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Word 2007: Using Building Blocks to Enhance Productivity (Part 5 of 5)

written by: •edited by: Jean Scheid•updated: 7/6/2011

Your Word 2007 Quick Parts can be shared with others. In this way, you can save both yourself and others time when working with Word.

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    Sharing Quick Parts

    By default, all Quick Parts in Word 2007 are saved in the Building Blocks.dotx template. Actually, all built-in content is stored in this file. Alternatively, you can choose to save your custom Quick Parts to your Normal.dotx template. This option is found next to Save In in the Create New Building Block dialog box.

    Another great option when saving Quick Parts is sharing them with others. To share your custom Quick Parts, follow these steps:

    1. Create a new, blank Word document
    2. From the Office menu, point to Save As, and then choose Word Template from the Save As submenu
    3. Type a file name for the new template, and then click Save
    4. With the custom template still open, add the text, formatting and graphics for the Quick Part you want to save, and then select the Quick Part entry text
    5. Click the Quick Parts command located in the Text group on the Insert tab on the Ribbon
    6. Choose Save Selection to Quick Part Gallery
    7. Type a Quick Part name
    8. From the Save in drop-down menu, choose the name of your custom template (the document that is currently open)
    9. Click OK
    10. Delete the Quick Part entry in the document (not in the Building Blocks Organizer)
    11. Repeat steps 4-10 for additional Quick Parts you want to add to the template to share with others
    12. Save and then send the template to others

    So, what if you already have Quick Parts and just need to add them to a new template to share with others?

    You can actually share existing Quick Parts fairly quickly. Start with a new, blank Word document that you save as a template. With the template open, display the Building Blocks Organizer. For each Quick Part you want to share, select it and then click Edit Properties.

    The Edit Properties dialog box looks identical to the Create New Building Block dialog box.

    In the Edit Properties dialog box, click the Save In arrow and choose the new template. This moves the Quick Part to the new template and takes it out of the Building Blocks.dotx template or Normal.dotx file -- depending upon where it was original saved.

    Finally, send the template to others with instructions for them to save the template file to their Application Data folder. This allows the Building Blocks that you saved with the template to be available in their Building Block galleries and in their Building Blocks Organizer.

    While Building Blocks may take a little of your time and effort up front, the productivity payoff is huge down the road.