IntroductionWelcome| 00:03 | Hi! I'm Gini Courter and I'd like to
welcome you to Word 2010 Forms In Depth.
| | 00:09 | In this course, I'll show you how to
use Microsoft Word 2010 to create fabulous
| | 00:13 | forms that are easy-to-use.
| | 00:16 | We'll start with simple forms using
Word tables for our layout tool, then
| | 00:21 | adding content controls to capture text,
dates, images, whatever data you want
| | 00:27 | your users to provide.
| | 00:29 | I'll show you how to save your document
as a template and share it with others
| | 00:32 | by email or by setting up a Workgroup
Templates folder so that everyone in your
| | 00:37 | office can use the templates that you create.
| | 00:39 | We will then build increasingly complex
form templates with embedded building
| | 00:44 | block galleries that allow users to
choose from pre-formatted text and images,
| | 00:49 | and forms with repeating controls
connected to an XML schema so a change to any
| | 00:54 | control updates all the other
controls that have the same content.
| | 00:59 | I'm going to provide you with an in-
depth look at form creation in Word 2010.
| | 01:04 | Let's get started.
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| Introduction to electronic forms| 00:00 | There's no shortage of applications you can use
to create electronic forms in Microsoft Office 2010.
| | 00:07 | I even have a friend who created
the United States IRS 1040 Form in
| | 00:12 | Microsoft PowerPoint.
| | 00:13 | I don't recommend it, but it's possible.
| | 00:15 | Let's take a look at the tools that
are actually designed to create forms.
| | 00:19 | First, Microsoft Access.
| | 00:21 | Access creates forms that users can
view or enter data into the tables of an
| | 00:27 | Access database with.
| | 00:29 | So if you have an Access database, you
would almost always create your forms
| | 00:33 | within Microsoft Access.
| | 00:35 | Excel is also a fine form creation tool
and I would tend to develop forms in
| | 00:40 | Excel if they were calculation-heavy,
because in Excel, every time I change
| | 00:45 | data, then my calculations will change as well.
| | 00:48 | The same is true with Access,
but Excel is more broadly used.
| | 00:53 | The newest form tool in
Microsoft Office is called InfoPath.
| | 00:56 | It's an amazing form tool.
| | 00:58 | It's the form tool of choice if you're going to
create forms and post them on a SharePoint site.
| | 01:04 | InfoPath has a lot of the power of
Excel and Access, but it is also very easy to
| | 01:09 | use and can be used to create forms
that are viewed in a browser, so they're
| | 01:13 | somewhat platform independent.
| | 01:14 | Microsoft Outlook also has a
set of form creation tools.
| | 01:18 | It's used specifically to create
customized versions of a message form or a
| | 01:24 | contact form for example or a
customized calendar appointment.
| | 01:28 | Finally then, we have Microsoft Word.
| | 01:29 | Microsoft Word is used for forms more
than any of these other applications other
| | 01:36 | than InfoPath and there's a reason for that.
| | 01:38 | There are more Microsoft Word users
than there are Access users or Excel users.
| | 01:44 | Because there's a broad established
base of Microsoft Word users, it's easy to
| | 01:49 | assume that if I create a form in Microsoft
Word, many many people will be able to use it.
| | 01:54 | Additionally, it doesn't take any extra skill.
| | 01:56 | When I create a form in Excel, I either
have to make it incredibly simple or I
| | 02:01 | have to know that my users have
a certain amount of expertise.
| | 02:05 | In Microsoft Word, I can easily bridge
the gap so that my advanced users get
| | 02:09 | powerful forms, but my novice
users get easy to use forms.
| | 02:14 | For all of these reasons, Microsoft
Word is often the tool of choice that users
| | 02:19 | turn to, to create powerful
flexible forms in office 2010.
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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
| | 00:06 | are watching this tutorial on a DVD-ROM,
you have access to the exercise files
| | 00:10 | used throughout this title.
| | 00:12 | Let me show you how they're laid out and used.
| | 00:15 | All of the exercise files are in
one folder called Exercise Files.
| | 00:19 | In that folder, you see a
different folder for each chapter.
| | 00:24 | So for example, in chapter 1, we have two
different documents that you'll be using
| | 00:29 | for exercises in the chapter.
| | 00:31 | There are a couple of optional files as well.
| | 00:34 | I'm going to go back and open up chapter 4.
| | 00:36 | We are going to see a template and one
of the things you'll want to note as you
| | 00:42 | go through this course is whether we
are opening a template to design it or
| | 00:47 | whether we are opening a new
document based on the template to test it.
| | 00:51 | If I double-click this document, I
will get a document based on the template.
| | 00:58 | If I want to open the document sitting
out here on the desktop or in my folder,
| | 01:02 | I can right click and choose Open and
that will open the template itself so I
| | 01:06 | can work on it in Design view.
| | 01:09 | At the start, you will actually see on
the screen what file you're supposed to
| | 01:13 | open when I open it.
| | 01:14 | Within Microsoft Word, it works exactly
the same way. When I go to File, I'll see
| | 01:19 | a list that will tell me of
something to template or not.
| | 01:23 | When I open a template in Word backstage, it
will always show me that I'm in a template.
| | 01:30 | It will end in dotx in Microsoft Word.
| | 01:35 | If you are a monthly subscriber or
annual subscriber to lynda.com, you don't
| | 01:40 | have access to these exercise files,
but you can always follow along from
| | 01:44 | scratch with your own assets with a
form that you want to work on so by the
| | 01:48 | time you're done with the chapter or
done with the course, you actually have
| | 01:51 | some forms that you can
use in your organization.
| | 01:54 | Let's get started.
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1. Getting to Know Word FormsOverview of form controls| 00:02 | Microsoft Word 2010 lets you
create beautiful, easy to use forms.
| | 00:06 | It also lets you create ugly hard to use forms.
| | 00:10 | Word 2010 includes tools for layout
and content controls that will help you
| | 00:14 | create beautiful forms.
| | 00:17 | Part of the power of Word is
that it's incredibly versatile.
| | 00:20 | You can put text anywhere you wish.
| | 00:22 | For example, if I just click in a
document and start typing, the typing would
| | 00:27 | be in the upper left corner, but if I double-
click somewhere, I can type text anywhere I wish.
| | 00:33 | Here or even here.
| | 00:36 | I can also insert images or SmartArt or
anything anywhere I would like on the page.
| | 00:41 | With Word, you can create many
different types of unstructured documents.
| | 00:46 | You can write a short story, create an
event brochure, write a blog post, write
| | 00:51 | some haiku, or compose a love letter.
| | 00:52 | Just sit down, click somewhere, and
start typing and you're creating a document.
| | 00:58 | Forms, on the other hand, are not unstructured.
| | 01:00 | they require advanced planning because
the data you're collecting in the form
| | 01:05 | is structured data.
| | 01:07 | If you're collecting someone's
personal information, you want very specific
| | 01:11 | data, name, address, phone and so on,
and you want them to put their data in a
| | 01:16 | very specific place.
| | 01:18 | For example, their name
near the name label that you've provided.
| | 01:22 | Not in some random spot elsewhere in
the document that they felt like clicking.
| | 01:26 | The more you tame Microsoft Word by
providing structure, the easier it will be
| | 01:31 | for your users to fill out your form.
| | 01:35 | I'm going to open one of those
ugly Word forms I mentioned earlier.
| | 01:39 | This might be similar to a
form that you've received.
| | 01:43 | When I click and begin typing my name,
the line starts shifting because the
| | 01:47 | line was created by someone holding
down the underscore key and the more you
| | 01:51 | type the more the line moves.
| | 01:53 | That's true for all of
the lines in this document.
| | 01:57 | And when I double-click on a checkbox or click
to check it, it's not really a checkbox at all.
| | 02:01 | It's a special box symbol that was
inserted by using the Insert > Symbol command.
| | 02:08 | This is a frustrating form
for a user to try to fill out.
| | 02:11 | It might have been good enough to print
and fill out with a pencil or pen, but
| | 02:15 | as an electronic form, it
leaves a lot to be desired.
| | 02:19 | In our forms, we are going to use tools
to avoid these problems and create forms
| | 02:24 | that don't frustrate users.
| | 02:26 | In this version, the first thing we've
done is we've used tables to be able to
| | 02:30 | structure the information
that we want to collect.
| | 02:33 | You can see the gridlines here.
| | 02:34 | It creates a nicer look, but beyond
that, it immediately gives us a benefit.
| | 02:40 | When I began to type my name here
the underscore character shifts, but
| | 02:44 | the border on this table does not.
| | 02:47 | So, it makes it easier for a user simply to
type in this form even if we did nothing else.
| | 02:52 | But we are actually going to add some
content controls that allow the user to
| | 02:57 | know where the information is and
allows us to work more easily with the
| | 03:01 | information that we've collected.
| | 03:02 | To do this, I'm going to go to
the Developer tab on the Ribbon.
| | 03:06 | In the next movie, you're going to see
how to turn this tab on if you don't see
| | 03:10 | it in Word right now.
| | 03:12 | And I'm going to choose a text box control.
| | 03:15 | Simply click and it drops a box in where
a user could type information and it's
| | 03:21 | easy. They click and
they type, easy to work with.
| | 03:24 | Let's go ahead and put a checkbox in
here. And you'll notice that my checkbox
| | 03:28 | actually checks on and off, just
like a user would expect it to.
| | 03:34 | So with content controls and layout
tables, you can quickly and easily create a
| | 03:40 | non-ugly form for any purpose that
you'd like in Microsoft Word 2010.
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| Setting up for form design| 00:00 | Many people who use Word
2010 don't create forms.
| | 00:05 | So, the Microsoft Office team made the
choice to hide the form creation tools by
| | 00:09 | default, resulting in a simpler
interface for novice Word users.
| | 00:14 | Let's display the form creation tools
and other developer features so that
| | 00:18 | we can create forms.
| | 00:21 | To start, we can either go to File and
then choose Options and choose Customize
| | 00:27 | Ribbon or you can simply right-
click anywhere on the Ribbon and choose
| | 00:32 | Customize the Ribbon. Either opens
the Word Options dialog box with the
| | 00:37 | Customize Ribbon category turned on.
| | 00:40 | In the Choose commands from, we can
either choose Main Tabs if you wish or if
| | 00:46 | Popular Commands or Main Tabs is showing,
you can simply find the Developer tab
| | 00:53 | and turn on its checkbox.
| | 00:55 | We then click OK and when we return,
the Developer tab of the Ribbon appears to
| | 01:01 | the right of View and the left of
Add-Ins if you have any add-ins loaded.
| | 01:05 | I am going to click the Developer
tab and we're going to look at this
| | 01:09 | group which is where we are going to spend
the vast majority of our time in this course.
| | 01:15 | We have here a set of controls.
| | 01:17 | These are new content controls
from Microsoft Word 2007 and 2010.
| | 01:23 | If you want to know what a control is
briefly, you just point to it and you
| | 01:26 | get some instant help.
| | 01:28 | So, we have a rich text control that
allows us to provide formattable text, more
| | 01:33 | than a paragraph at a time, if we wish.
| | 01:37 | A plain text control, that's
limited to a paragraph of text.
| | 01:41 | A picture; a building block or item
out of your building block gallery;
| | 01:47 | a combination box, which allows us to
put in either text or choose from a list;
| | 01:52 | a simple list box that allows us to
choose only from a list, you can't enter
| | 01:56 | any other text; a date picker that is
used to enter any kind of the date you wish;
| | 02:01 | and then finally a checkbox,
which allows you to have a user click yes
| | 02:07 | or leave it blank for no.
| | 02:09 | Click for true, not click it for false.
| | 02:13 | We also have three other controls here
and I'm going to simply place a text box
| | 02:19 | here in the document to turn the other
two on, because they relate to whatever
| | 02:23 | selected control you have.
| | 02:25 | Design mode is used to switch in and
out of the mode where we are actually
| | 02:29 | designing the document.
| | 02:31 | When I turn on Design mode, we actually
see tags, markup tags, because this is an
| | 02:36 | XML control as are all of these controls.
| | 02:40 | I can also choose Properties when
I'm in Design mode so that I can name
| | 02:43 | this control if I wish.
| | 02:45 | I can lock it in place and I can provide
some specific settings for other things.
| | 02:50 | This is a rich text control so I can
set its rich text properties. If it's a
| | 02:54 | date control, I could set it to date properties.
| | 02:58 | And if I have more than one control selected,
I can also then group controls if I wish.
| | 03:03 | Now, in Word 2003 and earlier versions
like Word 97, you could also create forms
| | 03:10 | with a smaller set of form controls.
| | 03:13 | In Word 2007 and 2010, those Word form
controls are replaced with these new XML
| | 03:20 | content controls that you see here.
| | 03:22 | There are more kinds of
controls and they are more powerful.
| | 03:25 | But the Word 2003 controls are still
here and I'd like you to know that.
| | 03:29 | They are listed under Legacy Forms.
| | 03:31 | Here are the basic types of controls:
a Text Box, Checkbox, a Combo Box,
| | 03:37 | Insert Frame to Place Items In, and finally,
a Form Shading that you can turn on and off.
| | 03:44 | So, a small number of controls. If
you have to create a form that Word 2003
| | 03:49 | users need to access, they can only
access the controls here, not the newer
| | 03:55 | controls in Word 2007 and 2010.
| | 03:59 | Now that we've turned on the Developer
tab and acquainted ourselves with the
| | 04:02 | tools that are available to us in
Word 2010, we are ready to create forms.
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| Starting with a template from Microsoft.com| 00:00 | When you're creating a new form in
Microsoft Word 2010, the odds are good that
| | 00:05 | you want to create a form that can be
filled out on a computer, a form that
| | 00:08 | you can email to another user, that they can
then type into and send back to you by email.
| | 00:14 | Perhaps you already have a form that
was created in Word that was used for a
| | 00:19 | print form that could be filled out with
pencil or a pen. In that case that form
| | 00:24 | with some additional work might be a
fine electronic form when it's done, so
| | 00:28 | that would be a great place to start.
| | 00:30 | But what if you don't have a form at all?
| | 00:33 | Well, if you're creating a form of a
type that's new for your organization,
| | 00:37 | you may be able to get a great jumpstart
on that by customizing an existing form
| | 00:41 | that someone else has created.
| | 00:43 | The Microsoft office web site includes a
number of forms that you can download for free.
| | 00:49 | To get to those forms, simply click
File and then let's go to New and when
| | 00:54 | we do, you'll notice that we have all of
these templates available on your computer.
| | 00:59 | However, we also have templates
from Office.com in all kinds of
| | 01:03 | different categories.
| | 01:05 | Now, we might find for example that
there are forms for fax cover sheets.
| | 01:09 | I'm sure there are, or forms under Job
Descriptions or Invoices, but there's an
| | 01:13 | entire collection of forms
in the Forms Library as well.
| | 01:17 | Poke around here until you
find a form that you like.
| | 01:20 | I had that form that we were using
in the last two movies that was for
| | 01:24 | collecting contact information
and emergency contact information.
| | 01:28 | So I would like to go see if there's a
similar form here in the Form Template
| | 01:32 | Collection on Office.com.
| | 01:34 | So I'm going to go to the Medical and
healthcare forms and you'll notice when
| | 01:38 | you click on a form, you see a
preview over here on the right of the form.
| | 01:42 | These first two forms have this icon
in the lower right-hand corner that
| | 01:46 | says they were created by a user just like
you, a member of the Microsoft Word community.
| | 01:52 | Notice that there's a Medical office
registration form. When you use a form, you
| | 01:56 | can vote on how good you think
that form is, provide some feedback.
| | 02:02 | I'm going to scroll down and look for an
emergency contact form, and here is one.
| | 02:08 | Emergency Contact and Medical
Information. It's misspelled, but that doesn't
| | 02:13 | necessarily mean anything.
| | 02:14 | This information was entered
when the form was uploaded.
| | 02:17 | So let me take a look at this form
and see if it will meet my needs.
| | 02:20 | I click the Download
button, and here's the form.
| | 02:25 | Now sometimes if you haven't previously
downloaded forms, you'll actually see a
| | 02:29 | dialog box that says this comes from
member of the community, you need to
| | 02:33 | approve downloading it, and you simply
click Yes, and continue to this page.
| | 02:38 | So here's a nice looking form.
| | 02:39 | It has a place for a name, a date of
birth, a Social Security number. I might
| | 02:44 | not want all of this information, but
this might be exactly the kind of place
| | 02:48 | that I would like to
start to create my new form.
| | 02:52 | So again, if you are creating a
form that doesn't already exist in your
| | 02:55 | organization, you don't have a manual
form, don't simply start from scratch.
| | 03:00 | First go to the Microsoft site and take a
look at the form templates that are there already.
| | 03:05 | Even if they don't save you time,
they'll provide you with more information on
| | 03:10 | how you might choose to
design a form from scratch.
