Microsoft Word - How to reuse files

In this blog post, we will show you how to use Reuse Files in Microsoft Word and explain some of its benefits and limitations.

Sometimes when you are composing complex documents about subjects that you have written about before, you may catch yourself thinking – hmm I wrote about that last week. Can I reuse some or all of what I wrote?

Fortunately, Word has a feature called Reuse Files that can help you with this. Reuse Files lets you find and insert content from other Word, Excel, or PowerPoint files that you or your team have used before. You can also search for web elements such as references and images related to your topic.

In this blog post, we will show you how to use Reuse Files in Microsoft Word and explain some of its benefits and limitations.

How to Use Reuse Files in Microsoft Word

To use Reuse Files in Microsoft Word, follow these steps:

On the Insert tab, in the Reuse Files,

A pane will appear on the right side of your document with a list of relevant files that you or your team have used before.

To insert content from one of the files, hover over it and click on Insert Content.
The content will be inserted at your cursor position in your document.
To search for a specific file or keyword, use the Search box at the top of the pane. You can also filter the results by file type (Word, Excel, PowerPoint) or by source (OneDrive for Business or SharePoint).
To insert web elements such as references or images related to your topic, click on Web Elements at the bottom of the pane. You can then choose from different categories such as Wikipedia articles, Bing images, YouTube videos, etc.
To close the Reuse Files pane, click on X at the top right corner.

Benefits and Limitations of Reuse Files

Reuse Files is a useful feature that can help you find and reuse content from other files without leaving Word. Some of its benefits are:

✅It saves you time and effort by avoiding repetitive tasks such as copying and pasting content from different sources.

✅It helps you maintain consistency and accuracy by using content that has been verified or approved by you or your team.

✅It enhances your document with relevant web elements that can support your arguments or illustrate your points.

However, Reuse Files also has some limitations that you should be aware of:

✅It requires a Microsoft 365 subscription and is only available for certain plans such as Business Premium, Enterprise E3, or Enterprise E5.

✅It only works with files stored on OneDrive for Business or SharePoint sites that are connected to Microsoft 365 groups. It does not work with local files on your computer or other cloud storage services.

✅ It does not allow you to edit the content before inserting it into your document. You have to make any changes after inserting it.

✅ It does not preserve the formatting or styles of the original content. You have to apply them manually after inserting it.

Conclusion

Reuse Files is a feature in Microsoft Word that allows you to find and insert content from other files or web elements into your document. It can help you save time and effort, ensure consistency and accuracy, and enhance your document with relevant information.

However, Reuse Files also has some limitations such as requiring a Microsoft 365 subscription, working only with online files connected to Microsoft 365 groups, and not allowing editing or preserving formatting before inserting content.

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Categories: : Blog, Microsoft Word