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Suppose you must include a carefully worded legal disclaimer many times in a long document, and you anticipate numerous changes before the disclaimer text is final. Here is a way to keep the text up to date in your document.

1. Define the current disclaimer as an AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.) entry.

   How?

   1. Select the text you want to store as an AutoText entry.

      To store paragraph formatting (paragraph formatting: Formatting that controls the appearance of a paragraph. Examples include indentation, alignment, line spacing, and pagination.) with the entry, include the paragraph mark () in the selection.

   2. On the Insert menu, point to AutoText, and then click New.
   3. In the Create AutoText dialog box, accept the name Microsoft Word proposes, or type a new one.

      If you plan to insert the entry by using AutoComplete, make sure the name contains at least four characters because Word inserts an entry only after four characters have been typed.

2. Insert the disclaimer as an AUTOTEXT field that refers to the AutoText entry.

   How?

   1. Click where you want to insert the disclaimer.
   2. On the Insert menu, click Field.
   3. In the Categories box, click Links and References.
   4. In the Field names box, click AutoText.
   5. In the AutoText name list, click the AutoText entry that you want to insert.

      Note  If you don't see a list of AutoText names, click Hide Codes at the bottom of the dialog box.

3. When the wording is final, redefine the AutoText entry by repeating step 1, and then update all the AUTOTEXT fields at once by selecting the text in your document and pressing F9.