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Microsoft Word 2010 : Using Content Controls to Create Documents

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8/20/2011 3:47:03 PM
Forms are an easy way for you to interact with users of your documents, either online or in print, and gain information and feedback from them in the process. Controls—either Content, Form, and ActiveX—are predefined fields or set of fields that contain information you can use throughout a document. Word includes many different types: text boxes for typed entries, date picker, combo boxes, drop-down lists, and check boxes. The fields display information you provided in Document Properties or a placeholder, which you can fill in. After you insert the fields you want, you can change field properties to customize the form. Word uses Content controls and Quick Parts as part of the program to build page covers, headers and footers, pull quotes, and side bar to name a few.

Add Controls to a Document

Click the Developer tab.


Position the insertion point where you want to insert a control.

Use the buttons in the Controls group to insert controls.

  • Rich Text or Text. Click to insert a text box where you can enter text.

  • Picture. Click to insert a placeholder where you can insert a picture.

  • Combo Box. Click to insert a combo box control.

  • Drop Down List. Click to insert a drop down list control where you can select from a list.

  • Date Picker. Click to insert a control to select a date from a pop-up calendar.

  • Building Block Gallery. Click to insert a Quick Part control where you can specify the information you want.

  • Legacy Tools. Click to select form and ActiveX controls.

  • Group. Select contents you want to protect; prevents changes to document.


Set or Change Control Properties

Click the Developer tab.

Select the control you want to set or change properties.

Click the Properties button.

Select the new options you want for the form field.

Click OK.

You can prevent any changes to a document except content controls. Open the document with content controls, click the Developer tab, select the text you don’t want to get changed, click the Group button, and then click Group. You can not change any of the grouped text. However, you can enter text or specify options using the content controls. To remove the protection, click the Group button, and then click Ungroup.

You can protect a form or document.
Click the Restrict Editing button on the Developer tab, and then Restrict Formatting and Editing to prevent users of the form from being able to edit its content (not their answers, but the questions and choices themselves).

For Your Information: Mapping Content Controls to XML Data

You can map most content controls to elements in XML data attached to a document. XML data is stored in document parts using the Office XML file formats; for Word the XML file format is .docx. Document parts help define sections of the overall contents of the file. The file format consists of many different types of document parts, including custom XML data part. All document content associated with an XML element maps to data in a custom XML data part. This separation of the XML from the document formatting and layout—known as the Open Packaging Convention—makes it easier to access data. To view the document parts (which is a compressed zip package), add .zip to the end of the document name after the .docx, and then double-click the renamed file. The contents of the file appear, displaying a tree structure of individual document parts. You can move the custom.xml document part out of the zip file to open and modify it. You can attach the XML file to other Office documents to reuse data. When you’re done changing the XML file, you can move it back into the zip file and use it with the original file.

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