Microsoft Word :  Working with AutoText

by Karyn Stille

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!

  1. Type and format the text for the entry.  It must be at least five characters long.

  2. Select the text, and from the Insert menu, choose AutoText and New....  Use Alt+F3 as a shortcut!  

  3. 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.

  1. 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

  1. Type and format the changed entry in your document as if you were creating a new entry.  

  2. From the Insert menu, choose AutoText and New....  

  3. 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.

  1. From the Insert menu, choose AutoText and AutoText... (or use the button on the AutoText toolbar)

  1. 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.

 

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