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Microsoft Word 2003/2004

Working with Form Fields

Word forms depend on form fields to gather information from the user through any of three ways: text form fields, check box form fields, or drop-down form fields. The nature of the information to be gathered will determine the type of form field to be used. This document provides basic advice on using fields to create forms.

NOTE: To use the instructions in this document, the Forms toolbar should be displayed. For more information, refer to The Forms Toolbar.

return to topForm Field Types

Form Field Types Examples
Text
Used when the response consists of unknown choices
EXAMPLE: the respondent's name
Text form field
Check Box
Used when the response is to select one or more choices from a series
EXAMPLE: providing a list of classes and asking respondents to check the ones they have taken
Check Box form field
Drop-Down
Used when the response must be from a select list of choices
EXAMPLE: "yes" or "no" questions
Drop-Down form field

return to topText Form Fields

Text form fields are used when the response consists of unknown choices (e.g., a respondent's name).

Adding Text Form Fields

  1. Place the insertion point where you want the field to appear

  2. On the Forms toolbar, click TEXT FORM FIELDText Form Field button
    The text form field appears.

  3. OPTIONAL: To turn form field shading on or off, on the Forms toolbar, click FORM FIELD SHADINGForm Field Shading button

Customizing Text Form Fields

The Text Form Field Options dialog box allows you to do all of the following:

  1. Double click the field
    OR
    With the text form field selected, click FORM FIELD OPTIONSForm Field Options button for WindowsForm Field Options button for Macintosh
    The Text Form Field Options dialog box appears.

  2. Make the appropriate changes to the text form field

  3. Click OK

return to topCheck Box Form Fields

Check box form fields are used when the response is to select one or more choices from a series (e.g., providing a list of classes and asking the respondent to check the ones he/she has taken).

Adding Check Box Form Fields

  1. Place the insertion point where you want the field to appear

  2. Click CHECK BOX FORM FIELDCheck Box Form Field button
    The check box form field appears.

  3. OPTIONAL: To turn form field shading on or off, on the Forms toolbar, click FORM FIELD SHADINGForm Field Shading button

Customizing Check Box Form Fields

The Check Box Form Field Options dialog box allows you to do all of the following:

  1. Double click the field
    OR
    With the check box form field selected, click FORM FIELD OPTIONSForm Field Options buttonForm Field Options button for Macintosh
    The Check Box Form Field Options dialog box appears.

  2. Make the appropriate changes to the check box form field

  3. When finished, click OK

return to topDrop-Down Form Fields

Drop-down form fields are used when the response must be from a specific list of choices (e.g., "yes" or "no" questions).

NOTE: Drop-down form fields are not recommended for forms that will be printed and completed manually, because only the first choice is printed.

Adding Drop-Down Form Fields

  1. Place the insertion point where you want the field to appear

  2. Click DROP-DOWN FORM FIELDDrop-Down Form Field button
    The drop-down form field appears.

  3. Double click the field
    OR
    With the drop-down form field selected, click FORM FIELD OPTIONSForm Field Options buttonForm Field Options button for Macintosh
    The Drop-Down Form Field Options dialog box appears.

  4. To add items to a drop-down list, in the Drop-down item text box, type an entry

  5. Click ADD
    OR
    Windows: Press [Enter]
    Macintosh: Press [return]

  6. Repeat steps 4-5 until all items are added

  7. Click OK

  8. OPTIONAL: To turn form field shading on or off, on the Forms toolbar, click FORM FIELD SHADINGForm Field Shading button

Customizing Drop-Down Form Fields

When working with drop-down form fields, it is often necessary to modify or delete drop-down entries. When modifying a drop-down item, the entry must initially be removed from the list and then added again.

  1. Double click the field
    OR
    With the drop-down form field selected, click FORM FIELD OPTIONSForm Field Options buttonForm Field Options button for Macintosh
    The Drop-Down Form Field Options dialog box appears.

  2. From the Items in drop-down list scroll list, select the item to be modified

  3. Click REMOVE
    The item appears in the Drop-down item text box.

  4. To modify the item, make the desired changes and click ADD
    To remove the item completely, press [Delete]

  5. Click OK

Rearranging Entries in Drop-Down Form Fields

  1. Double click the field
    OR
    With the drop-down form field selected, click FORM FIELD OPTIONSForm Field Options buttonForm Field Options button for Macintosh
    The Drop-Down Form Field Options dialog box appears.

  2. From the Items in the drop-down list scroll list, select the item to be moved

  3. To move the item up or down in the list, click UPUp button or DOWNDown buttonas necessary

  4. Click OK

Additional Drop-Down Form Field Options

The Drop-Down Form Field Options dialog box also allows you to do the following:

return to topDeleting Form Fields

When you no longer need a specific form field, you can delete it.

  1. Select the form field to be deleted

  2. Press [Delete]

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