2. Objectives © Paradigm Publishing, Inc. 1 Objectives

3. © Paradigm Publishing, Inc. 2 Objectives Chapter 29: Creating Forms Performance Objectives  Create a Form Create a Form  Design a Form Design a Form  Create a Form Template Create a Form Template  Display the DEVELOPER Tab Display the DEVELOPER Tab  Protect a Template Protect a Template  Insert Text Controls Insert Text Controls  Fill in a Form Document Fill in a Form Document  Edit a Form Template Edit a Form Template  Insert Instructional Text Insert Instructional Text  Create Forms Using Tables Create Forms Using Tables  CHECKPOINT 1 CHECKPOINT 1  Insert Pictures Insert Pictures  Use the Date Picker Use the Date Picker  Create Drop-down Lists Create Drop-down Lists  Set Properties for Content Controls Set Properties for Content Controls  Create a Form with Legacy Tools Create a Form with Legacy Tools  Print a Form Print a Form  Customize Form Field Options Customize Form Field Options  Modifying Tab Order Modifying Tab Order  CHECKPOINT 2 CHECKPOINT 2

4. © Paradigm Publishing, Inc. 3 Objectives Create a Form  In Word, a form is a protected document that includes user- defined sections into which a respondent enters information.  These user-defined sections are made up of content controls and form fields.  Content controls limit response options to ensure the collection of desired data.  Three types of content controls are available: drop-down boxes, check boxes, and date pickers.  Form fields are spaces allotted for a respondent to enter specific text.

5. © Paradigm Publishing, Inc. 4 Objectives Create a Form - continued DEVELOPER tab

6. © Paradigm Publishing, Inc. 5 Objectives Design a Form  The goals in creating a form are twofold: to gather all of the information necessary to meet a specific objective and to gather information that is useful and accurate. Thus, the first step in creating a form is to determine its purpose.  Make a list of all of the information you need to meet your objective.  Be careful not to include unnecessary or redundant information, which will clutter the appearance of the form and frustrate the person who is completing it.  The next step is to plan the layout of the form.  The simplest way to design a form is to find an existing form that requests similar information or serves a similar purpose and then mimic it.

7. © Paradigm Publishing, Inc. 6 Objectives Design a Form - continued  Here are some other points to consider when designing your form:  Group like items in the form. This makes providing complete and accurate information easier for the respondent.  Place the most important information at the top of the form to increase the likelihood of obtaining the information you desire most. Many respondents fail to complete a form entirely before submitting it.  Use fonts, colors, lines, and graphics purposefully and sparingly. Overusing such design elements tends to clutter a form and make it difficult to read.  Use white space, lines, and shading to separate sections of the form. Each section should be clearly defined.

8. © Paradigm Publishing, Inc. 7 Objectives Create a Form Template  A form is created as a template, so a respondent who fills in a form is working in a copy of the form rather than the original.  The original is the form template document, which is saved as a protected document.  That way, a form can be used again and again without changing the original.

9. © Paradigm Publishing, Inc. 8 Objectives Create a Form Template - continued form template

10. © Paradigm Publishing, Inc. 9 Objectives Create a Form Template - continued To create a form template: 1. Open the blank document. 2. Display the Save As dialog box. 3. Change the Save as type option to Word Template (*.dotx). 4. Click the Save button. Word Template (*.dotx) option

11. © Paradigm Publishing, Inc. 10 Objectives Display the DEVELOPER Tab To display the DEVELOPER tab: 1. Click the FILE tab. 2. Click Options. 3. Click the Customize Ribbon option. 4. Click the Developer tab check box to insert a check mark. 5. Click OK. Developer tab check box

12. © Paradigm Publishing, Inc. 11 Objectives Protect a Template To protect a template: 1. Click the DEVELOPER tab. 2. Click the Restrict Editing button in the Protect group. (continues on next slide) Restrict Editing button

13. © Paradigm Publishing, Inc. 12 Objectives Protect a Template - continued 3. Click the Allow only this type of editing in the document check box. 4. Click the down-pointing arrow at the right of the option box in the Editing restrictions section and then click the Filling in forms option at the drop- down list. 5. Click the Yes, Start Enforcing Protection button. 6. At the Start Enforcing Protection dialog box, type a password, confirm the password, and then click OK. Filling in forms option

