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In this series on productivity, author Jess Stratton takes you through the latest tools that will help you run your business and life more efficiently. Each installment covers a particular feature or technique in a different online tool, such as Google Apps, Skype, YouTube, Mint.com, Etsy, and more. Learn about topics ranging from recording and publishing video chats to managing your finances online.
Note: Monday Productivity Pointers is currently on a break, but stay tuned for new tutorials!
Jess Stratton here and welcome to Monday Productivity Pointers. In the last video, I showed you how easy it was to create your own AutoText entries in Microsoft Word so that you can keep reusing text that you type all the time. In fact, I encouraged you to make as many Quick Part entries as you possibly could. With all the entries that you type all the time. So, what happens when you get a new computer, sit down to a fresh installation of Microsoft Word and out of habit punch in your key combination and no text pops up.
That's because your old auto text entries need to first be brought over to the new computer. It's one file that needs to be copied from your old computer pasted to your new one. Now, the trick is knowing what file and where it needs to go. In this video, I'm going to show you how you can track down that elusive file and copy it. Now, to get it over to the new computer, it's just a matter of maybe transferring it through a network drive. Emailing it to yourself or putting it on a flash drive any of those will work.
But we're going to concentrate on finding that file. I've got my Windows machine opened and I've opened up Windows Explorer. Now when you open it up it defaults to Libraries but I'm going to come down here on the left hand side and click Computer. Because I want to search for my Building Blocks file and I need to find it on the entire computer. So on the right hand side in the search box, click your mouse, and you're going to type building blocks..x. Now building blocks is indeed two words. Hit the enter key and your computer is going to start searching.
So remember if you saved your files in the building blocks template you only need to look for one file, building blocks. If you saved it in the normal template you also have to search for normal.dot. Now we've got quite a few results here. I'm going to show you how to find the file that you need. The first thing that you need to look at is the icon on the left side. These are searches, and these are documents. You may also have forgery icons in here, and that's not what you want. So right away you can narrow it down to only documents.
Now the next thing that you need to know to make sure it's the right building block..x is you want the one that's in your Window's profile. You can see here that this one is in C/Users/JessStratton, so that looks pretty good. It's probably the one we want. Now there's also another file here that's located in a profile also. But this one's called built in building blocks. That's not the right one. So we can cancel out all these because they're not actually called building blocks, and some of them aren't even in any user profile locations. This one looks good.
Now if it comes down to a few an you really aren't sure which one you want A trick that you can do is to go into Microsoft Word and quickly create a brand new Quick Cards text, save it in the building blocks template and do your search again. You can see here, it tells you what the date modified of each file is. So if the date modified is today because you just created an entry you'll know that, that's the right file. So once you've got the file, you've identified it, right-click with your mouse and you have a few options here.
You can send it to a flash drive, a USB drive. You can copy and paste it into another drive. You can share it on the network or you can even e-mail it to yourself as an attachment. The trick is, you need to get it on some sort of media so that you can put it on the new computer. Now I'm going to close out of this search, because if we're on the new computer we need to do the exact same thing. Come over to the new computer, open up Windows Explorer. Click Computer, and on the top right hand side search for Building Blocks.dotx.
Hit the Return key so the search can happen. Now you'll have a default Building Blocks.dotx. If it's a brand new computer and you've opened up Microsoft Word on that computer, you'll still have a Building Blocks file. There just won't be anything in it. Look for the one that's got your user profile, you'll need to know what the login name for the new Windows machine is. And what we always do before we make a change to a system file is back up the old one. So right-click this one, copy it and paste in onto the desktop.
This way if anything happens or you accidently overwrite the wrong file, you can always come here. You've got your backup and you can restore it. So try to make that a habit. Now that you've identified the folder remember, we're on the new computer now. You can right-click with your mouse. And scroll all the way to the bottom and chose Open file location. This is a really quick way to get to that long, ugly folder list. So now that we're in the folder, you can right-click and choose Paste.
Once you're in the right folder. You need to go to your USB flash drive or your file attachment that you emailed to yourself with your old file and copy it to the clipboard. And then you can come in here, right-click, and choose Paste. it's going to paste the building blocks in. You can rename the old one. And right-click and rename the new one, building blocks. What you've now done, is you've overwrote, the existing empty building blocks with your old, populated building blocks.
Now you can close out of everything, open up Microsoft Word, start typing your auto-text, an it'll pop up. So that's how you move, building blocks entries from one Microsoft Word installation, to another one.
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