How do I fill in checkboxes without using Restrict Permissions?

VicVicVic · #1 07-21-2016, 10:33 AM

Hello. This seems like a simple thing to do, but I cannot figure out a way to do it. After trying on and off for over a year via search engine searches and self testing, this is my first time asking.

In a Word document with checkboxes, I know that I can Restrict Permissions under the Review tab in order to fill in checkboxes with one click. However, there are times I do not want to Restrict Permission. If I don't Restrict Permissions, clicking on a checkbox once does not do anything. If I click it twice, a pop-up of Check Box Form Field Options appears, and I can change the Default Value to "Checked." This seems like a lot of unnecessary clicks and time spent. Is there a way to quickly fill in checkboxes without Restrict Permissions? (I initially was hoping that by holding down a key and clicking, the checkboxes could be filled.)

Thank you.

Charles Kenyon · #2 07-21-2016, 11:34 AM

You are using "legacy" form checkboxes. In Word 2010, you can use Content Control checkboxes which will work regardless of editing restrictions. These will not work, though, in earlier versions of Word. For those, document protection or macros are required.

Making Forms with Microsoft Word

Note, you should not mix legacy form fields and content controls in the same document unless you are an expert who enjoys work (and complaints).

VicVicVic · #3 07-21-2016, 11:37 AM

Thank you for the response, Charles.

Unfortunately, I am using documents created by my worksite, and all of the checkboxes they use are of the legacy type. I am not able to create new documents or alter them.

Some of the work computers still run Windows XP and Word 2003, so I would imagine they're not going away from legacy checkboxes any time soon. My work computer just got upgraded to Windows 7 half a year ago.

I probably click on over 100 checkboxes per week, so having a solution for my specific situation would save quite a bit of time.

Charles Kenyon · #4 07-21-2016, 12:25 PM

There is no method that does not involve macros.

If you are sharing these and the macros are not implemented system-wide it is likely to be problematic. See Add Interactive Toogle or Sequenced Object to Document and my own Check-Box Add-In for ideas. Mine is based on the methods used in the FAX template distributed with Word 97. Those work in any later version of Word. More on these can be found in Single-Click Checkboxes in Word.

With a formfield checkbox, you can right-click on it and change it to "checked" or "unchecked."

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