The MicroTrain Blog

Creating Basic Quick Parts in Word 2007-2010

Among the new features found in Word 2007 is the addition of Quick Parts or Building Blocks. These are template-based objects that you can insert into your existing Word documents. These can be found as Cover Pages, Headers and Footers, Watermarks, etc. You also have the ability to customize or create your own quick parts.

For example, if in many Word documents you find yourself typing the same text over and over again, such as the closing of a letter, repetitive titles or terms, you can make that text a Quick Part, for easy insertion in just about any document.

All you have to do is type out that which you would like to save as a Quick Part (like the closing of a letter), then select it. After that, go to the Insert Ribbon, and look for the Text category of commands. You will see a Quick Parts menu. When you click on it, you will see a list of commands, such as Field or Document Property. At the bottom, click on "Save Selection to Quick Part Gallery..."

You will then be prompted to save the selection, give it a name and choose a gallery and/or a category. If you save it to the default Quick Parts gallery, you will be able to find the saved Quick Part in this same menu. When ready, click OK.

Now, click on the Quick Part menu. You should see your saved text available as a menu command. From now on, when you want to use the text in a document, just place your cursor where you would like to insert the text and then click the Quick Part menu and click on your saved Quick Part. 

Important note: all Quick Parts (building blocks) are saved to a Building Blocks template. After you save or customize quick parts, when you later exit Word you may be asked to update the Building Blocks template. If asked, click Yes, otherwise the Quick Parts will not be saved. When saved, they are then available for just about any document you use in Word.

Knowing some keyboard shortcuts can increase speed, flexibility and productivity when using your operating system.

Windows 7 uses many of the same keyboard shortcuts as previous versions of Windows (like Ctrl+C still means Copy), but has added a few more (note: some may have also been in Vista).

My favorite is Ctrl + Shift + N. This shortcut will create a new folder. Simply go to a system window (like the Desktop), or some location on your hard drive and use the shortcut to create a new folder.

Some editions of Vista and Win 7 support a cool 3D window flip feature. In supported editions of Windows 7, you can activate the 3D window flip by pressing the Windows key and then tap the Tab key. As you tap the Tab key (keep the win key pressed) you will see a 3D representation of active windows flipping. When you see the window you want to make the active window, let go of the keys.

This is similar to the tried and true Alt+Tab combination, but more visually interesting. 

Here are a couple of other useful shortcuts using the Windows key:

Hold the win key and the Spacebar to preview the desktop.

Win+Home will minimize all open windows except for the active window. Good for you multi-taskers.