[techtalk] Tech-Talk: WORD - Look Good With Professional Fillable Forms

[HANNING Darci * SLO]

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WORD - Look Good with Professional Fillable Forms

Advanced


[A bright red, glossy checkmark is inside a black, empty square box, suggesting a task is complete or an option is selected.]

You need to create a form. You want it to gather information in a way that looks good ... in other words, you'd like it to be professionally laid out and easy to complete.



Sure, you could grab a Word document, type in the questions, and add underlines or spaces for answers. The problem is that when someone tries to complete the form, things go awry. The layout shifts. Sometimes there is not enough room. It can be frustrating. It becomes difficult for the respondent to complete and the result looks amateurish.



When to Use a WORD Fillable Form



There are all types of form tools, but having one in Word is handy. And it can be fillable so that it looks nice and neat.



The question is, when is the best time to choose Word for your forms ... because this tool does not have automatic data collection or reporting. So, you want the uses to be appropriate ... each individual completed page stands on its own. The information needs to be collated or summarized.



Examples of good uses for a Word fillable form:
·    Staff training requests
·    Equipment checkout requests
·    Volunteer applications
·    Meeting or room reservation requests
·    Employee onboarding checklists
·    Permit or license application worksheets
·    Habitat assessment forms completed in the field



A Word form is also handy when you require a handwritten signature.



Word has some nice creation features you can use. You can:
·    Create pre-set choices so that you limit selections to specific answers.
·    Set it up so that when responses are filled in, the layout does not change.
·    Use drop-down menus and check boxes.
·    Have open response areas that remain in place.



You could just type in the questions and leave blank spaces for answers. But if you want it to look more professional, with all the structure remaining in place (instead of distorting the layout) you need to create a fillable form.



Ready to create a Word form? Here's what you do.



Step #1: Turn on the Developer’s Tab


The tools needed to create forms in Word are a little hidden.



To get the right area for forms, you need to add the Developer tab to the ribbon.


1. Click the File tab.
2. Choose Options.
3. Select Customize Ribbon.
4. In the right column under Main Tabs, check the box for Developer.
5. Click Ok.

[Microsoft Word Options dialog box with "Customize Ribbon" selected. The "Developer" tab is checked and highlighted.]


When you're in the Developer Tab you have a series of Controls from which to choose as we move through the process.

[Microsoft Word Developer tab showing options for Macros, Add-ins, Design Mode, Controls, XML Mapping Pane, Block Authors, Restrict Editing, and Document Templates.]



Step #2: Create Your Form Layout



Before adding the form elements to your document, you want to create the basic layout of your document. This is what we want our "final" form to look like to the end user.



One way to make your layout clean and aligned is to use tables. Using a two-column table allows you to put the questions in one column and the response areas in the other. Depending on how many questions you have in your form, create a two-column table with a line for each question.

[ABC Company Picnic Poll form with fields for name, preferred attendance day, and item to bring. Instructions to email completed form to dave at abccopany.com.]



Step #3: Also, Before Adding Form Questions



Before adding the form choices, you need to turn on the Design Mode.


[A "Design Mode" button with a ruler and triangle icon, along with other form control icons like "Properties" and "Group".]

Here’s how:
1. Go to the Developer tab.
2. In the Controls group, click Design Mode.



NOTE: In newer versions of Word, you can usually insert form fields without using Design Mode. However, Design Mode makes it easier to edit sample text and change fields.



Step #4: Add Any Text Fields



A text field gives users a place to type information into the form. This can be names, emails, or phone numbers.



There are two options for text fields:
·    Rich Text lets users change things like bold, font size, or colors.
·    Plain Text keeps all answers looking the same.


[Button with two "Aa" icons, the first slightly larger than the second, representing changing font case. It's part of a "Controls" toolbar.]

To add a text field to your form:
1. Place your cursor where you want the response area to appear.
2. On the Developer tab, choose one of the "Aa" icons in the Control section. Rich Text Content Control is the "Aa" on the left and Plain Text Content Control is the "Aa" on the right.
3. A placeholder field will appear in the document. This text will display to the user on the form. You can edit it while in Design Mode.



In Design Mode, arrows appear around the text field. Without the arrows, the field behaves like the finished fillable form.

[A comparison of a text input field labeled "First and Last Name:" shown in two states. In Design Mode, the field has chevron icons and gray placeholder text. In User view, only the placeholder text is visible.]



Step #5: Add Any Drop-Down List Fields



A drop-down menu lets users choose from preset options instead of typing their own answer. Clicking the icon opens the available choices (see below).

[Controls group shows an icon of stacked horizontal lines with arrows, indicating a list box, and a button labeled "Properties".]


[Content Control Properties window for a drop-down list. Shows options for General, Locking, and Drop-Down List Properties with an "Add..." button.]

