Some fields are updated while other fields are not

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Article ID: 212054 - View products that this article applies to.
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SYMPTOMS

In Microsoft Word, you open, preview, or print your document. When you do this, some fields may not be updated while other fields are always updated.

CAUSE

This issue occurs because certain fields are "display" fields. This means that they do not perform a calculation. These fields show a result even when you do not update them, and they appear whether you print the document. These "display" fields include AUTONUM, AUTONUMLGL, AUTONUMOUT, BARCODE, and EQ.

Certain other fields are related to pagination and printing and are only updated when you print or preview your document. These fields include DATE, TIME, PAGE, PAGEREF, PRINTDATE, REF, and SECTIONPAGES.

RESOLUTION

To resolve this issue, make sure that all fields are updated when you print or preview your document. To do this, follow these steps, as appropriate for the version of Word that you are running.

Microsoft Word 2000, Microsoft Word 2002, or Microsoft Office Word 2003

  1. On the Tools menu, click Options.
  2. Click the Print tab.
  3. Click the Update fields check box, and then click OK.

Microsoft Office Word 2007

  1. Click the Microsoft Office Button, and then click Word Options.
  2. Click Display.
  3. Click to select the Update fields before printing check box, and then click OK.

MORE INFORMATION

Fields are used as placeholders for data that might change in a document and for creating form letters and labels in mail-merge documents. Some of the most common fields are the PAGE field, which is inserted when you add page numbers, and the DATE field, which is inserted when you click Date and Time on the Insert menu and then select the Update automatically check box.

Fields are inserted automatically when you create an index or table of contents by using the Index and Tables command on the Insert menu. You can also use fields to automatically insert document information (such as the author or file name), to perform calculations, to create links and references to other documents or items, and to perform other special tasks.

Field codes appear between curly brackets, or braces ( { } ). To display the results of field codes (such as the results of calculations), hide the field codes (click Options on the Tools menu, click the View tab, and then clear the Field codes check box). Fields are somewhat like formulas in Microsoft Excel; the field code is like the formula, and the field result is like the value that the formula produces.

Word always updates some fields automatically when a document is printed or previewed, even if the Update fields option is turned off.

The following fields are updated automatically:
  • AUTONUM
  • AUTONUMLGL
  • AUTONUMOUT
  • BARCODE
  • EQ
The following fields are updated when you print or preview your document:
  • DATE
  • TIME
  • PAGE
  • PAGEREF
  • PRINTDATE (This field updates only when you print.)
  • REF to a bookmark or any cross-reference
  • SECTIONPAGES
  • STYLEREF (This field can be locked to prevent updating.)
  • SEQ
There are other fields you may use in your document that are not updated when you print or preview your document unless the Update fields option is selected on the Print tab (on the Tools menu, click Options).

Properties

Article ID: 212054 - Last Review: March 27, 2008 - Revision: 3.0
APPLIES TO
  • Microsoft Office Word 2007
  • Microsoft Office Word 2003
  • Microsoft Word 2002 Standard Edition
  • Microsoft Word 2000 Standard Edition
Keywords: 
kbfield kbprb KB212054

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