IntroductionWelcome| 00:04 | Hi! I'm Gini Courter and I'd like to
welcome you to Word 2007: Forms in Depth.
| | 00:09 | In this course, I'll show you how to
use Microsoft Word 2007 to create fabulous
| | 00:14 | forms that are easy to use.
| | 00:17 | Whether you need to create a Word
Form for your own use for a specific
| | 00:20 | purpose, or a Form to share or
distribute to others, this course will help you
| | 00:25 | meet your objective.
| | 00:27 | We'll start with simple forms, using
Word's Table feature to create Layout
| | 00:31 | Tables, then adding Content Controls
to capture text, dates, images, whatever
| | 00:38 | data you want your users to enter.
| | 00:41 | I'll show you how to save your document
as a template and share it with others
| | 00:44 | by email, or by setting up a Workgroup
Templates folder so that everyone in your
| | 00:50 | office can use the templates that you create.
| | 00:53 | Whether you are new to Word Forms or
experienced with the Word 2003 Legacy Form
| | 00:58 | Controls, I'm going to provide you with
an in-depth look and new skills for form
| | 01:03 | creation in Word 2007.
| | 01:05 | Let's begin.
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| Creating forms in Office 2007| 00:02 | Microsoft Office 2007 has a lot of
different tools that you can use to create forms.
| | 00:07 | For example, you can
create forms in Microsoft Visio.
| | 00:10 | I have a friend who's recreated the
entire United States 1040 Tax Form in
| | 00:15 | Microsoft PowerPoint; I'm not sure why.
| | 00:18 | But the tools that are more typically
used to create forms in Microsoft Office
| | 00:21 | are some of the core applications.
| | 00:23 | For example, you could
create forms in Microsoft Access.
| | 00:27 | If you already have an Access Database
and people need to enter information or
| | 00:30 | view information, the odds are good that you
have created forms already for that database.
| | 00:36 | You can also use Access to create
forms to view information and enter
| | 00:40 | information in Microsoft SQL Server.
| | 00:42 | Microsoft Excel is a great form
creation tool if you have needs for
| | 00:46 | calculation in a Form.
| | 00:48 | Microsoft Excel is the best
calculation engine we have in Office, so if I'm
| | 00:51 | creating an expense form that has
subtotals and totals, I might be drawn very
| | 00:56 | quickly to Microsoft Excel.
| | 00:58 | The newest form creation tool in Office 2007
is called InfoPath, and it is exactly that:
| | 01:03 | a Form Creation tool.
| | 01:04 | Unlike Access and Excel, it doesn't
have a way to store information and then
| | 01:09 | put it somewhere else.
| | 01:10 | InfoPath was originally conceived as a
front end Form tool for an orchestration
| | 01:16 | engine called BizTalk.
| | 01:18 | But it's more commonly used today to
create forms that you want to distribute
| | 01:22 | to others by email, or where you want to share
the content or store the content in SharePoint.
| | 01:28 | Microsoft Outlook also has a Form
Editor and you'd use it to create, for
| | 01:33 | example, a New Meeting Form, a New
Appointment Form, to revise the Contact
| | 01:38 | Form, to customize the existing Outlook
forms to extend their functionality for
| | 01:43 | use in your workplace.
| | 01:45 | So with all of these different tools to
create forms, why do we create so many
| | 01:49 | of our forms in Microsoft Word?
| | 01:50 | Well, one reason is, there are more
Word users than there are InfoPath users or
| | 01:57 | Excel users, or Outlook users.
| | 01:59 | There's a large installed user base.
| | 02:01 | So I can assume that if someone uses
Office at all, that they probably will be
| | 02:05 | using Microsoft Word.
| | 02:06 | Microsoft Word is also a very easy to
use product, so if I send someone a form
| | 02:12 | in Word, the odds are good that they'll
actually be able to use it without any
| | 02:16 | additional assistance from me.
| | 02:18 | The same is probably not true of a form
that I send them in Access or in Excel.
| | 02:23 | Finally, Word lets you create beautiful forms.
| | 02:26 | This isn't the only gorgeous form
creation tool here, but it's one of the best.
| | 02:30 | And so I can create really good forms,
easy -to-use, that have lots and lots of
| | 02:35 | folks able to use them because
there are so many Microsoft Word users.
| | 02:38 | This will drive me back to Microsoft Word for
my form creation over and over and over again.
| | 02:44 | So we know there are lots of
different ways to create forms, but in this
| | 02:47 | course we're going to focus on the
fabulous forms that you can create using
| | 02:51 | Microsoft Word 2007.
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| Using the exercise files| 00:00 | If you are a Premium member of the lynda
.com Online Training Library, or if you
| | 00:05 | are watching this tutorial on a DVD-ROM,
you have access to the exercise files
| | 00:10 | used throughout this title.
| | 00:12 | We recommend you take the folder of
exercise files and drag it and drop it on
| | 00:16 | your Desktop so that you can
work with them in the course.
| | 00:20 | If you open the Exercise Files folder what
you'll find is a separate folder for each chapter.
| | 00:25 | So, for example, when we're in Chapter 5
and I ask you to open a file, you would
| | 00:30 | open the Ch05 folder and then choose the file.
| | 00:34 | One quick word here;
| | 00:35 | by the time we are at the end of this
course we have many templates that we've saved.
| | 00:39 | If I double-click to open a
template, the template itself won't open.
| | 00:44 | Instead, Microsoft Word will create a
new document based on that template.
| | 00:48 | So to be specific, New is what happens
when I simply double-click, Open is what
| | 00:54 | happens when I choose Open
explicitly from the menu.
| | 00:57 | So if you start out here in the
folder and want to open a file, if it's a
| | 01:01 | template, don't simply double-click.
| | 01:03 | Right-click and choose Open to open
that template as a template for editing in
| | 01:08 | Microsoft Word 2007.
| | 01:10 | I'll remind you of this as
we go along in the course.
| | 01:13 | As we use files, please note whether
you're being asked to save a file or not.
| | 01:18 | When in doubt, go ahead and save it
and give it another name so that you can
| | 01:21 | find that file later, when you want to
find it, even if I don't need you to pick
| | 01:25 | it up and use it again.
| | 01:27 | If you are a Monthly subscriber or
Annual subscriber to lynda.com, you don't
| | 01:31 | have access to these exercise files.
| | 01:33 | But you can follow along with your
own assets that you create from scratch.
| | 01:38 | For example, if you have a form that
you want to work on, this would be a
| | 01:41 | great time to do it.
| | 01:42 | Pull up that file and let's work with
it together, as you create a new form in
| | 01:47 | Microsoft Word 2007: Forms in Depth.
| | 01:51 | Let's get started!
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1. Getting to Know Word FormsUnderstanding electronic forms| 00:00 | With Microsoft Word 2007 you can
create beautiful, easy-to-use forms.
| | 00:05 | With Microsoft Word 2007 you can
also create ugly, hard-to-use forms.
| | 00:10 | Word includes set of tools that we can
use to increase the chances that we'll
| | 00:14 | create beautiful forms rather
than ugly, hard-to-use forms.
| | 00:18 | Part of the power of Word is
that it's very, very versatile.
| | 00:21 | For example, I can just double-
click anywhere and type anywhere I wish.
| | 00:25 | Word will also let me drop a
picture anywhere I wish, or SmartArt or
| | 00:32 | anything else, or a Table;
| | 00:33 | I simply double- click and enter information.
| | 00:36 | With Word you can create all
different types of structured documents.
| | 00:40 | This ability to type anywhere and
place items anywhere is really helpful when
| | 00:44 | we're trying to create event brochures,
or blogposts, or if we want to write
| | 00:49 | some Haiku down the page or
create a love letter, or a short story.
| | 00:53 | Just sit down, and click or double-click,
and start typing and you're creating a
| | 00:57 | document of whatever kind you wish.
| | 01:00 | Forms on the other hand
are not spontaneous events.
| | 01:03 | They require advanced planning, because
you want to collect very specific data.
| | 01:08 | For example, if you're collecting
someone's personal information you want their
| | 01:12 | name, their address, their phone and so on;
| | 01:15 | you don't want them to
simply type hello a few times.
| | 01:18 | And you'd like them to type their
name near the label Name that you've
| | 01:21 | provided in the document;
| | 01:23 | you don't want them clicking somewhere
else and typing their name in a way that
| | 01:26 | you can't figure out that's what it is.
| | 01:28 | So we need to tame Word to provide
some structure, take away some of this
| | 01:33 | freedom to operate anywhere in the
document we wish, and by doing that we'll
| | 01:37 | create a document that's easier to use,
and our users are going to love us for it.
| | 01:42 | Here's one of those ugly forms
that I talked to you about earlier.
| | 01:46 | You've probably seen a form like this.
| | 01:48 | You click somewhere and begin typing, and
when you do, everything starts to slide.
| | 01:53 | That's because this line was
created using an underscore character.
| | 01:56 | It's actually a real character, like
a letter, and therefore it can't share
| | 02:01 | space with another character.
| | 02:02 | When I double-click on a check box to turn
it on, it's not really a check box at all;
| | 02:07 | it's simply a symbol.
| | 02:09 | So what I might do is I might say, oh,
well that means I want this one, but
| | 02:13 | that's an awful lot to go through in
order to make sure that I have a check box.
| | 02:16 | What I find a lot of users do is they
simply go in and they delete it, and
| | 02:21 | they'll either put in a couple of Xs so
that somebody sees that's what it is, or
| | 02:25 | they might even by hand go in and circle this.
| | 02:28 | So this form as it was, might have
been a fine form in the days when we took
| | 02:34 | this form and we printed it, put it on
a clipboard and handed it to somebody
| | 02:38 | along with a pen or a pencil.
| | 02:39 | But as an electronic form,
it leaves a lot to be desired.
| | 02:42 | Here is an updated version of that same form.
| | 02:46 | In our forms we're going to use two
very different sets of tools together to
| | 02:50 | create an easy-to-use form.
| | 02:52 | First, we're going to use
Tables to lay out our form.
| | 02:56 | You can tell that we're
seeing tables here. You can click.
| | 02:59 | We can see the gridlines because we went to
the Layout tab and turned the Gridlines on.
| | 03:04 | But when I turn them off and click again,
notice that I have a form with nice crisp lines.
| | 03:08 | If I needed to print over these lines I could.
| | 03:11 | And I'm already better off than I was
with that form a moment ago because if I
| | 03:15 | click, for example, to enter a Home
Address, notice that the line doesn't move.
| | 03:20 | That's because it's not a line
created with underscores it's a line that's
| | 03:24 | actually a Cell Border here in our Table.
| | 03:27 | But wait, there's more.
| | 03:29 | After we created the table and used
Borders and Shading to make the lines appear
| | 03:33 | and make it just look good, we then went
to the Developer tab and started adding
| | 03:37 | some controls, so that users
knew where they were going to click.
| | 03:40 | So I can click here and enter my Name.
| | 03:42 | I can actually Tab to the next
control and enter my Last Name. Very nice!
| | 03:48 | And then I can choose from a dropdown
list that this is going to be my Cell
| | 03:52 | phone and here I'm going to out my Office phone.
| | 03:56 | If the Developer tab does not appear
in Microsoft Word for you, don't worry.
| | 04:00 | In the next movie, I'm going to show
you how to turn it on, how to set up
| | 04:03 | everything so that we're ready to create forms.
| | 04:06 | But notice that with Content Control,
these containers for texts, dates, check
| | 04:09 | marks, and so on, we have a nicely
structured form and we also have these
| | 04:13 | wonderful containers that make it
easy for people to work with the form.
| | 04:16 | By using these Layout Tables and
Content Controls we can quickly create an
| | 04:21 | easy-to-use, totally non-ugly form for
almost any purpose in Microsoft Word.
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| Getting set up and looking at form design| 00:00 | Many Word users never create forms,
so the form creation tools in Word 2007
| | 00:05 | are hidden by default, and that results in
a simpler interface for novice Word users.
| | 00:11 | We're going to display the Form
Creation Controls and other Developer features
| | 00:14 | so that we can create forms.
| | 00:16 | In Word 2007, click the Office button,
choose Word Options, and immediately
| | 00:22 | you'll see Show Developer tab in the Ribbon.
| | 00:24 | These are the most popular
options that people want to change.
| | 00:27 | So the Developer tab will have
everything that we require to make forms.
| | 00:31 | You'll also notice that other
popular option here which is, if you're in
| | 00:36 | Microsoft Outlook and you're tired
of it opening your Word attachments in
| | 00:39 | Reading view, this is where
you turn it off; not in Outlook.
| | 00:42 | Now that we've changed the
Developer tab in the Ribbon, let's say OK.
| | 00:46 | When we come back, here it is right here,
and I'm going to click to show that tab.
| | 00:50 | The controls that we use for forms
have been redesigned since Word 2003.
| | 00:55 | They're called Content Controls and we
see them right here in this group on the
| | 01:00 | Developer tab of the Ribbon.
| | 01:01 | Just point to a Control and hover for
a moment and you'll see a description.
| | 01:05 | Here's our Rich Text Content Control,
our Text or Plain Text Content Control, a
| | 01:11 | Picture Content Control for images, a
Combo Box Content Control, a Drop-Down
| | 01:17 | List Content Control, a Date Picker
Content Control, and then finally a Building
| | 01:23 | Block Gallery Content Control that
we'll use to create some advanced forms.
| | 01:28 | Now in Word 2003 and earlier versions,
you could create forms using slightly
| | 01:33 | different set of form controls.
| | 01:35 | If I click here you'll see them listed
under Legacy Forms, and we have three controls:
| | 01:39 | basically a Text Field, a Check Box Field,
and a List Box Field, a combo List Box Field.
| | 01:46 | In Word 2007 and 2010, those Form
Controls that simply grab text, have been
| | 01:52 | replaced with these much
richer Content Controls.
| | 01:55 | There are more controls
and they're more powerful.
| | 01:58 | You will need to use these Legacy Form
Fields however, if you are creating a
| | 02:04 | form that Word 2003 or Word
1997 users need to be able to use.
| | 02:10 | They can access these.
| | 02:11 | They cannot use these newer
XML-based Content Controls.
| | 02:17 | Now that we've turned on the Developer
tab and have acquainted ourselves with
| | 02:20 | the tools, we're ready to create a form.
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| Starting with a template from Microsoft.com| 00:00 | Our goal is to create a form that
can be filled out on a computer.
| | 00:04 | We can email it to somebody or post it,
they can fill it out and send it back to
| | 00:07 | us without ever really needing to print it.
| | 00:10 | Perhaps you already have a form
created in Word that just needs some work.
| | 00:14 | For example, here's our ugly form
that we saw earlier and even though it
| | 00:17 | doesn't work well for us now, we can
actually use some of this content in order
| | 00:22 | to create a new form.
| | 00:23 | It gives us a little bit of a start.
| | 00:25 | But if you're creating a form that's
new for your organization, you may be
| | 00:29 | able to get an even bigger jumpstart by
customizing an existing form that's well-structured.
| | 00:34 | The Microsoft Office web site includes a
number of forms that you can download for free.
| | 00:39 | Let's see how.
| | 00:40 | Let's click the Office button.
| | 00:42 | Let's choose New, and then we have My
templates, but also templates from Office Online.
| | 00:48 | And if you look, there are lots of categories.
| | 00:51 | So if I knew, for example, that I
was creating an invoice form, I might
| | 00:55 | choose to click Invoices.
| | 00:56 | Here are some subcategories under
Invoices, and I actually need to create a
| | 01:01 | Service Invoice, and if I click,
I will see a whole raft of service
| | 01:05 | invoices that I might use.
| | 01:06 | I just click on them to preview them, and
eventually choose the one that I wish to use.
| | 01:12 | For example, if I need a repair order
there's one, or a wild animal adoption form.
| | 01:18 | Now, you notice on each of those that we
don't see the preview for the form yet.
| | 01:23 | Notice that there's this small icon in
the lower right-hand corner that some
| | 01:27 | people think is a keyhole, but I've been
told is actually supposed to look like a person.
| | 01:32 | This means that this particular template
was placed up here by another user like you.
| | 01:37 | a member of the community, and so even
if the form that you want isn't there
| | 01:42 | yet, it might be there later.
| | 01:44 | The first time you try to look at a
Community Template or download one, you'll
| | 01:48 | be prompted to say, I accept this.
| | 01:50 | I understand that this is a
form that somebody else created.
| | 01:55 | In this case Courtney Cross.
| | 01:56 | So any form you want, you
simply choose it and choose Download.
| | 02:01 | Earlier though, I had a form that was a
Health and Emergency Contact Form, that
| | 02:05 | was what you saw when we had the ugly form.
| | 02:08 | So let's see if we can find a similar form;
| | 02:11 | a Personal Information and Emergency
Contact form, perhaps in the Medical
| | 02:15 | or Healthcare forms.
| | 02:16 | Let's see what we have.
| | 02:18 | Notice that there are some
just beautiful forms up here.
| | 02:21 | There's a Medication Chart that's
really pretty, if you needed to download one
| | 02:25 | for somebody in your
family who needs to track that.
| | 02:27 | Upper and lower respiratory
infection form, this is pretty specific.
| | 02:32 | And then I see down here an
Emergency Contact and Medical Form.
| | 02:35 | Now, emergency is spelled wrong;
| | 02:37 | I'm not going to let that bother me too much.
| | 02:40 | Let me see if this is a form
that would be very useful for me.
| | 02:43 | So I'm going to download it and here is,
and emergency's spelled correctly, my
| | 02:47 | EMERGENCY CONTACT AND
CURRENT MEDICATION INFORMATION.
| | 02:50 | Now, even if I don't want all of this
form, if I only want part of it, this
| | 02:55 | would still be a great way to get a jumpstart.
| | 02:57 | I could go in and delete, for example,
the rows that I don't need or entire
| | 03:01 | sections of the table that I don't want,
by simply deleting rows, and then place
| | 03:06 | form fields where I do want
to collect data in the form.
| | 03:09 | So when you're choosing a template
that you might use, choose one that has a
| | 03:13 | very good structure to it, and has
a lot of help to get you started on
| | 03:17 | creating your form.
| | 03:18 | Even if you're creating a form to
replace a manual paper form you already have
| | 03:23 | in use in your workplace, I'd suggest
that you go take a look at the templates
| | 03:27 | that are available on the Microsoft
site, just to get some ideas for how you
| | 03:31 | might better arrange the fields in
the form that you're going to create.
| | 03:35 | So feel free to go up
here on the Microsoft site.
| | 03:39 | All of these templates are free for you
to download and use simply because you
| | 03:43 | use Microsoft Office 2007.
