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: Including Headers and Footers when Selecting All.
by Allen Wyatt
(last updated March 21, 2016)
Tim created a simple macro to update all the fields in a template. The macro includes a step that selects the entire document, much like pressing Ctrl+A. This step doesn't select headers and footers, and Tim is afraid that there may be fields to be updated in those locations. He wonders if there is a way to include headers and footers when selecting all, or if there is a different way for his macro to update the fields in the header or footer areas.
The simple answer is that you need to modify your macro code so that it looks in all the different Word areas that there might be fields. The problem with using a "select all" approach is that it only selects text in the main document. Headers, footers, and a host of other elements are maintained in their own separate layers that preclude them from being selected with all the text of the document.
If you simply want to update fields in the main text and in the headers and footers, then you should use a technique such as the following:
Sub MyUpdateFields1() ActiveDocument.StoryRanges(wdMainTextStory).Fields.Update ActiveDocument.StoryRanges(wdPrimaryFooterStory).Fields.Update ActiveDocument.StoryRanges(wdPrimaryHeaderStory).Fields.Update End Sub
Note that the different layers of a document are referred to as "stories" and maintained within their own collection. While this simple macro very quickly updates the fields in the stories containing the main text, the footers, and the headers, there are other stories (layers) where there could be fields requiring updating. The following macro looks through each story, regardless of its type, and does the requisite updating:
Sub MyUpdateFields2() Dim story As Word.Range For Each story In ActiveDocument.StoryRanges Do story.Fields.Update ' Check linked stories as linked stories are not independent Set story = story.NextStoryRange Loop Until (story Is Nothing) Next End Sub
If you really want to be complete, however, there is more than just the different story layers that you need to look through. For instance, it may be that there are some fields contained within text boxes that need updating. A more comprehensive macro is needed to deal with all these other places that fields could be located. In the following example, note the many different elements of the document that can be checked for fields.
Sub MyUpdateFields3() Dim doc As Document ' Pointer to Active Document Dim wnd As Window ' Pointer to Document's Window Dim lngMain As Long ' Main Pane Type Holder Dim lngSplit As Long ' Split Type Holder Dim lngActPane As Long ' ActivePane Number Dim rngStory As Range ' Range Objwct for Looping through Stories Dim TOC As TableOfContents ' Table of Contents Object Dim TOA As TableOfAuthorities 'Table of Authorities Object Dim TOF As TableOfFigures 'Table of Figures Object Dim shp As Shape ' Set Objects Set doc = ActiveDocument Set wnd = ActiveDocument.ActiveWindow ' get Active Pane Number lngActPane = wnd.ActivePane.Index ' Hold View Type of Main pane lngMain = wnd.Panes(1).View.Type ' Hold SplitSpecial lngSplit = wnd.View.SplitSpecial ' Get Rid of any split wnd.View.SplitSpecial = wdPaneNone ' Set View to Normal wnd.View.Type = wdNormalView ' Loop through each story in doc to update For Each rngStory In doc.StoryRanges If rngStory.StoryType = wdCommentsStory Then Application.DisplayAlerts = wdAlertsNone ' Update fields rngStory.Fields.Update Application.DisplayAlerts = wdAlertsAll Else ' Update fields rngStory.Fields.Update End If Next For Each shp In doc.Shapes With shp.TextFrame If .HasText Then shp.TextFrame.TextRange.Fields.Update End If End With Next ' Loop through TOC and update For Each TOC In doc.TablesOfContents TOC.Update Next ' Loop through TOA and update For Each TOA In doc.TablesOfAuthorities TOA.Update Next ' Loop through TOF and update For Each TOF In doc.TablesOfFigures TOF.Update Next ' Return Split to original state wnd.View.SplitSpecial = lngSplit ' Return main pane to original state wnd.Panes(1).View.Type = lngMain ' Active proper pane wnd.Panes(lngActPane).Activate ' Close and release all pointers Set wnd = Nothing Set doc = Nothing End Sub
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11489) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Including Headers and Footers when Selecting All.
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