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Stopping Automatic Changes from Being Tracked

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Stopping Automatic Changes from Being Tracked.

As you already know, Word allows you to insert fields in your documents. These fields can be used for quite a few handy things, such as the today's date, the current page number, the user's initials, or a host of other tidbits of information. What makes these fields handy is that they are automatically updated by Word. Some fields are automatically updated when you open a document, others are updated just before you print, and you can manually update fields at any time you desire.

All this updating can cause a problem if you have Word's Track Changes feature turned on. If the feature is turned on and a field is updated, the field results show as a "change" in the document. This problem is most often exhibited with date fields, but can also be a problem with other fields. For instance, page numbers, if implemented through fields, will show as "changes" if they are updated.

The only way to stop Word from updating fields is to lock them. You can do this by selecting the entire document (Ctrl+A) and then pressing Ctrl+F11. The fields will then remain locked until you specifically unlock them by selecting the entire document and pressing Ctrl+Shift+F11. In other words, you could lock the fields, turn on Track Changes, make any changes you want, turn off Track Changes, resolve the changes, and then unlock the fields.

If you only have a limited number of fields in your document and you know exactly when they are being updated, then there are a couple of other steps you can take. For instance, Word automatically updates headers and footers when you open a document. To bypass this action, switch to Normal view, turn on Track Changes, and then save your document. Later, when you open the document, it will still be in Normal view. Word won't update the headers and footers—even on opening the document—unless you are in Print Layout view. While editing in Normal view, only those changes you make will be visible. Word will, however, automatically update the headers and footers if you switch to a view that requires them to be shown on the screen, such as Print Layout or Print Preview modes. In this case, the only way to stop the automatic update is to lock the fields, as previously described.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1716) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Stopping Automatic Changes from Being Tracked.

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Comments for this tip:

Anne    19 Jun 2013, 23:39
I have created a fairly standard report template which contains reference fields for different data (such as report title, author etc). A wide number of people create reports from this template, then every fortnight they are compiled into one master document. My problem is that when I compile them into one document, the reference fields get all mixed up, and some fields reference bookmarks in other reports which is very annoying. Apart from going through each individual report (there are usually 20 or 30 of these) and manually locking the fields before collating into one document, is there any automatic way of doing this? We have a very limited timeframe to collate the docs and sometimes locking the fields gets overlooked, resulting in a scrambled outcome. Any ideas?
Judy Miller    21 Jun 2012, 07:12
I am using word for mac - I can't seem to stop the document from changing the date in the footer each time I open the document!
I've tried selecting all and then using F11. Didn't work.
Ae    15 Mar 2012, 23:24
Is there a way so that when you open a specific document it updates the date automatically but if you send it or any other user opens the document it won't change?
 
 

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