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| Using tables to design a form| 00:01 | In the last movie, we saw how you
can use an existing Word form or a Word
| | 00:05 | form that you download from the
Microsoft Office site to give you a jumpstart
| | 00:09 | on creating a form.
| | 00:10 | But sometimes you have either a
manual form that you need to use that the
| | 00:14 | electronic copy doesn't exist anymore,
you've just been printing them for years,
| | 00:18 | or you have a brand-new endeavor, the
form doesn't exist and you can't find a
| | 00:22 | template on the Microsoft site
that looks like what you'd like.
| | 00:25 | In that case, you'll start from scratch
creating your form using tables to lay it out.
| | 00:30 | Well, not quite from scratch, because
before we start creating our form and
| | 00:35 | laying it out, we should have an
idea of the kind of data that we want to
| | 00:38 | collect in our form.
| | 00:39 | So, we will make a list of that data.
| | 00:41 | If you know exactly what goes in the form
on your own, go ahead, and make the list.
| | 00:46 | If on the other hand, there are other
people involved in this effort, run the
| | 00:50 | list by them and make sure
they agree with it as well.
| | 00:52 | I want to tell you just a little
bit about what this form is for.
| | 00:56 | The Two Trees Olive Oil Company has
started a new foundation that will be
| | 01:00 | supported by the owners and employees
in order to provide assistance in funding
| | 01:04 | to community-based organizations.
| | 01:06 | So this is a list of fields that the
folks from the Olive Oil Foundation feel
| | 01:11 | that they need to have in order to capture this.
| | 01:15 | Broadly, what we have is the date the
form was filled out, information about
| | 01:19 | how we find the donor, how they'd like to
pledge, how much, how often, how they'd like it:
| | 01:24 | either taken out of their paycheck or
how they'd like to pay it personally.
| | 01:27 | If they choose credit card, some
credit card information, and then some
| | 01:31 | acknowledgment information.
| | 01:33 | Finally, there's a section at the
bottom that's For Office Use Only;
| | 01:36 | a relatively simple form.
| | 01:38 | Now, when we look at data like this,
what I tell you is that normally you'll
| | 01:42 | create a table that has either
five columns in a row, or seven.
| | 01:46 | Let me show you why.
| | 01:48 | If we have five columns in a table
then what we get is we get a place to put
| | 01:52 | data and a spacer, data,
a spacer, and data again.
| | 01:58 | Or another way to think about this is
in a seven column table, we have a place
| | 02:02 | to put a label, and some data
and a label and some more data.
| | 02:07 | In this table, if we put the labels
on top, we have three columns of data.
| | 02:11 | Here we really have two columns of data.
| | 02:14 | In either case, you will almost always
choose to create a table that has an odd
| | 02:20 | number of columns, because for each
column of data except the last column,
| | 02:25 | you'll need a spacer column to the right.
| | 02:28 | I'm going to go ahead and
use this particular layout.
| | 02:31 | So let's choose this other table.
| | 02:33 | I'm going to go to Table Tools > Layout
and delete this first five column table
| | 02:38 | that I don't want to use.
| | 02:39 | Now, I'd like to simply be able
to use today's date, and so on.
| | 02:43 | I'm going to delete the contents of the
table, select the entire table row and
| | 02:47 | hit Delete, and if I simply drag
today's date here, notice that I get not
| | 02:52 | exactly what I want,
because this is heavily formatted.
| | 02:55 | It has a bullet point in
front of it and it's indented.
| | 02:58 | So I could each time go back and say no,
no bullet point, thank you and no, I
| | 03:03 | don't want to indent this.
| | 03:05 | But it's actually more efficient as I
undo this for me to select all of the
| | 03:10 | data that's like that here, that I'd
like to use in my table, and I'm going to
| | 03:14 | format it all at one time.
| | 03:16 | Remove the bullet points, remove
the indents, and now I'm ready to go.
| | 03:20 | So I want to have the user
enter the name right here.
| | 03:24 | So here's Name, here's my spacer column,
and I'll put the fields, the Content
| | 03:30 | Controls for name right here.
| | 03:31 | Today's Date will almost
always go at the top of a form.
| | 03:34 | Now, if we turn on our Paragraph
Formatting, you can actually tell when you're
| | 03:38 | selecting the paragraph and when you're not.
| | 03:40 | So if you start here and select back and
go only to the T, or you start here and
| | 03:46 | you go forward, and then hold Shift
and Backspace, when you actually can get
| | 03:50 | Today's Date out of that without
having this linefeed carriage return symbol
| | 03:56 | that's the new paragraph, or you can
simply decide that it's okay, and you'll
| | 04:00 | delete that each time because you either
have to unselect it here, when I select
| | 04:04 | the whole word, I've got the entire
line and I get the paragraph mark.
| | 04:07 | I can either choose to unselect it
here, or I can delete it later when I
| | 04:12 | paste it into my table.
| | 04:13 | So I'm going to go ahead and turn that
off, Show/ Hide, and I'm going to Tab
| | 04:18 | down to create another row.
| | 04:19 | Now, the next thing is that I have
here some data that's pretty lengthy like
| | 04:23 | Name, I'll want to leave lots of space
for that, but it doesn't take a lot of
| | 04:27 | room to enter a date.
| | 04:28 | So, I have some longer
data and some shorter data.
| | 04:31 | If I shorten up the shorter data, I have
more room for my longer data, like more
| | 04:35 | room to type a long first
name and a long last name.
| | 04:38 | Correspondingly, I have other data here
that's some short data and some long data.
| | 04:42 | Email addresses tend to be long.
| | 04:44 | I have a list of departments and
locations, a dropdown list, but some of the
| | 04:48 | department names are fairly
long, the locations are short.
| | 04:51 | The extension for a phone number is
typically no more than five or six digits.
| | 04:56 | So I do have some short choices I can make here.
| | 04:58 | I can put Extension here.
| | 05:00 | I can take E-Mail and put it here.
| | 05:01 | Notice again, I have that paragraph mark
going, and I am just going to delete it.
| | 05:06 | I'm going to Tab through this list and
I'm going to put Department, which is a
| | 05:10 | rather lang thing, here, and Location
here in this shorter list, and I can
| | 05:14 | tighten this up just a little bit.
| | 05:16 | There is my first table, I'm good to go.
| | 05:19 | Now, even if this was all I did in this
form, I'm better off than I was before
| | 05:24 | because I could type in these
boxes and nothing will move around.
| | 05:27 | I would like to talk to you a little
bit about the tables that we'll create
| | 05:30 | for Pledge Information.
| | 05:32 | We actually, under Pledge Information,
are going to have the ability for the
| | 05:36 | user to type here, and then simply
to choose from a dropdown list ; Now,
| | 05:40 | Monthly, Quarterly, Annual, or Other.
| | 05:43 | So I don't need to make a lot of space for this;
| | 05:46 | it'll fit really nicely in a
small table by itself right now.
| | 05:49 | So what I'm going to do is I'm simply
going to insert a new table and I'm going
| | 05:55 | to put in three columns and two rows;
| | 05:58 | my first column and my spacer column.
| | 06:00 | In the first row, I'm going to say, I
pledge a total of X amount to be paid, and
| | 06:06 | notice here that I have this extra line
to get rid of, and then I'm going to put
| | 06:11 | my choices over here for right now
and we will work with them later.
| | 06:15 | In the same way, "I will make this
contribution in the form of" goes right here.
| | 06:19 | It's not a bad thing to remember to
delete these now, and there are my list of
| | 06:25 | choices that we'll put on the dropdown list.
| | 06:27 | Credit Card information will be required
if somebody chooses credit card, and so
| | 06:32 | what I'd like to do is I'd like
to use a different kind of a table.
| | 06:35 | I have four items and conceivably all
of this would fit across a line if the
| | 06:40 | labels weren't so darn big.
| | 06:42 | I don't have to put labels to the left of my
data however, I could put labels underneath.
| | 06:47 | So, I'm going to create a table that
has four data columns and three spacers.
| | 06:51 | Again, there's my basic seven column
table, and that has two rows, and show you
| | 06:57 | an approach to creating this.
| | 06:59 | So what I'm going to do is allow
my user to put their information in
| | 07:04 | Content Controls that are in the top
row and we are simply going to place
| | 07:08 | the labels underneath.
| | 07:09 | Again, let's remove the bullet points,
get rid of our formatting, and put Credit
| | 07:14 | Card Type, Credit Card Number,
Expiration Date, and Billing Zip Code here.
| | 07:22 | Now, once I've made my adjustments to
my table, it'll make sense that I have
| | 07:26 | these nice spacer columns to the left
and really good area to be able to type
| | 07:31 | all these choices in.
| | 07:32 | Again, notice, this would not have fit
nicely if it weren't for the fact that
| | 07:36 | I've put the labels underneath.
| | 07:38 | We could use a little more room for
Credit Card Type, so we'll give that but not
| | 07:42 | much, because often when you have the
labels underneath like this, another thing
| | 07:46 | that's done, because now it is hard
to tell once this is filled in visually
| | 07:50 | what's the label and what's our data.
| | 07:53 | So typically we'll drop the
size on those by about two choices.
| | 07:58 | So this is 11 point here, it's my standard.
| | 08:01 | I'll drop this down to a 9, possibly a 10,
but 9, it's really clear that this is
| | 08:06 | different in terms of size than here.
| | 08:09 | Now, I have two items that I want to
place into a table, and this will be a
| | 08:14 | basic three column table like we see here.
| | 08:17 | This is my acknowledgment information.
| | 08:19 | Once again, remove the bullet points,
and remove the indent, but let's be a
| | 08:22 | little sneaky this time, because this is
the entry that's in the first column of
| | 08:26 | my table in both cases.
| | 08:27 | So with these two items selected, let's
choose Insert > Table > Convert Text to
| | 08:32 | Table and say I'd like three columns
just like this, Automatic Column Width and
| | 08:38 | it will separate the text at
the paragraphs. So there we go!
| | 08:41 | I have my three columns and it's very easy
for me to Tab and to just move this down here.
| | 08:47 | Alternately, I could have
done this a little differently.
| | 08:50 | I could have said simply Insert a Table, period.
| | 08:54 | Convert my table to text, make it 1
column, 2 rows, and I will get this.
| | 09:01 | Now, I still need to be able to create
those other two columns, but as soon as
| | 09:05 | I create this 2 row, 1 column table, I
can go over here on the Table Tools on
| | 09:10 | the Design tab, and draw a table, and drop
those other two lines in that I will want later on.
| | 09:15 | There are a few more things that I
need to do to clean this up, but I think
| | 09:19 | you've seen how to include all of
the different types of tables that you
| | 09:22 | might want to have.
| | 09:23 | Go ahead and work on your form
and I'll see you in the next movie.
| | Collapse this transcript |
| Formatting form tables| 00:00 | We've added tables to provide
structure to our form, and now what we want to
| | 00:05 | do is use the Table Design tools to
make our form look better and make it
| | 00:09 | easier for the user.
| | 00:11 | When we were entering information in
our table, there were places where there
| | 00:14 | was a carriage return or a paragraph
mark that was added, and you might wonder
| | 00:19 | how you find out where those are.
| | 00:21 | Well let's do that first, because if
you turn on the Show/Hide Paragraph Marks
| | 00:25 | it's pretty easy to pick out the single
symbol that's keeping a line from moving down.
| | 00:30 | Here's another one, after Expiration Date,
and yet another one, after Billing Zip Code.
| | 00:35 | So rather than go from line to line and
delete those, you can simply find them
| | 00:40 | pretty easily as part of your formatting.
| | 00:42 | Now if we take a look at the Table
Design tools, we have Borders and
| | 00:45 | Shading tools here.
| | 00:46 | We will also find those on the Home tab.
| | 00:49 | Here's the Shading tool, here's the
Border tool here in the Paragraph group.
| | 00:53 | But let's go ahead and work with them
here in Design, so we have access to some
| | 00:57 | other choices as well.
| | 00:58 | So if I would like to have my users
enter data on lines here, I want to get rid
| | 01:03 | of the ones that are boxes.
| | 01:05 | I can multipurpose this form by being
really attentive to the borders that I use.
| | 01:10 | I can make it so that if we have to
go out and have some people fill these
| | 01:13 | out in the field without a computer,
we can actually print this form, and it
| | 01:17 | would work well for us.
| | 01:18 | I'm going to start by selecting the entire
table, and then I'm going to choose No Border.
| | 01:23 | Now I'd like to put lines in some of
these places and I'm having trouble seeing
| | 01:26 | where the lines are.
| | 01:27 | So while you have the table selected,
or not, just go to Layout > View
| | 01:31 | Gridlines and you'll be able to see
your lines again, so you can work more
| | 01:35 | easily in the table.
| | 01:36 | If I want to adjust the table
width, this is a great time.
| | 01:39 | I can see that I have this much room in
the form because my other tables go that
| | 01:42 | far down, and then I can make whatever
adjustments I want to make here to give
| | 01:46 | more room for these really large entries
here on my left, like a person's title,
| | 01:51 | first name, and last name that
will have to fit here in this cell.
| | 01:54 | So don't be afraid to make any final
adjustments you want as part of formatting
| | 01:58 | because our job when we're done with
this is to have a really beautiful table.
| | 02:01 | Let's go back to Design and turn on
specific borders that we want to see.
| | 02:06 | So, for example, we'd like a border
for Name, and we can go ahead and we can
| | 02:10 | drop a border in right there.
| | 02:13 | Now, that's if we had somebody enter
the name in one continuous field, which
| | 02:16 | they might do in print.
| | 02:18 | But in fact, what we're going to do in
our form is collect three different things:
| | 02:22 | a title, Dr., Ms., Mr., a
first name, and a last name.
| | 02:27 | So let's go ahead and undo that, and
let's split this cell up first, so it's
| | 02:32 | exactly what we want.
| | 02:33 | Three items of data means five columns.
| | 02:36 | So let's go to the Layout tab and
say that we'd like to split this.
| | 02:40 | Notice by default, it
comes up Number of columns 2;
| | 02:42 | we're just going to say make this 5,
and we'll get five small columns.
| | 02:47 | One of which we'll use for a title,
the second of which we'll use for a first
| | 02:51 | name, and then we'll have space for a last name.
| | 02:55 | Now we can go in and go back to the
Design tab and put a border on here.
| | 02:59 | Now normally when you do borders,
you'll actually work from the bottom of your
| | 03:03 | form up, because when I go here and
insert a border, notice that I'm inserting
| | 03:08 | simply a bottom border, and Word will
take advantage of that magic moment to
| | 03:12 | take the top border off.
| | 03:14 | So I have a couple of choices.
| | 03:15 | One is I can go in and say well,
actually I would like to be more specific, and
| | 03:19 | I'm fine with having a top
border here and a bottom border.
| | 03:23 | But the easiest thing to do is
simply to start at the bottom.
| | 03:26 | So we're going to put a border on here,
a bottom border on here, and then click
| | 03:32 | in each of these cells for our
three borders here. Same thing here;
| | 03:39 | work your way from the bottom
to the top, and it's pretty fast.
| | 03:42 | You can also use the Repeat key, hold
Ctrl and hit the letter Y, and throw those
| | 03:46 | borders in very, very quickly.
| | 03:48 | Now if I take a look at this and we
turn off the Gridlines, you'll see that it
| | 03:52 | actually makes perfect sense how
somebody would enter information in here.
| | 03:55 | Nobody is going to get lost trying
to enter information in your form,
| | 03:58 | particularly when we have a dropdown
here that actually has titles in it.
| | 04:04 | Let's go back to the Design tab and
take a look at some other choices that
| | 04:07 | we might want to make.
| | 04:08 | So, for example, at the bottom of our
form, we have an area For Office Use Only.
| | 04:14 | It's pretty traditional and folks
understand that when you have an area that
| | 04:17 | says For Office Use Only, if it's gray-
shaded as well, they don't need to write in it.
| | 04:22 | So we can go to Shading and we can choose.
| | 04:24 | Now, when we choose colors in Word
2007, if you choose Theme Colors, these
| | 04:29 | colors will change as the
theme of the document changes.
| | 04:33 | If I go to Page Layout and switch from one
theme to the next, my colors will change.
| | 04:38 | If I want this to stay gray all the
time then, a particular color of gray, when
| | 04:43 | I choose my color, I won't choose it
from the Theme Colors I'll actually choose
| | 04:47 | it from the Standard Colors.
| | 04:49 | And because I don't have a gray, I'll
choose More Colors, and choose a gray that
| | 04:53 | I would like, and say OK.
| | 04:55 | So that will be gray no matter what
happens to the other colors here in the form
| | 05:00 | as I change my theme.
| | 05:01 | Finally, I have some other items here;
| | 05:04 | Use the following name in all
acknowledgments, Use this picture in the donor directory:
| | 05:08 | I probably don't want to have gridlines
around those, and so I'll go ahead and
| | 05:13 | turn once again, turn my Borders off,
and simply allow a line here, a bottom
| | 05:20 | border, for the name that wants
to go into the acknowledgments.
| | 05:24 | You might also have data that you want to
format using these tools here, our Table Styles.
| | 05:29 | Don't be afraid to use
these, because they're grand.
| | 05:31 | If I say, for example, that I'd like
to have alternating rows that people can
| | 05:36 | read easily, that looks good in a
form, the colors come from your theme.
| | 05:40 | Now if I want to say that I have or don't
have a Header Row, I can turn that off here.
| | 05:46 | My Banded Rows come to me from this
control, and the fact that the first column
| | 05:51 | has been bolded, and that the Header
Row has been bolded is because these two
| | 05:55 | items are turned on.
| | 05:56 | When I turn them off, the bolding goes away.
| | 05:59 | So, simply Banded Rows that
I might want to have here.
| | 06:02 | Choose a color that goes along with
everything else, and this kind of a green
| | 06:06 | bar or a light blue bar is
really easy for folks to read.
| | 06:10 | So if you have rows and rows of things
for people to fill -in, simply adding a
| | 06:14 | Table Style is a really good idea.
| | 06:17 | We've now used Table Styles, Borders and
Shading to be able to do some formatting.
| | 06:22 | The last thing I want to make sure you know
how to do is how to merge and split cells.
| | 06:25 | For example, in this table, we have
two items of different length here at the
| | 06:31 | start, and what I'd really like is I'd
like this to say that I pledge a total
| | 06:35 | to be paid at a particular time, and I'd
like to have some real crispness about this.
| | 06:41 | So I can either move these items so
that this column follows very closely on
| | 06:47 | this one, or I can split these up differently.
| | 06:50 | In order to merge or split cells, I
choose the cells that I want to merge.
| | 06:54 | Now the easiest way to choose a cell if
you're not familiar is to point to it so
| | 06:58 | that your arrow actually
leans in, and select these both.
| | 07:02 | So if I do that and I go to Layout, I
can merge these two cells and they'll be
| | 07:06 | right next to each other.
| | 07:08 | I can also merge these two cells so
that they're right next to each other.
| | 07:12 | If I want to split cells, you saw
how we did this up here for Name.
| | 07:16 | So merge and split cells are two
things that you'll want to do to be able to
| | 07:20 | make sure you can lay out this table neatly.
| | 07:22 | This is looking pretty good.
| | 07:24 | We're going to leave it for now.
| | 07:25 | We've inserted our tables, we've
formatted our tables, we're in good shape, and
| | 07:30 | ready to move on to inserting
Content Controls in the next movie.
| | Collapse this transcript |
|
|
2. Inserting Form Controls to Capture DataInserting content controls | 00:00 | We have our form all laid out, so it looks good.
| | 00:02 | It's well structured, and now we're
ready to begin adding Content Controls.
| | 00:07 | So this is the first thing that we
really need the Developer tab for.
| | 00:10 | We're going to click here, and
again, we'll use the controls here in
| | 00:14 | this Control group.
| | 00:15 | There are a total of seven of them, and
we'll be using six of them in this chapter.
| | 00:19 | So I'm going to start by using Text Controls.
| | 00:22 | There are two different types.
