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Old 06-13-2014, 03:56 AM
elowry elowry is offline Finalizing Word Forms Mac OS X Finalizing Word Forms Office 2010 64bit
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Default Finalizing Word Forms

I use Word forms quite a bit for work. I am an attorney, and use them often for contracts that I start with a basic template for.



However, after I finish filling out one of these forms, I then need to send it to opposing counsel, who are often not tech savvy, and they screw up the forms with their edits (deleting a form field that is referenced lower down, for example).

I know that I can lock sections of the form--that's not what I want to do.

What I want to do, if possible, is 'finalize' the form, having the form fields disappear, and whatever is in them become part of the document permanently, just like if it was typed.

In other words, I fill the form out, then save it and it looks like a standard word document, and any edits to referenced fields will no longer affect other parts of the document. That way, I can send it to the other guy for edits without the fear that the document will get all screwed up.

I hope that made sense--it's a bit difficult to explain what I am trying to do. Anyone have any advice?

Thank you!
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Old 06-13-2014, 05:46 AM
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macropod macropod is offline Finalizing Word Forms Windows 7 32bit Finalizing Word Forms Office 2010 32bit
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After you've finished filling in the formfields, unprotect the document, then press Ctrl-A, Ctrl-Shift-F9 to convert all fields to their results.

Note that this will also convert other fields, such as Tables of Contents to text also. If you don't want that, select just the range(s) you want to convert instead of using Ctrl-A. Then use Ctrl-Shift-F9.
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Old 06-13-2014, 05:58 AM
Charles Kenyon Charles Kenyon is online now Finalizing Word Forms Windows 7 64bit Finalizing Word Forms Office 2010 32bit
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This is called unlinking fields and can also be done with Ctrl+6 (under the ^). If you have a lot of fields intermingled with your form fields that you do not want unlinked, it can be done with a macro.

Note, if you do not want the recipient to edit, period, I would suggest sending a pdf. (Which is somewhat harder to edit.)
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Old 06-13-2014, 06:04 AM
Charles Kenyon Charles Kenyon is online now Finalizing Word Forms Windows 7 64bit Finalizing Word Forms Office 2010 32bit
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BTW, if you use content controls instead of legacy form fields you can make them so they either change to ordinary text when filled in or so that they cannot be deleted. The protections available are far more flexible. Word Content Controls

I am also a lawyer and use many legacy forms yet (why fix if not broken?). For my documents that go to others, I often use Mail Merge instead of legacy forms or content controls. When I fill in many documents for the same case, this gets basic information about the client and the situation from a data file. This gives me a working draft. I then unlink from the data source and edit.

Last edited by Charles Kenyon; 06-13-2014 at 06:49 AM. Reason: added link to mail merge page
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Old 06-13-2014, 06:14 AM
elowry elowry is offline Finalizing Word Forms Mac OS X Finalizing Word Forms Office 2010 64bit
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Default Thank you!

This was exactly what I was looking for. Thanks so much!

I am very interested in the last bit you mentioned, and I'll be reading up on it tonight. Anything to improve my efficiency is great.

One last question, when I unlink as described above, the text that was formerly in a field now appears to have grey parentheses around them, showing where the field was. I think this must be a setting I can turn off?

Thanks again!
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Old 06-13-2014, 06:36 AM
elowry elowry is offline Finalizing Word Forms Mac OS X Finalizing Word Forms Office 2010 64bit
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Found it: had to uncheck "show bookmarks" in the options.

Thanks again, all.
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Old 06-13-2014, 04:30 PM
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Quote:
Originally Posted by elowry View Post
Found it: had to uncheck "show bookmarks" in the options.
That only hides the bookmarks on your system. It doesn't affect their presence in the document or whether others might see them. When using formfields this way, ideally you'd omit their internal bookmark names except for the few you want to use for cross-referencing. If that still leaves too many unwanted bookmarks, you could delete them. To manage the lot in one go you might use a macro like:
Code:
Sub Normalise()
Application.ScreenUpdating = False
With ActiveDocument
  If .ProtectionType <> wdNoProtection Then
    .Unprotect Password:=""
  End If
  .Fields.Unlink
  While .Bookmarks.Count > 0
    .Bookmarks(1).Delete
  Wend
End With
Application.ScreenUpdating = True
End Sub
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