Creating Fillable Forms in Word

Creating Fillable Forms in Word

You can create a form in Microsoft Office Word 2007/2010 by starting with a template and adding content controls, including text boxes, date fields, checkboxes, and drop-down lists. Other people can use Office Word 2007/2010 to fill out the form on their computer. You can also create a form by starting with a sample template. Many are available on the Microsoft Office Online Web site. Note: You can print a form that was created by using content controls in Office Word 2007/2010, but the field shading of the content controls will not be printed.

STEP 1: SET UP WORD FOR CREATING FORMS WITH THE DEVELOPER TAB In Word 2007: 1. Click the Microsoft Office Button , and then click Word Options. 2. Click Popular. 3. Select the Show Developer tab in the Ribbon check box, and then click OK.

In Word 2010: 1. Click the on the File menu/tab, and then click Options. 2. Click Customize Ribbon from the list on the left-hand side of the dialog box. 3. Under Customize the Ribbon, verify Main Tabs is selected and in the list of Main Tabs below, check the box next to Developer. Click OK.

STEP 2: BUILD THE BASE OF YOUR FORM 1. Open a new document (or alternately, open a form you may have already created in Word). 2. Click the Microsoft Office Button or Click the File Tab and click Save As. Give your file a name and location, and click Save.

STEP 3: ADD CONTENT CONTROLS TO THE FORM

On the Developer tab, in the controls group, click Design Mode, and then click on your document where you want to add a control.

Suggested Tools to Use:

Date Selector Legacy Tools (These are easiest to use)

Insert a text control where users can enter text: 1. Click to place the cursor where you would like to insert the text field. 2. Go into the Legacy Tools toolkit and click on the Text Form Field control .

Insert a drop-down list that restricts available choices to those you specify 1. Click to place the cursor where you would like to insert the text field.

2. Go into the Legacy Tools toolkit and click on the Drop-Down Form Field control . 3. Click on the Properties button in the Controls section of the Developer tab (with the

cursor still situated in the Drop-Down Form Field just inserted). 4. For Drop-down item, type a value you would like to appear as an option in the

dropdown list. 5. Click Add >>.

6. Repeat Steps 4-5 until all desired options appear under Items in drop-down list . 7. Use the Up and Down arrow buttons to move the options in the list into a desired

order.

Insert a check box 1. Click to place the cursor where you would like to insert the text field. 2. Go into the Legacy Tools toolkit and click on the Check Box Form Field control . 3. To adjust properties, click on the Properties button in the Controls section of the Developer tab (with the cursor still situated in the Check Box Form Field just inserted). 4. If desired, adjust Check box size and/or Default value (checked or unchecked). Note: You won't be able to select or clear the check box until you protect the form.

STEP 4: ADD INSTRUCTIONAL TEXT TO THE FORM Instructional text can enhance the usability of the form you create and distribute. You can add instructional text that will appear in the Word Status Bar (located on the light blue bar in the bottom, left-hand corner of the Word window.

To add instructional text to appear in the Word Status Bar for your form users, do the following:

1. While in Design Mode, click on a form control to which you would like to add instructional text.

2. Click on the Properties button in the Controls section of the Developer tab. 3. In the Field Options dialog box, click on Add Help Text... The following dialog box

will appear. 4. On the Status Bar tab, select Type your own and then click in the white box below it

and type in the instructional text you would like to appear in the Status Bar.

STEP 5: ADD PROTECTION TO A FORM AND PREPARE IT FOR DISTRIBUTION You can protect individual content controls in a form template to help prevent someone from deleting or editing a particular content control or group of controls, or you can prepare a form to be distributed and filled out by locking it. You can help protect all of the form template content with a password. Tip: If you want, you can test the form prior to distributing it. Open the form, fill it out as the user would, and then save a copy in a location that you want.

Prepare a Form to Be Filled Out 1. On the Developer tab, in the Protect group, click Restrict Editing or Protect Document, and then click Restrict Formatting and Editing.

2. In the Protect Document task pane, under Editing restrictions, select the Allow only this type of editing in the document check box.

3. In the list of editing restrictions, select Filling in forms. 4. Under Start enforcement, click Yes, Start Enforcing Protection. 5. To assign a password to the document so that only reviewers who know the

password can remove the protection, type a password in the Enter new password (optional) box, and then confirm the password.

Important: If you choose not to use a password, anyone can change your editing restrictions.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. (Strong password: Y6dh!et5; Weak password: House27) Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

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