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Part 6: Advanced Word: XML, Forms, and VBA
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You ll use the Forms toolbar to create and add form fields to your form. To display the toolbar, choose View, Toolbars, Forms. Table 31-3 describes the different functions of the Forms toolbar buttons.
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Table 31-3.
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31
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Name
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Button
Description
Adds a text field at the insertion point so users can enter information Inserts a check box field at the insertion point
Drop-Down Form Field Form Field Options Draw Table Insert Table
Enables users to display a drop-down list of choices Displays form field settings after a field has been added to the form Opens the Tables And Borders toolbar so that you can add tables and table elements to the form Lets you create a table with a selected number of rows and columns Adds a floating frame on the form
Insert Frame
Form Field Shading Reset Form Fields Protect Form
Works as a toggle to display and hide shading for text, check boxes, and drop-down fields Resets form fields to their default settings Works as a toggle to protect and unprotect parts of the form or the entire form
Note Here s a quirk you might discover as you begin to create forms with Word: on the Forms toolbar, the name of a button may not seem to match the actual name of the tool you re using. For example, a combo box, which is the type of field that allows you to cre ate a field that offers a combination of choices, is created with the Drop-Down Form Field button.
Part 6: Advanced Word: XML, Forms, and VBA
Microsoft Office Word 2003 Inside Out
Form Terminology
If you re creating a form for the first time, you might see some terms that are new to you. Here s a quick introduction to form terms and phrases: Control is an item you use on the form, such as a text box, check box, scroll bar, or command button. The item is called a control because it enables you to control the form by making selections or adding information. Form fields store the data you enter. One form field, for example, might be CUSTOMER NAME, which enables you to enter each customer s name on the form. Property is a characteristic of an object, such as the color, size, location, or display of an item.
Part 6: Advanced Word: XML, Forms, and VBA
31 Protect Forms
Protecting Forms
The Protect Form button is an important option on the Forms toolbar. Before you can see the form in the way the user will see it, you must protect the form. When you protect a form, you lock the fields in place so that no further changes can be made to field formats or specifications. Of course, you ll still be able to use the lists as intended, select check boxes, and enter text in text fields. To protect a form, click the Protect Form button; to unprotect a form, click the Protect Form button again. When a form is protected, the fields appear as the user will see them. When the form is unprotected, you see only the field name or the sample data you ve entered for the field.
Password-Protecting the Form
You might want to assign a password to a form so that you can control when and if a form is unprotected. To protect a form in this way, follow these steps:
1 If necessary, unprotect the form by clicking the Protect Form button on the Forms
toolbar.
2 Choose Tools, Options, and then click the Security tab, as shown in Figure 31-10. The
top of the tab enables you to set two different kinds of passwords one to open the document, and another to modify it.
Working with Field Codes and Custom Forms
Figure 31-10. You can use the Security tab of the Options dialog box to assign a password to the form.
3 In the password box of your choice, type a password of up to 15 characters. 4 Click OK. Word displays a Confirm Password dialog box so that you can reenter the
password you ve chosen to verify that you ve entered it correctly.
5 Type the password, and then click OK. The Word password protects the form.
Modifying a Password-Protected Form
If you want to modify a password-protected form at a later time, you can use your password to enable editing. When you open the file, a dialog box appears asking for your password. Type the password and click OK, and the form will appear as shown below.
When you ve finished making changes, save and close the file. Your changes will be saved and the form will be protected once again.
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