14. © Paradigm Publishing, Inc. 13 Objectives Insert Text Controls  The Controls group on the DEVELOPER tab contains two text control buttons: the Rich Text Content Control button and the Plain Text Content Control button.  The Plain Text Content Control button inserts a control that takes on the format of the text that surrounds it.  The Rich Text Content Control button inserts a control that allows users to apply formatting to text and type multiple paragraphs of text. Plain Text Content Control Plain Text Content Control

15. © Paradigm Publishing, Inc. 14 Objectives Fill in a Form Document To fill in a form: 1. Click the FILE tab. 2. Click the New option. 3. Click the PERSONAL option from the New backstage area. 4. Click the thumbnail representing your template. template

16. © Paradigm Publishing, Inc. 15 Objectives Fill in a Form Document - continued  When you open a protected form template document, the insertion point is automatically inserted in the first data field.  To fill in the form, type the information for that data field.  Press the Tab key to move the insertion point to the next data field or press Shift + Tab to move the insertion point to the preceding data field.

17. © Paradigm Publishing, Inc. 16 Objectives Edit a Form Template  When you create and then protect a form template, the text in the template cannot be changed.  If you want to make changes to a form template, you must open the template, turn off the protection, and then make the changes.

18. © Paradigm Publishing, Inc. 17 Objectives Edit a Form Template - continued To edit a form template: 1. Click the DEVELOPER tab. 2. Click the Restrict Editing button in the Protect group. 3. Click the Stop Protection button in the Restrict Editing task pane. 4. Make the desired changes. 5. Click the Yes, Start Enforcing Protection button. Stop Protection button

19. © Paradigm Publishing, Inc. 18 Objectives Insert Instructional Text  Providing instructional text for respondents who are filling in a form can aid in obtaining accurate information.  When you create a form, add text to each data field that provides specific directions on what information to enter.  The instructional text is replaced with the data entered by the respondent.

20. © Paradigm Publishing, Inc. 19 Objectives Insert Instructional Text - continued To insert instructional text: 1. Type the instructions. 2. Select the text. 3. Click the DEVELOPER tab. 4. Click the Plain Text Content Control button in the Controls group. Plain Text Content Control button

21. © Paradigm Publishing, Inc. 20 Objectives Create Forms Using Tables  The table feature in Word is an efficient tool for designing and creating forms.  Using a table allows you to set up the framework for your form and provides spaces to enter data fields. form using a table

22. Objectives © Paradigm Publishing, Inc. 21 CHECKPOINT 1 1)This is a document that includes user-defined sections into which a respondent enters information. a.file b.text box c.field d.form 1)This is a document that includes user-defined sections into which a respondent enters information. a.file b.text box c.field d.form 3)This Content Control button inserts a control that takes on the format of the text that surrounds it. a.Format Text b.Rich Text c.Plain Text d.All Text 3)This Content Control button inserts a control that takes on the format of the text that surrounds it. a.Format Text b.Rich Text c.Plain Text d.All Text 2)This tab contains options for inserting content controls. a.FILE b.DEVELOPER c.HOME d.INSERT 2)This tab contains options for inserting content controls. a.FILE b.DEVELOPER c.HOME d.INSERT 4)Press this key to move the insertion point to the preceding data field. a.Tab b.Alt + Tab c.Ctrl + Tab d.Shift + Tab 4)Press this key to move the insertion point to the preceding data field. a.Tab b.Alt + Tab c.Ctrl + Tab d.Shift + Tab Next Question Next Slide Answer

23. © Paradigm Publishing, Inc. 22 Objectives Insert Pictures To insert a picture: 1. Click the DEVELOPER tab. 2. Click the Picture Content Control button in the Controls group. 3. Click the picture icon. 4. Navigate to the desired folder and double-click the desired picture file. picture icon

24. © Paradigm Publishing, Inc. 23 Objectives Use the Date Picker To insert a date picker content control: 1. Click the DEVELOPER tab. 2. Click the Date Picker Content Control button in the Controls group. Date Picker Content Control button

25. © Paradigm Publishing, Inc. 24 Objectives Create Drop-down Lists To insert a drop-down list content control: 1. Click the DEVELOPER tab. 2. Click the Drop-Down List Content Control button in the Controls group. Drop-Down List Content Control button

26. © Paradigm Publishing, Inc. 25 Objectives Set Properties for Content Controls  You can customize a content control with options at a properties dialog box.  The options at the dialog box vary depending on the selected content control.  For example, you can add a list of items for a drop-down list content control, lock a picture content control, and specify formatting for inserting a date with a date picker content control.

