Word forms form classes

In English grammar, a word class is a set of words that display the same formal properties, especially their inflections and distribution. The term «word class» is similar to the more traditional term, part of speech. It is also variously called grammatical category, lexical category, and syntactic category (although these terms are not wholly or universally synonymous).

The two major families of word classes are lexical (or open or form) classes (nouns, verbs, adjectives, adverbs) and function (or closed or structure) classes (determiners, particles, prepositions, and others).

Examples and Observations

• «When linguists began to look closely at English grammatical structure in the 1940s and 1950s, they encountered so many problems of identification and definition that the term part of speech soon fell out of favor, word class being introduced instead. Word classes are equivalent to parts of speech, but defined according to strict linguistic criteria.» (David Crystal, The Cambridge Encyclopedia of the English Language, 2nd ed. Cambridge University Press, 2003)
• «There is no single correct way of analyzing words into word classes…Grammarians disagree about the boundaries between the word classes (see gradience), and it is not always clear whether to lump subcategories together or to split them. For example, in some grammars…pronouns are classed as nouns, whereas in other frameworks…they are treated as a separate word class.» (Bas Aarts, Sylvia Chalker, Edmund Weiner, The Oxford Dictionary of English Grammar, 2nd ed. Oxford University Press, 2014)

Form Classes and Structure Classes

«[The] distinction between lexical and grammatical meaning determines the first division in our classification: form-class words and structure-class words. In general, the form classes provide the primary lexical content; the structure classes explain the grammatical or structural relationship. Think of the form-class words as the bricks of the language and the structure words as the mortar that holds them together.»

The form classes also known as content words or open classes include:

• Nouns
• Verbs
• Adjectives
• Adverbs

The structure classes, also known as function words or closed classes, include:

• Determiners
• Pronouns
• Auxiliaries
• Conjunctions
• Qualifiers
• Interrogatives
• Prepositions
• Expletives
• Particles

«Probably the most striking difference between the form classes and the structure classes is characterized by their numbers. Of the half million or more words in our language, the structure words—with some notable exceptions—can be counted in the hundreds. The form classes, however, are large, open classes; new nouns and verbs and adjectives and adverbs regularly enter the language as new technology and new ideas require them.» (Martha Kolln and Robert Funk, Understanding English Grammar. Allyn and Bacon, 1998)

One Word, Multiple Classes

«Items may belong to more than one class. In most instances, we can only assign a word to a word class when we encounter it in context. Looks is a verb in ‘It looks good,’ but a noun in ‘She has good looks‘; that is a conjunction in ‘I know that they are abroad,’ but a pronoun in ‘I know that‘ and a determiner in ‘I know that man’; one is a generic pronoun in ‘One must be careful not to offend them,’ but a numeral in ‘Give me one good reason.'» (Sidney Greenbaum, Oxford English Grammar. Oxford University Press, 1996)

Suffixes as Signals

«We recognize the class of a word by its use in context. Some words have suffixes (endings added to words to form new words) that help to signal the class they belong to. These suffixes are not necessarily sufficient in themselves to identify the class of a word. For example, -ly is a typical suffix for adverbs (slowly, proudly), but we also find this suffix in adjectives: cowardly, homely, manly. And we can sometimes convert words from one class to another even though they have suffixes that are typical of their original class: an engineer, to engineer; a negative response, a negative.» (Sidney Greenbaum and Gerald Nelson, An Introduction to English Grammar, 3rd ed. Pearson, 2009)

A Matter of Degree

«[N]ot all the members of a class will necessarily have all the identifying properties. Membership in a particular class is really a matter of degree. In this regard, grammar is not so different from the real world. There are prototypical sports like ‘football’ and not so sporty sports like ‘darts.’ There are exemplary mammals like ‘dogs’ and freakish ones like the ‘platypus.’ Similarly, there are good examples of verbs like watch and lousy examples like beware; exemplary nouns like chair that display all the features of a typical noun and some not so good ones like Kenny.» (Kersti Börjars and Kate Burridge, Introducing English Grammar, 2nd ed. Hodder, 2010)

You can use Word to create interactive digital forms that other people can fill out on their computers before printing or sending them back to you. It takes a little preparation but keeps you from having to decipher messy handwriting! Some of the tools you will use when creating a form include:

• Templates: Forms are normally saved as templates so that they can be used again and again.
• Content controls: The areas where users input information in a form.
• Tables: Tables are often used in forms to align text and form fields, and to create borders and boxes.
• Protection: Users can complete the form fields without being able to change the form’s text and/or design.

Show the Developer Tab

Before you can create a form, you’ll need to turn on the Developer tab to get access to the advanced tools.

1. Click the File tab.

   

2. Select Options.

   

   The Word Options window opens.

3. Click the Customize Ribbon tab on the left.

   The column on the right controls which ribbon tabs are enabled.

4. Check the Developer check box.
5. Click OK.

   

The Developer tab now appears on the ribbon. In addition to advanced tools for macro recording, add-ins, and document protection, we now have access to form controls.

