In this movie, we'll see the options you have for quickly adding pieces of pre-written text into a document. If there is any information that you write in your documents over and over again, you might be able to save time by creating a shortcut to make word drop that text I for you. We'll create custom shortcuts using the Quick Parts and Autocorrect features. We'll also see how you can quickly add the date and time to a document.
- [Voiceover] In this movie, I want to look at the options you have for quickly adding bits of pre-written text into a document. If there's any information that you write in your documents over and over again, you might be able to save time by creating a shortcut to make Word drop that text in for you. So, let's start with a feature called Quick Parts, which is a Windows-only feature at the time of this recording. Now, I've already written out some text here in this document, a name and an address that I'm going to want to drop into lots of documents that I write in the future.
To make a shortcut for this text, I'll start by selecting it, just by dragging my mouse across it. Then I'm going to go into the Insert ribbon and then I'm looking for this little button here for Explore Quick Parts. When I click on that, it opens up a menu. So, of course, the text I want is selected, so all I need to do is go to this option that says Save Selection to Quick Part Gallery. Now, from this window, there's only two important things here. I need to make sure that I give it a name and it's automatically filled in a name, which is perfectly fine, so I'm going to leave that alone.
Then under where it says Gallery, I want to make sure it's in the Quick Parts Gallery. So, that's actually all fine right here, so I'll hit OK, and now that's been saved as a shortcut in Quick Parts. So, to use that in the future, what I'll do is I'll just create a new document. So, I'll go into the backstage view, I'll go to New, create a new blank document, and now, whenever I want to drop that text into my document, all I'll need to do is go to the Insert ribbon, back to that Quick Parts button. Now there's a new option under that menu.
I can click on that and it automatically drops that text into my document, and I don't have to type out the whole thing. So, that's the quick version of this feature. If you check out Word 2016 Essential Training, you'll find more information on Quick Parts. But using Quick Parts is just one way to drop in pre-made text. Here's another. You may notice that sometimes you spell a word incorrectly and Microsoft Word automatically corrects it for you, because it's a common mistake that Microsoft Word recognizes.
So, for example, if I type in the word piece, but I intentionally spell it wrong... You can see that the E and the I are transposed here. As soon I hit the spacebar or the return key, Word automatically corrects the spelling of that word. That's because of a feature called AutoCorrect. But you can use the AutoCorrect tool to make custom text replacement. This feature works on both Windows and Mac. So, on Windows, to get to the AutoCorrect options, we're going to go into the backstage view by hitting the File button, then we'll go to Options, then to Proofing, and then we'll hit this button that says AutoCorrect Options.
That takes you to this window where we're going to set up our own custom AutoCorrect option. But that's how you get to it on Windows. Before we do this, let's see how you can get to this on a Mac. On a Mac, you'll go into the main Word menu, then to Preferences, then to AutoCorrect. From here, you'll see it opens the same window. But once you're here, whether you're on a Windows computer or a Mac, the rest is going to work the same. What we see here is a list of all of the AutoCorrect replacements that are built into Word by default.
So, for example, if I type in the word belief, but I have the I and the E transposed like this, you'll see it will automatically correct it with the correct spelling. But what I want to do is add my own custom replacement here. I'm going to use these two fields where it says Replace and With. So, I want it to replace every time I write NJB, I want it to replace it with my full name. So, I just fill in that information into these two fields, I'll hit this Add button, and that auto correction has now been added to the list.
So, now I'm just going to close this window, and you'll see, anytime I'm in a document and I type in NJB, as soon as I hit the spacebar or hit the return key, it automatically replaces it with the text that I want to put in there. So, I don't have to type in these potentially long pieces of text. I can just type in a little abbreviation and Word will fill it in for me. This is really great for smaller chunks of text that you'll be writing into documents on a regular basis. Now, another handy shortcut is to quickly insert the date and time.
This is something you don't have to set up. This is already built in to Word. If you find yourself typing in the date into your documents on a regular basis, you might try this instead. I'm going to go into the Insert ribbon. This works the same on Windows or Mac. Under the Insert ribbon, you're looking for this little button that looks like a calendar and a clock. If you click on that, you get a list of different formatting options for the date and time. So, all you'll need to do is pick out the formatting that you want. So, let's say I want the date formatted like this, then hit OK, and it drops that right into your document.
So, you don't have to remember the date, you don't have to type it out, you can just have Word drop it in automatically. Now, if you want an even quicker way to drop in the time or date into your document, there are keyboard shortcuts. So, first, to just drop the date into the document, I'll do the keyboard shortcut here. On a Mac, that keyboard shortcut will be Shift Control D, but on Windows it will be Shift Alt D. So, I'll do that here, Shift Control D, and it automatically drops in the date. Now, in this case, you don't get to choose the formatting, it just goes with the default formatting option, but it's a really quick way of adding the date into your document.
There's another keyboard shortcut to drop in the time. On a Mac, that's going to be Shift Control T. On Windows, it's Shift Alt T. Hit that shortcut and it drops the current time into your document. So, those are a just a few quick tools that you can use to drop in useful bits of pre-written text into a document.
Note: These tutorials apply to both the Windows and Mac versions of Word 2016.
- Recognize what the default font size option allows you to do.
- Identify the best way to run updates for Word.
- Recall where you should apply a drop cap for effect.
- Name the option you should use if you need to count the spaces between words in a document.
- Identify how to keep the spell-checker from becoming a nuisance while working on a document.
- Explain when you should compress all of the pictures in your document.