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From a new interface to timesaving content galleries, the latest version of Word brings a lot to the table. Instructor David Rivers explains each of its new features and attributes, from understanding and navigating its new interface, to using new formatting controls and extensive page layout techniques. Whether new to Word or wanting to learn about the new version, Rivers gives insight for increased productivity and professional documents with Word 2007. Exercise files accompany the tutorials.
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.
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