Fix Quick Parts Drop-Down Not Working in a Shared Word Document
Question details
The Quick Parts or Building Blocks Gallery drop-down control is completely unresponsive when interacting with it in a shared Word document.
- Product
- Microsoft Word (Microsoft 365)
- Device & OS
- not provided
- Scenario
- A user is attempting to select items from a Quick Parts or Building Blocks Gallery drop-down in a document that was created and shared by another user.
- Observed behavior
- The drop-down control is visible within the document, but selecting or clicking it does nothing and fails to display any expected building blocks.
Ensure you have a way to contact the document's original creator, as you will need them to send you the original Word template file where the Quick Parts are actually stored.
Obtain and Install the Associated Word Template
Quick Parts and Building Blocks are stored in the original author's local templates, not in the standard .docx file. You must acquire the original template to access these elements.
Building Block Gallery content controls rely on entries stored in templates (usually .dotx or Building Blocks.dotx). When a document is shared as a standard .docx file, these background entries are not embedded, making the drop-down appear empty or unresponsive on other computers.
Ask the document author to locate the specific Word template (.dotx) or the Building Blocks file associated with the document they shared.
Once the author sends you the template file, download and save it to an accessible location on your local computer.
Double-click the received template file to open it in Microsoft Word. Alternatively, place it in your Microsoft Word Templates folder (typically located at %appdata%\Microsoft\Templates) so the building blocks load alongside the document.
With the template open or installed, return to the Quick Parts drop-down in the document and click it to ensure the missing elements now display properly.
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Frequently Asked Questions
Why do Quick Parts disappear when I email a Word document?
Quick Parts and Building Blocks are saved in your local computer's template files (such as Normal.dotm or Building Blocks.dotx), not directly inside the .docx document. When you email the document, those local templates are left behind.
Can I embed Quick Parts or Building Blocks directly into a single Word document?
No, Microsoft Word is designed to store Building Blocks exclusively in templates rather than standard documents. To share them, you must save your document as a template (.dotx) containing the building blocks and share that template file instead.
Where are Building Blocks stored on a Windows PC?
By default, Microsoft Word stores custom building blocks in the Building Blocks.dotx file. You can typically find this file by navigating to your AppData folder at %appdata%\Microsoft\Document Building Blocks.
