| There is a lot of paperwork associated with HR | | | | 4. Drop-down fields are where you decide what |
| Policies and Procedures. Increasingly 'paperwork' is a | | | | options are available, e.g. 'one week', 'two weeks', |
| misnomer as we use computer technology to produce | | | | 'three weeks'. Click on the Drop-down Form Field icon |
| 'soft' forms. So how to produce forms that look good | | | | to add a drop-down field then double-click on it to type |
| and professional, are clear and are easy to complete? | | | | in the options you want to make available in the order |
| Microsoft Word has useful functionality under View | | | | they will appear. |
| > Toolbars > Forms. This allows you to add fill-in | | | | 5. Once you have added all the form fields, test the |
| form fields, drop-down fields and check boxes. The | | | | form by clicking on the padlock symbol on the toolbar |
| form can be 'protected' so that the recipient cannot | | | | to protect it and then use Tab to go through the form. |
| alter the text or format and must complete the form | | | | To clear the entries or choices you have made, unlock |
| fields in the manner required. For example, date fields | | | | the form and click on the eraser Reset Form Fields |
| must be completed in a date format and number fields | | | | symbol. The Tab key will cycle through the fields from |
| can only include numbers. | | | | top to bottom, left to right. |
| | | | 6. When you are happy with the form, protect it |
| 1. To create a simple form, use the Table menu to | | | | through Tools > Protect Document > Editing |
| insert a table including all the rows and columns you | | | | restrictions > Filling in forms, add a password and |
| need, including any spare rows to divide the form into | | | | save it again as a Word Template. That way the user |
| sections. Type in the headings and item descriptions. | | | | will open the form as a new document and your |
| Add any other formatting such as shading through | | | | original will be safe. |
| right-click on a cell, row or column and Format Cells, | | | | If you have an intranet or your Staff Handbook on-line |
| Shading. Save the form! | | | | in a web version, then forms can be provided for |
| 2. With the Forms toolbar showing, click in the form | | | | download or as an attachment. |
| where you need a text field and click on the abl icon in | | | | Forms can be very sophisticated. For example, a |
| the toolbar to add the text field. You can leave form | | | | standard template letter can be used to confirm a |
| field shading on or turn it off by clicking on the shaded | | | | Maternity Leave and automatically fill in the various |
| a. Double clicking in the form field will bring up the Form | | | | dates of Ordinary Maternity Leave, Additional |
| Field Options where you can determine if the field is | | | | Maternity Leave and pay or allowances to be paid |
| for regular text, a date field, etc. | | | | through the leave period. You can also create a form |
| 3. For Yes or No or any other check box, click in the | | | | to bring up a dialog box where you fill in the required |
| form where you want a check box and then click on | | | | details and they are automatically placed in your |
| the tick box icon. The box will fill with an X when | | | | document, saving you both time and from making |
| clicked. You do need to add its description to one side | | | | mistakes. |
| of the box. | | | | |