How to Use AutoText in Microsoft Word

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Marshall, James. "How to Use AutoText in Microsoft Word." ThoughtCo, Jul. 30, 2017, thoughtco.com/use-autotext-in-microsoft-word-3540261. Marshall, James. (2017, July 30). How to Use AutoText in Microsoft Word. Retrieved from https://www.thoughtco.com/use-autotext-in-microsoft-word-3540261 Marshall, James. "How to Use AutoText in Microsoft Word." ThoughtCo. https://www.thoughtco.com/use-autotext-in-microsoft-word-3540261 (accessed September 22, 2017).

AutoText is an easy way to speed up the creation of your documents. It allows you to automatically insert predefined text in your documents, such as datelines, salutations, and more.

Using Word's Existing AutoText Entries

Word includes many predefined AutoText entries. You can view them by following these steps:

Word 2003

  1. Click Insert in the menu.
  2. Position your mouse pointer over AutoText in the menu. A secondary slide-out menu will open with a list of AutoText categories, such as Attention Line, Closing, Header/Footer and others.
  1. Position your mouse over one of the AutoText categories to open a third slide-out menu displaying specific text that will be inserted when you click it.

Word 2007

For Word 2007, you will have to first add the AutoText button to the Quick Access Toolbar located at the top left of the Word window:

  1. Click the pull-down arrow at the end of the Quick Access Toolbar in the top left of the Word window.
  2. Click More Commands...
  3. Click the drop down list labeled "Choose commands from:" and select Commands Not in the Ribbon.
  4. Scroll down in the list and select AutoText.
  5. Click Add>> to move AutoText into the right pane.
  6. Click OK.

Now click the AutoText button in the Quick Access Toolbar for a list of predefined AutoText entries.

Word 2010 and Later Versions

  1. Click the Insert tab.
  2. In the Text section of the ribbon, click Quick Parts.
  3. Position your mouse over AutoText in the menu. A secondary menu will open listing the predefined AutoText entries.

    Defining Your Own AutoText Entries

    You can also add your own AutoText entries to your Word templates.

    Word 2003

    1. Click Insert in the top menu.
    2. Position your mouse pointer over AutoText. In the secondary menu, click AutoText... This opens the AutoCorrect dialog box, on the AutoText tab.
    3. Enter the text you want to use as AutoText in the field labeled "Enter AutoText entries here."
    1. Click Add.
    2. Click OK.

    Word 2007

    1. Select the text you want to add to your AutoText gallery.
    2. Click the AutoText button you added to the Quick Access Toolbar (see instructions above).
    3. Click Save Selection to AutoText Gallery at the bottom of the AutoText menu.
    4. Complete the fields* in the Create New Building Block dialog box.
    5. Click OK.

    Word 2010 and Later Versions

    AutoText entries are referred to as building blocks in Word 2010 and later versions.

    Follow these steps to create an AutoText entry:

    1. Select the text you want to add to your AutoText gallery.
    2. Click the Insert tab.
    3. In the Text group, click the Quick Parts button.
    4. Position your mouse pointer over AutoText. In the secondary menu that opens, click Save Selection to AutoText Gallery at the bottom of the menu.
    5. Complete the fields in the Create New Building Block dialog box (see below).
    6. Click OK.

    * The fields in the Create New Building Block dialog box are:

    • The Name field will be the text you have selected.
    • Gallery should be set to AutoText.
    • Category is General by default, though you can create your own.
    • Description is where you can add text to identify the entry.
    • Save in is the template you want to save the entry in. Default is Normal.
    • Options lets you choose to have the AutoText inserted normally, in its own paragraph, or between page breaks, giving it its own page.

      You can also learn how to add shortcut keys to AutoText entries.

      Format
      mla apa chicago
      Your Citation
      Marshall, James. "How to Use AutoText in Microsoft Word." ThoughtCo, Jul. 30, 2017, thoughtco.com/use-autotext-in-microsoft-word-3540261. Marshall, James. (2017, July 30). How to Use AutoText in Microsoft Word. Retrieved from https://www.thoughtco.com/use-autotext-in-microsoft-word-3540261 Marshall, James. "How to Use AutoText in Microsoft Word." ThoughtCo. https://www.thoughtco.com/use-autotext-in-microsoft-word-3540261 (accessed September 22, 2017).