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Word 2010: Forms in Depth

Setting up for form design


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Word 2010: Forms in Depth

with Gini Courter

Video: Setting up for form design

Many people who use Word 2010 don't create forms. So, the Microsoft Office team made the choice to hide the form creation tools by default, resulting in a simpler interface for novice Word users. Let's display the form creation tools and other developer features so that we can create forms. To start, we can either go to File and then choose Options and choose Customize Ribbon or you can simply right- click anywhere on the Ribbon and choose Customize the Ribbon. Either opens the Word Options dialog box with the Customize Ribbon category turned on.

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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

Setting up for form design

Many people who use Word 2010 don't create forms. So, the Microsoft Office team made the choice to hide the form creation tools by default, resulting in a simpler interface for novice Word users. Let's display the form creation tools and other developer features so that we can create forms. To start, we can either go to File and then choose Options and choose Customize Ribbon or you can simply right- click anywhere on the Ribbon and choose Customize the Ribbon. Either opens the Word Options dialog box with the Customize Ribbon category turned on.

In the Choose commands from, we can either choose Main Tabs if you wish or if Popular Commands or Main Tabs is showing, you can simply find the Developer tab and turn on its checkbox. We then click OK and when we return, the Developer tab of the Ribbon appears to the right of View and the left of Add-Ins if you have any add-ins loaded. I am going to click the Developer tab and we're going to look at this group which is where we are going to spend the vast majority of our time in this course.

We have here a set of controls. These are new content controls from Microsoft Word 2007 and 2010. If you want to know what a control is briefly, you just point to it and you get some instant help. So, we have a rich text control that allows us to provide formattable text, more than a paragraph at a time, if we wish. A plain text control, that's limited to a paragraph of text. A picture; a building block or item out of your building block gallery; a combination box, which allows us to put in either text or choose from a list; a simple list box that allows us to choose only from a list, you can't enter any other text; a date picker that is used to enter any kind of the date you wish; and then finally a checkbox, which allows you to have a user click yes or leave it blank for no.

Click for true, not click it for false. We also have three other controls here and I'm going to simply place a text box here in the document to turn the other two on, because they relate to whatever selected control you have. Design mode is used to switch in and out of the mode where we are actually designing the document. When I turn on Design mode, we actually see tags, markup tags, because this is an XML control as are all of these controls.

I can also choose Properties when I'm in Design mode so that I can name this control if I wish. I can lock it in place and I can provide some specific settings for other things. This is a rich text control so I can set its rich text properties. If it's a date control, I could set it to date properties. And if I have more than one control selected, I can also then group controls if I wish. Now, in Word 2003 and earlier versions like Word 97, you could also create forms with a smaller set of form controls.

In Word 2007 and 2010, those Word form controls are replaced with these new XML content controls that you see here. There are more kinds of controls and they are more powerful. But the Word 2003 controls are still here and I'd like you to know that. They are listed under Legacy Forms. Here are the basic types of controls: a Text Box, Checkbox, a Combo Box, Insert Frame to Place Items In, and finally, a Form Shading that you can turn on and off.

So, a small number of controls. If you have to create a form that Word 2003 users need to access, they can only access the controls here, not the newer controls in Word 2007 and 2010. Now that we've turned on the Developer tab and acquainted ourselves with the tools that are available to us in Word 2010, we are ready to create forms.

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