idea to use, you can do a report off of that? Or link excel to word so that the data updates when required?

[bigred]

I misspoke before. What we "really" want is a way to ref. a certain cell or row even if the row # changes, eg "The data in Step 17 must be deleted.....(etc blah)" and if Step 17 becomes Step 19, the 17 is automatically changed to 19. Is that even possible in Word tables - ?

And yes I know this is not the optimal way to go about this.

[kevin]

do it in excel and embed the excel in word with OLE. A horrible hack, but I don't think word has the capability.

[richardm]

I misspoke before.

Ah right. Yep, you can do this natively in Word you'll be glad to hear.

Select your entire table and click on the "Numbering" button on the toolbar to number the rows in your table. I assume you want to display these numbers (you can hide them if you don't want them, but if you're going to be directing people to them you might as well leave them).

Next, go to where you want your "The data in Step 17 must be deleted" bit. Delete the number 17 (so you're left with "The data in Step must be deleted"), leave the cursor where you want the number to go and go to Insert->Cross Reference.

Choose "Numbered Item" as your 'Reference Type' value, and "Paragraph Number" as your 'Insert Reference To' value. Then (still in the dialog box) click the numbered item you want (i.e. "17"). Click "Insert". You're done! You can click "Close" to close the dialog box now.

If you add or remove rows and want to see the changes on-screen you'll still have to select the entire table and refresh it to update the numbers, but it will update automatically if you print the document or print-preview it.