Using Office 2007: 1: Producing Forms in Word

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This eBook has been produced, by John Dalziel, to provide an updated, Office 2007, “Just-in Time” resource for learning providers supported by the JISC Regional Support Centre Northwest. It is aimed at Managers, Administrators, Practitioners and/or Learners who are interested in using ICT to enhance current practice.

Such eBooks will continue to evolve to meet the Learning Providers’ needs and to support training courses and workshops. This particular eBook shows some simple functions of Microsoft Word 2007 that can be easily incorporated into current word documents and word based learning resources, to enhance learning experiences.

Initial Setup For most users the default Menu Ribbon, to open the Office 2007 ribbons, looks like this…

If users wish to make their documents more ‘interactive’, they will need to add in the Developer Tab; this will provide access to the tools required. To do this users need to…

• Click onto the Office Button (as shown in the image below)…

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• On the menu that appears click on the Word Options Button as shown below (Bottom right)...

• The Word Options dialog box opens; click on the Popular menu (found at the top of the left –hand menu)…

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• Under the Top Options for working with Word, click the check-box next to Show Developer Tab in the Ribbon…

• Click the OK Button to close the dialog box.

• The Menu Ribbon will now include the Developer Tab…

The Controls available for ‘Forms’ The Developer Tab on the Menu Ribbon, Microsoft Word 2007, provides access to Controls which allows users to…

• insert different types of field anywhere on a form • Set various properties and (using the Protect section of the

Ribbon) • Protect the resulting form.

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To access the Controls… • Click the Developer Tab on the Menu Ribbon. • The Control section on the Resulting Ribbon looks like this…

Note: When creating a Form (or interactive document) you must insert a Control everywhere that the user will be allowed to enter information. When you come to protect the form, the user will only be allowed to enter information in these ‘controls’ which will remain unprotected.

4 Steps: - Step 1…

Page 6 - Whenever you are ready to start adding Controls to a Document…

Step 2… Page 7 - Insert a Text Field OR Page 8 - Insert a Text Control OR Page 9 - Insert a Date Picker Control OR Page 9 - Insert a Drop-Down List Field OR Page 11 - Insert a Drop-Down List Control OR Page 12 - Insert a Check Box Form Field

Step 3… Page - 14 Change Field/Control Properties

Step 4… Page - 29 Lock Document

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Step 1. Whenever you are ready to start adding Controls to a Document…

• Click the Developer Tab…

• In the Controls Group,

click Design Mode…

• You can now add different controls depending on the kind of

information you want users to add to the document...

Step 2: Text Fields and Controls… As well as the Text Form Field, that was in earlier versions of Word, there are now, in Office 2007, two Text Controls...

a. Rich Text and b. Plain Text Controls

After Protection users will be able to type anything into these controls, where as, in the Text Form Field, users can also paste copied text into the Field. WARNING: - Do not use the Rich Text or Plain Text Controls if you are going to save the document as an earlier version of Word (.doc)! It will be OK to use all three if the document is being saved and/or used as a Word 2007 (.dotx) Remember: Some of your learners / colleagues / etc. may not have Office 2007 yet.

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Adding a Legacy Text Field… A user will be able to type anything in this field. With the cursor positioned in the required place…

• Click the Legacy Tools Icon…

A toolbar opens…

• Click the Text Form Field Icon...

The Text Field will be inserted into the document.

• Step 3 is on Pages 13 & 14...

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a. Adding a Rich Text Control… A user will be able to format the text they add. With the cursor in the required place…

• Click the Rich Text Control Icon…

The inserted control looks different in Office 2007…

b. Adding a Plain Text Control… A user will be able to type in this field. With the cursor in the required place…

• Click the Plain Text Control Icon…

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Note: Spell Check will not flag any errors that are typed in the text form field. If you want to run Spell Check, use the Rich Text control or the Text control.

• Step 3 is on Pages 13 & 17…

Adding a Date Picker Control… Instead of using a Text Field or Control where the user can type in the date, you can insert the Date Picker Control . With the cursor in the required place…

• Click the Date Picker Control Icon…

The inserted control looks like this...


Adding a Legacy Drop-Down List Field… A Legacy Drop-Down List Field can be used so users can select from a list of options. (Note: - As with other Legacy Controls, They should be used if the document is going to be used on earlier versions of Word) With the cursor in the required place…

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• Click the Legacy Tools Icon…

A toolbar opens…

• Click the Drop-Down Form Field Icon…

The Drop-Down Form Field will be inserted into the document.


