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Monday Productivity Pointers

Creating Quick Parts to re-use text


Monday Productivity Pointers

with Jess Stratton

Video: Creating Quick Parts to re-use text

Jess Stratton here and welcome to Monday productivity pointers. I've seen medical professionals use this, including transcriptionists.
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  1. 6m 34s
    1. How to do a firmware update
      6m 34s
  2. 9h 7m
    1. Welcome to the series
      1m 13s
    2. Running a group meeting with coworkers
      7m 19s
    3. Recording and marketing chat on air
      8m 30s
    4. Creating a quick presentation
      5m 37s
    5. Presenting from an iPad or computer
      3m 36s
    6. Migrating your accounts to
      9m 55s
    7. Setting budgets and goals
      7m 4s
    8. Collaborating on team documents
      5m 53s
    9. Creating an online photo gallery
      4m 58s
    10. Kickstarter: Setting up your project
      10m 41s
    11. Driving traffic to your project
      5m 48s
    12. Conducting a voice call with a virtual team
      6m 40s
    13. Adding video and chat notifications
      4m 7s
    14. Accepting a payment with Square
      4m 35s
    15. Using the Square Wallet
      2m 32s
    16. Setting up shop on Etsy
      6m 31s
    17. Tracking your Etsy sales with Shop Stats
      4m 9s
    18. Raising your Klout score
      7m 3s
    19. Earning Klout perks
      4m 55s
    20. Skydrive: Collaborating on team documents
      4m 56s
    21. Skydrive: Accessing files on the go
      2m 57s
    22. Setting up Google alerts to track your data
      5m 5s
    23. Removing a page from the Google search index
      4m 42s
    24. Browsing privately in public
      4m 38s
    25. Cleaning up your session before logging out
      5m 8s
    26. Troubleshooting a remote computer with CrossLoop
      4m 34s
    27. Troubleshooting a remote computer with TeamViewer
      3m 42s
    28. Taking screenshots from a PC
      4m 12s
    29. Taking screenshots from a Mac
      3m 36s
    30. Setting up Find My iPhone
      3m 36s
    31. Using iCloud to find an iPhone
      3m 49s
    32. Sampling color from the screen
      5m 27s
    33. Using for inspiration
      3m 22s
    34. Get an audio clip onto YouTube using iPhoto
      5m 49s
    35. Creating playlists and customizing your YouTube channel
      5m 41s
    36. Record your screen using QuickTime
      3m 14s
    37. Record your screen using CamStudio
      2m 34s
    38. Using Tempo Smart Calendar when you are going to be late
      3m 9s
    39. Using Twist to let your customers know where you are
      3m 38s
    40. Using Wunderlist to track multiple projects
      9m 0s
    41. Use the Wunderlist browser extension to create tasks on the web
      5m 46s
    42. Using Smart Mailboxes with Mac Mail
      6m 52s
    43. Customizing the Mac Mail View
      7m 13s
    44. What's a firewall?
      7m 36s
    45. What is the Cloud?
      4m 42s
    46. Creating your own recipe with IFTTT
      7m 19s
    47. Browsing existing recipes with IFTTT
      5m 7s
    48. Installing the Feedly browser extension
      6m 34s
    49. Customizing Feedly
      6m 53s
    50. Understanding the basics of Twitter
      9m 9s
    51. Using Tweetdeck to handle multiple accounts
      9m 14s
    52. Working with URL Shorteners
      5m 45s
    53. Using
      8m 31s
    54. Creating Quick Parts to re-use text
      6m 19s
    55. Moving your Autotext to a new computer
      6m 7s
    56. Shutting off access to social networks
      6m 18s
    57. Hiding taskbars
      2m 36s
    58. Exploring the iOS 7 Update
      10m 7s
    59. Running a productive online meeting
      3m 44s
    60. Getting meeting minutes faster
      6m 47s
    61. TextExpander for Mac
      7m 6s
    62. Breevy for Windows
      3m 44s
    63. Using Smart Folders on a Mac
      5m 52s
    64. Using Windows Libraries
      4m 25s
    65. Finding large attachments in your email apps
      5m 13s
    66. Use Ninite to install all your PC apps at once
      3m 30s
    67. Use Get Mac Apps to install your Mac apps at once
      2m 56s
    68. Creating a disposable email address with Guerrilla mail
      4m 7s
    69. Creating an email address that lasts only 10 minutes
      3m 16s
    70. Finding and adding local vendors to enhance your iOS reminders
      3m 45s
    71. Adding geofencing to Find My Friends
      3m 20s
    72. Turning a Word document contract into a PDF
      4m 1s
    73. Turning a PowerPoint presentation into a PDF
      4m 10s
    74. Resetting browser site passwords
      7m 11s
    75. Disabling toolbars, resizing screens, and accidentally closed tabs
      7m 42s
    76. Identifying your wifi's weakest link
      7m 59s
    77. Setting up dual band speed on your router
      7m 36s
    78. Add your social media activity to your website
      8m 54s
    79. Using WordPress mobile to update on the go
      4m 48s
    80. Matching the header row on your spreadsheet files
      8m 20s
    81. Using a formula to merge first and last name columns
      5m 58s
    82. Using JoliDrive to browse cloud app data
      5m 11s
    83. Using JoliDrive on an iPad
      4m 31s
    84. Finding deals on eBay using misspelled listings
      4m 18s
    85. Searching for promotional and coupon codes online
      5m 52s
    86. Sending real postcards from your computer with Postagram
      4m 25s
    87. Using Postagram to send a real postcard from your smartphone
      3m 55s
    88. Getting to Inbox Zero
      11m 4s
    89. Using existing GMail labels with Mailbox
      3m 19s
    90. Adding 2-step authentication
      3m 39s
    91. Enabling in-app PIN codes
      3m 31s
    92. Accessing your digital movies
      5m 20s
    93. Copying movies onto a device
      3m 25s
    94. Using Genius Scan to scan your documents
      3m 34s
    95. Sending your scans
      2m 41s
    96. Using Acrobat to ink sign a PDF
      4m 49s
    97. Writing a letter of recommendation
      7m 49s
    98. Constructing a successful press release
      4m 48s
    99. Troubleshooting wireless security
      4m 48s
    100. Writing a claim letter
      5m 22s
    101. The best reasons to try online chat customer service
      5m 9s

