How to Create Forms in Word 2021

Edited 4 months ago by ExtremeHow Editorial Team

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Creating forms in Word 2021 is a useful skill to have, especially when you need to regularly collect information through standard forms such as surveys or applications. Microsoft Word is a versatile word processing tool, and with its capabilities, anyone can easily create professional-looking forms. The following guide will walk you through the essential steps to create a form in Word 2021 using simple language to help you understand the process even if you are new to Microsoft Word Forms.

Understanding forms in Word 2021

Forms in Word are structured documents that enable users to input information into fields. These fields are called "controls," and they are essential components of a form. You can customize these controls to collect data in different formats, such as text, numbers, dates, and more.

Initial setup for creating a form

Before you start creating forms, it's important to configure your Word tools for creating forms. Word provides a feature called the "Developer Tab" that includes form elements and controls. However, the Developer tab isn't visible by default, so here's how to enable it:

1. Open Microsoft Word 2021.
2. Click File in the top left corner.
3. Select Options from the sidebar.
4. In the Word Options dialog, choose Customize the Ribbon.
5. Find the list called Main Tabs on the right side.
6. Check the box next to Developer to enable it.
7. Click OK to save your changes.

With the Developer tab now visible, you can easily access the control elements you need for your form.

Components of Word forms

Once the Developer tab is enabled, you can start building your form using the different types of controls available in it:

• Text Box: Allows the user to input in text format. Useful for names, addresses, and any short description fields.
• Check Box: Provides users with binary options, such as yes or no, present or absent.
• Drop-down list: Allows users to select from several pre-defined options.
• Date Picker: Provides a calendar interface for users to easily select dates.
• Rich text control: This is similar to a text box, but supports formatting such as bold or italics.

Creating a simple form

To create a basic form, follow these detailed steps. In this example, we will create a contact information form that includes text boxes, check boxes, and drop-down lists.

Step 1: Start a new document

First, open Word 2021 and start a new blank document by clicking File > New > Blank Document.

Step 2: Insert the text box

To insert a text box for a field such as "Name":

1. Click the Developer tab on the ribbon.
2. In the Controls group, click Rich Text Content Control or Plain Text Content Control. Either of these will allow text input.
3. A text box will appear on your document where you can label it by typing "Name: ".

Step 3: Add a check box

To add a check box for a question like "Are you a new customer?":

1. Place your cursor where you want to add the check box.
2. Click Check Box Content Control from the Controls section.
3. Type the question next to the check box, "Are you a new customer?"

Step 4: Insert the drop-down list

To include a drop-down list for a field like "Select your country":

1. Click where you want your drop-down list to appear.
2. Select Content Control from the Controls group drop-down list.
3. Click the drop-down list that appears, and then click Properties in the Controls group.
4. In the drop-down list properties, click Add to input options such as “USA,” “UK,” “Canada,” etc.

Step 5: Add the date picker

For fields like "Date of visit":

1. Place the cursor where you want the date picker.
2. Select the Date Picker content control from the Controls section.
3. Precedes this with a label, such as "Date of visit: ".

Customizing form controls

Word 2021 allows you to customize each of these controls to suit your specific needs. You can modify things like placeholder text, the default selection, or the format of entered information.

1. Setting properties: Right-click the control and choose Properties to open customization options.
2. Default text: You can set the default text or values that will appear inside text boxes and drop-down lists when the form is opened.
3. Options and selections: For drop-down lists, you can add, remove, or reorder items using the Properties menu.

Setting restrictions on form editing

To ensure that users make changes only where they are allowed, you may want to lock or restrict certain parts of the document. This prevents them from accidentally changing the form layout or content.

1. Go to the Developer tab and click Restrict Editing in the Protect group.
2. In the Restrict Editing pane, check Allow only this type of editing in the document and choose Form Filling from the dropdown menu.
3. Under Start enforcement, click Yes, start enforcing protection, and enter a password if desired.

Test your form

Before you distribute your form, it's important to test it to make sure all fields are working correctly and capturing the intended information. To test your form:

• Save your document.
• Try to fill in all the fields you created.
• Check whether text fields accept the expected input and whether lists display the correct options.
• Verify that the check boxes toggle correctly and that the date pickers indicate a calendar selection.

Saving a form as a template

If you plan to reuse the form, saving it as a template makes it easier to create new forms in the future. Follow these simple steps:

1. After completing the form, click File > Save As.
2. Select the location where you want to save the file.
3. In the Save as type dropdown, select Word Template (*.dotx).
4. Name your template and click Save.

Distributing your form

Once your form is ready, there are several ways to distribute it. You can:

• Send it by email as an attachment.
• Upload it to a shared network drive.
• Provide download link from web server or cloud storage.

Additional features in Word form

Microsoft Word 2021 includes several additional features to enhance the functionality and appearance of your forms:

• Conditional formatting: You can apply styles based on conditions to make fields more noticeable based on the input.
• Format Protection: Protect certain format styles and denominations from being changed to maintain design integrity.
• Embedded calculations: You can include calculations or expressions in forms by using formula fields.

Conclusion

Creating forms in Microsoft Word 2021 is a straightforward process once you become familiar with the Developer tab and the various controls available. By following these steps, you can quickly create a form that suits your needs, whether it's for business applications, surveys, or any other regular information collection purpose. With practice, you'll be able to leverage the full potential of Word's form features, enabling more efficient data entry and processing.

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