1. Word offers a number of features to help you streamline the formatting of documents.
In this chapter, you will learn how to use predesigned building blocks to build a document. You will also learn how to create, save, and edit your own building blocks as well as how to insert fields in a document and update them.
Objectives

2. Chapter 21: Inserting and Customizing Quick Parts Performance Objectives
Insert Quick Parts
Save Building Block Content
CHECKPOINT 1
Edit Building Blocks
Save Building Blocks in a Different Template
Delete Building Blocks
Insert Document Properties
Insert Fields
CHECKPOINT 2
You may navigate through this presentation while in Slide Show view. Click on an objective on this slide to advance directly to the related topic slide. To return to this slide, click the Objectives button located in the bottom right corner of each slide. Alternatively, you may choose to advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of each slide. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of each slide.

3. Insert Quick Parts
Word provides a variety of tools for inserting data such as text, fields, objects, and other items to help build a document.
To view some of the tools available, click the Quick Parts button in the Text group on the INSERT tab.
Building blocks are tools used for developing, or “building,” a document.
Word provides a number of these reusable pieces of content that you can insert into a document. You can also create your own and save them for future use.
Word offers a number of features to help you streamline the formatting of documents. In this chapter, you will learn how to use predesigned building blocks to build a document.

4. Insert Quick Parts - continued
To insert a building block:
Click the INSERT tab.
Click the Quick Parts button in the Text group.
Click the Building Blocks Organizer option.
Click the desired building block.
Click the Insert button.
To insert one of the predesigned building blocks into a Word document, click the INSERT tab, click the Quick Parts button in the Text group, and then click Building
Blocks Organizer at the drop-down list. This displays the Building Blocks Organizer dialog box (shown in the next slide).
Building Blocks Organizer option

5. Insert Quick Parts - continued
Click a column heading
to sort column entries
alphabetically.
Click the desired building block in the list box and then preview it in this preview area.
On the left, the Building Blocks Organizer dialog box displays six columns of information about the building blocks: its name, the gallery to which its belongs, its category, the template in which it is stored, its behavior, and its description. When you click the name of a building block, the dialog box also displays a preview of the building block, its name, and a brief description of it.

6. Insert Quick Parts - continued
The Building Blocks Organizer dialog box is a central location for viewing all of the predesigned building blocks available in Word.
You used building blocks in previous chapters when you inserted elements such as predesigned cover pages, headers, footers, page numbers, and watermarks into a document.
You used various buttons on the INSERT tab to insert these elements.
The Building Blocks Organizer dialog box provides a convenient location for viewing and inserting building blocks.

7. Insert Quick Parts - continued
To sort building blocks:
Click the INSERT tab.
Click the Quick Parts button in the Text group.
Click the Building Blocks Organizer option.
Click the desired column heading.
Column heading
When you open the Building Blocks Organizer dialog box, the building blocks display in a list box sorted by the Gallery column. Sort the building blocks by another column by clicking the column heading. For example, to sort the building blocks alphabetically by name, click the Name column heading.

8. Save Building Block Content
The Building Blocks Organizer dialog box contains reusable pieces of content organized by galleries such as AutoText, Cover Page, Header, Footer, and Quick Part.
If you find yourself typing and formatting the same data regularly, consider saving the data as a building block.
Saving frequently created data as a building block saves time and reduces the potential for errors that might occur each time you type data or apply formatting to it.
Instead of repeatedly typing and formatting the same data, you can create and save a building block to save time and reduce potential errors.

9. Save Building Block Content - continued
To save content to the Text Box gallery:
Select the text box.
Click the INSERT tab.
Click the Text Box button in the Text group.
Click the Save Selection to Text Box Gallery option.
You can save content as a building block in a specific gallery. For example, you can save a text box in the Text Box gallery, save content in the Header gallery, save content in the Footer gallery, and so on.
To save content in a specific gallery, use the button for the desired gallery. For example, to save a text box in the Text Box gallery, use the Text Box button. To do this, select the text box, click the INSERT tab, click the Text Box button, and then click the Save Selection to Text Box Gallery option at the drop-down gallery. This displays the Create New Building Block dialog box (shown in the next slide).
Save Selection to Text Box Gallery option

10. Save Building Block Content - continued
Type the building block name, specify the gallery and category, and write a description of the building block.
At the Create New Building Block dialog box that displays, type a name for the text box building block, type a description if desired, and then click OK.
To save content in the Header gallery, select the content, click the INSERT tab, click the Header button, and then click the Save Selection to Header Gallery option at the drop-down gallery. This displays the Create New Building Block dialog box but Header displays in the Gallery option box. Complete similar steps to save content to the Footer gallery or Cover Page gallery.