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| Using tables to design a form| 00:00 | When you start creating a form in
Microsoft Word 2010 you might start with one
| | 00:05 | of several different sources.
| | 00:07 | As we saw in an earlier movie you could
use a template that someone else had created.
| | 00:11 | But it may be that you have a paper
form that's used in your office or a form
| | 00:16 | that doesn't exist anywhere else
that you need to create from scratch.
| | 00:20 | Whether you are re-creating a manual
form electronically or creating a form from
| | 00:25 | scratch, you'll use Word tables to lay
out your form and to help keep all of the
| | 00:31 | different parts and sections of it
together to structure the form itself.
| | 00:36 | If you don't have a form that you're
starting with already then you'll begin by
| | 00:40 | making a list of the data that needs to
be included in the form and organizing
| | 00:44 | it in a way that makes sense to you.
| | 00:47 | We're taking look at our list of
information that we're going to use to create a
| | 00:51 | pledge form for the Two
Trees Olive Oil Foundation.
| | 00:55 | This is a form that will be used
internally by employees who give money to the
| | 01:00 | group that strengthening the
communities where we work and live.
| | 01:03 | That's their motto.
| | 01:04 | So there's a list of information here.
Beginning first with Today's Date we
| | 01:09 | would like to know what day the
employee filled out a form and then some
| | 01:13 | information about how to find them internally.
| | 01:17 | We then allowed the employee to
make some choices about what kinds of
| | 01:21 | initiatives they'd like to support, to
make a pledge and to save how they would
| | 01:26 | like it to be paid, then to determine
their contribution method. Should we take
| | 01:32 | it out of their paycheck?
| | 01:33 | Do they want a pay it with a credit
card or do they want to provide a personal
| | 01:36 | check from time to time?
| | 01:39 | If they are allowing us to take it
from a credit card then we'll need to have
| | 01:43 | some specific credit card
information including their billing zip code.
| | 01:48 | Then we would like to know how
they would like to be acknowledged.
| | 01:51 | Do they want to use their full name perhaps?
| | 01:54 | Do they want to use their nickname?
| | 01:56 | So, how would you like your name to be
shown when we list our donors? And we have
| | 02:01 | a directory that includes pictures or
perhaps employee might want to have their
| | 02:05 | gift given anonymously.
| | 02:07 | There is some information here at the bottom.
| | 02:10 | Here's how you would make a check
payable if you were to use a check.
| | 02:14 | Then finally there's a section that
would be used only in the office, recording
| | 02:19 | this donation that had
been made by the employee.
| | 02:21 | So now that we know what data we want to
include we can start to think about how
| | 02:27 | we would use tables to lay out this form.
| | 02:30 | We use tables for a couple of reasons.
| | 02:32 | One is that it provides nice lines on a form.
| | 02:34 | So if a user does want to
print out a form, they can.
| | 02:38 | But the other thing is that
tables structure the data.
| | 02:41 | They allow us to put it in different areas.
| | 02:43 | So we could create one long table here
for all of these parts and pieces or a
| | 02:48 | series of smaller table that would
allow us to capture this information.
| | 02:52 | Let's go ahead and create a table
for the section that's called Donor
| | 02:55 | Information so that we can see how this works.
| | 02:58 | I'm simply going to go to the end of
Donor Information and press Enter and then
| | 03:02 | we're going to insert a table.
| | 03:04 | Now often when you are creating a
table for a form that's in portrait mode
| | 03:10 | you'll find yourself creating tables that
either have five or seven columns in them.
| | 03:16 | The reason that you'll have an odd number
of columns is that with a five column table
| | 03:21 | you will actually have places to enter
three pieces of data here, here, and here
| | 03:27 | and then have space between the columns.
| | 03:30 | If I undo that and we put in a seven column
table, you'll see that you can enter four
| | 03:35 | pieces of information in a seven
column table, 1, 2, 3, 4, and still leave room
| | 03:41 | in-between for spacing.
| | 03:44 | If we expect that we're going to want
to cram a lot of information into the
| | 03:48 | height of a form, then we're better off
trying to move quickly to a seven column table.
| | 03:52 | But it's more compact, not
quite as inviting for users.
| | 03:56 | So we're going to try to create a five
column table here and see how we feel
| | 04:00 | about it when we're done.
| | 04:01 | I'm going to choose Insert > Table and
just lay out a five column table and a
| | 04:06 | couple of rows, two or three rows.
| | 04:08 | So here is our donor information
section and we'd like somebody's name, but we
| | 04:12 | actually would like to be able to
separate their first name and their last name
| | 04:16 | and their title, because that works nicely.
| | 04:18 | We will go ahead and make a space for
that. I'm going to select the entire form
| | 04:25 | by choosing Ctrl+A or triple-clicking
anywhere in the form and then change the
| | 04:31 | base font for the entire
form by choosing Calibri.
| | 04:35 | Now I want to provide space for the
information that someone would enter above their name.
| | 04:39 | So we're going to put name and then I'm
going to assume that they'll put their
| | 04:44 | first name here and an initial and a last name.
| | 04:49 | Then that would leave us room
actually to put today's date out here on the
| | 04:52 | right, but we can wait on that if we wish.
| | 04:55 | There's a place for department name
and here's a space for a location.
| | 05:05 | I'm going to make this column much
narrower here, because we're really using it
| | 05:12 | for spacing between the department
and the location, between the name and
| | 05:16 | whatever we enter next.
| | 05:19 | Then we would like to have their
extension and their email address.
| | 05:28 | Now notice that you can adjust these
columns however you wish to leave lots of
| | 05:33 | room or very little room.
| | 05:35 | Lots of room is usually better and
we will probably want more space for
| | 05:39 | things like the name and email
address than we'll need for, for example, a
| | 05:44 | telephone extension.
| | 05:45 | So how you line these things up, we might
want to put email address over here and
| | 05:50 | extension over here on the
right to give us more space.
| | 05:58 | There's no reason one of those
things has to be before the other.
| | 06:01 | So we actually get to create
than more space here on the left.
| | 06:06 | Then finally let's go ahead
and take this today's date.
| | 06:08 | Now I could have all this time simply
been copying and pasting, moving things
| | 06:13 | around as I wish, as you can tell.
| | 06:16 | That gives us some other issues, because
there's formatting that's been included
| | 06:20 | with all of these items as they're
listed, but that's a valid way to do this as
| | 06:24 | well to keep dragging your
labels in until you run out.
| | 06:27 | But there are those six items that we
had, the five pieces of Donor Information
| | 06:33 | and Today's Date all arranged into a table.
| | 06:35 | Let's go ahead and delete those and you see
how we begin to use tables to create our form.
| | 06:41 | I'm going to go ahead and use a table
in the second section as well and the
| | 06:46 | reason I'm going to use a table is I
want to have a series of checkboxes out
| | 06:51 | here where these bullets are.
| | 06:53 | In order to left align the items in my
list and have my checkboxes spaced out
| | 06:59 | evenly as well I'm going to
create a simple two-column table.
| | 07:02 | One for the check box, one for
the text that's going to follow it.
| | 07:08 | Let's insert a table that's a two
column table and that has space for six items
| | 07:12 | on it, because that's how many we have here.
| | 07:16 | We're going to adjust the left column
of this table well over and then we'll
| | 07:20 | simply begin, first by turning off the
bullets on all of these items and then
| | 07:26 | it's a simple matter to drag them up into our
table and simply say I would like the text only.
| | 07:43 | So I have a nice-looking table here.
| | 07:45 | I would like a little bit more
space underneath this paragraph.
| | 07:51 | For a little more space prior to my table.
| | 07:53 | I'll continue to create tables in this
form to be able to space items out in the
| | 07:59 | same way, regardless of whether I have a
five column table or a two column table.
| | 08:04 | Each section fills the
entire page and looks good.
| | 08:07 | Now when I look at the form though,
the tables don't actually look all that
| | 08:12 | beautiful. The tables look little
kludgey in the form and that's because they
| | 08:15 | have all these borders around them.
| | 08:17 | One of the things that I can do is I
can adjust the borders to remove them.
| | 08:21 | We will do that in the
next movie as we go along.
| | 08:25 | For now, simply get comfortable using
one or more layout tables to deal with
| | 08:30 | different sections of text in your
document, to be able to structure it in such a
| | 08:35 | way that it's easy to look at and
that like kinds of information are kept
| | 08:39 | together in a single table.
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| Formatting form tables| 00:00 | In our form, we're using tables to be
able to structure our data to group like
| | 00:05 | elements together and to be able to
create containers that make it easy for
| | 00:09 | users to use our forms.
| | 00:11 | In this movie, we're going to see how
we can use the design tools that come
| | 00:15 | with tables to be able to add borders
and shading and to change the layout of
| | 00:18 | tables by merging and splitting cells,
so that we can create a form that looks
| | 00:23 | even more professional.
| | 00:25 | Whenever you are in a table, you get two new
tabs of tools that are added by Microsoft Word.
| | 00:32 | One is the Design tab that's used for
things like borders and shading, the color of lines.
| | 00:37 | It allows you to draw and erase table features.
| | 00:40 | And then second, the Layout tab, which
has a ton of tools for tables including
| | 00:44 | things like Text Direction and
Repeat Header Rows, but more importantly to us,
| | 00:48 | the ability to insert and delete
rows and columns, and the ability to split
| | 00:54 | cells or to merge cells, or in the
case of a form that was created using a
| | 00:58 | really long table, to actually split
the table into parts if we wanted to.
| | 01:04 | We're going to begin by selecting this
very first table and go to the Design tab
| | 01:10 | and turn off the borders on the table.
| | 01:13 | Now we can still see the table lines
because the gridlines are turned on.
| | 01:17 | That's on the Layout tab.
| | 01:18 | If they're turned off, it will look
like this and you'll say oh, my gosh!
| | 01:21 | Where did my table go?
| | 01:22 | Simply click View Gridlines in
the Layout tab to turn them back on.
| | 01:25 | And what we're going to do now is we're
going to split a couple of cells so that
| | 01:30 | you see how that happens.
| | 01:31 | For example, a location would probably
be a rather long piece of text, a city
| | 01:36 | name or something like that, whereas an
extension and a date are shorter pieces.
| | 01:42 | If we use shorter lines, it helps clue
users in about where they are in the form
| | 01:46 | and the kind of
information that you expect to have.
| | 01:49 | So we're going to go to the Layout tab
and simply split this single cell in two.
| | 01:54 | By default, every time you open this dialog
box, it's going to choose 2 columns, 1 row.
| | 01:59 | Just click OK.
| | 02:00 | Notice we now have two cells
there and the same for extension.
| | 02:03 | We're just going to go split
those cells and we'll be all set.
| | 02:07 | We also want to split the cells for
Name because we want to have a title, a
| | 02:10 | first name, and a last name here.
| | 02:12 | So with spacer columns in between, we need
to split this single cell into five cells.
| | 02:21 | And we can then adjust them for width,
so there is enough room for a title and
| | 02:26 | then a space, a first name and
then a small space, and a last name.
| | 02:33 | Now we're going to use the Borders tool
that we find on the Design tab to go ahead
| | 02:37 | and add lines below each of these.
| | 02:39 | If you work top to bottom in your table,
it's easier when you put the bottom borders in.
| | 02:45 | Sometimes if you start on the top,
when you put a bottom border in the first
| | 02:49 | row and then put a bottom border in the
second row, it removes the border in the first row.
| | 02:55 | So if you're working with Bottom Borders, just
go ahead and work from the bottom to the top.
| | 02:58 | If you were working with Top Borders,
you'd work in the opposite direction.
| | 03:03 | But notice you just click in the cell and
apply the border and you're in good shape.
| | 03:08 | Notice when I work top to
bottom there, again it removed that.
| | 03:12 | So we can go back and draw it back in
again or we can work bottom to top to
| | 03:17 | begin with and that always makes it easier.
| | 03:20 | Our second table we're going to
actually use some table styles to format.
| | 03:25 | When I look at this table and select it,
there are whole group of styles that I
| | 03:29 | can use to format this table.
| | 03:30 | For example, I could use this kind of
a style, and the reason I might format
| | 03:34 | this is I have six parallel items
right next to each other and if I provide
| | 03:39 | some shading on every other item, it's
easier for the user to read. It draws their
| | 03:43 | eye across the screen.
| | 03:45 | When I look at this group of table
styles, most of them have headings on them,
| | 03:49 | and that's because I actually have the
Header Row turned on over here in the
| | 03:53 | Table Style options.
| | 03:55 | If I turn it off, then all of these
styles will revert to styles that don't
| | 03:59 | include a header row.
| | 04:00 | That actually looks pretty good and
goes well along with the other text in my
| | 04:04 | document, in my logo, or if I wanted something
a little spunkier, I could choose the yellow.
| | 04:10 | Having done that, I now have a lot
of visual separation in this table.
| | 04:15 | So I can return to the Home tab and
with this table selected actually
| | 04:19 | remove space before the paragraphs to
tighten it up and save some more space in my form.
| | 04:24 | So the alternation of colors provides
space visually in a way that I then don't
| | 04:29 | have to provide physical space in the form.
| | 04:32 | There are others areas of this form
where I might want to make some changes and
| | 04:36 | I'm going to leave you to do
those on your own with one exception.
| | 04:40 | Most folks understand that when you see
something that says For office use only
| | 04:44 | that then has a gray background, that they
are not to fill it out. So that's a gift.
| | 04:49 | We'll go ahead and mark that in
gray and just leave it for them.
| | 04:52 | And with that, we've now changed our
form in such a way that it's visually
| | 04:57 | easier to use, and it's going to make
it more compelling for a user to want
| | 05:02 | to pick up to begin with simply by
using the Design and the Layout table
| | 05:05 | tools in Word 2010.
