Word and form fields

Click in your Word document wherever you wish to insert a Form Field. On the Legacy Forms menu click the first icon to insert a Form Field. Right-click on the Form Field and select Properties. Then provide a name for the field in the Bookmark section.

How do you create a fillable form in Word?

Tech Tip: How to Create Fillable Forms in Microsoft Word

1. Enable Developer Tab. Open Microsoft Word, then go to the File Tab > Options > Customize Ribbon > check the Developer Tab in the right column > Click OK.
2. Insert a Control.
3. Edit Filler Text.
4. Design Mode button again to exit the mode.
5. Customize Content Controls.

How do I insert a text form field in Word?

Working with Form Fields

1. Position the insertion point where you want the field to appear.
2. Display the Developer tab of the ribbon.
3. In the Controls group click Legacy Tools and then click the Text Form Field tool.
4. Right-click the form field just entered and choose Properties from the resulting Context menu.

Can you create custom fields in Word?

To set up those custom fields, go into the Info menu in Word, and on the right side of the screen, click on the dropdown arrow next to Properties > Advanced Properties. In this pop-up, you can add the recipient field by name. Select “text” as the type and the value. Click Add, and then OK.

What are form fields in Word?

You can use a text form field to collect basic text information such as a name or address. Alternatively you can also use text form fields to request other types of data such as numbers, dates, times, phone numbers, zip codes, percentages etc. Text form fields can also be used to perform calculations.

How do I create a fillable field template in Word?

Go to File > New. In Search online templates, type Forms or the type of form you want and press ENTER. Choose a form template, and then select Create or Download.

How do I insert a form field in Word 2016?

To insert a field, follow these steps:

1. Position the insertion point where you want the field to be inserted.
2. On the Insert tab, click Explore Quick Parts and then click Field.
3. (Optional) On the Categories list, select a category to narrow the list of field names.
4. On the Field Names list, click the desired field name.

How do I make a fillable form in word and not editable?

Head on to the “Protect” section on the ribbon and click the button labeled “Protect Document.” You should then click the button named “Restrict Formatting and Editing.” On the options that appear, select the one that says “Allow only this type of editing in the document” and pick “Filling in forms.” Once you’re done,

How do I make a Word document fillable and not editable?

Protect the document so it is not editable. Press “Ctrl-A” to select the entire document, or click “Select” in the Editing group of the Home tab and choose “Select All.” Select the “Developer” tab and click “Restrict Editing” in the Protect group. Save the document before closing it.

How do I create a fillable form in Word 2021?

To do this, click on “File” tab > “Options” > “Customize Ribbon”. Then under the “Customize Ribbon”, select the “Developer” checkbox and click “OK”. Step 2: Open a Word document and you will be able to make the Word document fillable.

How do I create a fillable template in Word 2016?

Creating a computerized form

1. Press Ctrl+N to create a new document.
2. On the File tab, choose Save As. You see the Save As window.
3. Click the Browse button. The Save As dialog box opens.
4. Open the Save As Type menu and choose Word Template.
5. Enter a descriptive name for your template and click the Save button.

Can you make a fillable form in Publisher?

Your initial form can be created using a variety of tools, after which you can use Adobe Acrobat DC to make it a fillable PDF form. The software you can use to create a PDF include Microsoft Word, Microsoft Publisher, Adobe InDesign, Google Docs, other desktop publisher tools.

Although Word is most commonly used for creating documents, it can also be used for capturing data like a form. Word Forms do not require any programming knowledge. These are easy to create and will work across ALL versions of Word.

The Need for Word Forms

This is very useful for conducting quick surveys or quizzes where you want to control the responses. Of course, there are more sophisticated methods and tools available for bother these scenarios, Word is familiar to everyone and almost guaranteed to be available on every desktop. Hence it is a compelling option even today (2017).

How to create Word Forms?

Two steps. Create the survey by inserting editable items (form fields) and then lock the document so that only the form can be filled.

