WD: How to Update Fields in a Protected Form

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word 97 for Windows
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a

SUMMARY

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.

MORE INFORMATION

WARNING: ANY USE BY YOU OF THE CODE PROVIDED IN THIS ARTICLE IS AT YOUR OWN RISK. Microsoft provides this macro code "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose.

Method 1: Use the "Calculate On Exit" Option Microsoft Word 97 for Windows

In Microsoft Word 97 for Windows, 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:

   TOC
   PAGE
   INDEX
   PAGEREF

   ARTICLE-ID: Q157463
   TITLE     : Using Calculate on Exit in a Forms Document

Method 2: Use a Macro

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.

Microsoft provides examples of Visual Basic for Applications procedures for illustration only, without warranty either expressed or implied, including, but not limited to the implied warranties of merchantability and/or fitness for a particular purpose. The Visual Basic procedures in this article are provided 'as is' and Microsoft does not guarantee that they can be used in all situations. While Microsoft support engineers can help explain the functionality of a particular macro, they will not modify these examples to provide added functionality, nor will they help you construct macros to meet your specific needs. If you have limited programming experience, you may want to consult one of the Microsoft Solution Providers. Solution Providers offer a wide range of fee-based services, including creating custom macros. For more information about Microsoft Solution Providers, call Microsoft Customer Information Service at (800) 426-9400.

   Word 97
   -------

   Sub Main()
      ActiveDocument.FormFields("text2").Result =
      ActiveDocument.FormFields("Text1").Result
   End Sub

   -or-

   Sub Main()
     With ActiveDocument
       .FormFields("Text2").Result = .FormFields("Text1").Result
     End With
   End Sub

   Word 6.x and 7.x
   ----------------

   Sub Main
      SetFormResult "text2", GetFormResult$ ("text1")
   End Sub

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. From the Insert menu, choose 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. Choose 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. From the Tools
           menu, choose Options, 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 an exit macro for your form field:
   
        Word 97
        -------
   
        Sub MAIN
           Application.ScreenUpdating = True
           PrintPreview=True
           ActiveDocument.ClosePrintPreview
        End Sub
   
        Word 6.x and 7.x
        ----------------
   
        Sub MAIN
           ScreenUpdating 0
           FilePrintPreview
           ClosePreview
        End Sub
   
   

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:

1. Insert continuous section breaks above and below the REF fields.

2. On the Tools menu, click Protect Document.

3. Click the Sections button.

4. Select the sections you want to have protected. Click OK.

   ARTICLE-ID: Q114237
   TITLE     : REF Field Creates Duplicate Drop-Down List in
               Protected Form

   ARTICLE-ID: Q117209
   TITLE     : How to Use AutoText As a Result of a Form Field
               Entry

REFERENCES

"Microsoft Word User's Guide," version 6.0, pages 305-326, 731- 755