How to Update All Fields in Word(The Easy Way)

November 21, 2023 4.0K views

Often, when working on our Word documents, we tend to overlook updating our fields, especially in last-minute additions, which can sometimes be crucial. Accurate and up-to-date information is paramount in document management.

This article addresses the question: How to update all fields in Word? If this is what you're searching for then stick with us as we will look into the importance of field updates, and provide expert tips for efficient management, leaving no room for confusion.

How to Update All Fields in Word?

In this section, we'll guide you through the process of how to update all fields in Word using the Print Preview method, ensuring that your document's content, table of contents, and list of figures stay accurate and up-to-date.

Step 1: Begin by opening your Word document containing fields that need updating.

Step 2: Next, we will navigate to the "File" menu at the top left of Word interface and select "Options".

Step 3: In the Word Options dialog box, go to the "Display" section. Ensure that the checkboxes for "Update fields before printing" and "Update linked data before printing" are selected and then click "OK" to apply.

Step 4: Use the keyboard shortcut “Ctrl + P” or go to the "File" menu and select "Print" to open Print Preview.

Step 5:  You'll see a print preview, cancel the print preview without printing by tapping on the “Esc” key on your keyboard, this will automatically update all the fields in your document.

Step 6: Now, press “Ctrl + A” to select all text in your document. This guarantees that every field in the update, including those in headers and footers, gets included.

Step 7: Press F9 or right-click on the selected text and choose "Update Field".

Step 8: A dialog box will appear, choose "Update entire table" for tables like the table of contents and list of figures and then click “OK”.

Step 9: Review your document to ensure that all fields, including table of contents, list of figures, and cross-references, have been successfully updated.

Note: Ensure that you've saved your document after updating fields to preserve the changes.

Updating all fields in Microsoft Word is crucial to maintaining document accuracy. By following these simple steps, you can ensure that your content reflects the latest changes. This tutorial is especially useful when adding or modifying figures, headings, or other elements in your document.

Tips for Word

Let's explore some tips that can prove to be quite useful for you while updating your fields in Microsoft Word. These tips not only save you time but also contribute to making your documents more organized and professional.

  • Efficient Navigation: Use Ctrl + F9 to insert field braces manually. This can be handy for more customized fields.

  • Selective Update: If you only want to update specific fields, select them and press F9 to update only the selected fields.

  • Automatic Update: Enable automatic field updates by right-clicking on a field and choosing "Update Field" > "Update automatically", this ensures real-time updates.

  • Update Fields in Headers and Footers: To update fields in headers and footers, double-click to enter the header/footer area, select all “Ctrl + A”, and press F9 to update.

  • Table of Contents Tweaks: Customize Table of Contents by right-clicking and choosing "Edit Field". Here, you can modify the formatting or choose what elements to include.

  • Linked Data Consideration: Be mindful of linked data in your document, such as Excel tables. Updating these linked fields may require refreshing the linked data source.

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Q1. How do I refresh all headings in Word?

By following these steps, your document's fields, including headings, will update simultaneously:

Step 1: Click on "File". You can locate the option in the top left corner of your Word document.

Step 2: Select "Options" and then click on "Display".

Step 3: Ensure to check the box next to "Update fields before Printing" and click "OK".

Step 4: This configuration is activated for all documents, allowing you to effortlessly update all fields by pressing Ctrl + F2 and accessing the print preview window.

Step 5: To exit the print preview and go back to revising, press the "ESC" key.

Q2. How do you update all fields in Word on a Mac?

There are two methods to update all fields in Word on the Mac Operating system. Below are the two methods:

  • Method 1: Select All text using Command + A and Update Field using F9 to update all fields simultaneously.

  • Method 2: Enable the options to update the fields before printing and update linked data before printing. To get your document ready for printing, press Command + P to open the print preview. Press Esc to exit print preview. It ensures all your content is up to date before you print.

Q3. How often should I update fields in Word documents?

You should update fields in Word documents whenever you make significant revisions to keep everything correct. If you forget to update regularly, your information might become outdated.

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15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.