WD: How to Create an Online Form Using Form Fields

• Microsoft Word 98 Macintosh Edition
• Microsoft Word 97 for Windows
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows NT, version 6.0
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a

SUMMARY

This article describes how to create an online form using form fields. A form is a template or document with empty areas in which to collect and organize information. An online form uses form fields, which may include text boxes to fill in, check boxes to select or clear, and drop-down boxes that contain lists of items from which to select choices.

MORE INFORMATION

To create an online form, complete the following steps:

Step 1: Create a Template

Use the appropriate method for your version of Word.

   Word 7.x and 97 for Windows and Word 98 Macintosh Edition:

      1. On the File menu, click New.

      2. Click the General tab. Select Blank Document.

      3. Select the Template option under Create New, and click OK.

   Word 6.x:

      1. On the File menu, click New.

      2. Under New, select the Template option, and click OK.

Step 2: Lay Out the Form

Include any text, tables, or graphics that you want to appear in the form.

Step 3: Insert the Form Fields

Use the appropriate method for your version of Word.

   Word 97 for Windows and Word 98 Macintosh Edition:

      1. Position the insertion point where you want the user to
         type or select information.

      2. On the View menu, point to Toolbars and then click Forms. The
         Forms toolbar appears.

      3. Click the appropriate form field button on the Forms toolbar.

      4. To specify the Options of the form field, double-click
         the form field; or right mouse click (Windows) or press CONTROL
        (Macintosh) and then click Properties. Select the Options you want
         to use.

      5. Repeat steps 1-4 for each form field you want to add to your
         form.

   Word 6.x and 7.x
   ----------------

      1. Position the insertion point where you want the user to
         type or select information.

      2. On the Insert menu, click Form Field.

      3. Under Type, select the type of form field you want to
         insert.

      4. In the Form Field dialog box, click Options. Specify the
         properties of the form field, and then click OK.

      Repeat this process as many times as necessary to complete
      the form.

   Type        Description
   ------------------------------------------------------------

   Text        Use a regular text form field when the form
               requires an entry of any type, including text,
               numbers, dates, current date and time, or
               calculations. You can specify a default entry
               so that the user does not have to type an
               entry except to change the response.

   Check Box   Use a check box to prompt the user for a yes
               or no response.

   Drop-Down   Use the drop-down form fields to provide the
               user with a list of answers to choose from.
               Selecting from a list rather than typing
               entries makes it easier for users to fill in
               the form correctly.

Step 4: Protect the Document

1. On the Tools menu, click Protect Document.

2. Click Forms, and then click OK.

   Word protects the template from changes so users can enter information only in the form fields.

3. Save and close the template.

In Word 7.x or Word 97 for Windows, the user has the option to save the template to any folder. If the user saves the template to the default folder of Mosffice\Templates\Payroll, for example, the template will be available when the user clicks New on the File menu, and clicks the Payroll tab.

In Word 98 Macintosh Edition, the user has the option to save the template to any folder. If the user saves the template to the default folder of Microsoft Office 98:Templates:Payroll, for example, the template will be available when the user clicks New on the File menu, and clicks the Payroll tab.

ADDITIONAL INFORMATION

Templates containing calculations as the type of text field require that the fields be updated. To do this, use any of the following methods:

Method 1: Word 97 for Windows and Word 98 Macintosh Edition

Use the Calculate On Exit option in the Form Field Options dialog box.

Method 2: Word 6.x and 7.x

Assign a macro to the calculation text field to automatically update the field.

Method 3

To have Word update all fields when the document is printed, follow these Steps:

1. On the Tools menu, click Options (Windows) or Preferences (Macintosh).

2. Click the Print tab and then click Update Fields.

3. Click OK.

REFERENCES

For additional information, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE ID: Q157463
   TITLE     : Using Calculate on Exit in a Forms Document

   ARTICLE-ID: Q115607
   TITLE     : How to Update Fields in a Protected Form

   ARTICLE ID: Q137439
   TITLE     : How to Unlink Form Fields

   ARTICLE ID: Q110174
   TITLE     : Preserving Text When Reprotecting a Form Without Macros

   ARTICLE ID: Q110014
   TITLE     : Calculation Text Fields Within Forms Fail to Update

   ARTICLE ID: Q142213
   TITLE     : WD: How To Create An Automated Form With Fillin-Fields

"Microsoft Word for Windows User's Guide," version 6.0, pages 305-326

"Microsoft Word for Windows User's Guide," version 2.0, pages 472-482