Project 1: Creating a Form with Content Controls

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1 Workshops Introduction The Workshops are all about being creative and thinking outside of the box. These orkshops ill help your right-brain soar, hile making your left-brain happy; by explaining hy things ork the ay they do. Exploring possibilities is great fun; hoever, alays stay grounded ith knoledge of ho things ork. Getting and Using the Project Files Each project in the Workshops includes a start file to help you get started ith the project, and a final file to provide you ith the results of the project so you can see ho ell you accomplished the task. Before you can use the project files, you need to donload them from the Web. You can access the files at.perspection.com in the softare donloads area. After you donload the files from the Web, uncompress the files into a folder on your hard drive to hich you have easy access from Microsoft Word 00. Project : Creating a Form ith Content Controls Skills and Tools: Use content controls to create a form Forms are an easy ay for you to interact ith users of your documents, either online or in print, and gain information and feedback from them in the process. Content controls are predefined fields or set of fields that contain information you can use throughout a document. Word includes many different types: text boxes (Rich Text and Text), picture, date picker, combo boxes, drop-don lists, and building block gallery. The fields display information you provided in Document Properties or a placeholder, hich you can fill in. After you insert the fields you ant, you can change field properties to customize the form. When you re done ith the form, you can group the document text to the content controls to prevent a user from accidentally making changes to the document text. The Project In this project, you'll learn ho to create a form, add content controls, change properties, and group the results to protect the document text, yet allo the content controls to change. 9

2 The Process Open Word 00, open Form_start.dotx, and then save it as Form_results.dotx. Click the Developer tab. To turn on the Developer tab, click the File tab, click Options, click Custom Ribbon in the left pane, select the Developer check box in the left column, and then click OK. Click the Design Mode button. Content Controls Click to place the insertion point to the right of the text Date of report: Click the Date Picker button in the Controls group. 6 Click to place the insertion point to the right of the text Report filled out by: Click the Drop-Don List button in the Controls group. 8 Click to place the insertion point to the right of the text Address: 9 0 Click the Rich Text button in the Controls group. Use the Rich Text button and the Date Picker button to insert a text or date control for the rest of the elements in the form that end ith a colon. If you need to delete a control, right-click the control, and then click Remove Content Control. Select the text Click here to enter a date in the control to the right of the text Date of report: Type Report Date Workshops

3 Select the text in each one of the controls and enter an appropriate name for the data item. Drop Don List Properties 6 Select the control next to the text Report filled out by: Click the Properties button. 6 Click Add, and enter a display name of your choice for the drop-don list, and then click OK. Add in to other names of your choice. When you re done adding names, click OK. Set properties for all the controls providing a title and XML tag (label) for each one. For the date controls, you can also specify the format you ant. 8 Select all the text in the document. 9 Click the Group button, and then click Group. 0 When you re done, click the Design Mode button. Enter information of your choice in the content controls for the form. Try to change the standard text in the document. Grouping the text and controls provides a protection against anyone from accidentally changing the text. Click the Restrict Editing button. Select the Allo only this type of editing in the document check box In the list of editing restrictions, select Filling in forms, and then click Yes, Start Enforcing Protection. If you ant to assign a passord enter it; if not, leave the passord boxes blank, and then click OK. Click the Save button on the Quick Access Toolbar. The Results Finish: Compare your completed project file ith the results file FormControls_results.dotx. Workshops 6

4 Project : Exporting Form Data to Access or Excel Skills and Tools: Export form data from Word to Access or Excel Gathering form information in a Word document is an easy ay to get the data that you can further analyze in another program, such as Microsoft Access or Microsoft Excel. For example, suppose you have a survey that you ant filled out by customers ho don t have access to your netork. You send a Word form to your customers in , ask them to complete it and the form back to you. If you don t have to many forms, you can export the Word form data and then import it into an Access database or an Excel orksheet. If you have a large number of forms, you can create a code connection to the database or spreadsheet to automate the data transfer process; hoever this takes some programming. The Project In this project, you'll learn ho to export form data from Word and import it into Access database or Excel orksheet. The Process 6 Open Word 00, open FormDataTransfer_start.docx, and then save it as FormDataTransfer_results.docx. Click the File tab, click Options, and then click Advanced in the left pane. Select the Save form data as delimited text file check box. Click OK. Click the File tab, and then click Save. Select Plain Text (.txt) as the Save as type, and then click Save. The File Conversion dialog box opens. There are commas beteen each separate data item, hich is surrounded by quotes. Click OK. No, you can import this data into a database or spreadsheet. Import the Data into Access Open Access 00, create a ne database or open an existing one. To create a ne database, click the File tab, click Ne, click Blank database, type a name for the database, select a location to store it, and then click Create. Click the External Data tab. Click the Text File button. 6 Workshops

