MS WORD - Insert "Help" Text??? 2

[mwesticle]

I'm creating a Word document that will be used for requirements gathering. There are several sections the end user will be required to fill out ("Specifications", "Constraints", etc.). I want to try something, and I'm not sure it's possible. Under each section heading, I want to provide the user with some "help" text, that will help them to figure out what information is needed in each section (since the heading "Specifications" might be too broad). I'd like the user to see something like this (using "Specifications" as an example):

-SPECIFICATIONS-------------------------------------------
{Enter Product ID and Version Number, along with a short description of the hardware itself}

From here, the user should be able to easily overwrite the "help" text, so when this section is completely filled out, it might look something like this:

-SPECIFICATIONS--------------------------------------------
The Product ID is 1234. The Version Number is 56789. The server is roughly 45 lbs, and will require redundant clustering.

I want the user to be able to type as much or as little as they feel is needed. Is there any tricky way I can do this, or something similar? Any help, once again, would be GREATLY appreciated. Thanks!

 

[dcompto]

You could use Text Form Fields.

View-Toolbars-Forms (Forms toolbar)
You may want to turn on Form Field Shading (last button on the Forms toolbar) for two reasons: (1) so you can see the blank fields before the "help text" is inserted, and (2) so Users can easily distinguish between regular text and "help text" when filling in the form.

Click first button on toolbar (Text Form Field)
Right click the blank field
Choose Properties
In the Default text: window type the help text you desire
Change the Maximum length: to Unlimited
Fill-in enabled should be checked

 

[mwesticle]

That's pretty much exactly what I need, thanks! I do, however, have a couple of questions here. I was instructed not to use Form Fields. The assumption, I guess, was that using form fields limits the user's ability to format whatever they might choose to type into the "empty space" below the section heading. Do you know if using form fields in any way limits a user's ability to fomat their data? In other words, can I, as an end user, format my text, create lists, etc., in a form field with the same freedom as if I had opened a blank Word document and just started typing? Do you know if there is any other way I can add "help" text to a section, without having the help text become a part of the user's completed document? I'll probably end up using form fields, but I'm just wondering if there possibly is a better way. Thanks!

 

[dcompto]

Normally, you would "Protect" a document containing Form Fields (Tools-Protect Document) and the functionality would be different, but in this instance you don't. Although the suggestion I made in my earlier post uses the Text Form Fields in an unconventional manner, it is the only way I know to get "help text" with click-and-replace functionality.

Think of the Text Form Fields, used in this manner, as being prompts. They prompt the End User for specific information. The End User simply clicks once anywhere on the prompt and starts typing. The moment the first character is pressed, the prompt no longer exists. The End User has complete freedom in formatting the data.

A prompt (Text Form Field) itself IS LIMITED, but I understood you to say that they are just section/text headings. In that case, there should be no problem. You can use any character or paragraph formatting AFTER CREATING THE PROMPT.

One drawback is that Users cannot tab from field to field. Instead, they have to click each field and type the replacement text.

In addressing your specific questions, the following answers apply in reference to Text Form Fields in an UNPROTECTED Document:

>>using form fields limits the user's ability to format whatever they might choose to type into the "empty space" below the section heading<<

There are no limits.

>>can I, as an end user, format my text, create lists, etc., in a form field with the same freedom as if I had opened a blank Word document and just started typing?<<

Yes.

>>Do you know if there is any other way I can add "help" text to a section, without having the help text become a part of the user's completed document?<<

I don't know.

 

[fumei]

Help on a text formfields can be written so it does not become part of the user input. It remains simply a F1 Help Message. On the formfield properties click help text, select the Help text tab (not the status bar - too easy to miss). The text you enter is displayed with an F1, but does not go into the user input.

If I may make a suggestion, make the text you want to display help on, as text formfields. Enter its text (e.g. Specifcations", de-selected "Fill-in enables". Do the F1 help for them. For each one put a continuous section break right before and immediately after. Protect those fields ONLY. That way the user can press F1 on the heading text "Specifications", get the "blah blah" help message, then input regular text afterwards. The F1 help is display only and the answer can be exactly what the user types in.



Gerry
Painting/Sculpture site:

http://persweb.direct.ca/gknight/