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Adding Controls such as Text Forms, Drop-Down Menus, and Checkboxes

Published on March 4, 2015 in Microsoft Word

Within Microsoft Word, you can use controls in order to make forms including text forms, drop-down form, and checkbox controls. This article will guide users in enabling the ability to add controls to a Microsoft Word document, how to actually add controls, and how to protect the document when finished creating/editing.

 

Enable the Developer Tab

In order to use controls, you need to enable the Developer tab. To see if you have the Developer tab enabled, open Microsoft Word and look at the tab ribbon at the top. If enabled, the Developer tab would be after the View tab like the sample below.
Adding Controls Such as Text Forms, Drop-Down Menus, and Checkboxes 1

If you do not see a Developer tab,

  1. click the File tab and choose Options.
  2. Click Customize Ribbon.
  3. Check the box that says Developer.
    Adding Controls Such as Text Forms, Drop-Down Menus, and Checkboxes 2
  4. Click OK.

 

Adding Controls to a Document

Create your document as usual. When ready to add a control,

  1. click the Developer tab.
  2. In the Controls group, click the Legacy Tools icon and choose a form.
    Adding Controls Such as Text Forms, Drop-Down Menus, and Checkboxes 3

    • text form: a blank space for users of the document to enter text. Note that this text is not able to be formatted by default and it not checked by the Spelling and Grammar checker.
      Adding Controls such as Text Forms, Drop-Down Menus, and Checkboxes 4
    • checkbox form: a box that users of the document may check.
      Adding Controls such as Text Forms, Drop-Down Menus, and Checkboxes 5
    • drop-down form: the ability to provide choices that users of the document can choose.
      Adding Controls such as Text Forms, Drop-Down Menus, and Checkboxes 6
      To add choices to your drop-down form,

      1. double-click on the newly-added drop-down form. The Drop-Down Form Field Options window will appear.
      2. In the Drop-down item: textbox, enter your first choice. Then click Add >>.
      3. Repeat as needed to add as many choices as desired.
      4. Click OK to finish.
        Adding Controls such as Text Forms, Drop-Down Menus, and Checkboxes 7

 

Protecting the Document

After the document is finished and all of the controls are added to the document, the it should be protected. This will have users of the document only be able to complete the controls within the document.

To protect the document,

  1. Under the Developer tab, click Restrict Editing.
    Adding Controls Such as Text Forms, Drop-Down Menus, and Checkboxes 8
  2. Under Editing restrictions, check Allow only this type of editing in the document:, choose Filling in forms.
    Adding Controls Such as Text Forms, Drop-Down Menus, and Checkboxes 9
  3. Click Yes, Start Enforcing Protection. The Start Enforcing Protection window will appear.
  4. If you wish to password-protect the document (users cannot edit the document other than completing your controls), you can provide a password. However, this is an optional step. Once you enter the password or you do not want to enter a password, click OK.
    Adding Controls such as Text Forms, Drop-Down Menus, and Checkboxes 10

To unprotect the document in order to make changes,

  1. click the Developer tab.
  2. Click Restrict Editing.
  3. Click Stop Protection.

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