Adding fields to Word Forms

There are three types of fields.

1. The new type of fields which are better looking and more interactive.
   These do not work with older versions of Word.
2. The solution is to use the built-in form fields.
   These are available with any version of Word. So compatibility is never an issue.
3. ActiveX controls
   These are more sophisticated but not guaranteed to be available on every PC. ActiveX controls are being phased out globally. These are used by programmers who  want to extend Word and add business functionality to it.

In short, we will use the built-in Word Forms and related fields. To use these, we have to enable the developer tab.

Enable developer tab in Office 2007

File – Word Options – Popular – activate the Show developer tab option.

Enable developer tab in Office 2010 onwards

Open Word. File – Options. Click Customize Ribbon. In the list on the right side, scroll and identify the Developer item. This item is not selected by default. Select it and close the dialog.

Using Form Fields

Open the briefcase icon dropdown under Developer Tab – Controls group.

We will use only the upper part called Legacy forms. We have various types of fields available. Simple text, checkbox and box.

Create a document and choose a field. Let us add a text field for capturing the name.

The word Name is typed manually. Now select Text form field from the legacy tools area. Notice that the field is added with gray background. The width of this field looks small but it expands automatically.

Let us add another textbox for duration. To keep things simple, we will use another text field.

Let us add the leave type. Choose the Drop-down form field. Once added, double click inside the field to add various leave options.

Now let us add a Check box form field.  We will ask whether it is Paid or unpaid leave. Double click on the field to change the default to Checked (means Paid leave).

Now the form looks like this.

Restricting form filling in Word Forms

Right now the form is in edit mode. The captions and structure can be changed. We cannot type inside the fields properly. Checkbox cannot be unchecked and the dropdown does not appear.

Here is how you can make it a fillable form. With Office 2007, Choose Protect Document from the Review tab. Choose Restrict Formatting and Editing option. For newer versions of Office, the Restrict editing option is directly available in the Review tab.

Now a new window (pane) opens. Choose the Allow only this type of editing checkbox and choose the Filling in Forms option from the dropdown.

Now click the Yes, Start enforcing protection button. Specify a password and type it again to confirm it.

Now it is a real form.

How to fill Word Forms?

Click on any field to fill it. You cannot click and edit any other area in the Word file.

Dropdowns can be selected and checkboxes can be enabled or disabled.

How to save the data from filled Word Forms?

You will send this form as attachment to multiple people. They will fill it and then send it back to you. Unfortunately, you cannot extract data from multiple filled forms. You have to do it one-by-one. Here is a filled form.

In order to save only the data from the form, follow these steps:

1. Go to File – Options – Advanced
2. Scroll down and choose the checkbox as shown below. Left side is Office 2007 and right side is newer versions of Word.

Now the saved file will be just a TXT file containing the comma delimited data.  A preview is also shown before saving.

Practical Usage

This method works ever since Word was created. Although newer methods are available now, this method may still come in handy for quick and easy data capture.

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Configuring a Word Merge in SmartSimple is a three-step process:

1. Create the MS Word document that will be used as the template. This page describes the process to add form fields to your Word document.
2. Upload the Word document to a SmartFolder. (See Uploading Word Merge Document to a SmartFolder for instructions.)
3. Create the Special — MS Word Merge custom field that maps the SmartSimple fields you wish to merge to the Word template.

Your Word document will contain Form Fields which are linked to «Bookmarks.» The SmartSimple Word Merge field will be configured to match the bookmarks up with SmartSimple variables in the third step.

In this step, you will add the Form Fields and assign Bookmarks to each field in your Word document that is to be merged. The steps vary slightly in different versions of Word.

Note that SmartSimple's Word Merge feature works with all versions of MS Word. As opposed to using the user's version of Word to create the merged document, the merge is performed by SmartSimple's Word Merge engine using an programmatic object compatible with MS Word (all versions). Once the merge is launched, SmartSimple streams the resultant document back to the client’s browser where the extension of the streamed document (*.doc, *.docx, etc.) will trigger the launching of MS Word. If the user does not have MS Word on a Windows machine, the process will simply open whatever program is associated with the document's extension.

