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Auto-entries in Word 2003

Background


There are multiple ways to store and insert text and graphics using Microsoft Word 2003. The methods break down into two categories:

  • Permanently stored text and graphics.
    • Using AutoText entries.
    • Using AutoCorrect entries.
  • Temporarily stored text and graphics.
    • Using the Clipboard toolbar.
    • Using the Spike.


Create An Autotext Entry To Store And Reuse Text And Graphics


When you create an AutoText entry, it's automatically linked to the paragraph style of the text or graphic you stored in the entry. To insert an AutoText entry into a document, you can choose from a list of the entries that are relevant to the style of the text you're working on. For example, Word includes built-in AutoText entries (such as salutations and closings) that are available when you create letters.

Word create auto text.PNG

1. Select the text or graphic you want to store as an AutoText entry. To store paragraph formatting with the entry, include the paragraph mark ( ) in the selection.
2. On the Insert menu, point to AutoText, and then click New. The Create AutoText dialog box opens.
3. Type a name for the AutoText entry in the Please name your AutoText entry field. See example at right.
4. Click OK.


Word makes the AutoText entry available to all documents by storing it in the Normal template. If you want AutoText entries limited to particular documents, you can specify a template to store the entry using the following method:
1. Select the text or graphic you want to store as an AutoText entry.
2. From the Insert menu, point to AutoText, click AutoText. The AutoCorrect dialog box opens with the AutoText tab forward.
3. Select a template name From the Look in drop-down list.
4. In the Enter AutoText entries here field, type a name for the AutoText entry.
5. Click OK.
Word autocorrect.PNG


Tip: If you plan to create, insert, or modify lots of AutoText entries, you may want to use the AutoText toolbar instead of the AutoText command. To display this toolbar, click the View menu, point to Toolbars, and then click AutoText. The toolbar looks like this:
Word autotext toolbar.PNG

Insert An Autotext Entry


1. Click in your document where you want to insert an AutoText entry.
2. While holding down SHIFT on your keyboard, point to the Insert menu, and then select AutoText.
3. The submenu contains a list of paragraph styles, such as Normal or Salutation. Point to the style that's linked to the desired AutoText entry.
4. Click the name of the AutoText entry you want to insert on the submenu.

Word insert submenu.PNG


Tip: You can also use a shortcut to insert an AutoText entry.
First, turn on AutoComplete:
1. On the Insert menu, point to AutoText, and then select AutoText. The AutoCorrect window opens.
2. Click the Show AutoComplete tip for AutoText and dates check box.
3. Click OK.
Next insert the AutoText entry:
1. In your document, type the first few characters in the AutoText entry's name.
2. When Word suggests the complete AutoText entry, press ENTER on your keyboard or F3 on your keyboard to accept the entry.
Just keep typing to reject the AutoText entry.


Create An AutoCorrect Entry To Store And Insert Text And Graphics

Word autocorrect window.PNG

1. Select the text or graphic you want to store as an AutoCorrect entry. To store paragraph formatting with the entry, include the paragraph mark ( ) in the selection.
2. From the Tools menu, select AutoCorrect Options. The AutoCorrect window opens.
3. Verify that the Replace text as you type check box is selected.
4. In the Replace box, type a name for the AutoCorrect entry (that is, the abbreviation or word that Word replaces automatically as you type). Your selected appears in the With field.
5. Decide on formatting options:
  • To save the entry without its original formatting, click the Plain text radio button.
  • To save the entry with its original formatting, click the Formatted text radio button.

6. Click Add.
7. Click OK.

Insert An Autocorrect Entry


1. Insert your cursor where you want the AutoCorrect entry.
2. Type the AutoCorrect entry name followed by a space or other punctuation. The AutoCorrect text or graphic instantly replaces the AutoCorrect entry name.

Tip: Word stores many common symbols as AutoCorrect entries. For example, you can type (c) to automatically insert © or :) to insert a smiley face.

Choosing Between Using Autotext And Autocorrect

AutoText and AutoCorrect use different methods to insert entries. After setting up an AutoText entry and turning on AutoComplete, you can choose whether or not to insert the entry into your document.
In 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. To prevent feeling trapped into an AutoCorrect entry, use a non-English word for the name of the entry. For instance, use myaddress to insert your full mailing address or kenter (keyboard enter key) to insert the graphic ENTER.

Using The Clipboard Toolbar To Collect And Paste Multiple Items

You can use the Clipboard to collect and paste multiple items. For example, you can copy a drawing object in Microsoft Excel, switch to Microsoft PowerPoint and copy a bulleted list, and then switch to Word and paste the copied items. Note that you can copy items in any program that provides copy and cut functionality, but you can paste items only into a Microsoft Office program.
1. On the Edit menu, select Office Clipboard. The Clipboard task pane opens on the right side of your document.
2. If the item you want to copy is in another program, switch to that program.
3. Select an item you want to copy.
4. Do one of the following to copy the item (all or a portion of the item will appear in the Clipboard task pane):

  • Press CTRL + C.
  • From the Edit menu, select Copy.
  • On the Standard toolbar, click Word copy button.PNG (Copy).

Repeat steps 2 through 4 until you have copied all the desired items (up to 24).
Click where you want to paste the items.
5. Do one of the following:

  • If you want to paste all the items, in the order in which they were copied, click Paste All on the Clipboard toolbar.
  • If you don't want to paste all the items, you can paste specific items:

a. Click where you want to paste the items.
b. On the Clipboard toolbar, click the icon for the item you want to paste.
c. Repeat step 2 for each item you want to paste.

Tip: To view the first 45 characters of text in an item on the Office Clipboard, rest the mouse pointer on the item's icon. If the item is a drawing object or picture, or an item that doesn't contain text, Microsoft Word displays a label such as Picture 2 or Item 8, which indicates the order in which the item was copied. Note that the numbered labels of drawing objects and pictures indicate the copy order of drawing objects and pictures only; the numbered labels of items that don't contain text indicate the copy order of all items.

Using The Spike To Collect And Paste Multiple Items


The Spike is a buffer that will hold text and graphics. To use the Spike, remove two or more items from nonadjacent locations. As you remove them, append them to the Spike's contents. You can then insert the items as a group in a new location or document. The items remain in the Spike so you can insert them repeatedly. If you want to add a different set of items to the Spike, you must first empty the Spike's contents.

1. To move an item to the Spike, select the text or graphic you want, and then press
CTRL + F3.
Repeat this step for each additional item you want to move to the Spike.
2. Click in the document where you want to insert the contents of the Spike.
3. Insert the Spike’s contents:

  • To insert the Spike's contents and empty the Spike, press CTRL + SHIFT + F3.
    or
  • To insert the Spike's contents without emptying the Spike, point to AutoText on the Insert menu, and then click AutoText. In the Enter AutoText entries here list, click Spike, and then click Insert.

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