| | 00:24 | This Text Control that is a little bit
more formatted is the Rich Text Control.
| | 00:29 | You'll use the Rich Text Control
under very specific circumstances.
| | 00:34 | For example, you'll use the Rich Text
Control when you want somebody to provide
| | 00:38 | information that they might
want to format differently.
| | 00:41 | They might want some of it to be bold
but some of it not to be, or some to be
| | 00:46 | Italicized and other parts not to be,
or when the text that you're using would
| | 00:51 | be more than a paragraph, or when
you'd like them to be able to include
| | 00:55 | something like a table inside of the
content that they're providing, or you'd
| | 01:02 | like them to be able to number
or provide a bulleted list here.
| | 01:07 | Other than that, you can pretty much
use the Plain Text Control all the time.
| | 01:12 | That way, your users don't spend a whole
lot of time wondering what they can format.
| | 01:16 | So we want someone to enter a first name here.
| | 01:19 | We're simply going to click and
drop a Text Control in there that says
| | 01:23 | Click here to enter text.
| | 01:24 | That's the prompt that they'll see.
| | 01:27 | Let's take a look and see what we
can do to this particular Text Control.
| | 01:31 | I'm going to click Design mode and you'll
notice that it changes the way this looks.
| | 01:35 | When we're not in Design mode, it
simply looks like a container of some kind,
| | 01:40 | and when we click it, we
can select the whole thing.
| | 01:43 | But in Design mode, it's very clear
that it has a Start and a Finish, and
| | 01:47 | these are called Tags.
| | 01:49 | The data that will be entered
in here will be stored as XML.
| | 01:53 | XML stands for Extensible Markup
Language, and it's a way to provide
| | 01:57 | easy-to-understand data about your data.
| | 02:01 | For example, we would call this a first
name field and because we call it first
| | 02:06 | name, that data about the data,
metadata helps describe this if we want to use
| | 02:11 | this data somewhere else.
| | 02:12 | We'll do that in this Properties dialog box.
| | 02:17 | I'm simply going to click Properties
with the Control selected, and I have the
| | 02:21 | opportunity to add two
different things; one is a Title.
| | 02:24 | This is a title that you will see
when you're in Design view that sometimes
| | 02:28 | appears to users but not all that
often, and it can be upper and lowercase
| | 02:32 | and contain spaces.
| | 02:33 | So I'm simply going to put First Name.
| | 02:36 | This Tag on the other hand is the tag
for the XML, and we'll be using this later
| | 02:41 | on in some other forms.
| | 02:43 | So you might want to know a
little bit about how tags are created.
| | 02:46 | First, by tradition, they're all
lowercase and there's no spaces in them.
| | 02:50 | Now we could provide a particular style
to format the contents of this Control,
| | 02:56 | not to format the Control itself or the
text that's in it now but once someone
| | 03:01 | has actually typed data into here, we
could say well, we'd like this to be a
| | 03:04 | Heading, for example.
| | 03:06 | And we'll have access to the different
styles that are available to us here in
| | 03:09 | Microsoft Word, including creating a new
style, so that once someone has entered
| | 03:13 | text, it bolds it, for example.
| | 03:14 | A lot of work to go to, but
sometimes you want to be able to do that.
| | 03:19 | I want to lock this Content
Control so that it cannot be deleted.
| | 03:23 | Someone can leave it blank, but I
don't want them to delete it because that
| | 03:27 | begins to change my form.
| | 03:29 | "Contents cannot be edited" is
something you would turn on in a control if you
| | 03:33 | were providing read-only information.
| | 03:36 | Typically, if you were going to do that,
you might as well simply just type it
| | 03:39 | in as text as we did Name
and E-Mail and Department.
| | 03:42 | However, there's a way that you can
unlock this kind of a Control and change its
| | 03:46 | value programmatically using
code, and that's why this is here.
| | 03:51 | I'm now going to say OK.
| | 03:53 | It has firstname, there's my title,
here are my tags, and if I switch out of
| | 03:58 | Design mode, you'll notice that I really still
only see the title here on the Developer tab.
| | 04:03 | Let's go back into Design mode, and let's
add a few other fields that we need to have.
| | 04:07 | Now notice that it's a little weird to
be looking at this now, because our table
| | 04:12 | doesn't have gridlines.
| | 04:13 | So if we go back and we say well, I'd
like to see some gridlines, it'll help us
| | 04:17 | see the kinds of choices that we're making.
| | 04:19 | And again, note that when I switch
out of Design mode, this fits in here on
| | 04:23 | two lines, two rows.
| | 04:25 | If I wanted, I could start making some
adjustments now that I know more about my data.
| | 04:30 | Let's say, you know I'd like to
actually give it a little more room.
| | 04:33 | The other choice we can make though,
which is a better choice, is to enter
| | 04:37 | Design mode and to
carefully select the text here.
| | 04:40 | It doesn't need to say Click here
to enter text, it could actually say
| | 04:44 | instead Enter First Name.
| | 04:48 | Now, if I do that, when I switch out of
Design mode, it actually all fits right there.
| | 04:53 | In a similar way, I'm going to go in
and we're going to add another Plain Text
| | 04:57 | Control, and we're going to say that we
would like to have the user Enter Last
| | 05:04 | Name, and it will fit again fairly nicely.
| | 05:08 | Two lines when I'm out of Design mode,
we could give this a little bit more room.
| | 05:12 | So we'll slide this over a bit because
we have lots of running room over here,
| | 05:16 | and slide this over.
| | 05:23 | Now the other thing is I have a pretty
big font being used in these controls and
| | 05:27 | that's because when I go back to my Home
tab, it's using the Times New Roman and
| | 05:32 | elsewhere I'm using Calibri.
| | 05:38 | If I use Calibri instead, then it's
going to look better, and I can actually
| | 05:42 | select my entire document or select from
here on down and say, I'd really rather
| | 05:47 | use the Calibri font on everything.
| | 05:54 | But the reason that this is coming up in
Times New Roman is that Times New Roman
| | 05:59 | is the font being used here for Normal.
| | 06:02 | So I can take advantage of my styles
by selecting something that's in this
| | 06:06 | Calibri 10, right-click and
Update Normal to Match Selection.
| | 06:11 | Now, the next textbox that
I place comes in in Calibri.
| | 06:18 | So here's my Email textbox,
I can change its properties.
| | 06:22 | This is E-Mail, lowercase email
for my Tag, can't be edited, say OK.
| | 06:28 | Then I can go in here in Design mode,
I can say Click here to enter email
| | 06:34 | address or I can just say Enter email address.
| | 06:43 | Likewise, my user will enter an
Extension here, so we can simply drop this field
| | 06:48 | in and say Enter extension,
and go back out of Design mode.
| | 06:56 | Now when my user is using this form as
they type somewhere, they can click and
| | 06:59 | they can enter their first
name or enter their last name.
| | 07:03 | Notice that Spell Check is working.
| | 07:05 | Notice also that my Control is
still there, but I now have data in it.
| | 07:10 | And I might wonder, ooh!
| | 07:11 | How do I get rid of that when I
was sort of just checking this out?
| | 07:14 | Let's go back to Design mode, and go in
,and simply delete all of the text you
| | 07:20 | typed here that's not a placeholder.
| | 07:22 | Our placeholders are gray; here's this text.
| | 07:25 | I'm going to hit Delete, and then I'm
going to simply use the arrow key to move
| | 07:29 | out of that field, and when you do,
notice that your prompt comes right back.
| | 07:33 | So I'm going to delete this, simply arrow
out, and my original prompt will come back.
| | 07:42 | I'm going to use a Date Picker Control
here and some other controls here, so
| | 07:46 | I don't need to put textboxes in, but I do
need to replace this line with a textbox.
| | 07:52 | So let's go ahead and select it and delete it,
and then we're going to insert a plain textbox.
| | 07:59 | So I'm going to select just about all
of this and start typing, and you'll
| | 08:06 | notice that when I do that, I'm
actually entering dark black text;
| | 08:09 | this isn't a placeholder anymore.
| | 08:11 | So this would be a clue to maybe
undo this and go back and start again.
| | 08:16 | As long as I have some of the
placeholder here, I'm usually all right.
| | 08:20 | So I can, for example, delete this much
of it, and say, enter amount if I wish,
| | 08:25 | or remember, if I need to, I can
simply get to the end of it, and then I can
| | 08:30 | delete all of it, arrow out of it,
and have my original placeholder back.
| | 08:35 | Notice that there's no space here,
it's really hard to click here.
| | 08:38 | That's okay, use the arrow key to jump
out of this Content Control, put in the
| | 08:44 | space that's desired.
| | 08:45 | There are some other fields here where
I can put textboxes, Credit Card Number,
| | 08:49 | Expiration Date, Billing Zip Code,
name, and these three fields down below.
| | 08:55 | I'm going to go ahead and work on that
while you work on your form, and then
| | 08:58 | I'll see you in the next movie and
we'll be adding some List Controls.
| | Collapse this transcript |
| Inserting a DropDownList control| 00:00 | There are two different kinds of
list controls in Microsoft Word 2007.
| | 00:06 | The first kind of list control, the
dropdown list, is the list that we'll be
| | 00:09 | using in this video.
| | 00:11 | And a dropdown list is used when you
can describe the entire universe of
| | 00:15 | choices, because the only choice allowed
is the choice that you put on the list.
| | 00:19 | For example, in Credit Card Type we only
accept three specific kinds of credit cards;
| | 00:26 | therefore, it's not hard to put a dropdown list.
| | 00:29 | If you're not using a Visa, a MasterCard,
or American Express, we're not going
| | 00:34 | to take your credit card.
| | 00:34 | It doesn't matter that you enter it.
| | 00:36 | The other kind of list box, which is
called a Combo Box, allows a user to
| | 00:41 | either choose an item from the list,
or to enter another item, if the choice
| | 00:46 | they want isn't there.
| | 00:47 | We might, for example, use that kind of
a list box here where we want someone to
| | 00:53 | make a payment and we want there to
be a choice even if the choices that we
| | 00:57 | provide aren't sufficient.
| | 00:59 | If somebody were to say to us I want to
make a single payment but in September,
| | 01:03 | we would be happy to say yes.
| | 01:05 | So a Combo Box is used when we can't
describe the entire universe of choices.
| | 01:09 | We'll come back to that combo box in the next
movie, but here let's work on the dropdown list.
| | 01:15 | So we have several dropdown lists,
let's go ahead and talk about that
| | 01:18 | credit card list first.
| | 01:20 | This is the Combo Box here,
this is the Drop-Down List.
| | 01:23 | So I'm going to click where I'd like a
dropdown list and the text, rather than
| | 01:27 | saying click and type, says, Choose an item.
| | 01:30 | Let's make sure we're in Design
mode and click on the Properties.
| | 01:34 | And you'll notice there are some
additional properties that we have here.
| | 01:37 | So this is going to be a Credit Card
Type and we're going to say that this
| | 01:45 | control can't be deleted.
| | 01:46 | We've said that consistently all the
way through to be able to maintain control
| | 01:50 | of our forms, and also not to have
somebody send us a form that they couldn't
| | 01:54 | use, because it had been
broken by them or by somebody else.
| | 01:58 | Now here are the properties of the list.
| | 02:00 | The very first "Choose an item
" actually gets reflected here.
| | 02:04 | We're going to add three choices.
| | 02:06 | I could say choose a card type.
| | 02:08 | I have Credit Card Type written under
here though, so I probably don't need to.
| | 02:12 | And so I can though modify
this to simply say Choose...
| | 02:16 | Dot, dot, dot always means that there is a
another choice involved, there is a menu involved.
| | 02:22 | Whenever in the Windows interface you
see dot, dot, dot, that means that you can
| | 02:26 | either click a button with dot, dot, dot
on it, or click a dropdown list next to
| | 02:30 | that dot, dot, dot and see more choices.
| | 02:32 | So this will give us a smaller
list and we can do this consistently.
| | 02:36 | We're then going to add our three choices.
| | 02:39 | So I said we take MasterCard.
| | 02:41 | Notice when I enter it I have a
Display Name and this is the Value that's
| | 02:45 | stored in the XML data.
| | 02:48 | I'm fine with those being the same here.
| | 02:50 | Notice that the Add button has
focus right now; it's highlighted.
| | 02:56 | What that means is if I press Enter
again, it simply opens that Add Choice
| | 03:00 | dialog box up again, which is really nice.
| | 03:03 | So I can type Visa press Enter for OK,
press Enter again for Add, and put in
| | 03:09 | American Express, for example.
| | 03:12 | Now I might want to simply store the
shorter Amex, but show American Express
| | 03:17 | on the list, or I could choose to have the same
display name and simply choose the shorter Amex.
| | 03:22 | Simply a matter of how much space I
think I have here in my dropdown area and
| | 03:27 | whether I think people will
understand that Amex is American Express.
| | 03:29 | I'm going to say OK.
| | 03:32 | Now there are two different theories about
how you want to organize a dropdown list.
| | 03:37 | One is to always have items in a logical manner.
| | 03:41 | That would either mean
alphabetical, chronological, or numerical.
| | 03:46 | Chronological could be from oldest to
newest, it could be newest to oldest.
| | 03:51 | Numbers could be smallest to largest
or largest to smallest, but there's no
| | 03:55 | reason to have a list that's sorted backwards.
| | 03:57 | So I'm going to move Amex
up to the top of the list.
| | 04:01 | So now it's in alphabetical order.
| | 04:03 | After the simple placeholder
Choose is Amex, MasterCard, Visa.
| | 04:08 | The other possible way to
organize a list is to organize it either
| | 04:12 | chronologically for dates, numerically
for numbers, or alphabetically for text,
| | 04:17 | but then to make one exception, which
is to take the value that is chosen most
| | 04:22 | often and make it your first value
rather than Choose, or make it your second
| | 04:28 | value where Amex is here.
| | 04:31 | If you make it the first value it
becomes the default value and it means that
| | 04:34 | people always have to choose
something when they're in this form.
| | 04:37 | For example, if we simply said most
people use American Express and we put Amex
| | 04:43 | up at the top, then even people who
were not interested in using a credit card
| | 04:47 | would have Amex or another
choice they'd have to make.
| | 04:50 | If on the other hand, we simply re-
add Choose and say it has no Value, and
| | 04:59 | move Choose back up to the top, and let's say
more of our folks use Visa than anything else.
| | 05:04 | Then we can move Visa up to the
top of the list and break the rules.
| | 05:08 | So now it's Visa and then the
alphabetized list underneath; it's up to you.
| | 05:13 | The idea is that your list shouldn't be random.
| | 05:17 | People should not have to read
the whole list to find an entry;
| | 05:20 | they should be able to
quickly discern the order.
| | 05:23 | And, in most cases where you don't have
a value that you think they will choose
| | 05:27 | most of the time to put as a default, they'll
just find the value that they need on this list.
| | 05:33 | One more thought about list
boxes before we close this one.
| | 05:36 | If you find yourself entering 30
values or 40 values, it's too many.
| | 05:40 | The list box itself is going to show
about eight by default without forcing a
| | 05:44 | scrollbar into place.
| | 05:46 | Once you find yourself entering more
than about a dozen values, you need to find
| | 05:50 | another way to build an
interface for your users.
| | 05:53 | Even entering regular text is probably
better than having to scroll a list of 50
| | 05:58 | state abbreviations, for
example. So let's say OK.
| | 06:02 | Let's go ahead and switch out of
Design mode and see how this works.
| | 06:05 | It says Choose an item, and I
click and Choose is my default choice.
| | 06:09 | Now I'm going to go back into Design
mode and change this text to correspond.
| | 06:14 | So I'm just going to say
that there should be Choose...
| | 06:19 | There's not a specific place that you
actually get to see the properties for
| | 06:22 | this placeholder, you
just type it in place here.
| | 06:26 | So there's Choose, our first dropdown list.
| | 06:29 | I'm going to quickly create another
dropdown list to make sure that that the
| | 06:32 | concept's locked in for you.
| | 06:34 | We're going to over here to Location
and say we have five or six locations.
| | 06:38 | We're going to grab a List Box control
really quickly, change to its Properties,
| | 06:42 | tell it that this is a Location,
lowercase for our Tag,, and then we're going to
| | 06:48 | modify, Choose an item to simply say Choose...
| | 06:52 | So it's consistent;
| | 06:53 | there's no reason that it shouldn't be.
| | 06:55 | Then we're going to add our locations.
| | 06:57 | For example, we have a location in
Ventura, we have a location in Oxnard, we
| | 07:04 | have a location in San Mateo,
and we have a location in Oakland.
| | 07:12 | I can alphabetize these easily using the
Move Up, Move Down buttons. I'm all done.
| | 07:17 | I click OK.
| | 07:19 | Go back and with Design mode turned on
I can go back and simply change the text
| | 07:25 | here, in my placeholder to
also simply say Choose...
| | 07:32 | Switch out of Design mode,
make sure everything works.
| | 07:35 | Looks fine to me, we're all set.
| | 07:38 | That's how easy it is to create a Drop
- Down list of values here in Microsoft
| | 07:42 | Word, so that your users can choose from a
list rather than having to type data each time.
| | 07:48 | I have a couple of more dropdown list
to create, I am going to create one here
| | 07:51 | for Department, and I'm also going to
create one for these three items here:
| | 07:56 | Payroll deduction, Credit
card, and Personal check.
| | 07:58 | I'll see you in the next movie.
| | Collapse this transcript |
| Inserting a ComboBox control| 00:00 | A Combo Box Content Control is a
combination of a text box and a dropdown list.
| | 00:06 | You use a Combo Box when it's okay for
a user to enter a value if you haven't
| | 00:12 | provided it on the dropdown list.
| | 00:14 | We have one control in our form that
calls out for a Combo Box and that's right
| | 00:20 | here, where after someone's told us how
much they pledge, they want to tell us
| | 00:24 | how they'd like to pay it.
| | 00:25 | So, for example, we've indicated
that somebody is paying it right now.
| | 00:30 | They've included it with the form,
actually I wouldn't have that on the list
| | 00:34 | because you know whatever someone can
give you right now, they could give you
| | 00:37 | more if we let them pay us several more times.
| | 00:39 | But we'll have it as a
choice anyway. Our users want it.
| | 00:43 | A Monthly pledge, a Quarterly pledge,
or an Annual pledge that would be in by
| | 00:48 | December 10th, or possibly a choice of other.
| | 00:51 | Now, with the Other we could have
actually made this a list box, because other
| | 00:55 | is everything we haven't included up until now.
| | 00:58 | But Other doesn't give us
information about, what this person would
| | 01:02 | actually like to do.
| | 01:04 | We're better off to include a Combo Box.
| | 01:06 | Instead of the donor then choosing
Other they can actually type in exactly what
| | 01:11 | they would like us to know.
| | 01:12 | So to insert a Combo Box, it's the
same as if you were inserting any other
| | 01:17 | kind of Content Control.
| | 01:19 | We're going to make a space for it and
I'm going to go up here and choose Combo
| | 01:22 | Box out of the Controls
group on the Developer tab.
| | 01:26 | Let's now make sure we are in Design
mode and go into Properties, and this is
| | 01:30 | going to be the Pledge
Schedule, or Payment Schedule.
| | 01:34 | We want to make sure the control
can't be deleted, and then we're going to
| | 01:39 | modify this first item to say Choose
or type, different than the others.
