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Technology Integration Center

Davis School District, Farmington, Utah 84025 Revised 7/31/2013

Word 2010: Fillable Forms


Overview of the Process ............................. 1 Options for Using Fillable Forms ............... 1 Creating a Form .......................................... 2

Safely Saving the Form ............................... 2 The Developer Tab ..................................... 3

Design Mode ............................................... 3 Information Areas ....................................... 3 Content Control Properties ......................... 4 Creating and Working with Text Areas ...... 4

Creating and Working with Picture Areas .. 5 Creating and Working with Building Block

Gallery Areas .............................................. 6

Creating and Working with List Areas ....... 7

Creating and Working with Date Areas ...... 8 Creating and Working with Check Boxes .. 9 Design Mode ............................................... 9

Restricting Editing .................................... 10 Saving the Form ........................................ 10

Testing the Form ....................................... 10 Using the Form ......................................... 10 Comments ................................................. 11 Selecting the View .................................... 11

Reviewing Comments ............................... 12 Controlling the Display ............................. 12 Reviewing Pane ........................................ 12

Technology Training Resources can be found at http://www.davis.k12.ut.us/dsd/techtraining.

Overview of the Process

Create the form in a table.

Insert the desired content control areas.

Set the properties of each content control area.

Restrict editing so the form cannot be changed, but the user can enter information.

Save and distribute the form.

Options for Using Fillable Forms

Various options are possible in using fillable forms.

Plan A

The form is used to have a parent or student provide information.

Plan B

The form is used like a worksheet the student completes and returns to the teacher.

The teacher could make comments on the document and return it to the student.

http://www.davis.k12.ut.us/dsd/techtraining



Creating a Form

The form should indicate what information is desired and have spaces for the user to add the information.

A table is a good format for a form because it provides structure.

Sample Form

The table below illustrates a possible format for a form.

In setting up the form, remember that a table cell expands as more text is entered. It is not necessary to

make a table cell larger in anticipation of a large quantity of text.

Note: A table cell can be restricted to keep the original size and not expand.

Book Report Form Author:

Click here to enter the author.

Date:

Current Date

Name:

Click here to enter your name.

Title of Book:

Click here to enter the title of the book.

Number of Pages:

Click here to enter the number.

Copyright Date:

Click here to enter the year.

Awards:

☐ Newbery Award

☐ Caledcott Award

Type of Book:

☐ Fiction

Specific Type: Choose the type.

☐ Non-fiction

Specific Type: Choose the type.

Describe the setting of this book:

Click here to enter text.

Write a summary of this book.

Click here to enter text.

Safely Saving the Form

Save the original form.

After you begin working in the Developer tab, save the document with a different name so that the original

form is still available when needed.



The Developer Tab

The Developer tab is used to create the form and control the areas for entering information.

Displaying the Developer Tab

Click on the File tab.

Click on Options.

Click on Customize Ribbon.

Click to choose Developer in the list of Main Tabs. Click OK.

Design Mode

Design Mode helps in designing the form and working with content controls in the document.

Turning on Design Mode

Turn on Design Mode to begin working on the form.

Click on the Developer tab.

In the Controls group, click on Design Mode. Design Mode is now turned on as shown by the button being

highlighted.

Information Areas

The user needs areas in which to enter information.

Many types of information can be entered.

A different control works with each particular type of information.

Types of Content Information

Rich Text Content Control – The user can enter text. Multiple paragraphs can be

entered by the user.

Plain Text Content Control – The user can enter text. Multiple paragraphs can be

entered by the user only if permitted by the designer of the form.

Picture Content Control – The user can insert a picture.

Building Block Gallery Content Control – The user can choose a specific block of

text designed as part of the document (a building block).

Combo Box Content Control – The user can select from a list of choices provided by the creator of the

form or type in their own list of information.

Drop-Down List Content Control –The user can select from a list of choices provided by the creator of

the form.

Date Picker Content Control – The user can select a date from a calendar.

Check Box Content Control – The user can select an item by clicking on a check box.

Legacy Tools – Tools available from previous versions of Word.



Content Control Properties

Content Control Properties allows the creator of the form to

define aspects of each location where the user enters information.

Title – The title places a a name at

the top of the content area in Design

Mode.

Tag – The tag places a name in front

of and behind the content area in

Design Mode.

Use a style to format contents – The creator of the form selects the

style that will be applied to the text the user enters.

Locking –

o Content control cannot be deleted prevents the area from

being deleted by the user. (Restricting editing should do the

same thing.)

o Contents cannot be edited leaves the original text entered by the creator of the form and prevents the

area from being changed by the user.

