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Create fillable forms

ONLYOFFICE Document Editor allows you to effortlessly create fillable forms in your documents, e.g. agreement drafts or surveys.

Form Template is DOCXF format that offers a range of tools to create a fillable form. Save the resulting form as a DOCXF file, and you will have a form template you can still edit, revise or collaborate on. To make a Form template fillable and to restrict file editing by other users, save it as an OFORM file. Please refer to form filling instructions for further details.

DOCXF and OFORM are new ONLYOFFICE formats that allow to create form templates and fill out forms. Use ONLYOFFICE Document Editor either online or desktop to make full use of form-associated elements and options.

You can also save any existing DOCX file as a DOCXF to use it as Form template. Go to the File tab, click the Download as... or Save as... option on the left side menu and choose the DOCXF icon. Now you can use all the available form editing functions to create a form.

It is not only the form fields that you can edit in a DOCXF file, you can still add, edit and format text or use other Document Editor functions.

Creating fillable forms is enabled through user-editable objects that ensure overall consistency of the resulting documents and allow for advanced form interaction experience.

Currently, you can insert editable plain text fields, combo boxes, dropdown lists, checkboxes, radio buttons, and assign designated areas for images. Access these features on the Forms tab that is available for DOCXF files only.

Creating a new Plain Text Field

Text fields are user-editable plain text form fields; no other objects can be added.

To insert a text field,
  1. position the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the text field icon Text Field icon.

text field inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

text field settings

  • Key: a key to group fields to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each text field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted text field; “Your text here” is set by default.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the text field.
    tip inserted
  • Fixed size field: check this box to create a field with a fixed size. When this option is enabled, you can also use the Autofit and/or Multiline field settings.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Characters limit: no limits by default; check this box to set the maximum characters number in the field to the right.
  • Comb of characters: spread the text evenly within the inserted text field and configure its general appearance. Leave the box unchecked to preserve the default settings or check it to set the following parameters:
    • Cell width: type in the required value or use the arrows to the right to set the width of the inserted text field. The text within will be justified accordingly.
  • Border color: click the icon no fill to set the color for the borders of the inserted text field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon no fill to apply a background color to the inserted text field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Autofit: this option can be enabled when the Fixed size field setting is selected, check it to automatically fit the font size to the field size.
  • Multiline field: this option can be enabled when the Fixed size field setting is selected, check it to create a form field with multiple lines, otherwise, the text will occupy a single line.

comb of characters

Click within the inserted text field and adjust the font type, size, color, apply decoration styles and formatting presets. Formatting will be applied to all the text inside the field.

Creating a new Combo box

Combo boxes contain a dropdown list with a set of choices that can be edited by users.

To insert a combo box,
  1. position the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the combo box icon Combo box icon.

combo box inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

combo box settings

  • Key: a key to group combo boxes to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each combo box using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted combo box; “Choose an item” is set by default.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the form field.
    tip inserted
  • Value Options: addadd values new values, deletedelete values them, or move them upvalues up and values downdown in the list.
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon no fill to set the color for the borders of the inserted combo box. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon no fill to apply a background color to the inserted combo box. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.

You can click the arrow button in the right part of the added Combo box to open the item list and choose the necessary one. Once the necessary item is selected, you can edit the displayed text entirely or partially by replacing it with yours.

combo box opened

You can change font decoration, color, and size. Click within the inserted combo box and proceed according to the instructions. Formatting will be applied to all the text inside the field.

Dropdown lists contain a list with a set of choices that cannot be edited by the users.

To insert a dropdown list,
  1. position the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the dropdown list icon Dropdown icon.

dropdown list inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

  • Key: a key to group dropdown lists to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each form field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted dropdown list; “Choose an item” is set by default.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the form field.
    tip inserted
  • Value Options: addadd values new values, deletedelete values them, or move them upvalues up and values downdown in the list.
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon no fill to set the color for the borders of the inserted dropdown field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon no fill to apply a background color to the inserted dropdown field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.

