Modify frequently used text in letters - Help and How-to

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Modify frequently used text in letters

Applies to: Microsoft Office Word 2003

Some of the content in this topic may not be applicable to some languages.

If you use some text over and over in your letter, you can use the Letter Wizard to create and store this text for easy reuse.

Additionally, the Letter Wizard comes with standard elements — such as the salutation or closing — stored as 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.) entries. More items are added as you create letters.

Security Because AutoText entries are stored in files, do not use AutoText entries to store sensitive data in files that you distribute.

To add or change these letter elements, start with a letter that you create with the Letter Wizard, and then do one of the following:

Show Add a new entry to a letter element

Select the letter element — such as the salutation — that you want to create a new entry for.
Type the text that you want to add as an entry, and then select the text.
Right-click the element, and then click Create AutoText.

You can use the full name of the entry or type a shorter name or nickname.

Microsoft Word stores the letter elements as AutoText and will display the new entry the next time you use the Letter Wizard.

Show Change the letter element

Right-click the element you want to change.
Select a different entry from the list that appears.

Note To quickly move from one letter element to another, press F11.