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Creating and using Building Blocks

From: Word 2007 Essential Training

Video: Creating and using Building Blocks

Before we start creating and using building blocks, you need to know what they are. Well, in simple terms building blocks are chunks of content you might want to use over and over. You store these chunks, which can be text and graphics or a combination, they can be Autotext, watermarks, you name it, the list goes on. You put those in a gallery where you then go to get them when needed to help you build your document. So the first time you type out a piece of text for example, and you know you are going to be using that text again, create a building block out of it, also known as a Quick Part, so you never have to create it again.

Creating and using Building Blocks

Before we start creating and using building blocks, you need to know what they are. Well, in simple terms building blocks are chunks of content you might want to use over and over. You store these chunks, which can be text and graphics or a combination, they can be Autotext, watermarks, you name it, the list goes on. You put those in a gallery where you then go to get them when needed to help you build your document. So the first time you type out a piece of text for example, and you know you are going to be using that text again, create a building block out of it, also known as a Quick Part, so you never have to create it again.

So what we'll do this just take a chunk of text from another document and make it into a building block. So let's go to our Open button and we'll navigate to the lesson 12 folder and we'll open up job posting or posting 1 right here and we'll click Open. OK, let's scroll down to the bottom of this document. These last three paragraphs are supposed appear at the bottom of every single posting so let's click and drag from the beginning of the first one to the end of the last one so that all three are selected. We'll make a Quick Part out of that and we do it by going to the Insert tab on the ribbon.

Over here to the Text group, we'll find Quick Parts. Give it a click and we got a number of options here, but the one that we want is to save this selection to the gallery called the Quick Part gallery. So give it a click and now we get to give it a name, a gallery, a category and so on. Well, qualified candidates is good enough for me. It's going to go to the Quick Parts Gallery. Category is General and we can put in a description here if we wanted to. For example, "closing text for all postings" and you can see it's going to be saved by default and in something called Building Blocks.

Well, if we click the drop down, we can choose Normal for the Normal template. We also have options here for how it's inserted, as content in its own paragraph, on its own page. We want the content. Right there, so where ever we are in our document, this content will show up when we insert it. So we'll click OK. So we now have that created in our gallery, all we have to do is use it. So let's go up to a new document, we'll open it up from the Office button, click Open this time.

Let's open up posting 2, give it a click and then click Open. And here we have a job posting for an event planner and down below, you can see we're missing that text string. So click down below. I'll hit Enter just to leave a blank line and I'm going to go back up to Insert, now I'll go over to Quick Parts, give that a click and right away, you can see Qualified Candidates and a preview of that is showing up at the top because it's a Quick Part that I just created. So they'll all start listing there eventually as you create more, but to insert it, I just click on it and there it is. Easy is that.

So we have this piece of text, whenever we need it now. After adding it to the bottom of posting here, and we know we're going to save some time, you should also know that there are a number of other building blocks at your disposal and we see them from Quick Parts up here. So when we click Quick Parts and then we go down to Building Blocks Organizer, we're going to see that we've got in this dialog box, a number of columns including the name, the gallery and the category. So remember, we just added ours to the Quick Parts Gallery so if we scroll down through these, all way down to Quick Parts, we're going to see our Qualified Candidates Closing and there it is, right there.

So we could get it from here and by the way, if we no longer needed it, this is where we go to delete it or edit the properties. But we could insert it from here as well. The others you can see are in various galleries, some of which we've seen already, some of which were going to use as we move through further lessons. We've got a number of text boxes. As you scroll further down, you see we've got our watermarks. So if this is a draft, or it's confidential, we can choose from these and you can see the sample showing up here in the preview pane. So if I wanted to insert that as well, I select it, click Insert, and there it is across the back of my document, so I'm building my document with these building blocks.

Next we'll explore editing building block properties and then we'll dive deeper into the Building Block Organizer to help you stay organized.

Show transcript

This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 46313 viewers

David Rivers
Author

 
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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