Microsoft Word 2007

Working with AutoText

AutoText is useful for saving keystrokes while typing in your document. An AutoText entry is composed of an abbreviation and an associated phrase. This is an excellent way to reduce the number of keystrokes for frequently used phrases such as your department name, the University's address, and a signature block on a letter. AutoText entries can include both text and graphics. AutoText allows you to retain the formatting (e.g., font, size, justification) used when you created the entry or match the entry to the current document's formatting. Once an entry is created, it can be used throughout the current document and other documents associated with the same template.

To make entering text easier, Word offers the AutoText toolbar. In addition to the entries you create, Word's AutoText entries include some standard entries to be used as they are or reformatted to your specifications.

Creating an AutoText Entry
Inserting an AutoText Entry
Deleting an AutoText Entry

Creating an AutoText Entry

Word allows you to create an AutoText entry by using the dialog box. The dialog box allows you to edit or modify your AutoText option entry.

In your Word document, type the desired phrase and/or insert the graphic
Select the phrase and/or graphic
From the OFFICE BUTTON, click WORD OPTIONS » select Proofing
In the AutoCorrect options section, click AUTOCORRECT OPTIONS...
The AutoCorrect dialog box appears.
In the Replace text as you type section, in the Replace text box, type the keyword or phrase you want replaced
In the With text box, type the word or phrase you want to replace the keyword when it is typed in a document
NOTE: If you selected the word or phrase, it should automatically appear in the With text box.
Click ADD
Click OK
The AutoText entry is created.

Inserting an AutoText Entry

You can insert your AutoText by using the Ribbon option or the dialog box option.

Inserting an AutoText Entry: Ribbon Option

The ALL ENTRIES button on the AutoText toolbar contains all available AutoText entries. The entries are organized by category. The entries you create are found in the Normal category unless you have modified one of Word's preset AutoText entries.

Place the insertion point where you want the entry to appear
On the AutoText toolbar, click ALL ENTRIES» select a category » select the desired AutoText entry

Inserting an AutoText Entry: Dialog Box Option

Place the insertion point where you want the entry to appear
From the Insert menu, select AutoText » AutoText...
OR
On the AutoText toolbar, click AUTOTEXTor
The AutoCorrect dialog box appears.
Select the AutoText tab
In the Enter AutoText entries here section, from the scroll list, select the desired AutoText entry
Click INSERT
OR
Double click the entry

Deleting an AutoText Entry

If you wish to delete some or all of your AutoText entries, use the following steps:

From the File menu, click WORD OPTIONS » select Proofing » click AUTOCORRECT OPTIONS...
The AutoCorrect dialog box appears.
In the Replace text box, type the keyword or phrase of the AutoText you want deleted
The AutoText will appear in the With textbox.
Click DELETE
Click OK