How to quickly insert text into a Word document

If you spend a lot of your work day in Microsoft Word, and find yourself repeating information often, perhaps adding a charity number or registered business number, then it can get laborious typing it out, or even copy and pasting it from somewhere else each time. We’ve got a couple of different solutions for you, to quickly insert often-repeated text and save yourself some time!

Using the AutoText function in Microsoft Word

  1. Highlight the important bit of text, then go to ‘Insert’ and then ‘Quick Parts’ underneath the text tab. The icon is a little rectangular document with a blue square at the top.
  2. Hover over ‘AutoText’ and select ‘Save Selection to AutoText Gallery’
  3. Change the name to something you might recognise easily, and hit ok
  4. Next time you need it, place the cursor where you wish the text to be inserted, head to ‘Quick Parts’ and choose your piece of text from the menu that appears – easy as 1,2,3.

You can also watch these instructions in our video below.

Insert chunks of text into Word documents using short-codes

This feature is great for slightly longer chunks of text, such as addresses.

  1. Go to ‘File’ and then ‘Options’
  2. Then select ‘Proofing’ from the left-hand side, followed by ‘Autocorrect Options’ from the right-hand pane that appears.
  3. You can then create any short code that you’d like to use. You might choose *add.
  4. Then input the text you would like to replace that with, and hit OK
  5. Now when you type *add in your document, it will be replaced with the full address!


See how it’s done in our instructional video.



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