Fillable surveys are invaluable tools for gathering information efficiently. They transform static documents into interactive experiences, enabling users to input data directly into designated fields. Microsoft Word is often used for creating these surveys, offering a basic set of tools to achieve this functionality. However, while Word provides a starting point, it has limitations that can be overcome with more specialized solutions. This article guides you through creating a fillable survey in Word, while also introducing a better, more streamlined alternative: BreezePDF.
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Create Fillable PDF for Free →What are Fillable Surveys?
Fillable surveys are dynamic documents designed to collect specific data from users. Instead of printing and manually filling out a form, respondents can type their answers directly into digital fields. This eliminates the need for manual data entry and reduces the risk of errors. Common form fields include text boxes for open-ended responses, checkboxes for multiple-choice questions, dropdown menus for selecting from predefined options, and date pickers for easy date entry. The adaptability of fillable forms makes them useful across various sectors, from education and healthcare to business and research.
Step-by-Step Guide: Creating a Fillable Survey in Word
A. Step 1: Open Microsoft Word
To begin, launch Microsoft Word on your computer. You can either start with a new blank document or select a pre-designed template if you prefer a more structured layout. If you choose a template, ensure it allows for the insertion of form fields. Starting with a blank document provides the most flexibility in customizing the survey according to your specific needs.
B. Step 2: Enable the Developer Tab
The Developer tab in Microsoft Word is essential for inserting and customizing form fields, but it is not visible by default. To enable it, go to File > Options > Customize Ribbon. In the right-hand pane, find the "Developer" checkbox and ensure it is checked. Click "OK" to save the changes, and the Developer tab will now appear in the Word ribbon.
C. Step 3: Insert Form Fields (Content Controls)
With the Developer tab enabled, navigate to it and locate the "Controls" section. Here, you'll find various content control types that can be inserted into your survey. Each control serves a specific purpose, allowing for different types of input. Let's explore some common content control types:
- Text Control (Rich Text, Plain Text): Use these for open-ended questions requiring text responses. Rich text controls allow for formatting, while plain text controls only accept unformatted text.
- Picture Control: Allows users to insert images into the form, useful for collecting visual data.
- Building Block Control: Inserts pre-designed content blocks.
- Combo Box or Drop-Down List: Provides a list of predefined options for users to choose from.
- Date Picker: Enables users to easily select a date from a calendar.
- Check Box: Allows users to select one or more options from a list.
- Legacy Form Controls: Older form controls that offer basic functionality but may not be as versatile as content controls.
To insert a control, simply click on the desired control type in the Developer tab and then click on the location in your document where you want to insert it. Once inserted, you can drag and resize the control as needed.
D. Step 4: Customize Field Properties
After inserting a content control, you'll likely need to customize its properties to suit your specific requirements. To access the Properties window for each control, select the control and click "Properties" in the Developer tab. The options available will vary depending on the type of control you've selected.
For example, with a date picker, you can change the date format (e.g., MM/DD/YYYY, DD/MM/YYYY). For a text control, you can set default text that appears in the field. For a dropdown list, you can add, remove, or reorder the list items. You can also set options like macros, bookmarks, and help text to add functionality or provide guidance to the user.
E. Step 5: Add Protection to the Form
To prevent unintended edits to the survey's structure, it's crucial to protect the form after adding all the necessary fields. Go to Developer > Restrict Editing. In the Restrict Editing pane, choose "Filling in forms" as the allowed editing type. This will allow users to only modify the form fields and prevent them from altering the rest of the document.
To start enforcing protection, click the "Yes, Start Enforcing Protection" button. You can optionally set a password to prevent unauthorized removal of the protection. For advanced control, use the "Select Sections" option in the Restrict Editing panel to protect specific sections of the document while leaving others editable.
