Umair Gaines
Electronic forms, or e-forms, are online versions of traditional paper forms. They are designed to collect information, payments, and file uploads, serving the same purpose as paper forms but with greater flexibility and efficiency. E-forms can be created using various tools, such as Microsoft Word or specialised software like Jotform, which offers customisation, security, and integration with third-party apps. To create an e-form, one must determine the fields and their placement, considering data collection methods such as text, date, or checkboxes. These forms can then be sent via email, filled out, and returned, streamlining information gathering and reducing paper waste.
| Characteristics | Values |
|---|---|
| Creation | Use Microsoft Word, Jotform, or PDFgear to create electronic forms. |
| Accessibility | Accessible from any location, time zone, or device. |
| Speed | Instantaneous delivery and response collection. |
| Accuracy | Can be set up to accept certain data types, reducing errors and missed fields. |
| Waste | Paperless, reducing waste and environmental impact. |
| Security | Data can be securely stored in a database and synced with third-party apps. |
| Customisation | Customisable fields, including text, date, and checkboxes. |
| Protection | Forms can be locked or protected to prevent unwanted changes. |
| Signature | Electronic signatures can be added to PDF forms before sending. |
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What You'll Learn
Using Microsoft Word
To create a form in Microsoft Word that users can fill out and save or print, you will need to start with a blank document or select a template.
First, enable the Developer tab in the ribbon by going to File > Options > Customize Ribbon and checking the Developer box. Now, you can add content controls to your document, such as text boxes, check boxes, date pickers, and drop-down lists. These can be customised to fit your needs, with options to add entry and exit macros, change the appearance, and set validation rules to prevent errors.
To add a content control, simply click or tap where you want to insert it in your document, then select the type of control you want from the Developer tab. You can also remove content controls by selecting them and pressing Delete.
Once you have added your content controls, you can protect your document by restricting editing to specific sections. To do this, separate the document into sections and only protect the sections you want to restrict.
Finally, save your form as you would any other Word document, and it's ready to be sent out and filled in!
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Using Jotform
Electronic forms or e-forms are online versions of traditional paper forms. They are more agile and powerful than paper forms and offer several benefits, such as ensuring accuracy, being universally accessible, and saving time by eliminating the need for paper and ink.
Jotform is a freemium web/app-based tool that allows users to create electronic forms. It offers a simple and intuitive drag-and-drop Form Builder that requires no technical skills or coding experience. With Jotform, you can create powerful and engaging custom e-forms with sleek designs, advanced form fields, and conditional logic.
- Simplicity and Ease of Use: Jotform is designed for simplicity, allowing users to create complex forms with ease. The drag-and-drop feature makes form creation a breeze, as you can simply choose the form design and drag blocks to place them on your chosen template.
- Customization: With Jotform, you can customize your forms to fit your specific needs. You can add specific fields, adjust the appearance, and style your forms with your own logo, fonts, and colors.
- Templates: Jotform offers thousands of free form templates, saving you time and effort. You can choose from a wide range of templates for common form types, such as registration forms, surveys, and order forms, and customize them to fit your requirements.
- Data Collection and Integration: Jotform enables you to collect important data securely and seamlessly. You can instantly build a secure database of form data, e-signatures, and file uploads. Additionally, Jotform integrates with various third-party apps, including Google Drive, Dropbox, Slack, Trello, and Airtable, allowing you to automatically sync your form data.
- Security: Jotform offers advanced security features to protect your information. This includes form encryption, spam protection, backup options, and password protection. Jotform also complies with PCI, HIPAA, GDPR, and CCPA regulations, ensuring your electronic forms meet professional compliance requirements.
- Accessibility: Electronic forms created with Jotform are universally accessible. They can be accessed and filled out on any device, including desktop computers, mobile devices, and tablets, making it convenient for respondents to complete and submit forms from anywhere.
- Automation: Jotform automates various tasks, such as sending form submissions directly to email marketing services, project management boards, CRMs, and cloud storage apps. This saves you time and streamlines your workflow.
- Payment Processing: Jotform allows you to accept payments directly through your forms, making it convenient for businesses to collect fees or donations.
- Multi-Language Support: Jotform supports multi-language translation, including German, Spanish, French, and Chinese, making it accessible to a global audience.
By leveraging the features and benefits of Jotform, you can efficiently create, customize, and manage electronic forms to streamline data collection, improve user experience, and automate your workflow.
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Using PDFgear
PDFgear is a versatile PDF editing software that is available on all platforms and devices. It is compatible with all macOS devices, including MacBook, MacBook Pro, and MacBook Air. It is also available on the App Store and Google Play.
To use PDFgear, you can follow these steps:
- Download PDFgear on your device. For macOS devices, you can download it from the PDFgear website. For iPhone and iPad users, you can download it from the App Store, and for Android devices, you can get it from Google Play.
