Automatically Updating Fields and Links

Stephanie wondered if there is a way in Word to force the updating of all fields and links in a document when either opening or saving (closing) the file. She knows that she can force updates prior to printing, but she was looking, specifically, for the open or close method of updating.

You can automatically update both fields and links when you print a document, but Word treats the two items differently when you are opening a file. Word provides a way to always update your links when opening a document. You can do this by following these steps:

1. Choose Options from the Tools tab. Word displays the Options dialog box.
2. Make sure the General tab is selected. (Click here to see a related figure.)
3. Click the Update Automatic Links at Open check box.
4. Click on OK.

If you are using Word 2007, the process is a bit different:

1. Click the Office button and then click Word Options. Word displays the Word Options dialog box.
2. Click on Advanced at the left side of the dialog box. (Click here to see a related figure.)
3. In the General area (scroll down a bit to see it), make sure the Update Automatic Links at Open check box is selected.
4. Click on OK.

That setting should make sure that all your links are always up to date. If you want to update the fields when the document is opened, you'll need to use a macro to accomplish the task. Specifically, you'll need to use either an AutoOpen or AutoClose macro, depending on whether you want to update the fields when the document opens or closes. The following is an example of an AutoOpen macro you can use.

Sub AutoOpen()
    With Options
        .UpdateFieldsAtPrint = True
        .UpdateLinksAtPrint = True
    End With
    ActiveDocument.Fields.Update
End Sub

Note that the macro makes sure that the options are set to force updating the fields and links when printing occurs, then it updates all the members of the Fields collection in the document. If you, instead, wanted to update the fields at closing, you could use this macro:

Sub AutoClose()
    ActiveDocument.Fields.Update
End Sub

This macro is much shorter because there is no need to set the update-on-print options when you are exiting the document.