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CREATING FILLABLE FORMS WITH MICROSOFT WORD

TABLE OF CONTENTS

I. Introduction 2

II. Enabling the Developer Tab 3

III. Planning and Designing Your Form 6

IV. Adding Content Controls 7

A. Setting Properties for Content Control 8

B. Revising Instructional Text to Guide End Users 9

V. Finalizing and Testing the Form 11

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I. INTRODUCTION

Forms are handy tools to obtain or solicit facts, opinions, or other information from individuals. Per Business Services Office (BSO), Forms, Issuance, and Records Management (FIRM) standards, forms must serve a purpose, be user-friendly, and maintain a professional standard. There are many programs available that can be used to create forms, this exhibit provides simple instruction on creating a fillable form with Microsoft Word 2016.

The term “fillable” as it is used here means a user will have the capability to complete a form electronically versus printing out a hard copy and completing it manually. Fillable options include typeable text boxes, clickable checkmark boxes, and many other options.

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II. ENABLING THE DEVELOPER TAB

To create fillable forms that aid in the user-friendly aspect of BSO FIRM form standards, the first step is to enable the “Developer” tab. This tab provides the form creator the abilities to include many functionalities to their form that allows the end user the opportunity to complete the form in its electronic format without the need to print and complete the form manually.

By default, the Developer tab is not visible. If the Developer tab is enabled, you will see it on the Ribbon (pictured below, circled in red) of your document. To verify if the Developer tab is enabled, open the Microsoft Word 2016 application from your desktop, select “Blank Document” when prompted, and view the Ribbon at the top of the document.

If the Developer tab does not appear on the Ribbon, complete the following steps to enable the Developer tab:

1. Select the File tab on the top left corner of the Ribbon

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2. From the drop-down menu, select Options

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3. The Word Options Box will appear. On the left-hand side of the box, select Customize Ribbon. Then, navigate to the right side and check the Developer box. After these selections have been made, click OK in the bottom right.

The Word Options box will close and the Developer tab should now be accessible on the Ribbon.

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III. PLANNING AND DESIGNING YOUR FORM

It is important to plan for your form’s design. In addition to the aesthetics and various fillable functionalities for your form, it is crucial to list all the information you are trying to capture with your form. The form will not serve its intended purpose if it does not capture all the information needed.

Forms should be simple and easy to complete. If the form is not self-explanatory, a second page with instructions may be included. Following these guidelines ensure forms are not confusing or filled out erroneously by the end user.

Note: For new forms, email BSO FIRM at BSO.FIRM@fire.ca.gov for a form number. A centralized inventory and catalog system for all departmental forms are maintained by BSO FIRM. Utilize the Form Template in creating new forms. All forms must contain the following information to adhere to legislative requirements:

“State of California, Natural Resources Agency”

“Department of Forestry and Fire Protection”

Form title

Form number

Form creation or revision date

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IV. ADDING CONTENT CONTROLS

Fillable forms are created using Content Controls, which are accessible under the Developer tab (pictured below). Content Controls are individual controls that form creators can add to customize the use of a fillable form. These controls allow for creating of editable fields and making the form user-friendly.

Pictured below in the red box are the Content Controls Icons:

By hovering your cursor over each icon, a short description of the Content Control will appear. For your reference, the capability of each Content Control icon are as follows:

Icon Content Control

Description

Rich Text

Users can type more than one line and format the text as Bold or Italic.

Plain Text Users can only enter text in the plain text format.

Picture

This control displays an image. You can specify the image or users can click this control to select an image to insert in the document.

Building Block Gallery

This is useful for more complex documents when you want people to choose a specific block of text. A building block is any predesigned piece of content. This control can hold these pre-designed blocks for you to select the right one. Building blocks can help you create forms with many variables quickly.

Check Box

Users can select one or more options from a pre-defined list in the form.

Combo Box

Users can select from a list of options that you provide or they can type in their own information.

Drop-Down List

Users can select one or multiple options from a drop-down list.

