Objectives

1. Objectives

2. Chapter 21: Inserting and Customizing Quick Parts Performance Objectives • Insert Quick Parts • Save Building Block Content • CHECKPOINT 1 • Edit Building Blocks • Delete Building Blocks • Insert Document Properties • Insert Fields • CHECKPOINT 2

3. Insert Quick Parts • Word includes a variety of tools you can use to insert data such as text, fields, objects, or other items in a document to help build it. • To view some of the tools available, click the Quick Parts button in the Text group in the Insert tab. Quick Parts button

4. Insert Quick Parts…continued • Building blocks are tools you can use to develop or “build” a document. • Word provides a number of these reusable pieces of content that you can insert in a document. • You can also create your own and save them for future use.

5. 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. Building Blocks Organizer option

6. 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.

7. Insert Quick Parts…continued • The Building Blocks Organizer dialog box provides a single location where you can view 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 numbering, and watermarks into a document. • You used various buttons in the Insert tab to insert these elements.

8. 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

9. Save Building Block Content • The Building Blocks Organizer dialog box contains reusable pieces of content organized by galleries such as AutoText, Cover Pages, Headers, Footers, and Quick Parts. • 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 you time and reduces the potential for errors that might occur each time you type data or apply formatting.

10. 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. Save Selection to Text Box Gallery option

11. Save Building Block Content…continued At this dialog box, type the building block name, specify the gallery and category, and write a description of the building block.

12. Save Building Block Content…continued • By default, content you save as a building block is saved in either the Building Block.dotx template or the Normal.dotm template depending on the gallery in which you save the building block. • A building block saved in either of these galleries is available each time you open a new blank document in Word.

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. Save Selection to AutoText Gallery option

14. Save Building Block Content…continued • You can save content as a building block in the AutoText gallery and the building block can be easily inserted in a document by clicking the Insert tab, clicking the Quick Parts button, pointing to AutoText, and then clicking the desired AutoText building bock at the side menu.

15. 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. Save Selection to Quick Part Galleryoption

16. CHECKPOINT 1 • To view some of the tools available to insert data, which button do you click? • 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 Answer Answer Next Question Next Slide

17. 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. Edit Properties button

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. 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. custom text box building block

20. Edit Building Blocks…continued To insert a custom header building block: • Click the Insert tab. • Click the Text Box button. • Click the desired text box at the drop-down gallery. custom header building block

21. Edit Building Blocks…continued Right-click the desired building block at the Quick Parts drop-down gallery and then click the location for inserting the building block at the shortcut menu.

22. 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 when you want to update the building block 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 building block.

23. 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. Add Gallery to Quick Access Toolbar option

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. • 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.

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. 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. Document Property option

27. Insert Document Properties…continued document properties

28. Insert Document Properties…continued placeholders

29. Insert Fields • Fields are placeholders for data that change and thus need to be updated and for data that change when a main document is merged with a data source file. • 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 numbering in a document. • Word provides buttons for inserting many of the types of fields you may want to enter 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. Field option

31. Insert Fields…continued Click the desired field name in the Field names list box and then click OK.

32. Insert Fields…continued To update a field: • Click the field. • Click the Update tab. Update tab

33. 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 in this tab. • Page Layout • Review • Home • Insert • You can update a field by pressing this function key. • F1 • F4 • F8 • F9 Answer Answer Next Question Next Slide