- Open the PDF file that you want to fill out and sign in the PDFgear app.
- Go to the Form tab, where you will find tools dedicated to filling out forms.
- To add text, click on Add Text and then click on the desired position in the document to start typing. You can customize the font size and colour in the menu.
- To insert an image, click on Add Image and then drag and drop the image to your desired location. You can resize the image using the resizing handles.
- To add your signature, click on Signature in the Form tab. If you haven't saved a signature in PDFgear before, you will need to create a new one. You can create a signature by typing it out, drawing it with your mouse or touchpad, or uploading an image of your signature.
- Once you have filled out and signed the form, click the Download button to save the completed PDF to your device.
PDFgear offers a convenient and secure way to fill out and sign PDF forms on various devices, providing users with a seamless experience without any platform restrictions or costs.
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Using Google Forms
Google Forms is a versatile tool that allows you to create online surveys, quizzes, and forms. It offers a range of features to make form creation and management simple and efficient. Here's a step-by-step guide on using Google Forms:
Creating a Form:
- Go to forms.google.com.
- Click on "Blank form" to start a new form or select a template to customise.
- Name your form by clicking on the "Untitled form" field.
- Add sections to your form by clicking "Add Section". Sections make your form easier to read and complete, with each section starting on a new page.
- Click "Add" to insert questions or other form elements.
- Choose the type of question you want from the options on the right. You can add multiple-choice questions, short or long answer questions, checkboxes, and more.
- Type the question and any answer options. You can also add images, videos, or a description to provide more context.
- Customise the form's theme by clicking "Customise theme". You can change the colour, font style, and add your own photo as the header image.
Sharing and Managing Responses:
- Once your form is ready, you can share it with others via email, link, or by embedding it on a website.
- If you want to restrict access, you can require respondents to sign in with their Google Account and/or collect their email addresses.
- Responses to your form will be saved in a new Google Sheet within the spreadsheet linked to your Google account.
- You can also choose to save form responses to specific locations, such as Google Drive.
- Use add-ons like Apps Script, AppSheet, and Looker Studio to further analyse and manage responses.
Google Forms provides a straightforward way to create and manage forms, surveys, and quizzes, with a range of customisation options to suit your needs.
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Best practices for writing on an electronic form
Electronic forms are online web pages or electronic documents that serve the same purpose as paper forms but are more agile and powerful. They are designed to capture, validate, and submit data in forms processing. They are a more efficient, cost-effective, and environmentally friendly way to collect, process, and share data. Here are some best practices for writing on an electronic form:
- Use a user-friendly platform: Choose a platform that is easy to use and navigate for both the form creator and the user. This ensures a seamless form-filling experience and encourages users to complete the form without any frustration.
- Ensure accuracy and completeness: Set up your electronic form to accept only certain types of data to ensure accuracy and eliminate human error. Make sure to include all the necessary fields and validate the data to ensure completeness. This saves time and effort in correcting errors and ensures the data is valid and accurate.
- Automate functionality: Utilize the automated features of electronic forms, such as automatic fill-ins, data validations, and calculations. This improves the user experience and reduces the time spent on manual data entry.
- Seamless workflow integration: Design your electronic form to integrate easily into existing workflows. This ensures a smooth transition and avoids disrupting ongoing operations.
- Security and compliance: Prioritize the security of the electronic form to protect sensitive information. Ensure that the form is encrypted and secured behind a firewall to comply with data protection regulations.
- Accessibility: Create electronic forms that are universally accessible on various devices, including desktop computers, mobile devices, and tablets. This allows users to fill out and submit the form from anywhere, at any time, increasing convenience and response rates.
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Frequently asked questions
An electronic form is an online version of a traditional paper form. It performs the same functions and serves the same purpose as a paper form but eliminates the restrictions of paper and pen.
You can create electronic forms using Microsoft Word or online form-building platforms such as Jotform. To create a form in Word, start with a template or a blank document and add content controls such as checkboxes, text boxes, and drop-down lists. Online form builders often feature drag-and-drop interfaces that allow you to create custom forms without any technical skills.
If you've received an electronic form via email, you'll need to save the form, fill it out, and then send it back as an email attachment. On an iPhone or iPad, you can use the PDFgear app to fill and sign the form. For Android devices, you can download the PDF and use the PDFgear app to fill and sign it.
You can send electronic forms via email. Simply save your form as a PDF and attach it to your email. You can also use online form-building platforms, which allow you to create and send forms directly to your clients, colleagues, or team members.
Electronic forms offer several advantages over paper forms. They ensure accuracy by accepting only certain types of data, reducing potential errors and incomplete information. They can be sent and received instantly, and they're accessible on various devices, including desktop computers, mobile devices, and tablets. Additionally, electronic forms reduce waste and help protect the environment.
