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Editing and organizing Building Blocks

From: Word 2007 Essential Training

Video: Editing and organizing Building Blocks

As you can imagine, the need to change the properties of a building block may arise and when you have many building blocks at your disposal the need to stay organized we'll also arise. First we'll look at changing the properties of the building block and then we'll take a deeper look at the Building Block Organizer. If you're wondering about editing the content of the building block well, you need to edit the source and re-create it, replacing the old version as you do. We'll use our building block from the last lesson so if you wish to follow along, you'll need to complete the lesson before this one.

Editing and organizing Building Blocks

As you can imagine, the need to change the properties of a building block may arise and when you have many building blocks at your disposal the need to stay organized we'll also arise. First we'll look at changing the properties of the building block and then we'll take a deeper look at the Building Block Organizer. If you're wondering about editing the content of the building block well, you need to edit the source and re-create it, replacing the old version as you do. We'll use our building block from the last lesson so if you wish to follow along, you'll need to complete the lesson before this one.

Let's open up a document. We'll go to the Office button and click Open. And let's open up posting 3 here in our lesson 12 folder of our exercise files, select it and click Open. OK. Now, let's just say that the contact e-mail has changed for every posting that goes out now. So first we have to make the change. If it's not HR@Eat Cake.net, we make the change here. I'm going to type in hiring, at Eat Cake.net. So that changes things. Next we need to select our three lines again, we'll highlight them, clicking and dragging from the beginning of the first paragraph to the end of the last one.

Once you're got it selected, now we go up to our Insert tab on the ribbon we go over to Quick Parts. Click that drop down, and this is one we want to save, so we Save Selection to Quick Part Gallery. So it says "Qualified candidates are". I'm going to take out the are so it's named the same as before. It's going to go to the Quick Parts Gallery in the General category. It's going to be saved in the Normal template, and we do want to Insert contents only. So when I click OK, "do you want to read to find the building block entry?" The answer is yes, yes, I do.

OK, so that's what replaces the old one. Now we're going use the organizer to sort through building blocks and edit their properties and yes, delete the ones we no longer need. So let's go up two Quick Parts again, this time we'll go down to Building Blocks Organizer. And you can see, just like we saw on the last lesson, a list of our building blocks and they can be sorted by name, galler, category and even the template. So if I click on Name up here, I'm now sorting by Name. If I click on Gallery, you can see all the text comes first and then bibliography, then the cover pages and so on.

I can also sort by category, if I wanted to. So if I click on Category and scroll down, you can see that Built-in shows up all way down until we get to Confidential, Disclaimers and so on. So, this kind of helps use when we're looking for specific building blocks. I'll go back here to the gallery, and we know we saved ours in the Quick Parts Gallery, so alphabetically if I scroll down all the way past the Ps to the Qs, there's our Qualified Candidates.

And then I'm just going to expand this so you can read the whole thing. It's the only one in the Quick Parts. So when we redefined it using the same name in the same category we were able to replace the old one with the new one. Now, if for some reason we changed the name or if we'd chosen a different category, that would be different. We'd have two copies, the old and the new, and sometimes that's good. You want two versions. But if there's one in there you don't want, to delete it, no problem. You select it here and you click Delete down below.

Now before we delete this, let's look at how we can edit the properties of the building block. With it selected, and this the one we created here, Qualified Candidates, we'll click the Edit Properties. This is what we entered when we first created it. So you can see we've got the name, if we wanted it in a different gallery, no problem. We'd click the drop down and select the gallery where we'd rather see it. I think were good with Quick Parts. Maybe we want change the category or create a new category. Let's click Create New Category and put it in its own called Postings,if we wanted to.

When we click OK, it's re-creating the Postings group or category, and when we click OK down below, guess what? "Do you want to redefine the building block entry?" and the answer's yes. So we've got it in our Quick Parts here and you can see that the category now shows up as Postings. So eventually you may end up with many, many building block. Some of them you no longer need, you come in here to the Building Blocks Organizer, select it and you click Delete.

You will be warned that you're about to delete the selected building block and you have to answer yes to remove it. Gone. That's all there is to it. So you can imagine once your start creating a number of your own building blocks, along with the list you get with Word keeping them organizes will become a huge benefit. So stay and start getting organized right away. To save yourself lots of work, you'll want to do that.

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This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 45754 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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