Microsoft Word 2007 10/10/2008
Word 2007 Ribbons you first start some of the programs in 2007 Microsoft Office system, you may be surprised by what you see. The menus and toolbars in some programs have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface. The Ribbon as it appears in Microsoft Office Word 2007 The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected. Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar containing a set of commands that are independent of the tab that is currently displayed. The Quick Access Toolbar can be located in one of two places: Upper-left corner next to the Microsoft Office Button (default location) Below the Ribbon, which is part of the Microsoft Office Fluent user interface 2
If you don't want the Quick Access Toolbar to be displayed in its current location, you can move it to the other location. If you find that the default location next to the Microsoft Office Button is too far from your work area to be convenient, you may want to move it closer to your work area. The location below the Ribbon encroaches on the work area. Therefore, if you want to maximize the work area, you may want to keep the Quick Access Toolbar in its default location. 1. Click Customize Quick Access Toolbar. 2. In the list, click Show Below the Ribbon. Add a command to the Quick Access Toolbar You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Fluent Ribbon. 1. On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar. 2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu. NOTES You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use. 3
You cannot display the Quick Access Toolbar on multiple lines. Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the Ribbon, cannot be added to the Quick Access Toolbar. Dialogue Box You can view the dialogue box of Word 2003 for certain functions. Click on the icon from the ribbon. 4
New XP 2007 Open a blank document 1. Click the Microsoft Office Button, and then click New. 2. Double-click Blank document. Start a document from a template To use a template as a starting point, do one of the following: 1. Click the Microsoft Office Button, and then click New. 2. Under Templates, do one of the following: Click Installed Templates to select a template that is available on your computer. Click one of the links under Microsoft Office Online, such as Flyers or Letters and Letterhead. NOTE To download a template that is listed under Microsoft Office Online, you must be connected to the Internet. 3. Double-click the template that you want. 5
Open XP 2007 Open a file 1. Click the Microsoft Office Button, and then click Open. Important If you don't see the Microsoft Office Button, click Open on the File menu. Keyboard shortcut To display the Open dialog box, press CTRL+O. 2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash drive, CD, or DVD), or Internet location that contains the file that you want to open. Note By default, the files that you see in the Open dialog box are only those files that are created by the program that you are using. For example, if you are using Microsoft Office Excel, you do not see files that are created by using Microsoft Office Word unless you click All Files in the Files of type box. 3. Click the file, and then click Open. Open a file as a copy When you open a file as a copy, the program creates a duplicate of the file, and you look at the duplicate. Any changes that you make are saved to the copy. The program gives the copy a new name. The default is to add Copy (1) of to the beginning of the file name. 1. Click the Microsoft Office Button, and then click Open. Important If you don't see the Microsoft Office Button, click Open on the File menu. 6
Keyboard shortcut To display the Open dialog box, press CTRL+O. 2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash drive, CD, or DVD), or Internet location that contains the file that you want to open. 3. Click the file that you want to open a copy of. 4. Click the arrow next to the Open button, and then click Open as Copy. Note When you open a file as a copy, a new copy of the file is created in the folder that contains the original file. Open a file as read-only When you open a file as read-only, you are looking at the original file, but you cannot save changes to it. 1. Click the Microsoft Office Button, and then click Open. Keyboard shortcut To display the Open dialog box, press CTRL+O. 2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash drive, CD, or DVD), or Internet location that contains the file that you want to open. 3. Click the file that you want to open as read-only. 4. Click the arrow next to the Open button, and then click Open Read-Only. Notes Using Microsoft Windows XP, to create a shortcut to a folder on a network file server, Web server, or removable media (such as flash drive, CD, or DVD), use My Network Places on the My Places bar in the Open dialog box. Using Windows Vista, to create a shortcut to a folder on a network file server, Web server, or removable media removable media (such as flash drive, CD, or DVD), use Navigation pane in the Open dialog box. The Recently used files list on the File menu or the Recent Documents list available when you click the Microsoft Office Button displays a list of the last few files that you opened. Click the file name to open the file. The My Recent Documents folder in the Open dialog box lists the previous files and folders that you have opened. 7
Save XP 2007 Save As XP 2007 Save a file By default, the Microsoft Office programs save a file in a default working folder. If you want, you can specify a different location. 1. Click the Microsoft Office Button, and then click Save. Important If you don't see the Microsoft Office Button, click Save on the File menu. Keyboard shortcut To save the file, press CTRL+S. 2. If you are saving the file for the first time, you are asked to give it a name. 8
