adding real checkboxes

This time of year, it’s easy to become overrun and forgetful. There are presents to be bought and travel plans to be made—not to mention the day-to-day activities that keep us busy no matter what the time of year.

Microsoft Word has many different features that are guaranteed to help you stay organized this holiday season. This article will show you how to use two of them—Word’s table and form features—to create a checklist.

Insert a table

The first step involved in creating a checklist is to insert a table. To do this, select Table > Insert > Table from the menu (Table > Insert Table in Word 97). The Insert Table dialog box appears.

In the Insert Table dialog box, specify the number of columns and rows that you want the table to have. You’ll need at least two columns, and one row for every item in the list. If you’re not sure how many items will be on your list, don’t worry—you can always add or delete rows later. Click OK when you’re finished to insert the table.

Insert a check box

Now comes the most important part—inserting check boxes. After all, what fun is a checklist without little boxes to check off?

First, select View > Toolbars > Forms to display the Forms toolbar. Then,in the table, position the insertion point inside the cell that you want to contain a check box and click the Check Box Form Field button on the Forms toolbar. The check box is inserted. Repeat this step until all check boxes have been inserted.

Note: If the check box has a gray background, click the Form Field Shading button on the Forms toolbar to remove it.

Insert text

Now that you know how to insert check boxes, it’s time to insert your to-do list! Inserting text into a table is easy—all you have to do is click the cell you want to insert text into and start typing. To format the text in your list—for example, aligning text inside a cell—use the commands on the Standard toolbar and the Align and Distribute commands on the Tables and Borders toolbar.

Change cell width and height

Chances are you’ll want to adjust the width of a column or the height of a row in your checklist. For example, you’ll want to make sure the column that contains the check boxes isn’t too wide.

To change the width of a column, simply click and drag the right edge of the column you wish to resize. Release the mouse button when the column reaches the desired width.

To change the height of a row, simply click and drag the top edge of the row you wish to resize. Release the mouse button when the row reaches the desired height.

You can also use a dialog box to adjust column width and row height. Select Table > Table Properties from the menu (Table > Cell Height and Width in Word 97 and 2000) and make your specifications. Click OK when you're finished.

Adjusting borders and shading

If you don’t like the black border that has been applied to your checklist by default, you can easily remove it. To do this, select all the cells in the table, click the Border button list arrow on the Tables and Borders toolbar, and select No Border from the list.

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You can also fill the checklist, or specific cells in the checklist, with color. To do this, select the cell(s) you wish to color, click the Shading Color button list arrow on the Tables and Borders toolbar, and select a color from the list. If you don't see the color you want to use, and if you are using Word 2000 or later, click More Fill Colors to display the Colors dialog box.

Lock the form

The last step involved in creating a checklist is to lock the form. Locking a form enables you to check off the items in the checklist (the fun part!).

To lock the form, click the Protect Form button on the Forms toolbar. Now try clicking a check box. Tada! Click the check box again to uncheck it.

Note: Once you lock the form, the table cannot be edited. To edit the table, click the Protect Form button on the Forms toolbar once again to unlock the form.

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Your completed table and checklist

  quick reference card

Get the Quick Reference Card on Microsoft Word!  Download it for free and print it on your own printer.  You might even want to laminate it.

  schedule a class on Word

Styles and bullets got you pulling out your hair?  Request an on-site class on Word from Applied Office sometime next year.  Sessions are just $95/hr and your employees will enjoy a variety of classes for different skill levels from beginner to advanced.

Learn more here.