Remove content control when contents are edited allows for entry of information only once. After the

initial entry of information, no changes can be made, even after the document has been saved and reopened.

Creating and Working with Text Areas

Click in the form where the text area is to be added.


To add a text area where the user can enter multiple paragraphs, in the Control group, click on

Rich Text Content Control.

To add a simple text area, in the Control group, click on Plain Text Content Control.

Notice the inserted text Click here to enter text.

Click in the text and edit it as desired.

Rich Text Content Controls

Click in the text of the Rich Text Content item.


In the Control group, click on Properties.

Click in Title and enter a name if desired.

Click in Tag and enter a name if desired.

To choose a style to format the text,

o Click to choose Use a style to format contents.

o Click on the Style down arrow and choose the desired style

o OR create a new style with New Style.

Make choices in the Locking section as desired.

Make choices in the Rich Text Properties section as desired.

Click OK.



Plain Text Content Controls

Click in text of the Plain Text Content item.





To choose a style to format the text,





Make choices in the Plain Text Properties section as desired.

To allow multiple paragraphs of information, click to select Allow

carriage returns (multiple paragraphs).

Click OK.

Creating and Working with Picture Areas

Click in the form where the picture is to be added.


In the Control group, click on Picture Content Control. The content area tab is labeled Picture.

Notice the picture box.

A picture can be inserted into the box as a place holder if desired.

Resize the picture as desired.

Picture Content Controls

Click on the Picture Content item.






Click OK.

Picture Area in the Form

In the form, the picture area appears as shown at the right.

If a picture has been inserted into the box as a place holder, it fills the blue

area.

To insert a picture, the user would:

o Click on the picture symbol in the middle

o Navigate to the desired picture

o Click on it.

o Click on Insert.

The user can resize or change the picture as desired.



Creating and Working with Building Block Gallery Areas

Any items to be used as building blocks should have already been created in the document before inserting

the Building Block Gallery area.

Adding to the Quick Parts Gallery

Create the desired item in the document.

Highlight the selection of the document to be added to the Quick

Parts Gallery.

Click on the Insert tab.

In the Text group, click on Quick Parts.

Click on Save Selection to Quick Part Gallery. Click in Name: and enter the desired name.

Make other changes as desired such as entering a description.

Click OK.

Creating the Building Block Gallery Area

Click in the form where the Building Block Gallery item is to be added.


In the Control group, click on Building Block Gallery Content Control.

The content area tab is labeled Quick Parts.

Building Block Gallery Content Controls

Click on the Building Block Gallery item.

Click on the Developer tab. In the Control group, click on Properties.



To choose a style to format the contents,





In the Document Building Block Properties section, click on the

Gallery: down arrow and choose the desired gallery.

Choices in the Gallery include AutoText, Equations, Quick

Parts, Tables, and various custom groups.

Click on the Category: down arrow and choose the desired

category.

Click OK.

The tab of the Building Block Gallery Content Control now has

a down arrow.

Click on the down arrow of the tab and choose the desired item.



Creating and Working with List Areas

Click in the form where the list area is to be added.


To add a list area where the user can enter their own item, in the Control group, click on

Combo Box Content Control.

To add a list area where the user can only choose from an existing list, in the Control group,

click on Drop-Down List Content Control.

Combo Box Content Controls

Click on the Combo Box Content item.

Click on the Developer tab. In the Control group, click on Properties.








To create an item in the drop-down list:

o In the Drop-Down List Properties section, click on Add.

o Click in the Display Name: box and enter the name of the item.

o The same name is usually entered in the Value: box

o Click OK.

To change an item in the list: o Click on the item in the list to be changed.

o Click on Modify.

o Make the desired changes.

o Click OK.

To change the order of the items in the list:

o Click on the item to be moved.

o Click on Move Up or Move Down as appropriate. To remove an item:

o Click on the item to be removed.

o Click on Remove.

Click OK.



Drop-Down List Content Controls

Click in the Drop-Down List Content item. Click on the Developer tab.







o OR create a new style with the New Style button.


To create an item in the drop-down list:

o In the Drop-Down List Properties section, click on Add.

o Click in the Display Name: box and enter the name of the item.

o The same name is usually entered in the Value: box

o Click OK.

To change an item in the list: o Click on the item in the list to be changed.

o Click on Modify.

o Make the desired changes.

o Click OK.

To change the order of the items in the list:

o Click on the item to be moved.

o Click on Move Up or Move Down as appropriate. To remove an item:

o Click on the item to be removed.

o Click on Remove.

Click OK.

Creating and Working with Date Areas

Click on the form where the date is to be added.


In the Control group, click on Data Picker Content Control.

Notice the box.

