How to Use Word Forms and Building Blocks to Create Documents Faster
Question details
The user needs a reliable method to quickly generate documents like risk assessments using reusable text, checkboxes, and client templates.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Creating standardized documents using frequently updated templates and boilerplate text.
- Observed behavior
- The user wants to automate document creation to insert predefined text into specific locations based on checkbox selections.
Ensure your client template is saved as a Word Template format (.dotx or .dotm) so that the original structure remains intact when generating new files.
Use AutoText and Building Blocks for Reusable Text
Store frequently used paragraphs in AutoText and access them quickly via the Quick Parts menu or AutoComplete.
Building Blocks and AutoText allow you to save standard clauses, method statements, or risk assessment paragraphs and insert them into any document with a few clicks.
Select the text in your document that you want to reuse. Navigate to Insert > Quick Parts > AutoText and click 'Save Selection to AutoText Gallery'.
To insert the text later, begin typing the name you assigned to the AutoText entry. When the AutoComplete tooltip appears, press Enter to insert the full text.
Right-click the Quick Parts button on the ribbon and select 'Add to Quick Access Toolbar'. This adds a gallery shortcut to the top of your window for instant access to all saved entries.
Create a VBA UserForm for Checkbox-Driven Automation
Build a customized dialog box with checkboxes to automatically insert specific Building Blocks into your template.
Create Standardized Documents Faster with WPS Writer
WPS Writer offers powerful template management, AutoText features, and form controls, allowing you to quickly insert reusable content and speed up your document creation process without complicated setup.
- 1. Set up your template: Open WPS Writer and design the standard layout for your risk assessment or method statement.
- 2. Save reusable text: Highlight frequently used text, go to the Insert tab, click AutoText, and save the selection to your gallery.
- 3. Insert form controls: Navigate to the Insert tab or Developer tab to add Check Box Form Fields and Drop-Down lists where user input is required.
- 4. Save as a template: Go to Menu > Save As, and choose 'WPS Writer Template (.wpt)' or 'Word Template (.dotx)' to use this file for generating future documents.
Frequently Asked Questions
What is the difference between AutoText and Quick Parts in Word?
Quick Parts is the overarching menu that houses various reusable document elements known as Building Blocks. AutoText is a specific category of Building Block specifically designed for storing and inserting reusable text snippets.
Can I share my Building Blocks with other users?
Yes. Building Blocks are stored in template files, typically Normal.dotm or Building Blocks.dotx. You can save your custom Building Blocks into a specific shared template file and place it in a network folder or distribute it to your colleagues' Startup folders.
Why do my AutoText entries disappear when I close the program?
AutoText entries are saved into your default template (like Normal.dotm) upon exiting the application. If the application crashes or you decline to save changes to the template when prompted upon closing, any new AutoText entries will be lost.