11. Save Building Block Content - continued
By default, the content you save as a building block is saved in the Building Block.dotx template or the Normal.dotm template, depending on the gallery you choose at the Create New Building Block dialog box.
A building block saved in either of these templates is available each time you open a document in Word.
You can save content as a building block in the AutoText gallery.
In a public environment, such as a school, you may not be able to save data to one of these templates.

12. Save Building Block Content - continued
To create a template:
Display the Save As dialog box.
Change the Save as type option to Word Template (*.dotx).
Type a name for the template.
Click the Save button.
The template is saved in the Custom Office Templates folder.
To open a document based on your template, click the FILE tab and then click the New option. At the New backstage area, click the PERSONAL option that displays below the search text box. This displays thumbnails of the templates saved in the Custom Office Templates folder. Click the thumbnail of your template and a blank document opens based on the template.
To specify the template in which you want a building block saved, click the down-pointing arrow at the right side of the Save in option in the Create New Building Block dialog box and then click the desired template. You must open a document based on a template for the template name to display in the drop-down list.
Word Template (*.dotx) option

13. Save Building Block Content - continued
To save content to the AutoText gallery:
Select the content box.
Click the INSERT tab.
Click the Quick Parts button in the Text group.
Point to AutoText.
Click the Save Selection to AutoText Gallery option.
You can save content as a building block in the AutoText gallery. The building block can easily be inserted into a document by clicking the INSERT tab, clicking the Quick Parts button, pointing to AutoText, and then clicking the desired AutoText building block at the side menu. To save content in the AutoText gallery, type and format the desired content and then select the content. Click the INSERT tab, click the Quick Parts button, point to AutoText, and then click the Save Selection to AutoText Gallery option at the side menu. You can also press Alt + F3 to display the dialog box. At the Create New Building Block dialog box, type a name for the building block, type a description if desired, and then click OK.
Save Selection to AutoText Gallery option

14. Save Building Block Content - continued
To save content to the Quick Part gallery:
Select the content box.
Click the INSERT tab.
Click the Quick Parts button in the Text group.
Click the Save Selection to Quick Part Gallery option.
In addition to saving content in the AutoText gallery, you can save selected content in the Quick Part gallery. To do this, select the desired content, click the INSERT tab, click the Quick Parts button, and then click the Save Selection to Quick Part Gallery option at the drop-down gallery. This displays the Create New Building Block dialog box with Quick Parts specified in the Gallery option box and Building Blocks.dotx specified in the Save in option box. Type a name for the building block, type a description if desired, and then click OK.
Save Selection to Quick Part Gallery option

15. CHECKPOINT 1
To view some of the tools available to insert data, click this button.
Quick Parts
Text Box
Object
Date & Time
You can sort building blocks in the Building Blocks Organizer dialog box by clicking this.
Order button
Sort button
Column heading
Row border
Answer
Answer
Next Question
Next Question
These are tools you can use to develop or “build” a document.
building objects
building blocks
building bricks
building boxes
Content you save as a building block is saved in either the Building Block.dotx template or this template.
Standard.dotm
Original.dotm
Default.dotm
Normal.dotm
In Slide Show view, click the Answer button after you believe that you know the correct answer to Question 1). The correct answer will be displayed. Click the Next Question button and Question 2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question 4), the Next Slide button will appear. Click this button to advance to the next slide.
Answer
Answer
Next Question
Next Slide

16. Edit Building Blocks To edit a building block: Click the INSERT tab.
Click the Quick Parts button in the Text group.
Click the Building Blocks Organizer option.
Click the desired building block.
Click the Edit Properties button.
Make the desired changes.
Click OK.
You can make changes to the properties of a building block with options at the Modify Building Block dialog box. This dialog box contains the same options as the Create New Building Block dialog box.
Display the Modify Building Block dialog box (shown in the next slide) by opening the Building Blocks Organizer dialog box, clicking the desired building block in the list box, and then clicking the Edit Properties button.
Edit Properties button