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|
|
2. Inserting Form Controls to Capture DataInserting content controls| 00:00 | We created our form using tables to
provide structure and used borders and
| | 00:05 | shading and other table features to
make the tables in the form easier to look
| | 00:09 | at and easier to use.
| | 00:11 | Now we're ready to insert form
controls to capture data in our form.
| | 00:15 | We'll place a control every place we
would like a user to provide information.
| | 00:21 | And the types of controls that we use depend
on the kinds of data that we want to collect.
| | 00:25 | In this movie, we're going to focus on two
specific types of controls used to capture text.
| | 00:31 | I'm going to click on the Developer tab
and remember that the controls are found
| | 00:35 | over here in the Controls group.
| | 00:38 | The first type of control that we're
looking at is called the Rich Text content
| | 00:42 | control and it's used for text
that we might want someone to format.
| | 00:45 | For example, if we'd like to ask
someone for comments and give them the ability
| | 00:50 | to provide information in bold or to
change a font color or to italicize or
| | 00:55 | provide a bulleted list, then, we
might use a Rich Text content control.
| | 01:00 | Plain Text controls are
traditionally, used for shorter pieces of text.
| | 01:04 | The control by default only
allows you to enter text to the point
| | 01:08 | where you press Enter or you
begin to create a new paragraph.
| | 01:11 | But in Word 2010, you can even change that.
| | 01:15 | Most of the text that we want
to collect here is plain text.
| | 01:18 | There's no reason for someone to spend
a lot of time formatting, for example,
| | 01:21 | their first name or today's date
or any of this other information.
| | 01:25 | So let's go ahead and add a text control.
| | 01:28 | The way we'll do that is we're going to
click where the first name field will go.
| | 01:32 | This is the title field, and the title
field will actually have a drop-down list
| | 01:36 | of titles for the user to choose from.
| | 01:38 | So this is our very first text field.
| | 01:41 | We're going to enter into Design mode
by clicking the Design Mode button on the
| | 01:45 | Developer toolbar in the Controls group,
and we're going to click once on the
| | 01:48 | Plain Text Content Control
to add a plain textbox here.
| | 01:53 | Notice that it has some placeholder
text prefabricated in it that says
| | 01:58 | Click here to enter text.
| | 02:00 | Using the arrow keys or using the mouse,
I can select that text and put other
| | 02:05 | information, if I would
like to in the same space.
| | 02:07 | For example, I can put a
placeholder that says First Name.
| | 02:12 | Don't worry that this wraps on two lines.
| | 02:14 | In Design mode, we actually get to see
the tags that are being provided for that
| | 02:18 | control and they take up some space.
| | 02:21 | You'll notice when I switch out of
Design mode, the placeholder fits nicely in
| | 02:25 | the space that's available here.
| | 02:28 | Let me click Design Mode again to go
back into Design mode and now let's click
| | 02:32 | the Properties and take a look at
the settings that are possible for this
| | 02:35 | particular content control.
| | 02:37 | This is XML data so it has a title,
a friendly name we might give it.
| | 02:42 | It would also have a tag and this tag
is data about the data you collect in
| | 02:48 | the form, or metadata.
| | 02:50 | Because XML and HTML and other markup
languages should be human understandable,
| | 02:56 | it doesn't hurt for the title and
the tag to be quite similar here.
| | 02:59 | We could simply put FName
for first name if we wish.
| | 03:04 | We could apply a particular
style to format the contents.
| | 03:07 | We won't do that with this
particular text box, but we will with another.
| | 03:11 | And we can say when the
user is working on this form,
| | 03:14 | they're not allowed to delete
the first name content control.
| | 03:18 | We actually want them either to leave
it blank or to enter information in it.
| | 03:22 | The contents can be edited, so
we will leave this turned off.
| | 03:26 | We don't want to allow multiple paragraphs,
so we will leave that as well and click OK.
| | 03:32 | Now you'll notice that the tags
actually change to FName, the tag we provided,
| | 03:37 | and here's the title on top.
| | 03:39 | If I turn Design mode back off, you
can actually see the title. You don't see
| | 03:43 | the tags anymore once you leave Design mode.
| | 03:46 | I'm going to return to Design mode and
insert another Plain Text content control
| | 03:52 | for the last name just so we can see
this happen again. Select the text.
| | 03:59 | That's what I'd like my user to see.
| | 04:01 | I'd like to enter a last name and
then I can drop into the Properties and
| | 04:07 | either put Last Name or LName.
| | 04:08 | If you're doing a fair amount of
development, you'll get used to having short
| | 04:12 | names like LName, FName,
MName for Middle Name, and so on.
| | 04:16 | And I'm going to say OK, and we're
going to switch back out of Design mode, and
| | 04:19 | you'll notice that when the user is
looking at the form not in Design mode,
| | 04:24 | these placeholders are an invitation
for them to click and then to type.
| | 04:29 | Let's return to Design mode and
create a Plain Text control for Email.
| | 04:35 | And again, we can format that in the same way.
| | 04:37 | If we wanted to, you could
say Type your email address.
| | 04:40 | If we want the work email address, we
could say so. And change the Properties.
| | 04:45 | There is the title and a tag.
| | 04:55 | So notice the title again on the top, the
tag only visible when you're in Design mode.
| | 05:00 | And the tag is also used for some
other purposes we'll talk about later.
| | 05:03 | It is the data about the data.
| | 05:05 | The title simply allows you while you're
working on the form to see what's going on here.
| | 05:10 | We can add other fields as well for extension.
| | 05:14 | Here we have a field that we
would describe as an inline field.
| | 05:17 | We have a dollar sign, we need to
collect some information, and so we're going
| | 05:21 | to put a plain text box here,
and it's really pretty big.
| | 05:26 | In Design mode, we're going to go in and
change the text here, so that it simply
| | 05:30 | says the word amount, and
we'll leave that as it is.
| | 05:36 | Change the Properties and say this is
for an amount of my pledge. And say OK.
| | 05:42 | And you'll notice that this doesn't fit
exceptionally well in Design mode, but
| | 05:46 | when we turn it back off, it's pretty good.
| | 05:49 | We could now go in and delete some of the
spaces around this so that we had a tighter fit.
| | 05:57 | We have a dollar sign no space,
a space after the word amount.
| | 06:00 | That's exactly how we would like that
kind of an inline control to be placed.
| | 06:07 | Now if we wanted to provide a place
for someone to enter text that was rich text,
| | 06:11 | it would work exactly the same way.
| | 06:13 | We'd simply click the Rich Text
control, and you'll find when you check its
| | 06:18 | Properties that they are absolutely,
the same, except with a Rich Text control,
| | 06:23 | you never have to specify that you're
allowed to type multiple paragraphs.
| | 06:28 | That's built into the Rich Text control.
| | 06:31 | But again, there's no reason to assume
that anyone would want to format this text.
| | 06:35 | So we'll be using Plain Text controls
for the remainder of the items in this
| | 06:40 | form that require them.
| | 06:42 | I would encourage you to practice a bit
with your form, but then before you fill
| | 06:46 | all of these fields in with text
controls, wait and see where we use drop-down
| | 06:51 | lists and combo boxes and items
that we'll see in the next few movies.
| | Collapse this transcript |
| Inserting a DropDownList control| 00:00 | We have our form and we've already
added content controls to capture plain
| | 00:04 | text and rich text.
| | 00:06 | Now we're going to start adding
controls that are convenient for users, because
| | 00:10 | it allows them simply to go in and
click and choose an item from a list.
| | 00:15 | There are two different types of these controls.
| | 00:18 | The first is called the Drop-Down
List control and it's used when you can
| | 00:22 | describe the entire universe of choices
that a user would need to select from.
| | 00:27 | An example of this might be a list
of credit card types that we accept.
| | 00:31 | We only take Visa, MasterCard, and
Discover, therefore, that's the entire universe.
| | 00:36 | A perfect choice for a list control.
| | 00:39 | Combo boxes, which we'd talk about in
the next movie, are used when you're not
| | 00:43 | sure you can describe the entire universe.
| | 00:45 | You have most of the choices but you'd
still like to allow the user to type in a
| | 00:49 | choice if it's missing.
| | 00:51 | Let's go ahead now and create some
drop-down lists for our users using the
| | 00:56 | Drop-Down List content control.
| | 00:58 | The first thing we're going to
do is add a list of departments.
| | 01:01 | There are five departments that we have.
| | 01:04 | Administration, the Greenhouse, the
Nursery, Retail, and the Warehouse.
| | 01:10 | In order to add a drop-down list,
first we'll click where we wanted to go.
| | 01:14 | Go to the Developer tab, click Design Mode, and
here is the Drop-Down List Content Control.
| | 01:20 | So we're going to click and it'll
always say Choose an item and we might want
| | 01:26 | to be more specific, for
example, Choose a department.
| | 01:31 | Let's go ahead and click the
Properties now and see how this works.
| | 01:35 | First, the title that appears on the
top even when I'm not in Design mode, then
| | 01:38 | a tag to accompany this data
when I use it somewhere else.
| | 01:43 | I don't want users removing the
content control, so we're going to click the
| | 01:46 | locking on it just as we
did with our text box controls.
| | 01:49 | You'll really get to turning off
the ability to delete controls.
| | 01:54 | Now if I wanted to say Choose
an item as my first item, I can.
| | 01:58 | I can also modify that to say
Choose a department and then I'm going to
| | 02:04 | start adding items.
| | 02:06 | I click Add and type the first one,
which is Administration, and I press Enter.
| | 02:10 | Notice when I do that the Add button is
still enabled because I clicked it last.
| | 02:15 | So I can simply press Enter
again and type Greenhouse.
| | 02:21 | Enter again, Nursery.
| | 02:24 | When I click Enter this time, it clicks OK.
| | 02:26 | Enter again, clicks Add, so you can
get a real rhythm going if you have a
| | 02:30 | longish list to put in here, as long as you
only use the keyboard keys and the Enter button.
| | 02:36 | Now we have a list of all of our items.
| | 02:38 | I'm going to click OK and let's go out
of Design mode and see how this works.
| | 02:43 | Choose a department and
the user selects from a list.
| | 02:48 | I'm going to go back to Choose a department.
| | 02:51 | Let's go back now to Design mode and
take a look at some other areas where
| | 02:55 | you could put this.
| | 02:56 | A list of titles fits fine right here.
| | 02:59 | Titles like Dr, Mr, or Ms, that sort of thing.
| | 03:03 | We have a list of known locations
where employees work, places like Ventura,
| | 03:07 | San Mateo, Studio City.
| | 03:09 | We could put that list
here, alphabetized as well.
| | 03:14 | We also have a list here that's a
little interesting because we've turned a
| | 03:19 | list that could have been a
combination list into a list with the word Other.
| | 03:24 | That allows the user to choose an option.
| | 03:27 | So now it's the whole universe, the
four things we knew about, Now, Monthly,
| | 03:32 | Quarterly, and Annual, plus this Other,
which is basically give me a phone call.
| | 03:37 | Or we could decide to
turn that into a combo box.
| | 03:41 | So I think we'll save this one and
turn it into a combination box later.
| | 03:45 | And then finally, we have three
specific choices here. I will make this
| | 03:49 | contribution in the form of a payroll
deduction, payable check, or a credit card.
| | 03:53 | And so we could put a drop-down list box
on here that has simply those three choices.
| | 03:58 | There is our entire universe.
| | 04:00 | And finally, here we could add our drop-down
list of the credit card types that we accept.
| | 04:05 | Very easy to put in list boxes.
| | 04:08 | Make sure when you're using them you
know the entire universe of choices.
| | 04:12 | When you leave Design mode, make sure you
also test them and make sure that they work.
| | 04:17 | This is a great way to make it easy
for users to enter very, very consistent
| | 04:22 | data in your Word forms.
| | Collapse this transcript |
| Inserting a ComboBox control| 00:01 | There are two reasons you
might use a combo box in a form.
| | 00:05 | The first reason is that you're not
sure that you know all of the choices that
| | 00:10 | users would have to make. You might
ask someone what state they're from and
| | 00:15 | provide a list of states, but then
someone from a province or someone's from Guam
| | 00:21 | and they want a place to enter that
information and you haven't allowed them
| | 00:24 | because you've only provided a
list of fifty state abbreviations.
| | 00:28 | So the first is we may not have all of
the information about how all of our
| | 00:32 | users would enter data in the form.
| | 00:34 | The second possibility is that you
have most of the information and you think
| | 00:39 | it's good enough. 90% of our users
enter the same small set of values and we
| | 00:45 | would love to provide a
very short drop-down list.
| | 00:48 | If we included every possible value,
it would get really, really long and it
| | 00:53 | would be hard for users to scroll hundreds
of items to choose the lesser used items.
| | 00:59 | So we make a management decision that
says we're going to make it easy for
| | 01:02 | most of our users and a few people will have
to type something and that's absolutely okay.
| | 01:07 | We have a combo box need in our form
here. We have four possibilities that we
| | 01:14 | know off. When people are making
pledges we encourage them either to give us
| | 01:18 | a check now, pay this on a monthly
basis, a quarterly basis or we will take
| | 01:24 | this out of your paycheck or expected
payment at the end of the year by December 10th.
| | 01:27 | But it might be that somebody says,
I actually want to make a payment twice a
| | 01:33 | month or I would like it to be taken out of
every paycheck, which I get every two weeks.
| | 01:39 | It could be that somebody says I'll
pay you once, but I'm going to pay you in
| | 01:42 | May rather than in December.
| | 01:44 | And so Other is here to allow for all
of those options, those extra hundreds of
| | 01:49 | items that most people wouldn't choose,
because the majority of people will
| | 01:53 | choose the options that we give them.
| | 01:55 | So what we're going to do is
we're to create a combo box with
| | 01:59 | these possibilities.
| | 02:01 | Now, Monthly, Quarterly and Annual and
because it's a combo box, we leave open
| | 02:06 | the possibility that someone can type
something in that's not on the list,
| | 02:11 | a choice of their own.
| | 02:13 | Let's begin then by going to the
Developer tab and entering Design mode.
| | 02:18 | You'll find a Combo Box right in the
middle, right next to the List Box that we
| | 02:23 | used in a previous movie.
| | 02:24 | So let's click the Combo Box.
| | 02:26 | It looks a lot alike. And we can leave
it at Choose an item, but we could be
| | 02:31 | more specific. We could say Choose a payment
schedule. We have lots of space to do that here.
| | 02:40 | We're going to now choose Properties
and you'll find that this looks very
| | 02:43 | similar to our drop-down list box.
| | 02:46 | It's essentially the same, because we
don't have to provide those unknown items
| | 02:51 | that users will type.
| | 02:52 | So we're going to put Payment Schedule
up here in the Title. Again this does not
| | 02:57 | appear when we're in design view.
This is what users see when they're using the
| | 03:00 | form and click on a field and then
we'll put our shorter title here to use as a
| | 03:06 | tag that's what we'll see.
| | 03:09 | We're going to say this can't be deleted.
We're going to modify this so that it
| | 03:13 | says Choose a payment schedule and if
you put the dot, dot, dot at the end of
| | 03:18 | an item, that's a way in Windows that
you indicate you're going to get another
| | 03:22 | choice. There's actually a menu here.
| | 03:23 | So putting dot, dot, dot after this
first item rather than a single period is
| | 03:28 | actually a good thing to do,
because users recognize that.
| | 03:32 | It's sort of hardwired into Window users' brains.
| | 03:35 | Let's go ahead now and choose Add and
one of the choices is to be paid now,
| | 03:41 | another choice is to be paid monthly, and
as with our Drop-Down List control, when I
| | 03:47 | press Enter the Add button still has focused.
| | 03:49 | So if I simply press Enter again, it
opens that Add choice form for me again.
| | 03:55 | Enter, Enter. We're going to make this
one annually rather than annual and we'll
| | 04:00 | put December 10th. And that's our
list of known items right here.
| | 04:06 | If we wanted to rearrange either one of
these lists we can actually do that by
| | 04:11 | using the Move Up and Move Down here,
so if we wanted this to be move down we
| | 04:14 | could, move it back,up, but we've
entered them in the order in which we want to
| | 04:18 | see them. I'm going to click OK, we're
going to exit Design mode and let's now
| | 04:23 | take a look at how this works.
| | 04:25 | We have four different choices here, but
the user can also simply type their choice.
| | 04:32 | So the Combo Box allows us to have a
list that will serve the needs of most,
| | 04:36 | perhaps even all of our users, but
still allows them the option to add their
| | 04:41 | own information here.
| | 04:43 | I'm going to go ahead and Undo that
change, get rid of our extra text from
| | 04:48 | before we created this, and now we have
a really nice drop-down that can be used
| | 04:54 | to be able to select a payment method or
enter our own method and that's how the
| | 04:58 | Combo Box content control works.
