Word 2007 Building Blocks & AutoCorrect

Using Your Computer To Work Smarter

“Like an ant on a stick both ends of which are burning, I go to and fro without knowing what to do,…”

All of us have days that just seem to get away from us.  But there is hope!  There are features or tools in most of our software programs that will help us be more productive.

Microsoft Word 2007

Quick Parts / Building Blocks (AutoText in version 2003) – If you have a group of text that you type regularly – the signature block on your letters, a table you use for quoting new projects, the page you use for listing steps in a job – you can use AutoText to save the text and formatting then insert it whenever you need it.

To create the Building Block:

1. Type your text.
2. Format your text.
3. Select all of the text and formatting. Note that this can be used for headers and footers including those with graphics.
4. Go to the  Insert  tab on the ribbon
5. Click Quick Parts > Save Selection to Quick Part Gallery
6. In the Create New Building block window that opens:
1. Name your text group. EX: my signature block.
2. Choose which Gallery you want the block to be saved in. Note that AutoText is one of the Galleries.
3. Choose a Category for the block. Optional.
4. Describe the block. Recommended.
5. Leave the Save in as Building Blocks.dotx
6. Choose your insert options. 
7. Click OK.

When you’re ready to insert the text in a document:

1. Place your cursor where you want the block to go.
2. Click the Quick Parts icon. The most recently used Building Block will be previewed in the window. Left click to use that block.
3. Select Building Blocks Organizer
4. A list of all of the blocks will open. You can sort the blocks by clicking any column heading (Name, Gallery, Category, etc.).
5. Left click to select the block you wish to use. You can see a preview of the block on the right side of the window.
6. Click the Insert button.

AutoCorrect – If there is a long word or phrase you frequently type such as your full company name, a product you sell, a service you offer, you can list it in AutoCorrect so Word will type it for you! 

To create the AutoCorrect:

1. Type the text you want to insert and format it. EX: Your Computer Lady.
2. Select the text.
3. Click the Office Button > Word Options in the bottom right corner
4. Click on Proofing on the left side navigation of the Word Options window.
5. Click on the AutoCorrect  Options button.
6. In the “Replace” field, type your abbreviation or short version. EX: “ycl”.
7. In the “With” field, you will see your selected text.
8. Above the “With” field, you can select to insert your corrected text as either “Plain text” or “Formatted text.” EX: Your Computer Lady (Plain text) or Your Computer Lady (Formatted text).
9. Click the Add button.
10. Click OK.
11. Click OK to close the Word Options window.

When you’re ready to insert the text in a document:

1. Place your curser where you want to insert the text.
2. Type your “Replace” text. EX: ycl.
3. Hit the space bar on your keyboard.
4. Word will type the whole text for you. EX: Your Computer Lady

AutoCorrect can also be used to automatically correct words that you spell wrong!  EX: Replace “Pheonix” With “Phoenix”  Every time I mis-spell the city, Word fixes it for me!