Fillable forms are digital documents with interactive fields that allow users to input data directly into the form. These forms are incredibly useful for collecting information efficiently, eliminating the need for manual data entry and reducing errors. Common applications of fillable forms include surveys, quizzes, polls, registration forms, and feedback forms, streamlining data collection processes across various sectors.
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Create Fillable PDF →Office 365 offers several platforms for creating fillable forms, including Microsoft Forms, Word, Excel, OneNote, and SharePoint. Each platform has its own strengths and limitations, making it important to choose the right tool for your specific needs. While these tools provide basic form creation capabilities, they may lack advanced features for complex form design and management.
BreezePDF emerges as a powerful alternative, providing a comprehensive solution for creating, editing, and managing fillable forms. With its intuitive interface and robust features, BreezePDF simplifies the form creation process and enhances the user experience. Using BreezePDF offers several benefits, including advanced PDF editing capabilities, enhanced form design options, and offline functionality, ensuring your documents remain private as they never leave your device. BreezePDF is 100% free to use, without any signups or downloads required, making it a convenient and secure choice.
II. Creating Fillable Forms using Microsoft Forms
Microsoft Forms is a user-friendly application within Office 365 designed primarily for creating surveys, quizzes, and simple data collection forms. Its straightforward interface and collaborative features make it an excellent choice for quick and easy form creation. This section will guide you through the process of creating fillable forms using Microsoft Forms, covering everything from accessing the application to sharing your completed form.
A. Accessing Microsoft Forms
To begin creating a form, you need to access Microsoft Forms through Office.com or directly by navigating to forms.office.com. Once you are on the Microsoft Forms page, log in using your Microsoft 365 credentials, whether it’s a school, work, or personal Microsoft account. This login will grant you access to the Forms dashboard, where you can create, edit, and manage your forms.
B. Starting a New Form
Once you're logged in, you'll see the option to start a new form or a new quiz. Select "New Form" if you're creating a survey or data collection form, or choose "New Quiz" if you want to create a graded assessment. After selecting your preferred option, add a title and description to your form, which will help respondents understand the purpose of the form and provide necessary context.
C. Adding Questions
Adding questions is the core of creating a fillable form. Microsoft Forms offers various question types, including Choice, Text, Rating, Date, Ranking, Likert, File Upload, Net Promoter Score®, and Section. Choose the question type that best suits the information you need to collect, such as multiple-choice questions for surveys or text fields for open-ended responses. You can also format the text within your questions using options like bold, italic, underline, font color, size, bullets, and numbering to enhance readability and clarity.
D. Customizing the Form
Customizing the form enhances its visual appeal and aligns it with your branding. Microsoft Forms allows you to apply themes and color schemes to your form, making it more visually engaging. You can also add pictures to questions to provide visual context or make the form more interactive. Additionally, you can create sections within your form to organize questions logically and use branching logic to direct respondents to specific sections based on their answers.
E. Previewing and Testing
Before sharing your form, it’s crucial to preview and test it to ensure it functions correctly. Use the "Preview" option to see how the form looks on different devices, such as desktops, tablets, and smartphones. Test the form by answering questions and submitting it to verify that all questions are displayed correctly and that the submission process is seamless. This step helps you identify and fix any errors or inconsistencies before distributing the form.
F. Sharing the Form
Once you’re satisfied with the form, it’s time to share it with your target audience. Microsoft Forms allows you to generate a shareable link that you can distribute via email, Slack, or Teams. You can also embed the form on a website or share it directly through social media platforms. This flexibility makes it easy to reach a wide audience and collect responses efficiently.
III. Creating Fillable Forms in Word
Microsoft Word offers a way to create fillable forms using content controls, making it suitable for more structured documents. While not as intuitive as Microsoft Forms for simple surveys, Word provides greater flexibility in layout and formatting. This section will guide you through the process of creating fillable forms in Word, covering everything from enabling the developer tab to protecting and sharing your form.
