Quick Parts

Microsoft Word 2010

Quick Parts are similar to the old AutoText feature in earlier versions of Word. In fact, you can add entries to the AutoText gallery; however, adding to a Quick Part gallery makes the entry easier to locate and use. In other words, when it comes to AutoText, it's time to move on to Quick Parts.

Quick Parts allow you to save blocks of text, graphics, tables, etc. as an entry so that you can easily insert the entry into another document whenever you want. In addition to simply listing entries for you to insert, Quick Parts also:

Also note, by default, AutoText entries are added to your Normal.dotx template.

Accessing Quick Parts

  1. Display the Insert ribbon.
  2. Click on the Quick Parts button

Create a new Quick Part

  1. Select the text or object (such as a table, graphics, etc.) you would like to add as a Quick Part.
  2. Click on the Quick Parts icon (as indicated above).
  3. Select Save selection to Quick Parts Gallery. The following window appears:
  4. Enter a name for your new entry in the Name field, or use the suggested name.
  5. In the Gallery field, use the drop-list button to select one of the following (there are more choices but we'll stick with these for now). Note: If the entry is a header, choose Headers, if the entry is table, choose Tables, etc. If in doubt, leave as Quick Parts. If you choose AutoText, they are not as obvious to insert later.
  6. In the Category field, select the category you wish to add the new item to. Choose Create new category to make a new one. Note: Categories are useful to group entries into similar groups, e.g. you might have a category for Corporate Entries vs Personal entries or Agreements vs Contracts, etc.
  7. In the Description field, add any details you might like to describe the entry. (Not required).
  8. In the Save In field, leave as Building Blocks.dotx or select a template to store the entry in. Note: Only open templates are displayed in the list.
  9. In the Options field, select one of the following:
    1. Insert content only. This will insert the content at the cursor location (unless it belongs in a header, footer, etc. as selected in step 5)
    2. Insert content in its own paragraph. This will insert the content in a new paragraph, regardless of the cursor location.
    3. Insert content in its own page. This will insert the content in its own page with a manual page break above and below the entry.
  10. Choose OK to finish.

Inserting a Quick Part

If you know the name of the Quick Part you wish to insert, type at least the first 5 characters then press the F3 function key, otherwise:

  1. Click on the Quick Parts icon (as indicated above). Your list of entries is displayed, grouped by Categories, e.g.
  2. Word Art Drop Caps Signatures Date and Time Insert Objects Insert Symbols

  3. Click on an entry to insert it. If the entry you wish to insert is not listed in your Galleries, click on Building Block Organizer to view a list of all entries. Select the entry you wish to insert then click on the Insert button.

Editing Quick Part Properties

Edit Quick Part properties to access the options displayed when you initially created the entry (as shown above under Create A New Quick Part, step 3). Within this window you can change the name of the entry and any other properties (with the exception of its content - see Editing Quick Part Content, below).

  1. Click on the Quick Parts icon (as indicated above).
  2. Click on Building Block Organizer.
  3. Select the entry you wish to edit (click on the Name column header to sort your entries by name).
  4. Click on the Edit Properties button.
  5. Make any changes desired then choose OK.

Editing Quick Part Content

To edit the content that a Quick Part inserts, simply redefine the entry by recreating it (just as you did when creating it the first time). If you specify the same name as an existing Quick Part, MS Word will ask if you want to redefine the entry. Choose Yes.

Additional References