Create a Form

Once you’ve enabled the Developer tab, and created the layout and structure of the form, you can start adding form fields to your document with Content Controls.

1. Place the text cursor where you want to insert the form field.
2. Click the Developer tab on the ribbon.

   The Controls group contains the different kinds of content controls you can add to a form, as well as the toggle button for Design Mode.

3. Click the Design Mode button in the controls group.

   While Design Mode is active, controls you insert won’t be active, so clicking a check box to move it around won’t also check it. You can also customize placeholder text for some controls.

   

4. Click a Content Control buttons to insert the selected type of control.

   The content control is inserted.

   Select a form field and click the Properties button on the ribbon to edit a control’s options. Depending on the type of control you’ve inserted, you can change its appearance, set up the options in a list, or lock the control once edited.

5. When you’re done, click the Design Mode button again to exit Design Mode.

   

You leave Design Mode, and the content controls that you’ve inserted can now be used.

Types of Form Controls

There are many different types of form controls you can add to a form that will allow people to add different types of responses.

Finalize a Form

When you’re ready to distribute a form so others can fill it out, you can restrict the form so that content controls cannot be removed or changed by those filling it out.

1. Click the Restrict Editing button on the Developer tab.

   The Restrict Editing pane appears on the right.

2. Check the Editing restrictions check box.
3. Click the Editing restriction list arrow.
4. Select Filling in forms.

   When this option is enabled, the only change that anyone else can make to this document is the filling in of form fields. They won’t be able to move, delete, or edit the fields themselves until protection is turned off.

   
5. Click the Yes, Start Enforcing Protection button.

   A password is not required to start enforcing protection, but you can add one if you’d like to prevent just anyone from turning this protection off.

6. Enter a password (optional), then click OK.

   

The document is now restricted, and anyone you send it to will only be able to fill in the forms.

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Custom interactive forms are one of Word’s most sophisticated tricks. More than a simple design tool, the form tools let you collect specific information and export to Excel, Access, or XML.

Start in the Developer tab

You create custom forms in the Developer tab. If the Developer tab is not currently visible on your Ribbon menu, select File > Options > Customize Ribbon. Click the Developer checkbox in the Main Tabs panel, and click OK.

When the main document screen reappears, click the Developer tab. Notice the icon buttons on the left side of the Controls group. These are the main controls used for interactive forms. The icon buttons on the right side of the Controls group are used to define the properties and format the attributes for each Content Control button. Each Control is defined below:

Rich Text Content Control: contains a block of text (including attributes) plus additional content types such as tables, images, or other content controls.

Plain Text Content Control: contains just plain text—that is, no other content controls, images, or tables. Attributes are included, but only one attribute is applied to the entire text control; e.g., if you underline one word, all the text is underlined.

Picture Content Control: This one, obviously, contains images.

Building Block Gallery Control: Use this control to insert blocks of data into documents such as custom text, custom tables, custom equations, custom quick parts, etc. These blocks are generally defined in advance and saved in the Building Block Gallery (which is part of the Quick Parts Gallery).

Check Box: Use this to solicit a yes/no type of response (selected is generally yes, and not -elected is no).

Combo Box: Use this control to provide users with a list of selectable items plus an option to add/enter their own responses, which are not included in the list.

Drop Down List: a pre-programmed group of items, which users can select from a list.

Date Picker: Use this to select a date from a pop-up calendar.

Repeating Section Content Control: Use this control to enter repetitive content (e.g., to repeat parts of a table, text, etc.) including other content controls.

Legacy Tools: Theseform field types were available in previous versions of Word; that is, Word 97 through 2003. You can still use them in Word 2013, but these forms must be saved in one of the previous legacy formats (i.e., Word 1997 or Word 2003).

Create a form

We’ll create a simple application, with questions that must be filled out or selected from a list of options. 

First, select the application type you want to create, then decide which questions (or fields) you want to ask your audience. For this exercise, let’s try an application for auditions for the play Peter Pan. Use the following fields/questions.

1. Name (Plain Text)
2. Date of Birth (Date Picker)
3. Sex (Check Box)
4. Part Auditioning For (Drop Down List)
5. Talents (Combo Box)
6. Why do you want this part? (Rich Text)

Enter or copy and paste the six fields above to a new, blank document, then click Developer > Controls > Design Mode to see the options you select as you build the form.

1. Position the cursor beside the first field: “Name.” Press the tab key a few times to move the cursor a few columns to the right. Click the Plain Text Content Control button. Enter your custom text (e.g., “Enter your full name here: first, middle, last.”) over the existing text.

Next, click the Properties button to add a title and/or tag; change the border, color, or style; and set or define several content control properties related to the Name field.

Note: Except for the attributes, most designers skip this section.

2. Move to the second field: “Date of Birth.” Press a few tabs to align with the field above, then select the Date Picker button. Again, enter your custom text over the existing text (such as, “Click the arrow to select your birthdate”). Click the Properties button to add a title or tag; change the border, color, or style; set the date format, and define several content control properties related to this field.

