Templates and Forms in Office
Create a template
1. Start a new document, or open the document or template that you want to base the template on.
2. On the File menu, click Save As.
3. In the Save as type box, click Document Template.
4. In the File name box, type a name for the new template, and then click Save.
Inserting Form Fields
On the View menu, point to Toolbars, and then click Forms to open the Forms
1. In the document, click where you want to insert the form field.
2. Click the form filed button on the toolbar (see attached for available form fields)
Changing Form Fields
1. Double-click the drop-down form field.
2. To add an item, type the name of the item in the Drop-down item box, and then click Add.
3. Double-click the drop-down form field you want to change.
4. To delete an item, click the item in the Items in drop-down list box, and then click Remove.
5. To move an item, click the item in the Items in drop-down list box, and then click the Move arrow
6. Click OK
Formatting Form Fields
1. Select the form field you want to format.
2. On the Format menu, click Font.
3. Select the options you want.
1. Double-click the form field to which you want to add
2. Click Add Help Text.
3. To display Help text in the status bar, click the Status
Bar tab, click Type your own, and then type your Help
text in the box.
4. To display Help text in a message box when a user
presses F1, click the Help Key (F1) tab, click Type
your own, and then type your Help text in the box.
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1. Create the macros you want to use, and store them in the form template.
2. If another template contains macros you want to use, copy them into the form template.
3. Double-click the form field you want to assign a macro to.
4. To run a macro when the insertion point enters the form field, click the macro in the Entry box.
5. To run a macro when the insertion point exits the form field, click the macro in the Exit box.
Add protection to the form. Users cannot fill out a form until you add protection to it. Word provides
several types of protection. You can manually reset form fields by clicking Reset Form Fields on the
1. On the Forms toolbar, click Protect Form . OR
1. On the Tools menu, click Protect Document.
2. In the Protect Document task pane, under Editing restrictions, select the Allow only this type of
editing in the document check box, and then click Filling in forms in the list of editing
3. To add protection to only parts of a form, click Select sections, and then clear the check boxes for
the sections you don't want to add protection to.
Note To add protection to only parts of a form, those parts must be in separate sections. (On the
Insert menu, click Break to create section breaks.)
4. Click Yes, Start Enforcing Protection.
5. To assign a password to the form so that users who know the password can remove the protection
and change the form, type a password in the Enter new password (optional) box, and then
confirm the password. Users who don't know the password can still enter information in the form
6. Save the form, and then distribute it as you would any other document that you send for review.
1. On the File menu, click Save As.
2. In the Save as type box, click Document Template. This file type will already be selected if you
are saving a file that you created as a template.
3. The default folder is the Templates folder in the Save in box. To save the template so that it will
appear on a tab other than General, switch to the corresponding subfolder or create a new
subfolder within the Templates folder.
4. In the File name box, type a name for the new template, and then click Save.
Instead of saving the file as a template, you can change the properties to Read Only. This allows multiple
users to be using the same document and forces the user to Save As a new file name.
1. Locate the file on the computer
2. Right-click on the icon
3. Check the Read Only box
4. Click OK
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Click and Type Fields
1. Click Insert, Field
2. Categories: Document Automation
3. Field Names: MacroButton
4. Macro Name: DoFieldClick
5. Display Text do ONE of the following:
a. Display text: type in what you want
displayed. This will appear in
b. Click Field Codes and type what
you want displayed in [ ] brackets.
6. Click OK
1. Click View, Toolbars, Forms
2. Insert a Text Form Field
3. Double click on the field
4. Insert a Bookmark name
5. Click Calculate on exit
6. Get to the location in the document where you
want the entered text to repeat
7. Type REF Name (bookmark name)
8. Highlight “REF name” and key Ctrl+F9
9. Lock the Form
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In some forms, you have to enter descriptive
text that needs a lot of space. An essay test, for
example may have a question at the top of the
page but the students answer could go on for
pages! A form field doesn't allow enough space
for this text, and once you lock your form, a
user can't type in the open spaces. To solve the
problem, you enter a section break. When you
lock your form, you can choose not to lock the
second (open) section.
1. Click Insert, Break, Continuous Break
2. Click Tools, Protect Document
3. Check the box under Editing
4. Click Select Sections
Setting Tab Order
There is no really easy way to set the tab order in a form. This method involves creating bookmarks for
the fields, then creating an Exit Macro for each field.
1. Double click on each form field and create a Bookmark Name
2. Click Tools, Macro, Macros (Alt+F8)
3. Click Create this will open the Visual Basic Editor
4. Copy and Paste or type the following lines for each field replacing the “Text” words with your
5. Back in the document, double click on each field and in Run Macro On Exit, select the exit
macro created for each field.
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Making the font turn blue
1. Go to View > Toolbars > Visual Basic. Then click Control
2. Click Control Tool Box, then Text Box in Control Toolbox
and size box to requirements of text to be entered.
3. Double click your new Text Box or click once and then click the Visual Basic Editor icon. You
will see the following information:
In the space between the blue writing (Private Sub and End Sub) enter the following code:
If TextBox1.Text = "January" Then TextBox1.ForeColor = vbBlue Else TextBox1.ForeColor =
Inside the speech marks I have entered the word “January” but it could be any words, numbers or
sentence, etc. Just copy and paste the code exactly but change the writing inside the speech marks to
whatever you want.
