Re-use text in Word – generate complete documents in seconds
Learn how the DocTools AddBoilerplate Word add-in can help you
DocTools AddBoilerplate is a powerful tool that is both a time-saving document-generation tool for busy professionals and the simplest solution for standardizing documents and corporate language across entire organizations.
DocTools AddBoilerplate is the smartest, fastest, easiest way to generate letters, contracts, proposals, reports and other documents in Word from re-usable text or graphics.
Perfect for business, government, law, sales, finance, real estate … anyone who wants to generate documents in seconds or boost consistency to new levels through the use of boilerplate text and graphics.
With DocTools AddBoilerplate, you never need to waste time re-typing the same content again and again. You can re-use text and graphics with an ease you didn't think possible. You never need to search for a great text you wrote long ago in order to copy it and re-use the text in another document. Problems with inconsistencies in corporate language across entire organizations is no longer a problem.
DocTools AddBoilerplate works with Word 2010, Word 2013, Word 2016, Word 2019, Word for Microsoft 365 on PC / Windows.
The add-in works with both 32-bit and 64-bit versions of Word.
Pricing and general information
June 19, 2020
Supported Word versions:
Word 2010, Word 2013, Word 2016, Word 2019, Word for Microsoft 365 on PC / Windows
Licensing per computer:
Free trial – try before you buy:
Applies to licenses purchased on a single order
Automatically billed yearly until canceled
All future updates for free until subscription is canceled
Number of licenses
Per license price in Euro*
100 or more licenses
* Prices do not include applicable taxes
* Yearly payment – automatically billed yearly until canceled
* Select from many currencies on the order page
* Download link delivered instantly via email
Click the Buy Now button to start the secure order process. All orders are processed securely by MyCommerce Share-It and are delivered online instantly. You can select from a large number of currencies on the order page. The price in other currencies than EUR vary based on the currency exchange rate.
The story behind the DocTools AddBoilerplate add-in
No doubt that huge amounts of time is wasted around the world every hour to search for existing content or to re-write the same content again and again instead of re-using text in Word. Not only is this inefficient. It also leads to inconsistencies and lack of standardization in documents.
To help my customers overcome these problems, I have developed different solutions over the years. So have Bill Coan, wordsite.com. Bill Coan and I decided to combine some of our ideas in a new Word add-in. The goal was to develop a powerful add-in that is efficient and extremely fast and easy to use. The result is DocTools AddBoilerplate that is now available on this website.
More details about the DocTools AddBoilerplate features
There are only two concepts you need to know about to get started with DocTools AddBoilerplate:
- A Boilerplate Item is a normal Word document with re-usable text or graphics (or a mixture of both) that can be inserted into a new or existing Word document with a single click of your mouse. Each Boilerplate Item can range from a single word or picture all the way up to hundreds of pages of text or graphics or anything in between.
- A Boilerplate Folder is a folder on your hard disk or network drive where you store your Boilerplate Items.
You can create several Boilerplate Folders if you want and easily switch from one to another. This may be practical, e.g. in a project environment.
The user interface (i.e. screen texts in the Ribbon, dialog boxes, help, etc.) of DocTools AddBoilerplate is in English but the add-in can be used with any language version of Word.
Where to find the DocTools AddBoilerplate commands in Word
You can access the functionality of DocTools AddBoilerplate in two places, depending on what you want to do:
- From the AddBoilerplate group in the DocTools tab in the Ribbon, you can select your Boilerplate Folder and access help. See Figure 1 below.
- In the AddBoilerplate menu that appears as the last item when you right-click in a document, you will find a list of all Boilerplate Items in your Boilerplate Folder. Simply select an item from the list to insert the boilerplate into your document. See an example of a small boilerplate list in Figure 2 below.
To get started, you only need to select an existing or create a new Boilerplate Folder. You do so using the Select Boilerplate Folder command in the DocTools tab. Make sure to add at least a single Boilerplate Item to the Boilerplate Folder to begin with.
Once you have selected your Boilerplate Folder, you are ready to insert boilerplate into your documents via the AddBoilerplate menu that is automatically added to the right-click menu. See Figure 2 below.
When you right-click in a document, you will find the AddBoilerplate menu as the last item. In the AddBoilerplate menu, you will see a hierarchy of Boilerplate Items, showing what is currently found in your Boilerplate Folder.
Note that the right-click menu is context-sensitive. The commands in the menu vary depending on where your insertion point or selection is located in the document. However, the AddBoilerplate is easy to find. No matter the context, the AddBoilerplate menu will be placed as the last item in the right-click menu.
How to create a Boilerplate Item
With this simple 2-step process, create as many Boilerplate items as you want…
- Enter text or graphics into a standard Word document – enter a single word or graphic or hundreds of pages of material, whatever you want to re-use in the future.
- Save the document into the Boilerplate Folder or one of its subfolders.
Yes, that's all it takes!
If you already have Word document with the content you want to re-use, simply copy the documents into the Boilerplate Folder and they will be ready to insert in any Word document.
How to insert a Boilerplate Item into a document
Once you have selected a Boilerplate Folder, you can insert boilerplate as follows:
- Right-click the location in the document where you want to insert the boilerplate and select AddBoilerplate, then select the desired Boilerplate Item.
You can insert as many Boilerplate Items in a document as you wish. You can also insert the same Boilerplate Item more than once, if relevant.
