AutoText in Word 2016 allows you to insert set pieces of text into your document with just a few clicks of your mouse. AutoText uses building blocks - reusable pieces of content or other document parts, such as watermarks, headers and footers, or tables, that are stored in galleries. You can access and reuse these building blocks at any time. AutoText is just one type of building block, but there are others available for use.
AutoText can store text or graphics that you want to use again and again, such as a commonly used disclaimer or a standard contract clause. Each selection of text or graphics is stored as an AutoText entry in the Building Blocks Organizer and is assigned a unique name that makes it easy for you to find the content later when you want to use it.
The process for creating an AutoText entry in Word 2016 is the same for creating any kind of building block in Word: select the content that you want to store as a reusable building block. Then go to the Insert tab and in the Text Group, click Quick Parts > AutoText > Save Selection to AutoText Gallery. The keyboard short cut for this is alt + f3.
When the Create New Building Block window opens, type in information about your AutoText entry. Usually, you will only need to enter the name of the AutoText - ideally something descriptive that will enable you to identify it later when you need to insert it.
The Options selector at the bottom of the window allows you to specify whether the AutoText is inserted:
- "in place" wherever the cursor is positioned
- in its own paragraph
- on its own page
When you need to insert your AutoText into a document, place the cursor where you want the text to go and then go to the Insert tab. In the Text Group click Quick Parts > AutoText, and then find the AutoText you want to insert. There is a thumbnail image of the entire selection of text that is displayed to help you locate it. When you find the one you need, click on it and it will be inserted where the cursor is positioned; in place, in its own paragraph or on its own page, depending on how it was initially set up.