| | 01:46 | Now we'll add these
items that we have down here.
| | 01:49 | Now, Monthly, I could also say Each
Month, if that feels clearer, Quarterly,
| | 01:59 | Annually (on December 10th),
and that's our last choice.
| | 02:05 | Now again, notice that we have a specific order.
| | 02:08 | This is actually, in a way a
numerical, order from right now;
| | 02:13 | every month, a larger unit than now;
| | 02:16 | every quarter, a larger unit than month;
| | 02:18 | and every year, a larger unit than quarter.
| | 02:20 | It does not make sense for us to
alphabetize these, because this list in this
| | 02:25 | order is the best we can probably do.
| | 02:28 | It makes perfect sense, ranging from
I want to pay now to I want to pay 12
| | 02:33 | times, three times, or only once.
| | 02:36 | So, let's go ahead and say OK.
| | 02:38 | And we'll delete this other
text that we no longer need.
| | 02:40 | Again, if you're not sure where you
have carriage returns that might be spacing
| | 02:47 | things out, you can always go back to
the Home tab and see that actually, this
| | 02:51 | line is fine, it's just that
there isn't enough room for this.
| | 02:53 | So we can scoot this over a little bit,
maybe a little bit more so that we get
| | 02:57 | the word paid here and this
will all work. Okay, so far.
| | 03:01 | Let' go back to the Developer tab,
leave Design mode and see how this all
| | 03:06 | looks, looks pretty good.
| | 03:08 | So, those are my choices.
| | 03:12 | We're going to make sure that we go
back into Design mode in and change this
| | 03:17 | prompt that we see here, to
be the same as is on our list.
| | 03:20 | Our placeholder should say Choose or type.
| | 03:24 | Let's go ahead and swing
back out of Design mode.
| | 03:28 | So the user can choose Monthly, or the
user can choose Quarterly, or the user
| | 03:34 | could instead choose to type Annually on
September 15, another valid value. It all works.
| | 03:43 | So that's our Combination Box.
| | 03:45 | A combination, again, of this kind of
dropdown list that we have here, or here
| | 03:50 | with our title, and a kind of text box that we
have here, here, here, and here. Looks good.
| | 03:57 | Don't forget that we want to take
out this value where it says Annually
| | 04:01 | on September on 15.
| | 04:02 | We're going to just delete that, hit the
Down Arrow and our prompt will come back.
| | 04:08 | We're all set now to save this,
and then we'll come back and put in a
| | 04:12 | Date Picker Control.
| | Collapse this transcript |
| Inserting a DatePicker control| 00:00 | The Date Picker Control allows a user
to easily choose today or to navigate to
| | 00:05 | and choose a different date using a
calendar control like they would in
| | 00:10 | Microsoft Outlook, for example.
| | 00:11 | We have one date that we need to use
right here, so we're going to go back into
| | 00:15 | Design mode and the Date Picker is this
grid that looks like it has one square
| | 00:20 | highlighted that would stand for today.
| | 00:22 | So we're going to choose the Date
Picker Content Control and drop it in right
| | 00:26 | here, then we're going to view its
Properties, a lot of interesting properties here.
| | 00:31 | This is actually Today's Date, or today,
or more formally for a form, submit date.
| | 00:40 | We want this control to not be able
to be deleted, and then we have a whole
| | 00:44 | range of ways that we can show the date.
| | 00:47 | Then we can store this either as a
Date, as Date and Time, or as Text.
| | 00:54 | If we choose, for example, 5/5 6:08
PM or one of these others, there is
| | 01:00 | actually no way for this control to
get information from Microsoft Windows to
| | 01:05 | tell you what time it is.
| | 01:06 | In other words, don't bother to choose
any of these down here when you're using
| | 01:10 | the Date Picker on a Word form.
| | 01:12 | But anything up here is fair game and
there might be a time, for example, on a
| | 01:15 | contract where you'd like it to have
the day of the week, something very
| | 01:20 | specific, or you might simply want
the shortest date, it's a form used
| | 01:24 | internally in your office, it actually
only is used in the United States, and
| | 01:27 | there's a nice clear short date
that will work just fine for us.
| | 01:31 | Whatever format you choose, when
you're all done, simply click OK.
| | 01:34 | We're going to store this as a date.
| | 01:38 | We're all set we're going to leave Design mode.
| | 01:40 | Take a look, make sure that
our date works. We choose Today.
| | 01:43 | It works just fine . It
uses a format I've specified.
| | 01:46 | Let's go back to Design mode so that we
can clean out that data that I just tested.
| | 01:52 | Hit the arrow to once again have it come
back to enter a date and we're going to
| | 01:57 | say Choose today's date.
| | 02:00 | Now this takes up a little more
space than I would like it to take up.
| | 02:05 | So I have the choice, I guess, to just
say Choose today, or say Today's date.
| | 02:12 | Once the user gets in there, it's not hard for
them to figure out what to do. Oh, it's today;
| | 02:17 | alright there is a big Today button.
| | 02:19 | So that seems to work.
| | 02:20 | So welcome to the Date Picker
a really nice looking control.
| | 02:24 | When users first see this on a form
that you create, this is the control that
| | 02:28 | makes them go, Oh, this person really knows
what they're doing putting this form together.
| | 02:32 | So don't be afraid to use it, don't be
afraid to format the date itself in any
| | 02:37 | of those ways that seem like
they'll work really well for you.
| | 02:40 | This is the only Date Picker that we
need to use in this form, so we're going to
| | 02:43 | move immediately to talk about how we
deal with yes/no choices, like you would
| | 02:47 | traditionally put in a
check box in legacy Word forms.
| | Collapse this transcript |
| Inserting a CheckBox control| 00:00 | Every once in a while we get a new
version of Microsoft Office, and we go
| | 00:05 | through and we're amazed by how good
it looks, how easy it is to work with.
| | 00:09 | I don't know any Office 2007 user that
wants to head back to office 2003, and
| | 00:15 | then we'll get to some feature that's
missing and say, hmm, what did they think
| | 00:19 | they were doing there?
| | 00:20 | For example, I love the Ribbon but I
hate the fact that I can only customize
| | 00:24 | this tiny area of it.
| | 00:26 | When you get to Word 2010, you
can customize the Ribbon again.
| | 00:30 | We have a similar thing going
on here in Forms Development.
| | 00:33 | If we look at our Legacy tools for
Word 2003 and earlier versions, it really
| | 00:39 | only has three controls;
| | 00:40 | a Combo Box, a Text Form, and a Check Box.
| | 00:45 | But lo and behold in Word
2007, there's no check box.
| | 00:49 | Now, I want to encourage you against
choosing the check box here, because this
| | 00:54 | form field has never been a pretty form field.
| | 00:56 | Let's go see how it works.
| | 00:57 | I'm going to just drop down to the bottom of
my form and I'm going to insert a check box.
| | 01:04 | And now if I'm not in Design mode when a
user double-clicks on it, they get this
| | 01:08 | wonderful dialog that opens and lets
them change the default value to checked.
| | 01:13 | This isn't how a check box should
behave, it's not how a form should behave.
| | 01:17 | So it wasn't that great of a control,
but hmm, we'd still like to be able
| | 01:22 | to enter what are called Boolean values
where a user has a Yes or No choice to make.
| | 01:27 | That's the kind of value
that a check box is used for.
| | 01:30 | We will have a Checkbox Control in
Word 2010 and you may indeed have someone
| | 01:35 | send you a form created in Word 2010
that has a check box on it, and you'll
| | 01:40 | double-click and it won't do anything
because it's not recognized in Word 2007.
| | 01:44 | You can always print it off
and make a check or something.
| | 01:47 | But let's look at some
alternatives to check marks here.
| | 01:50 | I'm simply going to open a new document,
so we can take a look and say how would
| | 01:54 | we represent a check mark?
| | 01:56 | Well, one of the traditional ways to
represent a check mark when you don't have
| | 01:59 | a Checkbox Control is to actually include
a dropdown list that has two values on it.
| | 02:05 | Those two values would be the values Yes or No.
| | 02:09 | So we're going to say that this is
for whether someone wants to have a tax
| | 02:13 | receipt sent to them, a
reasonable thing in a Pledge form.
| | 02:18 | We're going to say that
this is do they want a Receipt?
| | 02:21 | And we can't use question marks in tags.
| | 02:24 | But if you're creating a field like
this, what's called a Boolean field, a
| | 02:28 | Yes/No, True/False, 0/1 value, then
you can put Y, N on the end and it will
| | 02:33 | give you a good clue.
| | 02:35 | We're going to say it can't be deleted,
we're going to remove the value that's
| | 02:39 | there now, and then we're going
to add two values; Yes and No.
| | 02:43 | You want to choose which is the default?
| | 02:45 | So if we think everyone wants a
receipt, then we'll put Yes first and if we
| | 02:49 | think they don't, we'll put No first.
| | 02:50 | Then we'll have this control that we then
want to change in Design mode. We put Yes first.
| | 02:59 | So we'll simply put Yes...
| | 03:04 | That would be what would happen if a user
actually didn't want to do anything to the control.
| | 03:08 | So they can choose Yes, or they can
choose No, and we can tell they didn't
| | 03:12 | choose anything if the prompt is still
there, the dot, dot, dot, so it has some
| | 03:16 | utility for us to actually make
that look like any other prompt does.
| | 03:21 | Back in Design mode, let's get rid of
our text, arrow down or arrow out of this
| | 03:25 | control, and notice that the Yes... comes back.
| | 03:30 | If we prefer, you could have Choose.
| | 03:32 | That forces a choice as well, and
doesn't leave Yes as this default position.
| | 03:37 | So let's go back and take a
look and see how that would look.
| | 03:40 | We would simply re-add in
the value that says Choose.
| | 03:43 | We'll move it up to the top of the list;
| | 03:46 | the only reason to have it,
is that it belongs at the top.
| | 03:52 | If you wish here, you actually don't
have to have it store a value because
| | 03:56 | it's only a Placeholder.
| | 03:58 | So what we could do is we could just
say Choose, and leave it like that.
| | 04:04 | In that case, when we go into Design mode,
we'll want to change the text here to
| | 04:10 | correspond to the Placeholder
that's in our list, just like that.
| | 04:15 | Switch out of Design mode and we have
Choose and our two choices are Yes and No.
| | 04:19 | These choices can just as easily be
True or False, but notice there's not a
| | 04:24 | third choice on the list.
| | 04:26 | If you want Yes/No/Maybe, you could do that.
| | 04:29 | There's actually a check box that can
represent that, that is shaded in when
| | 04:32 | it's Maybe, is checked when it's
Yes, and is empty when it's No.
| | 04:35 | So that's another valid set of choices.
| | 04:38 | So if you take a look at something that has
a check box, I would like to opt out of this.
| | 04:43 | You could have a would you like to
opt out, Yes/No, or a dropdown that says
| | 04:47 | opt-out/opt-in that the user chooses from.
| | 04:50 | The other possible Control that one can
use to represent what would have been a
| | 04:54 | dropdown list is sometimes you will
see people find a way to use a textbox.
| | 04:58 | For example, to opt out of future
mailings, type your initials here and then
| | 05:08 | follow that with a Textbox Control.
| | 05:10 | We will have the user enter their initials.
| | 05:15 | If they opt out, they
have to put some initials in.
| | 05:17 | If not, they're just fine.
| | 05:19 | There's a third way that we can
represent a True/False if it's something that
| | 05:24 | changes once, and only once in time.
| | 05:27 | Let's return to our form to look at an
example of why we might use a Date Picker
| | 05:31 | to replace the Checkbox Control that
we don't have in this version of Word.
| | 05:36 | Down at the bottom we might have a
check box that would say the date in which
| | 05:40 | someone actually recorded this
person's pledge in the payroll department.
| | 05:45 | Remembering that one way to pledge is
to say I'd actually like to contribute by
| | 05:51 | payroll deduction, or if it's a credit
card or personal check, that will go as
| | 05:55 | a receivable, and then finally, it will be
recorded in the books of the foundation itself.
| | 06:01 | Now, we could have somebody just
check a box, but it provides far more
| | 06:05 | information for us to say why don't we
actually put a Date Picker in here and
| | 06:10 | then when it's recorded in the payroll
department, someone will actually change the date?
| | 06:14 | We won't just know what was recorded,
we'll know when it was recorded.
| | 06:18 | So in these three cases, we could
actually use a Date Picker and it would be
| | 06:23 | better than a textbox, better than a Yes/No
dropdown, and actually superior to a check box.
| | 06:29 | Just a reminder of where
you grab that Control from;
| | 06:31 | in Design mode you'll find your Date
Picker right here in the Control group and
| | 06:36 | you simply choose the date that the
payroll is recorded, give it a good name,
| | 06:42 | and when it's recorded in the payroll
department, that person will choose a date here.
| | 06:46 | So three alternatives to the Checkbox
Control that we don't have in Word 2007;
| | 06:51 | we can use a Yes/No dropdown or a True/
False dropdown if it's two and only two values;
| | 06:59 | we can also force someone to type some
text as a way of saying either Yes or No;
| | 07:03 | or finally for something that occurs
at a distinct point and we want to know
| | 07:07 | when it happens, we can say simply
choose the date on which this happened and
| | 07:11 | use the Date Picker control to record
that event, and have far more information
| | 07:16 | than we would have had, had
we simply used a check box.
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| Inserting a Picture control| 00:00 | If I want to include an image in my form,
I can simply insert it as I would in
| | 00:05 | any other Word document.
| | 00:06 | But when I want my user to be able to
paste an image or insert an image in a
| | 00:11 | form then I'll use this control
which is the Picture Content Control.
| | 00:16 | Using this control in a form allows a
user to insert a picture here as easily as
| | 00:20 | they would on a PowerPoint slide.
| | 00:22 | So I'm simply going to click here in the
table where it says Use this picture in
| | 00:26 | the donor directory, and I'm going to
click the Picture Content Control and it
| | 00:30 | will drop in here real neatly.
| | 00:33 | Notice that it already has
a button for a placeholder.
| | 00:36 | Let's go ahead and go into Design mode
and Properties and you'll notice that
| | 00:40 | there just aren't all that
many properties allowed here.
| | 00:42 | For example, there's no automatic
setting for black and white picture
| | 00:48 | or anything like that.
| | 00:49 | We want make sure this
Content Control can't be deleted.
| | 00:51 | So very easy to set up: my Title, my Tag.
| | 00:56 | If I drop back out of Design mode then
you'll see that this Picture Control has
| | 01:01 | "click here to insert picture".
| | 01:02 | So from the user's point of view when
they're ready to use this they simply
| | 01:06 | click and it will take them
automatically to their Pictures Library.
| | 01:10 | We actually want to go back to our
Exercises folder, because I included a photo
| | 01:15 | right here in the Chapter
2 folder that I can insert.
| | 01:19 | Notice that it's neatly sized, the
Content Control resizes to fit the picture,
| | 01:24 | and it looks really good and it was
easy for the user to do very simple.
| | 01:28 | They can then go in and format it if they wish,
because after all they're in Microsoft Word.
| | 01:32 | So if they wanted that black and white
picture, or if they wanted to touch it up
| | 01:36 | like a professional studio, they could.
| | 01:38 | I'm not going to give them instructions to
do that, but some of them will find it anyway.
| | 01:41 | The Picture Content Control is
very, very easy for you to use.
| | 01:45 | So feel free to make it easy for your
users to insert the picture that they
| | 01:50 | would like to have used in things like
donor directories, telephone lists, any
| | 01:55 | photo gallery in your workplace, and so on.
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3. Finishing a FormTesting the form| 00:00 | Our form is done.
| | 00:02 | We've added all the Content
Controls that we want to add.
| | 00:04 | We like the way it looks and
now we're ready to begin testing.
| | 00:08 | Testing is simply a process of walking
through the form and making sure that the
| | 00:11 | controls work the way we expect them to.
| | 00:14 | So we'll click on the Title and choose an item.
| | 00:17 | Make sure that works.
| | 00:19 | Go back to Choose, type some text in here.
| | 00:23 | Tab from field to field to
make sure that the tab works.
| | 00:30 | This says Enter an amount. So I should.
| | 00:31 | I should enter like $450
and make sure that that works.
| | 00:37 | Choose a Payment Schedule.
| | 00:38 | Remember this is a combo box.
| | 00:40 | So I need to test two things.
| | 00:41 | First, does it let me choose and second
does it let me type? Select the form.
| | 00:52 | Credit Card Type, enter a credit card number.
| | 01:04 | Those are 16 digit numbers;
| | 01:05 | so make sure 16 digits fit.
| | 01:08 | This is going to let me enter anything
here, because we didn't actually want to
| | 01:11 | capture more than text.
| | 01:13 | We could've put Date
Picker in here, but we didn't.
| | 01:16 | So does it let me enter that?
| | 01:18 | Certainly, it does.
| | 01:20 | Does it also let me enter I don't know?
| | 01:22 | Yeah, it will let me do that too.
| | 01:24 | We'll just have to check on that.
| | 01:25 | There is nothing more we can do with this.
| | 01:28 | Same thing with Zip code.
| | 01:30 | I can enter a Zip code, or
I can enter some other text.
| | 01:34 | Use the following name. That works.
| | 01:40 | Insert a picture.
| | 01:41 | Well, this time I'll just go
get the Penguins. They work too.
| | 01:46 | Then when it gets back to the
office, do the Date Pickers work? Yes!
| | 01:51 | They work just fine.
| | 01:53 | I didn't change anything in this form.
| | 01:55 | So I could actually close it right
now and I'd be in very good shape.
| | 02:00 | If, however, I did make some changes
right while I was doing this, then I would
| | 02:04 | need to go back and make sure that I
deleted anything that I left as data in the form.
| | 02:09 | For example, here in Today's Date if I
leave this, this will be the default date
| | 02:14 | the next time the form template opens.
| | 02:16 | So I'm actually going to delete that
information itself then arrow in any
| | 02:21 | direction, up, down, left, or
right, and my prompt will come back.
| | 02:25 | Same thing here, just delete my
name and arrow out to return my prompt.
| | 02:31 | If you're making changes, it's not a
bad idea simply to track the changes that
| | 02:35 | you want to make and then make
them separately from testing.
| | 02:43 | Any list, if you go back to Choose,
you're in fine shape there. So good testing.
| | 02:50 | The form looks like it works well. Delete.
| | 02:53 | Arrow out. Don't Tab out;
| | 02:56 | just arrow out of the field.
| | 02:59 | The same thing here, and then we're
going to delete that photo as well.
| | 03:04 | So that's worth sticking around
for . It actually works the same way.
| | 03:08 | Just be on the Control, hit Delete
once, it'll select the picture, hit
| | 03:13 | Delete again, and when I arrow
out of the control, then my picture
| | 03:18 | placeholder comes back.
| | 03:19 | I have no dates here.
| | 03:21 | This all looks good.
| | 03:22 | I'm very happy with this form.
| | 03:24 | It's passed the initial test.
| | 03:26 | That test is a strange test though,
because this is a test of a form being
| | 03:30 | used by somebody who expects it to behave
in exactly the way it was designed to behave.
| | 03:35 | I designed it.
| | 03:36 | I can't get around that.
| | 03:37 | So what I should do now is have a
couple of other people test the form.
| | 03:41 | People who would represent the
community of users who would use this.
| | 03:44 | If I'm going to send this out and
it will always be completed by, say
| | 03:48 | administrative professionals in my
workgroup, I'll ask a couple of them to test it.
| | 03:52 | Stand over their shoulder and
watch or ask them to take notes.
| | 03:55 | If I'm standing there, I'm
not going to help them use it.
| | 03:58 | I want to watch and make sure that it
works in the way that I would expect it to
| | 04:02 | and that they would expect it to.
| | 04:04 | When you're all done doing your own
testing of the form make sure you run spell
| | 04:08 | check along the way sometimes,
and have other users test it.
| | 04:12 | Then you're in pretty good shape to
know that this form behaves in exactly the
| | 04:16 | way that we expect it to, which means
that it will be a very useful form once we
| | 04:20 | share it with other people.