17. Edit Building Blocks - continued
Make desired changes to the Modify Building Block dialog box and then click OK. At the message asking if you want to redefine the building block entry, click Yes.
Modify Building Block dialog box

18. Edit Building Blocks - continued
To edit a building block using the shortcut menu:
Click the desired button.
Right-click the custom building block.
Click the Edit Properties option.
Make the desired changes.
Click OK.
You can also display the Modify Building Block dialog box for a custom building block in a button drop-down gallery by clicking the button, right-clicking the custom building block, and then clicking Edit Properties at the shortcut menu.
Edit Properties option

19. Edit Building Blocks - continued
To insert a custom text box building block:
Click the INSERT tab.
Click the Text Box button.
Click the desired text box at the drop-down gallery.
Any content that you save as a building block can be inserted into a document at the Building Blocks Organizer dialog box. Some content can also be inserted at specific drop-down galleries.
For example, insert a custom text box building block by clicking the Text Box button on the INSERT tab and then clicking the desired text box building block at the drop-down gallery.
You can specify where you want custom building block content inserted within a document at the button drop-down gallery. To do this, display the button drop-down gallery, right-click the custom building block, and then click the desired location at the shortcut menu.
Custom text box building block

20. Edit Building Blocks - continued
To insert a custom building block as a header:
Click the INSERT tab.
Click the Quick Parts button.
Click the desired right-click the desired custom building block at the drop-down gallery.
Click the Insert at Page Header option at the shortcut menu.
Insert a custom header at the Header button drop-down gallery, a custom footer at the Footer button drop-down gallery, a custom cover page at the Cover Page button drop-down gallery, and so on.
Custom header building block

21. Edit Building Blocks - continued
You can insert a building block in a document, make corrections or changes to it, and then save it with the same name or a different name.
Save a building block with the same name if you want to update it later to reflect any changes.
Save the building block with a new name if you want to use an existing building block as a basis for creating a new one.
When you save a modified building block with the original name, a message displays asking if you want to redefine the building block entry. At this message, click Yes.

22. Edit Building Blocks - continued
To insert a gallery button on the Quick Access toolbar:
Click the desired button.
Right-click the existing building block.
Click the Add Gallery to Quick Access Toolbar option.
To make building blocks more accessible, insert a building block gallery as a button on the Quick Access toolbar. To do this, click the desired button, right-click an existing building block, and then click the Add Gallery to Quick Access Toolbar option at the shortcut menu.
To remove a button from the Quick Access toolbar, right-click the button and then click Remove from Quick Access Toolbar at the shortcut menu. Removing a button containing a building block gallery does not delete the building blocks.
Add Gallery to Quick Access Toolbar option

23. Save Building Blocks in a Different Template
After you save the building blocks you created in your own template, they are available only when you use your template to create a document.
If you want your building blocks to be available for all documents, save them in the Building Blocks.dotx template or Normal.dotm template.
Use the Save in option at the Create New Building Block or Modify Building Block dialog box to save building blocks to one of these two templates.
If you modify an existing building block that you saved in your template and specify that you want it saved in the Normal.dotm or Building Blocks.dotx template, the building block is no longer available in your template. It is available only in documents based on the default Normal.dotm template. If you want to keep a building block in your template and also make it available for other documents, insert the building block content in the document, select the content, and then create a new building block.

24. Delete Building Blocks
When you no longer use a building block you created, consider deleting it.
To do this, display the Building Blocks Organizer dialog box, click the building block you want to delete, and then click the Delete button. At the message asking if you are sure you want to delete the selected building block, click Yes.
No longer used custom building blocks can be easily deleted by using these steps.

25. Delete Building Blocks - continued
To delete a building block using the shortcut menu:
Display the desired button drop-down gallery.
Right-click the desired building block.
Click the Organize and Delete option.
Click the Delete button.
Click Yes.
Close the dialog box.
You can also delete a custom building block by right-clicking the building block at the drop-down gallery and then clicking the Organize and Delete option at the shortcut menu. This displays the Building Blocks Organizer dialog box with the building block selected. Click the Delete button that displays at the bottom of the dialog box and then click Yes at the confirmation question.
For example, to delete a custom footer, click the INSERT tab, click the Footer button, scroll through the drop-down gallery, right-click the custom footer, and then click Organize and Delete. This displays the Building Blocks Organizer dialog box with the custom footer building block selected. Click the Delete button and then click Yes at the confirmation question.
To delete building blocks from a specific template, open a document based on the template and then complete the steps to delete the building blocks. Close the document without saving it and when the message displays telling you that you have modified building blocks and asking if you want to save the changes, click the Save button.
Deleting the entire template you created will also delete the building blocks in the template. To delete a template, display the Open dialog box, click the Documents folder in the Navigation pane, and then double-click the Custom Office Templates folder in the Content pane. Click your template in the Content pane, click the Organize button, click the Delete option, and then close the Open dialog box.
Organize and Delete option

