Create forms that users complete in Word

You need to complete several tasks to create forms (form: A document that contains fill-in blanks, or form fields, in which you enter information. For example, you can create an online registration form in Microsoft Word that uses drop-down lists from which users can select entries.) for users to view and complete in Microsoft Word.

  1. Create a template (template: A file or files that contain the structure and tools for shaping such elements as the style and page layout of finished files. For example, Word templates can shape a single document, and FrontPage templates can shape an entire Web site.).

ShowHow?

  1. Start a new document, or open the document or template that you want to base the template on.
  2. On the File menu, click Save As.
  3. In the Save as type box, click Document Template.
  4. In the File name box, type a name for the new template, and then click Save.

 Note   The new template appears on the General tab.

  1. Design the form by sketching a layout first, or use an existing form as a guide.

 Note   In your form, you can use form fields (form field: In a form, a location where a particular type of data, such as a name or address, is stored.), form controls (control: A graphical user interface object, such as a text box, check box, scroll bar, or command button, that lets users control the program. You use controls to display data or choices, perform an action, or make the user interface easier to read.), tables (table: One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.) and nested tables (nested table: A table inserted within a table cell. If you use a table to lay out a page, and you want to use another table to arrange the information, you can insert a nested table.), and text boxes (text box: A movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document.).

  1. On the View menu, point to Toolbars, and then click Forms to open the Forms toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).
  2. Add form fields for text boxes, check boxes, and drop-down lists.

ShowHow?

  1. In the document, click where you want to insert the form field.
  2. Do any of the following:

ShowInsert a fill-in field where users can enter text

  • On the Forms toolbar, click Text Form Field Button image.

Double-click the field to specify a default entry so that the user does not have to type an entry except to change the response.

ShowInsert a check box next to an independent option that users select or clear

  • On the Forms toolbar, click Check Box Form Field Button image.

You can also use this button to insert a check box next to each item in a group of choices that are not mutually exclusive — that is, users can select more than one.

ShowInsert a drop-down list box that restricts available choices to those you specify

  1. On the Forms toolbar, click Drop-Down Form Field Button image.
  2. Double-click the drop-down form field.
  3. To add an item, type the name of the item in the Drop-down item box, and then click Add.
  1. If necessary, edit the appearance of the fields. Do any of the following:

ShowRemove or change the order of items in a drop-down list form field

  1. Double-click the drop-down form field you want to change.
  2. Do any of the following, and then click OK:
  • To delete an item, click the item in the Items in drop-down list box, and then click Remove.
  • To move an item, click the item in the Items in drop-down list box, and then click the Move arrow buttons.

ShowChange the formatting of form field results

  1. Select the form field you want to format.
  2. On the Format menu, click Font.
  3. Select the options you want.

ShowDisplay or remove shading

  • Click Form Field Shading Button image on the Forms toolbar.

 Note   The shading appears on the screen so users can quickly identify the fields they need to respond to. This shading does not print.

  1. Set or edit properties for the form field.

ShowHow?

  1. Double-click the form field you want to change.
  2. Change the options you want, and then click OK.
  1. Add Help or automation to the form. Do any of the following:

ShowAdd Help text to a form control

  1. Double-click the form field to which you want to add Help text.
  2. Click Add Help Text.
  3. To display Help text in the status bar, click the Status Bar tab, click Type your own, and then type your Help text in the box.

To display Help text in a message box when a user presses F1, click the Help Key (F1) tab, click Type your own, and then type your Help text in the box.

ShowAutomate your form

  1. Create the macros you want to use, and store them in the form template.

If another template contains macros you want to use, copy them into the form template.

Security  Use caution when you are adding macros to your form. Macros may be designed in such a way that their use could pose a security risk. We recommend that you use macros from trusted sources only.

  1. Double-click the form field you want to assign a macro to.
  2. To run a macro when the insertion point enters the form field, click the macro in the Entry box.

To run a macro when the insertion point exits the form field, click the macro in the Exit box.

 Note   If you store the entry and exit macros in your Normal template and then distribute a form to others, the entry and exit macros may not run because the macros won't be available to the users. You must store the macros that you use in a form in the form template.

  1. Add protection to the form. Users cannot fill out a form until you add protection to it. Word provides several types of protection. Do any one of the following:

ShowAdd protection to test a form as you design or change it

  • On the Forms toolbar, click Protect Form Button image.

 Note   You can manually reset form fields by clicking Reset Form Fields Button image on the Forms toolbar.

ShowAdd protection to help prevent users from changing a form

 Note   When you follow these steps to add protection to a document, the form fields (form field: In a form, a location where a particular type of data, such as a name or address, is stored.) are reset.

  1. On the Tools menu, click Protect Document.
  2. In the Protect Document task pane, under Editing restrictions, select the Allow only this type of editing in the document check box, and then click Filling in forms in the list of editing restrictions.
  3. To add protection to only parts of a form, click Select sections, and then clear the check boxes for the sections (section: A portion of a document in which you set certain page formatting options. You create a new section when you want to change such properties as line numbering, number of columns, or headers and footers.) you don't want to add protection to.

 Note   To add protection to only parts of a form, those parts must be in separate sections. (On the Insert menu, click Break to create section breaks.)

  1. Click Yes, Start Enforcing Protection.
  2. To assign a password to the form so that users who know the password can remove the protection and change the form, type a password in the Enter new password (optional) box, and then confirm the password. Users who don't know the password can still enter information in the form fields.
  1. Save the form, and then distribute it as you would any other document that you send for review.

ShowTips

  • You can also create a form by starting with a sample template. Many are available on the Microsoft Office Online Web site.
  • 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 the designated location.
 
 
Applies to:
Word 2003