Tip of the week # 486
22 June 2016

Create, store and insert frequently used text and graphics (Microsoft Word and Outlook) *

Do you have chunks of text or pictures that you need to insert time and time again? Back in 2011 I wrote how to create "Quick Parts" in Outlook (see tip_335.php) but I recently realised I never wrote how to use this fabulous feature in Word. (Thanks for the question, Leon!)

Here's how:

To create a reusable Quick Part:

  1. Select the content that you want to store, such as a logo or text. (See tip_50.html tricks and shortcuts for selecting blocks of text using your mouse, or tip_51.html if you prefer to use your keyboard.)
  2. On the Insert tab, in the Text group, click Quick Parts and click Save Selection to Quick Part Gallery.
  3. Enter a name to identify the entry, which can also be used for shortcut purposes, so I recommend to keep it short.
  4. Click OK.

When you want to insert a Quick Part, you can simply type the name you gave it in step 3 and press F3. Alternatively, to find and use a Quick Part:

  1. Click where you want to insert the content.
  2. On the Insert tab, in the Text group, click Quick Parts. (Or why not stick the button on your Quick Access Toolbar, by right-clicking it?!)
  3. Click on the content of your choice.

By the way, don't miss the chance to hear me share my tips at next week's Cambridge Network's Breakfast Networking event:

Ten top computer time-saving tips on Thursday 30th June (8 - 10am) at St John's Innovation Centre, Cowley Road, Cambridge, CB4 0WS.

In a brief 30 minute session, I will share ten simple, clever tips to tame your computer. Even if you believe you have mastered Windows or Microsoft Office you will go away with new tricks, tips and shortcuts that you never would have found on your own! (I will be followed by Michael Yardley, IT and systems manager at Cambridge Enterprise Ltd, University of Cambridge, who will be looking at some of the simplest ways you can protect yourself digitally, both in business and at home.) Find out more and book your place by clicking here.

* Unless stated otherwise, these tips were written for Microsoft Office 2010.