DOCUMENT:Q157463 18-FEB-2002 [word97] TITLE :WD97: How to Use Calculate on Exit in a Forms Document PRODUCT :Word 97 for Windows PROD/VER:: OPER/SYS: KEYWORDS:kbdta kbfield word97 ====================================================================== ------------------------------------------------------------------------------- The information in this article applies to: - Microsoft Word 97 for Windows ------------------------------------------------------------------------------- SUMMARY ======= In Microsoft Word 97 for Windows, form fields include a Calculate On Exit option. This option, when enabled, updates fields and form fields in a form document. Fields not updated by this option include: TOC PAGE INDEX PAGEREF MORE INFORMATION ================ This option is especially useful when you automate documents and need to update calculation of text form fields automatically or to repeat text typed in one form field in other locations in the same document. EXAMPLE OF USING CALCULATION WITH A TEXT FORM FIELD --------------------------------------------------- Create a New Document with Text Form Fields: To create a new document with text form fields, follow these steps: 1. Create a new document. On the View menu, point to Toolbars, and click Forms to enable the Forms toolbar. 2. On the Forms toolbar, click the Text Form Field button to insert a text form field, and then press ENTER. 3. Insert two additional text form fields in the same manner, and press ENTER after you insert each form field. 4. Double-click the first Form Field (or right-click the field and click Properties on the shortcut menu) to access its options. Set the options to the following: a. Under Type, select Number. b. Under Field Settings, click to select the Calculate On Exit check box, and click OK. 5. Repeat step 4 for the second form field. 6. Double-click the last form field to access its options. Set the options to the following: a. Under Type, select Calculation. b. For Expression, type: "=SUM(Text1,Text2)" (without the quotation marks) 7. Click OK. NOTE: Word uses Text# bookmark names (where # is a number) to sequentially name each new text form field. The first two text form fields have bookmark names of Text1 and Text2. Capitalization is important. In this example, the expression returns the sum of the first two text form fields. Save the Document as a Protected Template: To save and protect the document, follow these steps: 1. Save the document as a template by clicking Save As on the File menu. Under Save As Type, select Document Template, type a name, and then click Save. 2. Protect the template. To do this, click Protect Document on the Tools menu, under Protect Document For, click Forms, and then click OK. 3. Save and close the template. Test the Template: To test the template, follow these steps: 1. On the File menu, click New, and open a document based on the newly created template. 2. Type a number in the first form field and press TAB. 3. Type a number in the second form field and press TAB. Notice that when you exit either of the first two form fields, the calculation form field is updated. For additional information, please see the following articles in the Microsoft Knowledge Base: Q110014 WD: Calculation Text Fields Within Forms Fail to Update Q141990 WD97: How to Create an Online Form Using Form Fields EXAMPLE OF USING THE REF FIELD ------------------------------ Creating the Document with the REF Field: To repeat the result of a form field in another location, use a REF field. To do this, follow these steps: 1. Create a new document. On the View menu, point to Toolbars and click Forms to display the Forms toolbar. 2. Click the Text Form Field button on the Forms toolbar to insert a text form field, and then press ENTER. 3. Double-click the form field to access its options. 4. Under Field Settings click to select the Calculate On Exit check box, and then click OK. Notice that Word assigns the Text1 bookmark name to the form field. 5. Press the RIGHT ARROW to remove selection from the form field, and press ENTER four times to insert blank lines. 6. On the Insert menu, click Field. Under Categories, select Links and References. Under Field Names, select Ref. 7. In the Field codes box, type "REF Text1" (without the quotation marks), and click OK. Note that Text1 is the bookmark name of the form field. Capitalization is important. Save the Document as a Protected Template: To save and protect the document, follow these steps: 1. Save the document as a template by clicking Save As on the File menu. Under Save File As Type, select Document Template, type a name, and then click Save. 2. Protect the template. To do this, click Protect Document on the Tools menu, under Protect Document For, click Forms, and then click OK. 3. Save and close the template. Testing the Template: To test the template, follow these steps: 1. On the File menu, click New and open a document based on the newly created template. 2. Type a number in the text form field and press TAB. When you exit the form field, the REF field is updated. This field duplicates the contents of the text form field. For additional information, please see the following articles in the Microsoft Knowledge Base: Q115607 WD97: How to Update Fields in a Protected Form Additional query words: table of contents page reference example 8.0 ====================================================================== Keywords : kbdta kbfield word97 Technology : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2 Version : : Issue type : kbinfo ============================================================================= THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY. Copyright Microsoft Corporation 2002.