How to Limit Items Shown in the Word Building Blocks Organizer
Question details
The user wants to display only the building blocks from a specific attached template in the Word Building Blocks Organizer, hiding other default or unrelated entries.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Managing custom templates to provide a streamlined, restricted list of relevant building blocks for end users.
- Observed behavior
- Word displays all available building blocks in the Organizer because there is no built-in setting to filter the list strictly by a single attached template.
Ensure your custom template containing the necessary building blocks is saved properly and currently attached to your active Word document.
Add a Specific Gallery to the Quick Access Toolbar
Since you cannot restrict the main Organizer, adding a targeted gallery to the Quick Access Toolbar (QAT) provides a controlled list of relevant entries for users.
Microsoft Word does not allow you to hide default building blocks directly from the Organizer. However, you can bypass the Organizer entirely by placing a specific Building Blocks or AutoText gallery directly on the user's interface.
Click the down arrow on the right side of the Quick Access Toolbar at the top of the Word window, then select 'More Commands' from the dropdown menu.
In the Word Options dialog box, change the 'Choose commands from' dropdown to 'All Commands'.
Scroll down the list to find 'Building Blocks Gallery' or 'AutoText', click on it, and press the 'Add' button in the middle to move it to your Quick Access Toolbar list.
Click 'OK'. Users can now click this new icon on the Quick Access Toolbar to access a more focused list of relevant entries without opening the full Organizer.
Access Entries via the AutoText Menu
Use the Quick Parts dropdown to see a visual list of AutoText entries stored only in the attached template.
Create a Building Blocks Gallery Content Control
Embed a controlled gallery directly into the document template as a reusable Quick Part.
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- 1. Download the Installer: Visit the official WPS Office website and download the free installer for your operating system.
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Frequently Asked Questions
Can I completely delete default building blocks in Word to only show mine?
While you can delete default building blocks by modifying the Built-In Building Blocks.dotx file, it is highly discouraged. Office updates often restore this file, bringing the default blocks back. Relying on custom Quick Access Toolbar shortcuts or AutoText is a more stable workaround.
Where are custom building blocks saved by default?
By default, custom building blocks are saved in the Normal.dotm template or the Building Blocks.dotx file. However, during the creation of a building block, you can use the 'Save in' dropdown to explicitly store it in your own attached custom template (.dotx or .dotm).
How do I organize my building blocks into custom categories?
When you create or modify a building block (via the Create New Building Block dialog), you can click 'Create New Category' in the Category dropdown menu. Naming your custom category helps group your specific template entries together, making them easier for users to find.
Why are my custom building blocks not showing up in another document?
If you saved your building blocks inside a specific custom template rather than the global Normal template, they will only be available when that specific template is actively attached to the current document. You can attach it via the Developer tab > Document Template.
