Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Understanding Forms.
Written by Allen Wyatt (last updated May 20, 2025)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021
Word provides a way that you can create standardized documents rather easily, allowing users to enter only the information that changes from one document to the next. These are called forms and they consist of a protected document template that has special fields inserted within the template. These fields indicate where the user of the form inserts their information.
Forms are typically used for documents in which there are only a few items that change in each iteration of the document. For instance, if you have a standard service contract, the only items that may change from one contract to another are the name of the person entering into the contract, the type of services provided, and the amount being charged for those services. Documents such as this are prime candidates for being defined as a form.
To create a form, you basically follow these steps:
Later, when the form is being used, someone creates a new document using your template. They can then only enter information in the fields you have defined. The new document can then be saved under any name desired and later recalled.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8302) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Understanding Forms.
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In order to use a form in Word, it must be protected. This means that you cannot make any changes to the form, even if ...
Discover MoreWord allows you to create forms that other people can use to enter information. One of the last steps normally taken with ...
Discover MoreWhen using form fields to gather information from users of your documents, you may want to make sure that some of the ...
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2025-05-20 12:30:16
Timothy J. McGowan
@Michael Gsmlen:
There is a LOT of information related to forms, and it can't all be boiled down into a single tip. Fortunately, Allen has written extensively about forms in tips here: https://wordribbon.tips.net/results.html?q=forms
2025-05-20 05:46:27
Michael Gsmlen
It would be helpful to add more information on what and where the Form fields are located.
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Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here:
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