Checkboxes on forms (Word 2000)

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I’m duplicating a government form in Word 2000. There are several checkboxes on the form and I’d like to know if there’s some way to set them up so that a user can click on the box to put an X or checkmark in it.

I looked in my Word manual and found some info about the Forms toolbar, which includes a checkbox feature. I tried using the feature, but couldn’t understand how it works. I tried clicking on it, but the box did not change. The only way I could see to put the X in it was to go into the dialog box that governs the checkbox and choose the option that displays an X in the box. Is this the only way to get the X into the box? My concern is that a novice user probably wouldn’t know how to do this.

Russ

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The textbox, dropdown box and checkbox you can insert with the Forms toolbar only work if they are in a protected section of the document. As a test, you can protect the document using the “lock” icon on the Forms toolbar. When the document is protected, you can put an X in the checkbox by clicking it. As you will notice, you can’t type anything in the document any more. Unprotect the document by clicking the “lock” icon again.
Now, insert a Continuous section break in your document. Next, select Tools/Protect Document… In the dialog, click the Forms radio button, then click the Sections button. Uncheck the section(s) you want to remain unprotected (the section containing the checkboxes should remain to be protected). If you wish, you can set a password. Click OK twice to return to the document. Now, you will be able to type and edit in the unprotected section; in the protected section you will only be able to click the checkboxes. If you need to change something in the design of the protected section, you must unprotect the document (if you set a password, you must provide it).

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Well, Hans, I finally had time to get back to my form. Unfortunately, the “lock” icon on the Forms toolbar is grayed out. Likewise for the “Protect Document” option under Tools.

My first thought was that because I’m on a network, maybe the system administrator has turned off these options. But then when I went to a new blank screen to test your instructions, the “lock” icon and “Protect Document” option were available. I tried your instructions and it all worked like you said. What puzzles me is, what is it about the form I created that caused those options to be grayed out?

Forgive me for being presumptuous, but I’ve attached the form I created for you to look at. Please don’t feel obligated if you don’t have the time, but if you do, would you mind checking the document to see if you see anything that might be the cause of the graying out of those options? Thanks.

Russ

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When your document opens, the Control toolbar opens, showing it’s in design view. You have some macros that I disabled before I opened the document. I don’t like to enable macros that I’m not sure of. If you click the design view button to turn it off, you can then protect & unprotect the document. I’m not a VBA expert so perhaps someone with VBA experience will be able to explain it better.
Cheers,

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Phil, turning off design view did the trick. Thanks.

Russ

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I had no problem protecting the form (I use Word 97 SR2). One thing: if the insertion point is in one of the text boxes, the “lock” icon is disabled.

I have attached the form with form fields inserted and protected. See if it works for you, and if you can turn protection off and on again.

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Wow, Hans, you work fast. Thank you so much for actually fixing the document. I’ll have to look at it more on Sunday (my next work day) so I can get more comfortable with the feature. I’ve got to get out of here (the office) now. Thanks for such quick turnaround.

Russ

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