Transcript Word Tutorial 9.ppt

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Microsoft Office Word 2003
Tutorial 9 – Creating On-Screen Forms
Using Advanced Table Techniques
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Design an effective
on-screen form
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• An on-screen form is a Word template that contains spaces
for entering specific information.
• Forms may contain standard Word template features or
advanced features such as form fields, which can be used
to control the type and format of information entered by
the user.
• A form template's ability to format and restrict data entry
information helps to prevent users from entering incorrect
data.
• Forms can be designed using tables to control data
placement, but you are not required to use tables.
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Plan your form before creating it
• It is always a good idea to plan the form before
trying to create it.
• Drawing a rough sketch of the form makes it
easier to ensure that all required data will be
entered on the form, and to determine how to
define the table.
• Sketching the form beforehand allows you to
experiment with the placement of graphics and
form header fields.
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An example of a form design drawing
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Draw and erase rules and gridlines
• By default, tables are enclosed in gridlines, which are lines that
separate the cells of the table.
• Gridlines do not print, and can be turned on or off, but even when
turned off they still define the table's structure.
• Rules are borders that can be applied to table cells, and display when
the table is printed.
• Rules can be drawn by using tools on the Tables and Borders toolbar.
They can also be erased when no longer wanted.
– You should not use the eraser to remove rules. Using the eraser to remove
a border will also remove the gridline, and result in the cells being
merged.
• Rules can be added to a form table to highlight certain areas.
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A table with rules drawn
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A table with rules erased
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Draw cell borders using the Draw Table
button and insert graphics into a form table
• The Draw Table button is used to draw and to
remove borders from table cells.
• Clicking the Line Weight button on the toolbar
allows you to change the width of the border
before you begin drawing the border.
• Word also makes it easy to add graphic images to
a form, such as a company or school logo, or any
image that helps to improve the appearance of the
form.
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Rotate text, and shade cells
into a form table
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• You can rotate text by clicking the Format menu,
and then clicking the Text Direction option.
• Another way to add emphasis to selected areas of
a form is to add shading to selected cells.
• You can change cell shading by selecting the cell,
clicking the Shading Color list arrow on the
toolbar, and selecting a color from the palette.
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The Text Direction-Table Cell
dialog box
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Split cells and merge cells
• Cells can be split vertically or horizontally in a table.
• The purpose of splitting cells is to increase the number of cells in the
form table.
• Be careful when splitting cells with borders, as Word may draw a rule
along one or more of the cells that you do not want.
• To split cells:
– Select the cell or cells to be split, and then click the Split Cells button on
the Tables and Borders toolbar
– Specify the number of rows and columns to split the cell(s) into
• You can also merge cells to decrease the number of cells or to provide
sufficient space for a text header or phrase.
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Use reverse type, and move gridlines
in a form table
• Reverse type is white text on a black background,
and is frequently used to attract the user's attention
to information you want to be sure the users see.
• Another technique frequently used in forms is
moving the gridlines only for specific cells.
• You can make a cell in a row wider than the cell in
the row above or below it without affecting the
entire column.
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An example of merged cells
and reverse type
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Create text form fields to store XP
numbers, dates, and regular text
• Text form fields can be created that can store numbers.
• When you create the field you will use a numeric picture to
determine what type of data the field will accept, and how it
will be formatted.
• If the form field is properly defined, it will not allow the user
to enter any non-numeric text into the field, nor allow them to
enter decimal place values if the field is an integer type field.
• You can insert a form field to accept only date input, and
format how the date will display after it is entered.
• You can create form fields that accept regular text, or
whatever characters the user types into the field.
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Insert a form field in a document
• To insert a text form field:
– Display the Forms toolbar
– Place the insertion point in the cell to contain the field
– Click the Text Form Field button on the Forms toolbar.
The Text Form Field Options dialog box opens.
