Word: Update fields in headers and footersJanuary 25, 2008
You’ve got a Word document with field codes in it (e.g. auto generated TOC, bookmarks and cross-references, file name in the footer etc.). But when you update the fields using F9, the fields in the headers and footers don’t get updated. Frustrated, you realize you have to go in to the header and footer separately, select all, then press F9.
But you don’t. There’s an easier way to update all fields at once, even those in the headers and footers.
- Switch from Print Layout mode to Normal Layout.
- Press Ctrl+A to select the entire document.
- Press F9 to update the fields.
- Switch back to Print Layout mode.
Here’s how easy it is to do in Word 2007: Go into Print Preview mode ( > Print > Print Preview), then close Print Preview. (Thanks to Greg Maxey on the Microsoft Office Discussion Forum for that trick!)
If not everything updates successfully with the Print Preview trick (some fields don’t appear to), you may need to try some of these options:
- Open the header/footer, select all (Ctrl+A) then press F9.
- http://word.tips.net/Pages/T000522_Including_Headers_and_Footers_when_Selecting_All.html (The only macro on this page that worked correctly for me was the Sub MyUpdateFields3() macro.)
- http://www.gmayor.com/installing_macro.htm (This one is about installing macros, using the UpdateAll macro as an example. The UpdateAll macro works well for updating fields in headers and footers (and is shorter than the WordTips one), and there are instructions for adding this macro to the Quick Access Toolbar and/or a keyboard shortcut too.
- Another macro from Graham Mayor on the discussion forum: https://www.microsoft.com/office/community/en-us/default.mspx?dg=microsoft.public.word.docmanagement&mid=8896afa8-0609-4c8a-b8bf-c9ae44a0733c
- Macro from Greg Maxey on the forum: https://www.microsoft.com/office/community/en-us/default.mspx?dg=microsoft.public.word.docmanagement&mid=ecdf3f6c-969e-4dca-b932-b037e3e1bf2c
If you create one of these macros but don’t add it to the Quick Access Toolbar or to a keyboard shortcut, then you will need to run it manually (Developer tab, > Macros > select the macro name, then click Run). There’s probably a way to add them to the AutoOpen or AutoClose functions, but I haven’t checked that out. If anyone can alert me to a web page that discusses how to do this, I’d be most grateful (I’m a bit of a newbie with macros!)
[Updated with revised Word 2007 information, June 2009]