A. Enabling the Developer Tab
To access the form creation features in Word, you need to enable the Developer tab. Navigate to File > Options > Customize Ribbon. In the right column, check the "Developer" box and click "OK." This will add the Developer tab to the Word ribbon, giving you access to the tools you need to create fillable forms.
B. Starting a New Form
To begin creating a fillable form, you can either use a template or start with a blank document. To use a template, go to File > New and search for form templates. Alternatively, start with a blank document by going to File > New > Blank document. Using a template can save time and provide a pre-designed layout, while starting with a blank document gives you complete control over the form's design.
C. Adding Content Controls
Content controls are the key to creating fillable forms in Word. Access the "Controls" section in the Developer tab and insert different control types, such as text control, picture control, building block control, combo box, drop-down list, date picker, check box, and legacy form controls. Text controls allow users to enter text, while drop-down lists and check boxes provide predefined options for selection. Date pickers enable users to easily select a date from a calendar.
D. Setting Control Properties
After inserting a content control, you can customize its properties to suit your specific needs. Select a content control and go to Developer > Properties. Change properties such as date format, default text, maximum length, and more. Setting these properties ensures that users enter data in the correct format and that the form functions as intended. For example, you can set a maximum length for a text control to limit the number of characters a user can enter.
E. Protecting the Form
Protecting the form prevents users from modifying the form's structure and ensures they only interact with the content controls. Select Developer > Restrict Editing. Choose editing restrictions and start enforcement. This will prevent users from accidentally deleting or altering the form's layout, ensuring that the data is collected accurately.
F. Saving and Sharing
Save the form as a Word document to preserve the fillable fields. It's important to note that fillable forms are not available in Word for the web, so users will need to use the desktop version to fill out the form. Share the document via email or a shared drive, ensuring that recipients have access to the desktop version of Word. Sharing the form as a Word document allows users to easily fill out and return the completed form.
IV. Creating Fillable Forms in Excel
Excel offers limited form creation capabilities primarily through Forms for Excel, which is available in OneDrive for work or school accounts. This functionality allows you to create simple data entry forms directly within Excel. This section provides a brief overview of how to create fillable forms using Forms for Excel.
A. Creating Forms for Excel
Forms for Excel are only available in OneDrive for work or school accounts, limiting its accessibility for personal use. This tool allows you to create basic data entry forms that can be easily integrated with Excel spreadsheets. While not as feature-rich as other form creation tools, Forms for Excel offers a convenient way to collect data directly into your Excel workbook.
B. Starting a New Form in Excel
To start a new form in Excel, select New > Forms for Excel. Enter a name for your form, and then select Create. This action opens a new tab for Microsoft Forms in your web browser, where you can begin designing your form.
C. Adding Questions
In the Microsoft Forms interface, select Add new to add a new question to your form. Choose what kind of question you want to add, such as Choice, Text, Rating, or Date question types. Select More question types for Ranking, Likert, File upload, or Net Promoter Score® question types. To organize sections for your questions, select Section.
D. Previewing and Sharing
Preview the form to see how it will look to respondents. Test out the form by answering the questions in Preview mode, and then select Submit. Share the form by generating a link that you can distribute to your target audience.
V. Creating Fillable Forms in OneNote
OneNote allows you to embed forms created in Microsoft Forms directly into your notes. This integration is useful for collecting information within a collaborative note-taking environment. This section briefly outlines how to create and insert forms in OneNote.
A. Opening Forms in OneNote
To insert a form into OneNote, go to OneNote and then to the Insert Tab. This tab provides access to various types of content that can be added to your notes, including forms.
B. Starting a New Form in OneNote
Under My Forms, select New Form. A new tab for Microsoft Forms will open in your web browser, allowing you to create a new form.
C. Adding Questions
In the Microsoft Forms interface, select Add new to add a new question to your form. Choose what kind of question you want to add, such as Choice, Text, Rating, or Date question types. Select More question types for Ranking, Likert, File upload, or Net Promoter Score® question types. To organize sections for your questions, select Section.
