Of course, the automatic suggestion should have kicked in before you’ve finished typing the name. If Word finds a match between the word you’ve typed and an AutoText name, it will insert the AutoText. Yet another option is to type the name of AutoText entry then press F3. These deficiencies or lack of options make AutoText a lot less useful than it could be. Neither the AutoText name nor description are shown. As you can see, the tooltip only shows the start of the AutoText which might not be enough to tell if it’s the right entry. Press Enter to insert the AutoText entry. Do that from Customize Quick Access Toolbar:Īnother option is to starting typing the name of the AutoText entry, as soon as you’ve typed enough letters for Word to identify a single entry name, it will show a tooltip suggestion. This makes it more accessible than digging down into the ribbon. If the AutoText is short, there’s plenty of waster white space in the preview.Īnother option is putting the AutoText gallery on the Quick Access Toolbar. The item description doesn’t appear anywhere, not even as a tooltip. There’s no option to suppress the preview and show more AutoText items on the screen. The AutoText gallery with preview looks great from Microsoft’s point of view but becomes clumsy if you have more than a handful of entries.
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There’s a preview of the AutoText plus the name.
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Now you have some AutoText entries – how to insert them? There’s a few options.įrom the Insert | Text | Quick Parts | AutoText menu: If you have a separate template (say for a contract or sales proposal) save the AutoText into the template.Īlternatively, you can make a team or organization wide template that contains AutoText which is accessible to everyone. Both of these are normally loaded automatically by Word so they are available at all times. Where to save AutoTextĪutoText can be saved with any template linked to a document.įor widely used AutoText you can save it in Normal.dotm or, more likely, Building Blocks.dotm. Insert content in its own page: adds the AutoText with a Page Break before and after. Good for standard paragraphs, disclaimers etc. Insert content in its own paragraph: add a paragraph mark after the AutoText. Insert content only: adds the AutoText at the current insertion point. Use Normal.dotm or Building Blocks.dotx if you want the AutoText available to all documents. Save in: which template to save the AutoText in. It doesn’t appear anywhere but in this dialog. These group AutoText items in the pull-down gallery.ĭescription: Any text / comment you like. Choose AutoText.Ĭategory: Building Blocks also have Categories (no relation to Categories elsewhere in Outlook). Gallery: Word AutoText / Building Blocks separate into various Galleries. The order of AutoText entries is alphabetical within each category keep that in mind when naming AutoText. This is important because the F3 shortcut works from the AutoText name.
This will open a Create Building Block dialog: selected go to Insert | Text | Quick Parts | AutoText then Save Selection to AutoText Gallery Type in your standard text (or, more likely, copy it from a past document) then select everything you want in the AutoText entry.
Formatted text, Symbols, Tables, Pictures, Equations and much more. Today we’ll focus on AutoText which has been in Word for a long time but was bundled into Quick Parts from Office 2007 onwards.ĪutoText can, despite the name, include pretty much any type of Word element.
Go to the Building Block Organizer to see them all. They are used in Word to supply all manner of preset formatting like Cover Pages, Headers, Footers, Equations, Page Numbering, Tables and a lot more. Quick Parts are blocks of Word ‘stuff’ that can be inserted into a document. Quick Parts has one major limitation which we’ll address by showing how to link common text from another Word document. We recently told you about Quick Parts and AutoText to be used in Outlook emails, now let’s look at those same features in Word itself. Officially there’s one way to insert common or reused text into a Word document – but really there’s two options, depending you on your need. Thanks for joining us! You'll get a welcome message in a few moments.
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