Microsoft Word 7.0 - Quick Guide to using Autotext

Microsoft Word gives you three ways to store frequently used text, graphics, and other items and then quickly insert them into documents. You can use the MS-Word AutoCorrect feature to correct and insert items as you type. With the MS-Word AutoText feature, you can retrieve and insert an item by typing a few keystrokes or clicking the AutoText button. With both features, you can choose to insert text with or without its original formatting. The Spike is a tool that you can use to collect multiple items and then insert them as a group.

With the AutoCorrect feature, Word automatically replaces common misspellings and words that are complicated to spell. For example, if you always type "tehm" instead of "them," you can create an AutoText entry named "tehm." Whenever you type tehm followed by a space or punctuation mark, Word replaces it with "them." You can also quickly insert frequently used text and graphics text with an AutoCorrect entry.

You can create AutoText entries (known as glossary entries in previous versions of Word) for text and graphics you use less frequently or don't want Word to insert automatically. For example, you can store a standard business letter closing or a logo for a company newsletter. The AutoText feature works like the AutoCorrect feature, but you decide when you want to make the replacements.

If you want to remove several items from one or more documents and insert them as a group elsewhere, use the Spike -- a multiple cut-and-paste tool.

You can create an AutoText entry that contains text, a graphic, or a combination of text and graphics -- for example, a company name and logo. If you want AutoText entries to retain paragraph formatting -- such as alignment, indents and line spacing -- include the paragraph mark () at the end of the selection when you create the entry. To see paragraph marks, click the Show/Hide ¶ button on the Standard toolbar.

To create an AutoText entry

1. Select the text or graphics you want to store as an AutoText entry.

To store paragraph formatting with the entry, include the paragraph mark () in the selection.

2. Do one of the following:

On the Standard toolbar, click the AutoText button.

From the Edit menu, choose AutoText.

3. In the Name box, accept the default name or type a new name for the AutoText entry. An AutoText name can have up to 32 characters, including spaces.

By default, Word makes the AutoText entry available to all documents. To specify a template in which you want to store the entry, select a template name in the Make AutoText Entry Available To box.

4. Choose the Add button.

If you are storing a phrase, select one blank space after the phrase when you create the AutoText entry. Then, when you insert the phrase in a sentence, the blank space you usually insert after typing a word is already there. You can also add punctuation instead of a space if the phrase would usually end with a period or comma.

You can insert an AutoText entry in three ways -- by using the AutoText button, the AutoText command, or the keyboard. If you want to insert the AutoText entry quickly with its original formatting, use the AutoText button or the keyboard. If you don't remember the name of the AutoText entry, or if you want to preview its contents or insert it as plain text, use the AutoText command.

1. Position the insertion point where you want to insert the AutoText entry.

2. From the Edit menu, choose AutoText.

3. In the Name box, type or select an AutoText name.

4. Do one of the following:

To insert the AutoText entry with its original formatting, select the Formatted Text option button.

To insert the AutoText entry without any formatting, select the Plain Text option button. The text of the AutoText entry is inserted with the formatting of the text that precedes the insertion point.

5. Choose the Insert button.

Using the AutoText button or the keyboard Position the insertion point where you want to insert the AutoText entry with its original formatting. Make sure that the insertion point is either at the beginning of a line or surrounded by spaces and then type the name of the AutoText entry. On the Standard toolbar, click the AutoText button.

If you want to use the keyboard to insert an AutoText entry, press F3 or ALT+CTRL+V.

You can also type just enough letters to uniquely identify the name of an AutoText entry before inserting it. For example, if there are entries named "number" and "name," you can type nu and then click the AutoText button to insert the "number" AutoText entry.

If you use a specific AutoText entry frequently, you might want to assign it to a toolbar button, menu, or shortcut key. For more information, see Help, Customize command.

You can change the contents of an existing AutoText entry -- for example, you can change "Swartz Company" to "The Schwartz Corporation."

To edit an AutoText entry

1. Insert the AutoText entry you want to edit into the document.

2. Make the changes you want.

3. Select the text or graphics you just edited.

To store paragraph formatting with the entry, include the paragraph mark () in the selection.

4. On the Standard toolbar, click the AutoText button.

5. In the Name box, type or select the original name of the AutoText entry, and then choose the Add button.

When Word displays a message asking if you want to redefine the AutoText entry, choose the Yes button.

You can delete an AutoText entry that you no longer need. You cannot reverse, or "undo," the deletion of an AutoText entry.

To delete an AutoText entry

1. From the Edit menu, choose AutoText.

2. In the Name box, type or select the AutoText entry name you want to delete.

3. Choose the Delete button, and then choose the Close button.