Tag Archives | QuickParts

Sharing QuickParts

I was asked today about sharing QuickParts in an organization.  The following works for Word.

Firstly, you need to create the QuickParts, and instead of saving to the default Normal.dotm location select the Building Block option instead.  When you close Word you will be prompted to save the Building Block file. The answer, of course, is Yes.

Next, you need to get everyone’s Word to look at a shared network folder where the Building Block file will be stored. The easiest way to do this is to edit the registry of each user who needs to share the QuickParts, and add a string value named SharedDocumentParts to the HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Common\General registry key (if you are using Office 2010 then substitute the 12.0 with 14.0, and Office 2013 users should substitute 15.0). Then set this string value to point to the shared network folder. That way everyone has access to the same building blocks. (Word will also load all other templates in this location so you can use this to distribute common macros if you would wish too.)

Finally, ensure your copy of Word is not running, and find your Building Blocks.dotx file. Normally this is in the C:/Users/<>/AppData/Roaming/Microsoft/Document Building Block folder (probably a sub-folder off this so look at 1033/12 or 1033/14/ or 1033/15 depending  on your language and Word version. Move the Building Blocks.dotx file from here to your shared folder.

Run Word again and you’ll find you have access to the QuickParts again.

Now for those of you who want to share QuickParts in Outlook 2010 or later, the answer is not as easy. Unfortunately there is no option to have a shared folder. All a user’s QuickParts are saved in a file called NormalEmail.dotm which can be found in the C:/Users/<>/AppData\Roaming\Microsoft\Templates folder. The only way to distribute QuickParts would be to copy this file to other users; however, it would overwrite any QuickParts they had created. Good for common QuickParts but bad for individual QuickParts!