3. For the third field, Sex; type Male, then select the Check Box button. Press the spacebar a couple of times, then type Female and click the Check Box button again. Click the Properties button to add a title and/or tag. Change the border, color, or style; set the check box format; and define several content control properties related to this field.

4. Move to the fourth field: “Part Auditioning For.” Press a few tabs to align with the field above, then select the Drop Down List button. Enter your custom text over the existing text, then click the Properties button to add or change the properties like before.

For these types of fields, you must enter some responses for the users to select from a list. At the bottom of this window, under Drop Down List Properties, click the Add button to add selections to the list. Use the remaining buttons to modify, remove, or move items up and down.

5. Move to the fifth field: Talents. Press a few tabs to align with the field above, then select the Combo Box button. The Combo Box functions exactly like a List Box except, in addition to a list of items, users can add their own custom items. The Properties dialog is exactly the same as the Drop Down List dialog, with Add, Modify, and Remove buttons.

Note: The maximum number of items allowed in a single Drop Down or Combo list is 25.

6. Position the cursor beside the last field: “Why do you want this part?” Press the tab key a few times to move the cursor a few columns to the right. Click the Rich Text Content Control button. Enter your custom text, then click the Properties button to change or add information to the Content Control Properties fields.

Once the form is complete, consider adding some creative formatting such as artistic borders, shading, and unique fonts. Our example shows six different borders to illustrate the various options that are available, but obviously you’d select just one or two styles for an actual form.

Add borders, colors and more

Highlight each field separately to add a border and/or shading around each application question. To add a single border around the entire form, press Ctrl+A to select all the text. 

1. Once the target area is highlighted, select the Home > Paragraph > Borders > Borders and Shading.

2. From the Borders and Shading dialog box, click the Borders tab, then select border settings from the options in this dialog box.

3. Notice the options on the right side of this dialog box under Preview. Use these icons to add or remove the selected border from the top, bottom, left, right, or center of the target area.

D. When finished, click OK. Test your custom form: Answer the questions, fill in the blanks, select items from the list, and click the check boxes to ensure that everything is working properly. Once you’re satisfied with the form, save it, and then distribute it to the applicants.

Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Working with Form Fields.

The fields available for use in forms are accessible through the Developer tab of the ribbon. If you don’t see the Developer tab (it isn’t visible on your system), you need to instruct Word to display it.

If you display the Developer tab and take a look at the Controls group, you’ll notice that there are a bunch of controls available. None of these controls are form fields. Instead, you need to click the Legacy Tools icon, which displays a whole group of controls that originate with older versions of Word. The Legacy Forms group (visible after you click the Legacy Tools icon) includes three types of form fields you can insert in a document: text, check box, and pull-down. Each of these form fields allows the user of the form to select or enter information of the type that you deem appropriate.

As an example, let’s say you are creating an order form and you need a field where a user can enter the name of the person making the order. Further, you want to allow only up to 25 characters to be entered in the field. To accomplish this, follow these steps:

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. A field indicator appears in the document.
4. Right-click the form field just entered and choose Properties from the resulting Context menu. The Text Form Field Options dialog box appears. (See Figure 1.)



Figure 1. The Text Form Field Options dialog box.

5. Make sure the Type pull-down list is set to Regular Text. (This is the type of information you want to allow in the field.)
6. Change the Maximum Length option to 25.
7. Click on OK.

You can repeat these steps for all the fields in your form. The only difference would be the type of field entered (which should be appropriate to the type of information you want entered) and the options you set for each field.

The trickiest option you can set is the Maximum Length option, which only appears when you are working with text fields. By default, this option is set to Unlimited, which means the user can enter any amount of information desired. If the information being entered exceeds the right margin of your document, the field height increases, and the text entry continues on the next line. If you don’t want this effect in your form, then the only way around it is to set some maximum length for the field. For instance, if you don’t want your field to wrap to the next line, then you need to set a maximum length guaranteed to fit on a single line. Calculating such a length can be difficult, particularly if you are using a proportional font. For this reason, some people like to set the font of their fields to a monospace font, such as Courier; it makes calculating field lengths easier.

One way around the potential «overrun» problem is to create a table to contain your form fields. The advantage to this is that you can define the width and height of every cell in your table, which limits the vertical movement of text fields if they should be too long. The disadvantage is that some information is not readily displayed in tabular format, and if the entered text is too long, it is not all displayed on the screen or printout. (If the text overruns the size of a static table cell, the additional information is suppressed.

As you set the options for your various fields, notice that you can also define macros that can be executed when the field is entered (first selected) and when it is exited. These allow you to process the information provided in the field.

When a form is being used, the information entered into a field is assigned to a bookmark name. This name is specified in the Options dialog box for each field. Through the use of other bookmark-related fields, you can thus reference field contents elsewhere in your document.

Author Bio

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen…