Do you use documents with tick boxes? Have you ever wondered why the tick boxes won’t let you tick them? Would you like to create a document (or form) with interactive tick boxes?
Well the answers to these, and possible more questions are answered below.
Firstly, why won’t the tick appear in the box when you click on it? Its probably because the document you are working on has been designed to be printed and filled in by hand rather than on a computer. The boxes on the page are graphic shapes and are not interactive in any way. You can click as much as you like but it won’t tick.
So how do you make the boxes tick-able and interactive? It’s very easy but first you need to add a new tab to Word before we begin. Click on the Office button and choose Word Options. With Popular selected tick the Show Developer tab in the Ribbon option. Click OK and you should see a new tab named ‘Developer’.
Select the Developer tab. We will be using the functions in the Controls and Protect groups.
Now lets get started and create a tick-able interactive document.
- Delete any boxes you have on your page.
- Place the cursor where you want a tick box
- With the Developer tab selected click on the Legacy Tools function in the Controls group.
- Select the Check Box Form Field option. A tick box appears on your page.
- Your tick box may be shaded grey (or not). To remove or add shading of the box, click Legacy tools again and choose Form Field Shading.
- Continue adding tick boxes to the rest of your document.
You may have noticed that the tick box still doesn’t act like a tick box. We have to do one more thing to activate the interactivity.
- With the Developer tab selected click the Protect Document option and choose Restrict Formatting and Editing
- A panel opens on the right hand side.
- Ignore the first section
- In the second section (Editing Restrictions) tick the box to ‘allow only this type of editing’
- Choose Filling in Forms from the drop down menu
- In the third second click Start Enforcing Protection.
- An Enforcing window opens. At this stage you could enter a password. If you do, anyone who opens the document will need a password to use it. Normally you wouldn’t need to use password protection, so in the instance leave the password boxes empty and click OK.
Try clicking on your tick boxes. Ticks (or crosses) appear inside the boxes.
What we have done by protecting the document is only allow areas of interaction to be altered. No other areas on the page can be changed. This is great if the document is complete and ready to be used as a form. But if you need to make changes to the docment, the protection must be removed.
Notice that the panel on the right hand has changed. Click the Stop Protection button. The document is now editable again.
Before I finish, check out the other interactive functions you can add to a page in Legacy Tools. You can also create text fields and drop down lists. Once added to the document, double click the item to reveal the setting options, such as the items for the drop down list or the type of text or data to be written in a text box. Its pretty simple to set it all up. Just remember to Protect the document when filling in and Stop Protection when editing.