Create and reuse frequently used text blocks in Word with Kutools

Kutools for Word provides a powerful AutoText feature that helps you quickly reuse commonly used content in your documents.

Whether you frequently insert greetings, signatures, standard paragraphs, instructions, or any other repeated text, AutoText allows you to save them once and insert them instantly with a single click. This not only saves time but also ensures consistency across all your documents. You can organize your reusable text into categories, manage them easily in the AutoText pane, and even export your entries to use on another device.

Step-by-step guide to create and reuse frequently used text blocks using Kutools for Word

1. Open the AutoText pane
2. Create a new AutoText entry
3. Insert a saved AutoText text block into a document
4. Change the content of an existing AutoText entry
5. Use AutoText entries across devices

Open the AutoText pane

1. Open the Word document that contains the text blocks you want to save as AutoText.
2. Navigate to the "Kutools" tab and click "AutoText" to open the AutoText pane.

   

Create a new AutoText entry

1. Select the frequently used text you want to save, and click the "New AutoText" button in the AutoText pane toolbar.
2. In the pop-up "New AutoText" dialog, type a "Name" for the text block so you can recognize it later.
3. Choose an existing "Category", or create a new category to organize similar entries.
4. Click "Add" to save the selection as an AutoText entry.

   

Insert a saved AutoText text block into a document

1. Open the document where you want to reuse the saved text.
2. Place the cursor at the exact location where the text block should appear.
3. In the AutoText pane, expand the category that contains your entry, and click the AutoText entry to insert it into your document.
   Tip: By expanding the drop-down menu next to an entry, you can also choose to insert it as plain text or as a picture.

   

Change the content of an existing AutoText entry

1. Insert the AutoText entry into your document.
2. Make the changes you want.
3. Select the edited text, click the "New AutoText" button to save it again using the same name to replace the existing entry.

Use AutoText entries across devices

Once you create an AutoText entry, it becomes available in any Word document on the same computer, as long as Kutools for Word is installed and enabled. This means you can reuse your saved tables instantly without rebuilding or reformatting them every time.

If you work on multiple devices, Kutools also makes it easy to take your AutoText library with you. You can export all your saved AutoText entries from one computer and import them on another using the built-in “Export” and “Import” options. This lets you keep the same set of reusable text blocks, along with any other AutoText items, fully synced across your devices.