How to create a fillable form in Microsoft Word

When you think of word processors, what’s the first one that comes to mind? Microsoft Word, the longtime standby that’s been around decades, is probably what pops into your head. Word is the old guard, the place where papers, projects, and outlines are written, and the model on which other word processors like Google Docs have been based.

But if you’re running a dynamic business, sometimes word processing alone isn’t enough — especially if you want to create fillable forms to conduct surveys or safely collect personal information from your users.

If you’re wondering how to create a fillable form in Word, look no further. We’ll discuss the options, plus cover the capabilities these forms unlock and how they can help speed up your workflow.

Why use fillable forms in Word?

Using fillable forms in Word offers efficient automation and consistent data collection, making tasks quicker and reducing human error. They’re ideal for repetitive tasks like onboarding employees, gathering survey responses, or standardizing requests.

Compared to static PDF forms or online form builders, Word fillable forms provide an accessible, offline-friendly alternative—perfect for teams working in environments with limited internet access or when quick offline edits are essential. However, if your forms require real-time data integration or advanced conditional logic, online form builders like Jotform might be more suitable. Word is best when straightforward form, functionality and familiarity are top priorities.

Step-by-step: How to create a fillable form in Word

Step 1: Enable the developer tab

If you work with more complex forms, you might want to take advantage of Word’s developer tools. To do this, make sure Word’s developer menu is enabled. When building a form with developer tools, you’ll insert checkboxes or dropdown menus for individual users to fill out.

  • Click File, then select Options.
Selecting Options from the File options on Word
  • In the Word Options dialog box, click Customize Ribbon.
Clicking on the Customize Ribbon option under the Word Options
  • Check the box next to Developer and click OK.
Clicking on the box next to Developer and clicking on OK

Step 2: Insert text fields

  • Go to the Developer tab.
Clicking on the Developer tab on Word
  • Click Rich Text Content Control or Plain Text Content Control in the Controls section.
Clickin on the Rich Text Content Control or Plain Text Content Control in the Controls section on Word
  • Place the cursor where you want the text field to appear.

Step 3: Add checkboxes and dropdown lists

  • On the Developer tab, choose Checkbox Content Control or Dropdown List Content Control.
Choosing Checkbox Content Control or Dropdown List Content Control on the Developer tab
  • Click where you want these elements to appear, and customize list items through the Properties menu.

Step 4: Customize field properties

  • Select the inserted field, then click Properties under the Developer tab.
Clicking on the Properties under the Developer tab on Word
  • Here, you can add titles, placeholder text, and limit user editing.
Viewing the Content Control Properties Window

Step 5: Protect your form

  • Click Restrict Editing under the Developer tab.
Clicking on the Restrict Editing option under the Developer tab on Word
  • Check the Allow only this type of editing in the document box and select Filling in forms.
Checking the Allow only this type of editing in the document box and selecting Filling in forms option on Restrict Editing window
  • Click Yes, Start Enforcing Protection, set a password (optional), and click OK.
Clicking the Yes, Start Enforcing Protection option, setting a password (optional), and clicking OK on the Restrict Editing Window

Step 6: Test and distribute the form

  • Fill out the form yourself to test functionality.
  • Save and distribute the document via email, shared drives, or cloud services.

Train your team

Operating an adaptive and innovative business includes admitting what you don’t know. Learning how to create fillable forms in Word — and training everyone on your team — is a healthy exercise for your business. Turning a once difficult task into one everyone is comfortable with is an important part of your business’s growth and development.

With more streamlined processes, you can collect more user research responses or gather event registration signups with ease. Plus, putting these systems into place and training everyone on your team means that the next time you need to go through the process, you’ll already have the tools you need to hit the ground running.

A Word alternative

Though there’s a lot you can do with Word, there’s a lot you can’t. With Jotform, you can not only build forms but also manage and analyze all of the data you collect from them in one place. Jotform’s intuitive form builder makes it easy to build forms and embed them on your website. You’ll receive an email each time you receive a submission, and you can set up an autoresponder email to go to your users once they’ve completed the form. You won’t have to waste valuable time working through cumbersome steps or instructing your audience how to complete your forms.

Step-by-step: How to create a fillable form in Jotform

Step 1: Make a PDF fillable

Open Jotform’s fillable PDF creator. Either create a new fillable PDF form from scratch or upload an existing PDF to transform it into a fillable format instantly.

Viewing the Create Fillable PDF Form window on Jotform PDF Editor

Step 2: Customize your form

Easily personalize your form by adding page numbers, your business logo, or other brand-specific images, enhancing the professional look of your document.

Highlighting the Basic Elements on Jotform PDF Editor

Step 3: Automate email responses

Configure your form to automatically email respondents a copy of their filled-out form, simplifying follow-ups and record-keeping.

Clicking on the Autoresponder Email option on the Email Settings on Jotform PDF Editor

Step 4: Download and share

Download your fillable PDF form to your device or share it directly via email, ensuring effortless and professional distribution to users.

Clicking on the Download button under the PDF Form tab in Jotform PDF Editor

Fillable forms, whether created in Word or using Jotform, offer powerful and flexible ways to streamline data collection and enhance productivity. Choosing the right tool depends on your specific needs—Word excels in offline simplicity and ease of use, while Jotform delivers advanced online functionality with seamless PDF integration. By mastering fillable forms, you’ll simplify data gathering, improve accuracy, and create professional-looking documents effortlessly.

AUTHOR
Jotform's Editorial Team is a group of dedicated professionals committed to providing valuable insights and practical tips to Jotform blog readers. Our team's expertise spans a wide range of topics, from industry-specific subjects like managing summer camps and educational institutions to essential skills in surveys, data collection methods, and document management. We also provide curated recommendations on the best software tools and resources to help streamline your workflow.

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