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| Inserting a DatePicker control| 00:00 | Drop-down list controls and Combo Box
controls are used to be able to enter text
| | 00:05 | or perhaps a set of numbers.
| | 00:08 | But if you want to enter a date, the
control you're going to use is the Date
| | 00:12 | Picker content control.
| | 00:14 | We have a need to enter today's date
here and so what we're going to do is click
| | 00:18 | where we would like to place the Date
Picker content control then we'll find it
| | 00:23 | right here. It looks like a small
calendar with a drop down on top of it in the
| | 00:27 | Controls group on the Developer tab and
we'll just drop in that content control
| | 00:32 | right here. We've king of get rid of
the click here language, so I think I'm
| | 00:36 | actually going to change
this so it says choose date.
| | 00:40 | The first let's take a look at its
Properties, because you'll find that there
| | 00:43 | are a raft of properties
in this Date Picker control.
| | 00:46 | As always, we'll turn off the content
control deletion possibility by locking it
| | 00:51 | and then this is-- you could call it
Today or you can call it today's date and
| | 00:56 | again, this is the title that users see,
this is the tag that only you see.
| | 01:00 | Then it says, how will we show the date?
| | 01:03 | This might seem meaningless. 5/3/2001
works pretty good, as long as you're
| | 01:10 | restricting your form to folks in US.
| | 01:14 | If however you might want to have people
filling out this form someplace else,
| | 01:19 | in many other countries they actually
will put the date in a different order.
| | 01:23 | It's more common, for example,
to see no something like 3 May.
| | 01:29 | The default that many people use is to
actually use a version that spells out
| | 01:34 | the month name or at lease three
characters of it and to put that second right here.
| | 01:41 | So it has the day first,
then the month, then the year.
| | 01:44 | Notice also the MMM here in this
custom control lets you see that actually is
| | 01:51 | going to spell out in abbreviation.
| | 01:54 | Now if you scroll down you'll find
that you could also have the user simply
| | 01:58 | choose the date and it
would insert the date and time.
| | 02:01 | If you don't need the time
there's really no reason to do that.
| | 02:04 | If you choose other locales, if you
have other locales on your computer loaded
| | 02:08 | into Windows, you can select them here.
You can select different calendar types,
| | 02:12 | but this does most of what we'd like it to do.
| | 02:14 | So I'm going to go ahead and say OK.
| | 02:16 | And now, let's go ahead and returned
with Design mode off and you'll notice when
| | 02:21 | you choose here's your date picker and
because we want the user to enter today's
| | 02:25 | date particularly, this is a great tool
because it always has the ability to
| | 02:30 | enter today with a single click of the button.
| | 02:33 | We can go to another month if we wish,
backwards or forwards in time, but no
| | 02:37 | matter where we are clicking today
will always enter today's date when we're
| | 02:41 | here in the date picker.
| | 02:43 | I'm going to return to the Properties
one more time here and remind you that you
| | 02:49 | have a wide range of ways to choose
what you'd like to show, including spelling
| | 02:54 | the date out fully. There are times
that's a bit important for you to know what
| | 02:58 | weekday as well as what
date something occurred on.
| | 03:00 | Feel free to use the date picker,
because that way it's all entered in one field
| | 03:04 | and the user doesn't have to
enter it in multiple fields.
| | 03:07 | This is a very powerful control,
really easy to implement, and users really,
| | 03:12 | really like it that's the Microsoft
Word 2010 Date Picker content control.
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| Inserting a CheckBox control| 00:00 | Many of us who created forms in
Word 2003 and then in Word 2007 were
| | 00:05 | disappointed and even annoyed that
there was no checkbox content control
| | 00:10 | provided in Microsoft Word 2007.
| | 00:15 | Word 2010 has a Checkbox content control.
| | 00:17 | It's back again and that's great,
because this is a very useful control.
| | 00:21 | You'll use a checkbox anytime somebody
has only two choices: true or false, yes
| | 00:26 | or no, a zero or one value.
| | 00:28 | So if I want to say yes to something or opt
out, that's the perfect use for a checkbox.
| | 00:33 | The only reason you might not want to
use the checkbox control is if you are
| | 00:37 | creating forms that will be used by
Word 2007 as well as Word 2010 users.
| | 00:44 | If a Word 2007 user opens a form
that has a checkbox in it, Word 2007
| | 00:50 | doesn't know what to do with it, so
when they click on it nothing happens.
| | 00:54 | If you're developing forms in this
mixed environment with 2007 and 2010 users
| | 00:58 | for right now, I'd like to refer you
to the lynda.com Online Training Library
| | 01:04 | Word 2007: Forms in Depth, which has a
great chapter on what to do when you don't
| | 01:11 | have a checkbox control to insert.
| | 01:13 | Let's go and see how we use the
Checkbox control here in Word 2010 forms.
| | 01:18 | Our form has seven different places that we
could actually put in checkboxes to good effect.
| | 01:23 | For example, we could put checkboxes
in front of each of these six items and
| | 01:28 | then down below we have a choice that
says, 'I wish to have my gift remain
| | 01:32 | anonymous', which is
clearly a yes or no choice also.
| | 01:36 | So let's go ahead and see what it's
like to drop a Checkbox control in in
| | 01:40 | Microsoft Word forms.
| | 01:42 | First, I'll click where I'd like to put
the checkbox, click the Developer tab,
| | 01:47 | enter Design mode, and then
choose the Checkbox. It is right here.
| | 01:51 | When I click the Checkbox content
control, Word drops a nice little checkbox
| | 01:57 | along with its tags right
where the insertion point is.
| | 02:00 | So now, because I'm in Design mode I
can click Properties and I need to give
| | 02:05 | these different names.
| | 02:06 | This is the kind of time that some
users will name these checkbox 1, 2, and 3.
| | 02:11 | We didn't do that up here when we were naming checkboxes.
Maybe we want to call out the name of the program.
| | 02:19 | Whatever we're going to do, remember
that the title is what the user will see
| | 02:23 | and the tag is the tag that will end
up on this data as it moves from the
| | 02:28 | form to somewhere else.
| | 02:29 | We're going to save this
checkbox can't be deleted.
| | 02:33 | We can also change the
symbol for checked and unchecked.
| | 02:37 | Now there's not usually a reason to
do this but you have the whole symbol
| | 02:41 | gallery up for grabs, so you could say
when somebody clicks checked, it comes back
| | 02:45 | and it shows a triangle or something else.
| | 02:48 | Most users however expect that when
they click a box that's unchecked, the check
| | 02:52 | symbol looks like an X in it.
| | 02:53 | So I'm going to click OK. Let's go
ahead and exit Design mode, and you'll
| | 02:59 | see there's a nice little checkbox here.
When I check it, that's how it behaves.
| | 03:05 | So I can now enter other checkboxes that
I'll use in the same fashion. Simply
| | 03:10 | click where you'd like the checkbox to appear.
| | 03:14 | Click the Checkbox content control.
In Design mode make sure that you're
| | 03:19 | entering both your tags and your title.
Make sure that it can't be deleted and
| | 03:25 | continue to add one checkbox
after another to all of these.
| | 03:28 | Now when we exit design mode you'll
notice that we actually could scoot these
| | 03:32 | over closer this checkbox and it's
relatively easy to get to this way, even when
| | 03:35 | I click on the one above. Notice that
the title will simply overlay so I don't
| | 03:40 | have to leave room for that title here.
| | 03:42 | However, as I move farther down, notice
that the title will obscure the item above.
| | 03:47 | So if it's important that people can
see the whole list, that's sort of going to
| | 03:50 | dictate how far over that
checkboxes is going be. I like it here.
| | 03:54 | Unlike the little checkbox symbols that
you put in and using the Insert Symbol
| | 03:59 | dialog box in Microsoft Word, here's a
real-life checkbox and when I click on it
| | 04:03 | behaves exactly like I expect it to
and that means that my users are going to
| | 04:07 | like that Microsoft Word checkboxes well.
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| Inserting a Picture control| 00:00 | There aren't many times that you'll
want to have a user insert a picture on
| | 00:04 | a form, but when that's exactly what you want
Word 2010 has a great control to handle that.
| | 00:11 | In our form, we want to give every
donor the opportunity to send their own
| | 00:15 | picture, something that they choose, to
be able to put into the donor directory.
| | 00:20 | We could probably send them to a
photographer, if we wanted to, if they gave
| | 00:24 | enough money. We could give them a lot
of requirements around the photo and we
| | 00:27 | might do all of those things yet.
| | 00:29 | But in this form we're concentrating
on letting them simply go out to their
| | 00:33 | computer, grab a photo, and send it back to us.
| | 00:36 | And when we want to do that we want to be
able to use the Picture content control.
| | 00:41 | We'll click where we'd like them to
drop the picture. You don't need to make
| | 00:45 | space for this photo frame.
| | 00:46 | It will size itself when you drop it in.
| | 00:49 | Go ahead and click the Picture
content control in the Controls group on the
| | 00:52 | Developer tab and it will drop in this control.
| | 00:56 | Now we can do some things to change its
properties. We're going to put a donor
| | 01:00 | photo or we could just tag this as photo,
and then say it can't be deleted but
| | 01:05 | you'll notice we don't have a
lot of different choices here.
| | 01:09 | If we take a look at this in Design mode,
we'll notice that it tagged up with the
| | 01:12 | tags that we've provided, before and after here.
| | 01:17 | We're going to exit Design mode, and it
looks like we've slid a little ways down
| | 01:22 | the page so we might want to click
out at the end and simply hit Delete a
| | 01:26 | couple of times and make sure we come
back up the page, or find a way to remove
| | 01:31 | some space some place that
we don't necessarily need.
| | 01:34 | It's a shame to have this run onto two
pages, simply because we've inserted a
| | 01:38 | pretty large control here.
| | 01:39 | We could also choose to resize this
control slightly and maybe just a little
| | 01:43 | resizing would help take care of some
of those issues for us and give us the
| | 01:47 | ability to get rid of that second page.
| | 01:49 | If not, we can play with that later.
That's to remove some spacing in various
| | 01:54 | places in your form.
| | 01:56 | So we're ready to use this form now.
We can go ahead and save it one more time
| | 02:00 | if we wanted to, but as your user gets
ready to use this they'll simply click
| | 02:04 | here to insert a picture. They don't
need any other information for this.
| | 02:09 | And it will take them by default to the
picture library assigned to them on their computer.
| | 02:15 | They could choose anything,
any picture from the library.
| | 02:19 | However, in this case we've included a
photo for you to use in your exercise files.
| | 02:24 | So if you want to choose a specific
photo, go ahead, but if you don't have one
| | 02:28 | let's use this one and simply double-
click and you'll notice that donor photo
| | 02:32 | slides in there really, really nicely.
| | 02:36 | If you have an incredibly large photos
they'll struggle to fit in this box, and
| | 02:39 | we should perhaps talk about that.
| | 02:41 | If your user chooses for example from
the pictures library this Koala bear, it's
| | 02:47 | going to be resized to fit inside of
this frame, because otherwise it would run
| | 02:52 | all the way across two pages.
| | 02:54 | There are some compression going
on here and you're losing a little
| | 02:57 | something out of the photos.
| | 02:58 | But by and large, this is a great control.
| | 03:00 | This can work very well to allow you
to drop in whatever kind of images you
| | 03:05 | would like to have your user provide
in a form that you create in Microsoft Word 2010.
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|
|
3. Finishing a FormTesting the form| 00:00 | So here's our beautiful, easy to use
form that we created earlier and now we're
| | 00:05 | going to test the form.
| | 00:07 | Let me talk to you a little bit
about how you think about testing a form.
| | 00:10 | The easiest way to test a form is to go
get somebody who has nothing to do with it,
| | 00:14 | plop them down in front of it,
open it up and say try to fill this out.
| | 00:18 | The reason that's a great way to do it,
that naive user approach, is that
| | 00:22 | you already have in your head how
this Form is going to work, somebody else
| | 00:26 | might have totally different thoughts
about how they believe it should work,
| | 00:30 | and by watching somebody you can get a
good idea about whether your form is
| | 00:34 | easy to use or not.
| | 00:35 | But if you don't have easy access to
somebody and you just want to do an
| | 00:39 | initial test, what you want to do is you'll
want to check each and every item in the form.
| | 00:44 | In other words, the drop-down lists
should behave like drop-down lists.
| | 00:48 | When you choose items, you should have
the ability to re-choose a second item.
| | 00:53 | Text boxes should behave like text boxes.
| | 00:55 | You should be able to click in them
and type, click out of them, return and
| | 01:00 | remove the data that's there if you wish.
| | 01:04 | If you totally remove an entry from a
plain text box or a rich text box, the
| | 01:08 | original item on the top of the list,
that placeholder, should come back.
| | 01:12 | You'll want to test your date pickers
and make sure that they behave and that
| | 01:16 | they present dates in the format that you chose.
| | 01:20 | You'll want to test your checkboxes.
| | 01:22 | Click on it, make sure it turns on,
click on it again, make sure it turns off.
| | 01:27 | Make sure that there is
adequate space around the controls.
| | 01:31 | If for example we enter a number here,
when we move on is there adequate space?
| | 01:39 | Go ahead and make sure your combo box works.
| | 01:41 | Does it work if I choose a list item?
| | 01:44 | Does it work if I simply need to type in it?
| | 01:50 | You'll notice that in all of the
text boxes, your proofing tool should
| | 01:53 | be working as well.
| | 01:54 | There is not even a way you can turn that
off easily, so we'll just keep that going.
| | 01:58 | It's useful for users.
| | 02:00 | Check each of the controls as you work
your way through the form and make sure
| | 02:04 | that they work for you and
will work for your users.
| | 02:07 | Check out each specific control
type and each specific control.
| | 02:13 | When you're all done, if
everything works, you're fine.
| | 02:16 | Simply close your form.
| | 02:17 | You've tested it well enough. Now
have two or three people in your office
| | 02:21 | test it for you as well.
| | 02:24 | When you're all done and you are quite
pleased, go ahead and save the form as a
| | 02:27 | final version without any data in it.
| | 02:30 | Any data that I leave in this form like
a picture will actually end up being in
| | 02:34 | my template so make sure that you get rid of it.
| | 02:36 | You can go ahead and press Delete and
when you move out of that field then your
| | 02:40 | photo holder will come back.
| | 02:43 | One more thought as you're
working through your form.
| | 02:45 | There is something called a normal
tab order that says when I leave one
| | 02:48 | field and tab it should actually go to the
next field and work its way through the form.
| | 02:54 | So notice that I'm just hitting the
Tab key and it's working its way down.
| | 02:57 | So after you've checked the
functionality of each of the types of controls and
| | 03:01 | of each specific control, go ahead and
work your way through the form, making
| | 03:05 | sure that it Tabs in a logical order
that makes sense to you. All done, all set.
| | 03:11 | Your form is well tested, ready for other
users to do quality control testing on it.
| | 03:15 | This means you've done a good job
creating your first form in Microsoft Word 2010.
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| Protecting the form| 00:00 | So here's our great-looking form.
| | 00:02 | It has images and labels,
content controls to hold data.
| | 00:08 | Now, before we save this form as a template
or distribute it to our users, we want to
| | 00:13 | lock the form down so that those users can't
accidentally edit parts of the form that we
| | 00:18 | don't want them to edit.
| | 00:19 | For example the labels, we don't
want somebody to accidentally do that.
| | 00:24 | So if we had created this form in earlier
versions of Word, we would have protected
| | 00:30 | the form by restricting editing.
| | 00:33 | So we would have gone to Restrict Editing
and said only allow the type of editing where
| | 00:38 | people fill in forms, and we
would have enforced our protection.
| | 00:43 | You will still do that if you use the legacy
form controls right here, because that's the
| | 00:49 | way we protect legacy forms.
| | 00:52 | But if you are using the Word 2010 content
controls--this set of controls here--then
| | 00:59 | you don't want to restrict editing because
when you protect your form in that way, it
| | 01:04 | can interfere with the way
the Word content controls work.
| | 01:08 | So protecting a Word 2010 form is actually a
little more straightforward, but it doesn't
| | 01:14 | use the word protect.
| | 01:16 | So what we're going to do is select and
group the controls that we want to have behave in
| | 01:21 | a particular fashion.
| | 01:22 | I'm going to go ahead and close the Task pane.
| | 01:25 | If everything on my form is an area where I
don't want users to accidentally type, that
| | 01:31 | I only want them to use the controls, I can
just do Ctrl+A to select the entire form.
| | 01:37 | And then I'm going to go to Group and choose the
Group command, and that's what we'll do with our form.
| | 01:44 | If I had some area I was willing to let them
type that I didn't have a field for them to
| | 01:49 | type in, then I wouldn't group the entire form; I
would select the sections that I wanted to group.
| | 01:55 | But I want the whole form grouped and that's
what it looks like; it really looks like almost
| | 01:59 | nothing happened. Except, when I click in the
form now, notice that I can select controls
| | 02:06 | and I can actually use them.
| | 02:09 | I can click on the checkboxes, turn them on
or off. I can select the image, but I can't
| | 02:14 | do anything with it.
| | 02:15 | I can't, for example, cut it and
when I select text, I can't format it.
| | 02:21 | So users can select labels and images outside
of the content controls, but they can't edit
| | 02:26 | them. And inside the content controls that
we've placed on our form, users are able to
| | 02:31 | edit, to enter information, to choose items
from dropdown lists, to do anything that we
| | 02:38 | want them to do--any choice that's
appropriate in the controls that we've provided.
| | 02:44 | So this is how we're going to protect a
form using the Word 2010 content controls.
| | 02:50 | The process is a little different than the
process you may have used in earlier versions
| | 02:54 | of Word, but it's incredibly easy for us to
secure this form that we created in Word 2010.