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| Protecting the form| 00:00 | We've created our form, tested the
controls, run spell check, had some other
| | 00:05 | people look at it, and we're
feeling now like this form is ready to go.
| | 00:09 | But it still has some
issues that we need to resolve.
| | 00:12 | For example, I can type here, or here,
or here, but I can also type here.
| | 00:19 | I can actually get rid of the
labels and type other data in.
| | 00:21 | Oops! That's not okay.
| | 00:24 | Or I could decide I wanted to put
a different picture in. Bad idea!
| | 00:28 | We need to protect this form so that
the user only can access the areas of the
| | 00:33 | form where we've placed content controls.
| | 00:36 | This is really easy to do in Word 2007.
| | 00:40 | We're going to go back to the
Developer tab and we're going to choose Protect
| | 00:44 | Document > Restrict Formatting and Editing.
| | 00:48 | When we do, the Restrict
Formatting and Editing task pane opens on
| | 00:52 | the right-hand side.
| | 00:53 | We're simply going to go to the Editing
Restrictions, click here and say Filling in Forms.
| | 01:01 | So, the only kind of editing that will
be allowed in this completed template
| | 01:06 | is filling in forms, and that's true for
every single document that we create from here.
| | 01:10 | So let's go ahead and say Yes, Start
Enforcing Protection, a dialog box opens
| | 01:15 | and you can provide a
password and then confirm it.
| | 01:17 | If you don't provide a password, any
other user can come in here and say
| | 01:22 | turn protection off.
| | 01:23 | Stop restricting protection.
| | 01:25 | But you want to make sure that
you use a password that you've
| | 01:29 | documented somewhere.
| | 01:31 | Because if you don't you will have trouble
ever getting back into this document again.
| | 01:36 | As a matter of fact, I will often save
an unprotected version of each of the
| | 01:40 | documents that I've released as templates.
| | 01:42 | So if something were to happen I could
get back into that unprotected version
| | 01:46 | and create a new document,
a new template, from it.
| | 01:50 | If you're going to bother to
enter a password, enter a decent one.
| | 01:53 | Don't just enter 123 or abc, and if
you're creating a lot of templates in your
| | 01:58 | workplace, then you will want to make
sure that somewhere you've documented what
| | 02:02 | the password is for the
documents that you have created.
| | 02:06 | A great way to do that is to talk to
the folks in your information services
| | 02:09 | or information technology department
and say, I want to password protect
| | 02:13 | these documents, because they're
actually used throughout the business and
| | 02:17 | they'll provide you with something or at least
have a good conversation with you about that.
| | 02:21 | If I want very light protection, I just
click OK and that's almost no protection at all.
| | 02:26 | Notice now that Restrict
Formatting and Editing is on.
| | 02:30 | I can go ahead and close this, and as
I Tab from field to field, all of my
| | 02:36 | controls still work.
| | 02:37 | But if I try to click elsewhere,
there's nothing that I can do.
| | 02:41 | If I go back to my home tab, notice I have
no ability really to format at all either.
| | 02:46 | So I've now protected this form in such
a way that I'm ready to turn it into a
| | 02:52 | template and release it now.
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| Saving a document as a template| 00:00 | The ability to save a document as a
template is a powerful feature in Microsoft
| | 00:06 | Office applications like
PowerPoint, Excel and Word.
| | 00:10 | If I have a Word document, like my
form that I've spent all of this time on,
| | 00:14 | and I open it up and start entering
data in it, then I end up with a form that
| | 00:18 | it's filled with data.
| | 00:20 | Every content control has information in it.
| | 00:23 | But what happened to my original form?
| | 00:25 | Well if I'm really smart and I choose
File > Save As, and save my form with the
| | 00:30 | entered data with a different name,
I can always go back to my original.
| | 00:34 | But all it takes is a moment of
carelessness or some other user to make a
| | 00:38 | mistake and all of a sudden my only
copy of the form is filled with data.
| | 00:43 | Templates allow me to save my document in
such a way that I will never lose my original.
| | 00:50 | When I choose to save my form as a
template, then I create a protected
| | 00:55 | version of the document.
| | 00:57 | Each time a user wants to use the form,
they don't actually get to use the template.
| | 01:02 | Word instead creates a copy of the
template in a new Word document for the user.
| | 01:07 | It doesn't matter how many users
want to use the template, the template
| | 01:11 | itself never changes.
| | 01:13 | My original form that I've invested
time in, that has all those wonderful
| | 01:17 | content controls, is fine.
| | 01:18 | While each user gets a new fresh copy
of the template to use that they can fill
| | 01:23 | in, they can make whatever
mistakes they want, it doesn't matter;
| | 01:27 | my template stays pristine through this process.
| | 01:30 | Let's switch over to Microsoft Word and
see how to save our form as a Template.
| | 01:36 | You maybe remember that when last we
saw this form, we had restricted the
| | 01:40 | formatting and editing on it, and
you'll want to check that that is done before
| | 01:45 | you save a document as a template.
| | 01:47 | Now let's click the Office button,
go to Save As > Word template.
| | 01:53 | In order to save this template on My
Computer in My Templates folder, simply
| | 01:57 | scroll to the top of the
folders list and click Templates.
| | 02:01 | Word will automatically navigate to
the proper folder for me to find my
| | 02:06 | templates in, and I can then name this form.
| | 02:09 | Now, it's now called PledgeFormProtected
because we used it for an exercise, but
| | 02:13 | I'm simply going to call this Pledge Form.
| | 02:16 | That's a great name it's the only Pledge
Form that's going to be in this folder,
| | 02:19 | and I'm going to click
Save to save my Pledge Form.
| | 02:22 | Now, the next thing I'm going to do is
I'm actually going to click the Office
| | 02:26 | button again and this is my template.
| | 02:30 | I can tell because when I point to it,
it says it's C:\Users\ Gini Courter and
| | 02:34 | it shows all the way out
at the end it says dotx.
| | 02:38 | That means it's a template.
| | 02:39 | So I want to make sure that I don't
accidentally open this because if I do, I'm
| | 02:44 | editing the template again.
| | 02:46 | I can go, if I wish, to Word options and
actually clean off this recently used list.
| | 02:51 | But another way to do it is simply to
open some other files, work with some
| | 02:55 | other things and let this drop off the list.
| | 02:58 | When I want to create a new document
based on the template I'll simply choose
| | 03:03 | New, I'll choose My Templates and
here's my Pledge Form right here.
| | 03:08 | When I double-click, I get a new
Document1 based on the Pledge Form.
| | 03:13 | My original Pledge Form, which
I've kept here, is protected.
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| Distributing the form template| 00:00 | So I have this amazing Pledge Form
saved as a template that I want to
| | 00:04 | distribute to other users.
| | 00:06 | How should I best do that?
| | 00:08 | Well the answer is it depends.
| | 00:11 | For example, if someone says to me,
I'd like to fill out my Pledge Form;
| | 00:15 | can you send me a copy of it? Absolutely I can.
| | 00:18 | I'm going to simply click the Office
button and choose New, go to My Templates,
| | 00:24 | create a Pledge Form and if, for
example, the person who's asking for it is
| | 00:29 | someone I know, I might even fill out
some of their personal information here.
| | 00:37 | I have this document I could save it so
it has their name in it, so I could save
| | 00:41 | Kiley Pledge Form, for example.
| | 00:44 | Then when I'm content and it's ready
to go, I'm going to go ahead and choose
| | 00:49 | Office button > Send > Email and I'm
going to send this as an email message.
| | 00:56 | A good reason to have gone in and saved
this is it wouldn't say Doc 3 then, it
| | 01:01 | would say Kiley Pledge Form or whatever.
| | 01:04 | When the user gets this,
they're going to open it.
| | 01:07 | It'll open in reading view,
if that's their setting.
| | 01:11 | That's a setting in Word that affects Outlook.
| | 01:13 | They can change that if they wish.
| | 01:16 | But you'll want to tell them that they
can't complete the form in this view.
| | 01:20 | It actually won't let them.
| | 01:22 | So we're going to close this view
and we're back in a view where they can
| | 01:25 | actually use the controls and complete the form.
| | 01:29 | So that's one possibility.
| | 01:30 | I'll open up a document based on the form
and name it or not and ship it off to them.
| | 01:36 | Another possibility is I have a co-
worker who says, that's a great template
| | 01:41 | that you've created.
| | 01:42 | I'd like to have that so that I could
use it too, that way I could send pledge
| | 01:46 | forms to my folks as well.
| | 01:48 | In that case the request is,
can you send me the template?
| | 01:50 | So we need to get back to the template.
| | 01:53 | I can choose File > Open, in the
folders list I can go to Templates.
| | 01:58 | Here's my Pledge Form template and I
can actually send this right from here.
| | 02:03 | I can choose that I'd like to
send this to a Mail recipient.
| | 02:08 | Now they're receiving the template.
| | 02:10 | I'll need to tell them then to open it
up and to save it as a template on their
| | 02:16 | computer, or they could simply put it
directly in their Templates folder, but
| | 02:20 | that's how it's going to work for them.
| | 02:22 | So I have 7 or 8 folks in my office
and they've all asked, can you send me
| | 02:26 | that Pledge Form and because I'm so proud of
it, I've shipped it off to everyone of them.
| | 02:31 | The problem is now, that I have
multiple copies of this template.
| | 02:35 | Let's say something changes.
| | 02:37 | We get a request, for example, to add
more information to the Pledge Form or to
| | 02:42 | provide some other options, or we
find we're not going to take credit cards
| | 02:46 | anymore, any of those kinds of changes.
| | 02:50 | I need to change the Pledge
Form, but which one do I change?
| | 02:53 | And where are they, because
there are now many of them sitting on
| | 02:57 | different people's desktops.
| | 02:59 | This is a problem I want to avoid.
| | 03:01 | The easiest way I can do that, is to
share this so that there's one copy of the
| | 03:06 | template in a shared
location that many of us can get to.
| | 03:10 | Microsoft Office makes it incredibly easy for a
group of users to share one or more templates.
| | 03:17 | Let me show you how.
| | 03:22 | I'm going to open-up my Pledge Form again.
| | 03:25 | My document template,
notice at the end it says dotx.
| | 03:31 | Notice also that it says Pledge Form;
| | 03:33 | it doesn't say Document 1 or Document
2 it says Pledge Form up at the top.
| | 03:37 | What we're going to do is we're
actually going to create a common location that
| | 03:42 | a number of my coworkers can get to.
| | 03:44 | I'm the queen, actually, of templates in
my office, but I'd like other people to
| | 03:49 | be able to create and
share their templates as well.
| | 03:51 | So I just need to take a
little leadership on this.
| | 03:54 | If I already have a shared location on
my network, then I don't need a lot of
| | 03:58 | extra help with this.
| | 04:00 | But if I don't, I can talk to the folks
in my I.S. or I.T. department, and have
| | 04:04 | them help me set up a shared folder.
| | 04:06 | We can talk about its permissions in a moment.
| | 04:08 | I'm going to click the Office
button and choose Word Options.
| | 04:12 | When the Word Options dialog box
opens, I'm going to choose the Advanced
| | 04:16 | category and scroll all the way to
the bottom and click File Locations.
| | 04:24 | This is where I saved the template
when it was only for my own use, my User
| | 04:29 | Templates folder, very personal.
| | 04:31 | Nobody else can get to that.
| | 04:32 | No matter where I log-in at my company.
| | 04:34 | I can get to it because it's
part of my roaming profile.
| | 04:38 | This area however is another
trusted source for templates.
| | 04:42 | In most organizations it's blank.
| | 04:44 | If this is already filled-in for your
file locations, you have a Workgroup
| | 04:49 | Templates folder already, that you can
place things in, you could then find out
| | 04:53 | who else has this same folder.
| | 04:55 | But if you don't have one, if it's
blank, then simply click Modify and I'm
| | 05:00 | going to navigate across my network to
the place that I'm allowed to create a
| | 05:05 | shared network location.
| | 05:08 | I'm going to create a new folder and
I'm going to call it Office Templates, I
| | 05:13 | could call it Word Templates, I
could name it for my workgroup.
| | 05:17 | I only get 1 of these, so I don't want
to name it something like Pledge Form
| | 05:21 | Templates, that's way too specific.
| | 05:23 | So I'm going to simply create
this folder called Office Templates.
| | 05:28 | That will be a shared folder with other folks.
| | 05:31 | Inside that Office Templates folder, I
can put as many other folders as I wish.
| | 05:36 | You probably don't want too many of
them but 5 or 6 to separate different
| | 05:40 | kinds of templates.
| | 05:41 | This template that I'm going to save
in this folder will be a form, so I'm
| | 05:45 | going to say Forms.
| | 05:47 | While I'm in here I could
create some other folders as well.
| | 05:50 | I could create one, for example, for
Contracts, which we're going to need
| | 05:54 | later in this course.
| | 05:56 | These won't show up until they
actually have a template in them.
| | 05:59 | But I've set this up as a shared
location and dropped some items into it.
| | 06:03 | So, there is my Office Templates
folder and I'm going to say OK, and now this
| | 06:11 | should end with Office Templates.
| | 06:13 | All I need to do now to let somebody
else use templates that are put in here, is
| | 06:17 | tell them how to do exactly what I just did.
| | 06:20 | You can send them to this movie on
lynda.com for how to hook up with your
| | 06:24 | Workgroup Templates folder.
| | 06:25 | They just walk in, navigate to the same
folder that you created here and they're
| | 06:29 | all set, by clicking the Modify button.
| | 06:31 | So we're going to say OK.
| | 06:33 | I'm going to say OK again and now I
have this shared location all set.
| | 06:38 | I'm going to save my template in that
shared Workgroup Templates folder where I
| | 06:43 | can use it and I can also
make it available to other users.
| | 06:48 | Let's go to Save As > Word Template.
| | 06:53 | Now this is my templates folder.
| | 06:55 | I actually have to follow that path
back again and go to BOOTH, out to my
| | 07:00 | network, back to the folder that I
created, wherever it is, and then I can say
| | 07:07 | Open that folder, go into Forms
and this is where it's going to be.
| | 07:11 | So I'm going to Save that.
| | 07:12 | So now I have 2 copies of the form.
| | 07:15 | I'll want to immediately go get rid
of my local copy of that or put it in
| | 07:20 | another folder where I keep
the forms that I've developed.
| | 07:23 | I don't want to make the mistake of
sometimes opening one and sometimes another,
| | 07:28 | I'd like to have 1
template that I use all the time;
| | 07:31 | even if I keep a backup somewhere else.
| | 07:33 | So I'm going to Close
this version of the template.
| | 07:38 | And what I could do is, I could
actually simply go to New > My Template.
| | 07:43 | Notice, here's the Forms tab.
| | 07:45 | This tab is in the Workgroup
Templates folders location that I selected.
| | 07:51 | This is the old template and I can
simply select it, right-click and delete it.
| | 07:58 | Now I no longer have a personal
template, I only have a workgroup template
| | 08:04 | that anyone can use.
| | 08:07 | One more thought while we're in here.
| | 08:10 | If I'm going to save a lot of templates,
it's a little painful to keep going
| | 08:13 | back to that same location over and over again.
| | 08:16 | Navigating the network to get there, and
the farther away it is, the more steps,
| | 08:20 | the more difficult it is.
| | 08:21 | So what I could do is click the
Office button and I could say Open.
| | 08:27 | Notice this is the last location
that I was in, so it keeps me here.
| | 08:31 | I'm going to go back to BOOTH-01,
back to Users, back to Gini Courter, to
| | 08:38 | this Office Templates folder and I'd like to
be able to save that as a Favorite Location.
| | 08:43 | So what I'm going to do is simply
select this and drag it and drop it.
| | 08:51 | Now if I drop it when I'm, for example,
pointing at the Desktop, I'll create a
| | 08:55 | link on the Desktop.
| | 08:56 | I want to wait till I have that dark
line and I'm going to then drop this here.
| | 09:01 | Now, when I want to save a template
to my Office Templates folder, I can
| | 09:06 | simply go here and be just one click
away from being able to save this in a
| | 09:10 | way that anyone can use it.
| | 09:13 | So, two methods that we have for
distributing templates, my recommendation is
| | 09:17 | that you distribute individual
documents based on templates by email and that
| | 09:22 | you distribute templates to others
in your workgroup, other people whose
| | 09:27 | templates you would have to maintain by
setting-up a Workgroup Templates folder,
| | 09:32 | saving your shared templates there
and pointing other users to that folder.
| | 09:37 | One additional thought.
| | 09:39 | If you don't want the other users to
be able to change the templates that are
| | 09:42 | there, it's very easy.
| | 09:44 | Simply ask your Information Technology
or Information Services staff, to make
| | 09:49 | that specific folder read-
only for users other than you.
| | Collapse this transcript |
| Troubleshooting form issues| 00:00 | Let's take a look at a few of the
things that can go wrong with the Word forms
| | 00:04 | saved as templates, and what you'll
hear from users when you have those issues.
| | 00:09 | For example, you might have users
tell you that they can delete labels, or
| | 00:13 | they'll just send forms back
where the labels are deleted.
| | 00:16 | Another possibility is that users will
tell you, I got this form but when I go
| | 00:21 | to click to enter data it
won't let me change anything.
| | 00:25 | Both of these
possibilities are permissions issues.
| | 00:28 | They're issues created because we restricted
the editing in the wrong way or not at all.
| | 00:33 | So let's go take a look at a document
that was created from our current template
| | 00:37 | and as soon as I go in and I see that
this insertion point is flashing up here,
| | 00:41 | I know I have a problem, because the
user shouldn't be able ever to select up
| | 00:46 | here, because if they can
select they can make mistakes too.
| | 00:49 | I didn't protect this form before I
saved it as a template the last time.
| | 00:54 | So I need to go open the
form so that I can correct that.
| | 01:01 | I'm going to choose Open.
| | 01:05 | I'm going to go to my Office Templates
folder I created, because this is a form
| | 01:09 | that's actually sitting right here,
and I'm going to open the template.
| | 01:14 | If I'm not sure if this is the template,
I can right-click and choose Properties
| | 01:17 | just in case, but it will tell
me that it's a template here.
| | 01:20 | I can also scroll across and
widen this type column and see that.
| | 01:23 | But let's open this template.
| | 01:25 | When I do it correctly, notice it
brings in the name of the template, not
| | 01:29 | document 1, or document 7, or whatever.
| | 01:32 | If I go to the Developer tab now and
I go to Protect Document > Restrict
| | 01:36 | Formatting and Editing. I missed it.
