Using Word Advanced Features

Auto Features

Auto Text

Inserting a frequently used item as an AutoText entry

AutoText offers a way to store and quickly insert text, graphics, fields, tables, bookmarks, and other items that you use frequently. Microsoft Word comes with a number of built-in AutoText entries that are divided into different categories. For example, if you're working on a letter, Word can offer letter-specific AutoText entries, such as salutations and closings.

In addition, you can create your own AutoText entries. This is useful if you often use the same large or complex item and don't want to have to reinsert or retype it, or if you want to store text that contains a particular style or format. For example, if you send customers a monthly report that always includes the same lengthy disclaimer, you can create an AutoText entry for the disclaimer.

When you create an AutoText entry, it's automatically linked to the paragraph style of the text or graphic you used to create the entry. This style is what Word uses to determine which submenu the new AutoText entry appears in on the AutoText submenu (Insert menu). For example, if your report's disclaimer has the Normal style, Word links the AutoText entry to the Normal style. When you later want to insert the entry, you'll find the entry on the Normal submenu (Insert menu, AutoText submenu).

Quickly inserting an AutoText entry or date by using AutoComplete

When you want to insert an AutoText entry, you can select it from a list of entries on the AutoText toolbar or on the AutoText tab

• Insert menu
• AutoText submenu
• AutoText command

Or you can use the AutoComplete feature to insert the entry when you type a few identifying characters. You can also use AutoComplete to insert the current date, a day of the week, or a month.

When you type the characters, Word displays a ScreenTip, at which point you can insert or ignore the entry. For example, type augu for the month of August. When Word suggests the entire item, "August", press ENTER or F3 to accept it. (If you then type an additional space, Word suggests the current date, such as "August 22, 1998.") To ignore the entry, keep typing.

AutoCorrect

Automatically inserting text by using AutoCorrect

AutoCorrect automatically corrects text errors such as incorrect capitalization and typos. You can also use AutoCorrect in much the same way that you use AutoText, to store text or graphics you plan to reuse. If you create an AutoCorrect entry that contains text only, Word stores the entry without formatting. If you create an AutoCorrect entry that contains a field, symbol, paragraph mark, imported graphic, or an object other than text, Word preserves the entry's original formatting.

1. Select the text or graphic you want to store as an AutoCorrect entry.
2. On the Tools menu, click AutoCorrect.
   • Make sure the Replace text as you type check box is selected.
3. In the Replace box, type a name for the AutoCorrect entry (that is, the abbreviation or word that Microsoft Word replaces automatically as you type).
4. Do one of the following:
   • To save the entry without its original formatting, click Plain text.
   • To save the entry with its original formatting, click Formatted text.
5. Click Add.
   When you're ready to automatically insert the AutoCorrect entry, type the entry name, followed by a space or other punctuation.

Tip
Word stores many common symbols as AutoCorrect entries. For example, you can type (c) to automatically insert.

Storing your own symbols as AutoCorrect entries

• Click Symbol on the Insert menu
• Click the symbol you want
• Click AutoCorrect
• Store the AutoCorrect entry as usual.

Choosing between using AutoText and AutoCorrect

AutoText and AutoCorrect use different methods to insert entries automatically. After setting up an AutoText entry and turning on AutoComplete, you can choose whether or not to insert the entry into your document. By contrast, when you use AutoCorrect to automatically correct text as you type, Word will always insert the text. If you decide you don't want the AutoCorrect entry, you must undo the insertion.

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