Tips on organizing and naming Boilerplate Items
To make it as fast and easy as possible to insert boilerplate into documents, you should organize the Boilerplate Items in a logical way and use descriptive file names. For example, a law office may want to create three subfolders and name them Pleadings, Contracts, and Correspondence as shown in Figure 4 below:
Boilerplate Items in the Boilerplate Folder and in each subfolder and sub-subfolder are listed in this order:
- Word documents in alphabetical order (up to 30)
- Folders in alphabetical order (up to 30)
If you want the names listed in a specific order, you can add a prefix to the names. See the example in Figure 5 below.
You can add, reorganize, rename or delete Boilerplate Items later as you wish
You can add, reorganize, rename or delete Boilerplate Items as you wish. By default, the AddBoilerplate menu is automatically updated the first time you right-click after starting Word or if you select another Boilerplate Folder. You can refresh the list at any time simply by selecting the Refresh Boilerplate Items List command. An option lets you change the default so the list is not updated automatically but only refreshed when you actively select to do so.
Multiple users can share the same Boilerplate Items
To share the same Boilerplate Items among multiple users, simply make sure the selected Boilerplate Folder is in a shared drive.
You can store an unlimited number Boilerplate Items
In reality, there is no limit to the number of Boilerplate Items.
DocTools AddBoilerplate lets select from up to 27,000 different Boilerplate Items organized into three levels (the Boilerplate Folder itself, 30 subfolders, and 900 sub-subfolders). If you have more than 30 Boilerplate Items, store the extras in a subfolder or sub-subfolder of the Boilerplate Folder, with no more than 30 items per location.
However, you can create more than one Boilerplate Folder and change to another folder when needed, simply by selecting another folder using the Select Boilerplate Folder command. For example, it may be practical to create separate Boilerplate Folders for the individual projects in a project environment.
This way, you can store an unlimited number of Boilerplate Items. Only one Boilerplate Folder can be active at a time.
You can re-use existing Word documents as Boilerplate Items by adding shortcuts to the files in the Boilerplate Folder
Word documents must be placed in the Boilerplate Folder in order to work as Boilerplate Items. Instead of copying or moving existing Word documents, you may want to create shortcuts to the files in the Boilerplate Folder. The content in the shortcut file in the Boilerplate Folder will then automatically be updated if you change the source file.
Is it possible to insert only part of the content of a Boilerplate Item?
Yes. If you want only part of a Boilerplate Item to be inserted when you select the item from the AddBoilerplate, you only need to add a bookmark with a specific name around the relevant content in the Boilerplate Item and save it. When selecting the item from the list, the bookmark is used to identify and insert only the bookmarked part. For example, you can use this to have boilerplate inserted as part of an existing paragraph in a document, without adding any new paragraph marks.
What happens to the content of my documents if I edit or delete a Boilerplate Item I have used?
Once you have inserted a Boilerplate Item into a document, the content is independent and no longer related to the Boilerplate Item in the Boilerplate Folder. The content works as if you had typed it directly in the document. This means that your documents will not be influenced even if you edit or delete Boilerplate Items that have been used. The same is true the other way around: Changes you make to inserted boilerplate will not affect any Boilerplate Items.
What happens to my Boilerplate Items if I stop using the add-in?
Boilerplate Items are normal Word documents stored in normal folders. Nothing happens to the documents and folders even if you stop using DocTools Add-Boilerplate.
Overview of the commands in DocTools AddBoilerplate
Note that the look of the icons varies depending on the version of Word.
Commands in the AddBoilerplate group in the DocTools tab in the Ribbon
Select Boilerplate Folder
Lets you select the folder where your Boilerplate Items are stored.
More Boilerplate Tools
NEW in version 1.1
The menu includes two commands:
Refresh Boilerplate Items List forces a refresh of the list of Boilerplate Items.
Boilerplate Options opens a dialog that lets you set boilerplate defaults.
The menu includes two commands:
Help opens a dialog box with help and tips related to the add-in.
About opens a dialog box with information about the add-in (version number, rights, etc.).
Commands in the right-click menu
The menu is placed as the last item in the right-click menu, i.e. the context-sensitive menu that appears when you right-click in a document. The menu lists all Boilerplate Items found in the currently selected Boilerplate Folder.
Refresh Boilerplate Items List
The command is found as the last item in the list when you select the AddBoilerplate menu.
Forces a refresh of the list of Boilerplate Items. You can, for example, use the command if changes have been made to the Boilerplate Folder since you started Word.
FREE TRIAL – Try Before You Buy
Try DocTools AddBoilerplate risk-free for 7 days
If you want to try out the add-in before you buy, click the Free Trial button and follow the instructions. The free trial version includes all the functionality of the full version and will work for 7 days.
Click the Buy Now button above to start the secure order process. All orders are processed securely by MyCommerce Share-It and are delivered online instantly. You can select from a large number of currencies on the Share-It order page. The price in other currencies than EUR vary based on the currency exchange rate.
You will receive license key and further instructions via email.
If you have questions about orders, payment and delivery, please consult the MyCommerce FAQ page.
If you have any other questions, please check the Support – How to menu and the information on the individual add-in pages you can access via the Products menu. If you don't find an answer to your questions, please do not hesitate to send your questions to DocTools via the Contact form.
As described and illustrated above, the DocTools AddBoilerplate add-in makes it fast and easy to re-use text and graphics as boilerplate, allowing you to generate complete documents in seconds. See also all the other DocTools productivity tools for Microsoft Word.