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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.
We know from the previous lesson there are a number of building blocks to choose from here in Word 2007. You can also create your own. But the occasion may arise where you need to make an adjustment to an existing building block. Maybe it's a building block that comes with Word 2007 and you want it to look slightly different, or maybe you have created a building block and you need to make an adjustment to it after the fact. So that's what we are going to talk about in this lesson. To do that, we will start with a new blank document. So I'm going up here to the top left corner, down to New, make sure Blank Document is selected.
I'm going to click Create. You can't just go and access the building block and make changes to it; you have to bring it into your document, make the changes there, and then save it back to that building block, using the same name and the same category, if you want to replace the old version with the new. So let's go up to our Insert tab here on the Ribbon. We will go over to the Text section, click the Quick Parts dropdown. We see the two that we have added to our Quick Parts Gallery here. I am going to go down to my Building Blocks Organizer. Let's select one that already exists. So I'm going to go to my Cover Pages here, and I'm going to go to Puzzle. There is the one that we might want to use for cover pages for our long document.
You can see the color scheme. Maybe you want to make a slight adjustment to that. Well, all you have to do is insert it first. It gets inserted right into your document. Okay, perfect! I can see where the Year goes, the document title, the document subtitle and so on. It's just the color scheme maybe I'm not too keen on. So with it on my screen here, I can click right on the actual cover page. Notice when I click on it that I see handles around the outside. So the entire thing has been selected. The other thing that happened is Drawing tool just appeared up here on my title bar, above the Format tab. So when I click the Format tab now, I'm going to be able to see formatting options that apply to this cover page.
Now, that's the entire cover page. If I right click on the selected cover page and go down to Grouping, you will notice that there is an Ungroup option, where I can ungroup all of the graphics. So when I do that, now there are separate pieces, meaning, I can click outside the page here and click on this gray box here, and right click on it, go down to Grouping and Ungroup it as well. Now look at all of the different handles. So I have got many different parts here. I'm going to click off the page one more time and back on this dark gray box and that's the only thing selected this time.
You can see the handles around the outside. So if I wanted to change the color or the shading perhaps for this block, all I have to do is go back up to my Format tab under Text Box tools, and go over here to the Shape Fill dropdown. So I'm going to choose maybe a lighter shade of gray. As I hover over these, you can see the effect. Well, maybe a color would be better then. I am going to go to one of these dark blues. I kind of like that right there. Maybe this one over here on the right and down. Even darker. Perfect! So I'm going to go over here and I'm going to click on that color. And I have just made a change now to that block. I'm going to click outside the page.
There we go. This is what I want as part of my brand new building block, but if I want to keep the same name, which was Puzzle, and keep it in the same category, I'm going to have to replace it. So to do that, I have to select everything. I'm going to go up to my Select button up here on the far right of the Ribbon, under the Home tab. Choose Select All. Now I know everything is selected. Whether I see selection handles or not. So I can go up to my Insert tab now, over to Quick Parts, and I'm going to go down to Save Selection to Quick Part Gallery. Notice that some of these fields are blank. Some of them have changed slightly. If I want it to be the exact same Puzzle Cover Page that I had before, but just with a change, I don't want the old version, that's what I would type, Puzzle. It's not part of the Quick Parts Gallery. It's actually part of Cover Pages, so I'm going to choose that.
Everything else is okay. When I click OK here, notice it asked me if I want to redefine the building block entry. Now, if I hadn't typed in the same category, for example, our Gallery of Cover Pages, and I changed this name to Puzzle 2, I wouldn't see this dialog box. It wouldn't be the exact same entry that's already there. But in this case, the Name and the Gallery are identical, so it asked me if I want to redefine the original. If I click Yes, I'll do just that. So let's start another new document. Up to the very top left corner, down to New > Black Document > Create. We will go up the Insert tab to test this out.
Go over to our Quick Parts dropdown, and we will go down to the Building Blocks Organizer. Now, here under Cover Pages you can see we have got a number of them and Puzzle is one. When I click on it, notice that the preview shows me the changes that I made. That's all because I kept the same Name and the same Gallery, everything else stayed the same, such as the Category and the Template. So all I have do is click Insert and that's my new Puzzle Cover Page. Just a slight change from the original, but I was able to make that change.
So of course, if you created your own Quick Parts, you have got maybe content and you need to change the text, that's how you do it. You bring it in, change the text, select it all, and send it back to the same building block. Same Name, same Category, and you will have made that change.
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