Compu-Word. Term (3 rd February 31 st March) Week 1: MicroSoft Word Fillable Forms

Transcription

1 Term (3 rd February 31 st March) Week 1: MicroSoft Word Fillable Forms In this ever technically challenged world in which we live, everything is either on-line or electronic in nature. Forms are no exception. Historically we ve been given paper forms to fill out with pencil or biro and then handed back the form, or popped it in the post Job Done! In todays world, these forms are increasingly electronic, requiring you to fill them in on a PC, then back to the sender. Today, we are going to create such a Fillable Form which you can send to someone, have them fill it in and send back the result (all without using paper). MicroSoft Word is the program we will use to either:- (a) modify an existing Template; or (b) create a new template from scratch. Word has some predesigned templates that may already suit your purpose. There are 102 to choose from, including some of the following Let s start with something straightforward, Hotel Accommodation Survey. Start by opening MS-Word. To make sure you can create Fillable Forms you need an extra Ribbon at the top of your screen, not normally displayed unless you turn it on. It s called the Developer ribbon. Once activated, this Ribbon will remain there - you DON T have to repeat this process. Click on FILE then OPTIONS then CUSTOMISE RIBBON.

2 Look for the Customize the Ribbon drop-down and select Main Tabs. Turn on the Developer ribbon, by putting a tick in the Developer check box then Click OK. To open the Hotel Accommodation Survey template - Click on FILE, then NEW, then FORMS scroll down until you find Hotel Accomodation Survey, select it with a Double-Click. First job Replace Empty Logo Box with teacher supplied Bogari Hotel.BMP logo file. Start by double-clicking the Your Logo Here box and the Format Ribbon should be visible. Click on the Change Picture button and browse to the teacher supplied hotel logo. Magnify your screen using the CTRL + Scroll Wheel combination, or drag the magnification slider in the lower right-hand corner of the screen. Use the Crop button and crop the top and bottom to reduce the excessive White Space in the logo. After cropping, click away from the logo, then single click back on the logo.

3 Try moving the logo to a more desirable location. Notice it doesn t move freely to your preferred location. Use the Wrap Text button and select In Front of Text now drag it roughly to the position shown below. Stretch the logo using the control handle in the upper left corner until it resembles the following. We can now start to modify the content of this template in a more significant way. We are about to add a Light Blue header section where the Hotel Room and Date details can be recorded. To make a new row in the table, Right-Click opposite the first row in the table and select Insert then Insert Rows Above. Repeat this procedure two more times, always Right-Clicking opposite the First line of the table. Your form should now look like the following.

4 Highlight rows 2 and 3 of the table, then using the Shading Button Drop Down List, select White as the colour. Fill in the additional information in the appropriate table cells like the following:- Using Align Text Right button, format these additional entries to resemble the following:-

5 Your tutor will show you how to remove unnecessary cells to achieve the following:- Now comes the interesting part adding Content Control elements to your form. The most common elements chosen to be used in Fillable Forms would have to be. (a) Text Boxes (b) Drop Down List control (we will use this for the Room Number) (c) Check Box control (we will use this for the Mini Bar & Kitchen questions) (d) Date Picker control (we will use this for the From and To dates) Place cursor in the cell next to Room Number. Turn on Design Mode using the Design Mode button, then insert a Drop-Down List content control by clicking on this button as shown to the right:- Click on Properties to reveal the Content Control Properties dialog box, as shown in the example to the left:-

6 Click on the Add button to begin adding room numbers (we will assume this hotel has 10 rooms). Enter 1 then OK Click on Add and enter 2 then OK - repeat until you ve reached 10. Click OK to close the Content Control Properties dialog box. Next content control is the Check Box. Place cursor in the cell next to Mini Bar Equipped, then click on Check Box Content Control button, as indicated to the right:- Click on Properties to reveal the Content Control Properties dialog box, as shown in the example to the right:- You can change (if you like) the type of Check Symbol used (eg. Instead of a you can use a instead). Click OK when done. Our last two content controls will be Date Picker controls. These will obviously go next to the FROM: and TO: table cells.

7 Place cursor in the cell next to FROM:. Make sure Design Mode is still turned on, then insert a Date Picker Content Control by clicking on appropriate button as shown to the right:- Click on Properties to reveal the Content Control Properties dialog box, as shown in the example to the right:- Select an appropriate date format such as the one highlighted in the example to the right, then click OK. Repeat this procedure for the TO: table cell with the same date format selected as above. One of the most important features of setting up a Fillable Form, is the ability to Lock Down or restrict the editing of a form once set up. This means users can only Fill In the form, but NOT edit or change the form. Make sure Design Mode is switched OFF, then click on the Restrict Editing button. In the panel to your right, tick the box Allow only this type of editing and select Filling in Forms from the drop down list. Click on Yes, Start Enforcing Protection. Enter a suitable Password (write it down) Re-enter the same Password in the box below and Click OK to enable protection on your form. Save your document for the last time, your Fillable Form is now ready for use.