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Enter your email below to get exclusive access to our best articles and tips before everybody else. We all have a few large chunks of text we have to type regularly–like your address, long names or phrases, or even tables and images you use often.
The AutoText feature has been part of Office for a long time, but is now part of Quick Parts, which was added to Office 2007. NOTE: We’ve previously written about how to reference text from other documents in Word so you can insert reusable content into other documents that will automatically update. There is other software out there, like the free PhraseExpress for Windows, that performs a similar task system-wide. RELATED ARTICLESHow to Reference Text from Other Documents in Microsoft WordYou probably have some text that you type often in your Word documents, such as addresses.
To begin, create a new Word document and enter the content (text, images, tables, etc.) that you want to add as an AutoText entry. If you want your AutoText entry text to be stored with the paragraph formatting for all the paragraphs in the entry, including the last paragraph, make sure the paragraph mark at the end of the last paragraph is included in your selection. In the “Text” section, click the “Explore Quick Parts” button and move your mouse over “AutoText” on the drop-down menu. NOTE: You may notice the “Save Selection to Quick Part Gallery” option available directly on the “Quick Parts” menu. We recommend making the names of your AutoText entries different enough so you only have to type a few characters of the name to insert each entry into a document. The “Options” drop-down list allows you to specify how the entry is inserted into the document.
RELATED ARTICLEHow to Get Notified When Word Wants to Save Changes to the Normal TemplateTemplates in Word are like ready-made documents.
When you close the last Word document you have open, the following dialog box may display asking if you want to save the changes made to the Normal.dotm template, if you’ve turned on the option to be prompted to save the Normal template. You can also insert an AutoText entry simply by starting to type the name of the AutoText entry.
The contents of the AutoText entry are inserted, complete with the original line breaks and formatting. To turn on “Show AutoComplete Suggestions”, open an existing Word document or create a new one and click the “File” tab.
In the “Editing options” section, click the “Show AutoComplete suggestions” check box so there is a check mark in the box. Now, you’ll now be able to press “Enter” after typing part of the name of an AutoText entry to insert it. Now, you can insert the updated AutoText entry into any new or existing Word document as you did before.
NOTE: Remember, changing an AutoText entry does NOT change the contents of that entry in any existing documents where you already inserted it. In addition to editing the contents of an AutoText entry, you can also change the properties of the entry, such as the template in which it’s stored, the category, and so on.


After selecting the “Address” entry, click “Edit Properties” below the list of “Building blocks”.
The same dialog box displays as when you created the AutoText entry; however, now it’s called “Modify Building Block”. A confirmation dialog box displays again, confirming that you want to replace the AutoText entry with the revised one. If you discover that you don’t need an AutoText entry anymore, you can delete it from the collection of building blocks. A confirmation dialog box displays asking if you’re sure you want to delete the selected building block, in this case an AutoText entry. RELATED ARTICLESUsing Templates to Ensure Common Layout and FormattingMicrosoft Word is a great tool for working on documents in a team setting. Older versions of Word (2003 and prior) allowed you to copy AutoText entries from one template to another.
Lori Kaufman is a writer who likes to write geeky how-to articles to help make people's lives easier through the use of technology.
Disclaimer: Most of the pages on the internet include affiliate links, including some on this site. The AutoText feature in Word allows you to store these chunks of text and quickly insert them with a few keystrokes, so you can waste less time typing. In addition to AutoText entries, the Quick Parts feature allows you to insert document properties (such as title and author) and fields (such as dates and page numbers). If multiple AutoText entries have names that are very similar, you’ll have to type enough of the name so Word knows which entry you want to insert.
The “Category” drop-down list provides a “Create New Category” option that allows you to add this AutoText entry to a custom category. If you’re inserting a small bit of text, such as a company name, select “Insert content only” which inserts the content of the entry inline at the cursor. A small popup displays with the name of the matching AutoText entry and instructions telling you to press “Enter” to insert. The revised contents of the AutoText entry are only used when inserting the entry any time after changing it. Click the “Insert” tab and then click the “Explore Quick Parts” button in the “Text” section. A list of all “Building blocks” displays, showing the “Name” of each and which “Gallery”, “Category”, and “Template” they’re in. We’re going to change the “Option” to “Insert content in its own paragraph, so the address is always inserted starting on a separate line, even if the cursor is at the end of another line. To delete an AutoText entry, open the “Building Blocks Organizer” dialog box, as described in the last section. Click “Yes” to delete the entry. You will return to the “Building Blocks Organizer” dialog box. We tested adding AutoText entries to a custom template, but when we created a new document based on that template, the AutoText entry was not available. Working in all lighting conditions, the PocketScan has integrated text recognition software, allowing you to edit scanned documents right in Microsoft Word and Excel.


Quick Parts and AutoText entries are also known as “Building Blocks” and Word comes with many predefined building blocks. However, once content is inserted using an AutoText entry, that content will NOT be automatically updated when you change the AutoText entry. So, if you aren’t allowed to install third-party programs on your work computer, for example, you can still use AutoText. This limits the availability of your AutoText entries to your machine only, unless you share your Normal.dotm template with other machines.
When you don’t select the paragraph mark at the end of the paragraph, that paragraph takes on the paragraph style of the surrounding text when you insert it. You can also insert the content as its own paragraph or on its own page (perfect for creating standard cover pages). Simply type the entry as you want it in a new Word document, select it, and then access the “AutoText” submenu as we discussed earlier. Select the AutoText entry you want to delete and click “Delete” below the list of “Building blocks”.
However, when we created a new document based on the Normal template and then attached the custom template to that document, the AutoText entry was available.
Additionally, the PocketScan has a built in light source to capture the true colors of each document and it’s also able to translate and read scanned text aloud. You can add AutoText entries to custom templates, but there are limitations with this that we will discuss later in this article. If you don’t see the paragraph mark at the end of each paragraph, you can choose to display them in the options.
You could add the entry that way, but we’re going to discuss adding it as an AutoText entry. You’ll notice that the AutoText entry you added is available directly on the “AutoText” submenu. Select the “Save Selection to AutoText Gallery” option on the submenu below any existing AutoText entries. So, if you want to save AutoText entries in your own custom template, be sure to attach the template to your documents after creating them or else your AutoText entries will not be available. The PocketScan scanner connects to your device via Bluetooth and works with Windows, Mac, iOS, and Android. Any character formatting you applied to your AutoText content is automatically stored in the AutoText entry. This compact scanner provides high quality output with 400 dpi and files can be saved as PDF, DOC, JPG, PNG, and more.



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