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: Field Calculations in Locked Forms.
Kathleen described a problem she had with Word not updating a calculated field in a locked form. For instance, if there are three fields (Field1, Field2, and Field3) that are summed together into another field (Total), then Kathleen could not get the Total field to calculate, even though she set the Calculate on Exit property of the Total field.
The reason the problem occurs is a misunderstanding of the way in which Word calculates form fields; it has nothing to do with the fact that the form is locked. (In fact, the form must be locked in order to fill in the form fields at all.) The problem arises because it is not the Total field that must have the Calculate on Exit property turned on, but the fields on which Total is dependent. In this instance all three contributory fields—Field1, Field2, and Field3—must have their Calculate on Exit property set. If they do, then the Total will update properly (and interactively) as expected.
As a side note, it does very little good to have the Calculate on Exit property set in the Total field. Why? Because when you set the field's Type property to Calculation, enter your formula in the Form Field Options dialog box, and then lock the form, the Total field cannot be selected. If it cannot be selected, you can't exit it (you can't exit what you can't enter), so the Calculate on Exit property is never triggered.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1542) 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: Field Calculations in Locked Forms.
Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!
In order to use a form in Word, it must be protected. This means that you cannot make any changes to the form, even if ...
Discover MoreWhen entering information into protected form fields, Word doesn't apply the formatting inherent in the AutoFormat As You ...
Discover MoreWord doesn't require you to protect entire documents. Instead, you can protect different sections within a document, as ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2024 Sharon Parq Associates, Inc.
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: 
Comments