Erin Wright Writing

Writing-Related Software Tutorials

How to Use AutoText in Microsoft Word

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We recently used AutoCorrect to create reusable text in Microsoft Word. That process is limited to 255 characters. Today, we are going to use AutoText in Microsoft Word, which lets you reuse longer blocks of text, including images and formatting.

First, we will look at how to create AutoText blocks. Then, we will look at how to insert AutoText into your documents. Lastly, we will look at how to delete AutoText from the Gallery.

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Table of Contents:

The images shown here are from Word for Microsoft 365. These steps also apply to Word 2021, Word 2019, Word 2016, and Word 2013. These steps don’t apply to Word for the web.

Are you on a Mac? Please see How to Use AutoText in Word for Mac.”

How to Create AutoText

  1. Select the content that you want to reuse as AutoText.

Important Note: The text formatting and selected objects such as images, tables, or charts will also be included in the AutoText block.

  1. Select the Insert tab.
Insert tab in Word 365
Figure 1. Insert tab
  1. Select Quick Parts in the Text group.
  2. Select AutoText from the drop-down menu.
  3. Select Save Selection to AutoText Gallery from the submenu.
Save Selection to AutoText Gallery option in Word 365
Figure 2. Save Selection to AutoText Gallery option
  1. Enter a name in the Create New Building Block dialog box.
Name text box in the Create New Building Block dialog box in Word 365
Figure 3. Name text box
  1. The default option General in the Category menu will be appropriate for most users.

However, you can select Create New Category and then name your new category if you will be creating several different types of AutoText blocks.

Category menu in the Create New Building Block dialog box in Word 365
Figure 4. Category menu
  1. (Optional) Add a description of the AutoText block.
  2. The default option Normal in the Save in menu will be the best option for most users.
  3. Select an insertion method from the Options menu:
    • Insert Content Only inserts the AutoText where you place your cursor in the document.
    • Insert Content in Its Own Paragraph inserts the AutoText in a new paragraph.
    • Insert Content in Its Own Page inserts the AutoText in a new page.

The Insert Content Only option may be the best choice for most users because you will have additional options when inserting the AutoText block, as shown in the next section.

Options menu in the Create New Building Block Dialog Box in Word 365
Figure 5. Options menu
  1. Select the OK button.
OK button in the Create New Building Block dialog box in Word 365
Figure 6. OK button

Your AutoText block should now be available to use in future documents.

How to Insert AutoText

  1. Place your cursor in the document where you want to insert the AutoText block.
  2. Select the Insert tab (see figure 1).
  3. Select Quick Parts in the Text group.
  4. Select AutoText from the submenu.
  5. Select the block in the submenu to insert it into your document where you placed your cursor.

Alternatively, right-click the block and then select an insertion point from the shortcut menu:

    • Insert at Current Document Position
    • Insert at Page Header
    • Insert at Page Footer
    • Insert at Beginning of Section
    • Insert at Beginning of Document
    • Insert at End of Document
AutoText shortcut menu in the Quick Parts menu in Word 365
Figure 7. AutoText shortcut menu

The AutoText should be inserted into your document.

Important Note: Deleting AutoText blocks from the gallery does not delete occurrences of that text previously inserted into your documents.
  1. Select the Insert tab (see figure 2).
  2. Select Quick Parts in the Text group.
  3. Select Building Blocks Organizer from the drop-down menu.
Building Blocks Organizer option in the Quick Parts menu in Word 365
Figure 8. Building Blocks Organizer option
  1. Locate the AutoText block in the Building Blocks Organizer dialog box.
  2. Select the Delete button.
Delete button in the Building Blocks Organizer in Word 365
Figure 9. Delete button
  1. Select the Yes button in the dialog box asking if you are sure you want to make the deletion.
Yes button in the Delete Building Block dialog box in Word 365
Figure 10. Yes button
  1. Select the Close button.
Close button in the Building Blocks Organizer in Word 365
Figure 11. Close button

Related Resources

How to Use AutoCorrect to Create Reusable Text in Word for Mac

How to Add an Updating Date and Time in Microsoft Word (PC & Mac)