KB169: How to Update Word Form Fields Automatically by Using the Calculate on Exit Option

Applies to:     Microsoft Word

Step 1:     Open a Word Document  with Text Form Fields

To Update Text Form Fields Automatically by Using the Calculate on Exit Option, follow these steps:

1. Unprotect the form document:
   1. Click Tools > Unprotect Document
       
2. Double-click the first form field (or right-click the field and then click Properties on the shortcut menu) to access its options. Set the options to the following:
   1. Under Type, select Number.
   2. Under Field Settings, select the Calculate on exit check box and enter a meaningful Bookmark name.
   3. Set other field options, if needed, such as Default Number and Number Format.
   4. Click OK.
3. Repeat step 2 for the second form field.
4. Double-click the last form field to access its options. Set the options to the following:
   1. Under Type, select Calculation.
   2. In the Expression box, type an appropriate formula calculation such as =SUM(BookmarkName1,BookmarkName2) or
      =(BookmarkName1 * BookmarkName2).
   3. Under Field Settings, select the Calculate on exit check box.
      
      NOTE: BookmarkName1 and BookmarkName2 in this example
      are the bookmark names for the two Text form fields in steps 2 and 3.
       
5. Click OK.
6. Protect the form document:
   1. Click Tools > Protect Document > Forms and click OK
       
7. Save the document or Save as a Document Template.

Source: Ellen Ricca
Date Reviewed: 6/27/2003