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.
by Allen Wyatt
(last updated September 20, 2021)
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:
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.
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