27. © Paradigm Publishing, Inc. 26 Objectives Set Properties for Content Controls - continued To specify the drop-down list properties: 1. Select the drop-down list content control. 2. Click the DEVELOPER tab. 3. Click the Properties button in the Controls group. (continues on next slide) Properties button

28. © Paradigm Publishing, Inc. 27 Objectives Set Properties for Content Controls - continued 4. Click the Add button. 5. Type the desired choice. 6. Click OK. 7. Continue clicking the Add button and typing desired choices. 8. Click OK to close the Content Control Properties dialog box. Add button Title text box

29. © Paradigm Publishing, Inc. 28 Objectives Set Properties for Content Controls - continued  Create a title for the drop-down list content control with the Title option in the Content Control Properties dialog box.  Type the desired text in the Title text box and the text you type displays in the content control tab at the template.  Having a content control title is not necessary but it can provide additional information for the person filling in the form.  You can modify the list by clicking the desired option in the Drop-Down List Properties section and then clicking the Modify button.  You can also change the position of an item in the list by selecting the desired item and then clicking the Move Up or Move Down button.

30. © Paradigm Publishing, Inc. 29 Objectives Set Properties for Content Controls - continued  To fill in a form with a drop-down list data field, select the drop- down list content control, click the down-pointing arrow at the right of the data field, and then click the desired option.  You can also hold down the Alt key, press the Down Arrow key until the desired option is selected, and then press the Enter key.  In addition to these options, Word provides the Combo Box Content Control button in the Controls group on the DEVELOPER tab.

31. © Paradigm Publishing, Inc. 30 Objectives Set Properties for Content Controls - continued To lock the picture control: 1. Select the picture data field. 2. Click the DEVELOPER tab. 3. Click the Properties button. 4. Insert a check mark in the Contents cannot be edited check box. 5. Click OK. Contents cannot be edited check box

32. © Paradigm Publishing, Inc. 31 Objectives Set Properties for Content Controls - continued To customize the date format: 1. Select the date picker content control. 2. Click the DEVELOPER tab. 3. Click the Properties button. 4. Choose the desired date format in the list box in the Date Picker Properties section. 5. Click OK. Date Picker Properties section

33. © Paradigm Publishing, Inc. 32 Objectives Create a Form with Legacy Tools To insert a text form field: 1. Click the DEVELOPER tab. 2. Click the Legacy Tools button in the Controls group. 3. Click the Text Form Field button. Text Form Field button

34. © Paradigm Publishing, Inc. 33 Objectives Create a Form with Legacy Tools - continued To insert a check box form field: 1. Click the DEVELOPER tab. 2. Click the Legacy Tools button in the Controls group. 3. Click the Check Box Form Field button. Check Box Form Field button

35. © Paradigm Publishing, Inc. 34 Objectives Create a Form with Legacy Tools - continued  Fill in a form with text and check box form fields in the same manner as filling in a form with content controls.  To fill in the form, open a document based on the template and type the information in the data field.  Press the Tab key to move to the next field or press Shift + Tab to move to the previous field.

36. © Paradigm Publishing, Inc. 35 Objectives Print a Form  After filling in a form document, you can print the document in the normal manner.  In some situations, you may want to print only the data (not the entire form) or print the form without the filled-in data.  If you are using a preprinted form that is inserted in the printer, you will want to print only the data.  Word will print the data in the same location on the page as it appears in the form document.

