Skip to main content

How to insert same text in multiple locations in Word document?

Author Xiaoyang Last modified

If you frequently need to insert the same text string in multiple locations within a Word document, typing it repeatedly can be time-consuming and inefficient. Fortunately, there are quick and effective methods to simplify this process, allowing you to insert the specified text string anywhere in your document with ease.

In this article, we will explore two useful techniques to help you efficiently repeat text in Word.

Insert same text in multiple locations and auto update with bookmark feature

Insert same text in multiple locations with 2 clicks using Kutools for Word

Insert same text in multiple locations and auto update with bookmark feature

You can use the bookmark feature in Word to insert a frequently used text string in multiple places and automatically update it whenever the original text changes. Here’s how:

  1. Select the text you want to insert in multiple locations, then go to "Insert" > "Bookmark".
    Bookmark button on the Insert tab on the ribbon
  2. In the "Bookmark" dialog box, type a name for this text into the "Bookmark name" box, and click the "Add" button.
    Bookmark dialog box
  3. Navigate to where you want to insert the text, then click "References" > "Cross-reference".
    Cross-reference button on the References tab on the ribbon
  4. In the "Cross-reference" dialog box:
    1. Choose "Bookmark" from the "Reference type" drop-down list.
    2. Select "Bookmark text" from the "Insert reference to" drop-down.
    3. In the "For which bookmark" list box, select the bookmark name you want to insert.
    4. Click "Insert" to insert it.
      Cross-reference dialog box
  5. You can continue inserting the text string by placing the cursor elsewhere and clicking "Insert" again without closing the dialog box.

Note: If the original text changes, press Ctrl + A to select all content in the document, then press F9 to update all fields and apply the changes throughout.

Insert same text in multiple locations with 2 clicks using Kutools for Word

If you have Kutools for Word, with its "AutoText" feature, you can insert a text string into the AutoText pane and then insert the text from the AutoText pane to the Word file anywhere anytime.

Kutools for Word, equipped with AI 🤖, offers over 100 handy features to simplify your tasks.
  1. Select the text string that you want to repeat, and then click "Kutools" > "AutoText".
    AutoText button on the Kutools tab on the ribbon
  2. In the "AutoText" tab of the Kutools Pane, click the Add button button, and enter a name and specify the category for this text as shown below.
    AutoText tab of the Kutools Pane with the Add button clicked and New AutoText dialog box opened
  3. Click the "Add" button to add the text string into the AutoText pane.
  4. Place the cursor at the location where you want to insert this text and click the text string box in the AutoText pane to insert it.
    Text string added to the AutoText pane, with the cursor positioned to insert the text by clicking the AutoText box
Tip: If you just want to insert the text as plain text or a picture, click the arrow of the text string box and choose the option you need.
Arrow on the text string box clicked to select an option for inserting the text as plain text or picture

Best Office Productivity Tools

Kutools for Word - Elevate Your Word Experience with Over 100 Remarkable Features!

🤖 Kutools AI Features: AI Assistant / Real-Time Assistant / Super Polish (Preserve Format) / Super Translate (Preserve Format) / AI Redaction / AI Proofread...

📘 Document Mastery: Split Pages / Merge Documents / Export Selection in Various Formats (PDF/TXT/DOC/HTML...) / Batch Convert to PDF...

✏ Contents Editing: Batch Find and Replace across Multiple Files / Resize All Pictures / Transpose Table Rows and Columns / Convert Table to Text...

🧹 Effortless Clean: Sweap away Extra Spaces / Section Breaks / Text Boxes / Hyperlinks / For more removing tools, head to the Remove group...

➕ Creative Inserts: Insert Thousand Separators / Check Boxes / Radio Buttons / QR Code / Barcode / Multiple Pictures / Discover more in the Insert group...

🔍 Precision Selections: Pinpoint Specific Pages / Tables / Shapes / Heading Paragraphs / Enhance navigation with more Select features...

⭐ Star Enhancements: Navigate to Any Location / Auto-Insert Repetitive Text / Toggle Between Document Windows / 11 Conversion Tools...

🌍 Supports 40+ Languages: Use Kutools in your preferred language – supports English, Spanish, German, French, Chinese, and 40+ others!

Kutools and Kutools Plus tabs on the Word Ribbon
👉 Want to try these features? Download Kutools for Word now! 🚀
 

Best Office Productivity Tools

Kutools for Word - 100+ Tools for Word

Free Download Buy Now Learn More about Kutools