Updating Fields in Locked Forms

Written by Allen Wyatt (last updated January 7, 2022)
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

Showing a Scenario

When you create and save scenarios in a workbook, you can later pull them out and display them. Here's how to do it.

Discover More

Multiple Envelopes in One Document

Want to save a bunch of envelopes in a single document so that you can print them all out as a group? Here's how to ...

Discover More

Using a Standard Format in a Suggested File Name

Many companies (and some individuals) use specific formats for naming their documents. If you want Word to recognize your ...

Discover More

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!

More WordTips (menu)

Inserting the Edit Time

One of the things that Word keeps track of is how long, in minutes, you've been editing your current document. This ...

Discover More

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

Deleting All Fields

Fields can be a great way of adding small snippets of dynamic data to your documents. However, you may want to get rid of ...

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 eight less than 8?

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.