Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. 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: Field Calculations in Locked Forms.
Written by Allen Wyatt (last updated August 19, 2024)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021
Kathleen described a problem she had with Word not updating a calculated field in a locked form. For instance, if there are three fields (Field1, Field2, and Field3) that are summed together into another field (Total), then Kathleen could not get the Total field to calculate, even though she set the Calculate on Exit property of the Total field.
The reason the problem occurs is a misunderstanding of the way in which Word calculates form fields; it has nothing to do with the fact that the form is locked. (In fact, the form must be locked in order to fill in the form fields at all.) The problem arises because it is not the Total field that must have the Calculate on Exit property turned on, but the fields on which Total is dependent. In this instance all three contributory fields—Field1, Field2, and Field3—must have their Calculate on Exit property set. If they do, then the Total will update properly (and interactively) as expected.
As a side note, it does very little good to have the Calculate on Exit property set in the Total field. Why? Because when you set the field's Type property to Calculation, enter your formula in the Form Field Options dialog box, and then lock the form, the Total field cannot be selected. If it cannot be selected, you can't exit it (you can't exit what you can't enter), so the Calculate on Exit property is never triggered.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8178) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Field Calculations in Locked Forms.
Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!
You can use fields to cross-reference different text in a document. If you get unwanted results from the ...
Discover MoreIf you put a field into a text box, you might be surprised to find that it doesn't update when you try to update all your ...
Discover MoreIf you try to add a quote mark or a backslash as part of a field parameter or switch, you may be surprised at what you ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2020-04-21 09:15:44
Andrew
Yes, but it's gonna make you cry.
https://support.office.com/en-us/article/field-codes-formula-field-32d5c9de-3516-4ec3-80ed-d1fc2b5bc21d
2020-04-20 12:10:02
Richard Curtis
Is it possible to use fields to calculate more complex engineering-related formulae?
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.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. 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:
Comments