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Monday Productivity Pointers
9h 14m Appropriate for all Mar 25, 2013 Updated Apr 14, 2014

Viewers: in countries Watching now:

In this series on productivity, author Jess Stratton takes you through the latest tools that will help you run your business and life more efficiently. Each installment covers a particular feature or technique in a different online tool, such as Google Apps, Skype, YouTube,, Etsy, and more. Check back every Monday for tips on topics from recording and publishing video chats to managing your finances online.

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Jess Stratton

Creating Quick Parts to re-use text

Jess Stratton here and welcome to Monday productivity pointers. This Monday on productivity, I'm focusing on a highly underutilized feature of microsoft word. That is the ability to create quick parts, which is re-usable blocks of text. It's also called AutoText. Now, with a key combination, character, word, or just from the File menu, you can quickly insert a paragraph or a home address. It can be as simple as text, or as complex as including images and tables.

I've seen medical professionals use this, including transcriptionists. Who always have to enter in complicated words and phrases, so it's perfect for them. I also use it myself, when I'm creating videos just like these. Because every video is roughly prepped the same way, I can get all my notes set up nice and tidy on a word document while I'm prepping them. So, I'm going to show you how easy it is to create your own quick parts. I've got Microsoft Word 2013 open with a few examples that I want to show you for creating quick parts and auto text.

The first example it is an address block. Now the first thing I'm going to do is Click and Drag and highlight that address block. After I got it all setup, just the way I want. I can then Click Insert on the ribbon tab, and go all the way over to the right and find quick parts. Click the drop down next to quick parts, hover your mouse over AutoText, and go all the way to the bottom of that dialog box and choose Save Selection to AutoText Gallery. You can give it a unique name if you want, you're going to save it in the auto text gallery.

You can either choose to save it in the normal template or the building blocks template, I'll talk a little bit later about why that's important and which one you'd want to do, Right now, I'm going to save it in the normal template. Finally, you have to choose how you want to insert it. If I insert the content only, it's going to leave the cursor right where the last character ends in that AutoText, which can be useful if I'm just AutoTexting one line of text. Then I can keep typing like nothing ever changed. But I can also insert the content in its own paragraph.

This basically will insert my text, and will hit the return key when it's done so that I can start typing on a new line. Finally, I can choose to insert the content in its own page. It will start fresh with a blank page for my text. So this time I'm going to have it insert the content in it's own paragraph, because I want to start typing on a new fresh line. I can click okay and my AutoText has been made. I going to scroll down a little further. Now because I saved it in the normal template I get the added benefit of just being able to start typing.

When the AutoText pops up, I hit the Enter key on my keyboard, and it pops up. If I had chosen to Save it in the building blocks, I can do the same thing. I can type a few characters, and then what I'll have to do, I wont get this pop up. Instead, I can hit the F3 key on my keyboard, and it'll essentially do the same thing. So if you saved it in the building blocks, remember it's not going to automatically come up you will have to hit that F3 key on your keyboard. However you will find that you save everything in your building blocks its a lot easier to backup and restore the file, because you only have to worry about one file instead of both the normal template and the building blocks template.

Alright, let's back up. I've got this other text here, this is a little more complex. This has tables, and some more formatting in it. This is what I use every time I prep a new video chapter for my courses. I work on the chapter, and any notes that go along with it. So, because some of my courses can have about 60 chapters. It's time consuming to format this nice little square every single time I need to prep a new chapter. So what I do is I create this table, I get it all set up the way I want and now, I can select the entire table by clicking the crosshair on the top left hand side of the table.

I can come back to the Insert ribbon tab. Click on Quick Parts again. And this time, I'm going to choose Save Selection to Quick Part Gallery. I can call it chapter. This time, it's going to get stored in the Quick Part Gallery. And by default, it saves it in the building blocks template. Now for the options I definitely want it in its own paragraph again. So I'm going to click okay, and now, whenever I need to create a new chapter I can come up to quick parts and it pops right out. I can click, my text get entered, and now I can simply start typing.

For the last example, I'm going to select my meeting minutes template. This is what I want to use for every time I have a meeting. Now this would be better served on its own page. So I'm going to highlight this text, Choose quick parts, save selection to quick part gallery, I'll call this meeting minutes, again it saves in building blocks, and this time I'm going to have it insert the content in its own page. I can click okay, and now when I go to insert this, let's suppose I'm ready to do my meeting minutes.

I can go over to Quick Parts, click Meeting Minutes, and it puts it right at the start of a brand new page. So this is like building its own little template right in Microsoft Word. So the possibilities are endless. In the next video, I'm going to show you how to back up and move your entries to a new computer. And, as you'll find out, it's much easier when they're only in one file. So that's why, even though you have to hit the F3 key to get your AutoText to insert, it's much easier if you save everything in building blocks.

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