How to Put a Checkbox in a Word Document

Written by bill chott
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How to Put a Checkbox in a Word Document
Adding a check box to electronic Word documents is a relatively simple process. (OK-check image by Brett Bouwer from Fotolia.com)

You can insert a check box in a Microsoft Word document to use as a fill-in box for printed documents or a box that can be checked or cleared in electronic documents to make them interactive. The boxes look and work the same way in all versions of Word, but the process of inserting them differs, depending on which version of Word is in use.

Skill level:
Easy

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Instructions

  1. 1

    Open Microsoft Word.

  2. 2

    Place the cursor where you want to insert a check box.

  3. 3

    Initiate form field functionality. If the Microsoft-Office-2007-and-later ribbon at the top of the screen displays a "Developer" tab, continue to Step 4. If the ribbon does not display a "Developer" tab, click the "Office Button" at the top left of the ribbon. Select the "Word Options" button. Click "Popular" in the left column. Choose the check box on "Show Developer tab in the ribbon," then click "OK."

  4. 4

    Click the "Developer" tab.

  5. 5

    Click the "Legacy Tools" icon in the "Controls" section of the "Developer" tab, and pull down to display the options. Under "Legacy Forms," click the check box. A check box displays in the document. If shading displays around the check box, continue to Step 6. If shading does not display and you only want to use the check box in a print document, your task is completed. If shading does not display and you want the check box to be checked electronically, skip to Step 7.

  6. 6

    Remove shading. Select the check box that you inserted in the document. In the "Controls" section of the "Developer" tab, select the "Legacy Tools" icon again. Pull down to select the shaded letter "a" under "Legacy Forms." The shading should then be cleared. If you only want to use the check box in a print document, your task is completed. If you want the check box to be checked electronically, continue to Step 7.

  7. 7

    Activate check box interactivity. In the "Protect" section of the "Developer" tab, click "Protect Document" to display the "Restrict Formatting and Editing" panel to the right of the document. In Section 2, "Editing Restrictions," click the check box on "Allow only this type of editing in the document." Open the drop-down list and select "Filling in forms." In Section 3, "Start Enforcement," click "Yes Start Forcing Protection." When the "Start Enforcing Protection" dialogue box displays, enter a password and confirm it only if you want to password-protect the document; otherwise, just click "OK." The check box can now be checked and cleared with a mouse click, and the user cannot change anything in the rest of the document.

  1. 1

    Open Microsoft Word.

  2. 2

    Insert your cursor where you want to insert the check box.

  3. 3

    Select the "View" menu, and scroll down to select "Toolbars." Then click "Forms."

  4. 4

    Click on the "Check Box Form Field," which is the check box displayed in the "Forms" toolbar. A check box appears in your document. If shading displays around the check box, continue to Step 5. If shading does not display, and you only want to use the check box in a print document, your task is completed. If shading does not display and you want the check box to be checked electronically, skip to Step 6.

  5. 5

    Click on "Form Field Shading," which is the shaded box with the letter "a" in it on the "Forms" toolbar. If you only want to use the check box in a print document, your task is completed. If you want the check box to be checked electronically, continue to Step 6.

  6. 6

    Activate check box interactivity. Click "Protect Form," which is the box with the lock in it on the "Forms" toolbar. The check box can now be checked and cleared with a mouse click, and users cannot change anything in the rest of the document.

Tips and warnings

  • You cannot makes changes to a document while protection is enforced or it is locked. You have to remove the protection or unlock it by navigating to the sequence in the process where you initiated the protection. Then, remove the protection or unlock the document.

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