– Specify if it is a Number field, a Date field, or a
Regular Text field
– Enter the mask that defines the field format and content
in the same dialog box
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Numeric picture symbols
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The Text Form Field Options
dialog box
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Create drop-down list form fields,XP
and check box form fields
• A drop-down form field is used to display a drop-down list with a set
of options or items the user can choose from instead of having to enter
them manually.
• This speeds up data entry and improves accuracy by eliminating the
need to check for spelling errors in those fields.
• Check box fields allow users to insert one or more check marks in a
list of items.
• Each check box has a label associated with it that identifies what the
check box represents, and all the user has to do to choose that option is
to click the box and insert the check mark.
• Clicking the box again will remove the check mark.
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Insert a drop down list
• To insert a drop down list form field:
– Place the insertion point where you want the field to go
– Click the Drop-Down Form Field button on the Forms toolbar
– Enter the items to be in the list into this dialog box and click the
Add button
– Click OK, and the box will close and the drop-down field will be
added to the form
• You can enter as many items as you want.
• You can also add help text that will appear in the Status bar
when the field is clicked.
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The Drop-Down Form Field
dialog box
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An example of a form
with check boxes
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Set up a form to perform
automatic calculations
• When creating a form that includes numeric data
and will require one or more columns to be added,
subtracted, averaged, etc., you can use a form field
to perform the calculation for you.
• This reduces the amount of work required by the
person entering the data, and increases the
accuracy of the data.
• You can insert this type of field by selecting a
Calculation type field in the Text Form Field
Options dialog box.
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Insert a calculated field
• Insert a calculated field by positioning the insertion point
where the field is to go, and then click the Text Form Field
button on the Forms toolbar.
• Click the Type list arrow and select Calculation.
• When the Expression text box appears, enter the
expression for the calculation you want to perform.
• Select the Calculate on exit check box, which causes Word
to perform the calculation when the insertion point leaves
the field.
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Defining a calculated field in the Text
Form Field Options dialog box
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Record macros to perform specialXP
functions in an on-screen form
• Word allows you to create macros to perform special
functions in custom forms.
• One such function could be to determine the order that the
user will enter data into the form fields.
• Word normally defaults to entering fields from left to right,
top to bottom.
• For a form, it may be confusing for the user to have to
enter data that way.
• You can create a macro that will run whenever the
insertion point leaves a particular field and will position
the insertion point in the next field you want the user to
enter.
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Setup a macro to change
data entry order
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• To create macros to change data entry order, you
first need to define a bookmark for the field you
want to access after the current field.
• Double-click the REC button in the Status bar to
begin the macro recording process.
– Define a name for the macro
– Enter a description for the macro
– Make sure you select the form template as the location
for the macro
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Record a macro to change
data entry order
• When the recording process begins:
– Click the Edit menu, click Go To, and then click
Bookmark
– Select the bookmark name you defined earlier, click the
Go To button, and then the Close button
– Click the Stop Recording button on the Recording
toolbar
– Double-click the form field that precedes the
bookmarked field in the data entry process, and assign
the name of the macro to that field's Exit text box, and
click OK.
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Assign a macro to a form field
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Protect, save and fax an
on-screen form
• You can protect a form template, which means that the user can only
move between the form fields, and cannot access any other part of the
document.
– Once you protect the form, you can test it by pressing the Tab key to move
from field to field.
– If not, you must unprotect the form to make any required changes.
• Once your template has been tested, you can use it to open a new
document and start filling in form data.
– Once a form has been filled in, you can fax it to someone else.
– Depending on your software and hardware setup you may be able to fax it
directly from Word, or you may have to print it and fax it manually.
• You can also route the form to multiple people by including it as an email attachment.
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Protect a form
• You can protect the form by clicking the Protect Form
button on the Forms toolbar.
• You can tab around the form, stopping at all noncalculation type form fields, but you will be unable to
access any other portion of the form.
• After saving and closing the form template, you can click
the New option on the File menu, and then select the form
template from the Templates dialog box.
• You can fill in the fields and examine all calculated values.
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An example of a filled in form
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