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| Saving a document as a template| 00:00 | We've created our pledge form in
Microsoft Word 2010, we've taken the steps
| | 00:05 | necessary to protect it, so that when a
user clicks they are only seeing fields.
| | 00:10 | They can't click in places that
we haven't place content controls.
| | 00:14 | And now, it's time to save
our document as a template.
| | 00:17 | If I take this document right now, and
fill it in and save it, I'll have a form
| | 00:22 | that was used only once.
| | 00:24 | If I want to be able to use this
form over and over and over again, have
| | 00:28 | different people use it, post it in
up shared folder where different people
| | 00:32 | can access it,
| | 00:33 | then it's important that I save it as a
template rather than as a regular document.
| | 00:37 | A template which each time a user
opens it will retain it's original form and
| | 00:42 | simply give them a copy to work with,
keeping this pledge form in pristine
| | 00:46 | shape for the future.
| | 00:48 | So we are ready to go.
| | 00:49 | We're simply going to go to File > Save
As and in the Save As dialog box we are
| | 00:55 | going to choose Word Template.
| | 00:58 | Now unlike Excel and PowerPoint and
even prior versions of Word, Word doesn't
| | 01:04 | automatically jump to
that Templates folder for us.
| | 01:07 | So what we're going to do is scroll up,
and where it says Microsoft Word click
| | 01:10 | Templates to move to the
Microsoft Word Templates folder.
| | 01:13 | The Templates folder isn't in
exactly the same place for every user.
| | 01:17 | It depends on the installation at
your organization, what version of
| | 01:21 | Windows you're using.
| | 01:22 | But if you click this arrow you can
actually trace your way back to the main
| | 01:28 | drive this folder is on.
| | 01:29 | It's on the C Drive in Users folder, in
the folder with my name on it, AppData >
| | 01:35 | Roaming > Microsoft and Templates.
| | 01:37 | So I am going to save this as a
template in this folder by clicking Save.
| | 01:41 | And now we're all done.
| | 01:43 | This document doesn't really
look different on the screen.
| | 01:45 | If I fill it in, I'm still in my
original document here. So what I'm going to
| | 01:50 | do is I am going to say File > Close
and then do File > New and say I'd like
| | 01:57 | to look at My templates and I'll find there
my Pledge Form template that I just saved.
| | 02:02 | When I double-click it doesn't open
pledge form. It opens a new document based on
| | 02:07 | the Pledge Form template.
| | 02:09 | Now you might wonder, why do I need to
save it in a Templates folder, could I
| | 02:13 | save it somewhere else? Yes, you could.
| | 02:16 | However, when you go back and choose
File > New, Microsoft Word is looking very
| | 02:22 | specifically in that Templates
folder that this was saved in.
| | 02:26 | So if you want to save it elsewhere,
you'll need to manage that yourself.
| | 02:30 | For now, we've saved this template
in a way that we can use it on our
| | 02:35 | computer and we could, in fact, email it to
somebody else if we wish for them to complete.
| | 02:39 | It's easy to save files as
templates in Microsoft Word 2010.
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| Distributing the form template| 00:00 | We've created this fabulous form
template and now we'd like to share it with
| | 00:04 | other people, either by giving them a
copy of the form that they can fill out or
| | 00:09 | by giving them access to the template
so that they can create their own
| | 00:12 | documents based on that template.
| | 00:14 | There are two primary methods of
distributing templates. One is to send it to
| | 00:18 | someone by email and the other method
is to post it somewhere where they can
| | 00:22 | actually retrieve it.
| | 00:24 | If we are going to email the
document we have a couple of choices.
| | 00:28 | If for example one of my co-workers
says, would you send me a copy of the
| | 00:31 | template so that I can keep it myself
and create new documents based on it,
| | 00:35 | then I'll email them the actual template.
| | 00:38 | If on the other hand, I need to send a
copy of the document to someone so they
| | 00:41 | can fill it out personally, I'm just as
well-off to send them a copy of the Word
| | 00:45 | document which I have in front of me.
| | 00:47 | So if I have a colleague who says,
could you send me this document so I can
| | 00:51 | fill up my pledge form, then I would
simply open the document or open a new copy
| | 00:56 | of the document based on the
template and do Save & Send
| | 00:59 | and send it as an attachment so
that they could open it, fill it out, and
| | 01:03 | send it back to me.
| | 01:04 | However, let's say I have a number of
people in my office who are also going to
| | 01:08 | be distributing these pledge forms.
| | 01:10 | I could share this with them
by sending them the template.
| | 01:12 | Here is the problem.
| | 01:14 | Let's say I emailed this template and
say "make as many of these as you want" to
| | 01:18 | 15 people in my office.
| | 01:20 | And then later this year the group
of people who work at the foundation,
| | 01:24 | employees who decide how we'll
strengthen the communities where we live and
| | 01:27 | work, say we're going to
add another health initiative.
| | 01:30 | Now I need to change the form. Easy
enough for me to do. I developed it.
| | 01:35 | However there are 15 copies of this
form sitting out there and those are only
| | 01:39 | the ones that I know about.
| | 01:40 | It might be that there are 30 copies of
this form and so until I can track all
| | 01:45 | of those down, I'll have users using
the old form, offering the choices that
| | 01:50 | don't include the newest updated choices.
| | 01:54 | Because of this, it's best if I can
set up a centralized form repository, a
| | 01:59 | template resting spot, where every
single person who wants to use these forms
| | 02:03 | will simply go there, create a form
based on the newest template, and keep going.
| | 02:08 | They won't store the templates locally
on their computer, so when I need to add
| | 02:11 | that new health initiative to this
pledge form, I simply change the one
| | 02:16 | template that everyone uses from the
template repository and everybody has a
| | 02:21 | new template automatically.
| | 02:23 | To do this in Microsoft Word, we'll
simply go create a new workgroup templates
| | 02:28 | location and then we'll connect to it
and tell other users to do the same.
| | 02:33 | I'll choose File > Options.
| | 02:36 | In the Word Options dialog box, I'll
click the Advanced category and scroll all
| | 02:41 | the way to the bottom and
click this File Locations button.
| | 02:46 | Now this is an interesting thing.
| | 02:47 | This is actually saving the file
locations not just for Word, but for Excel
| | 02:52 | and PowerPoint as well.
| | 02:53 | So once I've set up this template
location, we can share templates that were
| | 02:57 | created in any of the
Microsoft Office application.
| | 03:01 | I'm going to choose Workgroup template.
User templates by the way is where the
| | 03:06 | template was stored when I
saved it myself as a template.
| | 03:09 | That's a location on my
computer only accessible to me.
| | 03:13 | Workgroup templates is going to be
out on a network share that other people
| | 03:17 | have permission to.
| | 03:18 | I'm going to click the Modify button and
now I need to go identify that network
| | 03:23 | folder that already exists
or that I need to set up.
| | 03:26 | If you want to work with your IT folks on
this to set up permission, so it's a good idea.
| | 03:31 | So while I navigate to my shared network
location and then I'm going to create a
| | 03:36 | new folder here called Workgroup
Templates. Good enough name, easy enough name.
| | 03:43 | And I'm going to click to open that.
| | 03:46 | Now, I want to just stay here for
a moment and give you a couple of
| | 03:49 | thoughts about this.
| | 03:50 | If I am the person who's in charge of
templates for my workgroup, I am the
| | 03:54 | template queen or template king where
I live, then this Workgroup Templates
| | 03:58 | folder should probably be set up so
that it's read-only for most users and I'll
| | 04:02 | be the person who owns it and
will be posting new templates to it.
| | 04:06 | On the other hand if there are other
people in my organization who also create
| | 04:10 | templates that they want to share, I
simply give them permission to also create
| | 04:14 | and save templates in Word and
Excel and PowerPoint in this location.
| | 04:19 | That's set at the folder level, what
are the permissions for the Workgroup
| | 04:22 | Templates folder that I'm pointing people to.
| | 04:24 | So I've chosen my folder, have or have
not set permissions by working with my
| | 04:30 | information technology group, and I'm
going to say OK and notice that that
| | 04:34 | Workgroup Templates folder is now
listed here in my File Locations in
| | 04:38 | Microsoft Word Options.
| | 04:40 | This is the same process that every
person in your workgroup will need to go
| | 04:44 | through once, only once, to be
able to get to these templates.
| | 04:48 | Let's just go ahead here
and say OK and say OK again.
| | 04:53 | Now I want to save this template in
that workgroup folder so that other
| | 04:57 | people can access it.
| | 04:59 | So I'm going to say File > Save As.
Now I could scroll up and choose
| | 05:03 | Templates, but it doesn't really make
a lot of sense because that takes me to
| | 05:07 | my personal templates folder.
| | 05:09 | Instead I need to go back to the
location where I created the Workgroup
| | 05:13 | Templates folder. Because I just did
that, it shouldn't be hard to find.
| | 05:17 | It will be on my Recent
Places list down at the bottom.
| | 05:20 | Okay so I can just go open
that and here's my folder.
| | 05:26 | If I wish, I can create sub-folders in here.
| | 05:30 | There's only one Workgroup
Templates folder that I can use.
| | 05:34 | However, I might want to have hundreds
of templates in here because my entire
| | 05:38 | workgroup is using it.
| | 05:40 | We simply separate those by
creating a folder for each of the groups of
| | 05:43 | workgroup templates.
| | 05:44 | So I am going to call this
Forms and go ahead and press Enter.
| | 05:49 | Now I have a Forms folder in my
Workgroup Templates. I'm going to save my pledge
| | 05:54 | form as a template in the
forms folder and say Save.
| | 05:59 | I'm going to go ahead and exit
Microsoft Word and start it all over again.
| | 06:03 | So now, I am a new user in the office
coming in to these workgroup templates
| | 06:08 | and I want to choose File > New > My
Templates and when I do, here are my
| | 06:14 | personal templates, but here's my template
that was saved in the workgroup template location.
| | 06:20 | One other thought. If you're going to
be saving a lot of templates and don't
| | 06:23 | want to have to navigate over and over
again, it might be worth your time to
| | 06:27 | simply say File > Open, open the Open
dialog box and navigate your way back to
| | 06:33 | the file folder that you created for
Workgroup Templates, and then let's add it
| | 06:39 | to the Favorites list here.
| | 06:41 | Simply take it and drop it.
| | 06:45 | So now when I want to go save a
workgroup template it's as easy to get to as
| | 06:49 | the Templates folder
here in Microsoft Word 2010.
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| Troubleshooting form issues| 00:00 | There are several common things that will
go wrong with forms, and so I want to show
| | 00:05 | you how to troubleshoot your forms based on the
types of issues that you see or that users report.
| | 00:11 | The first possibility is that you have a form
and a user double-clicks to create a new form
| | 00:18 | based on your template.
| | 00:19 | You saved your template, everything is good,
but when your user is in, working in the form,
| | 00:24 | not only can they choose and type where you
expect them to, but they can also delete the
| | 00:32 | labels, and they can also add
new rows and tables for example.
| | 00:37 | In other words, they can do all kinds of things
that you don't want them to do here in the form.
| | 00:44 | So, what happened here?
| | 00:45 | Well, when I created this form, before I
saved the template, I missed the step of making
| | 00:51 | sure that I grouped the controls.
| | 00:54 | So in that case what I would do to fix this
is I would open up my template again and go
| | 01:00 | into the template, go into the Developer
tab, select all my fields, and then we would
| | 01:08 | just make sure that we group the
containers and all of the text. And in doing that the
| | 01:14 | entire area I select in Group can't be edited
except in places where we dropped the content control in.
| | 01:20 | So if users can delete areas of your
form, grouping is the way to avoid that.
| | 01:27 | So the next possibility is that a user
opens up this form and says, "Wait a minute!
| | 01:31 | I want to fill in this form,
but somebody else already did."
| | 01:36 | What will usually be the case here is that
I was testing the form, I thought, but I was
| | 01:42 | really testing the template and so what I did
was I saved information in the form accidentally.
| | 01:49 | You always want to know when you're
working in form development whether you're in the
| | 01:53 | template or whether you're in a form.
| | 01:56 | So remember that when I create a new form
based on the template, the odds are pretty
| | 02:00 | good it will say Document 1 or Document 2
or something at the top; but I can also go
| | 02:04 | backstage. And it says information about
Document 4. There isn't a lot, because it's a brand-new
| | 02:09 | form created for my template.
| | 02:11 | What would it look like
if I was in the template?
| | 02:14 | So notice that this template lives somewhere,
but more importantly, that it ends with a .dotx
| | 02:21 | file extension. So I'm in the template here.
| | 02:24 | Now the easiest way that that happens is
I've been working in the template and I've been
| | 02:29 | saving it, and then I go back, and I want to
create a new file, and I just go to my recent
| | 02:34 | list in my template is hanging
around right there, and I, oh, shoot!
| | 02:38 | I forget that that's my
template and I double-click to open it.
| | 02:41 | So a really great practice is that when you're
done publishing your template, just to right-click
| | 02:47 | and remove those templates from the list
that you don't need any longer, and when you do
| | 02:51 | that, then you're not going to make the
mistake of just going in here and double-clicking,
| | 02:55 | thinking you'll get a new form to test,
but actually opening your template.
| | 03:00 | The final possibility is that some of the
content controls are fine, but some of them
| | 03:05 | have text in them and it's not
placeholders; it's actual text.
| | 03:09 | So when I tab into the control, there is
actually words here that I have to get rid of and if
| | 03:14 | I don't, when I'm typing I am adding
on to the text that's there already.
| | 03:19 | So how in the world did that happen?
| | 03:21 | Well, it could be a more limited case of, you
entered text in some places you didn't mean
| | 03:27 | to, but when it looks like a placeholder,
it's probably something that happened to you in Design mode.
| | 03:32 | If I take this form back into Design mode
and I take a look, you'll notice of course
| | 03:37 | that the placeholders are gray.
| | 03:39 | But text that's typed in here is not.
| | 03:42 | So what probably happened was you clicked
and thought you were editing the placeholder,
| | 03:46 | but you were really entering text.
| | 03:49 | That's easy enough to do, particularly if
you're working on a form and not paying a ton of
| | 03:54 | attention to whether it's a dark-gray
font or a black font. So how do I fix this?
| | 04:00 | Well, the best and easiest way to fix this,
we hope, is you simply select all of that text
| | 04:07 | and you hit Delete to get rid of it and
then you click somewhere else, and when you do,
| | 04:11 | your placeholder should
come back, just like that.
| | 04:14 | I have got another instance of this down here.
| | 04:18 | So I'm just going to select all of that and
delete it, and when I click somewhere else,
| | 04:24 | my placeholder should come back.
| | 04:27 | What if it doesn't?
There are two other things you can try.
| | 04:30 | You can, with this control selected, click
on its properties, click OK, and elsewhere
| | 04:36 | and sometimes it will come back.
| | 04:39 | Another possibility then, is it won't
come back; it's lost its placeholder.
| | 04:43 | And in that case what you can do is you can
remove the content control, either from the
| | 04:47 | menu or by just pressing Delete, and you
can add a content control back in, because if
| | 04:54 | you really can't get its placeholder to come
back, as I start typing, I'm always going to
| | 04:58 | be typing text in here.
| | 05:01 | So as you're creating your form,
three specific things that you can watch for so that you
| | 05:06 | don't end up needing to exercise the
techniques you saw in this troubleshooting film.
| | 05:12 | The first is, make sure that as you're testing
the form and designing the form you're always
| | 05:18 | aware of whether you're in the template or
whether you're in a form, and the easiest way
| | 05:22 | is to look up here and if there's a file
name other than document and you haven't saved
| | 05:26 | anything, you're in the template.
But you can always check backstage.
| | 05:31 | The second thing is to make sure that
before you save a template, you remove any values
| | 05:36 | that you entered into the template when you
were testing it. And the third is to make sure
| | 05:42 | that you properly select and group not just
the controls in your form, but all of the other
| | 05:48 | supporting text that you don't
want users to be able to edit.
| | 05:53 | So if you follow those particular best
practices as you're creating your form, you'll do a
| | 05:58 | lot less troubleshooting in Word 2010.
| | 06:01 |
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|
|
4. Creating Internal Forms with Building BlocksUnderstanding building blocks| 00:00 | You may already be familiar with
building blocks for Microsoft Word, but there
| | 00:05 | are some amazing things that you can
do with building blocks when you combine
| | 00:08 | them with some of the controls
you find on the Developer tab.
| | 00:11 | Here's an overview of
building blocks in general.
| | 00:13 | A building block is a chunk of text formatted.
| | 00:17 | It might be a table, could have graphics,
anything you want. It can be a paragraph,
| | 00:22 | three words, five pages, that
you're going to place in your document.
| | 00:27 | Let's slide over to Word for a
moment and take a look at some of the
| | 00:30 | existing building blocks.
| | 00:31 | You find most of them on the Insert tab.
| | 00:33 | For example, all of these cover pages
are building blocks and you can create
| | 00:37 | your own cover page and add it to this gallery.
| | 00:41 | Additionally, the headers are building
blocks, the footers are building blocks,
| | 00:46 | and you might want to create your own
building blocks that aren't any of those
| | 00:49 | types and assign them to
a gallery that you create.
| | 00:52 | You do that on the Quick Parts Gallery.
| | 00:55 | So let's say that you're creating a
contract or a letter of agreement and you
| | 00:59 | have a signature block that you want
to put at the bottom. It's structured.
| | 01:03 | It's in a table.
| | 01:04 | So what you can do is go to the bottom
of your document where you want to insert
| | 01:08 | that in Word and then go to
your local Building Block Gallery.
| | 01:12 | Choose that Building Block and
simply drop it into the document.
| | 01:17 | You don't have to copy and
paste from another document.
| | 01:19 | You can simply move a building
block in and then you have it.
| | 01:22 | But what if there is not just one
possible building block that you wish to use?
| | 01:27 | What if there are three or four options?
| | 01:29 | Let's take a look at a situation where
this part of the text of this letter of
| | 01:33 | agreement depends on some terms
that were worked out with the customer.
| | 01:38 | We've actually gone in and created a
Building Block Gallery that has all three
| | 01:41 | of the possibilities in it.
| | 01:43 | One of these three will be right.
| | 01:45 | So when we get ready to create this
letter of agreement we'll move our cursor
| | 01:49 | to that point in the Word document and
we'll look at each of the items in the
| | 01:52 | Building Block Gallery and decide which is
the one that I want to insert in my document.
| | 01:57 | Then we'll choose the one we
want, place it into our document.
| | 02:01 | That saves us from having to
copy and paste from different areas.
| | 02:04 | We can have as many of these customized
building blocks in our documents as we wish to have.
| | 02:08 | Let's see a real example
of this in Microsoft Word.
| | 02:12 | Here we have part of that letter of agreement.
| | 02:14 | The part where we know what the location
information is and what the materials are.
| | 02:19 | So there are three possible locations.
| | 02:21 | We're going to click Choose Location
Information and we're going to choose from
| | 02:26 | a small subset of that Quick
Parts list the location we want.
| | 02:30 | So we'll choose that.
| | 02:32 | Then we'll go to choose Materials and
we will choose the first item and it will
| | 02:37 | be pasted in here as well.
| | 02:39 | Now if we look at the Quick Parts Gallery
here, it actually has all of these quick parts.
| | 02:44 | But you'll notice that when we were
looking for a Location we only saw the ones
| | 02:48 | that are pertinent for Location and we
chose Materials we only saw the quick
| | 02:54 | parts that were available
in the category of Materials.
| | 02:57 | We did that little piece of magic
using the Building Block Gallery content
| | 03:02 | control here on the Developer
tab in Microsoft Office 2010.
| | 03:07 | Before we go back to Word let's take
a look at how we save building blocks.
| | 03:12 | How we create and save building
blocks determines how we will actually
| | 03:15 | distribute the forms that we create using them.
| | 03:18 | Microsoft Word comes with a
bunch of built-in building blocks.
| | 03:22 | The headers and footers and cover
pages I showed you few minutes ago for
| | 03:25 | example, and those are saved in a
template called Built-In Building Blocks.dotx.
| | 03:33 | As soon as you create a building
block, it's placed into a template that is
| | 03:37 | called Building Blocks.dotx that
Word automatically creates for you.
| | 03:43 | Additionally, you could save
building blocks in the Normal template.
| | 03:47 | If you go back a few versions of Word ago,
we saved everything in Normal.dotx.
| | 03:52 | That's not a recommended practice anymore.
You could, but you probably shouldn't
| | 03:56 | because there are many occasions
when Normal.dotx will be destroyed and
| | 04:00 | re-created from scratch in
updates and that kind of thing.
| | 04:03 | So let's leave Normal.dotx off the list.
| | 04:05 | But both Built-In Building Blocks.dotx
and the Building Blocks.dotx template
| | 04:10 | created for your building blocks are
stored in a folder called the Document
| | 04:14 | Building Blocks folder.
| | 04:16 | You can create other templates as well
and save them in that folder and all of
| | 04:21 | those building blocks will be loaded,
because what Word does is when you launch
| | 04:25 | Word it goes and takes a look and says
everything that's in any template stored
| | 04:31 | in the Document Building
Blocks folder gets loaded.
| | 04:34 | Whenever you open a document, if it's a
template Word automatically looks to say
| | 04:39 | does this have any building blocks in it?
| | 04:41 | And if it does then it adds them to
your Quick Parts Gallery and any other
| | 04:46 | galleries where those
building blocks would be stored.
| | 04:49 | So you have a number of choices here.
| | 04:52 | One is simply to store the building
blocks you're going to create in the
| | 04:55 | Building Blocks Gallery.
| | 04:57 | This Building Blocks
Gallery here is local to you.
| | 05:00 | So this would be for
templates only you are going to use.
| | 05:04 | If you have a template you want to
send to other people to use or a template
| | 05:09 | that you want to place in your
Workgroup Templates folder for the use of other
| | 05:12 | people in your organization, you'll
store your building blocks directly in the
| | 05:17 | template where they are going to be used.
| | 05:20 | If you want to organize all of your
building blocks, if you have too many of them
| | 05:24 | to work with, then you can simply
create another template in the Document
| | 05:28 | Building Blocks folder for those.
| | 05:30 | But our two primary methods of
storage here will be in the template that we
| | 05:34 | intend to use the building block in.
| | 05:36 | So it's easier to distribute to others,
and is only then showing those building
| | 05:41 | blocks in that document.
| | 05:43 | Or for building blocks that you want
to use yourself, you will save those in
| | 05:48 | either the Building Blocks.dotx
template or in any other template that you wish
| | 05:52 | to store in the Document Building Blocks folder.
| | 05:55 | That's a lot to think about right now,
but don't worry about it. We're going to
| | 05:58 | cover saving building blocks right away
in the next movie as we start creating
| | 06:02 | building blocks to use in forms in Word 2010.
| | Collapse this transcript |
| Creating and saving building blocks| 00:00 | We're creating a form and we want to be
able to put in boilerplate text based on
| | 00:06 | user choices at the moment
that they're creating a form.
| | 00:10 | There are two different sets of text
possible here in this letter of agreement.
| | 00:15 | This is text that's about logistics.
| | 00:17 | It's three choices. Training will be
provided at the client location at a
| | 00:21 | third-party facility or at a third party
facility that this company has to worry about.
| | 00:26 | There are three possibilities about
materials and these just happen to have
| | 00:30 | three for each one. One could have two
and the other could have seven. Three
| | 00:34 | is not a necessity.
| | 00:36 | One choice is that the materials will
be reproduced, another are that they will
| | 00:40 | be charged, another is that the client
will provide it, those kinds of choices,
| | 00:44 | and when you're creating something like
a contract, these kinds of options are
| | 00:48 | really prevalent, that you will have
one choice based on a particular client
| | 00:53 | situation, another choice based on another.
| | 00:56 | There are many many times when
you're creating documents where you are
| | 00:58 | copying and pasting text.
| | 01:00 | And by using building blocks and using
the content control on the Developer tab,
| | 01:05 | we can make this so easy
that it's absolute gorgeous.
| | 01:10 | I've colored this text so that you can see it.
| | 01:12 | I actually changed the font color so
that it would stand out in the document.
| | 01:16 | The thing I want to point out is that
this is formatted text, so if I leave
| | 01:20 | it bright red like this then it will be
bright red when it comes back into the document.
| | 01:25 | So, it would be a good idea right now
for us to just set this text back to
| | 01:28 | Automatic and take off the bolding.
| | 01:30 | And we will do the same thing here, just you know
return this text to Normal and we will be fine.
| | 01:36 | So, let's start by creating three
building blocks about logistics, one for each
| | 01:40 | of these three choices.
| | 01:42 | Now, let's talk a little
bit about this document first.
| | 01:45 | We're creating a template.
| | 01:47 | When I save a building block,
I can't save it in the document.
| | 01:51 | I can only save it in the template.
| | 01:53 | So, even though its way early and we
haven't done a lot of the other work to
| | 01:56 | turn this document into the template
that we will ultimately want it to be,
| | 02:01 | before I can create and save a
building block in this document it has to be
| | 02:05 | saved as a template.
| | 02:07 | So, let's simply do a File > Save As,
scroll to the top, and say we would like to
| | 02:12 | save this in the Templates folder as a template.
| | 02:16 | I could also save it here locally as a
template until I'm ready to publish it.
| | 02:19 | It doesn't really matter. I know that
I'll be using it and no one else will
| | 02:23 | because I'm saving it in my
personal Templates folder.
| | 02:27 | So, this is the letter of agreement.
Choose and I'm simply going to save this.
| | 02:32 | Now, it's a template.
| | 02:33 | So, let's begin by selecting a chunk of text.
| | 02:37 | Go to Insert > Quick Parts > Save
Selection to the Quick Part Gallery.
| | 02:44 | Now, if you'd like to know more about
creating building blocks, I want to refer
| | 02:47 | you to Word 2010 Essential Training on
lynda.com where there's a great chapter
| | 02:52 | about creating building blocks. But
I'm assuming that you you'll be pretty
| | 02:55 | comfortable with this.
| | 02:56 | The name I'm going to put in will be
the name for the first choice and this is
| | 03:00 | Client Site or Client Location.
| | 03:03 | Now, it asks where I want to put it.
| | 03:07 | I can keep it in Quick Parts.
| | 03:08 | I can put it in a custom list if I want to.
| | 03:11 | I am just going to leave it here.
| | 03:13 | The Category becomes important because
I'm going to refer to the category when I
| | 03:19 | drop in the content
control from the Developer tab.
| | 03:23 | I want each of these three items to
have the same category and for there to be
| | 03:28 | nothing else in this category.
| | 03:30 | So, I'm going to say Create New
Category. Say Training Facility.
| | 03:36 | That works fine. Say OK.
| | 03:38 | I have just created a new category
and then it says where will I save it.
| | 03:42 | Notice that because I have saved my
file as a template, it's a choice here
| | 03:47 | to save it locally.
| | 03:49 | I could also save it in Normal.dot-- as
you saw in the last movie, not a good idea--
| | 03:53 | or in your personal Building Blocks folder.
| | 03:57 | If I want to use this particular
building block on all kinds of files that
| | 04:02 | I create whether I created them with
this template or not, I'll save them
| | 04:06 | in Building Blocks.
| | 04:07 | If I want these building blocks
available to this template, no matter who I send
| | 04:11 | it to then I will put it locally
in the template. And that's my choice.
| | 04:16 | One more option here.
| | 04:18 | If I'm inserting this information in
the middle of a paragraph and I'd like it
| | 04:22 | to have the rest of the text continue,
then I would want to insert it inline.
| | 04:27 | Insert content only.
| | 04:28 | If on the other hand, it will always be
its own paragraph, I just go ahead and
| | 04:32 | fix that here so I don't have to press
Enter before and after when I insert it.
| | 04:36 | And finally, if it was a cover page
I was creating, I would choose Insert
| | 04:40 | content in its own page.
| | 04:42 | The correct answer here for me for
this content is it's always going to be
| | 04:45 | in its own paragraph.
| | 04:47 | Let's make sure that I have done
everything that I need to do here.
| | 04:49 | It's going in the Quick Parts Gallery.
| | 04:52 | It's going in the Category I created
called Training Facility, saved in this
| | 04:56 | local template in its own
paragraph. I'm good, great!
| | 05:00 | We are going to do this twice more.
| | 05:04 | Notice here though, Training Facility
category, my first quick part is already here.
| | 05:09 | I am going to save this new
selection to the Quick Part Gallery.
| | 05:12 | Notice that it picks up the first couple
of words, which are almost always wrong.
| | 05:17 | This one is going to be a 3rd Party Facility.
| | 05:22 | It will always come back and
default to the General category.
| | 05:25 | You're going to have to choose the
category that you created, make sure the
| | 05:28 | template is correct, and again all of
these should behave the same way in
| | 05:32 | their own paragraph.
| | 05:33 | So, there is my second quick part.
| | 05:36 | I'm now going to go grab my third.
| | 05:38 | When I open the Quick Parts Gallery,
notice that these two are here already and
| | 05:42 | they are in alphabetical order.
| | 05:43 | This one starts with a number, so it's first,
this one starts with the letter C, so it's second.
| | 05:48 | I am going to go ahead and save this
selection and this third is that they will
| | 05:53 | be held in the Triad Office.
| | 05:55 | I'm going to put it in the Training
Facility category in LAChoose in its own paragraph.
| | 06:00 | So, again all of them behave the same way,
saved in this template, and I am going to say OK.
| | 06:06 | If I go look at my Quick Parts list
now, you'll notice that I have under
| | 06:10 | Training Facility these three quick
parts that I created all by themselves.
| | 06:15 | If there were other quick parts,
I would find them by scrolling up or down.
| | 06:18 | This is all that there are.
| | 06:20 | Before you see this file again in
the next movie, I'm going to go in and
| | 06:22 | create three more quick parts and I am going
to put them in the category call Materials.
| | 06:27 | If you'd like to go ahead and play with
this file and do that yourself, go ahead.
| | 06:31 | And then finally what I'm going to do
is I'm going to delete the boilerplate
| | 06:35 | text in the document here, leaving
simply a place to drop this data that I can
| | 06:40 | see for right now. I won't
even want that in the future.
| | 06:43 | And I'm going to go ahead and Save my
template once again. In saving it it's
| | 06:48 | going to save my quick parts as well.
| | 06:51 | I'll see you in the next movie when
we will see how to hook these up with a
| | 06:54 | content control in the Developer tab.
| | Collapse this transcript |
| Using the Building Block Gallery content control| 00:00 | Now we are ready to connect the quick parts
that we created earlier with this template.
| | 00:05 | Before we do that, we are going to
actually drop a quick part in here that we
| | 00:09 | use in all of our documents
and that's a signature block.
| | 00:12 | It's on our Quick Parts
Gallery and it's in the General list.
| | 00:15 | It shows up no matter what document I am in.
| | 00:17 | So, I am going to just go ahead
and drop that in so that's done.
| | 00:21 | Now, our choices though we
would like to provide for the user.
| | 00:25 | So, let's go to the first location where
we need to allow them to make a choice.
| | 00:31 | We're going to go to the Developer tab
and we are going to add a Building Block
| | 00:36 | Gallery content control
right here in the document.
| | 00:40 | In Design mode, we're
going to change its properties.
| | 00:44 | Specifically, we are going to say that
what we want to have happen here is we'd
| | 00:48 | like to choose that
logistics location information.
| | 00:52 | We can give this a title if we wish.
| | 00:54 | It will show up and help us when we are in
Design mode, so this is the Training Facility.
| | 00:59 | And the tags are often entered in lowercase.
| | 01:03 | It's a convention for
XML and without any spaces.
| | 01:10 | And I want to make sure
| | 01:11 | nobody accidentally
deletes this content control.
| | 01:13 | Now, if there was a possibility that
there would be no location, we should allow
| | 01:19 | either an entry of a choice of text
that says there is no location information
| | 01:24 | or location information is not provided
because this is a webinar course rather
| | 01:30 | than a specific training course, or
this is for a service rather than a training.
| | 01:35 | Unless there's a reason that you can't
imagine providing text for every option,
| | 01:41 | it's always better to keep your document
structured by saying if I put a control in,
| | 01:45 | it should stay there.
| | 01:47 | So, this is basic stuff we've done
with all the other controls we have added.
| | 01:51 | Here is where the magic of
building blocks comes in.
| | 01:54 | We say there's a Quick Parts Gallery
that we put some things in in this document
| | 01:58 | and if you go take a look, here are
our specific categories that we created.
| | 02:04 | So, this is for the Training Facility.
