AutoText
can be a powerful tool for Microsoft Word users. It allows you
to insert often entered text and often used graphics quickly and
easily. This is especially helpful when you create documents
that need part of the information to be the same - like a disclaimer
at the bottom of a page. AutoText eliminates the need to
retype or copy and paste the same information over and over.
Moreover, the formatting is saved with the AutoText entry so that
consistency is maintained.
Creating
an AutoText Entry
There
are several default AutoText entries already available in Word that
can be entered into your documents, such as "ATTN:",
"RE:" and "Subject:". The real power,
however, comes in to play when you create your own. It's easy
to create AutoText entries!
Type
and format the text for the entry. It must be at least
five characters long.
Select
the text, and from the Insert menu, choose AutoText
and New.... Use Alt+F3 as a shortcut!
The
Create AutoText dialog box displays and asks you to name
the AutoText entry. You can either use the default name
Word comes up with or type your own, as below.
Type
a name, and choose OK.
That's
it! Now, how do you find it when you need it?
Inserting
AutoText
Word
can use a feature called AutoComplete to help you insert AutoText
entries you have created. When you type the first four letters
of the AutoText entry name, Word shows a yellow AutoComplete box
above the text:
If
you want to insert the AutoText associated with the text you are
typing, press Enter and Word enters your AutoText. If
not, just keep typing and the box disappears.
Note:
To use your entry with AutoComplete, be sure the name you give your
entry is at least four characters long.
You
can also insert AutoText with a menu. From the Insert
menu, choose AutoText and select the AutoText entry. By
default, AutoText entries you make are placed in the Normal template
to be available with all new documents. Therefore, any entries
you make will be listed under Normal, as below.
Another
way to insert AutoText, is by using the AutoText
toolbar. This toolbar can be displayed along with the toolbars
you already have on your screen for quick access. This is
helpful if you frequently use AutoText. To display the
toolbar, right-click anywhere on the toolbars already present and
choose AutoText. A toolbar like the one below is added
to your screen and AutoText can be inserted or added from this bar.
Creating
and Inserting a Graphic as AutoText
Common
graphics that need to be inserted into documents, like company
logos, can be added as AutoText. To add a graphic entry,
simply select the graphic instead of text and follow the same steps
to create the entry. AutoComplete does not work with graphic
entries. To insert a graphic entry you have made, you must
select the name you have given it from the AutoText entry list as
above.
Modifying
an AutoText Entry
Type
and format the changed entry in your document as if you were
creating a new entry.
From
the Insert menu, choose AutoText and New....
Type
the same name as the previous entry and Word will ask if you
want to redefine the entry. Choose Yes.
Deleting
an AutoText Entry
When
you no longer need an entry, it can be deleted.
From
the Insert menu, choose AutoText and AutoText...
(or use the
button on the AutoText toolbar)
Select
the name of the entry from the list, and choose Delete.
Note
that you can also turn off the AutoComplete option in the dialog box
by clearing the checkbox.
Notice: You have the author's
permission to use the tutorials on this site for your personal
use only. If you would like to use these tutorials for
training classes or other commercial use, please contact kstille@esmartweb.com.
Distribution in print or on the Web without the author's permission
is strictly prohibited.
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