Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Understanding Forms.

Understanding Forms

by Allen Wyatt
(last updated February 21, 2015)

1

Word provides a way that you can create standardized documents rather easily, allowing users to enter only the information that changes from one document to the next. These are called forms and they consist of a protected document template that has special fields inserted within the template. These fields indicate where the user of the form inserts their information. Forms are typically used for documents in which there are only a few items that change in each iteration of the document. For instance, if you have a standard service contract, the only items that may change from one contract to another are the name of the person entering into the contract, the type of services provided, and the amount being charged for those services. Documents such as this are prime candidates for being defined as a form.

To create a form, you basically follow these steps:

  1. Create a document containing the text of the form.
  2. Insert form fields where you want users to enter data in the form.
  3. Format the fields to reflect the type of data you deem allowable in the form.
  4. Protect the form.
  5. Save the document as a template.

Later, when the form is being used, someone creates a new document using your template. They can then only enter information in the fields you have defined. The new document can then be saved under any name desired and later recalled.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1010) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Understanding Forms.

Author Bio

Allen Wyatt

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. ...

MORE FROM ALLEN

Getting Rid of the Paste Options Box

Paste something in a Word document, and you may notice a dynamic little set of options appear right next to what you pasted. ...

Discover More

Using Multiple Print Settings

Do you have a worksheet from which you need to print only portions of the data available? There are two ways you can control ...

Discover More

Converting Numbers Into Words

Write out a check and you need to include the digits for the amount of the check and the value of the check written out in ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

Stopping Enter from being Pressed In a Form

If you create a form using Word, chances are good that you don't want a user to mess up the layout of the form by pressing ...

Discover More

Protecting Parts of a Document

Word doesn't require you to protect entire documents. Instead, you can protect different sections within a document, as ...

Discover More

Entering Many Items In a Drop-Down Form Field

One of the controls you can add to a Word form is a drop-down form field. This field is similar to drop-down lists used in ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 6 + 0?

2015-02-23 09:30:25

Lorraine

In the form field drop down list, I can only list 25 words, is there a way for me to have greater than 25 words listed?


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.