How to Find Word’s Content Controls
Content Controls let you add interactive elements to your Word documents, but you might not even know they exist because they’re accessible only from the Developer tab in Word’s Ribbon, and that tab is disabled by default. To enable it in Word 2010, choose File > Options > Customize Ribbon. In the right-hand panel, locate and click the Developer checkbox and click OK. In Word 2007, choose File > Word Options and then click the Show Developer Tab in the Ribbon checkbox (from the Popular set of options) and click OK. Now select the Developer tab, locate the Controls group, and click Design Mode. You’re ready to set up your controls.
Select a Date Using the Date Picker Control
Hover your mouse over the icons in the Controls group, and a label will pop up identifying each control. The Date Picker Content Control creates a placeholder that you can use to choose a date from a calendar.
The Date Picker has some handy settings you can configure. To see these, click Design Mode once again. Click the Date Picker control and then click the Properties button (it’s in the Controls segment of the Ribbon). Use the Properties dialog box to format the control (for instance, to have the month spelled out instead of being represented numerically). You can also use Properties to lock the content control so that it can’t be deleted, or you can add a title to the control telling the user about its purpose (“Select a date for a meeting,” for example).
Finally, you can format the control with a Word style so that the date looks the way you want it to. If you use styles, and the style set changes, the date’s text formatting will automatically change to match the new style set.
Add a Content Control to Manage Text Entry
Select an Item From a List of Options
Click the Drop-Down List Content Control to add it to the document. For this control, you can not only type a title and use a style to format its contents, but also format it so that it cannot be deleted. To prepopulate the control with a set of choices, select the control and then click Properties. Now click Add in the Properties dialog box, and type an entry for the list (for this example, leave the display name and the value the same). Repeat this step with each entry for the list, and click OK when you’re finished.
When you click Design Mode and return to the document, you’ll see the words ‘Choose an item’ in gray. Click that text, and a drop-down box will appear with the words in your list. Click one of these items, and the word will appear in the document.
Use the Check Box Control to Create Checklists
To change these symbols, open Properties, click the Change button, and choose a font from the dialog box (I suggest something from the Wingdings family.)
Next Page: How to Add Document Properties
Add Quick Parts to a Document
To see where the Author data is sourced from, click File > Options. You’ll see User Name in the Popular group of settings; this is the value that populates the document’s Author property. If you change this information, you must restart Word for the change to take effect.
Put Controls to Work in a Document
You’ve probably already come up with a thousand ways to use Word’s Content Controls. If you haven’t, think of any documents you create on a regular basis that include repetitive data-entry tasks: memos, fax covers, shipping documents, and so on. Include a Date Picker control anywhere in the document template that calls for a date. Add a Drop-Down List control to pick an item from a predefined list. Use a Check Box control to select or deselect various options.
Using Content Controls not only helps you complete documents quickly, but also allows you to preset a document’s layout so that you don’t need to align everything perfectly every time you create it.
Once you’ve created your template, save it by choosing File > Save As > Save as Type, and choose Word Template (*.dotx). Be sure to click the Templates link in the top-left corner of the Save As dialog box to store the template in the Templates folder. Type a name for the template, click Save, and close it. In the future, you can create a new document based on this template by choosing File > New > My Templates and then clicking the desired template to open it.
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