Save a file for use in an earlier version of Office Microsoft Word 2007 If you are using the 2007 Office release, you can share your files with people using an earlier version of Microsoft Office by saving your file in the 97-2003 file formats. For example, you can save your Microsoft Office Word 2007 document (.docx) as a 97-2003 document (.doc). Save a copy of a file (Save As command) You can also use the Save As command to rename a file or change the location of where you save the file. Save As dialog box in Windows Vista You can also save the file to a new location by using the Navigation pane. 1. To choose a folder or type a path to the folder, use the Address bar. 2. To quickly see locations you use a lot, use the Navigation pane. 3. To see more file types, click the arrow. 9
Save As dialog box in Microsoft Windows XP You can also save the file to a new location by using the Save in list or locations saved in your My Places bar. 1. To choose a folder, use the Save in list. 2. To quickly see locations you use a lot, use the My Places bar. 3. To see more file types, click the arrow. Save AutoRecover information automatically AutoRecover does not replace regularly saving your files. If you choose not to save the recovery file after you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces the original file (unless you specify a new file name). The more frequently your files are saved, the more information is recovered if there is a power failure or other problem while a file is open. 1. Click the Microsoft Office Button, and then click Word Options. 2. Click Save. 3. Select the Save AutoRecover information every check box. 4. In the minutes box, type or select a number to determine how often you want to save files. 10
Text Formatting XP 2007 Preview font formatting changes 1. Select the text that you want to format. 2. On the Home tab, in the Font group, do any of the following: Click the arrow next to the Font box, and then move the pointer over the fonts that you want to preview. Click the arrow next to the Font Size box, and then move the pointer over the font sizes that you want to preview. Click the arrow next to the Text Highlight Color button, and then move the pointer over the highlight or fill colors that you want to preview. Click the arrow next to the Font Color button, and then move the pointer over the font colors that you want to preview. 3. When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected font name, font size, or colour in the list. To cancel live previewing without applying any changes, press ESC. Preview paragraph formatting changes 1. Select the text that you want to format. 2. On the Home tab, in the Paragraph group, do any of the following: Click the arrow next to the Bullets button, and then move the pointer over the bulleted list styles that you want to preview. Click the arrow next to the Numbering button, and then move the pointer over the numbered list styles that you want to preview. Click the arrow next to the Shading button (Office Word 2007 only), and then move the pointer over the shading colors that you want to preview. 3. When you finish previewing the formatting choices, do one of the following: 11
To apply the previewed formatting, click the selected paragraph style or colour in the list. To cancel live previewing without applying any changes, press ESC. Preview Quick Style formatting changes 1. Select the text or paragraph that you want to format. 2. On the Home tab, in the Styles group, do any of the following: In the Quick Styles gallery, move the pointer over any of the styles that you want to preview. Tip Click the More arrow to view and preview additional choices. Click Change Styles, point to Style Set, and then move the pointer over any of the choices in the list. 3. When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the list. To cancel live previewing without applying any changes, press ESC. Turn on or off Live Preview 1. Click the Microsoft Office Button, and then click Word Options. 2. Click Popular, and then select or clear the Enable Live Preview check box. Note By default, the Live Preview feature is turned on in all 2007 Microsoft Office system programs that support it. Each program remembers your Live Preview preference independently from the other programs. For example, you can choose to turn off Live Preview in Office PowerPoint 2007 and leave it turned on in Office Word 2007. 12
Headers & Footers XP 2007 Insert or change the headers or footers You can insert predesigned headers or footers in your document and easily change the header and footer designs. Or you can create your own header or footer with a company logo and custom look, and save the new header or footer to the gallery. Insert the same header and footer throughout a document 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click the header or footer design that you want. The header or footer is inserted on every page of the document. 13
NOTE If necessary, you can format text in the header or footer by selecting the text and using the formatting options on the Mini toolbar. Insert text or graphics in a header or footer and save it to the gallery 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click Edit Header or Edit Footer. 3. Insert text or graphics. 4. To save the header or footer that you created to the gallery of header or footer options, select the text or graphics in the header or footer, and then click Save Selection as New Header or Save Selection as New Footer. Change headers or footers 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click a header or footer design from the gallery. The header or footer design changes for the entire document. Remove the header or footer from the first page 1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout tab. 2. Select the Different first page check box under Headers and footers. Headers and footers are removed from the first page of the document. Make the headers or footers different for odd and even pages For example, you might choose to use the title of the document on odd pages, and the chapter title on even pages. 14
1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout tab. 2. Select the Different odd and even check box. Now you can insert the header or footer for even pages on an even page and the header or footer for odd pages on an odd page. Change the contents of a header or footer 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Make your changes to the header or footer by selecting the text and revising it or by using the options on the Mini toolbar to format the text. For example, you can change the font, apply bold format, or apply a different font colour. TIP In Print Layout view, you can quickly switch between the header or footer and the document text. Just double-click the dimmed header or footer or the dimmed document text. Remove the headers or footers 1. Click anywhere in the document. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. 3. Click Remove Header or Remove Footer. The header or footers are removed from the entire document. Working with headers and footers in a document with multiple sections In a document with sections, you can insert, change, and remove different headers and footers for each section. Or you can use the same header or footer for all of the sections. If you are unsure whether your document has sections, click Draft on the status bar. On the Home tab, in the Find group, click Go To. Click Section, and then click Next to find any section breaks in the document. 15
To create section breaks, click where you want to place a section in the document. On the Page Layout tab, in the Page Setup group, click Breaks. Create a different header or footer for part of a document 1. Click in the section for which you want to create a different header or footer. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. 3. Click Edit Header or Edit Footer. 4. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the connection between the header and footer in the new section and the previous section. Microsoft Office Word 2007 does not display Same as Previous in the upper-right corner of the header or footer. 5. Change the existing header or footer, or create a new header or footer for this section. Use the same headers and footers in each document section 1. Double-click the header or footer that you want to make the same as the header or footer in the previous section. 2. On the Headers & Footers tab, in the Navigation group, click Previous or next to move to the header or footer that you want to change. 3. Click Link to Previous to reconnect the header and footer in the current section to those in the previous section. 4. Office Word 2007 will ask if you want to delete the header and footer and connect to the header and footer in the previous section. Click Yes. Make the headers or footers different for odd and even pages For example, you might choose to use the title of the document on odd pages, and the chapter title on even pages. 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 16
2. Click Edit Header or Edit Footer. 3. On the Headers & Footers tab, in the Options group, select the Different odd and even check box. 4. If necessary, in the Navigation group, click Previous or Next to move into the odd or even header or footer areas. 5. Create the header or footer for odd-numbered pages in the Odd Page Header or Odd Page Footer area. Create the header or footer for even-numbered pages in the Even Page Header or Even Page Footer area. 17
Table XP 2007 Insert a table by using Quick Tables 1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table. 3. Point to Quick Tables, and then click the table that you want. 4. If necessary, replace the placeholder data in the table with the data that you want. 18
Add a table to the Quick Tables Gallery Microsoft Word 2007 1. Click in the table that you want to add. 2. Under Table Tools, click the Layout tab. 3. In the Table group, click Select, and then click Select Table. 4. On the Insert tab, in the Tables group, click Table. 5. Point to Quick Tables, and then click Save Selection to Quick Tables Gallery. 6. Fill out the information in the Create New Building Block dialog box: Use Table Styles to format an entire table After you create a table, you can format the entire table by using Table Styles. By resting your pointer over each of the preformatted table styles, you can preview what the table will look like. 1. Click in the table that you want to format. 2. Under Table Tools, click the Design tab. 3. In the Table Styles group, rest the pointer over each table style until you find a style that you want to use. NOTE To see more styles, click the More arrow. 4. Click the style to apply it to the table. 5. In the Table Style Options group, select or clear the check box next to each the table element to apply or remove the selected style. Add or remove borders You can add or remove borders to format a table the way that you want. Add table borders 1. Under Table Tools, click the Layout tab. 2. In the Table group, click Select, and then click Select Table. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then do one of the following: 19
Click one of the predefined border sets. Click Borders and Shading, click the Borders tab, and then choose the options that you want. Remove table borders from the whole table 1. Under Table Tools, click the Layout tab. 2. In the Table group, click Select, and then click Select Table. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then click No Border. Add table borders to specified cells only 1. On the Home tab, in the Paragraph group, click Show/Hide. 2. Select the cells that you want, including their end-of-cell marks. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then click the border that you want to add. Remove table borders from specified cells only 1. On the Home tab, in the Paragraph group, click Show/Hide. 2. Select the cells that you want, including their end-of-cell marks. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then click No Border. Display or hide gridlines 20
