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Word 2007: Forms in Depth
Illustration by Neil Webb

Using the Building Block Gallery content control


From:

Word 2007: Forms in Depth

with Gini Courter

Video: Using the Building Block Gallery content control

We've created and saved our building blocks here in this local template, and now we're going to go to the Developer tab and we're going to use the Microsoft Word Building Block Gallery Content Control to connect those building blocks as dropdown choices here in our template. I can actually include this control to be able to open any gallery I wish. I can open the Header gallery, the Footer gallery, but I have to be sure that the choices that I want are available to the user. So if I wanted people to have a list of custom headers, this would be how I would do it.

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Word 2007: Forms in Depth
2h 23m Intermediate May 24, 2011

Viewers: in countries Watching now:

In this course, author Gini Courter introduces the form creation tools found in Word 2007 and shows how to produce electronic forms that are visually pleasing and easy to navigate. The course covers designing a form; capturing data effectively with dropdown lists, date pickers, and text boxes; and adding controls for repeating data using the Word Content Control Toolkit. The course also includes tutorials on testing, protecting, and distributing forms.

Prerequisite Course: Word 2007 Essential Training

Topics include:
  • Customizing pre-built Microsoft.com templates
  • Inserting content controls
  • Saving a form as a template
  • Troubleshooting form issues
  • Understanding Building Blocks
  • Creating a schema using the Content Control Toolkit
Subjects:
Business Forms
Software:
Office Word
Author:
Gini Courter

Using the Building Block Gallery content control

We've created and saved our building blocks here in this local template, and now we're going to go to the Developer tab and we're going to use the Microsoft Word Building Block Gallery Content Control to connect those building blocks as dropdown choices here in our template. I can actually include this control to be able to open any gallery I wish. I can open the Header gallery, the Footer gallery, but I have to be sure that the choices that I want are available to the user. So if I wanted people to have a list of custom headers, this would be how I would do it.

I'd create them and then hook it up with the Building Block Gallery Content Control. We don't need this text here any longer. I'm going to simply delete it and now we're going to put in a choice for work location right here. If I wanted to just be a little paranoid and check, I'd go over here and make sure, oh, yeah, there we go. There are my work location building blocks that I built earlier. So let's go to the Developer tab. Let's choose the Building Block Gallery Content Control and now in Design mode let's set its Properties.

This is going to be a Work Location. There is my Tag. I don't want anyone deleting this, and then this is what's unique here. I'm going to say go ahead and go to the Quick Parts gallery, but I would like you to find only the work locations. So I need to know what gallery I've saved something in, and I need to know what category I assigned it to. If I don't include a category then it would show all my Quick Parts. Let's do that first. This is a little bit of mistake, but let's see how this works out.

If I say OK, and then exit Design mode, when it says choose a building block, I'll see the Materials and the Work Locations here. Let's go back and change the properties again and say no, just Work Locations. Now when I leave Design mode, when somebody comes down here to Work Location, it says choose a building block, and notice only three, the ones that are in the category Work Location. Let's really quickly do that again for Materials. It's cool and it's not at all tricky.

Let's go ahead to Design mode. Let's insert the Building Block Gallery Content Control, check its properties, and this is Materials and we'll say in the Quick Parts Gallery, Materials. Now when we leave Design mode, I can choose my Work Location here, and I can dropdown further and I can choose my Materials. Now we have some extra space in each of these simply because I had selected the text that included the return at the end, another good reason to leave it out, because notice that's where all this extra text comes from.

If you want to see that we can go to Show/ Hide marks and we'll see that this is right here. There is our problem. If we remove that, we're fine. So as I'm selecting information for my building blocks I might want to pay attention to whether or not I've actually included everything I want to or if I've included more text than I want to. It's a little hard, because when you get this period you'll also get the paragraph mark when you select, but just hold Shift, hit the Left Arrow and come back and select exactly and only the text you want if you want to exclude the paragraph marks at the end.

I'm going to turn Show/Hide paragraph marks off. I have some data in here and remember that I don't, because I'm going to save my template again. So I'd like to get rid of the information that's in here. A little reminder on how you do that. You simply delete what was inserted, hit the Arrow key, and choose a building block will come right back for us. Let's go ahead and clean this one up too. Select all the text that was entered, delete it, hit the Down Arrow key. My building blocks are back, I can go ahead and save this Letter of Agreement again.

I can take this and ship it to anybody I want by email this template and it's going to work just fine for them, because as soon as they open Word and then open this document, Word will see there are building blocks and it will load them to their Quick Parts gallery. I can also save this in my Workgroup Templates folder. This is a fabulous template and if I take the time to go through and do this once on a great document at my office, I'll be a hero, and other people will say, how can I do that as well? And you can say, go check out that training on lynda.com.

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