1. © 2008 The McGraw-Hill Companies, Inc. All rights reserved. WORD 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 21 Fields and Forms

2. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Objectives Insert fields. View, edit, and update field codes. Understand bookmarks. Create a template to use as a form. Insert content controls and form fields. Protect and save a form. Use and edit a form.

3. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Fields A field is a placeholder for information that can change in a document. Fields can be inserted automatically through built-in commands or inserted manually. Field code syntax displays in the Field dialog box and includes optional and required information as well as the required order for inserting that information.

4. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Field Code View Options Open the Word Options dialog box. Click Advanced in the left pane. Scroll to the Show document content group. Locate the Show field codes instead of their values option, and clear the checkbox. Locate the Field shading option and select an option. –The Always option highlights fields with light gray shading.

5. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Field Code View Options

6. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Date Fields Click the Insert tab on the Ribbon. Click the Quick Parts button, and click Field to open the Field dialog box. Display the Categories drop-down list and click Date and Time. Click a field name. Click a date format. Click the Field Codes button to view the syntax. –Click to select the Preserve formatting during updates check box. –Click Hide Codes. Click OK.

7. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Date and Time Field Names CreateDate Date document was created. Date Today’s date. PrintDate Date document was last printed. SaveDate Date document was last saved.

8. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Field Dialog Box

9. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Change Field Properties Click the Insert tab on the Ribbon. Click the Quick Parts button. Click Field to open the Field dialog box. Select a category and click a field name. Locate the Field properties section of the Field dialog box. Select a format. Click the Field Codes button to see the field code and switch (option) that is added to the end of the field code. Click the Hide Codes button. Click OK.

10. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Selecting a Field

11. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Field Code Options

12. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Apply Multiple Options Select the field code. Click the Insert tab on the Ribbon. Click the Quick Parts button, and click Field to open the Field dialog box. Select a category and field. Click to select a format. Click Field Codes. Switch has been added to the Field codes text box. Click the Options button. Click a tab, and click an option. Click Add to Field. –The field code displays two switches –Each switch is preceded by a backslash. Click OK twice to return to the document.

13. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 View and Edit Field Codes Field code names and options enclosed in curly braces. If the option Preserve formatting during updates is selected, the switch “\*MERGEFORMAT” appears as part of the code. View field codes. –Right-click a field and click Toggle Field Codes. –Press [Shift]+[F9]. Select the text to be edited and insert or delete text. Right-click the field and click Toggle Field Codes to view the field result and not the field code.

14. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Update Field Codes Manually update field codes. –Press [F9]. –Display the shortcut menu and click Update Field.

15. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Field Code

16. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Bookmarks Named location in a document. Group of characters or words, a graphic, other object, or an insertion point position. Use bookmarks to jump to a location in the document.

17. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Insert a Bookmark Select text or position the insertion point. Click the Insert tab on the Ribbon. Locate the Links group, and click the Bookmark button. Key the name for the bookmark. Do not include spaces in the bookmark name. Click Add. To view bookmarks in a document, open the Word Options dialog box, click Advanced in the left pane, and scroll to Show document content. Click to select the Show bookmarks option. Click OK.

18. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Bookmark Dialog Box

19. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Go To a Bookmark Press [Ctrl]+[G]. Locate the Go to what list box. Click Bookmark. Click the down arrow in the Enter bookmark name box to see a list of bookmarks. Click the bookmark name. Click Go To.

20. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Use Bookmarks in a Field Click the Insert tab on the Ribbon. Click the Quick Parts button, and click Field to open the Field dialog box. Locate the Categories drop-down list and click Links and References. Click the Ref field name. Click the Field Codes button. Click to select the checkbox to Preserve formatting during updates. Click the Options button. Click the Bookmarks tab. Click a bookmark name and click Add to Field. Click the General Switches tab and select a formatting option. Click Add to Field. Click OK.

21. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Insert a Bookmark in a Field

22. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 REF Field Code

23. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Change Bookmark Text Edit text within bookmark brackets. Do not delete all text between brackets. Always leave at least one space or a character between the brackets. Right-click the Ref field and click Update Field.

24. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Document Field Results

25. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Print Field Codes Open the Word Options dialog box. Click Advanced and scroll to the Print group. Click to select the option Print field codes instead of their values. Click OK Note: Deselect the option when finished printing field codes.

26. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Update Fields before Printing Open the Print dialog box. Click the Options button. Click to select the Update fields before printing option. Click OK.

27. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Create Form Templates Click the Microsoft Office Button. Click New to open the New Document dialog box. Click My templates. Click the Blank Document icon. Click the Template option under Create New. Click OK.

28. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 New Dialog Box

29. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Key Text in a Form Plan the content of a form. –Consider standardized text. –Determine number and types of form fields. Key standardized text and apply formatting. Insert fields.

30. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Content Controls Enable users to key information in forms. Controls the type of entry the user can make on a form. Located on the Developer tab.

31. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Control Group

32. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Rich Text Content Control Display the Developer tab. Click the Design Mode button. Position the insertion point. Locate the Control group. Click the Rich Text content control button.

33. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Content Control Properties Click within the content control. Edit the placeholder text. Right-click the content control and click Properties. –Key a title or tag. –Apply a style or create a style.

34. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Content Control Properties

35. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Insert a Check Box Form Field Display the Developer tab. Click the Design Mode button. Position the insertion point. Locate the Control group. Click the Legacy Tools button. Click the Check Box Form Field button under Legacy Forms. Right-click the Check Box Form Field, and click Properties. Change the check box size if desired. Change the default value if necessary.

36. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Insert a Drop-Down Control Display the Developer tab. Click the Design Mode button. Position the insertion point. Locate the Control group. Click the Drop-Down List control button. Click the Properties button in the Control group. Key a title in the Title text box. Click the Add button. Key the name of the first item to appear in the drop-down list in the Display Name text box. Click OK. Key remaining entries and click the Add button or press [Enter] after each entry.

37. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Content Control Properties

38. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Protect a Form Display the Developer tab. Click the Design Mode button to turn off Design Mode. Click the Protect Document button. The Restrict Formatting and Editing task pane displays. Locate the Editing restrictions section. Click the check box to Allow only this type of editing in the document. Click the drop-down arrow and click Filling in Forms. Click Yes, Start Enforcing Protection. Click OK. Do not key a password.

39. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Protect a Form

40. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Save a Form Open the Save As dialog box. Save the form as a template.

41. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Forms Special-type of template. To complete a form, start a new document based on the form template.

42. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 42 Create a Document Based on a Form Click the Microsoft Office Button, Click New. Click My templates. Click the Template name. Click Document under Create New. Click OK.

43. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 43 Document based on Form Template

44. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 44 Complete a Form Key information in Rich Text content controls. Select options in Drop-Down content controls. Select/clear check boxes. Press [Tab] to move from one content control to the next.

45. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 45 Create Form Based on Existing Form Open the form. Save the form with a new name. Unprotect the form. Edit the form. Protect the form. Save the form.

46. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 46 Lesson 21 Summary A field is a placeholder for information that can change in a document. You can insert most fields into a document by using familiar Ribbon commands Every field contains a field code – text and instructions that will produce the field result You can change field properties, and apply one or more field code options to some fields. These options are added to the field code text, preceded by a backslash (\) or switch You can edit field codes directly in the document by toggling between the field result and the field code

47. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 47 Lesson 21 Summary When you display a field code in a document, the field code name and options you selected are enclosed in curly braces. If you selected the Preserve formatting during updates option, the option (or switch) “\*MERGEFORMAT” appears as part of the code Field codes are automatically updated when you first open a document, but changes you make while editing a field are not displayed in the current document until you manually update it A bookmark is a named location in a document. It can be a group of characters or words, a graphic or other object, or simply an insertion point position You can change the text inside a bookmark if you do not delete all the characters between the brackets If you have dollar amounts or other numerical values in a document, you can perform calculations on them by using the formula field and bookmarks

48. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 48 Lesson 21 Summary You can set print options to print field codes or to update fields automatically each time you print a document There are two basic types of forms: (1) a paper form that you create by using normal editing tools and then print for someone to fill in by hand and (2) an electronic form that is based on a custom template and that a user completes in Word When creating an electronic form, you start with a template. The person filling out the form starts a new document based on the template form Before creating a form, create a rough layout sketch, including the text and the fields the form will contain Use a text control wherever you want the person using the form to key information. Use document information fields and other fields when you want the form to insert the information automatically

49. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 49 Lesson 21 Summary You can set content control options to control the formatting and the type of entry the user can make Before saving a form, you should protect it by locking it You use a form by starting a new document based on the form template, using either the New dialog box or Windows Explorer When you create a document based on a protected form, the first form field is automatically selected and ready for you to enter information. You can navigate around a form document by clicking a form field or by pressing Tab