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Take note of all the Bookmarks that you add to the Form Fields below. They will be used in step 3: creating an MS Word Merge custom field.

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MS Word 2000-2003

• From the View Menu select Toolbars and enable the Forms Toolbar
• Click in your Word document wherever you wish to insert a Form Field.
• On the Forms Toolbar click on the first button to insert a Form Field into your document:
• Right-click on the Form Field and select Properties. Then provide a name for the field in the Bookmark section.

MS Word 2007

• Click on the Menu button and select Word Options
• In the Popular section, select Show Developer Tab in the Ribbon
• Click in your Word document wherever you wish to insert a Form Field.
• On the Developer Menu select the Legacy Tools icon which is in the Controls section:
• On the Legacy Forms menu click the first icon to insert a Form Field.
• Right-click on the Form Field and select Properties. Then provide a name for the field in the Bookmark section.

MS Word 2010/2013

• Click in your Word document wherever you wish to insert a Form Field.
• Click on the Developer tab.

• If the «Developer» tab is not visible, click on File > Options > Customize Ribbon, and check off the «Developer» tab in the right hand frame.

• On the Developer tab, click on the Legacy Tools button: .
• Click on the Text Form Field button

Word 2010

Word 2013

• A Text Form Field will be inserted at the cursor location.
• Right-click on the Form Field and select Properties. Then provide a name for the field in the Bookmark section.

In Word 2013, the document must be saved as a «Word 97-2003 Document»:

Preparing Template for List View Export

List View Export to a Word Merge field required the fields used be Word Merge instead of the old bookmarks which is described above. This method will also work for Word Merge fields used outside of the list view.

To ensure the list view export functions, fields must be created using the following:

• In Word 2007 and higher, select Mailings from the ribbon menu.
• If you haven’t already, click on Select Receipients then Use Existing List.

When the Select Data Source dialog box appears, select a blank Excel document (or any existing Excel document you have accessible). This will enable the required buttons.

Note: If you do not rename the field, then the data merged within will be the same for all like-named fields.

See Also

To set up a Word merge:

• Step 1 — Create the MS Word document that will be used as the template.
• Step 2 — Upload the Word document to a SmartFolder.
• Step 3 — Create a Special — MS Word Merge custom field.

Advanced Word Merge Features Include:

• Exporting List View Results to Microsoft Word
• Uploading a MS Word Merge Document to a Custom Field
• Including Tables in a Word Merge Document
• Using ReportProperty with a Word Merge Document
• Including Check Boxes on an MS Word Merge Document
• Including XML on an MS Word Merge Document
• Using Conditional Logic on a MS Word Merge Document

If you use forms at work, you’ll love the convenience of interactive or fillable forms in Microsoft Word. Forms that you can fill out make gathering information easy.

 With a fillable form, all you’ve got to do is create a form in Word. Then you can use it over and over again. There’s nothing to print, so interactive forms are good for both your budget and the environment.

If you want a fillable form that also looks good, then begin with a template in Word. Form templates for Microsoft Word are available in Envato Elements and GraphicRiver.

In this tutorial, you’ll learn how to create a fillable form in Word, so you can reap all the benefits of an interactive form.

Find Great Form Templates on Elements

Fillable forms in Word have a variety of uses. Human resources use forms to capture employee and consultant information. Organizations use forms to register members, students, or clients. You also use forms to take orders for your products and services. Those are only a few examples of how useful fillable forms are.

Ideally, you want your Microsoft Word forms to be consistent with your branding. Well-designed forms reflect your credibility and professionalism. That’s why you want to avoid generic-looking forms. Want to know how to make a fillable form in Word that’s aligned with your visual brand?

