Creating and Using Quick Parts

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1 Creating and Using Quick Parts Table of Contents OVERVIEW OF QUICK PARTS... 1 CREATING A QUICK PART... 1 ADDING QUICK PARTS TO A DOCUMENT... 3 FIND AND USE A BUILDING BLOCK... 4 RENAME A BUILDING BLOCK... 4 DELETE A BUILDING BLOCK... 4 SAVE AND DISTRIBUTE BUILDING BLOCKS WITH A TEMPLATE... 5 Overview of Quick Parts Quick parts, also referred to as building blocks, are frequently used text saved in a gallery, from which it can be inserted quickly into a document. Microsoft Office Word 2007 helps you recycle content in business documents by creating and using building blocks Creating a Quick Part 1) Select the content you want to save as a building block. a) Tip: To store paragraph formatting including indentation, alignment, line spacing, and pagination with the entry, include the paragraph mark ( ) in the selection. i) To view paragraph marks, on the Home tab, in the Paragraph group, click Show/Hide 2) Click the Insert tab and in the Text group, click the down arrow next to Quick Parts. a) Tip: The content you select can include text, images, and special formats. Whatever you save as a building block will be placed in the new document as is, so lines, logos, hyperlinks, and more can be saved for reuse. The Quick Parts menu Quick Parts Training Session Handout Page 1

2 3) Click Save Selection To Quick Part Gallery. The Create New Building Block dialog box appears. The Create New Building Block dialog box. 4) Fill out the information in the Create New Building Block dialog box: a) Name: Type a unique name for the building block. b) Gallery: Select the gallery that you want the building block to show up in. i) Building block galleries are available throughout Microsoft Office Word For example, you can create a header that you want to reuse. On the Insert tab, in the Header & Footer group, click Save Selection to Header Gallery c) Category: Select a category, or create a new category. d) Description: Type an optional description of the building block. e) Save in: Click the name of the template in the drop-down list. i) A template must be open to be displayed in the drop-down list of template names. 5) Options: Choose one of the following: a) Select Insert content in its own page to place the building block on a separate page with page breaks before and after the building block. b) Select Insert in own paragraph to make the content into its own paragraph, even if the user's cursor is in the middle of a paragraph. c) Select Insert content only for all other content. 6) Type a name for the Quick Part and click OK. a) This saves the new item in the Quick Parts gallery so that you can insert it in a document by selecting it from the Quick Parts menu. Quick Parts Training Session Handout Page 2

3 Adding Quick Parts to a document 1) Open the document in which you want to add the Quick Part. Place the insertion point in the document where you want to add the item. 2) Click the arrow next to Quick Parts. In addition to the options previously available, now you see a list of building blocks you have added to the list. A graphic saved as a Quick Part A full paragraph saved as a Quick Part Formatted text saved as a Quick Part 3) Click the part you want to insert. Where ever your insertion was placed, this is where the Quick Part will be placed.. Quick Parts Training Session Handout Page 3

4 If you want to see the whole collection of available building blocks, including the ones you added, click Building Blocks Organizer in the Quick Parts menu. A large variety of building blocks are provided for everything from cover pages to equations to page numbering. In the Building Blocks Organizer, you can preview, edit properties, or delete building blocks and, if you choose, insert them in your current document. Find and use a building block 1) Click where you want to insert a building block in the document. 2) On the Insert tab, in the Text group, click Quick Parts, and then click Building Blocks 3) If you know the name of the building block, click Name to sort by name. 4) Click Insert. Rename a building block 1) On the Insert tab, in the Text group, click Quick Parts, and then click Building Blocks 2) Click the name of the building block that you want to rename, and then click Edit Properties. 3) In the Modify Building Block dialog box, type a new name for the entry, and then click OK. 4) When asked whether you want to redefine the building block entry, click Yes. Delete a building block 1) Open the template that contains the building block that you want to delete. 2) On the Insert tab, in the Text group, click Quick Parts, and then click Building Blocks 3) If you know the name of the building block, click Name to sort by name. 4) Select the entry, and then click Delete. 5) Close the template, and then click Yes when you are prompted to save the template. Quick Parts Training Session Handout Page 4

5 Save and distribute building blocks with a template You can access and reuse building blocks at any time. You can also distribute building blocks with templates. For example, you can create building blocks in a template and distribute the template to other users, who can save the template to the building blocks folder and use the building blocks you created. 1) Create a new blank document. 2) Click the Microsoft Office Button, and then click Save As. 3) In the Save As dialog box, click Templates. 4) Type a name for the new template, click Word Template in the Save as type list, and then click Save. 5) In the open template, create the building blocks that you want to provide to other users. a) For example, create your own header, select the content, and then on the Insert tab, in the Header & Footer group, click Header, and then click Save Selection to Header Gallery. 6) When you fill out the information in the Create New Building Block dialog box, be sure to click the template name in the Save in list. 7) Use the same category name for all of the choices that you want users to have for a particular building block. a) Note: After you save the building block to a gallery, you can delete the content from the template. The content will remain associated with the building block. 8) Distribute the template. 9) Instruct the template recipients to save the template to the Application Data folder, so that the building blocks that you saved with the template will be available in the galleries that you specified and in the Building Blocks a) In Windows Vista, the Application Data folder is located by default at C:\Users\user name\appdata. Quick Parts Training Session Handout Page 5

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