Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Suppressing ASK Fields When Printing.

Suppressing ASK Fields When Printing

by Allen Wyatt
(last updated October 7, 2017)

Fields provide quite a bit of processing power for your documents, as you learned from other issues of WordTips. The ASK field is one you can use to prompt users for text which is then assigned to a bookmark. (This is great for customizing boilerplate text on the fly.) Susan had problems with the ASK field, however, because not only did users get asked for their text once, but also a second time when the document was printed.

By default, Word updates all fields just prior to printing. If you have ASK fields in your document, this means that when they are updated the user is asked for text a second time. To avoid this behavior, follow these steps:

  1. Click the Office button and then click Word Options if you are using Word 2007. If you are using Word 2010 or a later version, click the File tab of the Ribbon and choose Options. Word displays the Word Options dialog box.
  2. Click Display at the left side of the dialog box. (See Figure 1.)
  3. Figure 1. The display options of the Word Options dialog box.

  4. Make sure the Update Fields before Printing check box is cleared.
  5. Click on OK.

Now Word won't update fields before printing. The only downside to this, however, is that other fields won't be automatically updated either. If you do have other fields in the document you may want to make sure that you update them manually prior to printing.

If manually updating fields is a bother, you may want to consider removing the ASK fields completely and instead designing a user form. Another alternative is to ask for user text under the control of a macro, and then use the macro to assign the text to bookmarks. (This is the same functionality as the ASK fields, but it only runs when you specifically want it to run.)

If such changes are not possible, you could turn on automatic updating of fields back on and instead use the following macro to print your document:

Sub CustomPrint()
    Dim afield As Field

    For Each afield In ActiveDocument.Fields
        If afield.Type = wdFieldAsk Then afield.Locked = True
    Next afield
    ActiveDocument.PrintOut
    For Each afield In ActiveDocument.Fields
        If afield.Type = wdFieldAsk Then afield.Locked = False
    Next afield
End Sub

The macro examines every field in your document, locking those that are ASK fields. The document is then printed, and the fields are again unlocked.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8177) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Suppressing ASK Fields When Printing.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Inserting Video into Worksheets

You can add all sorts of objects to your workbooks, including video clips. Here's the pros and cons (along with the how-to) ...

Discover More

Replacing All Building Blocks

Word's Building Blocks can be a great tool to improve your productivity when writing. Depending on the type of writing you ...

Discover More

Deciphering a Coded Date

It is no secret that Excel allows you to work with dates in your worksheets. Getting your information into a format that is ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (ribbon)

Upside-Down Printing

Putting words on the printed page is easy in Word. Rotating those words in different manners can be a bit trickier. This tip ...

Discover More

Reversing Print Order

When you print a document, does it come out of the printer in the order you need? Here's how to reverse the print order to ...

Discover More

Controlling the Printing of Highlighting

Using Word's built-in highlighter tool can be a great way to add markup to a document and attract a reader's eyes to specific ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is two more than 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.