Microsoft Word 2003/2004

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.

Displaying the AutoText Toolbar
Creating an AutoText Entry
Inserting an AutoText Entry
Deleting an AutoText Entry

Displaying the AutoText Toolbar

The AutoText toolbar is important for navigating through the AutoText feature. Using the AutoText toolbar is also an easier way of creating AutoText.

From the View menu, select Toolbars » AutoText
The AutoText toolbar appears.
Windows:

Macintosh:

Creating an AutoText Entry

Word allows you to create an AutoText entry by using either the toolbar or the dialog box. While the toolbar option is faster, the dialog box option allows you to edit or modify your AutoText option entry.

Creating an AutoText Entry: Toolbar Option

In your Word document, type the desired phrase and/or insert the graphic
Select the phrase and/or graphic
On the AutoText toolbar, click NEW...
The Create AutoText dialog box appears.
In the Please name your AutoText entry text box, type a name for the entry
Click OK

Creating an AutoText Entry: Dialog Box Option

In your Word document, type the desired phrase and/or insert the graphic
Select the phrase and/or graphic
From the Insert menu, select AutoText » AutoText...
The AutoCorrect dialog box appears.
Select the AutoText tab
NOTE: The first line or first 30 characters of your entry is shown in the Enter AutoText entries here text box.
In the Enter AutoText entries here text box, type a name for the entry
Click ADD

Inserting an AutoText Entry

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

Inserting an AutoText Entry: Toolbar 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 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 scroll list, select the name of the entry
Click DELETE
Click OK