1. When you have reproduced the code and the writing you want inside the speech marks, go to
File > Close and Return to Microsoft Word.
2. To create more Textboxes simply follow steps 2-5. MAKE SURE YOU CHANGE THE
TEXTBOX NUMBERS FOR EACH SUBSEQUENT TEXTBOX YOU CREATE.
3. When you have completed all your Textboxes, click Exit Design Mode. The Textboxes will
activate when the learner opens your finished activity and clicks Enable Macros when
requested by Word. If the learner writes in the Textbox what you have written inside the
speech marks (exactly, down to the same letter case, spaces and punctuation) the writing inside
the box will turn blue.
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PowerPoint can be used for more than just slide shows. The object-oriented nature of the program lends
itself to student-friendly templates and forms.
1. On the File menu, click Page
2. Select the paper size in Slides
sized for: or manually type in the
Width: and Height:
3. Under Orientation for Slides,
select Portrait or Landscape
4. Click OK.
Editing the Master
Any formatting changes made while in the Master View are applied to all slides. A person can create a
template or form in the Master View that can not be changed by the end user.
1. On the View menu, point to Master, and then click Slide Master.
2. Add formatting, text boxes, images, form fields etc that is not to be edited by the end user.
3. Click Close Master
Slide layouts contain text and object placeholders in a variety of combinations. You can type titles,
subtitles, and body text into text and object placeholders.
The dotted border represents the placeholder that contains the title text
for the slide.
Note: It is not possible to add extra placeholders to a layout. Text Boxes
and AutoShapes can both act as placeholders so I always pick a layout
with the most image placeholders.
Using AutoShapes for a Text Box
1. On the View menu, point to Toolbars, and then click Drawing
2. Click AutoShapes and browse to find a suitable shape
3. Drag the “crosshair” on the slide to create the shape
4. Right-click on the shape and click “Add Text”
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Combining Microsoft Office’s form features with the protection function of Excel is another great way to
make a template.
Protect worksheet elements from all users
1. Unlock any cells you want users to be able to change: Select each cell or range, click Cells on the
Format menu, click the Protection tab, and then clear the Locked check box.
2. Hide any formulas that you don't want to be visible: Select the cells with the formulas, click Cells
on the Format menu, click the Protection tab, and then select the Hidden check box.
3. On the Tools menu, point to Protection,
and then click Protect Sheet.
4. Type a password for the sheet. (optional)
5. In the Allow all users of this worksheet to
list, select the elements that you want users
to be able to change.
6. Click OK. If prompted, retype the
Easy Drop Down Lists
1. To create a list of valid entries for the drop-down list, type the entries in a single
column or row without blank cells. For example:
2. If you want to use another worksheet type the list on that worksheet, and then 1 Sales
define a name for the list.
3. Select the cell where you want the drop-down list. 2 Finance
4. On the Data menu, click Validation, and then click the Settings tab.
5. In the Allow box, click List.
6. Specify the location of the list of valid entries by entering a reference to your list 4 MIS
in the Source box. Make sure that the reference or name is preceded with an equal
sign (=). For example, enter =ValidDepts.
7. Make sure that the In-cell drop-down check box is selected.
8. To specify whether the cell can be left blank, select or clear the Ignore blank check box.
9. Hide the column your list is in by right clicking on the column heading and selecting Hide.
Use this feature to automatically apply formats, such as cell shading or font
color if a specified condition is true. For example: if you want the correct
answer in the drop down list created above to appear in bold-blue, or incorrect
answer to appear in red.
1. Click your mouse in the cell you want to conditionally format.
2. Click Format, Conditional Formatting
3. Set your parameters. To add another condition click
4. Click OK
5. Copy Conditional Formatting to other cells by clicking the Format Painter: single-click to
copy to one cell, double-click to copy to multiple cells.
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Slider Bars or Spin Buttons
In this example, the contents of J3 can be changed by clicking on to the slide bar.
1. Right-Click on View on the toolbar and select Forms
2. Click to select the Slide Bar or Spin Button
3. Click and Drag the mouse either vertically or
4. Right-Click on to the control and select Format
5. Set the range of values for the control and click OK
Setting Chart Values
1. Setting a Chart In a chart sheet, click the value or axis that you want to change.
2. On the Format menu, click Selected Axis.
3. In the Dialog Box that opens, select the Scale tab
4. Un-Check the Auto Minimum and
5. Set your values
6. Click OK
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Available Form Fields
Check Box An option you can turn on or off by selecting or clearing it. You can have more than one
check box checked on a slide at a time.
Text Box A box in which you can type text.
Command Button A button that initiates an action when it is clicked.
Option Button A button used to select one option from a group of options.
List Box A box that contains a list of items.
A text box with a drop-down list box. You can either select a choice from the list or type your own entry
in the box.
Toggle Button A button that remains pressed in when clicked, and then releases when it is clicked
Spin Button A button that can be attached to a text box. To increase a value, click the up arrow; to
decrease a value, click the down arrow.
Scroll Bar A control that scrolls through a range of items when you click the scroll arrows or when
you drag the scroll box. You can move through a page of items by clicking between the scroll box and a
Label Text added to a slide to provide information about a control.
Image A control that embeds a picture into a presentation.
More Controls A list of additional ActiveX controls.
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