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Adding a Drop-Down List Control… A Drop-Down List Control can be used so users can select from a list of options. [Note: - As with other Word 2007 Controls, They should not be used if the document is going to be saved as an earlier version of Word (i.e. .doc not .dotx)] With the cursor in the required place…

• Click the Drop-Down List Icon…

The Drop-Down List will be inserted into the document…


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Adding a Legacy Check Box Form Field… A Legacy Check Box Form Field can be used so users can check (select) items. (Note: - As with other Legacy Controls, They should be used if the document is going to be used on earlier versions of Word) With the cursor in the required place…

• Click the Legacy Tools Icon

Click on the Check Box Form Field Icon...

The Check Box is inserted into the document…

• Step 3 is on the next page & Page 27...

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Step 3: Setting Field/Control Properties… When the required Field/Control has been added…

• Click the Control Properties Icon...

A dialog box will open (different for each Field/Control) where you can customise the Field/Control;

• The defaults can be left as they are but you may wish to consider the following changes, listed for each Field/Control in turn...

a) Legacy Text Field page 14 b) Rich Text Control page 17 c) Plain Text Control page 17 d) Date Picker Control page 19 e) Drop-Down List Field page 22 f) Drop-Down List Control page 24 g) Check Box Form Field page 27

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Legacy Text Field Properties… • The Text Field Field Options dialog box looks like this…

• Make sure Fill-in enabled is checked, to enable the user to use

it. (as shown above) • Help can be added to any field by clicking on the Add Help

Text… Button...

• The image on the next page shows some sample text...

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• When Step 4 is completed, this text will appear, in the Status Bar

just above the Start Button, as shown below…

• Clicking on the Help Key (F1) Tab (see top image), allows you to

type the text that will appear in a Help Message (see image at the top of the next page…

• When Step 4 is completed, this text will appear when the user uses the F1 Key; a dialog box will appear as shown by the second image on the next page...

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Text that will appear in dialog box when F1 Key is used...

...and the Dialog box that appears…

Note: You won't be able to select or clear the text field until you complete Step 4.

• Step 4 continues on page 29...

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Rich and Plain Text Control Properties… Note: - In both controls, the default text in the Text Control is…

Click here to enter text...

This can be changed by highlighting the default text and typing in any preferred text…

• The Text Control Options dialog box, for both controls, looks like

this…

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• To prevent users deleting the control it is advisable, under the Locking section, to check the Content control cannot be deleted Checkbox as shown here…

• To dictate the format of the control contents, under the General

Section, Check the Use a style to format contents checkbox and select from the drop-down men as shown below...

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• When you have set the properties, click the OK Button…

• Step 4 continues on page 29…

Date Picker Control Properties… Note: - The default text in the Date Picker Control is…

Click here to enter a date...

This can be changed by highlighting the default text and typing in any preferred text…

• The Date Picker Control Options dialog box looks like the image

on the next page… • To prevent users deleting the control it is advisable, under the

Locking section, to check the Content control cannot be deleted Checkbox as shown here…

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• To dictate the format of the control contents, under the General Section, Check the Use a style to format contents checkbox and select from the drop-down men as shown below...

• In the Date Picker Properties Section you can select the format

that the selected date will appear after the user has selected the date. Use the scroll bar to view the options and click on your preferred choice; (see the image on the next page)

• In the Locale: window use the drop-down menu to choose your locale...

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Drop-Down Field Properties… • The Drop-Down Field Options Window looks like the image at the

top of the next page… • It is in here that you can add the items you want in your drop-

down list. In the Drop-down item: section type in your first item (usually an instruction) as shown below…

• Click the Add>> button

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• Repeat this process until you have all the required items for your

drop-down list Hint: 1: Type a space before and after the items as you add them to the list (It makes the end product look much nicer) 2: By selecting Items, that you have added to the drop-down list, you can move them up and down using the Move icons on the right of the dialog box. (It is always advisable to have text items in alphabetical order and numbers in numerical order)

• Help Text is added in the same way as for Text Form Fields on Page 14)


Note: You won't be able to select or clear the drop-down field until you complete Step 4.


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Drop-Down Control Properties… • The Drop-Down Control Options Window looks like the image

below…

• To prevent users deleting the control it is advisable, under the

Locking section, to check the Content control cannot be

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deleted Checkbox as shown here…

• To dictate the format of the control contents, under the General

Section, Check the Use a style to format contents checkbox and select from the drop-down men as shown below...

• It is in the Drop-Down List Properties Section that you add the

items you want in your drop-down list...

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• To modify the Default Choose an item. Text, select it by clicking on the text (as shown below)

• Click the Modify button...

The Modify Choice window opens…

• Edit the text and click the OK button…

The changed text appears in the Drop-Down List Properties Section as shown above.

To add an item to the Drop-Down List… • Click the Add Button

The Add Choice dialog Box Opens (see top of next page) • Type, in the Display Name: window, the item you wish to add to

the Drop-Down List. (HINT:- Type a space before and after the item as you add them, it makes the end product look much nicer)

• When the item has been typed in click the OK button.

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• Repeat this process until all items have been added to the list.

(Hint: By selecting Items, that you have added to the drop-down list, you can move them up and down using the Move Up and Move Down buttons)

• When you have set all the properties, click the OK Button…


Checkbox Form Field Properties… • The Checkbox Form Field Properties Window looks like the

image at the top of the next page… • In the Check Box Form Field Options window you can…

1: Make the Check box a particular size by clicking the Radio Button next to the word Exactly and then choosing the point size

and/or...

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• • 2: Make the box Checked on your form (rather than not checked)

by clicking the appropriate radio button.

• You can also Add Help Text… in the same way as it is added for

Text Form Fields on page 14. • When you have set all the properties, click the OK Button…

Note: You won't be able to select or clear the check box until you complete Step 4.

• Step 4 continues on the next page…

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Step 4: Prepare the form to be filled out… When Steps 1, 2 and 3 have been completed, all that is left to do is to lock the document so that it can be filled out. From the start of Step 1, the Design Mode button, in the Controls Group, was selected. The first thing to do in Step 4 is to...

• Click the Design Mode button, so that you are no longer in design mode.

• In the Protect group, click the Protect Document icon…

• Click Restrict Formatting and Editing…

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The Protect Document task pane, opens on the right-hand side of the screen…

• Under Editing restrictions, select the Allow only this type of

editing in the document: check box…

• Use the drop-down menu of editing restrictions to select Fillin in

forms… (see top of next page)

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The Editing restrictions section should now look like this…

• Under the Start enforcement section, click the Yes, Start

Enforcing Protection button...

The Start Enforcing Protection dialog box opens (see the top of the next page)

• This gives you the option to password Protect your document. 1. If you choose not to use a password, anyone can change your

editing restrictions (assuming they know how) Just click the OK Button

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2. 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 • Type the same password in the Reenter password to

confirm: box. • Click the OK Button to enforce protection

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 to protect.

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Editing/updating a document after protection… As with all forms/interactive documents, there is often the need to edit or update content. This involves Unprotecting the document…

• In the Protect group, click the Protect Document icon…

• Click Restrict Formatting and Editing…

The Protect Document task pane, opens on the right-hand side of the screen; see image on next page…

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• Click the Stop Protection button (Note this button will be near

the bottom of the screen, not as shown in the diagram above)

Steps 1, 2, 3 and 4 can then be used to edit/amend/update the form.

Feedback… The JISC Regional Support Centre, and the eBook Author John Dalziel, would like to get feedback on the eBooks produced, to ensure we are meeting your needs.

Please find the time to… • Either email your comments to [email protected]

(Please make the subject: eBook Feedback) • Or complete the online form at

http://spreadsheets.google.com/viewform?key=p6ZzsRcFe4RiIqc9VYLu6TQ

Many thanks for your support in providing any feedback.

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Index: Page 2 -------- Introduction Page 2 -------- Initial Setup Page 5 -------- To access the Controls Page 5 -------- 4 Steps

Page 6 -------- Step 1—Start

Page 6 -------- Step 2—Text Fields & Controls Page 7 -------- Adding A Legacy Text Field Page 8 -------- Adding a Text Control Page 9 -------- Adding a Date Picker Control Page 9 -------- Adding a Legacy Drop-Down Field List Page 11 ------- Adding a Drop-Down List Control Page 12 ------- Adding a Legacy Check Box Field Page 13 ------- Step 3—Setting Field/Control Properties Page 14 ------- Legacy Text Field Properties Page 17 ------- Text Control Properties Page 19 ------- Date Picker Control Properties Page 22 ------- Drop-Down List Field Properties Page 24 ------- Drop-Down Control Properties Page 27 ------- Check Box Form Field Properties Page 29 ------- Prepare the Form to be filled out Page 33 ------- Editing / updating a document after

protection

Documents

Using Office 2007: 1: Producing Forms in Word