26. Insert Document Properties
To insert a document property placeholder:
Click the INSERT tab.
Click the Quick Parts button in the Text group.
Point to the Document Property option.
Click the desired option at the side menu.
If you click the Quick Parts button on the INSERT tab and then point to Document Property at the drop-down list, a side menu displays with document property options. Click an option at this side menu and a document property placeholder is inserted into the document. Type the desired text in the placeholder.
Document Property option

27. Insert Document Properties - continued
Placeholder
If you insert the same document property placeholder in multiple locations in a document, updating one of the placeholders will automatically update all occurrences of that placeholder.

28. Insert Document Properties - continued
When you click the FILE tab, the Info backstage area displays containing information about the document. Document properties display at the right side of the Info backstage area and include information such as the document size, number of pages, title, and comments. Document properties that you insert with the Quick Parts button sometimes display at the Info backstage area.
Document properties

29. Insert Fields Fields are placeholders for data that varies.
You inserted fields in documents when you merged main documents with data source files, inserted the date and time in a document, and inserted page numbers in a document.
Word provides buttons for inserting many of the types of fields you may want to insert into a document, as well as options at the Field dialog box.
There are many types of fields that can be entered into a document.

30. Insert Fields - continued
To insert a field:
Click the INSERT button.
Click the Quick Parts button in the Text group.
Click the Field option at the drop-down list.
Click the desired field.
Click OK.
To display the Field dialog box, click the INSERT tab, click the Quick Parts button in the Text group, and then click Field at the drop-down list. At the Field dialog box (shown in the next slide), click the desired field in the Field names list box and then click OK.
Field option

31. Insert Fields - continued
This dialog box contains a list of all available fields. Just as the Building Blocks Organizer dialog box is a single location for accessing all building blocks, the Field dialog box is a single location for accessing fields.
Click the desired field name in the Field names list box and then click OK.

32. Insert Fields - continued
Narrow the list of fields in the Field names list box to a specific category by clicking the down-pointing arrow at the right side of the Categories option box and then clicking the desired category at the drop-down list.
Click a field in the Field names list box and a description of the field displays below the list box.
Field properties related to the selected field also display in the dialog box. You can create custom field formats for some fields.
If you click the FileName field in the Field names list box, you can choose a custom format in the Format list box in the Field Properties section, such as uppercase, lowercase, first capital, or title capital letters for the file name. If you click the NumWords field in the Field names list box, you can choose a custom format in the Format list box and the Numeric format list box.
By default, the Preserve formatting during updates check box contains a check mark. With this option active, the custom formatting you choose for a field will be preserved if the field is updated.

33. Insert Fields - continued
To update a field:
Click the field.
Click the Update tab.
Update tab
Some fields, such as the date and time field, update automatically when you open the document. Other fields can be updated manually.
You can manually update a field three ways: by clicking the field and then clicking the Update tab; by clicking the field and then pressing the F9 key; and by right-clicking the field and then clicking Update at the shortcut menu. You can also update all of the fields in a document (except headers, footers, and text boxes) by pressing Ctrl + A to select the document and then pressing the F9 key.

34. CHECKPOINT 2
Click this button in the Building Blocks Organizer dialog box to edit a building block.
Edit Properties
Edit Building Block
Edit Block
Edit Object
You can insert a building block gallery as a button on this toolbar.
Mini
Quick Access
Building Block
Object
Answer
Answer
Next Question
Next Question
Insert a custom text box building block by clicking the Text Box button on this tab.
PAGE LAYOUT
REVIEW
HOME
INSERT
You can update a field by pressing this function key. F1 F4 F8 F9
In Slide Show view, click the Answer button after you believe that you know the correct answer to Question 1). The correct answer will be displayed. Click the Next Question button and Question 2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question 4), the Next Slide button will appear. Click this button to advance to the next slide.
Answer
Answer
Next Question
Next Slide