How to Create and Use AutoText Entries in Microsoft Office Word Document?

Harnessing Efficiency: Mastering AutoText Entries in Microsoft Word

In the realm of productivity, efficiency often emerges from the fine details. Microsoft Word, with its evolving suite of features, brings forth tools that resonate with this philosophy. Among these, the AutoText capability stands out, designed to elevate the writing experience by minimizing repetition. Imagine frequently penning down specific phrases, graphics, or blocks of text—such as contractual clauses, company descriptions, or even your signature. The manual effort not only consumes time but also increases the chances of typographical errors. However, with Word’s AutoText and AutoCorrect features, you’re equipped to swiftly insert these repetitive elements. For professionals in corporate environments who rely heavily on Word for their communications, re-entering the same phrases can seem redundant. Why type out the same content repetitively when Word offers a solution to automate it? By crafting custom AutoText entries for these oft-used phrases or elements, users can accelerate their document creation process, ensuring consistency while conserving time. The steps to leverage this feature are straightforward, and the benefits manifold. In this risewindows guide, we’ll journey through the intricacies of creating and employing AutoText entries, transforming the way you interact with Microsoft Office Word Documents.

How to Create a New AutoText Entry in Microsoft Office Word Document?

Follow these steps to create a New AutoText Entry in a Microsoft Office Word document:-

Step 1. First, open a blank document and type the content you want to use regularly to create a new AutoText entry in an MS Office Word document.

Step 2. Now, select all the content you want to rewrite automatically in a new Word document.

Step 3. Then, click on the Insert tab. From the “Text” group, click on “Quick Parts.”

Step 4. After that, select “AutoText” and click “Save Selection to AutoText Gallery.”

Step 5. Next, a new dialog box, “Create New Building Block,” will open. “Quick Parts.”

Alternatively, the “Create New Building Block” window will open by pressing Alt + F3 keys from the keyboard.

Step 6. Then, write a user name on the Name field that you can remember.

Step 7. Click the OK button to save the new AutoText entry.

After clicking on the OK button, your AutoText entry will save.

How to Use an AutoText Entry in Microsoft Office Word Document?

Follow these steps to use an AutoText Entry in a Microsoft Office Word document:-

Step 1. First, open an MS Word document to use your AutoText entry. Now, place your cursor where you want to insert the text in your Word document. Then, navigate to the “Insert” tab and click the “Quick Parts” icon in the “Text” group. Then, select AutoText.

Step 2. After that, a list of AutoText entries appears; select the one you want to use. Since we have created only one AutoText entry with the name blog, it seems there.

Step 3. Click on the AutoText entry, and that content will immediately copy into your Word document with the same formatting.

Alternatively, type the name of the AutoText entry on an MS Word document where you want to paste the content. Once you have typed the name of the AutoText entry, press Enter or F3 from the keyboard (In MS Office 2016, by pressing the Enter/F3 from the keyboard, you can paste the AutoText paragraphs. However, in MS Word 2007, you need to press F3 by keeping the cursor within the text or beside the text.). For my example, we have created an AutoText entry with the blog’s name. We will write the blog and press Enter from the keyboard. This paragraph info will copy from the official MS Word Document page.

How to Delete an AutoText Entry in Microsoft Office Word Document?

Follow these steps to remove an AutoText Entry from a Microsoft Office Word document:-

Step 1. First, open an MS Word document to delete an AutoText entry from the Microsoft Office Word document.

Step 2. Now, navigate to the Insert tab, click the “Quick Parts” icon, and then hover over “AutoText.”

Step 3. Then, the “Building Blocks Organizer” window will appear, and the AutoText entry you right-clicked will highlight.

Step 4. After that, click the “Delete” button to delete the AutoText entry at the bottom of the window.

Step 5. Finally, a message will appear to confirm that you would like to delete this entry; then,  click “Yes” to delete the same.

So, the selected AutoText entry will delete now.


AutoText in Microsoft Word is a feature that epitomizes convenience and efficiency. By harnessing this capability, users can automate repetitive tasks, making the process of document creation smoother and more streamlined. Given its utility, understanding how to create, use, and manage AutoText entries becomes an essential skill for avid Word users. This risewindows guide has provided a comprehensive overview of these functions, equipping you with the knowledge to integrate AutoText into your workflow seamlessly. Whether you’re compiling reports, drafting proposals, or crafting letters, AutoText can significantly enhance your productivity, letting you focus on the content’s essence without getting bogged down by repetition.


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