Office Settings & Configuration

How to Assign Keyboard Shortcuts to Custom Word Quick Parts

Olivia Miller Oct 15, 2026 869 views

Question details

The user needs to create and assign keyboard shortcuts for custom Word Quick Parts (such as appendix table and figure captions) and save them in a shared template.

How to Assign Keyboard Shortcuts to Custom Word Quick Parts

Product: Microsoft Word
Device & OS: not provided
Scenario: A user is setting up a shared template containing custom Quick Parts and wants to assign specific keyboard shortcuts to these building blocks for faster document editing.
Observed behavior: The user requires the precise configuration steps to map shortcuts to Quick Parts and ensure they are saved in the specific shared template rather than the default Normal template, so that all template users can access them.

Before you start

Ensure that your custom Quick Parts or Building Blocks have already been created and saved in the specific shared template where you intend to store the keyboard shortcuts.

Solution 1Recommended

Assign Shortcuts via the Customize Keyboard Dialog

Use Word's built-in keyboard customization tool to assign specific key combinations to your custom Quick Parts and save them to a shared template.

By default, Word may attempt to save custom keyboard shortcuts to your local Normal.dotm template. To ensure your team can use these shortcuts, you must explicitly select your shared template during the assignment process.

Access Customize Keyboard options

Open your shared template in Word. Navigate to File > Options > Customize Ribbon. At the bottom left of the window, click the Customize button next to Keyboard shortcuts.

Select the Building Blocks category

In the Customize Keyboard dialog box, scroll down to the bottom of the Categories list on the left and select Building Blocks.

Choose the specific Quick Part

In the Building Blocks pane on the right side, find and select the specific custom caption or Quick Part (e.g., your appendix table caption) that you want to assign a shortcut to.

Enter the desired keyboard shortcut

Click inside the 'Press new shortcut key' box. Press the specific key combination you want to use (for example, Alt+Ctrl+Shift+C followed by T). Avoid using the Alt key alone, as it activates the ribbon commands.

Save the shortcut to your shared template

In the 'Save changes in' drop-down list, change the selection from Normal.dotm to the name of your specific shared template. Finally, click Assign to lock in the shortcut, then close the dialog.

Assign Shortcuts via the Customize Keyboard Dialog

Prompt to Save: If Word prompts you to save changes to your template when you exit the application, be sure to click Save to keep your new keyboard shortcuts.

Solution 2

Use AutoComplete for Global Template Building Blocks

If your Quick Parts are saved as AutoText in a global template, you can rely on Word's AutoComplete feature as a convenient alternative to manual keyboard shortcuts.

Free Microsoft Office alternative

Try WPS Office for Efficient Document Editing

If you frequently work with complex document templates and custom shortcuts, consider WPS Office. It provides a lightweight, highly compatible alternative to Microsoft Word, complete with a familiar interface, robust text automation tools, and seamless support for standard Word formats.

1. Download the Installer: Visit the official WPS website and download the free installation package for your operating system.
2. Install WPS Office: Run the downloaded installer and follow the simple on-screen instructions to set up WPS Office on your device.
3. Open Your Templates: Launch WPS Writer and directly open your existing .docx or template files to continue working with full formatting retained.

Completely free to download and useSeamless compatibility with Microsoft Word formats (.docx, .doc, .dotm)Lightweight architecture ensures smooth performance on older devicesFamiliar user interface requires zero learning curve

Frequently Asked Questions

Why do my custom keyboard shortcuts only work on my local computer?

This happens if the shortcut was saved to your local 'Normal.dotm' template instead of your shared template. To fix this, navigate back to the Customize Keyboard dialog, recreate the shortcut, and ensure you select your shared template from the 'Save changes in' dropdown menu before clicking Assign.

What is the best prefix key combination for custom Quick Part shortcuts?

It is recommended to use complex combinations like Alt+Ctrl+Shift to avoid conflicting with existing, default keyboard shortcuts in the software. You should avoid using the Alt key entirely on its own, as it is reserved for activating ribbon menu commands.

Can I assign a sequence of keys as a shortcut for Building Blocks?

Yes, you can configure sequential keyboard shortcuts. For instance, you can set a primary prefix key combination (such as Alt+Ctrl+Shift+C) immediately followed by a secondary key (such as T for Table or F for Figure) to organize your Quick Part shortcuts logically.

What is a Quick Part or Building Block?

A Quick Part (or Building Block) is a reusable piece of content—such as custom text, formatted tables, equation captions, or document properties—that you can save and quickly insert into any document without having to recreate it from scratch.

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