Today I saw a question on an online forum where a user needed to insert the same name and address quite frequently into a Word document. The user had asked if a drop-down menu in Word would provide a quicker way to accomplish this task and so I’ve decided to use this as the topic of today’s post.
In first part, the answer is no. Although drop down menus are wonderful, they won’t really serve the purpose for this particular user. I would recommended the use of the Quick Parts within Microsoft Word where you can store pre-formatted blocks of text which you can then quickly and easily insert into your documents with a few clicks of the mouse.
Quick Parts allow you to easily insert reusable information in a document without having to type it each time. This can be used from simple information such as your contact details through to multiple paragraphs.
To set up a Quick Part, follow these steps:
- Open Microsoft Word (I’m using Word 2016)
- Type in the block of text you wish to save for future use
Tip: I use this feature for text lengths of a sentence to multiple paragraphs. Essentially any text you include on a regular basis, you can use within Quick Parts.
- Format the text in the way you will want it to be displayed
- Now highlight the text/paragraph
- Click the Insert tab
- Now select the Quick Parts button
- From the menu select Save Selection to Quick Part Gallery
- The Create New Building Block dialog box will appear:
- Change the name to something more suitable
- Now click OK
- Create a new document, or open an existing document where you want to insert this particular block of text
- Select Insert > Quick Parts
- You will see your entry listed along with a preview
- Click on the entry to insert it into your document
- Voila, the block of text is now inserted into your document
There is a nice easy way of utilising the Quick Parts feature within Microsoft Word. Separate Quick Parts can also be created in Microsoft Outlook for use in email messages.
If you have any questions please let me know.