Fillable PDFs are a game-changer when it comes to collecting information efficiently. Instead of printing, manually filling out, and scanning documents, fillable PDFs allow users to type directly into designated fields, streamlining data collection. This article will guide you through the process of creating fillable PDFs using Microsoft Word and discuss the conventional approach. However, we'll also introduce a modern alternative: BreezePDF, which offers a simpler and more efficient way to create and manage fillable forms.
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Create Fillable PDF for Free →Why Use Fillable Forms?
The benefits of using fillable forms are numerous, impacting both the sender and the recipient. Fillable forms are an incredible time saver by eliminating the need to physically print and complete documents. Errors are drastically reduced, due to the typed input being more legible than handwritten notes, and also allows for simple proofreading. Moreover, fillable forms can greatly improve customer experience with a quick and easy process to complete forms on their computer or mobile device.
Using fillable forms also shows that you care about the environment. They reduce paper consumption, contributing to a more sustainable planet. Many fillable forms can also be secured with a password, adding an extra layer of protection for confidential information. Fillable forms are incredibly versatile and can be used for a variety of use cases, including inquiry forms, employee onboarding, client feedback surveys, and event registration forms.
Method 1: Creating Fillable PDFs from Word Using Adobe Acrobat (The Traditional Approach)
Creating fillable PDFs directly from Word is possible, but often requires Adobe Acrobat, a paid software. This process can be somewhat cumbersome, especially for those unfamiliar with the software. Below are two common ways you can create fillable PDFs using Microsoft Word and Adobe Acrobat.
A. Steps to Create a Fillable PDF Directly in Word (Developer Tab)
This method requires you to activate the "Developer" tab in Word. This tab provides access to form controls that allow you to insert text fields, checkboxes, and other interactive elements directly into your document. Here's how to enable the Developer tab: go to File > Options > Customize Ribbon, and check the "Developer" box in the right pane.
Creating a form from Template
Creating a fillable form from a template can save you time. To start, go to File > New. In Search online templates, type Forms or the type of form you would like and press Enter. Choose a form template, then choose Create or Download.
Creating a Form in Blank Document
Alternatively, you can start with a blank document and add form controls manually. Go to File > New and choose Blank Document. From here, go to Developer, and select the controls you want to add to the document.
Here’s how to insert a text control:
Click where you want to insert the control. Choose Developer > Rich Text Content Control > or Plain Text Content Control.
Once you've added the necessary form controls, you can restrict editing to ensure that users can only fill in the designated fields. To do this, go to the Review tab, click "Restrict Editing," and select "Filling in forms" under Editing restrictions. Then, click "Yes, Start Enforcing Protection" to apply the restriction.
B. Steps to Create a Fillable PDF with Adobe Acrobat After Exporting
Another common approach involves creating the form in Word first and then using Adobe Acrobat to add the fillable fields. First, create your form in Word, using underscores or other placeholders to indicate where you want the fillable fields to be. Save the document as a PDF by going to File > Save As and selecting PDF as the file format.
Next, open the newly created PDF with Adobe Acrobat. In Acrobat, go to Tools > Prepare Form. Acrobat will automatically detect potential form fields based on the layout of your document. Review the detected fields and make any necessary adjustments. You can add, remove, or resize fields as needed. Finally, save the form by going to File > Save As.
How to Convert an Existing PDF to an Editable Word Document (and Its Limitations)
Microsoft Word allows you to open and convert existing PDFs into editable documents. Simply open the PDF file in Word, and Word will automatically prompt you to convert it to an editable document. Once the PDF is converted, you can edit the text, add or remove content, and modify the formatting as needed. After making the desired changes, save your work by going to File > Save As.
However, it's important to note that converting PDFs to Word documents can sometimes lead to formatting issues, especially with complex layouts, graphics, or unusual fonts. The converted document may not look exactly like the original PDF, and you may need to spend time adjusting the formatting to restore it to its original appearance. Converting a PDF to an editable Word Document and adding fields is not the same as creating an actual fillable PDF. For that functionality you still need to follow the above steps or switch to a dedicated software.
Limitations of Creating Fillable PDFs with Word and Adobe Acrobat
While creating fillable PDFs with Word and Adobe Acrobat is possible, it comes with several limitations. You're often constrained by design limitations, lacking the flexibility offered by dedicated form builders. The forms created this way may not be fully mobile responsive, leading to display issues on different devices. Additionally, the traditional methods often lack advanced features like conditional logic, limiting the form's adaptability based on user input.
Furthermore, data validation options are limited, making it harder to ensure the accuracy of the information collected. Updating forms after distribution can be cumbersome. The reliance on Adobe Acrobat or Microsoft Word’s Developer Tab also means that you need access to specific software and a certain level of proficiency to be able to create and edit forms.
A Better Way: Creating Fillable PDFs with BreezePDF
BreezePDF provides a modern and intuitive solution for creating fillable PDFs, offering a range of features and benefits that address the limitations of traditional methods. BreezePDF is the only PDF editor that is 100% private; your documents never leave your device. All the magic happens in your browser! Create the input box and drag it around. Click the input box icon, drag where you want, and you can drag it around if needed. BreezePDF also lets you type on the PDF, sign the PDF, add images, password protect the PDF, merge PDFs, and delete PDF pages.
With BreezePDF, you can create forms that are not only easy to use but also fully responsive, ensuring they look great on any device. Enjoy conditional logic capabilities that make forms adapt to user input, advanced data validation options for accurate data collection, and easy updating and distribution of forms. BreezePDF also offers robust data security features to protect sensitive information.
Conclusion
Creating fillable PDFs in Word is a viable option, but it's essential to be aware of its limitations. The traditional methods, while functional, can be cumbersome and lack the flexibility and features offered by dedicated form builders. BreezePDF presents a more modern, efficient, and feature-rich alternative.
By choosing BreezePDF, you can streamline your form creation process, create engaging user experiences, and ensure the security of your data. Ready to experience the difference? Give BreezePDF a try and see how easy creating fillable PDFs can be!