F. Step 6: Save and Distribute
Once you've created and protected your fillable survey in Word, it's time to save and distribute it. Go to File > Save As and choose a location on your computer to save the file. You can save the survey as a Word document (.docx) if you anticipate needing to make further edits in the future. Alternatively, saving as a PDF is generally recommended for distribution, as it ensures that the form will display consistently across different devices and operating systems.
You can distribute the form via email, a shared link, or by embedding it on a website. After distributing the form, it's essential to test it thoroughly to ensure that all fields function correctly and that the protection settings are working as expected.
Limitations of Creating Fillable Surveys in Word
While Microsoft Word offers a way to create fillable surveys, it comes with several limitations. The design flexibility is limited, lacking the advanced capabilities found in dedicated form creation tools. Compatibility issues can arise, as the form may not display correctly in different versions of Word or on different operating systems. Creating dynamic forms with conditional logic can be complex and cumbersome.
Furthermore, Word's web integration is limited, making it unsuitable for embedding forms directly on websites. There are no built-in analytics for tracking responses, requiring manual data compilation. Security features may not be robust enough for sensitive data, raising security concerns. Managing responses can be difficult, making it cumbersome to collect and organize the submitted data. Perhaps one of the biggest drawbacks is the lack of mobile-responsiveness. This means your survey will not be optimized for mobile viewing.
Introducing BreezePDF: A Better Way to Create Fillable Surveys
While Word is functional for basic fillable forms, BreezePDF overcomes its limitations, offering a more robust and user-friendly solution. BreezePDF provides an intuitive interface for quick and easy form creation. It offers advanced design options, allowing for customizable templates and branding. You can easily embed forms on websites for seamless data collection. It has Built-in analytics for response tracking and data analysis. BreezePDF also has excellent data security with encryption and data protection measures. Furthermore, BreezePDF surveys are mobile-responsive.
Creating Fillable Surveys with BreezePDF (Brief Overview)
- Upload your PDF document to BreezePDF.
- Add fillable form fields to the PDF using the intuitive interface.
- Customize the form fields to your preference, adjusting size, position, and other properties.
- Protect the PDF with a password to ensure data security.
- Distribute a link to recipients, allowing them to easily access and complete the fillable survey.
Why Choose BreezePDF?
BreezePDF provides improved design capabilities and better compatibility across different devices. BreezePDF allows dynamic form creation with conditional logic and seamless web integration for embedding forms on websites. With BreezePDF there are built-in analytics and reporting and enhanced security features for sensitive data. BreezePDF's mobile-friendly design makes your surveys accessible on any device. Creating fillable PDF forms has never been easier with BreezePDF.
FAQs
- Can I create a fillable form in Word for Mac?
Yes, the process for creating fillable forms in Word for Mac is similar to the Windows version. However, the interface might have slight differences.
- How do I distribute a fillable form created in Word?
You can distribute a fillable form created in Word by emailing it as an attachment, sharing it via a cloud storage service like OneDrive, or embedding it on a website.
- Can Word fillable forms be converted to fillable PDF forms?
Yes, you can save a Word document containing fillable fields as a PDF file. However, the fillable functionality might not be fully preserved, which is why it's better to use a dedicated PDF editor.
- Are there any alternatives to Word for creating fillable forms?
Yes, there are several alternatives to Word for creating fillable forms, including BreezePDF, Adobe Acrobat, and Google Forms. BreezePDF, in particular, offers a more streamlined and feature-rich experience.
- Do fillable forms created in Word support automation or integrations?
Fillable forms created in Word have limited support for automation or integrations compared to dedicated form-building platforms.
- How to convert a PDF to a fillable form?
You can convert a PDF to a fillable form by uploading it to BreezePDF and adding the form fields.
Conclusion
Fillable surveys are a valuable tool for data collection, and while Microsoft Word offers a basic method for creating them, it has several limitations. By following the steps outlined in this guide, you can create functional fillable surveys in Word. However, for a more powerful, user-friendly alternative with advanced features, consider using BreezePDF. Try BreezePDF for free today and experience a better way to create fillable surveys!