An attorney sent us a totally messed up document and wants us to explain why this is happening. We are on Office 365 and his computer is still Windows 7 (we are trying to get him let us update to Win 10). I fixed the document but he wants to know why this happened.



Here is the scenario from my understanding.

1. He has a long Word document with many cross-references, a Table of Contents, page numbers, etc.
2. Track changes was on.
3. The setting under File > Options > Advanced > Print > ALLOW FIELDS WITH TRACKED CHANGES TO UPDATE BEFORE PRINTING is checked (IT says it is on by default). (I personally think it should be off by default).
4. The other setting: File > Options > Advanced > Display > Printing Options > Update fields before printing is OFF.
5. All of the cross-references and TOC page numbers (basically all the fields except page numbers) are duplicated and crossed out, or simply duplicated.

My understanding is that is because every time they print with track changes on, it's updating the fields .... I am attaching screenshots of some of the cross-references. Apparently, all the fields are doing this. He is asking for an explanation and my IT people seem to claim that the setting in #3 above should make no difference whatsoever. It seems to me like that setting should be off and I told them such.

In any event, I don't have a ton of time right now to research (it's my birthday LOL) and was wondering if anyone has ever encountered this before. I certainly have not in all my decades of working with Word.

Attached Files

Problem Document.docx (60.4 KB, 8 views)

You can tell him this from another lawyer:

1. Leaving tracked changes on for a lot of editing is asking for trouble. It may be necessary, but make backups.
2. Every time a field updates, Word sees it as a change (even if the result is the same).
3. The option to update tracked fields before printing is causing at least some of the problem.

If he/she can remember:

• Before printing, save the document and turn off tracked changes.
• Update all fields.
• Print and close the document without saving.

I would recommend a versioning Add-In like Graham Mayor's save in two places.
Save in two places by Graham Mayor, MVP

To accept all changes affecting fields, try the macro I posted at: https://social.technet.microsoft.com...re-field-codes

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Instructions for Installing Macros from Forums or Websites by Graham Mayor, MVP

Thank you Charles and Paul for the information. I shall pass it along to our IT department. I am a former MS Word MVP as well... so I guess I just needed some validation LOL

Appreciate your responses very much.