If you often work with multiple Word documents, knowing how to insert text from file in Word can save you time and effort. Whether you’re merging reports, combining chapters, or adding prewritten content, Word offers a built-in feature that lets you insert entire documents or parts of them directly into your current file.
This guide will walk you through how to insert text from another file and customize its placement in your document with ease.
Why Insert Text from a File in Word?
Here are common scenarios where this feature is helpful:
- 🧾 Merging multiple documents into one
- 📚 Creating templates from existing files
- 🧠 Reusing boilerplate content
- ✍️ Collaborating on separate sections of a report
- 🔁 Importing pre-approved legal or business text
Instead of copying and pasting manually, inserting text from a file ensures formatting and structure are retained.
How to Insert Text from a File in Word (Windows & macOS)
Follow these steps to use the built-in Insert Text from File feature in Microsoft Word:
🧭 Step-by-Step Instructions:
- Open your Word document
- Place the cursor where you want the text inserted
- Click the Insert tab on the ribbon
- In the Text group, click Object
- From the dropdown, select Text from File
- Browse and select the file you want to insert
- Click Insert
The content from the selected file will appear right at the cursor’s location, formatted and intact.
What File Types Can You Insert?
You can insert text from various file formats:
.docxand.doc(Microsoft Word).txt(Plain Text).rtf(Rich Text Format).html(Web files, converted to text)
📎 Note: Only the text portion is imported. Images, tables, or charts may not transfer perfectly from non-Word formats.
Tips for Managing Inserted Content
- 🖋️ Separate Sections: Use a page or section break before inserting for better layout
- 📑 Consistent Styles: Match the formatting of inserted content using the Styles pane
- ✂️ Edit After Inserting: Treat imported text like native content: edit, style, or delete as needed
This approach is ideal for assembling manuals, combining meeting notes, or inserting prewritten contracts.
Using “Insert Text from File” in Word Online
❌ Currently, Word Online does not support inserting text from file using this method. You’ll need to use the desktop version of Word on Windows or macOS for full functionality.
💡 Workaround: Copy and paste manually or upload files to OneDrive and open them in Word desktop to merge.
FAQs: Insert Text from File in Word
How do I insert text from another Word file into my document?
Go to Insert > Object > Text from File, select your file, and click Insert.
Can I insert multiple files at once?
Yes. Hold Ctrl (Windows) or Command (Mac) and select multiple files during the insert step.
Will formatting be preserved when inserting text from a file?
Yes, Word retains most formatting, especially if both documents use the same template or style set.
Does this work in Word Online?
No. The feature is only available in the desktop versions of Word.
Can I insert part of a file, not the whole thing?
No, this feature inserts the entire file. To add only a section, open the source file and copy-paste manually.
Is this the same as inserting an object or embedding a file?
No. Inserting text adds editable content. Embedding a file adds a non-editable file icon or attachment.
Conclusion: Use “Insert Text from File” to Save Time and Stay Organized
Now that you know how to insert text from file in Word, you can speed up your workflow and manage large documents with ease. Whether you’re compiling a report, assembling a proposal, or updating templates, this built-in feature is your go-to tool for document efficiency.
Try it today and simplify your content management process!
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
Advertisment