Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: Updating Fields in Locked Forms.

Updating Fields in Locked Forms

by Allen Wyatt
(last updated January 27, 2016)

2

If you are creating a form in Word, it is possible to use two types of fields in the form: regular fields and form fields. Form fields, and how they are updated, are covered in other issues of WordTips. If you are creating a form that utilizes other types of fields that must be periodically updated, it can be frustrating to do so. Why? Because Word doesn't always update regular fields as you are filling in a locked form.

Unfortunately, the only way to update such fields is either to print the document (which normally forces all fields to be updated) or to force updates through the use of a macro. If the latter is the desired course, the macro must accomplish the following:

  1. Unlock the document.
  2. Update the fields.
  3. Relock the document.

This is a relatively easy task to do using VBA. You can use a macro such as the following:

Sub UpdateFields()
 Dim OneStory as Range
 Dim OneField as Field

 ActiveDocument.Unprotect Password:="YourPassword"
 For Each OneStory In ActiveDocument.StoryRanges
 For Each OneField in Stories.Fields
  OneField.Update
 Next OneField
 Next OneStory
 ActiveDocument.Protect Type:=wdAllowOnlyFormFields, _
 NoReset:=True, Password:="YourPassword"
End Sub

To ensure this macro works for you, you'll want to make sure that you change the verbiage "YourPassword" (two instances) to whatever the password is for your document. If your document doesn't use a password, simply delete the Password parameter in both the Unprotect and Protect methods.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8258) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Updating Fields in Locked Forms.

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

Improving Text Sharpness with ClearType

Ever notice that even with a fancy new monitor, text can still look a bit muddy on the screen. You can use ClearType ...

Discover More

Symbols for Non-Printing Characters

Displaying non-printing characters can help you better understand the formatting and contents of your documents. What do ...

Discover More

Adjusting Column Width Using the Ribbon

If you want to resize the width of your table columns, you can do it using a mouse, but you can get more precise widths ...

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)

Date Last Edited

You can insert several dynamic dates into your document. One you may want is to add the date when the last edit was ...

Discover More

Inserting a Document's Size

Want to insert the size of your document directly into the document body? You can do so by using one of the dynamic ...

Discover More

Inserting the Author Name

Did you know that Word tries to keep track of who the author of a document is? This information can be easily added to ...

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 3?

2016-05-20 01:17:39

Jason Young

I have done as recommended in this article, but it says Object Required when it gets to the line OneField.Update!!


2016-05-20 00:59:51

Jason Young

how do I do this when the field is in the header and footer?


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.