How to update fields in a protected form in Word 2007

Method 1: Use the "Calculate on exit" option

In Word 2007, form fields include a Calculate on exitoption. When this option is enabled, fields and form fields can be updated in a protected form document.

To enable the Calculate on exitoption, follow these steps:

1. Double-click a form field to display the Form Field Propertiesdialog box.

2. Click to select the Calculate on exitcheck box, and then click OK.

For more information, click the following article number to view the article in the Microsoft Knowledge Base:

212244 How to update Text form fields automatically by using the "Calculate on exit" option in Word 2000 or Word 2002

Method 2: Update the reference fields in a printed document

You may want to use a reference field to repeat a form field entry elsewhere in a document. These reference fields must be updated to print the form field entry that the reference fields are repeating. An update includes all fields, such as "date" and "time."

To update the reference fields, follow these steps:

1. Click the Microsoft Office Button, and then click Word options.

2. Click Display, and then click to select the Update fields before printingcheck box under Printing options.

Note When you select this option, fields may not be updated on the screen. However, Word 2007 updates the fields correctly when you print the document.

Note To use a reference field to repeat a form field entry, follow these steps:

1. Position the cursor where you want the data to be repeated.

2. On the Insert tab, click Cross-reference in the Links group.

3. Click Bookmark in the Reference type list, and then click Bookmark text in the Insert reference to list.

4. Click to clear the Insert as hyperlink check box.

5. In the For which bookmark box, select the form field bookmark name that represents the form field into which you are entering the data.

6. Click Insert, and then click Close.

Method 3: Use a macro

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You may require all fields to be updated on the screen as you complete the form. This includes fields that are not updated by using the Calculate on exitoption that is described in Method 1. In this case, use the following macro as the "On exit" macro for the form field or fields.

NoteWhen you run the following macro, all fields in the whole document are updated. This includes linked objects, such as a linked Microsoft Excel spreadsheet.

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 "On exit" macro may cause a small delay on some computers, you may want to enable the Update Fields on printing option if the document is to be a printed form. You may also want to enable the Calculate on exitoption, as described in Method 1.