Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Extra Spaces after AutoText Substitutions.

Extra Spaces after Inserting a Building Block

by Allen Wyatt
(last updated November 27, 2018)

2

Dave is having a problem when he inserts a building block he created. He has defined a series of building blocks that he uses for some common terms. For instance, he has set up a building block so that gov is replaced with governor and another to replace ctte with committee. Dave uses these by simply typing the shortened version (gov or ctte) and pressing F3 to do the substitution.

When Dave wants to type plural versions of his words (governors or committees), he types the shortened version (gov or ctte), presses F3, and then types the letter s. A problem crops up when doing this, because sometimes there is an extra space added after the building block substitution, such that he ends up with "committee s" instead of "committees."

This problem can be rooted in how the building blocks were first defined. It is not unusual to select a word (or words) and then press Alt+F3 to define the building block. If you are not careful, you might select a trailing space with the word or words, and then this trailing space becomes part of the building block definition. This can happen if you double-click a word and then (if you want to select multiple words) drag the mouse; Word automatically selects any trailing spaces when selecting in this manner.

The solution is to position the insertion point before the word or words you want to select and then hold down the Shift key as you use the arrow keys to select exactly what you want, without the trailing space. You can then assign this to your building block and you should not run into the problem of extra spaces during the substitutions.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9571) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Extra Spaces after AutoText Substitutions.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Capitalizing the Word "I"

The first-person, singular pronoun "I" should always be capitalized, unless you are exercising poetic license. Word may ...

Discover More

Searching for a Term in Sheets

Got a need to search the web for more information on something within a spreadsheet? Believe it or not, Sheets provides a ...

Discover More

Deleting Fonts from Docs

If you previously added a custom font to Google Docs and you no longer need to use that font, you should remove it. ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Editing a Building Block Entry

Once you've created a Building Block, you may believe that it is "set in stone" and cannot be changed. Not so! You can ...

Discover More

Storing Building Block Entries with a Document

Building Blocks can provide quite a bit of flexibility and power in a document. If you want to share Building Blocks with ...

Discover More

Replacing All Building Blocks

Word's Building Blocks can be a great tool to improve your productivity when writing. Depending on the type of writing ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 6 - 5?

2019-01-28 04:48:39

sri

I want to know about quick parts and custom of a building block content control.


2014-06-09 11:53:51

bill

Hi
Getting the Proper Type of Ellipses
Tip 5995

Link is broken.
bill


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.