Selection list in word

Related controls

Microsoft Office InfoPath includes controls that are similar to multiple-selection list boxes but that serve different purposes. To decide which of these controls works best on your form template, refer to the following list:

List box    Like a multiple-selection list box, a standard list box allows users to select values in a list. However, with a list box, users can select only one item in the list. Like a multiple-selection list box, a list box displays all of the items in the list by default.

Drop-down list box    Like any other list, a drop-down list box offers users a list of choices. However, with drop-down list boxes, the list entries are hidden until the user clicks the control. Users can select only one item from a drop-down list.

Combo box    If you want your users to be able to type their own list entry or choose a value from a predefined list, use a combo box instead of a multiple-selection list box. Users can select only one item from a combo box.

Option buttons    Like a multiple-selection list box, a group of option buttons enables users to select from a list of choices. Unlike multiple-selection list boxes, users can select only one option from a group of option buttons. In addition, with option buttons, users click a small circle to make a choice instead of clicking an item in a list box.

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Insert a multiple-selection list box

1. On the form template, place the cursor where you want to insert the control.

2. If the Controls task pane is not visible, click More Controls on the Insert menu, or press ALT+I, C.

3. In the Controls task pane, do one of the following:

   • To automatically create a repeating field in the data source that is bound to the multiple-selection list box, select the Automatically create data source check box.

   • To bind the multiple-selection list box to an existing repeating field, clear the Automatically create data source check box.

     Note: If the check box is unavailable, the data source is locked. For example, if you base the design of your form template on an XML Schema, you may not be able to add new fields or groups to the data source in InfoPath. This restriction helps to prevent you from inadvertently making changes to the schema that may render it invalid.

4. Under Insert controls, click Multiple-Selection List Box.

5. If you cleared the Automatically create data source check box in step 3, select a repeating field in the Multiple-Selection List Box Binding dialog box to which you want to bind the multiple-selection list box.

6. On the form template, type the label text above or to the left of the multiple-selection list box, followed by a colon (:).

7. To specify the values that you want to use as the entries in the list, double-click the multiple-selection list box.

8. Click the Data tab.

9. Do one of the following to populate the list box:

   Type the list box values yourself

   This option is useful when you have a predetermined, limited set of values, and you don’t expect those values to change in the future. If the values do happen to change, you must publish an updated version of your form template so that users can see and use the latest list entries.

   1. Click Add.

   2. In the Value box, type the text that you want to store if a user selects this entry.

   3. In the Display name box, type the text that you want to display for this entry, and then click OK.

   4. Repeat steps 1 through 3 for each entry that you want to add to the list box.

   5. To test your changes, click Preview on the Standard toolbar, or press CTRL+SHIFT+B.

   Use values from another part of the form

   This option is useful when you want the values in your list to change, depending on other values that the users enter into their form.

   1. Under List box entries, click Look up values in the form’s data source.

      The entries in the list box must be associated with a particular repeating group or repeating field on your form template.

   2. Click Select XPath next to the Entries box, and then in the Select a Field or Group dialog box, click the repeating field or repeating group that contains the fields that will provide the values for the list box, and then click OK.

   3. Click Select XPath next to the Value box, click the field that contains the possible values for the items in the list box, and then click OK. One of these values will be saved in the underlying XML when a user clicks an item in the list box.

   4. Click Select XPath next to the Display name box, click the field that contains the values that are displayed in the list box, and then click OK.

      Tip: To prevent display name values from appearing multiple times in the list box, select the Show only entries with unique display names check box.

   Use values from a database, Web service, XML document, or SharePoint site

   This option is useful when you want the values in a list box to be up-to-date or refreshed regularly. The values are typically stored in a database or other external data source and are retrieved every time the form is opened.

   1. Click Look up values from an external data source.

   2. Do one of the following:

      • If you already added a data connection, click it in the Data Connection box.

      • To add a new data connection, click Add, and then follow the instructions in the Data Connection Wizard.

        The entries in the list box must be associated with a particular repeating field or repeating group.

   3. Click Select XPath next to the Entries box, and then in the Select a Field or Group dialog box, click the group or field that contains the fields that will provide the values for the list box, and then click OK.

   4. Click Select XPath next to the Value box, click the field that contains the possible values for the items in the list box, and then click OK. One of these values will be saved in the underlying XML when a user clicks an item in the list box.

   5. Click Select XPath next to the Display name box, click the field that contains the values that are displayed in the list box, and then click OK.

      Tip: To prevent display name values from appearing multiple times in the list box, select the Show only entries with unique display names check box.

10. If you want users to be able to type their own value at the bottom of the multiple-selection list box, select the Allow users to enter custom values check box.

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