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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
If you work on long documents on a regular basis and you find yourself repeating certain tasks, maybe you create a cover page at the beginning of every long document and you find yourself repeating certain tasks to create that cover page, maybe it's a bibliography at the end, you might want to consider using a Quick Part known as a building block. In this chapter, we are going to explore building blocks, beginning with how to use some of the existing building blocks built into Word 2007 and how to create your own. A building block is simply a piece or a part of the document that you might want to use over and over. We will use the example of cover page and bibliography in this lesson.
So let's start with this document called HumbugBlocks1. If you have got the Exercise Files, its in the Chapter 6 folder, if you want to follow along. Now, this is an okay cover page, where I have got my title and my subtitle. There is the author name and some additional information. If I want a more elaborate, more extravagant looking cover page, I can choose from some existing cover pages built into Word 2007 or even create my own, but let's explore some of those ones you can choose from first. I am going to hold down Ctrl on my keyboard, hit the Home key to move to the very top of my document. There is my Insertion Point flashing at the top. Now, I'm going to go up to the Insert tab. Over here in the Text section you will see Quick Parts, and part of Quick Parts is building blocks. You got Document Properties here as well. You can see things like the Author name and the Publish Date, the Company name. We can insert Fields, Fields to be filled in.
building blocks, many of them contain fields. We will talk about fields a little bit later on, but right now let's go to the building blocks Organizer. The other thing that you are going to see here on this menu, if you decide to create a Quick Part out of a building block, is a preview of that building block. So I'll show you how to do that in a moment as well. First of all, we click Building Blocks Organizer. Here you are going to see certain things that have already been entered, such as AutoText, Bibliography. It looks like we have got some here that we might want to be able to choose from. You see a preview over here when you click on them.
Then under the Gallery column here we see a number of Cover Pages. Perfect! There might be one in here that looks just right to us. I kind of like that one. Its got the year at the top. The document title. There is one called Alphabet, there is Contrast. I am going to go up here to Mod, which is kind of cool looking. To insert this all we have to do is click the Insert button. There we go. Now, you will notice here that my new page 1 is my cover page with that graphic design. Check out this. It's got The Humbugs of The World. It's got the subtitle in there already, because my document already had this. Down below, you can see some additional information, including the year, and there is my original information. So all of that's there automatically for me.
What a nice time saver! I really don't need this page anymore, so I could remove it. Now, that's just selecting an existing cover page, an existing building block. How do we create our own and make them show up under the Quick Parts gallery? Well, to do that, let's move to the very end of our document. Ctrl on the keyboard, hold that down, press End, and it will take you to the very last page. Look at this. I have got a table of figures. Let's do that. Let's say we use a table of figures on a regular basis. This is how we would like to format it. So let's select this part right here. I'm just going to click on it and click on the border. I'm selecting the text box, which also has this orange block at the top. Don't worry, it's part of it. If this is something I want to be able to insert at any time, I'm going to turn it into a Quick Part or building block.
So when I go up to Quick Parts now, and go down to the bottom of this menu, you will see Save Selection to Quick Part Gallery. When I click on it, notice that Create New building block shows up. It's going to be called Table of Figures. I'm going to do Table of Figures Color. The Gallery it's going to by default is that Quick Parts Gallery I was talking about. Now, we can add any building block to the Quick Parts Gallery, meaning when we come up here to Quick Parts, we are going to see it right there on the menu. If you would rather add it to something else, you could go down here, there are all of those categories that we saw earlier, like Cover Pages, for example, Tables. Maybe a table would be good. I'm going to leave it at Quick Parts. That way I get to see a preview whenever I go up to the Quick Parts dropdown.
The Category here, General. I could Create a New Category. I'm going to do that. I'm going to do ToF, Table of Figures. So if I have got some other ones that I might want to add to this category, I could do it. A Description, this is going to be the Orange and Green ToF. Save in Building Blocks. Insert contents only. That's all that's going to happen from this dropdown. You can see Insert content in its own paragraph, in its own page. I actually want to do that. So I want it to create its own page. That will be automatic, so I don't have to do it. When I click OK, I now have a brand new Quick Part, which is a building block called Table of Figures.
To see it, all I have to do is come up here to the Quick Parts dropdown, and it's right there at the top. You can see it as I hover over it. Table of Figures Color, Orange and Green, Table of Figures. Perfect! If I go down to my building blocks Organizer, I'm going to see it here as well. Remember, the Categories show up here in their own column. Now, we can sort these. So if I want to go by Gallery for example, I could click on it. Now I have got an alphabetical listing of the galleries, and if I go down to my Quick Parts Gallery, right after the Ps, and there are quite a few of them. There is Quick Parts. There is only one. It's my Table of Figures. There is my preview over there.
Of course, if I want to change any of this, change it to a different Category, a different Gallery, I could do that by coming down here and making a change to the Properties. So I have already added it to the Quick Part Gallery, let's say I want something else as part of my Quick Part Gallery, one of those Cover Pages. So I'm going to go up here to Gallery, make sure that I'm sorting by Gallery, and go up to the Cover Pages. Remember this one? We called it Mod. Its the one we are using in this document. I want this not to be part of the Cover Pages, but part of the Quick Part Gallery.
So I'm going to go down to Edit Properties, change the Gallery from Cover Pages to Quick Parts. Easy as that. I click OK. Everything else stays the same. I'll be redefining the building block entry. I click Yes to confirm that, and now when I close this and I go up to my Quick Parts dropdown, there is it. Notice right at the top I have got my Modern Cover Page, and I have got my Tables of Figures down below. So it's just a matter of clicking them now to insert them. So I'm going to try that. I'm going to go up here to my Start button and choose New, New Blank Document, click Create. So if I want my Cover Page. I go up to the Insert tab, over to Quick Parts, choose my Modern Cover Page. there it is.
Notice that because this document doesn't have any content, I would have to come in here to type in the document title, subtitle, abstract, and so on. It does insert my name as the author, because I'm creating this. I am going to come down here and put in my Table of Figures. There it is. Give it a click. Its right there on its own page. There is the blank page I was on and there is my cover page. So you can see how fast and easy I'm able to add these parts to my document, without having to go through that process, repeating myself over and over again, all thanks to adding Quick Parts and building blocks to my Gallery.
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