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Creating Forms in Word
Preparation: Set Up Word for Creating Forms
In order to create a form, you must have the “Developer” tab enabled. To do this:
- Click on the File tab.
- Click on Options.
- Click Customize Ribbon.
- Under “Choose commands from” select Popular Commands from the dropdown.
- Click once on Developer (in the left column) and then click the Add button. “Developer” will appear in the right column.
The Process
It’s easy to create forms in Word:
- Open a new or existing document
- Add content controls (form fields) to the document
- Set the properties for each content control
- Protect the document/form
Step 1: Open a Newor ExistingDocument
New Document Existing Document
- Click the File tab, and then click New.
- Under Available Templates, click Blank Document. A new blank document will open.
- Click the File tab, and then click Save As. 4. In the Save As dialog box, give the document a file name, and then click Save. 1. Click the File tab, and then click Open. 2. Locate and double-click on the desired file. The document will open.
Step 2 : Add Content Controls to the Form
Design the form by sketching a layout first, or use an existing form as a guide. In your form, you can add content controls, tables, and other graphics elements. Though not advised, you can also add legacy controls (i.e. Word 2003).
- On the Developer tab, in the Controls group, click Design Mode , and then click where you want to insert a control.
Form Types
Listed below are the types of fields (content controls) that you can enter into your form:
Content Control Definition Example Restrictions
Rich Text Formatting can be saved by loading, saving or closing the document
Use for a short paragraph such as an abstract, a summary or a disclaimer.
No restrictions.
Plain Text Limited to content that cannot contain any formatting, only plain text.
Use for a simple paragraph.
Limits the formatting to that which is applied around the content control. Picture Fills the content control with a single picture.
Use for a drawing, shape, chart, table, clip art object, or SmartArt.
Limits formatting changes to brightness and contrast. Building Block Gallery
A predesigned piece of content.
A cover page, header, or footer.
No restrictions.
Step 3 : Set or Change Properties for Content Controls
Each content control has properties that you can set or change.
- Click the content control you wish to change.
- Click Properties on the Developer tab in the Controls group.
- Change the desired properties and then click OK.
Step 4 : Protect and/or Preparethe Form
Protecting a form allows those using the form to enter data in the content controls while preventing changing the rest of the document (text, layout, etc.)
Protect the form
- Open the form that you want to protect.
- Press [Ctrl]-[A]. The entire document should be selected.
- Click Group (on the Developer tab, in the Controls group), and then click Group.
Protect when using Legacy Tools
If you have used legacy tools, you will need to protect the document by restricting formatting to “Filling in forms”. Unfortunately, restricting formatting prevents using other Word features when completing the form, such as Spell Check.
For this reason, using legacy tools is discouraged.
- Open the form you want to prepare.
- Click Restrict Editing (on the Developer tab, in the Protect group).
- Select the Allow only this type of editing in the document check box (in the “Restrict Formatting and Editing” task pane, under “Editing restrictions”).
- Select Filling in forms , in the list of editing restrictions.
- Click Yes, Start Enforcing Protection , under Start enforcement.
- Optional: Type a password in the Enter new password (optional) box, and then confirm the password.
- Click OK.
IMPORTANT : If you choose not to use a password, anyone can change your editing restrictions. VERY IMPORTANT : It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it.
