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Word 2007: Forms in Depth

Demonstrating controls that repeat data


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Word 2007: Forms in Depth

with Gini Courter

Video: Demonstrating controls that repeat data

So in last chapter we were working with building blocks to create a complex form, like a letter of agreement or a contract, that would have lots of boilerplate information that we wanted the user to be able to swap in. There's another kind of information that we often find in contracts or letters of agreement or proposals or RFPs, and that's information that repeats. For example, early in this contract we asked the user to enter a short name for the company. So they will go in and type some information in here. For example, let's say this is Two Trees Oil.

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Word 2007: Forms in Depth
2h 23m Intermediate May 24, 2011

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In this course, author Gini Courter introduces the form creation tools found in Word 2007 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 text 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 2007 Essential Training

Topics include:
  • 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

Demonstrating controls that repeat data

So in last chapter we were working with building blocks to create a complex form, like a letter of agreement or a contract, that would have lots of boilerplate information that we wanted the user to be able to swap in. There's another kind of information that we often find in contracts or letters of agreement or proposals or RFPs, and that's information that repeats. For example, early in this contract we asked the user to enter a short name for the company. So they will go in and type some information in here. For example, let's say this is Two Trees Oil.

Then later on they're asked to choose a service type, and they go ahead and they choose Consulting, for example. Now there are other places where Two Trees Oil, the short name of the company, and we're the service being provided Consulting appear, for example. We see the service type here again, and here's the short name for the company over and over and over again. We see the same field. Yet the way the form is constructed right now, we'll have to re-choose that every single time. We'll go to choose the service type again, and again.

We'll choose the short name for the company and we actually have to enter this every time. So we're not saving as much time as we should. I'd like to set up my Word form in such a way that whenever I enter the short name of the company all of the other fields that are identical will change. When I choose a service like Consulting all of the other service type fields will change. In order to do that, we're going to need to download a free Word Content Control toolkit from a site that Microsoft provides. Then we'll create a schema which is a description of the data that lives in this document.

We'll then tie the schema to the document and we'll be able to have fields that will repeat. This is a little bit complex, but once you've done it one or two times, you're going to get real comfortable being able to take your Word form with content controls and create a schema, and then map it back to the document. Let's get going!

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