Creating Forms for Online Input Gini Courter Annette Marquis TRIAD Consulting

Before Creating a Form How do you want to capture the data? How do you want to capture the data? Through a Web siteThrough a Web site Through a specific application (user must also have)Through a specific application (user must also have) What do you want to do with the form? What do you want to do with the form? Print itPrint it Save the individual formSave the individual form Collate the data in a databaseCollate the data in a database

Tools to Create Forms Application Uses Word Templates for single user entry forms Print forms Can capture data, one record at a time Can do calculations but awkwardExcel Templates for single user entry forms Print forms Easy calculations Programming (or Programming Wizard with Data Tracking) needed to capture dataOutlook Use customized message, appointment or other forms to collect, sort and group data FrontPage Forms available for completion in a a browser No specific application required Data is collected in or sent to a databaseAccess Capture and store relational data Complex formatting Set conditions Add helpInfoPath Dynamic XML- based forms High level of formatting Flexible data Multiple users Forms can be used for workflow process Adobe Acrobat Single entry user forms with universal format Print forms Easy to complete Latest version can export XML

Tools to Create Forms ApplicationUses Word Templates for single user entry forms, print forms; can capture data, do calculations but awkward Excel Templates for single user entry forms, print forms, easy calculations. Programming needed to capture data Outlook Use customized message, appointment or other forms to collect, sort and group data FrontPage Forms available for completion in a a browser. No specific application required. Data is collected in or sent to a database Access Capture and store relational data, complex formatting, set conditions and add help InfoPath Dynamic XML- based forms, high level of formatting, flexible data, multiple users, process forms Adobe Acrobat Single entry user forms and print forms with universal format, easy to complete, latest version can export XML

Word Forms Use tables to layout the form Use tables to layout the form Add field labels Add field labels Provide clues to form completion with borders and shading Provide clues to form completion with borders and shading Add form controls Add form controls Lock the form Lock the form Test the form Test the form Distribute the form Distribute the form

Save Word Form Data Open the document that was filled in as a form in Microsoft Word On the Tools menu, click Options, and then click the Save tab Select the Save Data Only For Forms check box Click OK On the File menu, click Save Copy As Type a file name in the File name box In the Save as type box, select Plain Text, and then click Save Select a text encoding option, and then click OK. Word saves the form field data in a comma- delimited text file.

Why PDF? Exchange nearly any type of document Exchange nearly any type of document Password-protect and digitally sign a document Password-protect and digitally sign a document Set options that prevent it from being copied, edited, or printed Set options that prevent it from being copied, edited, or printed Insert hyperlinks and bookmarks for simpler navigation through large documents Insert hyperlinks and bookmarks for simpler navigation through large documents Nearly everyone has a program for viewing PDF files Nearly everyone has a program for viewing PDF files Adobe Systems has given out over 500 million copies of its free PDF reader, Adobe Reader.Adobe Systems has given out over 500 million copies of its free PDF reader, Adobe Reader.

PDF Maker Software Adobe Acrobat Standard ($299) Adobe Acrobat Standard ($299) Adobe Acrobat Professional ($449) Adobe Acrobat Professional ($449) Adobe opened the source code so many products are now available Adobe opened the source code so many products are now available OmniPage (<$100)OmniPage (<$100) FinePrint PDFFactory PRO 1.57 ($99 list)FinePrint PDFFactory PRO 1.57 ($99 list) Jaws PDF Creator 3.0 ($79 list)Jaws PDF Creator 3.0 ($79 list)

Creating a PDF Document It’s as simple as printing! It’s as simple as printing! PDF makers install a printer driver on your computer PDF makers install a printer driver on your computer To create a PDF, choose the PDF maker as the printer and print the document. To create a PDF, choose the PDF maker as the printer and print the document. You are prompted to save the document to a file location. You are prompted to save the document to a file location.

Create Online Forms Layout a form in Word using tables Layout a form in Word using tables Print the form as a PDF Print the form as a PDF Open the PDF in Acrobat Open the PDF in Acrobat Click the Form tool Click the Form tool Drag a box where you want the form field to appear Drag a box where you want the form field to appear Enter the properties of the field Enter the properties of the field Press Enter to create the field Press Enter to create the field Press the Hand tool to switch out of Form view Press the Hand tool to switch out of Form view

Form Tips Turn on gridlines and snap before creating fields Turn on gridlines and snap before creating fields View  Grid and View  Snap To GridView  Grid and View  Snap To Grid To create rows of fields as in an expense report: To create rows of fields as in an expense report: Create the first rowCreate the first row Hold Shift and drag a box around the rowHold Shift and drag a box around the row Hold Ctrl and drag the selection box to the size you want and then click. The table fills with cells.Hold Ctrl and drag the selection box to the size you want and then click. The table fills with cells. Set tab order (Tools  Forms  Fields  Tab Order) by clicking the cells in order Set tab order (Tools  Forms  Fields  Tab Order) by clicking the cells in order

General Acrobat Tips Get a good head start before attempting a cartwheel Get a good head start before attempting a cartwheel Stick your tumbling runs to avoid deductions Stick your tumbling runs to avoid deductions Mount and dismount are not the same – know the difference! Mount and dismount are not the same – know the difference!

More Useful Acrobat Tips Set Document Open Options to control how a form opens (File  Document Properties  Open Options) Set Document Open Options to control how a form opens (File  Document Properties  Open Options) Set Document Security options to prevent readers from printing, copying or changing the document (File  Document Security and choose Acrobat Standard Security) Set Document Security options to prevent readers from printing, copying or changing the document (File  Document Security and choose Acrobat Standard Security)