Monday, June 23, 2014

Reusing Text in Word 2010 via Bookmarks - Part 2 Getting your formatting right

In my last post on reusing text via bookmarks in Word, I mentioned that there was a problem with the reused text retaining formatting. 

Sure, you can reformat the text to look how you want but when you update it, then new text takes on characteristics of the old.  You end up with text that looks like this....

There's an easy (but not obvious) way to fix this;

Getting into Reveal Codes Mode on Field
So, first we need to know exactly what makes our fields tick.  So, click on one of your fields and then press Alt+F9.  The field will change to show the code.

In my case, the code is;

{REF Title \h \* MERGEFORMAT }

This is more or less the default setting (the word title is the name of the bookmark I inserted).  Mergeformat means that the format of the original text is being merged.

To change this option, simply click on the code and overtype it.
In this case, we're going to change MERGEFORMAT to CHARFORMAT.

Once this is done, Press Alt+F9 to turn reveal codes off and then update your field.  (Remember that print preview is probably the fastest way to do this).

If you apply formatting to your field, it will now update with the rest of the field.

If you're still having trouble, it's worth remembering that Charformat applies the formatting of the first character (in this case, the R in REF), to the rest of the code.  You might want to reveal codes and then apply formatting directly to the word REF.

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