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How to save and insert AutoText entries in Word quickly?

Author: Amanda Li Last Modified: 2025-03-03

AutoText can contain a few letters, words, sentences, or paragraphs you frequently use. If you do not want to waste time retyping the same content, AutoText is an excellent way to insert frequently used text into a document efficiently. This tutorial introduces two methods to save and insert AutoText entries in Word.

Save and insert AutoText entries with Quick Parts

Save and insert AutoText entries with Kutools for Word

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Save and insert AutoText entries with Quick Parts

You can use the Quick Parts feature to save and insert AutoText entries by following these steps:

  1. Select the text you want to save as an AutoText entry.
  2. Click Insert > Quick Parts > AutoText > Save Selection to AutoText Gallery.
    Save Selection to AutoText Gallery option on the ribbon
  3. In the Create New Building Block dialog box, configure your AutoText entry and click OK.
    Create New Building Block dialog box
  4. The text is now saved as an AutoText entry and listed in the AutoText section of Quick Parts. To insert the saved AutoText entry, go to AutoText under Quick Parts and click the entry. The saved text will be inserted into the document.
    The selection listed in the AutoText list

Note: This method can be tedious if you need to save multiple selections or insert AutoText frequently, as you must navigate through Quick Parts each time. In such cases, consider using the below method.

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Save and insert AutoText entries with Kutools for Word

Using Kutools for Word, you can manage AutoText more efficiently without repetitive steps. The AutoText Pane makes it easy to save, list, and insert AutoText entries.

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  1. Click Kutools > AutoText.
    AutoText option on the Kutools tab
  2. The Kutools Pane opens on the left side of the Word interface with the AutoText tab activated:
    • To save selected text as AutoText:
      1. Select the text you want to save as an AutoText entry.
      2. Click the Add button in the AutoText Pane.
      3. In the pop-up dialog, configure your AutoText and click OK to save the entry to the AutoText Pane.
        Steps to add an AutoText entry
    • To insert an AutoText entry quickly in Word:
      1. Place your cursor where you want to insert an AutoText entry.
      2. Click an AutoText entry in the AutoText Pane to insert it into the document (see Mark 1 in the below screenshot).
      3. Alternatively, you can insert an AutoText entry as rich text, plain text, or a picture (see Mark 2).
        AutoText entry list

For more details about the AutoText Pane in Kutools for Word, visit our AutoText feature page.

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