Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print. To do this, you will start with baseline content in a document, potentially via a form template. Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.

Following are the recommended action steps in sequence.

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.
(See how here: Show the developer tab.)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

Start with a form template

1. Go to File > New.
2. In the Search for online templates field, type Forms or the kind of form you want. Then press Enter.
3. In the displayed results, right-click any item, then select Create.

Start with a blank document

1. Go to File > New.
2. Select Blank document.

Add content to the form

Go to the Developer tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control in the pop-up menu.

Insert a text control

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control.

1. Click or tap where you want to insert the control.
2. Select Developer > Rich Text Content Control or Plain Text Content Control .

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Insert a picture control

A picture control is most often used for templates, but you can also add a picture control to a form.

1. Click or tap where you want to insert the control.
2. Select Developer > Picture Content Control .

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Insert a building block control

Use a building block control when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text and then use a building block control as the container for the rich text content controls.

1. Go to the Developer tab.

   

2. Click or tap where you want to insert the control.

3. Select Building Block Gallery Content Control .

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

1. Go to Developer > Combo Box Content Control or Drop-Down List Content Control .

2. Select the content control, and then select Properties.

3. To create a list of choices, select Add under Drop-Down List Properties.

4. Type a choice in Display Name, such as Yes, No, or Maybe.
   Repeat this step until all of the choices are in the drop-down list.

5. Fill in any other properties that you want.

   Note

   If you select the Contents cannot be edited check box, users won't be able to click a choice.

Insert a date picker

1. Click or tap where you want to insert the date picker control.
2. Select Developer > Date Picker Content Control .

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Insert a check box

1. Click or tap where you want to insert the check box control.
2. Select Developer > Check Box Content Control .

To learn about setting specific properties on these controls, see Set or change properties for content controls.

Use the legacy form controls

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

1. Click or tap where you want to insert a legacy control.
2. Go to Developer > Legacy Forms drop-down.
3. Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

1. Select the content control that you want to change.
2. Go to Developer > Properties.
   
3. Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

1. Open the form that you want to lock or protect.
2. Select Developer > Restrict Editing.
   
3. After selecting restrictions, select Yes, Start Enforcing Protection.
   

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break.

Show the Developer tab

If the developer tab isn't displayed in the ribbon, see Show the Developer tab.

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you're familiar with databases, these content controls can even be linked to data.

Start with a form template

1. Go to File > New from Template.
   
2. In Search, type form.
3. Double-click the template you want to use.
4. Select File > Save As, and pick a location to save the form.
5. In Save As, type a file name and then select Save.

Start with a blank document

1. Go to File > New Document.
   
2. Go to File > Save As.
3. In Save As, type a file name and then select Save.

Add content to the form

Go to Developer, and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

Adding content controls to your form

1. In the document, click or tap where you want to add a content control.
2. On Developer, select Text Box, Check Box, or Combo Box.
   
3. To set specific properties for the control, select Options, and make your selections.
4. Repeat steps 1 through 3 for each control that you want to add.

Set options

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

• Set common properties.

  • Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.
  • Bookmark Set a unique name or bookmark for each control.
  • Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.
  • Add Help Text Give hints or instructions for each field.
  • OK Saves settings and exits the panel.
  • Cancel Forgets changes and exits the panel.

• Set specific properties for a Text box

  • Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.
  • Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.
  • Maximum length sets the length of text that a user can enter. The default is Unlimited.
  • Text format can set whether text automatically formats to Uppercase, Lowercase, First capital, or Title case.
  • Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

• Set specific properties for a Check box.

  • Default Value Choose between Not checked or checked as default.
  • Checkbox size Set a size Exactly or Auto to change size as needed.
  • Check box enabled Lets the user check or clear the text box.

• Set specific properties for a Combo box

  • Drop-down item Type in strings for the list box items. Press ⁠+⁠ or Enter to add an item to the list.
  • Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press ⁠-⁠ to remove a selected item.
  • Drop-down enabled Lets the user open the combo box and make selections.

Protect the form

1. Go to Developer > Protect Form.
   

   Note

   To unprotect the form and continue editing, select Protect Form again.

2. Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

1. Protect the form.
2. Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn't available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form.

When you save the document and reopen it in Word for the web, you'll see the changes you made.