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1 ITLearningProgramme,Oxford

Steps to Create a Document with Gaps for Filling in


Thisisanalternativemethodinsteadofcreatingaform.Userscantypetheirowntextin
certaindesignatedpartsofthedocument,buttherestofthedocumentcannotbeedited.
Theadvantageofthismethodovertheformmethodisthattheusercanformatthetextthey
enter.Inatypeintextboxonaform,theusercantypetextbutnotformatit,andthismay
betoomuchofaconstraintforpeoplewritingletters,forexample.
Create the document
1. Createthedocumentasyouwantit.Spendsometimeontheexactwordingofany
pretypedtextandontheformatting,styles,layoutetc.SaveitasanordinaryWord
document.docx.
2. Attheplaceswhereyouplantoallowuserstotypetheirowntext,typesomehelpful
promptingtextsuchastypethepersonsnamehere
3. ShowtheDevelopertabontheWordRibbon:chooseFile|Options|CustomiseRibbon,
theninthedialogmakesuretheisatickagainstDeveloperintheMainTabspanelonthe
right
4. Selectalltheprompttexts(holddownCtrlkeywhileclickinganddragging,tomultiselect)

5. OntheDevelopertab,use todisplaytheRestrictEditingpane
6. Inpart2,chooseNochanges(Readonly)
7. UnderExceptions,tickbesidetheEveryonegroupastherubricexplains,thiswillmean
thateveryonecanfreelyeditthepartsyouhaveselected,butnowhereelse
8. Wordinsertssquarebracketsaroundyourprompttext
9. Inpart3Startenforcingprotection(mayneedtocheckthatDesignModeisnotswitched
on)
10. Noteaboutsettingapassword:youprobablydowanttosetapasswordforthe
document,sothatunauthoriseduserscannotovercometheprotectionyouhavesetup.
However,dorememberthepasswordyouhaveset.Ifyouforgetthepasswordfora
document,ITServicescannothelpyou,andMicrosoftwillnot.
11. SavetheWorddocument
2 ITLearningProgramme,Oxford
Using the document
12. Nowausercanmakeacopyoftheform,tocreatetheirownletter
13. Userscanasktohighlighttheplaceswheretheyareallowedtoedit:

14. Userscanmovebetweentheeditableplacesusing :thismethodis


efficientastheprompttextisselectedandisthenimmediatelyreplacedwhentheuser
enterstheirowntext
15. Userscannoteditthedocument,exceptintheplacesyouprovide

Extra: a helpful date picker


Youcanmakeiteasyforyouruserstoenterthedate,ifyouprovideadatepickerusingthis
buttonontheDevelopertab: