Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print. To do this, you will start with baseline content in a document, potentially via a form template. Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.

Following are the recommended action steps in sequence.

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.
(See how here: Show the developer tab.)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

1. Go to File >New.
2. In the Search for online templates field, type Forms or the kind of form you want. Then press Enter.
3. In the displayed results, right-click any item, then select Create.

1. Go to File >New.
2. Select Blank document.

Add content to the form

Go to the Developer tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control in the pop-up menu.

Note: You can print a form that was created via content controls. However, the boxes around the content controls will not print.

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control.

1. Click or tap where you want to insert the control.
2. Select Developer >Rich Text Content Control

or Plain Text Content Control

To learn about setting specific properties on these controls, see Set or change properties for content controls.

A picture control is most often used for templates, but you can also add a picture control to a form.

1. Click or tap where you want to insert the control.
2. Select Developer >Picture Content Control

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Use a building block control when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text, and then use a building block control as the container for the rich text content controls.

1. Click or tap where you want to insert the control.
2. Go to Building Block Gallery Content Control

. Select Developer and content controls for the building block.

1. Click or tap where you want to insert the control.

To learn about setting specific properties on these controls, see Set or change properties for content controls.

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

Go to Developer >Combo Box Content Control

or Drop-Down List Content Control

1. Click or tap where you want to insert the date picker control.
2. Select Developer >Date Picker Content Control

To learn about setting specific properties on these controls, see Set or change properties for content controls.

1. Click or tap where you want to insert the check box control.
2. Select Developer >Check Box Content Control

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

1. Click or tap where you want to insert a legacy control.
2. Go to Developer >Legacy Forms

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

1. Select the content control that you want to change.
2. Go to Developer >Properties.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

1. Open the form that you want to lock or protect.
2. Select Developer >Restrict Editing.

After selecting restrictions, select Yes, Start Enforcing Protection.

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break.

Show the Developer tab

If the developer tab isn't displayed in the ribbon, see Show the Developer tab.

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

1. Go to File >New from Template.

1. Go to File >New Document.

Add content to the form

Go to Developer, and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

1. In the document, click or tap where you want to add a content control.
2. On Developer, select Text Box, Check Box, or Combo Box.

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

• Set common properties.
  • Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.
  • Bookmark Set a unique name or bookmark for each control.
  • Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.
  • Add Help Text Give hints or instructions for each field.
  • OK Saves settings and exits the panel.
  • Cancel Forgets changes and exits the panel.
  • Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.
  • Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.
  • Maximum length sets the length of text that a user can enter. The default is Unlimited.
  • Text format can set whether text automatically formats to Uppercase, Lowercase, First capital, or Title case.
  • Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.
  • Default Value Choose between Not checked or checked as default.
  • Checkbox size Set a size Exactly or Auto to change size as needed.
  • Check box enabled Lets the user check or clear the text box.
  • Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.
  • Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press - to remove a selected item.
  • Drop-down enabled Lets the user open the combo box and make selections.
  Protect the form

  

  1. Go to Developer >Protect Form.