One of my coworkers called me — for, like, the umpteenth time — asking me to pull up document 389729 (not its real name) and “do that footer thing” (a.k.a. my famous footer trick, wherein I insert a three-column table into a document footer so the document number is on the left, the page number is in the middle, and maybe the date/time stamp for the latest draft is on the right).
My “footer thing” is getting to be really popular around the office, and I’ll have to show it to you sometime. But there’s a way around having to build new footers in documents repeatedly.
If you’ve got a favorite document footer like mine, you can save that as a Quick Part. What a lot of users don’t know is that Quick Parts can be saved under different categories to be accessible under different menus.
Let’s use my favorite footer as an example. I’ve constructed one in a blank document using a three column table: the left column has the document name, the center column has “Page X of Y”, and the right column has the date and time the document was last saved. (I’ve turned off the borders in the table; those dotted lines you see are simply the grid lines that display in Word but do not print.)
If I select that table by clicking on the + in its upper left-hand corner (that shows up when I hover the mouse over the table), then go to the Insert tab, click on Quick Parts, then choose Save Selection to Quick Part Gallery:
You’ll then see a dialog box that will let you save that selected table to the Footer Gallery:
Notice that I’ve chosen the gallery Footers above. Putting this selection in the Footers gallery makes it accessible from the Insert tab’s Footers drop-down menu:
Notice that I could just as easily added that footer to the Footers Gallery by clicking on the Insert Footer drop-down (rather than Quick Parts) and clicking on Save Selection to Footer Gallery. Either way, my “Favorite Footer” is now an available selection whenever I click Footer on the Insert tab.
There are a whole bunch of other Quick Parts Galleries available for you to save your favorite snippets in. For example, I’ve saved my favorite draft watermark in the Watermarks Gallery:
I’ve got other things saved in various other galleries, too, like my footer that inserts “Initials: _____” on all but the last page so I don’t have to rebuild that every time I draft a will. After all, this is what Quick Parts is for — saving your favorite document components for quick and easy access.