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Add Commonly Used Text to Word Documents Automatically

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Whether it’s your contact information, a signature, or a frequently used paragraph, typing out the same text repeatedly in your Microsoft Word documents can be time-consuming and tedious. Word’s AutoText feature lets you add commonly used text to Word documents automatically. Use AutoText to create reusable text snippets that can be stored and later inserted into a document, saving you time and effort.

Creating an AutoText Entry

Commands:

Insert > Quick Parts > Save Selection to Quick Part Gallery > OK

Follow these steps:

  1. In an open Word document, select the text you want to save and insert in other documents.
    Add commonly used text to Word documents automatically
  2. Click the Insert tab on the ribbon.
    Add text to Word documents automatically
  3. Click Quick Parts in the Text group to access its menu.
    Add commonly used text to Word documents automatically
  4. On the Quick Parts context menu, click Save Selection to Quick Part Gallery.
    Add text to Word documents automatically
  5. Type a descriptive name for the AutoText entry.
    Add text to Word documents automatically.
  6. Click the Category option down-arrow and select or create a new category for storing the AutoText entry. (Categories help keep your AutoText entries organized making it easier to find them later.)
    Add commonly used text to Word documents automatically
  7. Click OK to save the AutoText entry.

Inserting an AutoText Entry Into a Document

Commands:

Insert > Quick Parts

Follow these steps:

  1. In an open Word document, place the cursor at the location you want to insert an AutoText entry.
  2. Click the Insert tab on the ribbon.
    Add text to Word documents automatically
  3. Click Quick Parts in the Text group.
    Add commonly used text to Word documents automatically
  4. Saved AutoText entries will appear under their category name. Click the AutoText entry that you want to use. Word will automatically insert it into the current document.
    Quick Parts menu

Adding AutoText to the Quick Access Toolbar

To make using AutoText even more convenient, add it to the Quick Access Toolbar.

  1. On the Quick Access Toolbar, click the down-arrow to access the menu.
    Add commonly used text to word documents automatically
  2. Select More Commands from the Customize Quick Access Toolbar menu.
    Add commonly used text to Word documents automatically
  3. In the Word Options dialog box, under the Choose commands from section, select All Commands.
    Add commonly used text to Word document automatically
  4. Scroll down to select AutoText from the alphabetical list of commands on the drop-down menu.
    Add commonly used text to Word documents automatically
  5. Click Add and then OK.
    Add commonly used text to Word documents

The AutoText feature will be added to the Quick Access Toolbar. Now, you can easily access AutoText from the Quick Access Toolbar without having to navigate through menus.

Using AutoText can save you time and effort when adding commonly used text to your Word documents. By following the steps outlined above, you can create and use AutoText entries to streamline your document creation process.

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