Using Quick Parts in Microsoft Word 2007

If you use blocks of text over and over again, you’re going to appreciate the Quick Parts feature that’s new to Word 2007. If you have an older version of Word, you’ll have to watch from the sidelines (sorry).

Quick Parts lets you store “blocks” of formatted text for use in your documents and it’s a real time saver. Here’s how it works:

Open up Word and a document that has text you want to store for reuse. Using the mouse, highlight the desired block of text.

Next, click Insert on the ribbon (the ribbon is the icon band appearing across the top of the screen).

Once the “Insert” group of commands is displayed, click on QuickParts button and select the Save Selection to Quick Part Gallery menu choice.

The Create a New Building Block dialog box will appear as follows:

Change the name to something more descriptive (only if you need to) and click OK. The block of text is now in available for use.

Here’s how to insert the text. Simply click Insert on the ribbon and select Quick Parts. A preview of the text you saved appears immediately inside the drop down menu as follows:

Click on it and the block immediately is inserted into your document!

You can use this to store headers and footers. And since Quick Parts are also available in Microsoft Outlook when you’re creating email messages, you can use it for signatures and disclaimers as well.

You may have noticed the Building Blocks Organizer menu choice; it allows you to edit or delete the text block you’ve created. You can also check out the other blocks provided by Microsoft.

Need help so Word 2007 is more productive in your office? Call us at (949) 481-1232 and we’ll give you a hand.