Gridlines show the cell boundaries of a table on the screen wherever the table doesn't have borders applied. If you hide the gridlines in a table that has borders, you won't see the change because the gridlines are behind the borders. To view the gridlines, remove the borders. Unlike borders, gridlines appear only on the screen; they are never printed. If you turn off gridlines, the table is displayed as it will be printed. NOTE Gridlines are not visible when you view a document in a Web browser or in Print Preview. Display or hide table gridlines in a document Under Table Tools, on the Layout tab, in the Table group, click View Gridlines. Add a cell, row, or column Add a cell 1. Click in a cell that is located just to the right of or above where you want to insert a cell. 2. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher. 3. Click one of the following options: Click this Shift cells right To do this Insert a cell and move all other cells in that row to the right. NOTE This option may result in a row that has more cells than the other rows. Shift cells down Insert entire row Insert entire column Insert a cell and move remaining existing cells in that column down one row each. A new row will be added at the bottom of the table to contain the last existing cell. Insert a row just above the cell that you clicked in. Insert a column just to the right of the cell that you clicked in. Add a row 1. Click in a cell that is located just below or above where you want to add a row. 2. Under Table Tools, click the Layout tab. 3. Do one of the following: To add a row just above the cell that you clicked in, in the Rows and Columns group, click Insert Above. 21
To add a row just below the cell that you clicked in, in the Rows and Columns group, click Insert Below. Add a column 1. Click in a cell that is located just to the right or left of where you want to add a column. 2. Under Table Tools, click the Layout tab. 3. Do one of the following: To add a column just to the left of the cell that you clicked in, in the Rows and Columns group, click Insert Left. To add a column just to the right of the cell that you clicked in, in the Rows and Columns group, click Insert Right. Delete a cell, row, or column 1. Do one of the following: To select A cell A row Do this Click the left edge of the cell.. Click to the left of the row. A column Click the column's top gridline or top border. 2. Under Table Tools, click the Layout tab. 3. In the Rows & Columns group, click Delete, and then click Delete Cells, Delete Rows, or Delete Columns, as appropriate. Merge or split cells Merge cells You can combine two or more cells in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns. 1. Select the cells that you want to merge by clicking the left edge of a cell and then dragging across the other cells that you want. 2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells. 22
Split cells 1. Click in a cell, or select multiple cells that you want to split. 2. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells. 3. Enter the number of columns or rows that you want to split the selected cells into. Repeat a table heading on subsequent pages When you work with a very long table, it will be divided wherever a page break occurs. You can make adjustments to the table so that the table headings are repeated on each page. Repeated table headings are visible only in Print Layout view and when you print the document. 1. Select the heading row or rows. The selection must include the first row of the table. 2. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows. NOTE Word automatically repeats the table headings on each new page that results from an automatic page break. Word does not repeat a heading if you insert a manual page break within a table. Control where a table is divided When you work with a very long table, it must be divided wherever a page break occurs. By default, if a page break occurs within a large row, Microsoft Word allows a page break to divide the row between the two pages. You can make adjustments to the table to make sure that the information appears as you want it to when the table spans multiple pages. Prevent a table row from breaking across pages 1. Click in the table. 2. Under Table Tools, click the Layout tab. 3. In the Table group, click Properties, and then click the Row tab. 4. Clear the Allow row to break across pages check box. Force a table to break across pages at a particular row 1. Click in the row that you want to appear on the next page. 2. Press CTRL+ENTER. 23
Picture XP 2007 For a picture outside a drawing canvas 1. Click the picture that you want to add an effect to. 2. Under Picture Tools, on the Format tab, in the Picture Styles group, click Picture Effects. If you do not see the Picture Tools or Format tabs, make sure that you clicked a picture. 3. Do one or more of the following: To add or change a built-in combination of effects, point to Preset, and then click the effect that you want. To customize the built-in effect, click 3-D Options, and then choose the options that you want. For additional information about the options in the 3-D Format pane, click Help at the top of the Format Picture dialog box. 24
