Creating Forms Using MS Word or other Word Processing Programs

Please note that the term FORM that I used here refers to a plain document we usually fill out and not the one with fancy buttons and drop-downs plus back-end programs we found on online transactions. That kind of FORM functions will be discussed sometime on a separate article. Thanks!

You were assigned by your office to create a new document transmittal form to be used for a new project. The only program available on your computer is a word processor -- let's say MS Office... yah all right! Nice guess huh?

Since most of the word processing programs are What You See is What You Get (WYSWYG), it is so easy to layout a document. Creating a form is just putting your elements into right positions. Most especially if the form will be printed and filled out by hand writing. But, if the form will be filled up from computer before printing, there are things that we need to consider in our design and layout.

I just want to share to you some points I noticed on most word document forms:

• The use of dot dot dot (....) or underscore underscore underscore (______ ) to provide a space for answers. e.g. Name .............
  

• Over use of space bar or tab to separate items. e.g. Name (I use space bar here) Date

• Misused of text boxes to insert an item.

If you use the above methods, you will deal a devastating alignment problem. Notice that when you insert your information on the form, the entire content that follows will move also. With this, you need to delete spaces until you get the right alignment that you want. And this is not a good idea especially if the one who will fill out the form is lazy enough to make the adjustments or no I idea at all on how to do it.

The best way to create a form in a word processor is to use a TABLE.

With TABLE, you can layout your form according to what you want it to be without any worries on the alignment after your target audience started filling it up. In this way you will preserve the identity of your masterpiece ;-).

Start to learn how to manipulate cells in a table: merge, adjust width, add or delete. Familiarize yourself with these tricks and soon you will find it easier and interesting.

I will try to give you some "HOW TO" with tables next time. But now, start practicing!

Wahu!