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Word 2010: Forms in Depth
Illustration by Neil Webb

Adding form controls for repeating data


From:

Word 2010: Forms in Depth

with Gini Courter

Video: Adding form controls for repeating data

We're back with our Word 2010 form, we've created a schema using the Word Content Control Toolkit, and we've bound the nodes in that schema back to the specific content controls here in our template. So this was closed. We've opened it again. Make sure that you're actually in the template as opposed to a document one formed off the template. Remember you can always go backstage and see that you actually have a dotx in front of you. It's an easy way to do it. We're now going to go to the Developer tab and copy our content controls that we want to repeat in our form.

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Word 2010: Forms in Depth
2h 4m Intermediate May 24, 2011

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In this course, author Gini Courter introduces the form creation tools found in Word 2010 and shows how to produce electronic forms that are visually pleasing and easy to navigate. The course covers designing a form; capturing data effectively with dropdown lists, date pickers, and check boxes; and adding controls for repeating data using the Word Content Control Toolkit. The course also includes tutorials on testing, protecting, and distributing forms.

Prerequisite Course: Word 2010 Essential Training

Topics include:
  • Setting up a form
  • Customizing pre-built Microsoft.com templates
  • Inserting content controls
  • Saving a form as a template
  • Troubleshooting form issues
  • Understanding Building Blocks
  • Creating a schema using the Content Control Toolkit
Subjects:
Business Forms
Software:
Office Word
Author:
Gini Courter

Adding form controls for repeating data

We're back with our Word 2010 form, we've created a schema using the Word Content Control Toolkit, and we've bound the nodes in that schema back to the specific content controls here in our template. So this was closed. We've opened it again. Make sure that you're actually in the template as opposed to a document one formed off the template. Remember you can always go backstage and see that you actually have a dotx in front of you. It's an easy way to do it. We're now going to go to the Developer tab and copy our content controls that we want to repeat in our form.

The short name of the company is kept right here. You'll remember when we were creating a schema I said that if we didn't put text in to provide a prompt for user that it would actually be gone and you can tell that we don't have those light gray prompts anymore. What we have are fields with the data that we entered between the open and closed tags that defined this content control in our schema. So we're going to go to enter short name and click on it. I'm going to go into Design mode here because it just makes it easier and I'm going to grab Company Short Name, and then I'm going to copy it.

Now if I right-click, there is no right- click menu here in the Design mode but I have access to copy and of course I can always hold Ctrl and hit C in order to copy this to the clipboard. Then I'm going to choose the very first place that I want to put a copy of this control, and I'm going to paste it here. Make sure that you have a space afterwards, you should, and don't do anything in terms of the Paste Options. By default, Keep Content Controls is here and our specific paste is to keep the source formatting, in other words the formatting from the document we're already in and to keep the content controls.

That's the default. I can now go and paste in a shortname here, and here, and you begin to see why it was nice for me to highlight them, because I can move very rapidly through these, except for the one that has a control s here at the end. So here I'll actually need to select very clearly, and then paste. And I could continue to work my way through the document. I also have servicetype a couple of times. So here's the tag for servicetype, tagged content control.

I'm going to copy this one and then double- click on servicetype and paste them into place. You'll continue to do that for every repeating control that you have. You'll take the content control that you have that we've bound to the schema and copy it multiple times. I'm going to slide back out of Design mode now so we can see how this will work. If for example I choose Enter company short name, now it has text in it already which I can either select or if I'm a user going through this form, I'm actually going to tab from control to control and it will select the entire control.

Because we've set the properties of these controls to not be deletable-- I want to go back and remind you content control cannot be deleted. Because we've set it that way, if a user tabs into the control and simply types, it's going to work just fine for them. When I tab out of that control, you'll notice that each of the other content controls change to reflect this one. That's how we create our repeating controls in Word. Let's go ahead and take a look at service type as well and choose a specific service type and we'll find that will also be reflected here and here, where we chose service type.

However, if I go down here and choose a different service type like team building, I don't have to choose the first control. They're all peers of each other. So any place I change a control all of the other controls that were copies of it bound to the schema will change, so I don't have to remember which one I created and bound to the content control initially. They're all the same from the point of view of Microsoft Word 2010. No matter how long this document gets, these content controls will work in the way that we've described and you've seen here.

So you can create very long contracts for example. That's what this is, a letter of agreement, and know that if you copy a control and paste it in place further down after you've bound that, it will behave in the manner that you've seen here which is going to save you lots of time when you create contracts. Lots of time when you create letters of agreement, vendor proposals, RFPs, all of those kinds of long legal business documents that have this kind of form and repeating fields. When we're all done with this, we want to remember to save our template so we can create documents based on it.

And remember that if what you'd like to do is use this template elsewhere in your workgroup so that everybody can use it, that you might want to go back to your Favorites and say that you like to save that in your Workgroup Templates folder that you created earlier, making it available then to everyone. I'll no longer need it to stay WITH SCHEMA. I could just say Letter of Agreement for Consulting, or whatever it is and save it. And now in the Workgroup Templates folder I've created a really powerful easy-to-use contract document that everybody else in my workgroup will have access to.

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