For several of the previous iterations of Word, Microsoft has had an automatic text feature that allows users to capture a piece of text and then use it over and over again in other parts of their documents, or even in other documents. .
Microsoft has added this feature including something called Quick Parts, which are essentially still automatic text, but offer users a little more flexibility.
To see how AutoText works with Quick Parts, type text in a test document; in this example, an address will be used:
- Then highlight the text and click Insert on the main tab, then click Quick parts icon:
- You should get this drop-down menu:
- Choose Save the selection to the quick parts gallery, you should get a pop-up.
In most cases you can go with the default options, although if you want to change them according to your purposes, click OK button.
Note: The name of the quick part you are creating by default is the first line of text.
- To see the results of your efforts, go to another part of the document, then click Quick parts , you should see the text you captured in a small window:
- By clicking the button Quick parts The included text window causes the text to be inserted into the document at its current position.
How to use AutoText and Quick Parts in MS Word
There is an even faster way to incorporate Quick Parts text into your document; move to an empty place and start typing the same text that you saved as Quick Parts text, you should open a small window showing that Word recognizes that you are trying to type Quick Parts text.
In this case, all you have to do is press the button Enter Key and Word will fill in the rest of the Quick Parts text.
Note: You can also type only a couple of the first few characters of the Quick Parts text, and then press the F3 key and Word will insert the Quick Parts text you think you want.
Here’s the quick part of Quick Parts: If you click on a single icon, you’ll immediately see the text you’ve captured and you can insert it with one more click or have it inserted automatically when it recognizes what you’re trying to type.
Word still has the old AutoText feature; to use it, follow the same path you did with the Quick parts, only when you get the Create a new building block popup, instead of going with the default value of Quick Parts in Gallery, choose Automatic text:
Then, to use it, click again Quick parts , instead of choosing one of the text boxes for Quick parts, click where it says Automatic text, you should see a drop-down menu that looks like this:
If you click where you see the saved text, the saved text will be inserted into the document just like with Quick parts.
The other two file insertion options Quick parts menu are Document ownership i Rural area:
Document ownership allows you to insert text with a predefined heading into your document; to see how it works, click on it and select one of the available titles from the pop-up menu.
In this example, we will choose Company. After choosing it, we insert it in our document:
He is waiting for us to write the name of our company; once we do, it looks like this:
Then, if you click anywhere else in our document, it looks like plain text. But, the next time we have to type in the name of our company, we can click on Quick parts icon, choice Document ownership, and then Company from the drop-down menu and the company name will be inserted into the document.
The other option, Rural area … is used to insert predefined Word elements into your document; for example, if you want to insert the current time in the document, click Quick partsand then choose Rural area … then choose Time from the category window.
- The current time will be inserted in the document.
- Finally, to delete Quick Parts text entries, click Quick parts icon, right-click in the window that contains the text you want to delete, then click where it says Organize and delete:
- Then click Delete at the bottom of the menu Organize and delete the pop-up window.
Quick parts and automatic text are most useful when you rewrite some text over and over again, especially when it comes to annoying typing, such as long numbers or hard-to-write names or places.