| | 01:39 | This is an easy enough thing to do.
| | 01:40 | Because you'll change your templates,
you have to turn off the Editing
| | 01:44 | Restrictions in order to modify the
template itself, and then you simply forget.
| | 01:49 | So I'm going to turn his back on.
| | 01:51 | Now if I simply click Yes, Start
Enforcing Protection now, I'm saying that there
| | 01:57 | can be no changes, and that creates my
second problem, where a user can't edit
| | 02:01 | anything in the form, because
I've locked the whole thing down.
| | 02:05 | Another way to do that accidentally
is to say that a user can only enter
| | 02:08 | comments, those are comments that are
created on the Review tab, where they
| | 02:13 | insert a new comment, not
information put in content controls.
| | 02:18 | So if the user can type anywhere
or can type nowhere, both of those
| | 02:23 | possibilities should send you back
to this Protect Document > Restrict
| | 02:27 | Formatting and Editing pane.
| | 02:28 | We're going to say only allow
filling in of forms, Yes, Start
| | 02:33 | Enforcing Protection.
| | 02:34 | We provide a password and say OK, and
then we would Save our form again, as a
| | 02:41 | template and close it so we don't get lost.
| | 02:45 | Another possibility is that a user may
tell you I got the form from somebody,
| | 02:50 | but it's already all filled in;
| | 02:51 | it's got all of John Smith's information in it.
| | 02:54 | The way this usually happens is:
| | 02:56 | John Smith had used the template to
create a new document, had filled stuff in,
| | 03:00 | and another user said, "
Hey that's a great form.
| | 03:03 | Can you send it to me?"
| | 03:04 | And John simply sent them a copy of the
document, filled in with all of his information.
| | 03:09 | As you noted earlier there are a lot of
users that actually use forms this way
| | 03:14 | because they don't know any better.
| | 03:16 | They simply type stuff in and when they
want to create a new form, they delete
| | 03:19 | the things that were in there already.
| | 03:21 | So you can direct this user how to
create a new document based on the template
| | 03:25 | by sending them to that
Workgroup Templates folder.
| | 03:28 | Another possibility is that some,
but not all content controls already
| | 03:32 | contain information.
| | 03:34 | Specifically if someone says, yeah a
just a couple of them near the bottom or
| | 03:38 | just one control has something in it, that's
probably your mistake rather than a user mistake.
| | 03:43 | Let's go back to our document.
| | 03:45 | Here's that document that was created
from our template and if we scroll to
| | 03:50 | the bottom, we've had a report that
there's already date recorded for this
| | 03:54 | been noted in payroll.
| | 03:56 | That's a real problem here because
we haven't even filled out the donor's
| | 03:59 | information and yet
supposedly it's already recorded.
| | 04:02 | And how we did this?
| | 04:04 | We did it accidentally.
| | 04:05 | We were testing the form and we
forgot to remove all of the data.
| | 04:08 | Now again, don't start fixing this here.
| | 04:11 | We're in a document.
| | 04:12 | We need to return to the template.
| | 04:14 | So let's click the Office button, go to
Open, go to our Office Templates folder,
| | 04:22 | to the Forms, and open our Pledge form again.
| | 04:27 | Now we just protected this form a moment ago
. It's not going to let us make any changes.
| | 04:32 | So we'll go back to the Developer tab,
go back to Formatting and Editing > Stop
| | 04:38 | Protection, and then we can go down
we can actually see this data is here.
| | 04:43 | A reminder of how to edit this data
: we have to do it in Design Mode.
| | 04:48 | So let's switch to Design Mode, go
back between the tags here, and select
| | 04:56 | and delete the data.
| | 04:57 | Arrow in any direction and our
original prompt will come back.
| | 05:05 | I'm going to make a mistake now
and save this template right now.
| | 05:10 | Because this is the fifth type of
error, you'll see users reporting to you.
| | 05:14 | They'll say there are funny
shapes all over in the form.
| | 05:18 | That's your mistake too and one that
I've made at least once I can remember.
| | 05:23 | If I'm in Design mode when I save my
template then when a user creates a new
| | 05:28 | form based on the template,
they will see all of the tags.
| | 05:33 | They won't know that they could go to
Developer and get out of Design Mode, and
| | 05:37 | they shouldn't have to know that.
| | 05:39 | So I'm going to close this document.
| | 05:44 | I'm in my form and I'm going to make
sure now that I'm not in Design mode
| | 05:49 | anymore, that I have my enforcement in
place, that all of my fields are empty.
| | 05:56 | I'm going to do my basic check
once again, say okay I'm ready.
| | 06:00 | Filling in forms, Start Enforcing
Protection, provide a password and say OK, and
| | 06:05 | then I'm going to come back and save this again.
| | 06:08 | I could always do a Save As and save in
the same location, but this is my pledge
| | 06:12 | form, open from the only public place I use.
| | 06:16 | I'll be fine right here.
| | 06:17 | Now I'm going to close this form and
I'm going to create a new document in the
| | 06:25 | My Templates folder based on the
pledge form and it looks just fine.
| | 06:29 | It doesn't have those funny shapes.
| | 06:32 | It doesn't have any extra data
recorded that I'll wish I hadn't recorded.
| | 06:37 | It behaves and I can make choices
in my dropdown list. Very good.
| | 06:42 | That's how you troubleshoot
forms in Microsoft Word 2007.
| | Collapse this transcript |
|
|
4. Creating Internal Forms with Building BlocksUnderstanding building blocks| 00:00 | Word 2007 has a new set of
tools called Building Blocks.
| | 00:04 | We can use Building Blocks in
combination with the Building Block Gallery
| | 00:09 | content control to create some amazing
forms that provide built-in galleries of
| | 00:14 | choices for our users.
| | 00:16 | Let me spend a minute reviewing building blocks.
| | 00:18 | If you'd like to know more about how to
create and save building blocks than I
| | 00:21 | show you here, I'd refer you to the
lynda.com Online Training Library where
| | 00:26 | there is a Microsoft Word 2007 course
that will cover Building Blocks for you,
| | 00:30 | but let's take a look at
how a Building Block works.
| | 00:34 | If we go to the Insert tab, many of the
new features in Word 2007 are actually
| | 00:39 | Building Block galleries.
| | 00:40 | For example, each of these cover pages
is a building block that was created and
| | 00:45 | is saved as an entire page.
| | 00:48 | We have Footer Building Blocks, and we
have Text Box Building Blocks, Custom
| | 00:55 | Text Boxes that you can
use to create publications.
| | 00:58 | These are really nice for custom
handouts and newsletters and that kind of thing.
| | 01:03 | Equations are also a kind of building
block, and then there's a Quick Parts
| | 01:08 | Gallery that includes building blocks
as well and this is what we're going
| | 01:11 | to take advantage of.
| | 01:12 | If you want to create a building
block, what you do is you enter some
| | 01:15 | information, you select it, and then
you either choose to Save it to a specific
| | 01:21 | gallery, or you can hold Alt and hit F3
and open the Create New Building Block
| | 01:27 | dialog box and then choose the
Gallery that you would like this particular
| | 01:31 | building block to appear in.
| | 01:33 | Give it a good title;
| | 01:35 | say how it should be created.
| | 01:36 | Content, content in a paragraph, or
content in its own page like a cover page
| | 01:41 | ,and then say OK and it will be saved.
| | 01:44 | So, for example, I created
some building blocks earlier.
| | 01:47 | One of the building blocks I created was a
header, just so you can remember how that works.
| | 01:52 | Here are all the built-in building
blocks, but here's a new header that I
| | 01:55 | created that has a photo and a table in it.
| | 01:57 | It opens, because it's a header it opens
the Header and Footer Tools dialog box.
| | 02:02 | So this is the kind of thing
that we can do with building blocks.
| | 02:06 | In forms though, oh my, gosh!
| | 02:09 | I have three different choices of
contract language about a location.
| | 02:13 | So what I'm going to do is create
three separate building blocks one for each
| | 02:17 | one and the effect then looks like this.
| | 02:20 | I tell my user to go and choose one
and they simply choose whether it'll be a
| | 02:23 | client location, a training facility or
a company facility that just drops in.
| | 02:29 | I have another building block.
| | 02:30 | It's a materials list and it's the same way.
| | 02:32 | I have two different choices.
| | 02:34 | I simply click and it's automatically inserted.
| | 02:39 | This is how building blocks
broadly work. I have a form.
| | 02:42 | I want to insert some boilerplate text.
| | 02:45 | Well first, perhaps I have a signature
block that would go at the bottom of the
| | 02:49 | letter of agreement, that I'd use over
and over and over again, similar to the
| | 02:53 | header that I showed you a few minutes ago.
| | 02:55 | So I select I create that signature
block once, select it, save it in the Quick
| | 03:00 | Parts Building Block Gallery, and then
when I'm ready to insert it, I simply go
| | 03:04 | to Insert > Quick Parts, choose
it and paste it into the document.
| | 03:09 | Now the second possibility is that I
have a Building Block Gallery that contains
| | 03:13 | those three choices for a training
location, the two choices for materials, the
| | 03:18 | five choices for an
introductory paragraph, and so on.
| | 03:21 | When I open up the gallery then, I can
point a content control to this specific
| | 03:26 | gallery and to items in the category
that's Training Facility, for example.
| | 03:30 | The user then can look at each of
these items and say, which one do I want?
| | 03:35 | Finally, chose one and insert it.
| | 03:38 | What ensures that Word will provide
these three choices, and only these three
| | 03:43 | out of a gallery that might have 50
building blocks, is that these three items
| | 03:47 | share a common category.
| | 03:50 | Building Block Quick Parts, tied to
this content control here, provide an
| | 03:54 | absolutely incredible way for our users
to quickly create letters of agreement,
| | 04:00 | contract proposals, anything else that
has boilerplate text that we will use
| | 04:05 | over and over again.
| | Collapse this transcript |
| Creating and saving building blocks| 00:00 | We have an existing letter of agreement,
probably five or six of them, that show
| | 00:04 | different options that a user could
insert into the letter of agreement.
| | 00:09 | Three or four different
possibilities, for example, for work location.
| | 00:13 | A couple of possibilities
for materials management.
| | 00:16 | And so we're going to take that
contract or several of those contracts and
| | 00:20 | abstract out the different
choices that a person could use.
| | 00:24 | So, for example, under Work
Location we have three different choices.
| | 00:28 | One is the training will be
provided at a client location.
| | 00:32 | The second is that it will be done at
a facility that's rented by the client,
| | 00:36 | and the third is that it
will be provided at our office.
| | 00:39 | So three different options, each
one of them could be a valid choice.
| | 00:43 | Then we also have three different
possibilities for how Materials will be handled.
| | 00:47 | Whether they'll be client printed,
office printed, or there are specific other
| | 00:52 | materials that our client
generated that will be used.
| | 00:55 | Now as you go through a contract in
your organization you might find that in
| | 01:00 | five or six pages of contract there
are 12 or 13 different options like this;
| | 01:05 | places that you could make it really
easy, because you're copying and pasting
| | 01:09 | text, or copying and
modifying it in some minor ways.
| | 01:13 | So these are the kinds of things you look
for to create this kind of an internal form.
| | 01:18 | But this is a form that you could send
to somebody else that you could duplicate.
| | 01:23 | In order to create this form we have to
understand how we're going to store the
| | 01:28 | building blocks that we create.
| | 01:29 | There are two different
possibilities about how we save building blocks.
| | 01:35 | One is that we can save building blocks
so that they're on your local machine.
| | 01:40 | So when you start Microsoft Word,
there is a list of Built-In Building Blocks
| | 01:45 | and we saw those in the last movie, the
built-in headers, footers, cover pages,
| | 01:48 | page numbers, text-boxes
and so on that already exist.
| | 01:52 | They are stored in a file
called Built-In Building Blocks.dotx.
| | 01:58 | So it's a template, it's dotx extension.
| | 02:01 | As soon as you create a building block,
the very first one, Word creates another
| | 02:07 | template called Building Blocks.dotx.
| | 02:11 | The Building Blocks stored there are your
personal building blocks that you created.
| | 02:16 | Now it's possible to store building
blocks in the Normal template, but I want
| | 02:20 | to strongly recommend against this,
because there are times when Normal.dotx
| | 02:25 | gets destroyed in the act of updating
Microsoft Word and you don't want to lose
| | 02:29 | your building blocks.
| | 02:30 | So don't keep them there, although you can.
| | 02:33 | But here is what's most true.
| | 02:35 | When Word launches it doesn't
just look for specific files.
| | 02:38 | It goes to a file folder called
Document Building Blocks and in that Document
| | 02:43 | Building Blocks folder, it opens
every single template and loads all the
| | 02:47 | building blocks out of all of the
templates into your built-in galleries.
| | 02:52 | So if you create a lot of building
blocks that you want to be able to use, you
| | 02:56 | can actually create different
templates for them, and make it easier for you
| | 03:00 | to manage them then.
| | 03:02 | So, all of these templates
are loaded when Word launches.
| | 03:05 | However, you can also store building
blocks locally in any template, and then
| | 03:10 | they're not loaded when Word launches,
and they're not even stored in the
| | 03:15 | Document Building Blocks folder.
| | 03:17 | They're actually stored in the
template itself. Here is the magic.
| | 03:20 | What I can do is I can create building
blocks, save them in my template, and
| | 03:25 | then I can send that template to
someone else, and when they open it those
| | 03:29 | building blocks will be added to
their building block galleries.
| | 03:32 | This is really incredibly cool.
| | 03:35 | So what we're going to do in our letter
of agreement is we're going to actually
| | 03:38 | create three building blocks for Work
Location, one, two, three, and we will
| | 03:45 | save those in this document template.
| | 03:48 | Then we'll create three building blocks
for Materials and we'll save them in our
| | 03:52 | materials template, and we'll
save them also in this template.
| | 03:56 | So we'll have six building blocks that
are built-in that move around with this.
| | 04:00 | Now, before we get started, if we were
going to, for example, save this is as a
| | 04:05 | building block, I can hold Alt and hit
F3 to open up the new Quick Parts dialog,
| | 04:12 | or I can go to Quick Parts > Save
Selection to the Quick Parts Gallery, which is
| | 04:15 | where building blocks go.
| | 04:17 | I'm going to make a mistake here,
because it's a mistake that you'll make.
| | 04:20 | I'm going to save this selection
and tell it that I want to save it.
| | 04:23 | You'll notice I only have two choices.
| | 04:26 | First, I can't save it in
built-in, that's not mine.
| | 04:28 | Here's my Building Block gallery.
| | 04:30 | Here's Normal.dotx.
| | 04:31 | My question is why can't I save it here?
| | 04:34 | And the answer is really easy.
| | 04:35 | This isn't a template;
| | 04:37 | it's still a document.
| | 04:38 | So the very first step we're going to
go through is we're going to save this
| | 04:41 | document as a template as
we did in the last chapter.
| | 04:44 | So I'm going to say File > Save As
> Word Template, slide up here to
| | 04:50 | Microsoft Word > Templates and I'm
going to Save this as Letter of Agreement
| | 04:59 | and just leave it at that.
| | 05:00 | So here is my template.
| | 05:03 | Now just that simple change when I go
back to Quick Parts > Save Selection to
| | 05:07 | Quick Part Gallery, you'll notice that
one of my choices is Letter of Agreement,
| | 05:11 | because it's now a template.
| | 05:12 | So the first thing is, I have a client
location, so I'm going to say, Word just
| | 05:17 | grabs the first two or three words or
phrases out of your text that you've
| | 05:21 | selected and all of these start the same way.
| | 05:25 | So I'll say that this is actually, this
training is going to be held at a Client Site.
| | 05:29 | That will be my first choice.
| | 05:32 | I can save this anywhere I want.
| | 05:34 | There are actually some custom galleries
that I can use, but I can just leave it
| | 05:37 | in Quick Parts for right now. That's fine.
| | 05:40 | Here are the two things we
need to pay attention to.
| | 05:43 | First, we're going to save
this here in the local template.
| | 05:45 | Second, we want to set up a Category
for it, because when we connect this to a
| | 05:50 | content control, it's
going to ask what category?
| | 05:53 | So this is Work Location, easy enough to find;
| | 05:56 | it's the same as this heading.
| | 05:58 | I'm going to Create a New Category
and I'm going to call it Work Location.
| | 06:03 | This isn't a time to get mystical.
| | 06:05 | If I have a heading nearby that describes
these, I should just grab it. Last choice here.
| | 06:10 | If it was a cover page, it
would go in its own page.
| | 06:13 | If I want it never to be in-line content,
I'll put it in its own paragraph, or I
| | 06:18 | could insert the content only.
| | 06:19 | Now just a little thing to look at.
| | 06:22 | Out here at the end when I've select
this line, I'm actually getting at the end
| | 06:26 | where I have a return, where I pressed Enter;
| | 06:28 | what's known as a
carriage return and a line feed.
| | 06:31 | What I can do is I can say Insert the
content only and know that I'm going to
| | 06:35 | get this return at the
very end. That works nicely.
| | 06:38 | I could have selected and left the
return out then and chosen Insert content
| | 06:43 | in its own paragraph.
| | 06:44 | But if I ever want to use this as
the middle sentence of a three sentence
| | 06:48 | paragraph, then I really want to have
Insert content only, and I would have
| | 06:51 | preferred not to have
included the return at the end.
| | 06:54 | So this is Client Site, Work Location
and the Letter of Agreements template fine.
| | 06:59 | Let's do this again.
| | 07:01 | I'm going to hold Alt+F3 this time,
just to open that Create New Building Block
| | 07:04 | gallery more quickly, and this
is going to be Rented Facility.
| | 07:11 | Once again my Category will be exactly the
same, another alternative under Work Location.
| | 07:17 | I'm going to Save it once again in
Letter of Agreement and Insert content only.
| | 07:22 | Finally, my third choice, Alt+F3,
this is at the Triad Office.
| | 07:30 | You can Tab between these and
use the Arrow keys, if you prefer.
| | 07:34 | Save this in Letter of Agreement,
in the Letter of Agreement template.
| | 07:38 | Now I can enter a Description for each
of these if I wish, and I could easily
| | 07:42 | put 3 of 3 choices and it is stored in
the Letter of Agreement template, but the
| | 07:52 | only person that's going
to see that right now is me.
| | 07:55 | If you're developing templates for
other people to use and distributing them
| | 07:58 | broadly, I encourage you
to put descriptions in here.
| | 08:02 | Let's go ahead and say OK.
| | 08:04 | Now if I go to Quick Parts, you'll
notice there are these three options.
| | 08:08 | Notice also that because I had included
some formatting on these so they stood
| | 08:13 | out, that I still have that
formatting here in my Quick Parts.
| | 08:16 | If I didn't want them to be formatted,
it would be a really good idea for me to
| | 08:20 | remove the formatting before I start.
| | 08:23 | I have the same kinds of choices here
and I'm going to do only the first choice
| | 08:27 | so that you can see the
difference. This is Materials.
| | 08:30 | So we're going to hold Alt and hit F3, and
this is going to be Client Prints the materials.
| | 08:37 | And I don't want to store this in Work Location;
| | 08:39 | I want to store this in Materials.
| | 08:41 | So I'm going to create another
new category called Materials.
