Save Time by Inserting Repetitive Text using Word’s Quick Parts

by Avantix Learning Team | Updated September 23, 2020

Applies to: Microsoft® Word® 2010, 2013, 2019 and 365 (Windows)

Microsoft Word’s Quick Parts can be used to quickly insert repetitive words, paragraphs, statements, images or logos into Word documents. Quick Parts can be used for signature blocks, headings, contracts and even short phrases or company names that are used frequently.

Quick Parts are stored in galleries. Once a Quick Part has been stored, you can easily insert it into your documents. Quick Parts are part of Word’s Building Blocks.

If you are a keyboard only user, check out our article No Mouse? Using Keyboard Only Navigation in Microsoft Office.

Recommended article: 21 Shortcuts for Faster Formatting in Microsoft Word Documents

Adding a Quick Part Entry

To add an entry to Quick Parts:

  1. Select the text, image, logo or table that you want to be saved and used again in your documents.
  2. Click the Insert tab in the Ribbon.
  3. In the Text group, click the drop-down arrow below Quick Parts and click on Save selection to Quick Part Gallery. A dialog box appears.
  4. Enter a descriptive name and select a gallery where you would like to save the entry (the default is Quick Parts).
  5. Click OK. The Quick Part will be saved in Word’s Building Blocks by default.

Saving a selection to the Quick Parts gallery dialog in Microsoft Word.

Inserting a Quick Part

To insert a Quick Part in a Word document:

  1. Click the Insert tab in the Ribbon.
  2. In the Text group, click the arrow below Quick Parts and click on the entry you wish to insert. You may need to select another menu first (such as Autotext) and then click on the desired entry.

Insert Quick Part in Word document.

Deleting a Quick Part

To change or delete a Quick Part in a Word document:

  1. Click the Insert tab in the Ribbon.
  2. In the Text group, click the arrow below Quick Parts and point to the entry you wish to delete.
  3. Right-click the entry and select Organize and Delete. A dialog box appears.
  4. The entry should be selected in the list so click Delete.
  5. A dialog box appears to confirm the delete. Click Yes.
  6. Click Close.

Below is the Building Blocks Organizer:

Building Blocks Organizer dialog in Microsoft Word.

Saving Quick Parts in Building Blocks

If you have added Quick Parts to Building Blocks, when you exit Word, a dialog box appears asking you if you’d like to save the Building Blocks. Be sure to click Save.

This article was first published on January 29, 2017 and has been updated for clarity and content.

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Summary
How to Insert Reusable Text Snippets in Word with Quick Parts (Great Timesaver)
Article Name
How to Insert Reusable Text Snippets in Word with Quick Parts (Great Timesaver)
Description
Check out this Microsoft Word tip to save time entering repetitive entries. Word’s Quick Parts can be used to add repetitive words, paragraphs, statements, images or logos into Word documents. Quick Parts can be used for signature blocks, headings, contracts and even short phrases or company names that are used frequently throughout Word documents.
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