You have a block of text you reuse in every contract, proposal, or report. Copying and pasting that text from a separate file wastes time and risks formatting errors. Word includes a feature called Building Blocks that stores reusable content inside a template. This article explains how to create a Building Block from boilerplate text and insert it into any document with a few clicks.
Key Takeaways: Saving and Inserting Reusable Boilerplate via Building Blocks
- Insert > Quick Parts > Building Blocks Organizer: Opens the gallery where you can browse, insert, and manage all saved Building Blocks.
- Insert > Quick Parts > Save Selection to Quick Part Gallery: Saves the selected text as a Building Block in the active template.
- Ctrl + F3 and Ctrl + Shift + F3 (Spike): Alternative method to collect and insert multiple blocks of text without saving them permanently.
What a Building Block Is and Why You Need a Template
A Building Block is a piece of reusable content stored in a Word template. You can store text, tables, images, headers, footers, or entire page layouts. When you insert a Building Block, Word copies the content exactly as saved, including formatting, styles, and graphics.
The content is stored in a specific template file, not in the current document. This means the Building Block is available every time you open a document based on that template. The most common choice is the Normal.dotm template, which is loaded by default for all blank documents. If you use a custom template, you can store Building Blocks there instead.
Before you start, decide which template will hold your boilerplate. For general use, use Normal.dotm. For department-specific content, create or use an existing custom template. You need write access to the template file location. Word saves Building Blocks to the template on your local drive, not to a network location unless you have special permissions.
Steps to Create and Insert a Boilerplate Building Block
Follow these steps to save any text selection as a Building Block and insert it later.
- Select the boilerplate text
Open a document that contains the text you want to reuse. Select the exact content including any formatting, tables, or images. Make sure the selection is complete and correct. - Open the Create New Building Block dialog
Go to the Insert tab on the ribbon. In the Text group, click Quick Parts. From the dropdown menu, click Save Selection to Quick Part Gallery. The Create New Building Block dialog box opens. - Name the Building Block
In the Name field, type a short, descriptive name. Use a name you will recognize later, such as “Standard Disclaimer” or “Project Scope Intro.” Avoid special characters like slashes or brackets. - Choose the gallery and category
In the Gallery dropdown, keep Quick Parts selected. In the Category dropdown, choose an existing category or type a new one. Categories help you organize multiple blocks. For example, create a category called “Legal” or “Proposals.” - Select the template
In the Save In dropdown, choose the template where you want to store the block. For most users, select Normal.dotm. If you have a custom template open, it appears in the list. Do not choose the current document unless you want the block available only in that one file. - Set insertion options
In the Options dropdown, choose how the block inserts. Select Insert content only for plain text or simple tables. Select Insert content in its own paragraph to add a paragraph break before and after. Select Insert content in its own page for content that should start on a new page. - Click OK
Word saves the Building Block to the selected template. The dialog closes. You can now close the source document if you want.
Insert the Building Block Into a New Document
- Place the cursor
Open any document based on the same template where you saved the block. Click where you want the boilerplate to appear. - Open the Building Blocks Organizer
Go to Insert > Quick Parts > Building Blocks Organizer. The organizer window lists all saved blocks from all templates. - Find and insert your block
Scroll through the list or use the search box. Click the block name. Click Insert. Word places the content at the cursor position.
Alternative: Insert by Typing the Block Name
If you remember the exact name, you can insert a Building Block faster. Type the name in the document. Press F3. Word replaces the typed name with the full block content. This method works only if the block is stored in the template attached to the current document.
Common Mistakes When Using Building Blocks
Building Block Does Not Appear in the Organizer
If you saved the block to a template that is not attached to the current document, the organizer does not show it. Check which template is attached by going to Developer > Document Template. The Attached Template field shows the current template. To make the block available, either attach that template or re-save the block to Normal.dotm.
Inserted Content Loses Formatting
This happens when the source document uses styles that do not exist in the target document. The block tries to match styles by name. If the style name is missing, Word applies the Normal style. To prevent this, save the block with explicit formatting instead of style references. Use direct font and paragraph formatting in the source selection.
Block Saves to the Wrong Template
The Save In dropdown defaults to the template attached to the active document. If you are working in a document based on a read-only template, Word may not save the block. Always verify the Save In field before clicking OK. If you cannot change the template, create a new blank document based on Normal.dotm and repeat the steps.
Building Block Is Not Available on Another Computer
Building Blocks are stored locally in the template file on your hard drive. They do not sync automatically to other devices unless you use a synced folder like OneDrive. To share blocks, copy the template file (Normal.dotm or your custom template) to the same location on the other computer. The default path is %AppData%\Microsoft\Templates.
| Item | Building Block (Quick Parts) | Spike (Ctrl + F3) |
|---|---|---|
| Description | Saves content permanently in a template for repeated use | Collects and inserts content temporarily without saving |
| Storage | Stored in a .dotm template file | Stored in the Spike AutoText entry until replaced |
| Persistence | Persistent across sessions and documents | Lost when you close Word |
| Insertion method | Building Blocks Organizer, F3, or Quick Parts menu | Ctrl + Shift + F3 (inserts and clears) |
| Best use case | Standard boilerplate used in every document | One-time assembly of content from multiple sources |
You can now create and insert boilerplate text using Building Blocks without manual copying. Start by saving your most frequently used paragraph as a block in Normal.dotm. Try the F3 insertion method for even faster access. To manage many blocks, use the Building Blocks Organizer to rename or delete entries you no longer need.