To add a drop-down list field in Word:


1. Put your cursor where you would like the responses to show.
2. In the Developer tab, in the Control group, click the Drop-Down List Content Control button.
3. Click Properties from the Control group.
4. Use the Add button to enter your options.
5. Click OK.



NOTE: To see what it looks like to the end-user, turn Design Mode off to take yourself out of “creation” mode.



Step #6: Add Any Check Box Fields


[A checkbox icon with a green checkmark, highlighted in red, is shown within the "Controls" section of a software interface.]

Check boxes let users select one or more choices from a list. Unlike a drop-down list, all the options stay visible.



To add check boxes in Word:
1. First type in your choices, one per line.
2. Place your cursor in front of the first choice.
3. On the Developer tab, click the Check Box Content Control button.
4. A check box will appear in front of your choice.
5. Repeat this step until you have check boxes in front of all your choices.

[A split image shows "What item would you like to bring?" question with checkbox options. The top half displays the design mode with radio-button-like controls. The bottom half shows the end-user view with standard checkboxes.]




[Restrict Editing" dialog box. Section 2, "Editing restrictions," is highlighted. A checkbox is ticked next to "Allow only this type of editing in the document," and "Filling in forms" is selected from a dropdown menu.]
Step #7: Lock the Document



The final action is to save your document and share it with others to collect information.



However, if you want people to only fill out the form (and not make changes to the document), you should lock it before saving.



To protect a Word document:
1. Press Ctrl+A to select the document contents. This should highlight everything on the page.
2. On the Developer tab, click Restrict Editing.
3. Under Editing Restrictions, check Allow only this type of editing in the document and select Filling in forms.
4. Click Yes, Start Enforcing Protection.



Once you have saved the document, share it with those you want to complete the form. People are now able to type their answers and send it back to you.



365 WEB Word Fillable Forms



Word in 365 Web can usually fill out existing forms. People can type into text fields, select check boxes, and choose items from drop-down lists. But you cannot create new forms.



You cannot create forms in Word 365 Web because the Developer tools are not available online. Features like Design Mode and document protection work best in the desktop app.



GOOGLE DOCs Fillable Forms



Perhaps you'd like to create forms in Google Docs. The tools work differently there. Google Docs has only basic form features. It can create checklists and dropdown chips. However, they are not protected form fields as in Word.



In Word, these fields are built specifically for forms and can be locked. When you share a Word document that is a form, you can protect the end user from changing the questions and answer choices. They can only fill out the form.



In Google Docs, most form elements are still editable parts of the document. When you share a Google Doc that is a form, there is no way to protect the document from being changed by the end user.



You Can Add a Check Box Field



The check box feature in Google Docs is similar to creating a bulleted list.



Here’s how you can add it:
1. Place your cursor where you want the checkbox. You do not have to have the list already typed.
2. Click the Checklist button in the toolbar.
3. Start typing your choices.
4. Press Enter to create another checkbox line.

[Checklist icon in a toolbar, with a dropdown arrow.]



You Can Add a Dropdown "Smart Chip" in Docs



Smart chips are a newer Google Docs feature. They let you add clickable choices inside a document. There are many different types of smart chips. The one most similar to the Word dropdown list is dropdown.



They are kind of a mix between a drop-down menu and a tracking tool.


[A modal window labeled "Dropdown options" shows a template name field with "Project Status" and three options: "Not Started" (red), "In Progress" (blue), and "Complete" (green). A button labeled "New option" is visible.]

To add a dropdown chip to your document:
1. Place your cursor where you want the dropdown.
2. Click Insert, and choose Smart chips and then dropdown.
3. Select New Dropdown.
4. Optional: Choose colors for each.
5. Click Save.



REMINDER: Check boxes and dropdown chips are NOT true protected form fields as in Word. That means people editing the document can change or delete the choices or questions.



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Communications: Talking

Avoid these compliments



You're at work with co-workers or home with friends or family ... and you want to be supportive. There are times when you'd like to offer a compliment about something they have done. This can be trickier than it seems.



It's easy to say things in a way that do damage, when you're trying to be kind.



Three Examples



#1. You want to notice that someone has been working hard, and you say, "You look tired." Unfortunately, most people hear, "You look bad today." It's better to say something like: "I see you're working diligently. I appreciate the work you put into this."



#2. You're impressed that a task you requested has been completed in an excellent manner. You say, "Wow, you actually did a great job!" Watch out! The word actually suggests you didn't expect them to succeed.



#3. Someone is upset about their handling of a challenge. You don't want to minimize their feelings and effort by saying, "Don't worry, it's not that important." This makes their efforts feel as if they are being dismissed.



TIP: Try to avoid comments that sound like compliments but can actually feel belittling or patronizing.



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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://slo.oregon.gov/conted/
State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>

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