D. Previewing and Sharing
Preview the form to see how it will look. Test out the form, answer the questions in Preview mode, and then select Submit. You can then share the OneNote page containing the embedded form with others.
VI. Creating Fillable Forms in SharePoint
SharePoint provides robust form creation capabilities, allowing you to build customized forms for data collection and workflow automation within your organization. You can create forms directly from Microsoft Forms or build them from scratch using SharePoint lists. This section outlines the process of creating fillable forms in SharePoint, covering everything from form creation to response analysis.
A. Understanding SharePoint Forms
SharePoint forms enable you to collect and manage data within your SharePoint environment. These forms can be used for various purposes, such as collecting employee feedback, managing project requests, or tracking inventory. SharePoint forms can be customized to meet your specific business needs, making them a valuable tool for data management.
B. Creating Forms from Microsoft Forms
You can create forms directly from Microsoft Forms and integrate them into your SharePoint site. Navigate to your site, select ‘New’ and then 'Form'. Choose the layout and format you want to create a blank form. Then, fill in the title, description, and other details. Add questions and input fields as required and save all changes.
C. Creating Forms from Scratch
To create a form from scratch, choose the SharePoint site. Head to the “Site Contents” page. Press “New” and select “List”. The “Custom List” pop-up will appear. Name the list and set your preferences, then add columns and customize the field types, like choices, text, or date. Save and quit the Editor mode.
D. Customizing the Form Layout and Design
Customizing the form layout and design enhances its usability and visual appeal. Access the form’s Settings page and select ‘Form settings’. Modify the form controls like input fields, dropdown menus and checkboxes by selecting ‘Customize layout’ and dragging and dropping desired components onto your canvas. Make any desired aesthetic changes to your layout using the formatting options available in SharePoint.
E. Adding Form Fields and Controls
Adding form fields and controls allows users to input data into the form. Open your SharePoint form in the modern experience, then click on “Edit Form” to enter edit mode. Under the “Insert” tab, select the type of field you want to add and drag it to your desired position. Customize each field by clicking on it.
F. Configuring Form Settings
Configuring form settings ensures that the form functions correctly and meets your specific requirements. Access the ‘List Settings’ option from your SharePoint site. Select the ‘Form Settings’ option that appears, and then choose the ‘Use the default SharePoint form’ option. Select the ‘Customize the current form’ option and make the necessary changes and save and publish the form.
G. Setting Form Permissions and Access
Setting form permissions and access controls who can view and edit the form. Open the form and select ‘Settings’ from the top menu. Select ‘Form Settings’ then ‘Permissions for this Form’. Tap ‘Add User’ to enter who needs access. Click on their name(s) and set specific permissions, choosing from options like read-only, edit, or full control and save changes.
H. Enable Form Notifications and Responses
Enabling form notifications and responses keeps you informed about form submissions. Select the custom form and click “Settings” then “Form options.” Select “Manage form responses” and turn on email notifications. Customize the email template as per your preference.
I. Embedding the Form on SharePoint Pages
Embedding the form on SharePoint pages makes it easily accessible to users. Click the web part button (+), select ‘Forms’, and choose the ‘Microsoft Forms’ option. Pick the form you want to embed from your library or upload a new one. Then, click ‘Add’ and customize the form if need be (like changing its width). “Save” and publish.
J. Sharing the Form Link
Sharing the form link allows you to distribute the form to a wider audience. Open the form and click “File” from its ribbon. Select “Share” and input the user’s email addresses. Customize their permission level, either as a viewer or an editor.
K. Analyzing and Collecting Responses
Analyzing and collecting responses provides valuable insights into the data collected. Access the form library and select the fillable form to analyze. Click the “Responses” tab to review the form’s responses sorted by date and time. Use the customization tools to filter and group responses based on your requirements. Download the responses in multiple formats including Excel for further analysis and reporting.
