Now that our form is saved as a template, it’s time to add form fields. There are three kinds of fields that you can insert in a Word form. First, we’ll pick a field type. Then, we’ll edit its properties using the Form Field Options button () on the Forms toolbar.

 

The first is a text form field. With this type of field, people can type (or write) anything they want in the allotted space. To insert this field, click where you want to place it and then click the Text Form Field button () on the forms toolbar:

 

 

If we click on Form Field Options, we’ll see the dialog pictured below.

 

 

The Type menu lets you control what kind of data will be entered in this field:

-          Regular text

-          Number

-          Date

-          Current date

-          Current time

-          Calculation

 

Then, in the Default Text field to the right, you can enter the text that will appear in the text box by default.

 

You can use the next set of options to set the maximum length of the data entered in the field and the format of the text or numbers. (Obviously, these options will only be enforced if the form is being filled out in Word.)

 

Our third set of options lets us run a macro (a set of automated tasks) on entering or exiting the form.

 

The last set of options lets you bookmark a field for queries like mail merge. You can also enable or disable fill-in, and tell Word to calculate this field when exiting the document.

 

We’ll save the last button, Add Help Text, for our next lesson.

 

The second type of field is a checkbox. You can add checkboxes to make answering a question as simply as marking an X!

 

 

 

 

If you click a checkbox field and then click Form Field Options, you’ll see the dialog below.

You can use the first set of options in this dialog to set the size of the checkbox. The next set of options lets you choose whether it is checked or not checked by default.

 

The last set of options is the same as in the Text Form Field Options dialog box. You can add a macro, set a bookmark, enable or disable the check box, or calculate the check box on exit.

 

Once you click OK, your settings will be applied.

 

The last type of form field is a drop-down menu. This will give people who are filling the form out specific choices for their answers. (Obviously, the drop-down menu will only work if they are completing the form in Word or online.)

 

 

You can see the form field options for the drop-down menu below.

 

 

The first set of options allows you to add items to the drop-down list. Just type the item in the text box labeled Drop-down item on the left, and click Add to add it to the list on the left. You can also click items in the list and move them up or down using the arrows on the right side of the box, or remove them using the Remove button.

 

The rest of our options are the same: run a macro, set a bookmark, enable or disable a field, and calculate the menu on exit.

 

Let’s look at our sample template after adding fields:

 

 

You can add as many fields of each type as you want to your form. You can also add text around them to identify the field. And, you can copy and paste form fields to save time; this can be particularly useful for drop-down menus.

 

You may notice that all our form fields have grey shading around them. This is because the Form Field Shading option () is toggled on. This shading is for identification only; it won’t be printed out or viewable when the document is protected. By default, it is turned on as it makes it a lot easier to see the fields you have customized.

 

Let’s save the form so we can complete it.