The easiest way is by using templates for Word with pre-built tables or forms. One awesome source for Word templates is Envato Elements. Elements has an irresistible offer: for one low monthly fee, you get unlimited downloads of the millions of creative assets in its library. These include:

• Word templates
• fonts
• graphics
• photos
• and more

Whatever you need to make your forms look as good as possible, you can find in Elements.

If you need to create only one form, then a better source for Word templates is GraphicRiver. It’s got the same massive library of creative assets but on a pay-per-use basis. For the one-off project in Word, GraphicRiver is a terrific and budget-friendly option.

How to Create Fillable Forms in Word

You may be wondering, «How do I make a fillable form in Word?» Let me take you step-by-step through how to create a fillable form in Word.

Note: In the following tutorial, I’m using Microsoft Word for Mac version 16.48. If you’re using a different version, then the steps and interface may be different. But these steps should still be helpful for you.

1. Show the Developer Tab

As a first step, make sure that the Developer tab is showing up for you. This may be hidden by default. If you don’t see the Developer tab, follow these steps:

Go to Word > Preferences. 

The Word Preferences menu opens. Click on the Ribbon & Toolbar button. 

The Ribbon & Toolbar menu pops up. Under Main Tabs, scroll down and check Developer. Click Save.

The Developer tab should now be visible.

2. Determine the Layout and Structure of the Form

The next step is to determine the layout and structure of the fillable form. This will depend on what information you want to capture. You may want to sketch this on a sheet of paper first. 

When you know what the form will look like, create a table in Word. By creating your form as a table in Word, it’ll be easier for you to keep things aligned and organized. The cells of the table are the form fields. Keep this in mind as you create your interactive form. This tutorial shows you the steps for how to make a table in Word:

Another option is to use a Word template with a pre-built table as a form. This way, the form has already been professionally designed. All you’ve got to do is to customize the form in Word according to your needs. Remember that the form template must have been built as a table so that you can make the form interactive in Word.

In the steps that follow, I’m going to create a form from scratch by first creating a table in Word:

Now, it’s time to make this a fillable form in Word.

3. Add Form Fields With Content Controls

You create a fillable form in Word by adding form fields. There are different types of form fields with content controls, depending on the types of responses you’re looking for.

Under the Developer tab, you’ll see buttons for creating a Text Box, Check Box, and Combo Box (or drop-down form field).

Let me show you how to create each type of form field:

How to Add a Word Fillable Form Text Box

Place the cursor where you would like to create a text field. Click on the Developer tab, then the Text Box button. 

A text box is created. To change the text box settings, click on Options. The Text Form Field Options menu opens.

Here, choose various settings. For example, you’ve got several Text Types to choose from:

• Regular Text
• Number
• Date
• Current Date
• Current Time
• Calculation

Add a Default Text for the form field to guide respondents in filling out the form. You can also specify the Maximum Length and Text or Number Format. 

When you’re happy with the settings, click OK. Repeat for each text box you want to create.

How to Add a Check Box to a Fillable Form in Word

Next, let’s make check boxes. First type the text for the check box items. Then, place your cursor in front of the first item. Go to Developer > Check Box. 

A check box appears where your cursor was. Again, change the check box settings by clicking on the Options button.

The Check Box Form Field Options menu opens. Here you can determine whether the Default Value for the check box is Not Checked or Checked. Specify the Check Box Size and other options. When you’re done setting up the check box options, click OK.

Repeat these steps for the other check boxes.

How to Create a Drop-down Field in a Fillable Form in Word

Finally, let’s add a drop-down field in our form. Place the cursor where you want the drop-down menu to be, then go to Developer > Combo Box. 

To add the drop-down menu items, click on the Options button. The Drop-Down Form Field Options menu opens.

Type a drop-down item, then click the + sign. 

Repeat for each drop-down item you want to include in your fillable form. When you’re done, click OK.

Only the first drop-down item will appear. You’ll see the rest when you test the form.

4. Finalize the Form

Before using the fillable form in Word, it’s a good idea to first test it. To do this, click the Protect Form button on the Developer ribbon.