L. Exporting Responses to Excel
Exporting responses to Excel allows you to further analyze and manipulate the data. Select the ‘Open in Excel’ or ‘Export to Excel’ option from the response tab and choose the preferred format.
M. Improving Fillable Form Processes
Improving fillable form processes enhances data collection efficiency. Create a Custom List on SharePoint with Fields for Data Collection. Access “PowerApps” from SharePoint, Create a New Form, and Select a Layout. Add Fields to the Form using the “Insert Tab” and Selecting the Custom List Fields. Personalize the Form Styling and Layout according to Your Needs. Share the Form with your Team using the Share Button, Differentiating between the Edit and View Rights. Embed the Form into a Web Page, and Open it to Collect Data from External Users.
N. Use Microsoft Power Automate to Automate Form Workflows
Using Microsoft Power Automate automates form workflows and streamlines data processing. Create a new flow from the Power Automate dashboard. Select ‘Automated flow’ and SharePoint as the connector. Then, choose a trigger, like adding a new item to a SharePoint list. Add actions to the flow – create items in other lists or update existing items based on criteria. Test and run the flow.
O. Integrating Third-Party Apps
Integrating third-party apps extends the functionality of SharePoint forms. Find them in Microsoft AppSource or the SharePoint Store.
VII. Limitations of Microsoft Forms and Office 365 Form Creation
While Microsoft Forms and Office 365 offer several options for creating fillable forms, they come with certain limitations. One key limitation is the lack of advanced PDF editing features, which restricts your ability to create complex and visually appealing forms. Additionally, the limited control over form design and branding can make it difficult to create forms that align with your brand identity. Creating complex form workflows can also be challenging, as these platforms may not offer the necessary automation and customization options. The ease of use of Microsoft Forms is offset by the feature limitations.
VIII. BreezePDF: A Better Solution
BreezePDF offers a comprehensive solution for creating, editing, and managing fillable forms, addressing the limitations of Microsoft Forms and other Office 365 tools. With its intuitive interface and robust features, BreezePDF simplifies the form creation process and enhances the user experience. BreezePDF offers advanced PDF editing capabilities, enhanced form design and branding options, and simplified form workflow automation. It also offers seamless integration with other platforms, making it a versatile tool for various form creation needs.
BreezePDF addresses the limitations of Microsoft Forms by providing advanced PDF editing features that allow you to create complex and visually appealing forms. You have greater control over form design and branding, enabling you to create forms that align with your brand identity. BreezePDF simplifies form workflow automation, allowing you to streamline data collection and processing. BreezePDF also allows you to easily add input boxes, type text, sign, add images, password protect, merge PDFs, and delete PDF pages. It is also 100% private, as your documents never leave your device.
IX. Step-by-Step Guide: Creating Fillable Forms with BreezePDF
To create a new form with BreezePDF, start from scratch or use a pre-designed template. Add and customize form fields by dragging and dropping them onto the document. Set up validation rules and conditional logic to ensure data accuracy and relevance. Publish and share the form by generating a link or embedding it on your website. Collect and analyze responses to gain insights into the data collected. Adding fillable boxes has never been easier, offering a seamless experience for both creators and users.
X. Conclusion
Office 365 offers various methods for creating fillable forms, including Microsoft Forms, Word, Excel, OneNote, and SharePoint. However, these tools have limitations, such as a lack of advanced PDF editing features, limited control over form design and branding, and difficulty in creating complex form workflows. While these tools may suffice for basic form creation, they may not meet the needs of users requiring more advanced features and customization options.
BreezePDF emerges as the ideal solution for robust, customizable, and efficient fillable form creation and management. With its advanced PDF editing capabilities, enhanced form design options, and simplified form workflow automation, BreezePDF addresses the limitations of Microsoft Forms and other Office 365 tools. BreezePDF's offline functionality and private, browser-based operation sets it apart from cloud-based solutions, ensuring your data remains secure. Explore BreezePDF today and start creating better forms with ease and confidence.
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