How to create and use AutoText entries in Microsoft Office Word Document?

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If you are working in an organization and using Microsoft Word documents for correspondence, you might frequently use phrases. Again and again, typing the same phrases is just a waste of time. You can save this time by making the smaller changes in Microsoft Word Document. You can create and use the custom AutoText entries for frequently used phrases in Microsoft Word documents and save your time. It is a great idea to speed up the content creation process in Microsoft Word. The good news is that you can save a lot of time in just a few clicks.

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How to Create a New AutoText Entry in Microsoft Office Word Document?

Step 1. To create a new AutoText entry in MS Office Word document, open a blank word document and type the content you want to use regularly.

Step 2. Select all the content that you want to automatically rewrite in a new word document.

Step 3. Click on the Insert tab. From the “Text” group, click on “Quick Parts.”

Step 4. Select “AutoText” and then click on “Save Selection to AutoText Gallery.”

Step 5. A new dialog box, “Create New Building Block,” will open.

Alternatively, by pressing Alt + F3 keys from the keyboard “Create New Building Block” window will open.

Step 6. Write a useful name on the Name field that you can remember.

Step 7. Finally, click on the OK button to save the new AutoText entry.

Once you click on the OK button, your AutoText entry is now saved.

How to Use an AutoText Entry in Microsoft Office Word Document?

Step 1. To use your AutoText entry, open an MS Word document. Place your cursor where you want to insert the text in your Word document. Navigate to the “Insert” tab and click the “Quick Parts” icon in the “Text” group. Then, select AutoText.

Step 2. A list of AutoText entries appears; select the one you want to use. Since we have created only one AutoText entry with the name blog, it appears there.

Step 3. Click on the AutoText entry, and that content will be immediately copied in your word document with the same formatting.

Alternatively, type the name of the AutoText entry on an MS Word document where you want to paste the content. Once you have typed the name of the AutoText entry, press Enter or F3 from the keyboard (In MS Office 2016, by pressing the Enter/F3 from the keyboard, you can paste the AutoText paragraphs. However, in MS Word 2007, you need to press F3 by keeping the cursor within the text or beside the text.). For my example, we have created an AutoText entry with the name of the blog. We will just write the blog and press Enter from the keyboard. The whole paragraph I wrote on blog AutoText will be copied in the MS Word Document immediately.

How to Delete an AutoText Entry in Microsoft Office Word Document?

Step 1. To delete an AutoText entry from the Microsoft Office Word document, open an MS World document.

Step 2. Navigate to the Insert tab, click the “Quick Parts” icon, and then hover over “AutoText.”

Step 3. The “Building Blocks Organizer” window will appear, and the AutoText entry you right-clicked will be highlighted.

Step 4. At the bottom of the window, click the “Delete” button to delete the AutoText entry.

Step 5. A message will appear to confirm that you would like to delete this entry; click “Yes” to delete the same.

The selected AutoText entry is deleted now.

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