I'll advise you up front that it will be much quicker and easier to fill out
the preprinted form by hand or with a typewriter (if you can still find
one). Trying to do it in Word will probably lead to much grief.
If you insist, here's the typical method:
- Scan the form as a graphic file (jpg or the like).
- In a new blank document, open the header pane. With the cursor in the
header, insert the scanned graphic file (Insert > Picture > From File).
- With the picture selected, set its text wrapping to Behind Text, and drag
its edges so it's sized the same as the original. (As an alternative to
dragging, right-click and choose Format Picture; on the Size tab of the
dialog, set the Scale boxes to 100%.)
- Position the picture with respect to the paper edges to match the
preprinted form. Close the header pane.
At this point it's a good idea to print the document on plain paper. Hold
the printout and the preprinted form together up to a strong light to see
how well they align. If necessary, reopen the header pane and fix the size
and position of the picture; repeat until the printout matches as well as
possible. Save the document.
- With the cursor now in the body of the document, use the Insert > Text Box
command and draw a text box to match one of the blanks in the picture.
- Right-click the edge of the text box and choose Format Text Box.
- On the Colors and Lines tab of the dialog, choose No Fill and No Line.
Close the dialog.
- Right-click the edge of the text box again and choose Set AutoShape
Defaults. That means the other text boxes you draw will automatically have
no fill and no line.
- Click outside the text box to unselect it. Then use Insert > Text Box to
draw another box to match another blank. Repeat until you cover all the
blanks.
Save the document again. (Note that the time you've used up to this point
would probably have been more than sufficient to fill in the form on a
typewriter.)
- Click in each text box in turn, and enter the required information. Save
again after completing each box.
- Do a test print on plain paper, hold it up with the preprinted form, and
check that everything is complete and properly positioned. If not, adjust
the document and save again.
- Time for the final print: Open the header area, select the picture, and
press the Delete key. Put the preprinted form in the printer and print the
document, which now has only the text boxes and their contents -- probably
in the right positions. If all went well, close the document and tell it NOT
to save changes (to undo the deletion of the picture).
Your choice!
--
Regards,
Jay Freedman
Microsoft Word MVP
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