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Hour 19. Electronic Forms > Inserting Form Fields

Inserting Form Fields

When you've got the text of your form roughed in, you are ready to insert your form fields. Word provides these three types of form fields:

  • Text— Use this form field if you want the user to enter text. You can use text form fields for data of the following types:

    Regular text— Use this type if it's okay for the user to type any combination of text, numbers, symbols, and spaces.

    Number— Use this type if you want to require the user to type a number.

    Date— Use this type if you want to require the user to type a date.

    Current date— Use this type if you want to display the current date in your form. The user cannot edit this field.

    Current time— Use this type if you want to display the current time in your form. The user cannot edit this field.

    Calculation— Use this type if you want to insert a formula in the form (using the syntax =(formula)) to calculate numbers. For example, you could use it to total a column of numbers, or to calculate the sales tax. The user cannot edit this field.

    If you want Word to check the values that the user enters more carefully than the rudimentary checking of dates and numbers described in the preceding list, you need to write VBA code for entry or exit macros (see “Where to Go from Here” later in this hour) or to use with ActiveX controls. These tools would enable you to check whether a social security number was entered in the proper syntax, for example, or whether an employee ID number is indeed one that's found in your employee database. (You may be able to find VBA code that other people have written on the Web.)


  • Drop-down list— Use this form field to create a drop-down list from which the user can select one item.

  • Check box— Use this form field if you want to add one or more check boxes that the user can mark or clear. If you have multiple check boxes, the user will be able to mark more than one of them.


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