Civilian Human Resources: Forms

Forms Help

Microsoft Word Forms

  • Field Codes: If you see {FORMTEXT} anywhere in the form, you have view field codes on. You will need to turn this feature off to fill the form in properly. Do the following: (1) Close MSWord 2010 completely, then reopen it. (2) Hit ALT-F9. (3) Then reopen the form.
  • Show All: If you have the "Show All" feature on, you need to turn this feature off while filling in forms. You can turn this feature on or off by using Ctrl + Shift + *. (Note: The "Show All" feature is what allows you to see the hard returns, page break, etc.)
  • Tabbing and adding data: Word forms are designed so that you can tab through each field in the document. Each field will expand and wrap automatically when adding data. Also, you may see a checkbox for items that require a Yes/No or True/False answer. If you click on the checkbox once, the box will automatically fill in with an X. If you click again, the X will disappear.
  • CHR Menu: Most downloadable Word documents have a CHR menu. This menu has submenu selections that are associated with the protected form. These selections allow you to do things that are normally not available to a protected document. For example, Spell Check is not normally accessible. However, through macro programming it is available for you to use.
  • Protection: When you first open up the form, you cannot edit anywhere on the document, with the exception of the fields and checkboxes. Which means that the document is protected from anyone wanting to update the form template. However, you can update the fields and checkboxes, and save that to a file on your hard drive or a floppy disk. The information in the fields and checkboxes will still be there when you open up the saved file.
  • Unprotecting: If you want to edit or add a page to the main template, you will need to Unprotect the document. You can do this simply by clicking on Tools, and then Unprotect. The main template will now be available for editing or adding a page, but you will not be able to tab from field to field anymore.
  • Protecting: After you have made the changes to the template, you will need to reestablish protection to use the tab feature and add data to the fields. A special caution is needed here: when re-protecting a document, you will lose any data that you have added to the fields. You should only use the Unprotect and Protect feature on documents you have not added data. One exception is any CHR form with VBA macro programming. With regard to these forms, if you need to Protect a document without losing data, use the Special Protect (no data loss) on the CHR menu and you will not lose any data. If you use the regular Protect (data loss), Microsoft Word will then ask you how you want your form protected. Click on the Forms radio button and click OK. After you have completed this, you will be able to use the tab feature and add data to the fields.

Adobe Acrobat

  • With Adobe Acrobat Reader you can fill in the document and print it, but only if the original document was created to allow you to fill in the fields. However, you cannot save the filled-in document unless you have the full Adobe Acrobat, or the Adobe Acrobat Approval software. With Acrobat Reader, you can only save the unchanged document to your hard drive or floppy disk drive. Make sure you have the latest Acrobat Reader. You can download the latest from Adobe at www.adobe.com. After you have loaded the Adobe main web page, click on the Adobe Acrobat Reader icon.
  • Remember, Acrobat Reader is free. The full version of Adobe Acrobat and Acrobat Approval is not free. Please contact the Helpdesk for more information regarding the latest on the licensing or purchasing of this software.
  • Once you are certain you have the latest Adobe Acrobat, Adobe Acrobat Reader, or Acrobat Approval, click on any of the form files listed on the CHR forms page. The file should open up in your browser. You can also view and print the file directly from the Adobe Acrobat Reader.