Recycle & Reuse Document Scraps in Microsoft Office [Windows XP]

Understanding Document Scraps: A Time-Saving Feature

The term scrap refers to a small piece or remnant of something. This concept translates directly into a useful, yet often overlooked, feature within older versions of Microsoft Office.

These digital scraps offer a convenient way to store and reuse frequently used content. A phone number jotted down quickly, or a to-do list readily available – these are the kinds of things scraps facilitate within MS Office applications.

A Historical Perspective on Document Scraps

Document scraps have been a part of Microsoft Office since version 6.0. This makes the technique for creating them nearly 17 years old. Despite its age, many current computer users remain unaware of this functionality.

It’s a testament to the breadth of capabilities within the Microsoft Office suite. However, it’s important to note that this feature is only available in operating systems up to and including Windows XP.

The feature was discontinued in Vista and Windows 7 due to security vulnerabilities, specifically its susceptibility to malicious script attacks.

Creating and Reusing Document Scraps

While not a complex technique, document scraps can significantly improve workflow efficiency. Let's explore how to create and then utilize these reusable elements.

A Quick Scrap Can Save Time

The adage "a stitch in time saves nine" holds true for document scraps as well. They offer a fast and simple method for saving and reusing content.

• Open a Word or Excel document. Select the desired text, drawing, or cells.
• Drag the selected content to your desktop. Alternatively, copy and paste it onto the desktop.
• A new file with a .SHS extension and a distinctive scrap icon will be created. The file will be named "Document Scrap" followed by the initial text of the scrap.

Utilizing Document Scraps

The term "scrap" also implies discarding something. However, in this context, scraps are valuable tools for enhancing productivity.

Reusable Document Objects

Any text, drawing, or Excel table intended for reuse can be saved as a scrap. This allows you to quickly drag and drop the content into a target document.

Instead of repeatedly opening and saving files, scraps provide a readily accessible repository. For example, they can be used to insert text blocks from Word into Outlook emails.

While clipboard management utilities offer similar functionality, scraps leverage native Office features without requiring additional software. Quick Parts within MS Word provides a comparable alternative.

A Quick Text Jotting Tool

Scraps can also function as a simple, digital sticky note. Open WordPad and, from the View menu, disable the Toolbar, Format Bar, Ruler, and Status Bar for a clean workspace.

Write your note and create a scrap on the desktop. You don't need to save the WordPad file. This provides a quick and easy way to jot down temporary information.

WordPad is ideal for this purpose due to its infrequent use and faster loading time compared to MS Word.

Quick Printable Lists

Since scraps are essentially documents, they can be printed like any other file. This makes them useful for printing impromptu web clippings or shopping lists.

They can even be used for creating printable vocabulary lessons, such as a daily list of new words to learn.

The Technical Details of Document Scraps

A document scrap is an OLE (Object Linking and Embedding) file saved with a .shs extension. It's stored in the Windows\Desktop subfolder.

Deleting the scrap icon also removes the associated folder. These files cannot be opened directly from the File menu in Word, Excel, or WordPad, but they can be dragged and dropped into these applications.

Scraps can be moved, renamed, and even dragged between Word, Excel, WordPad, and Outlook (which utilizes Word's editor). When dropped into a different application, the scrap will adapt to the target document's page setup.

Furthermore, one scrap can be dropped into another, effectively combining their content.

The versatility of document scraps allows for a wide range of applications. Were you previously aware of this feature, and if so, how do you utilize it in your workflow?