Updating Fields in Locked Forms

Written by Allen Wyatt (last updated March 29, 2025)
This tip applies to Word 97, 2000, 2002, and 2003


If you are creating a form in Word, it is possible to use two types of fields in the form: regular fields and form fields. Form fields, and how they are updated, are covered in other issues of WordTips. If you are creating a form that utilizes other types of fields that must be periodically updated, it can be frustrating to do so. Why? Because Word doesn't always update regular fields as you are filling in a locked form.

Unfortunately, the only way to update such fields is either to print the document (which normally forces all fields to be updated) or to force updates through the use of a macro. If the latter is the desired course, the macro must accomplish the following:

  1. Unlock the document.
  2. Update the fields.
  3. Relock the document.

This is a relatively easy task to do using VBA. You can use a macro such as the following:

Sub UpdateFields()
    Dim OneStory as Range
    Dim OneField as Field

    ActiveDocument.Unprotect Password:="YourPassword"
    For Each OneStory In ActiveDocument.StoryRanges
        For Each OneField in Stories.Fields
            OneField.Update
        Next OneField
    Next OneStory
    ActiveDocument.Protect Type:=wdAllowOnlyFormFields, _
      NoReset:=True, Password:="YourPassword"
End Sub

To ensure this macro works for you, you'll want to make sure that you change the verbiage "YourPassword" (two instances) to whatever the password is for your document. If your document doesn't use a password, simply delete the Password parameter in both the Unprotect and Protect methods.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1543) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Understanding Forms

If you have ever created several documents that contain the same basic information with only a few minor differences, ...

Discover More

Paragraph Numbers in Headers or Footers

If your documents routinely use numbered paragraphs, you may want to place the number of the page's first paragraph in ...

Discover More

Importing CUSIP Numbers Correctly

It is often necessary to import information from other programs into Excel. Sometimes this can lead to challenges, such ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2019. Spend more time working and less time trying to figure it all out! Check out Word 2019 For Dummies today!

More WordTips (menu)

Using the SYMBOL Field

The most common way of adding symbols to a document is to use the Symbol dialog box. There is another way, however, that ...

Discover More

Jumping Between Fields

Need to step through the fields in a document? It's easy using the shortcuts detailed in this tip.

Discover More

Field Reference to Number of Prior Pages

Fields are used for all sorts of purposes in Word, but typically to provide some sort of dynamic information. This tip ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is two minus 0?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

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.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.