Inserting Saved Text

To save time and ensure consistency in your documents, you can save any text you use frequently as a building block. You do this by selecting the text, clicking Quick Parts in the Text group on the Insert tab, clicking Save Selection To Quick Part Gallery, and assigning the text a name. It then appears under its assigned name in the Quick Parts gallery.

After you have saved the text, you can insert it at any time by clicking Quick Parts to display its gallery and then clicking the building block you want.

Tip

You can also type the name of the building block and then press the F3 key to insert it at the insertion point.

In this exercise, you will save the names of a company and a product as building blocks so that you can insert them elsewhere in a document.

Note

USE the 02_SavedText document. This practice file is located in the Chapter02 subfolder under SBS_Office2007.

OPEN the 02_SavedText document.

  1. Toward the end of the first paragraph of the document, select Wide World Importers.

    Tip

  2. On the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery.

    The Create New Building Block dialog box opens.

    Tip

  3. In the Name box, type www, and then click OK.

    Word saves the selection in the Quick Parts gallery.

  4. In the third paragraph of the document, select chimonobambusa marmorea, and then in the Text group, click the Quick Parts button.

    Notice that the company name now appears as a building block in the Quick Parts gallery.

    Tip

  5. Click Save Selection to Quick Part Gallery, and save the selected text with the name cm.

  6. Press to move the insertion point to the end of the document, and then press .

  7. Type In particular and a space. Then in the Text group, click the Quick Parts button, and in the gallery, click the www entry.

    The company name appears at the insertion point.

  8. Type a space followed by recommends cm.

  9. Press the key, and then type a period.

Word replaces cm with its building block, chimonobambusa marmorea.

Tip

Troubleshooting

Pressing the F3 key substitutes the corresponding building block only if the name you type contains no spaces. There must be a space to its left, and the insertion point must be to its right.

Note

CLOSE the 02_SavedText document without saving your changes.

Important

When you quit Word, you will be asked whether you want to save the Building Blocks template, which by default is where your custom building blocks are saved. If you want to discard the building blocks you have created in this Word session, click No. If you want to save them, click Yes.

Inserting the Date and Time

One of the easiest ways to insert today’s date or the current time in a document is to use the Insert Date And Time button in the Text group on the Insert tab. After you specify the format you want to use, Word retrieves the date or time from your computer’s internal calendar or clock. You can insert the information as regular text or as a field. A field is a placeholder that tells Word to supply the specified information in the specified way. The advantage of using a field is that it can be updated with the click of a button.

Here are the steps for inserting the date or time:

  1. With the insertion point located where you want the date or time to appear, on the Insert tab, in the Text group, click the Date & Time button.

    The Date And Time dialog box opens.

  2. Under Available formats, click the date and/or time format you want.

  3. If you want to insert a date or time field, select the Update automatically check box.

  4. Click OK.

If you selected Update Automatically, Word inserts a Date or Time field depending on the format you selected. When you point to the field, it is highlighted as a unit. You can click the field to select it, and you can click the Update button that appears above it to update the field with the most current information. If you right-click the field, you can click Toggle Field Codes to see the codes that control the field; click the command again to redisplay the date or time information.

You can insert other types of date and time fields, such as a PrintDate field or an EditTime field. Insert a Date or Time field in the usual way, right-click the field, and then click Edit Field. In the Field dialog box, change the setting in the Categories box to Date And Time, and in the Field Names list, click the field you want. When you click OK, the information corresponding to the field type you specified is shown in the document.

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