Now that the form is protected, fill the form fields like your respondents would. You’ll notice that the drop-down menu items appear when you click on the field or the arrow beside it.

When you’re happy with how the fillable form works, finalize the document by formatting the page. Click Protect Form again to un-protect it, so you can edit the document. Now’s the time to change fonts, colors, add logos, and format the form as you wish.

This is what my final fillable form looks like:

You may also decide to remove the shading for each form field. To do so, go to Developer > Shading.

I’m going to keep the Shading on, to make it clear to my respondents where they’re supposed to type in their answers. That’s because I deleted the borders of my table to give my form a cleaner appearance. If you keep the table borders, then it makes sense to switch off the form field Shading.

5. Use and Distribute Fillable Forms in Word

Once the fillable form in Word is completed, share it with your users or respondents. Do this by sharing the fillable form as an email attachment.

First, make sure that the form is protected. This ensures that other users won’t be able to edit the form when you share it with them.

Next, click on Share > Share a Copy.

In the menu that opens, click Email as Attachment.

This launches your default email application with the fillable form attached.

3 Top Form Templates for Word (Unlimited Downloads from Elements)

If you want a form with an impressive design, it’s best to start with a form template for Word. Templates with built-in forms are designed by professional graphic designers. This means the biggest—and hardest—design decisions have already been made for you. By customizing the colors and fonts and adding your logo, you can make the template truly your own.

Below are a few form templates for Word that look great: 

1. Clean Business Registration Form Template

The Clean Business Registration Form template for Word allows you to gather basic personal information and contact details. It’s useful for registering employees, clients, members, vendors, and more. This form template comes in A4 size. You’ve got the option of customizing it with your branding colors. The template comes in Microsoft Word files, as well as files for InDesign, Adobe Illustrator, and Photoshop.

2. Order Form

Receive orders for your products or services with this Order Form for Word. This A4-sized template uses paragraph styles, making it easy to edit in Microsoft Word. It also comes in Adobe InDesign files, if you’re more comfortable editing in that application. A file guide is included to help you customize this template.

3. Client Questionnaire

Impress your clients with this Client Questionnaire template that looks anything but generic. Editable in both Microsoft Word and Adobe InDesign, this form template comes in A4 size. A 34-page guide walks you through how to edit and use the template files.

More of the Best Word Templates for Your Business or Organization

Now you know how to create a fillable Word document. But aside from fillable forms, your business or organization needs other types of documents. Using templates for MS Word helps you create professional-looking documents quickly. Premium Word templates are designed to be easy to customize, so you end up with materials that are coherent with your brand.

Here are more Word templates you can customize to easily create impressive documents for your business or organization:

Learn More About Using Microsoft Word for Your Business and Personal Needs

Whether for personal or business use, MS Word lets you create various kinds of documents. But with power comes complexity, so it can take time to learn how to use its robust features.

The best place to start is with our ultimate guide, Learn How to Use Microsoft Word (Beginner Tutorial Guide). It takes you from the basics of opening and creating Word files, to more advanced skills like comparing and merging two Word documents.

These Word tutorials will also help:

Enhance Your Workflow With Fillable Forms in Word

You’ve seen how convenient it is to use an interactive, fillable form. And now, you know how to create your own fillable form in Word.

Take it up a notch by starting with a Word template, such as those from Elements or GraphicRiver. These professionally-designed templates for Word are sure to impress your clients, employees, or members.

For unlimited downloads of Word templates, take your pick of the vast options in Envato Elements. For one small monthly subscription, you get unlimited downloads of anything you want in its massive library. These include photos, fonts, graphics, as well as sound effects, music, and stock video. If you create many marketing and communication materials, Elements gives you massive value.

For one-off projects, GraphicRiver is another massive library of Word templates and other creative elements. But with GraphicRiver, you pay only for each single use of each item. It’s an affordable way of getting the same professional results.