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Date Picker

Allows the user to choose a date from the displayed calendar.

Repeating Section

This content control can be used to collect different versions of the same data. With this, you can repeat the sections of your form as needed and allows you to insert as many sections as needed.

Legacy Tools

These are the fields that were available in older versions of Microsoft Word.

A. Setting Properties For Content Control

Each Content Control has properties that you can restrict or change. While under the Developer tab, select the Content Control that you want to work with, then select Properties to view your options for that specific Content Control.

If the Properties icon is not accessible, click the Design Mode icon above the Properties icon and that should make the Properties icon accessible.

Pictured below is the Properties icon that is grayed out:

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Pictured below is the Properties icon that is no longer grayed out. Clicking on the Design Mode icon will make the Properties icon accessible.

The Content Control Properties box will appear and the properties can be adjusted accordingly:

Some capabilities include:

Check Box: Selecting a specific symbol instead of the standard checkbox

Date Picker: Accept dates in a certain format (MM/DD/YYYY, DD/MM/YY, etc.)

Drop Down Lists: Add a list of items that can be selected

Tip! To add the traditional checkmark to your Check Box, change the font option to “Windings” and type in “0252” in the Character Code box. Then, select OK.

B. Revising Instructional Text To Guide End Users

Certain Content Control displays an automatically populated instructional text. The instructional text provides an explanation to guide the end user on filling out a form field. For example, Rich Text Content Control displays “Click or tap here to enter text” and Date Picker displays “Click or tap to enter a date”. Below is a sample form with the generic instructional text.

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To change the instructional text. Click the Design Mode icon under the Developer tab.

Once you click the Design Mode icon, the instructional text should now have brackets outside of the instructional text. Pictured below are the brackets:

Brackets Picture

Open

Closed

Pictured below are some generic instructional text when Design Mode is selected. When the brackets are visible, you will be able to make changes to the instructional text.

When you put the cursor inside the brackets, the text can be revised. Pictured below is after the instructional text has been manually revised.

After you are done entering the instructional text, unclick the Design Mode icon on the Ribbon and the brackets should disappear.

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V. FINALIZING AND TESTING THE FORM

Once a form is finished being created, it should be tested for accuracy. Check to ensure users are not able to change the form fields and that sections that are meant to be electronically fillable allows for it. To maintain a professional standard, it is important to restrict the editing of the form so its contents are not altered and the true integrity of the form is maintained. To restrict editing of the finalized form (and to test its functionality), follow these steps:

1. Save your document by selecting the “Ctrl” key and the “S” key at the same time or click the “Save” icon on the top left

2. Select the “Review” tab from the Ribbon

3. From there, select the Restrict Editing icon

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4. After selecting Restrict Editing, a new toolbar will appear on the right side of your document. In Section 2 “Editing Restrictions”, restrict users to only filling in the form in spaces allotted to them by checking the Allow only this type of editing in the document checkbox above the dropdown menu. Then, click the dropdown menu and choose Filling in forms (pictured below).

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5. In the same toolbar, in Section 3 “Start enforcement”, click on the Yes, Start

Enforcing Protection button to lock in the form’s restrictions.

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6. The below prompt screen will appear, click OK.

Note: Forms submitted to BSO FIRM should not be password protected. This is

to ensure an unlocked version can be cataloged and is available to be revised in

the future.

By enabling these restrictions, you now have the ability to test your form as though you are the end user. You should only be able to type in the area(s) that have an associated Content Control. You should not be able to make changes to areas that do not have Content Control.

Tips for testing your form:

Review for spelling errors

Complete the form in its entirety

Have a colleague’s fresh set of eyes take a look and test your form!

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If you need to make changes to your form, follow these steps:

1. Select the “Review” tab from the Ribbon

2. From there, select the Restrict Editing icon

3. The Restrict Editing toolbar will appear on the right side of the document

4. At the bottom of the toolbar, click Stop Protection. You will now be able to make revision to your form.

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REVISION DATE Revision Date: July 2018 Last Reviewed: July 2018