How I Save 100 Hours by Using Auto Populate Text in Word Documents
Depending on the document you’re writing, you’re likely to have text that’s repeated in many places in the document. For instance, you might have an invoice and you might have your address information repeated in 2 different places. Or you might be writing a report or email and want to include your manager’s name in different places in it. In some cases, you might even have some custom formatting for text.
For instance, say you’re writing a user manual and you want the reader to be aware of critical information that needs special attention. You might want to include that information with some special formatting, or even in a text box.If you do any of these things, then I have some good news from you. Microsoft Word provides you with a bunch of features to automate the entry of items such as these. These text blocks can be edited once, and repeated in different places in the same document. In this video, let’s look at how to set up your document so that entering such information becomes quick and easy.Note that the method to set this up varies slightly, depending on the type of text you want to enter. In this video, I won’t cover how to include things such as automatic page numbering, which uses the concept of Fields.
The first category is text that’s going to get repeated in different places in your document, but that does not change. For instance, you might have the same greeting or signature repeated in the document. Or you might have your address information in different places. MS Word calls this AutoText. The most common way to enter such text is to write the text that will be repeated, click on Insert, Quick Parts, and choose AutoText, then Save Selection to AutoText Gallery, to save your selection. Alternatively, in the Quick Parts menu, choose Save Selection to Quick Part gallery.After you’ve saved your selection, you can enter it anyplace in your document by going to the location, clicking Insert, Quick Parts, and choosing the entry. To make this process quick, you can even right-click an entry and choose to add it to your quick access toolbar. It then becomes available above or below your main menu, and you can quickly click to add the entry you want.
The second category is common document items that will be repeated but may change, such as manager name, your name. Instead of adding these items to AutoText, in the Quick Parts menu, choose, Document Property. Then choose the closest property, such as Part ABC.Then, go to the different locations in the document where you want to add the same property, and insert the property in those locations as well. Let’s insert one here:Part ABC. Now, when you click to edit any one of the instances of this property, you’ll notice that all instances change. You can also use this method to include information about things such as part names, if you’re a company selling parts. This way, the part names will be consistent, no matter where in the document they are referenced.The third category is text that includes some formatting that should be repeated, such as text boxes for important information or notes. For this, in the Quick Parts menu, go to Building Blocks Organizer. If you want to store paragraph formatting, such as indentation, alignment, line spacing, and pagination, then click the option to show or hide the paragraph marks and hidden formatting symbols, and include the symbol in your selection. For this option to work well, you might need to choose the option , Insert Content in its own page.But the best way to use this is as follows.Create your own style, including a text box.You can save and use this text box as a building block.
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