Save time typing with AutoText in Microsoft Word

If you frequently type the same phrases, instructions, or boilerplate copy (think legalese!) into your Microsoft Word documents, you should be using AutoText. This is similar to Quick Parts in Microsoft Outlook, but there’s an easy shortcut to access your text blocks.

This works the same way regardless of whether you’re using Word 2007 or Word 2010. Just go to the arrow on the right side of the Quick Access Toolbar, select More Commands, select All Commands in the Choose Commands From dropdown list and then select AutoText:

Quick Access Toolbar

Now click Add and then OK.

The great thing about AutoText on the Quick Access Toolbar is that there is a dropdown of your AutoText blocks. Don’t have any yet? Just select the text in Word that you want to make re-usable, go to the Quick Access Bar dropdown and choose Save Selection to AutoText Gallery:

Save Selection to AutoText Gallery

This will allow you to name it and choose a category and other options:

Create New Building Block

If you ever want to delete an AutoText entry, you can right click it and select Organize and Delete to open the Building Blocks Organizer:

Building Blocks Organizer

This trick works just as well in Outlook. Simply create a New E-mail, find the Quick Access Toolbar there, and follow the same steps to add AutoText to it.


Comments (5)

  1. Microsoft Word Help says:

    I would only point out that if you have too much of autotext values, then you will spend more time searching for it then you spend typing it.

    I had the same problem and I solved it by macros. I have assigned special text to each CTRL + number (that is usually not taken) and I just had to remember them. But if you use the same text really often it is really easy to use keyboard shortcut instead of autotext.

    But, of course, the choice has to be made individually. 🙂


  2. Irene says:

    Hi, I have only just started to work on Word 2010 and I manage to save the Autotext but when I go back to it later on or the next day its all gone. Where am I going wrong??

  3. John says:

    where is the quick access tool bar?

  4. File, option, quick access tool bar.

    I went there but Auto Text is not there….where is it?

  5. Shahbaj says:

    Oh. . .I find creating autotext entries in Win.7 much difficult & embarrassing than in Win. XP. Is there no easy or shortcut way to create autotext in 7? (Like we use Alt+F3 in XP)

Skip to main content