37. © Paradigm Publishing, Inc. 36 Objectives Print a Form - continued To print just the data in a form: 1. Click the FILE tab. 2. Click Options. 3. At the Word Options dialog box, click the Advanced option in the left panel. 4. Click the Print only the data from a form option. 5. Click OK. Print only the data from a form option

38. © Paradigm Publishing, Inc. 37 Objectives Customize Form Field Options  A text form field contains default settings and some of these defaults can be changed with options at the Text Form Field Options dialog box.  You can also change some of the default settings for a check box form field with options at the Check Box Form Field Options dialog box.

39. © Paradigm Publishing, Inc. 38 Objectives Customize Form Field Options - continued To create a drop-down list form field: 1. Click the DEVELOPER tab. 2. Click the Legacy Tools button in the Controls group. 3. Click the Drop-Down Form Field button. (continues on next slide) Drop-Down Form Field button

40. © Paradigm Publishing, Inc. 39 Objectives Customize Form Field Options - continued 4. Click the Properties button. 5. Type the first list option. 6. Click the Add button. 7. Continue typing the desired choices and clicking the Add button. 8. Click OK. Add button

41. © Paradigm Publishing, Inc. 40 Objectives Customize Form Field Options - continued To fill in a drop-down list form field: 1. Click the down-pointing arrow at the right of the field. 2. Click the desired option at the drop-down list. drop-down list

42. © Paradigm Publishing, Inc. 41 Objectives Customize Form Field Options - continued To customize a check box form field: 1. Select the check box form field. 2. Click the DEVELOPER tab. 3. Click the Properties button in the Controls group. 4. At the Check Box Form Field Options dialog box, select the desired options. 5. Click OK. Check Box Form Field Options dialog box

43. © Paradigm Publishing, Inc. 42 Objectives Customize Form Field Options - continued To customize a text form field: 1. Select the text form field. 2. Click the DEVELOPER tab. 3. Click the Properties button in the Controls group. 4. At the Text Form Field Options dialog box, select the desired options. 5. Click OK. Text Form Field Options dialog box

44. © Paradigm Publishing, Inc. 43 Objectives Customize Form Field Options - continued  If you change the Type option, Word displays an error message if the correct type of information is not entered in the form field.  If a particular text form field generally requires the same information, type that information in the Default text box and that text will always display in the form field.  Use the Maximum length option at the dialog box to specify an exact number of characters for the form field. This option has a default setting of Unlimited.

45. © Paradigm Publishing, Inc. 44 Objectives Customize Form Field Options - continued  Apply formatting to text in a form field with options in the Text format option box.  For example, if you want to display text in all uppercase letters, click the down-pointing arrow at the right of the Text format option box and then click Uppercase at the drop-down list.  When the respondent has typed text in the form field, that text is automatically converted to uppercase letters as soon as the respondent presses the Tab key or the Enter key.  The Text format options vary depending on what is selected in the Type option box.

46. © Paradigm Publishing, Inc. 45 Objectives Modifying Tab Order  Tabbing in a fill-in form moves to fields from left to right because that is the normal way an English-language speaking person reads a document.  In some forms, you may want to change the tab order so that pressing the Tab key in a fill-in form makes active the next field down instead of the field to the right.  Changing tab order is useful for forms in which a person will read down the page instead of across, for forms that may be translated into a language that reads from top to bottom instead of left to right, and for forms that will be read by a reading program for someone who is visually impaired.

47. Objectives © Paradigm Publishing, Inc. 46 CHECKPOINT 2 1)You can customize a content control with options at this dialog box. a.Format Control b.Content Control c.Page Setup d.Properties 1)You can customize a content control with options at this dialog box. a.Format Control b.Content Control c.Page Setup d.Properties 3)To insert a check in a check box, press this on the keyboard. a.Backspace b.End c.Home d.Spacebar 3)To insert a check in a check box, press this on the keyboard. a.Backspace b.End c.Home d.Spacebar 2)This content control option is not necessary, but it can provide additional information for the person filling in the form. a.date b.time c.title d.name 2)This content control option is not necessary, but it can provide additional information for the person filling in the form. a.date b.time c.title d.name 4)The Text format options vary depending on what is selected in this option box. a.Field b.Form c.Text d.Type 4)The Text format options vary depending on what is selected in this option box. a.Field b.Form c.Text d.Type Next Question Next Slide Answer