You have probably run across forms at work or when you want to sign up for something on the Web. Many of these forms are programmed in HTML (Hypertext Markup Language) and XML (Extensible Markup Language) or are created in Adobe Acrobat. But what if you want to create your own forms without having to learn how to use HTML or buy expensive software?

With Microsoft Word 2007, you have the tools to create forms that will meet most needs. We will show you how to do so

Two Kinds Of Forms

Word 2007 provides new ways to create forms, but they aren’t compatible with previous versions of Word. However, you have the option in Word 2007 to create forms that will work with Word 97-2003 versions.

People filling in your forms will use fields, which show up as blanks (such as Date: _______ ) where they can type in information. In order for forms to be compatible with previous versions of Word, you must use legacy fields. Word 2007 uses a new kind of form field called content controls. Forms of either type can be created in Word 2007. They can then be printed and filled in on paper, or people can fill them in within Word. If you are going to print the forms, it doesn’t matter which form type you use. However, if you are going to have people fill out the form within Word, they will be unable to do so if you use Word 2007’s content controls and they have an earlier version of Word.

In this series, we will show you how to set up a form of both types. In this column, we will introduce content controls. Next month, we’ll look at how to place content controls; in the final column, we will show you how to place legacy fields.

Examine Content Controls

Take note of the types of fields you can create in Word 2007 before you start. Check above the Ribbon to see if the Developer tab is available. If it isn’t, click the Office button, choose Word Options, and checkmark the Show Developer Tab In The Ribbon box. Click the Developer tab and then click Design Mode in the Controls group. We are interested in seven buttons on the left side of the Controls group. (The button at the bottom right is for legacy controls, which we don’t need here but will examine in a future column.)

The fields available are: Rich Text, where the user can place formatted text; Plain Text, where the user can place unformatted text; Picture, where the user can insert a picture; Drop-Down List, where the user must select from a list of values specified by the form creator; Combo Box, which is the same as Drop-Down List, except that the user can enter text not in the list; Date Picker, where the user can choose a date from a calendar; and Building Block Gallery, where a user can choose a building block from a gallery the form creator has specified.

You need to have a good idea of your form’s layout before you start. You can create a mockup using a pencil and paper or a software tool. After you have a layout in mind, use Word 2007’s Table button on the Insert tab to create the table that is going to hold the Word 2007 form fields. Just click the Table button and move your mouse along the squares to specify the number of rows and columns in your table. The live preview makes it easy to see the shape and size of your table. Don’t worry if you forget to leave a space for a field. You can adjust the table later if you need to. In our example, we have created a table that will contain a form for people to use to sign up for a company softball team.

Now we’re ready to place the content controls and modify the layout if we need to make changes. Tune in for next month’s column.

Home Word 2007 Forms Create Forms To Gather Information: Part I
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