To add or change a shadow, point to Shadow, and then click the shadow that you want. To customize the shadow, click Shadow Options, and then choose the options that you want. For additional information about the options in the Shadow pane, click Help at the top of the Format Picture dialog box. To add or change a reflection, point to Reflection, and then click the reflection variation that you want. To add or change a glow, point to Glow, and then click the glow variation that you want. To customize the glow colours, click More Glow Colours, and then choose the colour that you want. To change to a colour that is not in the theme colours, click More Colours, and then either click the colour that you want on the Standard tab, or mix your own colour on the Custom tab. Custom colours and colours on the Standard tab do not update if you later change the document theme. To add or change a soft edge, point to Soft Edges, and then click the size of the edge that you want. To add or change an edge, point to Bevel, and then click the bevel that you want. To customize the bevel, click 3-D Options, and then choose the options that you want. For additional information about the options in the 3-D Format pane, click Help at the top of the Format Picture dialog box. To add or change a 3-D rotation, point to 3-D Rotation, and then click the rotation that you want. To customize the rotation, click 3-D Rotation Options, and then choose the options that you want. For additional information about the options in the 3-D Rotation pane, click Help at the top of the Format Picture dialog box. For one picture or more pictures in a drawing canvas Only shadow effects can be added in to pictures in a drawing canvas. It is not possible to add other effects such as reflections, glows, soft edges, bevels, or 3-D rotations. 25
1. Click the picture that you want to add a shadow effect to. NOTE To add the same effect to multiple pictures, you must change the text wrapping style and copy the pictures to a drawing canvas. (After adding or changing the effect, you can copy them back to the original location in your document.) To change the text wrapping style, right-click each picture, and on the shortcut menu, point to Text Wrapping. Then click Square or any option other than In Line with Text. 2. Under Picture Tools, on the Format tab, in the Shadow Effects group, click the arrow next to Shadow Effects, and then choose the shadow that you want. If you do not see the Picture Tools or Format tabs, make sure that you clicked a picture. To customize the shadow colour, point to Shadow Colour, and then click the colour that you want. To change to a colour that is not in the theme colours, click More Shadow Colours, and then either click the colour that you want on the Standard tab, or mix your own colour on the Custom tab. Custom colours and colours on the Standard tab do not update if you later change the document theme. Spell Checking XP 2007 Word 1. On the Review tab, in the Proofing group, click Spelling & Grammar. 26
TIP You can access this command quickly by adding it to the Quick Access Toolbar, which is a part of the Microsoft Office Fluent user interface, by right-clicking the Spelling & Grammar button, and then clicking Add to Quick Access Toolbar on the shortcut menu. 2. If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled word found by the spelling checker is selected. You can resolve each error that the program finds in different ways. I want to fix the error by using one of the suggested words. Select the word from the Suggestions list, and then click Change. I want to fix the error by changing the word, myself. 2. Click the word in the file, and edit the word as needed to fix the word. 3. After you fix the word, click Find Next in InfoPath, Start Spell Check in OneNote, or Resume for all other programs. The misspelled word is actually a real word that I use. I want all of the Microsoft Office programs to recognize this word and not treat it as a misspelling. Click Add or Add to Dictionary. I want to ignore this misspelled word and move on to the next misspelled word. Click Ignore Once. I want to ignore all instances of this misspelled word and move on to the next misspelled word. Click Ignore All. IMPORTANT Clicking Ignore All in Word causes the spelling checker to ignore all existing instances of the word, permanently. In Word, you can make the spelling checker find these ignored words again. I tend to make this mistake a lot, so I want the program to automatically fix this mistake for me whenever I type it. Select the correct word from the Suggestions list, and then click AutoCorrect. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you want to do. 27
In Outlook or Word only, after the program finishes flagging the spelling mistakes, it begins showing you the grammar mistakes. For each mistake, select an option in the Spelling and Grammar dialog box. Top of Page Check spelling and grammar automatically If you are looking for a way to find and fix spelling mistakes in your file more quickly and easily, or if you don't want to see the wavy red lines that your Microsoft Office program displays in your file, this section explains how automatic spelling and grammar checking works and how to turn it on or off. NOTES There is no option to check spelling while you type in Access, Excel, or Project. Grammar checking is available only in Outlook and Word. How automatic spelling checking works When you check spelling automatically while you type, you can be more confident that you won't need to correct a lot of spelling mistakes when you are ready to deliver your file. Your Microsoft Office program can flag misspelled words while you work so that you can easily spot them, as in the following example. You can right-click the misspelled word to see suggested corrections on the shortcut menu. Depending on the Microsoft Office program that you are using, right-clicking a word can provide you with other options on the shortcut menu, such as adding the word to your custom dictionary. 1. Click the Microsoft Office Button, and then click Word Options. 28
2. Click Proofing. 3. To turn on or off automatic spelling checking and automatic grammar checking for the currently open document, do the following: Under Exceptions for, click Name of currently open file. Select or clear the Hide spelling errors in this document only and Hide grammar errors in this document only check boxes. To turn on or off automatic spelling checking and automatic grammar checking for all documents that you create from now on, do the following: Under Exceptions for, click All New Documents. Select or clear the Hide spelling errors in this document only and Hide grammar errors in this document only check boxes. Creating Building Blocks 29