You can click the arrow button in the right part of the added Dropdown list form field to open the item list and choose the necessary one.

dropdown list opened

Creating a new Checkbox

Checkboxes are used to provide users with a variety of options, any number of which can be selected. Checkboxes operate individually, so they can be checked or unchecked independently.

To insert a checkbox,
  1. position the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the checkbox icon Checkbox icon.

checkbox inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

checkbox settings

  • Key: a key to group checkboxes to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each form field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the checkbox.
    tip inserted
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon no fill to set the color for the borders of the inserted checkbox. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon no fill to apply a background color to the inserted checkbox. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.

To check the box, click it once.

checkbox checked

Creating a new Radio Button

Radio buttons are used to provide users with a variety of options, only one of which can be selected. Radio buttons can be grouped so that there is no selecting several buttons within one group.

To insert a radio button,
  1. position the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the radio button icon Radio Button icon.

radio button inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

radio button settings

  • Group key: to create a new group of radio buttons, enter the name of the group in the field and press Enter, then assign the required group to each radio button.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the radio button.
    tip inserted
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon no fill to set the color for the borders of the inserted radi button. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon no fill to apply a background color to the inserted radio button. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.

To check the radio button, click it once.

radio button checked

Creating a new Image

Images are form fields which are used to enable inserting an image with the limitations you set, i.e. the location of the image or its size.

To insert an image form field,
  1. position the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the image form icon Image icon.

image form inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

image form settings

  • Key: a key to group images to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each form field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted image form field; “Click to load image” is set by default.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the bottom border of the image.
  • When to scale: click the drop down menu and select an appropriate image sizing option: Always, Never, when the Image is Too Big, or when the Image is Too Small. The selected image will scale inside the field correspondingly.
  • Lock aspect ratio: check this box to maintain the image aspect ratio without distortion. When the box is checked, use the vertical and the horizontal slider to position the image inside the inserted field. The positioning sliders are inactive when the box is unchecked.
  • Select Image: click this button to upload an image either From File, From URL, or From Storage.
  • Border color: click the icon no fill to set the color for the borders of the inserted image field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon no fill to apply a background color to the inserted image field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.

To replace the image, click the image icon image icon above the form field border and select another one.

To adjust the image settings, open the Image Settings tab on the right toolbar. To learn more, please read the guide on image settings.

Highlight forms

You can highlight inserted form fields with a certain color.

To highlight fields,

highlight settings

  • open the Highlight Settings on the Forms tab of the top toolbar,
  • choose a color from the Standard Colors. You can also add a new custom color,
  • to remove previously applied color highlighting, use the No highlighting option.

The selected highlight options will be applied to all form fields in the document.

Note: The form field border is only visible when the field is selected. The borders do not appear on a printed version.

Enabling the View form

Note: Once you have entered the View form mode, all editing options will become unavailable.

Click the view form button View form button on the Forms tab of the top toolbar to see how all the inserted forms will be displayed in your document.

view form active

To exit the viewing mode, click the same icon again.

Moving form fields

Form fields can be moved to another place in the document: click the button on the left of the control border to select the field and drag it without releasing the mouse button to another position in the text.

moving form fields

You can also copy and paste form fields: select the necessary field and use the Ctrl+C/Ctrl+V key combinations.

Creating required fields

To make a field obligatory, check the Required option. The mandatory fields will be marked with red stroke.

Locking form fields

To prevent further editing of the inserted form field, click the lock form icon Lock icon. Filling the fields remains available.

Clearing form fields

To clear all inserted fields and delete all values, click the clear fields icon Clear All Fields button on the Forms tab on the top toolbar.

Navigate, View and Save a Form

fill form panel

Go to the Forms tab at the top toolbar.

Navigate through the form fields using the Previous field icon Previous field and Next field icon Next field buttons at the top toolbar.

When you are finished, click the Save form Save as oform button at the top toolbar to save the form as an OFORM file ready to be filled out. You can save as many OFORM files as you need.

Removing form fields

To remove a form field and leave all its contents, select it and click the delete form icon Delete icon (make sure the field is not locked) or press the Delete key on the keyboard.

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