How to Create a Word Template That Changes Wording by Company Selection
Question details
The user wants to configure a dynamic Word contract template where the document's wording automatically updates based on whether Company A or Company B is selected from a control.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Drafting standardized contracts or legal documents where specific clauses, names, or terms must adapt automatically depending on the chosen company entity.
- Observed behavior
- A dynamic setup is needed to replace manual editing, reducing human error when switching the required wordings between different companies.
Enable the Developer tab in your word processor's ribbon, as you will need access to legacy form fields, drop-down content controls, and potentially VBA macros to set up dynamic content.
Method 1: Create Separate Templates for Each Company
This is the most reliable, error-free method if you are not comfortable writing VBA macros or dealing with complex conditional text setups.
While having a single dynamic file seems convenient, maintaining conditional logic can be prone to breaking if standard document text is accidentally deleted. Using separate templates keeps document management straightforward for all skill levels.
Create a copy of your standard contract document for each company you manage.
Open each file and manually adjust the specific wording, company names, and custom clauses required for that specific entity.
Go to File > Save As. Choose 'Word Template (*.dotx)' from the file format drop-down list. Save each file with a clear, identifiable name (e.g., 'CompanyA_Contract_Template.dotx').
Instruct users to select the appropriate company template file when initiating a new contract, ensuring they always start with the correct baseline text.
Method 2: Use Drop-Down Controls and Conditional Text (VBA)
An advanced approach that uses a drop-down selection list and a VBA macro to swap out wording automatically based on the user's choice.
Create Professional Templates with WPS Writer
WPS Writer offers extensive form controls, standard text formatting tools, and comprehensive template management. It helps you quickly draft, deploy, and manage company contracts without complex configurations.
- 1. Enable the Developer Tools: Open WPS Writer, go to Options, and enable the Developer tab to access form fields and document controls.
- 2. Design the Contract Framework: Insert your standard contract text and place form fields or drop-down controls where the company selection should go.
- 3. Apply Logic or Duplicate: Configure VBA for automated text swapping if needed, or simply duplicate the document to create distinct template variants for each company.
- 4. Save as a Template File: Go to Menu > Save As, and choose to save your document as a WPS Template (.wpt) or Word Template (.dotx) for effortless future use.
Frequently Asked Questions
Can I link a drop-down list to change text without using VBA?
Without VBA, dynamically changing large blocks of text based on a drop-down is highly limited. You can use legacy form fields with the 'Calculate on exit' property paired with IF and REF fields, but it is cumbersome to set up. Creating separate templates is generally faster for non-programmers.
Why aren't the drop-down macros running when I open my template?
Macros are often disabled by default for security reasons. Make sure you saved the file as a Macro-Enabled Template (.dotm) and instruct users to click 'Enable Content' or 'Enable Macros' in the security warning bar when the document opens.
What are legacy form fields in Word documents?
Legacy form fields are older versions of content controls that include text boxes, checkboxes, and drop-downs. They are sometimes preferred for conditional text tasks because they support 'Calculate on exit', allowing formula fields elsewhere in the document to update automatically when the user moves to the next field.
