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How to Customize a Registration Form Template Using Microsoft Word

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What You'll Be Creating

Remember paper registration forms?

It’s easy to forget that printed registration forms are part of your branding. You may not use them much, but don’t take them for granted and use any old registration form. The right registration form template is both useful and looks great. 

Registration form template for Microsoft Word
A registration form template Word like this one from Envato Elements is a great way to get started.

Your printed registration forms need to be well organized and look professional. They also need to use the same branding as your other materials.

When to Use a Printable Registration Form

You need a printable registration form for various purposes, such as:

  • Getting entries for a contest
  • Signing up subscribers to your mailing list
  • Collecting contact information at a tradeshow
  • Receiving donations during a live fundraising event
  • Registering people to a class

And those are only a few examples!

You may wonder why you need a printable registration form in Word in the first place. Why couldn’t you do all your registration online?

There are some circumstances when you’ll need a paper form instead of an online one. For example:

  • At events where an internet connection is either unreliable or totally unavailable
  • When registrants, such as the elderly, prefer to use paper forms
  • When paper forms are required by the government or another regulating body

Even if you plan on using an online registration form, it’s a good idea to have a paper printable registration form on hand. A power outage or computer breakdown might make it impossible to use your online forms!

Save Time With a Premium Printable Registration Form Template

The easiest way to create a registration form in Word is by using a template. A printed registration form template for Word is available at Envato Elements and GraphicRiver. Many of them are editable in Microsoft Word, which you may already be familiar with.

Print templates in Envato Elements
Print templates are available at Envato Elements.

If you only need a single registration form template Word, check out GraphicRiver. You pay just one small fee for a single use of each MS Word template.

Print Registration Form Templates on GraphicRiver
GraphicRiver is another source of  registration form templates for Word.

A free registration form template sounds tempting. But premium templates offer a better deal. For starters, they're professionally designed. Secondly, you can be sure that not everyone is using that same form.

Getting Started With Paper Registration Forms

Before creating your paper registration form, plan it out.

1. To Begin, Get Clear on What the Form Is For

Is it merely a tool to collect information, such as an attendance record? Or will it be the basis of a financial transaction? Will it need to pass muster with a particular institution? If so, you’ll need to know what their requirements are.

2. List the Information You'll Gather

Based on the goal for the form, make a list of the information the registration form needs to capture. The items on this list will become the fields on your registration form later on. The specific items on your list will depend on what you’re using the form for, but here are some items to consider:

  • Personal information. Typically, you’ll need the registrant’s name and contact information. You may also need their mailing address, affiliations, and other details.
  • Information for the registrant. Will they choose between different packages, dates, or other options?
  • Payment details. These could include forms of payment, amounts, and credit card information.
  • Permissions. If you’re subscribing people into a list, add a checkbox where they can indicate that they’re giving you permission to do so.
  • Signature. Do you need the registrant to sign?

Consider making a registration form sample by hand. This will give you an idea of where you want to place the different parts of your form.

3. Make It Easy to Complete

Don’t ask for more data than you’ll actually need. Make it as easy as possible for people to fill in the form.

You’ll also want to keep the form length to a minimum to save on printing and paper costs. If you expect to print hundreds, even thousands, of copies, then the cost can quickly add up. In most cases, your registration form doesn’t have to be longer than one page.

When you have the list of the information you need, then you’re ready to create your paper registration form.

How to Quickly Customize a Registration With a Premium Microsoft Word Template

In the rest of this post, I’m going to show you how to customize a registration form in Word.

1. Download a Registration Form Template

Log into your Envato account, then go to either Elements or GraphicRiver.

Type “registration form template” in the search bar. Filter your search; under Categories, check Print Templates.

Searching for Form Templates on Envato Elements

Play around with different search terms to see what other options you find.

For this tutorial, I’m going to create a registration form template sample. I'll be using this template for registration form in Word.  This template is one of the  print templates available in Envato Elements.

When you see a printable registration form template you like, download it from the search results. You can do this by clicking on the download icon underneath the template's thumbnail:

Download from the Search Results

Or click on the registration template to open its product page. Then, click the Download button.

Download from registration from template page

Add the registration template to an existing project in your Envato Elements account. You can also create a new project. Click Add & Download.

Add File to a Project then Download It

You can find the registration template anytime in your Envato account. It will be available under the My Downloads area. You can also download it from there in the future.

The My Downloads Area of Your Envato Account

After downloading the template file, you’ll have to unzip it.

In Windows, find the zip file in File Explorer. Double-click on the file name to unzip it.

How to Unzip a File on Windows

To unzip the file on a Mac, find it in Finder, then double-click on the file. Or right-click the file and then click  Open.

How to Unzip a File on a Mac

You should see the following folders:

Elements Template Unzipped

You may wish to open and read the Info Documentation file in the Info Documentation folder. It also has the link to the Roboto font that’s used in the template if you don’t have it on your computer yet.

You must download and install this font before opening your form  template file in Word.

The Info Documentation file has extra instructions and the designer’s email address. The email address comes in handy, so you know how to reach out if you get stuck when using the template.

Information Documentation for a Template
The Info Documentation has helpful information about your registration template.

Expand the Microsoft Word folder and the sub-folder that has your desired print registration form size. You can choose between US Letter Size for 8.5 x 11 inches and A4 for 8.27 x 11.69 inches.

TIP: Duplicate either “Registration Form.doc” or “Registration Form.docx”. Then, customize the copy. Don’t touch the original file. This way, if you mess up the file, you can duplicate the template again and start over.

