WD98: How to Update Fields in a Protected Form

Fields in a document protected for forms may not be updated when you fill out the form. This article describes four methods you can use to update regular fields or automatically insert and update the result of one form field into another area of a form.

Method 1: Use the "Calculate On Exit" Option

In Microsoft Word 98 Macintosh Edition, form fields include a "Calculate on exit" option. When you enable this option, fields and form fields can be updated in a protected form document. Fields not updated by this switch include: For additional information, please see the following article in the Microsoft Knowledge Base:

Method 2: Use a Macro

Microsoft provides programming examples for illustration only, without warranty either expressed or implied. This includes, but is not limited to, the implied warranties of merchantability or fitness for a particular purpose. This article assumes that you are familiar with the programming language that is being demonstrated and with the tools that are used to create and to debug procedures. Microsoft support engineers can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific requirements. The following macro can be used as an on-exit macro for the first form field called "Text1" so that the information entered into this field will automatically appear in the form field called "Text2." Alternatively, the macro can be used as an on-entry macro for the second form field called Text2. When you tab to this second field, the result of the first form field is placed automatically as the field result of this second field. In this example, "Text1" and "Text2" are bookmarks. The Text1 bookmark represents the field that contains the information you want to automatically appear in the field represented by the Text2 bookmark.

For each field that receives the information automatically, clear the Fill- In Enabled check box in the Text Form Field Options dialog box. This minimizes the chance of accidentally modifying the field result.

Method 3: Reference a Form Field Entry Elsewhere in a Document

There may be times that you may want to reference a form field entry elsewhere in a document.

To repeat a form field entry using a reference field, follow these steps:

1. Position the insertion point where you want the data to be repeated.
   
   NOTE: The document (or section where the insertion point is) must be unprotected to insert a field.
2. On the Insert menu, click Field and select REF from the Field Name list.
3. In the Field Code box, insert the bookmark name (for example, text1) that represents the field into which you are entering the data. Click OK.
   
   The REF field must be updated to display and print the text. An update will include all fields such as DATE and TIME. There are two ways to update fields in the protected area of your form:
   - If the form will be a printed form, you can have the REF fields update when you print the document. On the Tools menu, click Preferences, select the Print tab, and select the Update Fields check box. When you select this option, fields may not be updated on the screen, but Word will update them properly when you print the document.
   
   - If you need all fields to be updated on the screen as you fill out the form, including fields not updated using the "Calculate on exit" option as described in Method 1, use the following macro as the On exit macro for your form field(s):

   Sub UpdateAllFields()
      Dim aStory As Range
      Dim aField As Field
      For Each aStory In ActiveDocument.StoryRanges
         For Each aField In aStory.Fields
            aField.Update
         Next aField
      Next aStory
   End Sub
   						

   NOTE: Because this exit macro may cause a slight delay on some computers, you may opt to select the "Update Fields on printing" option if this will be a printed form. You may also opt to choose the "Calculate on exit" option as described in Method 1.

Method 4: Place the REF Field in an Unprotected Section of the Document

If you choose this option, the macro will update the fields in the unprotected section or you can create a separate exit macro to go to that specific field and update it.

To place REF fields in unprotected sections of your document, follow these steps:

1. Insert continuous section breaks above and below the REF fields.
2. On the Tools menu, click Protect Document.
3. Click Sections.
4. Select the sections you want to have protected. Click OK.

For more information on using a REF field to reference a list box, please see the following article in the Microsoft Knowledge Base: