Tutorial 3: Creating an online form template in Microsoft Word
This tutorial includes creating an online form template in Microsoft Word, modifying form fields, and adding help.
Here is a summary of the steps for creating an online form in Word.
1Create a template.
2Design and lay out the form – tables usually provide a structured layout.
3Add, format and set properties for form fields, including creating drop-down lists.
4Add and set properties for ActiveX controls.
5Add suitable Help for the form.
6Automate the form using macros.
7Protect the form so that users can’t change or delete parts of the form.
8Save the entered data in a database.
Creating the template
You must create and save an online form as a new template. The template will store any macros and AutoText you create.
Form design
Design the form in collaboration with your client. There may be paper based forms that have been in existence for some time, and your client will usually want to mirror these paper based forms.
However, there may be changes that would improve the useability of the form in an on-line format, and these suggestion may be welcomed by the client.
If designing the form from scratch, try paper based sketches first, and be sure to consult with those who will actually use the forms.
Some forms, consist solely of text with form fields inserted throughout the document so users can provide specific information.
Most forms benefit from a structured layout provided by tables. This allows you to easily align text, provide borders, shading and easily definable text entry areas.
Adding form fields
Once the design of the form is established and the basic elements of the form created, you can then add the data entry fields. These are known as form fields, and include text boxes, drop down lists, check boxes and so on.
The Forms toolbar
These fields can be added by means of controls selected from the Forms Toolbar.
1Display the Forms Toolbar by selecting View… Toolbars… Forms.
Depending on your version of Word, this will display a toolbar similar to the one shown below.
Figure 1: Forms toolbar
2For each form field you want to add, click in the document where you want users to insert information.
3From the Forms toolbar, click the type of field you want to enter. The Tool tips display information about each tool as you move your mouse over them.
Once you have inserted a field, you can set its properties. To do this you can either double-click the field, or click the properties button on the Toolbar.
4Double-click the form field you have created. Examine and set appropriate properties.
There is a Protect Form button on the toolbar, allowing you to lock the fields so that users can only enter information in the form fields. It’s pretty obvious that it’s the one that looks like a padlock.
5When you finish designing your form, click on the Protect Form
Note:You cannot enter data into a form unless the document is protected, and you cannot edit a form until you unprotect the document.
6Save and close the template.
Hint: Form fields are shaded for easy identification. The shading can be turned off by clicking the Field Shading button – which toggles this feature between on and off.
Modifying the properties of a form field
The Dialog boxes you see setting the form field Properties depend on the type of field you’ve put on the form.
Text box properties
Here’s the dialog box for a text box field.
Figure 2: Text Form Field Options dialog box
The type, maximum length, default text and text format options are self-explanatory. If unsure, investigate each option.
Note: The option Title Case in the Text Format drop down list allows you to start each word with a capital letter.
The Run macro on option is discussed in the topic on macros.
The Add Help Text… option is discussed later in this section.
Check box properties
Figure 3: Check Box Form Field Options dialog box
The options here are fairly self-explanatory. You’ll probably leave these with the default values.
Drop down list properties
Figure 4: Drop-Down Form Field Options dialog box
Items are added by typing in the ‘Drop-down item’ box and clicking Add. Items are entered one at a time.
Add Help Text to an online form
You’ve probably go this one worked out already.
1Double-click the form field to which you want to add Help text.
2Click Add Help Text.
This displays a dialog box like the one shown below:
Figure 5: Add Help to a Form Field dialog box
3To display Help text in the status bar, click the Status Bar tab and select one of the options
4To display Help text in a message box when users press F1, click the Help Key (F1) tab and again, select one of the options.
Assign macros to form fields
You can assign macros to form fields via the Run on Entry and Run on Exit sections of the dialog boxes. In this way, you can use macros in an online form to control exactly what, where and how information is entered.
Tutorial 3: Creating an online form template in Microsoft Word1
2005