If your computer is newer than 2004, then you should be fine with .docx.

Rename the duplicate file and open it.

Duplicate and Rename the File
Duplicate and rename the template before editing it.

Now you’re ready to customize the registration form template and make it your own!

Follow these steps to customize the printed registration form template in Microsoft Word:

2. Replace the Logo

The logo is a great place to start customizing the registration form.

To replace it with your own, right-click on the logo and click  Change Picture.

Find the image file in your hard drive, then click  Insert or Open.

Replace the Logo with Your Own

Click and drag the corners of the logo image to resize it. 

Or change its height and width in the Picture Format tab.

Resizing a Logo

3. Delete the Company Name and Image Placeholder

Select the unwanted element then click  Delete or right-click on it and select  Cut from the drop-down menu.

Delete Unwanted Text

In this case, I don’t need the big text beside the logo and the rectangular box in the upper-right corner. The box serves as a placeholder for the registrant’s photo. We can delete those elements.

4. Add Your Contact Information

Under the logo, add your address, telephone number, and email. Double-click inside the text box to edit the text. Type your information inside the text box.

Replace Placeholder Text with Your Contact Info
Replace the contact information with your own.

5. Change the Form Title

Replace the form title with one that reflects your event or the purpose of the form.

At this point, you may wish to change the font, font size, color, style, and alignment of the form title. To do so, select the text box. Under the Home tab, choose the settings you desire.

Change the Form Title

Remember to save as you go!

6. Customize the Form Fields

Now it’s time to customize the form fields.

How to Delete Form Fields

Remove the fields you don’t need. For example, to remove Place of Birth, select the text box, then click the Delete key. Or right-click the text box and click  Cut.

Delete Unwanted Form Fields
Delete the fields you don't need.

You’ll notice, this leaves white space in the middle of the line. To remove the white space, delete the gray rectangle at the end of the line. 

Next, select the remaining gray rectangle and resize it to the end of the line.

Resize the gray rectangle to cover the white space after deleting a field.

To remove several elements at the same time: Click on one, hold the shift key, then click on other elements. Press the Delete key.

Delete Fields as a Group

Remember to also delete the gray lines that remain.

Clean Up Extraneous Lines

For this registration form template sample, I’m going to delete the rest of the fields under Personal Information.

How to Add Form Fields

If you need to add form fields, the easiest way is to copy an existing field. In this case, I’m going to copy the Membership Type field and use it to create a Payment Details field.

Right-click on the fields and then select  Copy from the drop-down menu.

Copy Fields
Copying an existing field is the easiest way to create a new field.

Replace the text with your own.

Move elements, as needed, to make room for new fields or sections.

And now, my paper registration form is finished:

Paper Registration Form Customized on Microsoft Word
My customized paper registration form, edited on Microsoft Word

7. Print the Form

When the registration form looks just the way you want it to, it’s time to print the form.

Go to File > Print.

Printing Your Forms
Print just one copy first to make sure your form is perfect.

Choose the appropriate printer settings and print just one copy for now.

Double-check the printed form to make sure it:

  • Has your organization name and/or logo
  • Is consistent with your branding
  • Contains all the form fields you need
  • Is free of typos and grammatical errors
  • Provides enough space to write on

If everything looks good, then go ahead and print the number of copies you think you’ll need.

TIP: Print extra copies, because you may need more than you think. It doesn’t hurt to be prepared!

Five Quick Registration Form Tips to Get More Signups

Customizing your registration form template is only the first step towards securing more signups and registrations. Here are five quick tips for enticing registration forms:

1. Use Color to Differentiate Between Sections

If your form has several sections, use color to differentiate between them. This will make your form look more appealing and better organized. 

Print Registration Form Template
Print Registration Form Template

2. Ask Only for Information You Need

Make sure to only ask for information you need on your form. Forms that are too long have the potential to turn off people, so you risk losing signups and registrations as a result.

3. Make the Fields Big Enough

Ensure your form fields are big enough so people have an easier time entering the necessary information. 

Membership Registration Form
Membership Registration Form

4. Print a Few Extra Copies

Even if you know an idea of how many people will fill out your form, it’s always better to print a few extra copies. This will ensure you've got enough forms in case someone makes a mistake.

5. Provide Instructions

Include a brief set of instructions on your form. This will help your registrants fill out the form quickly.

Clean Registration Form
Clean Registration Form

More Print Templates You Can Customize in MS Word

If you need to make other types of documents, you’ll find countless other templates you can customize in Microsoft Word. Here are just a few:

Learn More About MS Word

If you need to learn more about working with MS Word, we've got you covered. Brush up on your knowledge with the help of these tutorials:

Create a Branded Paper Registration Form With a Microsoft Word Template

It’s easy to customize a Microsoft Word template and create a branded registration form that meets your objectives.

As you learn to customize one printable registration form template, you’ll find it much easier to edit others. Microsoft Word templates enable you to easily create various printed and digital documents.

Don't be tempted by a registration form template for free download you find online. Free registration form templates can come with many problems.

Instead, explore editable MS Word templates on Envato Elements for unlimited template downloads. Your subscription also gives you unlimited access to fonts, stock photos, icons, and other graphic elements to use in your document.

Or pay only for what you use on GraphicRiver. Either way, customizing a Microsoft Word template is the best way to come up with your own paper registration form and other documents.

Editorial Note: This tutorial was originally published on February 24, 2019.  It's been revised to make it current, accurate, and up to date by our staff—with special help from Brenda Barron.

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