How to use GeWoVa. 5-minute tutorial.

The following text is an excerpt from the demo document gewova_v100.docm. For the complete tutorial download the file, open it in Microsoft Word and do the exercises.

First of all, switch to the ribbon tab “Variables”.

Insert->Existing variable

1.         Put the cursor into the empty cell in the table below.

                        Sandbox

                         

2.         Click “Insert->Existing variable”.

Result.                      The list of variables appears.

3.         Select the variable “product_name” and click “ok”.

Result.                      The text GeWoVa appears in the cell.

Highlight->All variables, ->As Word default

By default Word does not highlight variables and other fields in a document. But while preparing a document, you might want to see immediately where you have put the variables.

1.         Click “Highlight->All variables”.

Result.                      The document now contains many grayed-fragments, which identify the locations of the variables.

2.         Click “Highlight->As Word default”.

Result.                      The variables are no more grayed.

Insert->New variable

1.         Put the cursor into the empty cell in the table below.

                        Sandbox

                         

2.         Click “Insert->New variable”.

Result.                      The dialog box to input a name appears.

3.         Enter some name, for example, “test”.

4.         Click OK.

Result.                      The variable appears in the cell.

The initial value of a variable is its name. To change the value, use a command from the “Management” group.

It is a good idea to limit to names to Latin letters, digits, underscores and spaces. Special symbols are allowed, but they often create problems. Avoid them in names.

Management->Delete-edit-new

1.         Click “Management->Delete-edit-new”.

Result.                      The standard Word dialog box “Properties” appears.

2.         Switch to the tab “Custom”.

             

3.         Select the custom property “demo variable”.

4.         Change its value to, for example, “updated demo”.

5.         Click “Change”.

6.         Click “OK” to close the “Properties” dialog box.

                        Sandbox

                        demo variable

Result.                      Note that the value in the sandbox-table is not changed. This is how Word works.

To update the variable in the text, do the following.

1.         Click on the variable in the document

2.         Press the button F9.

An alternative way:

1.         Right-click on the variable in the document.

Result.                      The context menu appears

2.         Select “update field”.

Result.                      The text is updated to “updated demo” or whatever you set earlier.

Management->Apply value

You can update the value of a variable from the text of a document.

1.         Use the sandbox table below.

                        Sandbox

                        demo variable

Change the text “demo variable” to something else, for example. “demo change variable”. Put the cursor in the variable or select a text fragment with the variable inside.

2.         Click “Management->Apply value”.

Result.                      The value of the variable is updated. All the instances of the variable “demo variable” in the document are updated.

To verify the change, go to “Management->Delete-edit-new”.

Import and export->To new document

This function creates a new Excel document, which contains

·         All the variables with the values, as well as

·         All the built-in Word properties with the values.

The first column is the name of a variable. The second column is the value.

Import and export->To file

The same as “Import and export->To new document”, but the result is saved to a file.

Import and export->From file

The variables of the document get the new values from an Excel file.

In the Excel file, the first column is a variable name, the second column is its value.

If the content of the first cell contains quotes and slashes (the symbols , , /, \), the row is skipped. You use such rows to visually separate blocks inside the table, to annotate the blocks and so on to improve the look and feel of the repository of variables.