Home / Tips And Tricks / How to Create and Use AutoText in Microsoft Word

How to Create and Use AutoText in Microsoft Word

Phrase processors have come far for the reason that early 1980s when Microsoft first launched Microsoft Phrase for MS-DOS. Its groundbreaking function used to be that it used to be designed for use with a mouse. Nowadays’s variations of Microsoft Phrase come with options customers couldn’t even believe again then, together with the use of Microsoft Phrase’s AutoText capacity in an effort to create content material quicker and with fewer errors. 

When you use Phrase so much, likelihood is that there are words, blocks of textual content, or graphics that you just use regularly. Phrase’s AutoCorrect and AutoText options are made that can assist you insert the ones repetitive entries temporarily, saving you time. Examples could be including your signature on the finish of a letter or placing boilerplate language into paperwork like contracts or requests for proposals. 

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The Distinction Between AutoCorrect and AutoText

In Microsoft Phrase, AutoCorrect means that you can create reusable textual content snippets—as much as 255 characters. The ones snippets are then to be had to you no longer most effective in Phrase however in your whole Place of job apps like Outlook and PowerPoint, too.

AutoText, then again, is a lot more tough. It’s made to regulate a lot better blocks of textual content. AutoText entries that you just create are stored along with your Phrase template and are no longer to be had within the different Place of job apps you utilize. Each AutoCorrect and AutoText are to be had within the desktop and on-line variations of Microsoft Phrase.

Learn how to Create and Use AutoCorrect

To configure and use an AutoCorrect access, open a report with textual content you wish to have to transform right into a reusable snippet. Within the instance beneath, we’re configuring AutoCorrect to insert a brief block of textual content once we kind -123.

  1. Make a choice as much as 255 characters of textual content that you wish to have to reuse by way of typing a brief sequence of characters.
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  1. Move to Report > Choices > Proofing and make a selection the AutoCorrect Choices button.
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  1. Be certain the Exchange textual content as you kind checkbox is checked.
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  1. Subsequent, within the Exchange phase, kind the characters you wish to have to get replaced with the block of textual content you decided on in Step 1. On this case, we’re the use of the characters -123. The textual content you decided on in Step 1 will seem below With.
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  1. In the end, make a selection Upload, then OK, after which OK once more. 

The use of an AutoCorrect Access

Now, to make use of the AutoCorrect access you created by way of following the stairs above, simply kind -123 into your Phrase report, and the ones characters might be changed with the block of textual content you decided on in Step 1. 

Learn how to Create and Use AutoText

If you wish to mechanically insert blocks of textual content which might be longer than 255 characters or that come with pictures, use AutoText as an alternative of AutoCorrect.

Making a New AutoText Access

Once more, start by way of opening a report that has the textual content you wish to have to make right into a reusable snippet.

  1. Make a choice the block of textual content, together with pictures, you wish to have to transform into an AutoText access.
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  1. Press Alt+F3. That may release a Create New Development Block conversation field the place you’ll have a couple of choices.
  2. Fill out the ideas, ensuring to incorporate a singular identify and outline. 
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  1. Make a choice OK

The use of a Microsoft Phrase AutoText Access 

Now, to make use of the AutoText access you simply created, observe those steps.

  1. Make a choice the Insert tab at the toolbar.
  2. Make a choice Fast Portions after which AutoText.
  3. Make a choice the AutoText access you wish to have, and it’s going to be inserted into your Phrase report.
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The use of an AutoText Access by way of AutoCorrect

Then again, you’ll insert the AutoText access you created by way of typing the identify of the access. This technique is largely the use of the AutoCorrect capability. For instance, the use of the AutoText access above, it is advisable start to kind “Leverage agile frameworks,” and also you’ll see a tooltip seem that claims, “(Press ENTER to insert).”

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While you press Input, the whole AutoText block might be inserted into your report.

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When you don’t see the “(Press ENTER to insert)” tooltip, you’ll wish to allow Display AutoComplete Tips. You’ll be able to do this by way of going to Report > Choices > Complicated and test the field subsequent to Display AutoComplete Tips.

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Including an AutoText Access to the Fast Get admission to Toolbar

If you wish to lower down at the collection of movements you should take to insert the Microsoft Phrase AutoText, you’ll upload the access to the Fast Get admission to toolbar. 

  1. Make a choice the Fast Get admission to toolbar dropdown arrow and make a selection Extra Instructions.
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  1. Within the Make a selection instructions from dropdown field, make a selection All Instructions
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  1. To find AutoText within the checklist at the left, and make a selection the Upload button so as to add it to the checklist at the proper.
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  1. Make a choice OK.
  2. Now you’ll see that an AutoText button has been added to the Fast Get admission to Toolbar. 
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  1. To insert an AutoText access, make a selection the AutoText button, after which make a selection the AutoText access you wish to have to insert into your report.
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The use of an AutoText Access By means of a Shortcut

Otherwise to insert an AutoText access is by way of making a keyboard shortcut.

  1. Proper-click any place at the toolbar ribbon and make a selection Customise the Ribbon…
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  1. Make a choice the Customise button on the backside of the conversation field.
  2. Within the Classes checklist at the left, make a selection Development Blocks.
  3. Within the Development Blocks checklist at the proper, make a selection the construction block for which you wish to have to create a keyboard shortcut.
  4. Position your cursor within the Press new shortcut key box and sort the keyboard shortcut you wish to have to make use of. Within the instance beneath, we’re the use of Alt+Ctrl+Shift+L because the keyboard shortcut. 
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  1. Make a choice the Assign button.
  2. Make a choice Shut after which OK
  3.  Now, while you’re again for your Phrase document, you’ll use the keyboard shortcut you simply created to insert the AutoText access.

Be Smarter and Quicker with the Methods You Discovered

Despite the fact that you’re no longer actually a detail-oriented individual, the ideas above will make it look like you’re! You’ll save time and make fewer mistakes as you compose a Phrase report in the event you avail your self of those options. When you like, take it one step additional and create some macros in Phrase for any sequence of movements you’re taking time and again.

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