| | 08:45 | I'm going to save this in my template
and I'm going to Insert content only.
| | 08:51 | I'll let you go ahead and create the
remaining two building blocks that are here
| | 08:55 | saved in the Quick Parts gallery.
| | 08:57 | And I'll meet you for the next movie,
when I'll show you how to hook up
| | 09:00 | the Building Block gallery content
control to be able to call these out in
| | 09:05 | your document.
| | Collapse this transcript |
| Using the Building Block Gallery content control| 00:00 | We've created and saved our building
blocks here in this local template, and now
| | 00:05 | we're going to go to the Developer tab
and we're going to use the Microsoft Word
| | 00:10 | Building Block Gallery Content
Control to connect those building blocks as
| | 00:16 | dropdown choices here in our template.
| | 00:18 | I can actually include this control
to be able to open any gallery I wish.
| | 00:23 | I can open the Header gallery, the
Footer gallery, but I have to be sure that
| | 00:27 | the choices that I want
are available to the user.
| | 00:29 | So if I wanted people to have a list of
custom headers, this would be how I would do it.
| | 00:34 | I'd create them and then hook it up with
the Building Block Gallery Content Control.
| | 00:39 | We don't need this text here any longer.
| | 00:41 | I'm going to simply delete it and now
we're going to put in a choice for work
| | 00:44 | location right here.
| | 00:47 | If I wanted to just be a little
paranoid and check, I'd go over here and make
| | 00:50 | sure, oh, yeah, there we go.
| | 00:53 | There are my work location
building blocks that I built earlier.
| | 00:56 | So let's go to the Developer tab.
| | 00:59 | Let's choose the Building Block Gallery
Content Control and now in Design mode
| | 01:04 | let's set its Properties.
| | 01:06 | This is going to be a Work
Location. There is my Tag.
| | 01:11 | I don't want anyone deleting this,
and then this is what's unique here.
| | 01:15 | I'm going to say go ahead and go to
the Quick Parts gallery, but I would like
| | 01:18 | you to find only the work locations.
| | 01:21 | So I need to know what gallery I've
saved something in, and I need to know what
| | 01:28 | category I assigned it to.
| | 01:30 | If I don't include a category then
it would show all my Quick Parts.
| | 01:34 | Let's do that first.
| | 01:35 | This is a little bit of mistake,
but let's see how this works out.
| | 01:38 | If I say OK, and then exit Design mode,
when it says choose a building block,
| | 01:43 | I'll see the Materials
and the Work Locations here.
| | 01:46 | Let's go back and change the properties
again and say no, just Work Locations.
| | 01:52 | Now when I leave Design mode, when
somebody comes down here to Work Location, it
| | 01:56 | says choose a building block, and
notice only three, the ones that are in the
| | 02:01 | category Work Location.
| | 02:03 | Let's really quickly do
that again for Materials.
| | 02:06 | It's cool and it's not at all tricky.
| | 02:09 | Let's go ahead to Design mode.
| | 02:11 | Let's insert the Building Block Gallery
Content Control, check its properties,
| | 02:16 | and this is Materials and we'll say
in the Quick Parts Gallery, Materials.
| | 02:25 | Now when we leave Design mode, I can
choose my Work Location here, and I can
| | 02:33 | dropdown further and I can choose my Materials.
| | 02:37 | Now we have some extra space in each of
these simply because I had selected the
| | 02:43 | text that included the return at the end,
another good reason to leave it out,
| | 02:46 | because notice that's where
all this extra text comes from.
| | 02:50 | If you want to see that we can go to Show/
Hide marks and we'll see that this is right here.
| | 02:56 | There is our problem.
| | 02:56 | If we remove that, we're fine.
| | 02:58 | So as I'm selecting information for
my building blocks I might want to pay
| | 03:01 | attention to whether or not I've
actually included everything I want to or if
| | 03:05 | I've included more text than I want to.
| | 03:07 | It's a little hard, because when you
get this period you'll also get the
| | 03:11 | paragraph mark when you select, but just
hold Shift, hit the Left Arrow and come
| | 03:16 | back and select exactly and only the
text you want if you want to exclude the
| | 03:20 | paragraph marks at the end.
| | 03:22 | I'm going to turn Show/Hide paragraph marks off.
| | 03:25 | I have some data in here and remember that I
don't, because I'm going to save my template again.
| | 03:29 | So I'd like to get rid of
the information that's in here.
| | 03:32 | A little reminder on how you do that.
| | 03:33 | You simply delete what was inserted,
hit the Arrow key, and choose a building
| | 03:38 | block will come right back for us.
| | 03:40 | Let's go ahead and clean this one up too.
| | 03:44 | Select all the text that was entered,
delete it, hit the Down Arrow key.
| | 03:49 | My building blocks are back, I can go
ahead and save this Letter of Agreement again.
| | 03:54 | I can take this and ship it to anybody
I want by email this template and it's
| | 03:58 | going to work just fine for them,
because as soon as they open Word and then
| | 04:01 | open this document, Word will see
there are building blocks and it will load
| | 04:05 | them to their Quick Parts gallery.
| | 04:07 | I can also save this in my
Workgroup Templates folder.
| | 04:10 | This is a fabulous template and if I
take the time to go through and do this
| | 04:13 | once on a great document at my office,
I'll be a hero, and other people will
| | 04:17 | say, how can I do that as well?
| | 04:19 | And you can say, go check
out that training on lynda.com.
| | Collapse this transcript |
|
|
5. Creating Controls That Repeat DataDemonstrating controls that repeat data | 00:00 | So in last chapter we were working
with building blocks to create a complex
| | 00:04 | form, like a letter of agreement or
a contract, that would have lots of
| | 00:08 | boilerplate information that we
wanted the user to be able to swap in.
| | 00:12 | There's another kind of information
that we often find in contracts or letters
| | 00:15 | of agreement or proposals or RFPs,
and that's information that repeats.
| | 00:21 | For example, early in this contract we asked
the user to enter a short name for the company.
| | 00:26 | So they will go in and
type some information in here.
| | 00:29 | For example, let's say this is Two Trees Oil.
| | 00:37 | Then later on they're asked to choose a
service type, and they go ahead and they
| | 00:41 | choose Consulting, for example.
| | 00:43 | Now there are other places where Two
Trees Oil, the short name of the company,
| | 00:48 | and we're the service being
provided Consulting appear, for example.
| | 00:52 | We see the service type here again,
and here's the short name for the company
| | 00:56 | over and over and over again.
| | 00:58 | We see the same field.
| | 01:01 | Yet the way the form is constructed
right now, we'll have to re-choose
| | 01:04 | that every single time.
| | 01:06 | We'll go to choose the
service type again, and again.
| | 01:10 | We'll choose the short name for the company
and we actually have to enter this every time.
| | 01:16 | So we're not saving as much time as we should.
| | 01:19 | I'd like to set up my Word form in
such a way that whenever I enter the short
| | 01:23 | name of the company all of the other
fields that are identical will change.
| | 01:27 | When I choose a service like
Consulting all of the other service type
| | 01:31 | fields will change.
| | 01:32 | In order to do that, we're going to need
to download a free Word Content Control
| | 01:37 | toolkit from a site that Microsoft provides.
| | 01:39 | Then we'll create a schema which is a
description of the data that lives in this document.
| | 01:44 | We'll then tie the schema to the document and
we'll be able to have fields that will repeat.
| | 01:51 | This is a little bit complex, but once
you've done it one or two times, you're
| | 01:54 | going to get real comfortable being
able to take your Word form with content
| | 01:58 | controls and create a schema, and
then map it back to the document.
| | 02:02 | Let's get going!
| | Collapse this transcript |
| Downloading and installing the Word Content Control Toolkit| 00:00 | CodePlex is a community
site hosted by Microsoft.
| | 00:04 | Microsoft doesn't post things on this
site, instead they create this open space
| | 00:08 | where developers, who are working on a
wide range of Microsoft products, can
| | 00:13 | post things that other people can use.
| | 00:15 | While Microsoft doesn't review the
items that are here other users do, and they
| | 00:20 | move through a process where someone
might post something and it's treated as an
| | 00:23 | early release, an Alpha.
| | 00:25 | As people start to use it and gain some
confidence with it, then it can be rated
| | 00:29 | as a Beta, or when it's in production
in a number of locations then it's rated
| | 00:34 | as a stable product.
| | 00:35 | A product that anybody should feel
very comfortable downloading and using.
| | 00:39 | We're going to take a look at the
Word Content Control toolkit, which is a
| | 00:43 | stable product for free on a CodePlex site.
| | 00:47 | The URL for that product is dbe.
codeplex.com and that brings us to the Word
| | 00:54 | Content Control toolkit.
| | 00:56 | You'll note over here that it is a
stable product, that it's been in place for
| | 01:00 | quite a while, and that has lots of
downloads and it's rated very highly by the
| | 01:05 | people who've used it, most
of whom aren't programmers.
| | 01:08 | They're Word power users like you.
| | 01:11 | You'll find also that there's a
tutorial that's been provided;
| | 01:14 | there are actually several of these,
not just this one, on the Content Control
| | 01:18 | toolkit and you can go take a look at
other information information about the
| | 01:23 | Content Control toolkit like all
comments, when it was changed, and so on.
| | 01:28 | I'm going to click here to download it.
| | 01:31 | You'll have to agree to the license.
| | 01:33 | If you haven't used things on CodePlex
or other free open-source software, it's
| | 01:38 | a good thing to understand what it is
you're doing here, before you agree.
| | 01:43 | Then there will be an Installer package
and you're going to be asked if you want
| | 01:46 | to Save or Run this.
| | 01:47 | If you save it, then you'll
have to run it afterwards.
| | 01:50 | If you've got a great Internet
connection, you might as well just run it on its
| | 01:53 | way down, It says the publisher can't
be verified its unknown but it is from
| | 01:58 | CodePlex and this isn't unusual,
so I'm going to go and run this.
| | 02:03 | Again, here's a limited license that
says that we have a nonexclusive worldwide
| | 02:11 | license to use this royalty-free.
| | 02:16 | You just read this and make sure that it works.
| | 02:20 | It's as is software, we know that.
| | 02:22 | I Agree and I'm going to choose Next and
I'm going to go ahead and install this.
| | 02:27 | I can either install this just for myself
or for everybody who uses this computer.
| | 02:31 | I'm going to install this just for me,
click Next twice and it will take a moment.
| | 02:38 | I'm going to go ahead and close Internet
Explorer and it installs very, very quickly.
| | 02:47 | I'm going to click Close and now I have the
Word Content Control toolkit on my computer.
| | 02:53 | It will automatically place a shortcut
on the Desktop, and since I'm going to
| | 02:57 | use this just a little bit right now,
I'm going to go ahead and leave that
| | 02:59 | there, but you'll be also find that if
you go to All Programs that it will be
| | 03:05 | listed alphabetically in the list
of programs at the top that are not
| | 03:09 | contained in folders.
| | 03:11 | In our next session we'll see how to use
the Content Control toolkit to create a
| | 03:15 | schema for our template.
| | Collapse this transcript |
| Creating a schema using the Word Content Control Toolkit| 00:00 | Here's my template now and I've
prepared it so that I can begin working with a
| | 00:04 | Content Control toolkit.
| | 00:06 | I'd like to show you what
I've done with this document.
| | 00:08 | First, I went into Design mode and
made sure that I entered a content control
| | 00:15 | for every single piece of data I wanted
to capture from the user, but only the
| | 00:20 | first time that I wish to capture the data.
| | 00:22 | So for example, the Company Short
Name field appears here and several other
| | 00:27 | places in the document.
| | 00:29 | I've only entered one
control for Company Short Name.
| | 00:32 | Every place else that I want to use
the Short Name control, I've simply
| | 00:36 | highlighted it in the same color, in yellow.
| | 00:39 | Likewise I choose a Service Type in the first
paragraph and then use it again, twice more.
| | 00:44 | There's a Start Date that's entered here,
that's used again, and the Legal Name
| | 00:48 | of the company is repeated
down here in the signature block.
| | 00:53 | This is important, because you don't
want to have multiple copies of a control
| | 00:57 | when you begin with the
Word Content Control toolkit.
| | 01:01 | I have this document all
marked up as I would like.
| | 01:04 | You don't need to highlight these, but
as you'll see in a couple of movies, as
| | 01:08 | you'll see two movies from now, when I
actually am adding copies of the control
| | 01:12 | it's really nice to be able to move
quickly through the document, because I've
| | 01:15 | highlighted already every
occurrence of these controls.
| | 01:18 | So take your template, make sure that
you have only one unique control for each
| | 01:24 | type of data you're entering.
| | 01:26 | One control that has
first name, one for last name.
| | 01:29 | If there are duplicates, remove them
and simply put in something like last name
| | 01:33 | or short name, highlight
it, and you'll be all set.
| | 01:36 | I'm going to go ahead and save my template.
| | 01:39 | Now we'll start the Content Control toolkit.
| | 01:41 | This is a very basic Window, I'm simply
going to choose File > Open, and go back
| | 01:47 | and get my Letter of
Agreement template that I just saved.
| | 01:50 | When I open this, the Content Control
toolkit automatically reads every single
| | 01:57 | one of those content
controls and lists them here.
| | 02:00 | These are the tags that I entered as
the property of the control, and if I want
| | 02:04 | to see it all, I can go ahead
and select and widen this list.
| | 02:08 | It's a good idea at this point, to make
sure that there are no duplicates here.
| | 02:11 | We're now ready to create a schema.
| | 02:14 | We're told there are no
Custom XML parts in this document.
| | 02:17 | Click here to create one or click here.
| | 02:21 | Immediately, there is a stub
of a new XML schema created.
| | 02:26 | We're going to go to the
Edit view to finish creating it.
| | 02:31 | But first let's take a moment and
learn a little bit about schemas.
| | 02:34 | Schemas are used to organize your data.
| | 02:37 | So we could simply list each data
element, but we don't want to do that.
| | 02:41 | We'd like to actually organize them
together, group them, particularly if you
| | 02:45 | have a long document with many, many elements.
| | 02:48 | This isn't grouping based on how
they're entered in a document, but it's
| | 02:51 | grouping simply based on how they hang together.
| | 02:55 | So, for example, we have content
controls that capture the legal name of the
| | 02:59 | company, a short name or nickname for
the company used in the contract, the
| | 03:03 | type of service, the start date, the
service city, for example, but those
| | 03:08 | aren't all about one thing.
| | 03:10 | The legal name and the company
short name are info about the company.
| | 03:14 | The service type, start date, and
service city are specific to this contract.
| | 03:18 | They're about the service that will be provided.
| | 03:20 | Finally, there's another field in there
called Submit Date that has nothing to
| | 03:23 | do with the company or the service provided;
| | 03:26 | it's simply related to the form.
| | 03:28 | So what we can do, is we can
cluster this information together.
| | 03:31 | We can abstract a category called
Company Info that encapsulates legal name
| | 03:37 | and company short name.
| | 03:39 | We can abstract service provided.
| | 03:41 | We won't actually ever have a control
in our template called Service Provided,
| | 03:46 | and yet that's a good way to think of
what service type, start date, and service
| | 03:50 | city have to do with.
| | 03:51 | Each of these boxes represents
something that in XML is called a node.
| | 03:57 | So legal name, company short name, and
service type are nodes within the node
| | 04:01 | called Company Info.
| | 04:03 | There is a high-level singular node then
in every schema that is called the Root.
| | 04:08 | So every piece of information we enter
will be part of the root. It has no peer.
| | 04:14 | Within the root then we'll
have three clumps of things;
| | 04:16 | Company Info, Service provided,
and Form, and within those we'll have
| | 04:20 | other smaller nodes.
| | 04:22 | When you enter information into a schema,
there's a specific way that you have to do it.
| | 04:27 | Every element has to have tags, a
start tag and an end tag that identify
| | 04:32 | here's where this data begins, here's where
this data ends and this is what it's called.
| | 04:36 | When you type a schema you'll begin by
typing the less than symbol and the name
| | 04:41 | of that node, for example, legal name,
first name, service date, and so on.
| | 04:47 | You'll then type any default value you would
want to have displayed in the form by default.
| | 04:54 | Those wonderful placeholders that we
have in our Word form are going to be wiped
| | 04:59 | out by the Word Content Control toolkit.
| | 05:01 | So there will be no default value anymore.
| | 05:04 | We have to enter one if
we would like to have one.
| | 05:06 | So, for example, we might
enter Type city name here.
| | 05:09 | We'll then type an end tag and I
want you to notice that the end tag is
| | 05:14 | identical to the start tag except it
begins with a slash, a forward slash.
| | 05:20 | So you type less than (<), forward
slash (/), and the same tag that you had for
| | 05:24 | the start tag, and then
the greater than (>) symbol.
| | 05:26 | Now if you don't ever intend to put a
default in there, if you're happy to just
| | 05:32 | have an empty spot, then what you
can do is you can shorten this process.
| | 05:36 | You can type the tag, close
the tag, and that's all you need.
| | 05:40 | So this second option totally takes
the place of typing a start tag, some
| | 05:45 | default text, or some
default value and then an end tag.
| | 05:49 | Let's return then to the Word Content
Control toolkit and build the schema that
| | 05:55 | corresponds to the content
controls that are in our template.
| | 05:59 | Here you see the root with a tag
at the start and a tag at the end.
| | 06:03 | I'm going to go ahead;
| | 06:04 | everything I type will go
between the start and the end here.
| | 06:07 | So the first thing I want to do is
I want to note that I have a form.
| | 06:10 | So I'll do an open tag for the form and
in this form I actually have one element
| | 06:17 | and that element is the Submit Date.
| | 06:19 | So one way you can do this is you can
just hit the Spacebar a couple of times to
| | 06:23 | move this over, or you can hit the
Tab key and it will move it way over.
| | 06:27 | So there's the opening for our form
container, and then I'm going to put in a
| | 06:32 | submit date, there's the opening tag.
| | 06:34 | Now, I don't want to put any
text in here necessarily. I could.
| | 06:39 | I could Choose a date, for example,
and that will make sure that you can
| | 06:44 | actually see that field.
| | 06:45 | Then I'll go ahead and begin the
close tag which will also say submit date.
| | 06:51 | You can copy and paste in here if you want to.
| | 06:53 | Now I'm going to go ahead
and close the Form tag, </form.
| | 07:00 | So these two items are parallel.
| | 07:02 | Now I'm going to open up that next
higher level node, which was information
| | 07:07 | about the company or the client.
| | 07:09 | So let's just call it
companyinfo. There is our tag.
| | 07:14 | Over here I can see that I have
fields like company short name, legal name.
| | 07:17 | I do not have to use exactly the same name.
| | 07:20 | So I'll actually know
this is part of company info.
| | 07:23 | So let's say legalname and I'm going to
type Enter legal name, and I'm going to
| | 07:30 | go ahead and close that tag
and now we have the short name.
| | 07:37 | Even though it's called comp short name
here I can simply call it short name here.
| | 07:42 | Enter short name, and then close that tag off.
| | 07:46 | Again, if you'd like to do copy and
paste after you type short name, you can
| | 07:50 | select it, copy it, come here, paste it
and then all you have to remember to do
| | 07:56 | is to go ahead and put the slash in here.
| | 08:00 | That's really all the info that we
have that is solely about the company.