5 6 Click Brose, navigate to and select the file ith the exported Word form data, and then click Open. Click the Import the source data into a ne table in the current database option, if necessary. Click OK. The Import Text Wizard opens Click the Delimited option, and then click Next. Click the Comma option, and then click Next. Specify information about each of the fields, and then click Next. Click the Let Access add primary key option, and then click Next. Type FormDataTransfer to name the imported table, click Finish, and then click Close. The Word form data appears in the table. Import the Data into Excel Open Excel 00, create a ne spreadsheet or open an existing one. Click the Data tab. Click the From Text button. Navigate to and select the file ith the exported Word form data, and then click Import. The Import Text Wizard opens. 6 8 Click the Delimited option, and then click Next. Select the Comma check box and deselect all others, and then click Next. Select the default General option for the column data format, and then click Finish. Specify a orksheet location here you ant to put the data, and then click OK. The Word form data appears in the orksheet. The Results Finish: Compare your completed project file ith the results file FormDataTransfer_results.docx. Workshops 6

6 Project : Vieing XML Data in a Document Skills and Tools: Vie XML data in a Word document XML data is stored in document parts using the Office XML file formats; for Word the XML file format is.docx. Document parts help define sections of the overall contents of the file. The file format consists of many different types of document parts, including custom XML data part. All document content associated ith an XML element maps to data in a custom XML data part. This separation of the XML from the document formatting and layout knon as the Open Packaging Convention makes it easier to access data. To vie the document parts (hich is a compressed zip package), add.zip to the end of the document name after the.docx, and then double-click the renamed file. The contents of the file appear, displaying a tree structure of individual document parts. The Project In this project, you'll learn ho to vie the XML data in an Office document by opening the ZIP package. The Process Open Word 00, open VieXML_start.docx, and then save it as VieXML_results.docx. Exit Word and navigate to the location here you saved the file VieXML_results.docx. Right-click the file, and then click Rename. Add.zip to the end of the file name. (VieXML_results.docx.zip), and then press Enter. Make sure a Zip utility is installed on your computer, and the.zip extension is associated ith the program. Sample file structure for a Double-click the file ith the.zip extension. Word document The ZIP utility opens and you can see the document parts that are included in the file. The folder structure contains different types of files. The _rels folder contains a.rels file that defines the root relationship ithin the package. The docprops folder contains files for the document properties (core.xml) and application properties (app.xml), hich includes author name, ord count, and softare version. The ord folder (application specific) contains application-specific, document component files. The document.xml file contains the data (text) in the document. The Content_Types.xml file provides a listing of the content types for the other parts that are contained in the package. 6 Workshops

7 6 Navigate through the folders to locate the document.xml file. Double-click the document.xml file to vie the XML contents in the associated vieer. In this case, Internet Explorer. You can see the data entered hile in Word in XML form. 8 Close Internet Explorer. The Results Finish: Compare your completed project file ith the results file VieXMLData_results.docx. Want More Projects You can access and donload more orkshop projects and related files at.perspection.com in the softare donloads area. After you donload the files from the Web, uncompress the files into a folder on your hard drive to hich you have easy access from your Microsoft Office program. Get Everything on DVD Instead of donloading everything from the Web, hich can take a hile depending on your Internet connection speed, you can get all the files used in this book and much more on the Microsoft Office 00 On Demand DVD. The DVD contains task and orkshop files, tips and tricks, keyboard shortcuts, transition helpers from 00 or 00 to 00, and other goodies from the author. To get the Microsoft Office 00 On Demand DVD, go to.perspection.com. Workshops 6

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