Frequently used document content, such as a paragraph or several paragraphs of data, logos, graphics, specifically formatted headers or footers, standard tables, or equations any type of content can be easily turned into a Building Block. You can create Building Blocks from newly created content or even data from documents that were created in previous versions of Word. Simply select the data that you want to turn into a reusable Building Block. On the Insert tab, click Quick Parts, and then click Save Selection To Quick Part Gallery, or press Alt+F3. The Create New Building Block dialog box displays as shown in Figure 4. TIP If you want to include all paragraph formatting, such as style, line spacing, indentation, alignment, and so forth, select the paragraph mark ( ) along with your content. If you aren't already viewing formatting marks, navigate to the Home tab and, in the Paragraph group, click the Show/Hide button to toggle the formatting marks so you can verify that you included the paragraph mark in your selection. If you do not include the paragraph mark, the inserted Building Block will match the formatting of the current paragraph. If you want your Building Blocks to be Theme enabled so that the formats update automatically, then use Theme fonts and colors from the Theme Color section of the color palettes. Figure 4 The Create New Building Block dialog box enables you to name, classify, describe, and control the placement of Building Blocks that you create. The Create New Building Block dialog box contains the following options: Name Enter a unique name for the Building Block. If you have a set of related Building Blocks, consider starting all of the names with the same first word to group the pieces together when necessary, such as Annual Report Cover, Annual Report Header, and Annual Report Table. 30
Gallery Add your new Building Block to a specific gallery, such as Cover Pages, Page Numbers, Headers, Footers, Quick Tables, Watermarks, and so on. If your Building Block is a general Building Block and isn't related to an existing gallery, use Quick Parts so that they will appear under the Quick Parts gallery. TIP Some Building Block galleries perform additional actions when you insert a Building Block from the gallery. For example, a Cover Page is added as the first page or is swapped with another previously inserted Cover Page. Headers, Footers, and Page Numbers are inserted in the Header and Footer layer in the document. To view other actions, right-click the Building Block entry and use an alternate command, shown previously in Figure 3. Category Place the Building Block in a category, shown on the Building Block galleries and in the Building Blocks Organizer. Consider creating a new category for your company or department so that all of the associated Building Blocks are placed in the same category throughout the Building Block galleries and to quickly sort them in the Building Blocks Organizer. TIP To display your Building Blocks at the top of the Building Block galleries, create a Category name that starts with a symbol, such as an asterisk, or place the name in parentheses. Description Provide a brief description to help remind you and inform others about the main purpose of the Building Block. Descriptions appear as enhanced ScreenTips in the Building Block gallery (provided that Show Feature Descriptions In Screen Tip is turned on in Word Options) and also appear below the preview pane when you select a Building Block in the Building Blocks Organizer. Save In Building Blocks can only be saved in templates. You can save Building Blocks in Building Blocks.dotx (selected by default), Normal.dotm, or a global template so that they are available to all open documents. They can also be saved in a document template that makes the Building Blocks available only to documents using that template. The Save In list contains Building Blocks.dotx, Normal.dotm, loaded global templates, the attached document template for the active document if it's a template other than Normal.dotm, and any saved template provided that it is open and the current file. If you are creating Building Blocks to share with others, you want to save your Building Blocks in a separate template so you can distribute them. NOTE If you save or modify a Building Block in Building Blocks.dotx, Normal.dotx (provided that the Prompt Before Saving Normal Template option is turned on in the Advanced area of Word Options), or a global template, you are prompted to save changes 31
to the template when you exit Word. For attached document templates, you are prompted to save changes to the template on closing the document. Options Specify whether the Building Block should be Inserted As Content only at the location of the cursor (such as an equation), Inserted In Its Own Paragraph (such as a heading), or Inserted In Its Own Page (inserts a page break before and after the Building Block). TIP Use the Save Selection To Gallery Name gallery found at the bottom of the Building Block galleries to quickly access the Create New Building Block dialog box and automatically select the corresponding gallery in the dialog box. The following image displays a few custom Building Blocks assigned to different Building Block galleries by using a custom Category name (Coral Reef Divers) to place them at the tops of the galleries so that they can be easily found for quick insertion. NOTE If you add a number of custom Building Blocks to the Building Blocks template, remember to back up the template and store your backup copy in a separate location. Like the Normal.dotm template, the Building Blocks.dotx template could potentially become corrupt and you could lose 32