How to Show Hidden Building Block Text Elsewhere in Word
Question details
The user needs to display hidden text from a selected building block at another location within a Word quotation template.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Creating automated quotation templates that reuse and display specific hidden text blocks across multiple document sections.
- Observed behavior
- REF fields cannot directly pull content from a building block unless the content is first inserted into the document and bookmarked.
Ensure that the Developer tab is enabled in Word to access VBA and bookmark features, and save your template as a macro-enabled document (.docm).
Use Bookmarks and REF Fields with VBA
The most reliable method to display building block text elsewhere is to insert it, bookmark it, and reference it using REF fields updated by a macro.
REF fields can only display text that is already present and bookmarked in the document. They cannot directly extract data from an uninserted building block.
Note that by design, a .docm file cannot store building blocks itself; they must be stored in a separate template (.dotx or .dotm).
Insert the selected building block into a temporary or target range in your document.
Select the required text that was just inserted and assign a Bookmark by navigating to Insert > Bookmark.
Navigate to the location where you want the text to appear, press Ctrl+F9 to insert field brackets, type 'REF [YourBookmarkName]', and press F9 to update.
Write a VBA macro to automate the insertion, bookmarking, and updating of the REF fields when the quotation template is generated.
Use WPS Writer to Link and Display Text Across Documents
WPS Writer provides robust tools for bookmarks and cross-references, allowing you to easily reuse and display specific text blocks throughout your quotation templates without relying on complex VBA macros. It is fully compatible with Microsoft Word formats.
- 1. Highlight the text: Open your template in WPS Writer and highlight the text you want to reuse.
- 2. Create a bookmark: Go to the 'Insert' tab and click 'Bookmark' to assign a unique name to the selected text.
- 3. Navigate to the target location: Move your cursor to the location in the document where you want the hidden text to appear.
- 4. Insert a cross-reference: Click 'Cross-reference' under the 'Insert' or 'References' tab, select your bookmark, and insert it to link the text.
Frequently Asked Questions
Can a REF field pull text directly from an uninserted building block?
No, a REF field cannot directly retrieve content from a building block. The content must first be inserted into the document and bookmarked before the REF field can display it.
Why can't I save building blocks in a .docm file?
By design in Microsoft Word, building blocks cannot be stored directly within a standard macro-enabled document (.docm). They must be saved in a template file, such as a .dotx or .dotm file.
How do I update REF fields automatically after inserting a building block?
You can update REF fields automatically by writing a VBA macro that selects the document content and calls the 'Fields.Update' method, or manually by selecting the text and pressing F9.