Just go ahead and say in Quick Parts,
| | 02:09 | anything that's in the Training
Facility category works for us here, and
| | 02:12 | I am going to say OK.
| | 02:14 | Now, notice the text Choose a building block.
| | 02:17 | We could say Choose
training facility information.
| | 02:24 | Let's go ahead and exit Design mode and
when you look at this template now and I
| | 02:29 | click the drop-down for Training Facility,
notice that all that comes up are the
| | 02:34 | three quick parts for Training Facility.
| | 02:37 | I am not going to choose any of them.
Instead I am going to drop down here and
| | 02:40 | we are going to enter the information
for our second drop-down list that I
| | 02:46 | created which has to do with the
method of reproducing materials and whose
| | 02:50 | responsibility that is.
| | 02:52 | So, let's just take a quick step sideways.
| | 02:54 | You didn't see me create these, but
they're under Materials and there are these
| | 02:58 | three choices here that I've created
for different options for Materials.
| | 03:02 | So, let's go back to the Developer
tab and let's choose our Building
| | 03:07 | Block Gallery quick part.
| | 03:09 | Set its properties, Materials,
don't allow it to be deleted, and choose
| | 03:19 | the Materials category.
| | 03:23 | Change my prompt and let's go ahead
and drop out of Design mode again.
| | 03:27 | And you'll notice that when I click the
drop down here for Materials, it's only
| | 03:30 | the quick parts that are on the Materials list.
| | 03:34 | So, now if I save my temple again and
let's say I want to allow anybody to
| | 03:40 | use this template, so I'm going to go ahead
and put that up in my Workgroup Templates.
| | 03:44 | It's a great place to put it and
this is a particular-- this isn't a form
| | 03:47 | actually. This is a contract.
| | 03:49 | So, I'm going to create a new folder
for Contracts, a specific kind of form in
| | 03:55 | other words, press Enter and I can say that
this is our Letter of Agreement for Training.
| | 04:03 | Word template in the right place, save it.
| | 04:07 | I am going to go ahead now and close
this and say File > New. This is how
| | 04:13 | we test our template.
| | 04:14 | Remember, when I say go to File and it
shows me Recent list, this is the template.
| | 04:19 | I don't want to open the template and
it's a good idea at this point to remove
| | 04:23 | it from the list so I
don't accidentally edit it.
| | 04:26 | I'm going to go to New > My templates.
There's the Contracts folder I just
| | 04:30 | created. Here's my Letter
of Agreement for training.
| | 04:33 | When I choose my Training Facility,
there is my list. When I choose my Materials
| | 04:37 | information, here's my list. I'm all set.
| | 04:41 | Now, if I want to edit this to remove
some other spaces in the boilerplate,
| | 04:45 | I could have. Remember that there was
already a carriage return or a line feed
| | 04:49 | when I entered, so I can edit
this however I might like to.
| | 04:53 | If I need to edit it, I go back, I
open the template again, I create another
| | 04:58 | quick part with the same name and simply
save over the one that's there already.
| | 05:02 | That's a great way to do it. I can first
insert that quick part in the document.
| | 05:07 | So if I wanted to edit this quick part,
I could insert it here in the document
| | 05:11 | in my template just like this.
| | 05:13 | Go in and make whatever changes I wish
and then go back and save it again in the
| | 05:18 | gallery in the same place with the same name.
| | 05:19 | So, we've created some building blocks.
We have saved them very specifically
| | 05:25 | here in the template because we
want to use them in this template.
| | 05:29 | We then went to the Developer tab and
used the Building Block Gallery content
| | 05:35 | control to provide the mechanism for
the user to easily grab exactly the
| | 05:40 | building blocks that match the criteria
that we set by saving them in a specific
| | 05:45 | manner with a specific category.
| | 05:48 | Put those two things together and you
have a very powerful form creation tool
| | 05:52 | for boilerplate text
that's specific to the template.
| | Collapse this transcript |
|
|
5. Creating Controls That Repeat DataDemonstrating controls that repeat data | 00:00 | We already know how to make an amazing
template form to grab data from users.
| | 00:05 | The type of form that we're looking
at here is more of an internal form in an
| | 00:09 | organization where we want to create a
letter of agreement or a contract or some
| | 00:14 | other document that would repeat the
same information over and over again.
| | 00:19 | We have a need for a control that can
actually pick up data that we have entered already.
| | 00:23 | Let me give you an example here.
| | 00:24 | One of the controls in this form
actually allows the person who's completing
| | 00:29 | this letter of agreement
to choose a type of service.
| | 00:32 | For example, Consulting.
| | 00:34 | Now that same field, Type of Service,
exists on the next line and yet as it stands
| | 00:39 | right now I've to turn around
and choose Consulting again.
| | 00:42 | That just doesn't seem to
save me a whole lot of time here.
| | 00:46 | So what I like to do is have these
controls understand that they are link together.
| | 00:51 | In order to do that I have to bind them
to something to connect them, to a data
| | 00:57 | repository that allows them to
understand that they are actually supposed to
| | 01:00 | work together, so that when I change
type of service anywhere it will be
| | 01:04 | reflected in each occurrence of that control.
| | 01:07 | Now this is something Word can
easily do. We see it when we use building
| | 01:10 | blocks for example.
| | 01:12 | If we'll cover page a header and
footer and we enter information about the
| | 01:17 | company name in one of the building
blocks, it will be picked up in the others.
| | 01:21 | The capability is here, but we need to be
able to again to do control binding so that works.
| | 01:27 | In order to do that we're going
to have to go through a process.
| | 01:30 | We're going to download and install a
Content Control Manager that's free.
| | 01:35 | We're going to then make sure that our
form controls understand how to repeat data.
| | 01:40 | We're going to create a schema using
the Content Control tool. We're going to
| | 01:44 | bind data in that schema back to the
controls in our form and after we save
| | 01:49 | this document then this form will
miraculously behave exactly as we would expect it to.
| | 01:54 | So let's go on to the next movie and
download and install the Word Content Control from CodePlex.
| | Collapse this transcript |
| Downloading and installing the Word Content Control Toolkit| 00:00 | CodePlex is a site that's sponsored by
Microsoft so that developers and other
| | 00:05 | folks can host controls and web
services, other items that are of general user
| | 00:10 | general interest, and
that they can download them.
| | 00:13 | If we went to the homepage of the
CodePlex site, you find more information
| | 00:17 | about what it is they do.
| | 00:19 | While Microsoft hosts this,
they don't distribute the items on this site.
| | 00:23 | Many, many information technology
departments use CodePlex parts and feel really
| | 00:28 | good about using them and
everything that you find here is free.
| | 00:31 | So we're going to return to
the Word Content Control Toolkit.
| | 00:36 | This was developed for Word 2007.
| | 00:38 | It also works fine with Word 2010 and
the URL for this is dbe.codeplex.com.
| | 00:46 | You'll find some basic documentation of
the toolkit, you can see how it looks if
| | 00:50 | you'd like, and then you simply
click Download to download this toolkit.
| | 00:55 | You have to agree to the licensing.
| | 00:58 | If you've not seen anything like this
before it's always a good idea to read it.
| | 01:01 | If you click I Disagree, you're done here.
| | 01:03 | So we're going to agree and then we'll
be asked if we want to run or save this
| | 01:07 | file and I'm simply going to run it.
| | 01:10 | It says it can't be verified. There
are plenty of people using this. And then
| | 01:14 | it's a limited license.
| | 01:16 | Again, if you're not used to this, you
should take a look and see what it gives
| | 01:20 | you the rights to do.
| | 01:22 | I'll say I Agree and click Next, and
it's going to offer to install this.
| | 01:27 | If I share this computer with other
folks I can say put it on the Start menu
| | 01:31 | that everyone uses or I can say no,
actually I'm the only person here who's
| | 01:34 | going to do that. And there is a
button here that tells you how much space it
| | 01:38 | will take up, not a whole lot. Where
it's going to put it, so that you can make
| | 01:42 | a choice about where you'd like this
to live. And I'm going to click Next and
| | 01:46 | then I'm going to install this.
| | 01:49 | Go ahead and close my browser.
Say Yes to install the toolkit.
| | 01:56 | It's successfully installed and
I'm going to choose Close to exit now.
| | 02:01 | The Word Content Control has been installed.
| | 02:03 | There is a shortcut on your desktop.
| | 02:04 | If you don't want it there, just go
ahead and drop it in the Recycle Bin.
| | 02:08 | You'll also notice in Windows that you
have an orange bar that shows you that
| | 02:12 | something new has been installed so
that you can easily find it, and I'm going
| | 02:16 | to go ahead and start the
Content Control Toolkit.
| | 02:19 | Now this does not run inside of Word.
| | 02:21 | It runs separate from Microsoft Word.
| | 02:23 | So I don't need to have Word
installed in order to use it.
| | 02:26 | When it opens, it looks just like this.
I'm convinced that everything here is
| | 02:30 | working really well.
| | 02:31 | I'm going to go ahead and close this.
| | 02:35 | We'll go back and check our template
and then we'll be back to use this
| | 02:39 | Content Control Toolkit.
| | Collapse this transcript |
| Creating a schema using the Word Content Control Toolkit| 00:00 | I've created a special version of our
Letter of Agreement template that has some
| | 00:04 | markup on it so that we can take a
look and see what we're doing here.
| | 00:08 | I'm going to slide into the Developer
tab and switch into Design mode so that
| | 00:11 | you can see that I actually have at the
top the content controls that I'd used
| | 00:16 | to capture dates, the legal name,
the computer short name, and so on.
| | 00:20 | But each of these appears
only once in this template.
| | 00:23 | Well I want to repeat for example
the company short name, I've simply
| | 00:28 | highlighted that in yellow and there
are many places that company name
| | 00:32 | will appear in this document.
| | 00:34 | Likewise, I have a servicetype that's in
here, but once I've selected this once,
| | 00:39 | I want it to repeat here,
here, and here in the document.
| | 00:44 | So again, here's my template all ready to
go with one set of content controls in it.
| | 00:51 | No content control is repeated and for
my ease-of-use I've marked this document
| | 00:57 | up using the Highlight
tool, but you don't have to.
| | 00:59 | If you're working with an existing
letter of agreement or contract, you probably
| | 01:04 | have one that already has the short
name of the company every place else.
| | 01:08 | Simply go in and the first time it
occurs, replace it with your content control
| | 01:13 | so someone can enter the short name for
the company and you're in the same place
| | 01:16 | I am, all ready to go.
| | 01:18 | So I'm going to make sure
that we save this template.
| | 01:22 | I'm going to close it and
I'm ready to create my schema.
| | 01:25 | So I'm going to open the Word 2007 Content
Control Toolkit and I'm going to open my template.
| | 01:31 | Make sure I'm not opening the document
here. I'm actually opening the template.
| | 01:37 | Now the Content Control Toolkit goes
and looks for all of the different content
| | 01:41 | controls and says okay,
this is what they look like.
| | 01:44 | It list them here on the left.
| | 01:46 | On the right, it allows me to create a schema.
| | 01:49 | Before we jump in and create this, I
actually want to provide some information
| | 01:52 | on how schemas are organized
so you can think about this.
| | 01:55 | There are different kinds of data here.
| | 01:58 | I have legal name and
company short name that I'm collecting from the user.
| | 02:03 | Those are both attributes of the company.
While servicetype, service startdate,
| | 02:08 | Servicecity and so on are more
attributes of the encounter or the actual service
| | 02:13 | that's been provided.
| | 02:15 | We can organize those instead of having a
flat list of all of our data like they have here.
| | 02:20 | We should actually organize this so that
our data looks easier to understand and
| | 02:25 | to show that some kinds of data
here are related to each other.
| | 02:29 | That brings us to the concept of how
schemas are organized for XML files.
| | 02:35 | Here are the fields that we have and
again, we could simply say I've got a
| | 02:38 | legal name, I've got a
company short name, and so on.
| | 02:41 | But we know that they are in fact,
rolled up into larger containers.
| | 02:46 | We don't have any content control for
companyinfo and yet we can infer that it exists.
| | 02:52 | We don't have a container for
serviceprovided and yet because all of these items
| | 02:56 | are services, servicetype,
startdate, and Servicecity,
| | 03:00 | we can infer that they exist.
| | 03:02 | And always within an XML schema we
will have at the top one large container
| | 03:08 | holding it all called the root.
| | 03:11 | Each of these items is called the node.
| | 03:13 | This is the root node. We have the
companyinfo node, the serviceprovided, the
| | 03:17 | legalname node and so on.
| | 03:19 | That's just language about
how schemas are organized.
| | 03:24 | First, we'll click Create a new Custom
XML Part and then we'll switch to Edit view.
| | 03:29 | Now here's that root container. We
can't do without it, and we need to create
| | 03:33 | all the containers that lie underneath it.
| | 03:36 | So I'll start by saying
that I have a submit date.
| | 03:40 | This is this tag over here.
| | 03:42 | I'm going to get to match or map
| | 03:45 | each item I put here, each node, with a
particular tag over here belonging to a content control.
| | 03:52 | Therefore I don't have to use the
same text, but it's easy if I do.
| | 03:56 | In markup language like HTML or XML, we
begin by typing the less than sign, then
| | 04:04 | the name, and then we close it.
| | 04:09 | That actually opens up the tag and we can
put things in here then if we wanted to.
| | 04:14 | Or we can say I'm actually done
with this tag and we can close it.
| | 04:19 | We close it by typing the less than again,
and a forward slash and using exactly
| | 04:24 | the same name and closing it again.
| | 04:27 | So now we have a start and an end tag.
| | 04:31 | Now when we look at this, if I put
anything between them, I'm actually
| | 04:34 | putting in a default value.
| | 04:36 | So in some controls for example, I
might type something like today's date.
| | 04:43 | In the date picker I'm not going to
see much, but let's roll that back to the
| | 04:47 | point where I've just closed this, okay.
| | 04:48 | Now I'm going to put in
the second set of fields.
| | 04:53 | I'm going to go ahead and open up the
tag and remember that we had companyinfo.
| | 04:58 | It's not a field that we have,
but it's a grouping. It's a node.
| | 05:02 | So there's my companyinfo starting tag,
and now I'm going to start adding the
| | 05:07 | legalname of the company and then
I can close this off with another legalname. Close tag.
| | 05:16 | If I put any information in here, it
will actually serve as a default value
| | 05:20 | or as a placeholder.
| | 05:22 | Now my content controls that I
have in Word have placeholders.
| | 05:26 | But I will tell you that they're not going
to show up once we've created this schema.