Date Picker Content Controls

Click in the Data Picker Content item. Click on the Developer tab.









In the Date Picker Properties section, click on the desired format

for the date.

Click OK.



Creating and Working with Check Boxes

Click in the form where the check box is to be added.


In the Control group, click on Check Box Content Control.

Notice the check box.

Check Box Content Controls Click on the Check Box Content item.










To change the symbol used in the check box:

o Click on Change….

o Select the desired symbol.

o Click OK.

To change the symbol used in the uncheck box:

o Click on Change….

o Select the desired symbol.

o Click OK.

Click OK.

Design Mode

Turning Off Design Mode

Turn off Design Mode when finished working on the form.


In the Controls group, click on Design Mode. Design Mode is now turned off as shown by the button no longer being

highlighted.



Restricting Editing

Restricting editing makes it so the user can enter information, but not

change the form.


In the Protect group, click on Restrict Editing.

In the Restrict Formatting and Editing pane, click to select 2. Editing

restrictions. Click on the down arrow

and choose Filling in

Forms.

Click on Yes, Start

Enforcing Protection.

Enter a password.

Enter the password to

confirm it. Click OK.

Saving the Form


Click on Save As.

In Windows XP, by default, Word saves documents

to the My Documents folder as a .docx file.

Be sure to notice where the document is being saved.

Note – To create a new folder in Windows XP, click

on Create new folder and type in the name.

Note – To create a new folder in Windows 7, click on

the New folder button and type in the name.

Change the name of the document as desired.

Click on Save.

Testing the Form

Open the form with Restricted Editing turned on.

Test each of the content areas to make sure they function as desired.

Using the Form

The user opens the form in Word and enters the information.

When sending the form through email, the recipients may see a yellow bar at the top indicating the file

came from the Internet and may be unsafe. Click on Enable Editing to be able to complete the form.

Using Save & Send

The success of sending the completed form in this way depends on the setup of the user’s computer.


Click on Save & Send.

Click on Send Using Email.

Click on Send as Attachment.

The email program opens and an email opens with the form attached.

The user enters the desired email address and sends the email.



Sending as an Attachment

Open the email program.

Open an email message.

Attach the saved form to the email message.

Enter the desired email address.

Enter other information as desired.

Send the email to the creator of the form.

Comments

Comments are a way of making notes on a document without changing the original and without impacting

the printed version.

Adding a Comment

Click in the document where the comment is to be added.

Click on the Review tab.

In the Comments group, click on New Comment.

A new section of the document opens to the right with a comment area which identifies the

portion of the document being commented on.

Click in the comment area and enter the desired

comment.

Click in the document.

Note: To comment on a picture, click on the picture

and then click on New Comment.

Deleting Comments

To delete a comment:

o Click on the comment to be deleted.

o Click on the Review tab.

o In the Comments group, click on Delete.

To delete all comments:


o In the Comments group, click on the Delete down arrow and

choose Delete All Comments in Document.

To delete all comments currently displayed:


o In the Comments group, click on the Delete down arrow and

choose Delete All Comments Shown.

Selecting the View

The document can be viewed in several different ways, with or without the comments.


In the Tracking group, click on the Review for Display down arrow and choose the desired view.

o Final: Show Markup – Displays the final version of the document

with the comments displayed on the right.

o Final – Displays the final version of the document without the

comments.

o Original: Show Markup – Displays the original version of the

document with the comments displayed on the right.

o Original – Displays the original version of the document without comments.



Reviewing Comments

Comments can be reviewed by scrolling through the document.

Be sure the view is either Final: Show Markup or Original: Show Markup.

To see the next comment:


o In the Comments group, click on Next.

To see the previous comment:


o In the Comments group, click on Previous.

Controlling the Display

The Markup items displayed can be controlled.


In the Tracking group, click on the Show Markup down arrow and

choose the desired items to be displayed.

The items with a check mark in front of them are displayed.

To not display an item, click on the Show Markup down arrow and

click on the check mark.

To display an item, click on the Show Markup down arrow and click in

front of the item to be displayed.

Reviewing Pane

The Reviewing Pane displays changes and comments made and

identifies the reviewer who made the changes or comments.

To turn on the Reviewing Pane:


o In the Tracking group, click on Reviewing Pane.

To control the location of the Reviewing Pane:


o In the Tracking group, click on the Reviewing Pane down

arrow and choose Reviewing Pane Vertical or Reviewing

Pane Horizontal.

To update the count of the revisions, click on Update Revision

Count.

To hide the detailed summary, click on Hide Detailed

Summary.

To close the Reviewing Pane, click on Reviewing Pane in

the Tracking group

OR click on Close.