| | 08:05 | I'm going to make a mistake now and
we'll come back and I'll show you how this
| | 08:08 | will be caught and corrected later.
| | 08:11 | Now we're going to put some
information in that is about this
| | 08:15 | particular service.
| | 08:16 | So this is service info.
| | 08:17 | Again, these don't exist in terms
of control so I have some freedom.
| | 08:21 | I'd just like to do something
specific and it's understandable, but brief.
| | 08:26 | The rule in XML is that these
should be what's called human-readable.
| | 08:29 | You should be able to look at this and
have a clue what it is, even if you know
| | 08:33 | very little about the business
that this has been written for.
| | 08:36 | So we have a service type and I could
say, Choose a service, and close that tag
| | 08:44 | set, and then I have a startdate and
I could just say Choose start date.
| | 08:51 | I've made another mistake that we'll
grab later on, and I have a service type,
| | 08:58 | start date, service city, end date.
| | 09:00 | It make sense to put the enddate here as well.
| | 09:03 | Choose enddate, because those
will come up next to each other.
| | 09:08 | Then I have a training center
and all of these are dropdowns.
| | 09:12 | You'll notice that I'm using the word
Choose for dropdowns and Enter for places
| | 09:16 | where people would type, and so on.
| | 09:20 | So I have a number of items to enter.
| | 09:23 | I don't actually have to enter
every single item that's in my list.
| | 09:26 | It's a good practice to do
that, but I don't have to.
| | 09:30 | So I'm going to go ahead and
close this service info tag.
| | 09:35 | If at any point it would help me to
go back and look at my form, there's
| | 09:38 | actually a button that will let me do
that . I can click here and I'll ask that
| | 09:43 | to save it, so that it's in sync with
the viewer or not. It doesn't matter.
| | 09:47 | It will actually show me the content
controls, and then I can click on one and
| | 09:52 | it will show it to me here in the
viewer, which is kind of a nice thing to be
| | 09:56 | able to do to see every
single item that's in here.
| | 09:58 | I'll go ahead and close that again,
because I need to close it to be able to
| | 10:02 | save it when I'm all done.
| | 10:04 | But I'm not done yet;
| | 10:05 | I want to check the syntax of my schema
to make sure that I did a good job with
| | 10:10 | my start tags and my end tags, and so on.
| | 10:13 | I'm actually going to go make one more
mistake in my schema first, so you can
| | 10:17 | see how these get caught.
| | 10:18 | So I'm going to click the Check Syntax
button, and it says the form start tag on
| | 10:23 | line 2, that's here, does not match
the end tag of frm, Line 4, position 4.
| | 10:30 | Now position 4, actually the tab is one
position, and then you simply read in.
| | 10:35 | But I'm going to say, oh, I see what I did,
there is no o the second time. So I fix that.
| | 10:40 | Then I go ahead and check the syntax again.
| | 10:42 | It says the startdate tag on line 10
does not match the end tag of serviceinfo,
| | 10:48 | and you might wonder where is serviceinfo?
| | 10:52 | How does that work?
| | 10:53 | When it tells you that a starttag and
an endtag don't match and it's not the
| | 10:57 | same, the odds are good that
you've missed tagging the ending.
| | 11:02 | So I have start date and at the
end here I don't have a close tag.
| | 11:06 | So always look to make sure whatever
it's flagging, that the corresponding tag,
| | 11:10 | it'll flag the start tag,
go look at the end tag.
| | 11:13 | If it flags the end tag, go
back and look at the start tag.
| | 11:16 | Let's check again, and we'll find that
the companyinfo tag on line 5 does not
| | 11:21 | match the ending tag of a root.
| | 11:24 | So where's my closing tag for
companyinfo and the answer is, I didn't put one in.
| | 11:29 | So let's go down now and copy this
companyinfo tag and go ahead and repeat it,
| | 11:36 | and I will need to close that.
| | 11:39 | When I checked this last time
there are no syntax errors found.
| | 11:43 | This is what's called well-
formed XML. It's good enough.
| | 11:47 | It passes the test.
| | 11:48 | It's not at all confusing to Microsoft
Word, or to the Word 2007 Content Control
| | 11:54 | toolkit, or to the Content Control toolkit.
| | 11:57 | It understands what I've laid out here
in terms of my data, that I have in the
| | 12:02 | root a bucket or a group called Form
that has one control in it, another bucket
| | 12:07 | called companyinfo with two controls,
and then finally a serviceinfo bucket
| | 12:12 | that has four controls. So I'm all set.
| | 12:14 | This looks good . I've now created my schema.
| | 12:17 | I'm going to do one more thing, which
is I'm going to actually export this XML
| | 12:21 | schema and save it so I have it.
| | 12:24 | So let's go ahead and save this and I
can give it the same name as my document.
| | 12:30 | It will have an ending of .XML.
| | 12:33 | I'm going to save this, but I'm not
going to close the Content Control toolkit,
| | 12:37 | because I'll be right back in the next
movie to show you how we're going to bind
| | 12:41 | our schema to our Content Controls.
| | Collapse this transcript |
| Binding the schema nodes to the controls| 00:00 | In the previous movie I used the Word
2007 Content Control toolkit to create a
| | 00:06 | schema that corresponds to the
content controls in our template, Letter of
| | 00:13 | Agreement-Marked Up.dotx.
| | 00:14 | I have one more thing that I need to do.
| | 00:16 | If you closed the Word 2007 Content
Control toolkit between the last movie and
| | 00:21 | this one, it's a really good idea to go
ahead and say, I'd like to import my XML
| | 00:27 | document that I saved in the last
movie and it will fill in here again.
| | 00:31 | But I'm assuming that you followed
along with me or have imported your XML
| | 00:35 | document into the editor that
represents your schema, and let's now take a look
| | 00:39 | at our Binding view.
| | 00:41 | The Binding view shows the root and then
each of the three nodes that we created
| | 00:46 | and within that the additional nodes
that represent our content controls.
| | 00:51 | So I'm going to simply open this all
up and show you how we're going to bind
| | 00:56 | these nodes in our schema to these controls.
| | 00:59 | Let's start with Submit Date.
| | 01:01 | I'm going to click it or even double-click
it so I make sure that I have it selected.
| | 01:06 | Grab the icon and drag and
drop it onto Submit Date.
| | 01:11 | Key things to note:
| | 01:13 | I'm in the Bind view, I double-click
to select and after I've done this, the
| | 01:18 | Word 2007 Content Control toolkit will
write a description, an XPath, that tells
| | 01:25 | us how to get to this
Submit Date and the schema.
| | 01:27 | It's not that hard to read.
| | 01:29 | It says that there's a root followed by
a form node, followed by the submit date
| | 01:35 | node, just what you see right here.
| | 01:38 | Let's go ahead and take a
legal name and bind it here.
| | 01:44 | Notice it says legalname,
let's double-click shortname.
| | 01:48 | Drag its icon and drop it on compshortname.
| | 01:55 | The only thing you have to really worry
about here is to make sure that you've
| | 01:59 | selected it, that you haven't just
clicked it in such a way to you didn't really
| | 02:03 | select it, and that you drop it on
the correct content control on the left.
| | 02:07 | I'm going to go ahead then and grab
End Date, and finally traincenter.
| | 02:15 | This all done, we're all mapped.
| | 02:18 | Again, if at any point during this
mapping we had needed to look up the Word
| | 02:22 | template again, it's only one
click away but we're all set.
| | 02:26 | So I'm going to go ahead and save this.
| | 02:29 | What I'm saving is not the XML;
| | 02:32 | I saved that earlier.
| | 02:33 | I'm actually saving Letter of
Agreement- Marked Up.dotx with this new
| | 02:39 | schema attached to it.
| | 02:41 | And I'm ready to exit, so I'm going
to choose File and Exit to close this
| | 02:45 | document and close the Word
2007 Content Control toolkit.
| | 02:49 | I'm all ready now to switch back
to Word and finish up this template.
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| Adding form controls for repeating data| 00:00 | After the end of the last movie I went
back and added the other nodes that we
| | 00:04 | hadn't included to my schema.
| | 00:06 | You can do that anytime you wish.
| | 00:08 | Simply go back and open the Word
Content Control toolkit, pull your template
| | 00:13 | back in and make any
adjustments you want to make.
| | 00:16 | So it's easy enough to work with that.
| | 00:18 | Make any adjustments you want to make.
| | 00:20 | So now I have my Letter of
Agreement that has the improved and attached
| | 00:24 | schema here, and I'm going to show you
how to copy the controls that we would
| | 00:28 | like to have repeat.
| | 00:29 | So, for example, we have a Choose a
date control, now if you want to see these
| | 00:34 | remember, you can go into Design mode,
and then you can easily see the tags.
| | 00:39 | So that's a great way to do it.
| | 00:41 | I told you that we'd lose our
placeholders and that the new default text would
| | 00:45 | come out of our XML schema and here it is.
| | 00:48 | So I'm going to choose company short name.
| | 00:51 | This is a two click process
once on the tag, once on the title.
| | 00:55 | And I'm going to copy this either Ctrl
+ C or go to the Home tab and choose
| | 01:00 | Copy, and then I'm going to double-click and
paste everywhere that shortname is going to go.
| | 01:05 | I'd actually like to not include the
space, but that's okay because a new space
| | 01:10 | will be provided for me.
| | 01:12 | Notice that by default, the default
paste behavior is to Keep Content Controls
| | 01:17 | here, along with the formatting out of
this document, the Source Formatting.
| | 01:22 | You could, if you were copying
to another document, match the
| | 01:25 | destination formatting.
| | 01:26 | But if you did that schema would already
need to be attached for it to do you any good.
| | 01:31 | Let's go ahead and continue to paste
our shortname in here, many more times.
| | 01:38 | This one's a little tricky because
it's a possessive, so it's shortname
| | 01:41 | apostrophe s. I'm just going to backup
here by holding Shift and using the arrow
| | 01:45 | key before I paste it in here again
with Ctrl+V. And notice with these
| | 01:51 | highlighted how quickly I can move
through this document, putting all these
| | 01:56 | duplicate fields in here.
| | 01:57 | Now here's the test.
| | 02:01 | Let's go back to the Developer
tab and turn off Design mode.
| | 02:04 | What we really want to know is if I
select and enter a new shortname, for
| | 02:08 | example, Two Trees Oil, and tab
out of this field and look at this.
| | 02:17 | Here, here, here, here, all
these locations, all of them changed.
| | 02:22 | I'm going to go ahead and do service
type as well, so you can see how this works.
| | 02:26 | I'm going to say, Choose a
service, click on the tag.
| | 02:29 | It helps for me to be in Design mode
so I can see clearly what I'm doing.
| | 02:32 | I'm going to copy this and paste it into
service type here, double-click, and here.
| | 02:39 | Notice again how nice it is to have
tags with no spaces in them so that
| | 02:43 | double-click works for us.
| | 02:45 | Let's exit Design mode and when I choose
a service here, like business analysis,
| | 02:50 | notice here and here it's changed as well.
| | 02:53 | So simply by mapping the schema,
binding the schema to those initial controls,
| | 02:59 | and then using those bound controls to
copy through this document, I have a set
| | 03:04 | of controls that work together.
| | 03:06 | I don't have to go back to the
first one to change the value.
| | 03:09 | If I choose this one and change it from
Business Analysis to Technical Writing,
| | 03:14 | all of them will change; they are peers.
| | 03:16 | Even though they were all copied from
this first one, I don't have to change
| | 03:20 | this one to make the change.
| | 03:23 | If I choose my Choose start date
field and copy it, I can put it here, and
| | 03:32 | finally I think the last choice I have
is Company Legal Name which I can copy
| | 03:36 | from here, oh one more
service type I missed, down to here.
| | 03:42 | I'll trust you to go ahead and clean the rest
of these up if there are any more left to do.
| | 03:46 | Now you'll notice that you can
still click anywhere in the document;
| | 03:49 | this document isn't quite done.
| | 03:51 | We have one more thing to do before it
would be completely finished and we would
| | 03:54 | protect the document to restrict
formatting and editing and only allow Filling
| | 04:00 | in of forms, choose Start
Enforcing Protection and say OK.
| | 04:05 | We'll be in a great position now
because I can tab from control to control, now
| | 04:10 | that I've turned the protection on, it's
really easy for my users to tab through
| | 04:14 | and see what they're doing.
| | 04:16 | Notice that the date changed.
| | 04:17 | When I change one, both of
them change; it works great.
| | 04:24 | This is a fabulous form.
| | 04:25 | No matter how long this form gets,
it's going to behave just like this.
| | 04:29 | So I can go in, enter my information
really early on in the form and make sure
| | 04:34 | that it flows all the way through.
| | 04:35 | A couple of other tips I want to
just toss your way before we finish this
| | 04:39 | fabulous repeating controls form.
| | 04:42 | Sometimes when people are typing in
this default text over in the schema, they
| | 04:47 | will put it all in caps so that it
stands out from the other text that was here.
| | 04:51 | You can see how that would work for you.
| | 04:54 | You know, if what we had here rather than
enter short name, was it said ENTER SHORT NAME.
| | 05:00 | Even if I'm not tabbing from field to field,
those tend to jump out at me pretty nicely.
| | 05:07 | And you'll notice that the control worked,
because they all now say ENTER SHORT NAME.
| | 05:12 | So a lot of steps to go through and
creating the schema field is a little
| | 05:16 | strange the first time, but by and
large this is a great way to create an
| | 05:21 | incredibly powerful form that you
would otherwise have to copy and paste
| | 05:25 | text into repeatedly.
| | 05:27 | You can combine these two techniques
that we've seen in the last chapter,
| | 05:31 | the building block techniques with
the dropdown list, with the repeating
| | 05:35 | controls that we have here.
| | 05:36 | So you can have someone choose from a
dropdown list and have the contents of
| | 05:40 | that content control that was pulled
out of the Quick Parts library repeat
| | 05:46 | elsewhere in the document.
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ConclusionWhat's next?| 00:00 | This is the end of Microsoft Word 2007:
| | 00:03 | Forms in Depth, but it shouldn't be
the end of your learning about how to
| | 00:07 | use Microsoft Word to create amazing
documents that make your work life more efficient.
| | 00:12 | So let me give you some thoughts on
where you might look next for more help with
| | 00:16 | the kind of topics we've covered in this title.
| | 00:19 | You might remember that when we were on
the Developer tab that we had access to
| | 00:24 | other sets of form tools.
| | 00:27 | I want to remind you that you'll only
really want to use these legacy tools if
| | 00:30 | you absolutely have to
create forms for 2003 users.
| | 00:35 | If you do that, then you ignore all of
these controls because they won't work for them.
| | 00:40 | But there are some other controls down
in here, and I have a feeling that many
| | 00:44 | of you will be tempted to use this
check box because we don't have one in Word
| | 00:47 | 2007, or you might think that
you want some option buttons.
| | 00:52 | All of these controls actually
require you to write some code behind them.
| | 00:57 | They simply lay on the form and
don't do anything until you add code.
| | 01:02 | So if you would like to know more about
templates that would use those ActiveX
| | 01:06 | controls, and you're very comfortable
creating forms of the kinds we've created
| | 01:10 | already, then I would encourage you
to go to the Word Developer Center.
| | 01:15 | The Word Developer Center, on the
Office section of the Microsoft web site, has
| | 01:19 | a lot of material to help you get a
good start on creating any kind of forms
| | 01:23 | you want to create.
| | 01:24 | For example, it would help you get
started with Visual Basic in Word 2010.
| | 01:30 | But just click Word 2007 and
you'll see lots of information.
| | 01:34 | For example, information on the Word
Content Controls, some built-in tutorials,
| | 01:40 | how to create a Word 2007
document using Power tools.
| | 01:44 | These are really heavy topics.
| | 01:47 | But also a good mix of things that would be
of interest, even if you're just starting out.
| | 01:52 | So don't be afraid to take a look here,
and remember that for many of us if
| | 01:56 | we're not developing already then we
would look for help for information workers
| | 02:01 | on office.com rather than IT
professional support on TechNet.
| | 02:06 | So again, the Word Development Center,
great place to go, lots of really good
| | 02:10 | resources, a tremendous library to help you.
| | 02:13 | You might also need to create forms
that could be filled out by people who are
| | 02:16 | not using Word or aren't even
on PCs, for example, Mac users.
| | 02:22 | If you need to create forms that don't
rely on Windows and don't rely on Word,
| | 02:27 | those are called platform independent forms.
| | 02:30 | I would encourage you to go to the lynda.
com Online Training Library and look at
| | 02:35 | the titles in the Acrobat
Pro area on creating forms.
| | 02:39 | You can take the form you've already
created in Microsoft Word, dump it into
| | 02:44 | Acrobat Pro and turn that into a form
that can be completed, whether someone is
| | 02:49 | using a Mac, whether somebody is using
a Windows machine, whether somebody is
| | 02:53 | using a PC running UNIX or
Linux, it doesn't matter.
| | 02:57 | So Platform Independent Forms based
on the forms you've created already.
| | 03:01 | If you'd like to know more about Word
2007 Building Blocks, what an exciting
| | 03:05 | topic, or push a little further with
forms, or look at some different approaches
| | 03:10 | to content controls, there are
three different places I'd send you.
| | 03:13 | First, I'd ask you to consider
subscribing to the Microsoft Office Word blog.
| | 03:19 | There are a whole list of blogs
that are created by folks who work for
| | 03:23 | Microsoft, specific people, you know
Crabby Office Lady, specific topics
| | 03:28 | like Microsoft Excel.
| | 03:30 | The Microsoft Word Office blog is
just amazing, it's really incredible.
| | 03:34 | It has live videos that show you how
to do specific things you'd like to do,
| | 03:39 | you can search and look for help on
something like, for example, Content
| | 03:43 | Controls, and you'll find Migrating
Mail Merge Fields to content controls,
| | 03:49 | meeting the content controls.
| | 03:51 | Again, this is a great resource
particularly for Word power users who are
| | 03:55 | looking for just a little bit more.
| | 03:57 | How can I be more efficient, more
effective ? What are tips that I haven't found yet?
| | 04:02 | So great ideas that you'll find, and
again you can go ahead and sign in, or you
| | 04:07 | can subscribe to this as an RSS feed.
| | 04:10 | If you like books, I have one I like a lot
for Word 2007 and for Excel and for PowerPoint.
| | 04:17 | Stephanie Krieger's Advanced Microsoft
Office Documents 2007 Edition Inside Out.
| | 04:21 | It does not include Outlook, but it
takes the three major applications in the
| | 04:28 | Microsoft Office Suite and Stephanie's
approach to helping you create advanced
| | 04:33 | documents, not memos, not letters,
but really great documents, include some
| | 04:38 | extensive conversation about
topics like Building Blocks.
| | 04:42 | Finally, I'd encourage you to take a look
at the lynda.com Online Training Library.
| | 04:47 | David Rivers has a Word 2007 Essential
Training Course that covers all of Word,
| | 04:53 | but includes building blocks as well.
| | 04:55 | So three different places that you can
look for some more information there.
| | 04:59 | These are all great resources
that will take you even farther with
| | 05:02 | Microsoft Word 2007 Forms.
| | 05:06 | It's been a pleasure to have you here
for this course, and I hope to see you in
| | 05:09 | another course in the lynda.
com Online Training Library.
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