Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. 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 Calculated Fields in a Form.
by Allen Wyatt
(last updated September 27, 2013)
Word allows you to create special forms that rely on fields for the gathering of information. These forms can be protected so that text outside of the form fields cannot be modified by users. Other issues of WordTips have discussed ways in which forms can be created.
When you create a form, there are times you may need to have Word update the contents of calculated fields within the form. If you select the Update Fields Before Printing check box in the Display options of the Word Options dialog box, the fields are calculated automatically when a document is printed. But what if you don't want to print the entire document and waste paper just to see what the outcome of the calculations are?
The solution is to create a simple macro and assign the macro to the Quick Access toolbar. The following macro will do just fine:
Sub UpdateFields() Dim rngStory As Range For Each rngStory In ActiveDocument.StoryRanges rngStory.Fields.Update Next rngStory End Sub
It is important that the macro be added to the Quick Access toolbar because a protected form doesn't allow access to macros in other ways.
This approach, of course, requires that the user remember to click on the button to refresh all the fields. If you prefer, you could assign the macro to the OnExit event of any form field. Thus, whenever the field was "exited," the macro would be executed. One WordTips subscriber also suggested the following macro as an OnExit macro to update fields:
Sub UpdateRefsInForm() Application.ScreenUpdating = False If ActiveWindow.View.Type = wdPrintView Then ActiveWindow.ActivePane.View.Type = wdNormalView Else ActiveWindow.View.Type = wdPrintView End If If ActiveWindow.ActivePane.View.Type = wdNormalView Then ActiveWindow.ActivePane.View.Type = wdPrintView Else ActiveWindow.ActivePane.View.Type = wdNormalView End If End Sub
This macro is rather clever, in that all it does is switch from whatever view you are in (Draft/Normal or Print Layout view) to the other view, and then back again. This change in the view mode forces Word to update the fields.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9628) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Updating Calculated Fields in a Form.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
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