Mapped Content Controls and Document Properties

ADD Balance - trademark of Charles Kenyon, Attorney at Law and Webmaster. Frequently Asked Questions - Help
Microsoft Word - Frequently Asked Questions - click to go to the question list.

on ADD Balance by Madison Wisconsin Criminal Defense Lawyer Charles Kenyon

Many people visit this site and use the information it contains. It costs money to keep on line and effort to update.
If you have received assistance here
please consider making a donation if you can.

 
Thank you. Charles Kenyon

Thank you for the suggestions. ("Smilies" from Woody's Lounge.) Click to go to Lounge. with input and suggestions from many on Thank you for the suggestions. ("Smilies" from Woody's Lounge.) Click to go to Lounge.
the Microsoft Newsgroups and at Woody's Lounge 

Click here to skip past FAQ questions list and other info and go directly to the start of this topic.

Search the FAQ site on Google.

Remember to Refresh your page. [F5].

Home
Word Tutorial - Intermediate
Legal Users Guide to Word
Downloads
Books about Microsoft Word - Newsgroup suggestions
Links
Web Resources for Microsoft Word

 

Using Date Fields in Microsoft Word
Calculated Dates
Booklet Formatting and Printing in Microsoft Word
Changing the Default Font in Microsoft Word
Document linked to Printer in Microsoft Word
Fonts Missing from Menu in Microsoft Word
How can I get a different header / footer on the second page?
Heading? Header? Microsoft Word Help
More on Headers and Footers in Word
Letterhead
Mapped Content Controls and Document Properties
Weird Lines and Borders
Macros and VBA
Master Documents Feature in Microsoft Word
A Back CoverPage in Microsoft Word
Normal Template in Microsoft Word - How to Open or Find the Normal Template
My docs open in the wrong program! Re-registering Word using the commandline.
Moving (Sharing) Customizations in Microsoft Word
Global StyleSheet?
MVP means?
Naming Files - A System is the Key
Posting tips in the Microsoft Word Forums
Getting rid of that (*)#"@^ paperclip! - Taming the Office Assistant
Page X of Y doesn't work in Microsoft Word!
Save Changes to the Global Template? Keeps Popping Up
Templates in Microsoft Word
Global Templates
Too Many Icons on the Taskbar in Microsoft Word 2000
Getting Rid of the Web Toolbar in Microsoft Word
Word for Word Perfect Users
Favorite Documents Menu
Work Menu in Microsoft Word
Templates Menu in Microsoft Word
What books have been recommended about Microsoft Word?
Where can I find more templates?
Word Links

 

See also:

Repeating Data Using Document Property Content Controls and Other Mapped Content Controls

 

This page last revised: 13 Dec 2017 05:24:01 -0600 .

Introduction:

This page is about how to repeat data in a document using mapped content controls. This can be relatively easy, or somewhat complex. This page is not comprehensive. It is based on things I learned from Greg Maxey's pages. I wrote it because I frequently answer questions on how to type information in one location in a document and have it show up in other places as well. If it is something that you want to have in a header or footer to reflect the content of the page or section, you should use a StyleRef Field. For repeating in the body of the document, if you are using Word versions predating Word 2007, you should use bookmarks and REF fields. In Word 2007 and later, though, I prefer Content Controls.

Macintosh Versions 2011 and 2016 have a limited ability to use Content Controls, but not to create them.

If you are going to repeat information in multiple documents, you should look at Automated Boilerplate Using Microsoft Word and Mail Merge.

There are at least two ways to repeat information in a document using Content Controls. The easiest is to use the Document Property Content Controls. This works for up to 15 separate items of text. The second is with Mapped Content Controls. (The document property content controls are actually built-in mapped content controls.) Mapped Content Controls are more flexible and there is no practical limit on the number you can use. In addition, the document properties content controls may only be useful for text while other kinds of mapped content controls can have other kinds of data.

Document Property Content Controls

You can insert Document Property Content Controls using Insert > Quick Parts > Document Property

There are 15 choices, some of which correspond to the summary document properties. Here, though, we are not using them for that. We are using them to repeat data. Fourteen are plain-text controls and the Publish Date control is a Date-Picker control.

I recommend using Abstract, Publish Date, and Status first. Here is an example:

This does not seem very useful until you see that you can modify these by using the Developer Tab and choosing Properties. That will let you change the tab at the top from "Abstract" to whatever you want, i.e., "First Party Name".

Then you can use Developer Mode to change the placeholder text.

Remember to click out of Developer Mode when you are done. Once you have these text changes made, you can replicate the information throughout your document by using the same document property controls. If you insert them directly as you did the first time, they will have their original titles. However, if you instead copy and paste, you will get your new titles. When information is changed in one location, it changes throughout the document in the same document property content controls.

Here is the same thing with the fields filled in. When you tab out of a content control after editing it, the same control changes throughout the document.

Everything I know about doing this came from this page by Greg Maxey in Method 5. Repeating Data (Populating Multiple Like Fields) There are numerous ways of repeating information in a Word context. This is only one of them. I urge you to review Greg's page for more information.

Once you have modified these Document Property Content Controls for one document, it is possible to save them for use in another by saving them as Building Blocks.

The Document Property Content Controls are a special case of what are called Mapped Content Controls. They are a special case because they come already mapped in Word. They are the equivalent of plain text content controls except the Publish Date which is a Date Picker Control. If you want the features of a different kind of Content Control, you will have to map it to the document's XML directly.