| | 05:31 | One of the unfortunate consequences of
using the schema is that our placeholders
| | 05:37 | are going to be overwritten and
we won't be able to get them back.
| | 05:40 | So it's not a bad idea to go in here
and to say Enter legal name of company,
| | 05:49 | or to say Enter form submit date.
| | 05:56 | So there's our legalname, start tag, end tag.
| | 06:02 | Next, I have the company short name and if
I don't want to use the tab, if I'm way
| | 06:07 | over here on the right, I could just as
easily hit the Spacebar once or twice as
| | 06:10 | the Tab key once or twice.
| | 06:13 | So this is the company short name, but I
don't have to give it that full thing.
| | 06:17 | I can just say shortname and
I can say Enter short name.
| | 06:21 | This will directly follow on Enter
legal name of company, so folks will
| | 06:25 | probably figure it out.
| | 06:29 | Now as I'm doing this, I want to make
sure that however I spell shortname here.
| | 06:32 | I spell it exactly the same way here.
| | 06:35 | I'm going to make a mistake so that you
can see it later on and I'm going to go
| | 06:40 | on and enter the opening tag
for info about the service.
| | 06:49 | So I have things like servicetype. Or
it's actually a drop-down list. I could say
| | 06:55 | Choose service type and then close it off.
| | 07:07 | Now I have startdate.
| | 07:11 | Now I can cut, copy, and paste in here if I wish.
| | 07:13 | So if I want to just copy this and use it
again in a second that's a fine thing to do.
| | 07:19 | I can select it that way or I can double-
click, but that will leave the tags out.
| | 07:22 | So I'm just going to grab this, hang
on to it for a second, okay, and then I
| | 07:29 | can paste it back in and that makes
it very easy for me simply to go in here
| | 07:33 | and to drop the closed tag in.
| | 07:35 | I also have fields like
servicecity, enddate, trainingcenter.
| | 07:51 | That's another drop-down list.
| | 07:52 | I am going to make another mistake
here, so that we have something else to
| | 07:58 | look at when we're done.
| | 07:59 | I have a materials list and so on.
| | 08:04 | So I'm going to paste all of the rest
of this when we're done, but right now
| | 08:08 | I'm going to go ahead and I'm going to check
my syntax to make sure that this is all okay.
| | 08:13 | And first it says, "The 'servicetype'
start tag on line 7 does not match the end
| | 08:20 | tag of 'serviceinfo' at position 37."
| | 08:22 | So it says, the servicetype start tag in line 7.
| | 08:26 | 1, 2, 3, 4, 5, 6, 7, and it says
you've get a problem somewhere in here.
| | 08:32 | Now it's pointing to servicetype and
that's because down here I type serviceinfo.
| | 08:37 | So this needs to say servicetype
instead. And you begin to see why you would
| | 08:43 | bother to check this.
| | 08:44 | So let's check it again now and it says
the traincenter start tag on line 11
| | 08:50 | does not match what you put here
at the end, the end tag, all right.
| | 08:59 | I only put two more mistakes in
here, so let's check in again.
| | 09:03 | Now it says the serviceinfo start
tag here does not match up with root.
| | 09:08 | Oh my, look it. I never closed this group off.
| | 09:12 | We knew that at the time.
| | 09:13 | So I am going to go back and
close the serviceinfo container.
| | 09:21 | That's up here and one more. I never
closed the companyinfo node either.
| | 09:28 | So let's go put a close tag on for companyinfo.
| | 09:36 | Make sure always that you check.
| | 09:37 | It's easy to type something incorrectly.
| | 09:41 | It's easy to miss closing a node.
Now there are no syntax errors found.
| | 09:46 | So we know that this is just fine to use.
| | 09:48 | If you haven't exported this to an
XML document, you might want to do that.
| | 09:53 | particularly if you need to stop at
this point, I'm going to keep on going
| | 09:57 | in the next movie, and we're going
to bind each of our nodes back here to
| | 10:01 | our content controls.
| | 10:03 | But if you close the Word 2007
Content Control Toolkit before you do your
| | 10:08 | binding, then you'll have to be
able to load the XML file again.
| | 10:12 | See you in the next movie!
| | Collapse this transcript |
| Binding the schema nodes to the controls| 00:00 | Having created our schema for our Word
template we're now ready to bind each of
| | 00:05 | the nodes here back to a
content control in our form.
| | 00:10 | So I'm going to switch to Bind View and
note that when I open each of these up,
| | 00:14 | we have these nice containers that say
these two nodes are companyinfo, these
| | 00:20 | five are part of our serviceinfo.
| | 00:23 | In order to do binding what you do is
you first select the item. It doesn't matter
| | 00:27 | if you double-click it. Nothing happens,
so it's a fine thing to do. Grab its
| | 00:31 | icon and go drop it on the corresponding tag.
| | 00:35 | So here's our submitdate date picker
and I'm going to drop it right there.
| | 00:40 | When I do there's a piece of XPath that
gets written that says how you would get here.
| | 00:45 | You go to the root in the
schema and then to submitdate.
| | 00:49 | I'm going to double-click on legalname
and do the same thing with it and drop it
| | 00:52 | on legalname over here in my content
controls. Double-click shortname, grab it,
| | 00:59 | and drop it on company short name, and so on.
| | 01:03 | So I'm just going to bind each of these, make
sure they're in the right place. There we go!
| | 01:11 | Now again I don't have to bind every
content control, particularly ones I
| | 01:16 | don't choose to reuse.
| | 01:18 | There are some folks who would say
once you bind some of them you should
| | 01:20 | probably bind all of them.
| | 01:22 | That's so you have a more complete
schema over here, but it's really up to you.
| | 01:27 | So let's save this and again we're
saving our template, our LETTER OF
| | 01:31 | AGREEMENT-NO REPEAT.dotx template,
and I can go ahead and close the Content
| | 01:37 | Control Toolkit now that all of my
different nodes are bound back to the content controls.
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| Adding form controls for repeating data| 00:00 | We're back with our Word 2010 form,
we've created a schema using the Word
| | 00:05 | Content Control Toolkit, and we've
bound the nodes in that schema back to the
| | 00:11 | specific content controls here in our template.
| | 00:14 | So this was closed. We've opened it again.
| | 00:16 | Make sure that you're actually in the
template as opposed to a document one
| | 00:20 | formed off the template.
| | 00:22 | Remember you can always go backstage and see
that you actually have a dotx in front of you.
| | 00:27 | It's an easy way to do it.
| | 00:28 | We're now going to go to the Developer
tab and copy our content controls that we
| | 00:32 | want to repeat in our form.
| | 00:34 | The short name of the
company is kept right here.
| | 00:37 | You'll remember when we were creating a
schema I said that if we didn't put text
| | 00:41 | in to provide a prompt for user that it
would actually be gone and you can tell
| | 00:45 | that we don't have those
light gray prompts anymore.
| | 00:48 | What we have are fields with the data
that we entered between the open and closed
| | 00:54 | tags that defined this
content control in our schema.
| | 00:58 | So we're going to go to
enter short name and click on it.
| | 01:01 | I'm going to go into Design mode here
because it just makes it easier and I'm
| | 01:04 | going to grab Company Short Name,
and then I'm going to copy it.
| | 01:07 | Now if I right-click, there is no right-
click menu here in the Design mode but I
| | 01:11 | have access to copy and of course I can
always hold Ctrl and hit C in order to
| | 01:14 | copy this to the clipboard.
| | 01:16 | Then I'm going to choose the very first
place that I want to put a copy of this
| | 01:20 | control, and I'm going to paste it here.
| | 01:22 | Make sure that you have a space
afterwards, you should, and don't do anything in
| | 01:27 | terms of the Paste Options.
| | 01:29 | By default, Keep Content Controls is here
and our specific paste is to keep the
| | 01:35 | source formatting, in other words the
formatting from the document we're already
| | 01:38 | in and to keep the content controls.
| | 01:41 | That's the default.
| | 01:42 | I can now go and paste in a shortname
here, and here, and you begin to see why
| | 01:48 | it was nice for me to highlight them,
because I can move very rapidly through
| | 01:52 | these, except for the one that
has a control s here at the end.
| | 01:56 | So here I'll actually need to select
very clearly, and then paste. And I could
| | 02:06 | continue to work my way through the document.
| | 02:08 | I also have servicetype a couple of
times. So here's the tag for servicetype,
| | 02:14 | tagged content control.
| | 02:16 | I'm going to copy this one and then double-
click on servicetype and paste them into place.
| | 02:24 | You'll continue to do that for
every repeating control that you have.
| | 02:27 | You'll take the content control that
you have that we've bound to the schema
| | 02:30 | and copy it multiple times.
| | 02:32 | I'm going to slide back out of Design
mode now so we can see how this will work.
| | 02:37 | If for example I choose Enter company
short name, now it has text in it already
| | 02:42 | which I can either select or if I'm a
user going through this form, I'm actually
| | 02:46 | going to tab from control to control
and it will select the entire control.
| | 02:51 | Because we've set the properties of
these controls to not be deletable-- I want
| | 02:57 | to go back and remind you
content control cannot be deleted.
| | 03:00 | Because we've set it that way, if a user
tabs into the control and simply types,
| | 03:05 | it's going to work just fine for them.
| | 03:09 | When I tab out of that control, you'll
notice that each of the other content
| | 03:14 | controls change to reflect this one.
| | 03:16 | That's how we create our
repeating controls in Word.
| | 03:19 | Let's go ahead and take a look at
service type as well and choose a specific
| | 03:23 | service type and we'll find that will
also be reflected here and here, where
| | 03:28 | we chose service type.
| | 03:30 | However, if I go down here and
choose a different service type like team
| | 03:34 | building, I don't have to choose the first
control. They're all peers of each other.
| | 03:38 | So any place I change a control all of
the other controls that were copies of it
| | 03:43 | bound to the schema will change, so I
don't have to remember which one I created
| | 03:48 | and bound to the content control initially.
| | 03:50 | They're all the same from the
point of view of Microsoft Word 2010.
| | 03:55 | No matter how long this document gets,
these content controls will work in the
| | 03:59 | way that we've described and you've seen here.
| | 04:02 | So you can create very
long contracts for example.
| | 04:05 | That's what this is, a letter of
agreement, and know that if you copy a
| | 04:09 | control and paste it in place further
down after you've bound that, it will behave
| | 04:13 | in the manner that you've seen here
which is going to save you lots of time
| | 04:16 | when you create contracts.
| | 04:18 | Lots of time when you create letters of
agreement, vendor proposals, RFPs, all
| | 04:23 | of those kinds of long legal business
documents that have this kind of form
| | 04:28 | and repeating fields.
| | 04:29 | When we're all done with this, we want
to remember to save our template so we
| | 04:34 | can create documents based on it.
| | 04:36 | And remember that if what you'd like
to do is use this template elsewhere in
| | 04:42 | your workgroup so that everybody can
use it, that you might want to go back to
| | 04:45 | your Favorites and say that you like
to save that in your Workgroup Templates
| | 04:49 | folder that you created earlier,
making it available then to everyone.
| | 04:55 | I'll no longer need it to stay WITH SCHEMA.
| | 04:57 | I could just say Letter of Agreement for
Consulting, or whatever it is and save it.
| | 05:05 | And now in the Workgroup Templates
folder I've created a really powerful
| | 05:09 | easy-to-use contract document that
everybody else in my workgroup will have access to.
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ConclusionWhat's next| 00:00 | Well, that's the end of our course but it
doesn't need to be the end of your learning.
| | 00:04 | When we were looking at the Developer
tab in Microsoft Word we found that there
| | 00:08 | were other groups of controls, not just
for the Legacy Forms that you create for
| | 00:13 | Office 2003 users, but a group of
ActiveX controls that has things like an
| | 00:18 | Option button that we don't have and a
button to fire some code and there is
| | 00:23 | the secret word here. Because the
ActiveX controls actually require you to be
| | 00:28 | able to write some code behind them.
| | 00:30 | But if you're interested in having the
kind of forms that would allow you to put
| | 00:34 | on buttons that would do different
actions when a user clicked, this is the kind
| | 00:39 | of place that you want to go.
| | 00:41 | So to learn more about creating
templates that use ActiveX controls, I'd
| | 00:45 | recommend that you visit the
Microsoft Word Developer Center.
| | 00:49 | You can simply go to msdn.microsoft.com
and look for the Word Developer Center
| | 00:53 | or you can Google
Microsoft Word Developer Center.
| | 00:57 | The Developer Center has lots
of resources that you can use.
| | 01:00 | Now, some are aimed at folks who are simply
creating forms without any code behind them.
| | 01:05 | You'll find a great section for
example on the Word Content Controls and lots
| | 01:09 | and lots of information about Word 2010.
| | 01:12 | But you will also find a developer
reference that will help you develop
| | 01:16 | solutions, items that use both code
and a document in Microsoft Word 2010.
| | 01:23 | You might also be interested in
creating forms that are platform-independent.
| | 01:27 | Right now, our forms require a user to
actually have Microsoft Word 2007 or 2010
| | 01:34 | on their desktop in order to
be able to complete these forms.
| | 01:38 | If you want to create forms that
could be distributed to other users who
| | 01:42 | didn't necessarily have Microsoft Word,
then you might want to look at a tool
| | 01:45 | like Adobe Acrobat Pro.
| | 01:47 | And the lynda.com Training Library has
lots of information on how to use Acrobat
| | 01:51 | Pro to create forms.
| | 01:54 | Simply visit lynda.com and in the
search box put- in Acrobat forms, and you'll
| | 02:00 | find as much as you would like to know and more.
| | 02:03 | You can take the simple forms that you
created using Word 2010 and import them
| | 02:07 | into Acrobat Pro, so you haven't wasted
any time if you do your form layout in
| | 02:12 | Microsoft Word. Even place some basic
content controls and then switch over to
| | 02:17 | Acrobat Pro when you're ready to
create a form that you can secure and
| | 02:21 | distribute outside the
world of Microsoft Word users.
| | 02:25 | What if you want to know more about
Microsoft Word 2010 building blocks, forms,
| | 02:29 | and content controls?
| | 02:31 | Well, if you're interested, I'd send
you to the Microsoft Office Word Blog.
| | 02:36 | The Microsoft Word Blog has lots and
lots of information, much of which
| | 02:40 | is put up here by the
Microsoft valued professionals.
| | 02:43 | But you can search specific blogs, for
example, one for Microsoft Word or how
| | 02:48 | Office is used in Education
or the Microsoft Office Blog.
| | 02:53 | You can also search, so if you wanted to
know more about content controls we can
| | 02:57 | just enter content controls and find a
great blog post put together by the Word
| | 03:02 | team, the group of folks who put Word together.
| | 03:06 | If you'd like a book that would
help you think about how to create form
| | 03:10 | documents and a wide range of other
documents in Microsoft Office, I recommend
| | 03:14 | for Office 2010 Stephanie Krieger's fine book,
| | 03:18 | Documents, Presentations, and Workbooks:
| | 03:21 | Using Microsoft Office to
Create Content That Gets Noticed.
| | 03:24 | You'll find lots of information about
building blocks, some information about
| | 03:27 | forms, and also this will bridge the
gap between Microsoft Office for Windows
| | 03:32 | and Microsoft Office for the Mac.
| | 03:34 | So if you work in a hybrid environment
and have users on both Macs and PCs, this
| | 03:39 | book is worth your attention.
| | 03:41 | Finally, there is a fine section on
building blocks in Word 2010 in the Word
| | 03:47 | 2010 Essential Training on
the lynda.com Training Library.
| | 03:51 | Simply go to lynda.com, look
for Word 2010, and you'll find it.
| | 03:55 | There is an author there who
you might have met already.
| | 03:59 | The ability to create forms and extend
the power of Microsoft Word is exciting.
| | 04:04 | Create some forms soon, even if you use
them on a limited basis, so that you get
| | 04:09 | to practice the skills that
you learned in this class.
| | 04:12 | It's been great having you here for
Microsoft Word 2010: Forms in Depth.
| | 04:16 | Keep learning and I look
forward to training you again.
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