Forms
Lecture 8
Tables:
Formulas and Functions (review)
• A formula is a calculation involving cells within your
table. A function is a pre-written formula in Word.
• Examples of common Word functions are:
• In order to use a formula or function in a table, we must
identify (or name) the cells to be used in the calculation.
Word has a system for referencing cells by their location
in the table.
Tables:
Formulas and Functions
• A
column
is identified with letters, as in A, B, C…
• A
row
is identified with numbers, as in 1, 2, 3…
• They go in numerical and alphabetical order.
• The
cell
is named using the column letter and row
number, similar to the way maps denote sections.
Formulas and Functions
•
STEPS
1. Click in the cell in which you want the result to appear.
2. Click
TABLE
, then
FORMULA
.
3. To create a formula
, erase the contents of the
FORMULA
text box.
4. Type
=
then cell references, numbers, and/or operators
(+ - * /) to perform the desired calculation. For
example, to calculate 5.5% sales tax on a subtotal that
is in cell D10, type
=D10*.055
. Click
OK
.
Formulas and Functions
5. To use a function
, in the
PASTE FUNCTION
drop-down box, select a function.
6. Type the cell range in the parentheses.
Syntax for a cell range is the first cell, a colon,
and the last cell in the series. For example
A1:A22.
7. To select number formatting, in the
NUMBER
FORMAT
drop-down box, choose a format.
8. Click
OK
. This inserts the results into the
active cell.
Table – Formula
• Put the cursor in the cell “Total for Rami”.
• Then, GO To Table
Æ
Formula
Dr. Abu‐Arqoub ٦
Name First Second Total
Rami 10 7
Husam 12 13
Hiba 8 15
Avergae
Let’s start with calculating the total for Rami
We should calculate the total for each student and calculate the average for both exams and for the total.
Clear the Formula
Table – Formula
Dr. Abu‐Arqoub ٧
Write “=”
Now Choose the appropriate function [sum]
Write between the parentheses
the direction [left, right, above,
or below]. In our case, we will choose [Left]
You may choose the Number
format Then, click OK
Type the cell range in the parentheses. Syntax for a cell range
Table – Formula
• To calculate the average for the first:
Dr. Abu‐Arqoub ٨
Name First Second Total
Rami 10 7 17
Husam 12 13
Hiba 8 15
Avergae
Name First Second Total
Rami 10 7 17
Husam 12 13
Hiba 8 15
Table – Formula-Update
•
If you change a number in a table that
affects the result of a calculation, Word
does not automatically recalculate.
•
You must remove and reenter the
calculation
•
or select and right-click on the result, and
click
UPDATE FIELD
.
•
You can also click on the calculation
and press
F9
to update the field.
Table - Training
Creating Forms in MS Word
• A Word form allows you to create a document where the
user can only type in designated parts (form fields) of the
document, and preventing them from editing the entire
document.
•
Form:
A document that contains fill-in blanks, or
form
fields, in which you enter information. For example, you
can create an online registration
form
in Microsoft Word
that uses drop-down lists from which users can select
entries.
•
Definitions:
• Field name – The descriptive text for a form field.
• Form field – The field that is configured to accept
information from a user.
Creating Forms in MS Word
• Examples of a field name and a form field
are shown in the example below.
Creating Forms in MS Word
• When you create a form and insert form
fields, the form fields will be represented
• by a gray rectangle or box as shown in the
example below.
Creating Forms in MS Word
• Form field options – The properties for that
form field. Some examples of properties
include field type (text, number, date, etc.)
and field length.
General Steps for Creating a Form Using Word
• These are the general steps that are used to create a form. 1. Display the Forms toolbar.
2. If desired, create a table with the appropriate number of rows and columns.
3. Type the form field names in the desired locations. 4. Insert form fields for each field name as appropriate.
5. Format the field names and form fields as desired (i.e. font, font size, etc).
6. Set the options (i.e. properties) for the form fields.
7. Format the table as desired (i.e. shading, merge or split cells, etc.). 8. If desired, add underlines to the text form fields. Use either regular
underlines or use a table cell’s bottom border for the underline. 9. If needed, adjust the width of the table cells.
10.If needed, set height of the table rows to an exact measurement (to control the number of lines that may be entered by a user).
11.Protect the form OR password protect the form. 12.Save the file.
13.Test the form.
Forms Toolbar
•
You will need to use the Forms toolbar so that you can
insert form fields into your document.
•
Method to display the Forms toolbar: From the menu,
choose:
View/Toolbars/Forms
. The toolbar looks like
this:
Insert Form Fields
• Form fields must be inserted in order for a user
to complete a form.
• Method:
1. Click in the location where you want to insert a
form field.
2. insert a desired form field by clicking On the
Forms toolbar:
• To insert a box that a user can type information into it, click the Text Form Field button.
• To insert a box to allow a user to place a checkmark in it, click the Checkbox Form Field button.
• To insert a list of multiple items to allow a user to select one of the items, click the Drop-down Form Field button.
Set Form Field Options (i.e. Properties)
• The properties for each form field must be configured properly. • Method:
1. Double-click on the form field.
2. At the Form Field Options dialog box, make the desired changes to the options that are available for that field.
• The options that are available will vary depending upon the form field type.
3. You may add help text to any form field. To do so, click the Add Help Text button. At the Form Field Help Text dialog box, click the tab for Status Bar if you want the help text to appear in the status bar. Type your message in the large text box.
4. Click the tab for Help Key (F1) if you want the help text to appear when the user presses the F1 key. Type your message in the large text box.
5. Click OK. 6. Click OK.
7. Repeat the above steps for each form field.
Protect and Unprotect a Form
• A form must be protected in order for it to be completed electronically.
• Even though a form is protected, this does not prevent the form from being changed by a user. The user can unprotect the form and
make changes to it. To prevent a user from changing a form, you need to password protect the form.
• Method to protect a form:
• 1. Click the Protect Form button on the Forms toolbar. • Method to unprotect a form:
• 1. If the form is protected, click the Protect Form button on the Forms toolbar.
• To reset the form, click the Protect button several times to clear the data. Once the data is cleared and the form is unprotected, you can resume editing the form.
Password Protect a Form
• This method utilizes a password for the form and automatically prevents users from unprotect the form and making changes to it.
• Method to password protect a form:
1. If the form is protected, unprotect the form.
2. From the menu, choose: Tools/Protect Document.
3. At the Protect Document dialog box, choose the type of document you want to protect. (By default, Forms is selected.)
4. Type a password in the Password box. (You might want to record the password in a safe place.) Click OK.
5. When prompted, type the password again as a confirmation. Click OK. 6. Save the file.
• Method to remove password protection:
1. From the menu, choose: Tools/Unprotect Document.
2. At the Unprotect dialog box, type the password that has been assigned to that form. Click OK.
3. Save the file.
Restrictions Protect a Form
• Click the "Tools" tab and choose "Protect
Document" to protect your form from user
changes.
• Choose "Editing Restrictions" and click "Allow
only this type of editing."
• Choose "Filling in Forms" so users will be able to
enter information in the form fields but will not be
able to change other parts of the document.
• Click "Yes" to save the document restrictions.