Mapped Content Controls

Please see Mapped Content Controls by Greg Maxey for information on how mapping works. Frankly, I do not understand it nearly as well as Greg does. I use his Content Control Tools, though, to create them and they work fine. You can download the utility from this page. Content Control Tools These are free. (Greg would really appreciate donations, though, if you find it useful.)

It simplifies creation of a mapped content control. I know it works with Drop-Down Lists, Date Picker, Picture and Plain Text. I assume that it works with the others as well. Note the Word version limitation on mapping of Rich Text and Check Box controls. As with the Document Property controls, once you have created one, you can copy it elsewhere in your document to replicate data. As with the Document Property controls, they are mapped so changing something in one location in your document changes it elsewhere.

For more on this and many other ways to repeat information in a Word document, see: Repeating Data (Populating Multiple Like Fields) by Greg Maxey.

 

Saving Modified Document Property Content Controls as Building Blocks / AutoText

You cannot save any content controls as AutoText. Period. (As of Word 2016 what you get is text.)

If you save mapped controls that are not Document Property Content Controls in building blocks (other than AutoText) they will function as content controls but do not retain their mapping.

You can save altered Document Property Content Controls in Building Blocks as Building Blocks other than AutoText.

For instance, if you add a modified document property content control and save that as a building block (not AutoText) then it will keep your modifications but still function as a mapped control in a new document. I recommend using Building Blocks that do not assume a particular position (i.e. not a Cover Page, Header, or Footer). I tested with an Equation Building Block and a Page Number Building Block (without position).

These altered document property content controls in the new document remain mapped to that node in the new document.

Note that if the Content Control was the first thing on the page, it seemed that it did not work to create the Building Block. This may have been a problem with the entire Building Block not being part of the selection.

It is possible to have multiple Content Controls included in a single Building Block. So, if you have a set of modified document property content controls that you would like to be able to reuse, you could save them in a single building block to be able to insert into a new document.

More on built-in document properties

Microsoft has a number of built-in document properties and also allows custom document properties. You can see these under File (Office Button) > Properties > Advanced.

The first choice adds a document properties panel to your document screen (which does not print).

The second gives you the Advanced Properties dialog. These properties show up on the Summary tab.

Most of the Document Property Content Controls are reflected in the built-in properties shown in this dialog. For those properties, changing them in a Content Control or in the dialog changes them everywhere. You can also use DocProperty fields to reflect any of the built-in or custom properties.

 

Macintosh Versions 2011 and 2016

Caveat, I have not used either of these Word versions. This information comes from John Korchok, an experienced Mac Word user.

It is my understanding that while neither of these has the ability to insert content controls, mapped or otherwise, that most will work in these versions. They have to be created using a Windows version, though. The Date Picker Content Control does not work on a Mac.

I have compiled a .dotx template containing the document property content controls that work in these Mac versions. Again, you can't edit any names but they can be copied and pasted into documents on a Mac and will work as mapped content controls within the new documents. Dotx containing Content Controls for use on a Mac. Version 17.2

I recommend, instead, creating templates in a Windows environments where these can be edited as described above. However, I expect this will be of some use to some users who do not have access to Word in a Windows environment.

Return to Questions List

 The up-to-date version of this FAQ may be found at:

http://www.addbalance.com/word/

Download this FAQ in Word 97 format

Send e-mail

Changes / suggestions / ideas can be sent to Charles Kenyon.

Hit Counter views since28 August 2001.

Many people visit this site and use the information it contains.
It costs money to keep on line and effort to update.
If you have received assistance here
please consider making a donation if you can.

 
Thank you. ckk

Copyright 2000-2017 Charles Kyle Kenyon

FAQ provided as an adjunct / hobby as a part of my web site as a criminal defense lawyer.

Smile! Bumper stickers and jokes.

Using Date Fields in Microsoft Word
Calculated Dates
Booklet Formatting and Printing in Microsoft Word
Changing the Default Font in Microsoft Word
Document linked to Printer in Microsoft Word
Fonts Missing from Menu in Microsoft Word
How can I get a different header / footer on the second page?
Heading? Header? Microsoft Word Help
More on Headers and Footers in Word
Letterhead
Mapped Content Controls and Document Properties
Weird Lines and Borders
Macros and VBA
Master Documents Feature in Microsoft Word
A Back CoverPage in Microsoft Word
Normal Template in Microsoft Word - How to Open or Find the Normal Template
My docs open in the wrong program! Re-registering Word using the commandline.
Moving (Sharing) Customizations in Microsoft Word
Global StyleSheet?
MVP means?
Naming Files - A System is the Key
Posting tips in the Microsoft Word Forums
Getting rid of that (*)#"@^ paperclip! - Taming the Office Assistant
Page X of Y doesn't work in Microsoft Word!
Save Changes to the Global Template? Keeps Popping Up
Templates in Microsoft Word
Global Templates
Too Many Icons on the Taskbar in Microsoft Word 2000
Getting Rid of the Web Toolbar in Microsoft Word
Word for Word Perfect Users
Favorite Documents Menu
Work Menu in Microsoft Word
Templates Menu in Microsoft Word
What books have been recommended about Microsoft Word?
Where can I find more templates?
Word Links

Click to return to table of contents page of Intermediate User's Guide to Microsoft Word.Click to go to Microsoft Word new users frequently asked questions site in a new browser window.
(Intermediate Users' Guide) - - - - - - - - - - - - - - - - - - -  (Questions List)

Home
Word Tutorial - Intermediate
Legal Users Guide to Word
Downloads
Books about Microsoft Word - Newsgroup suggestions
Links
Web Resources for Microsoft Word