About inserting frequently used text and graphics

To store and quickly insert text, graphics, and other items that you use frequently, you can use 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.). Microsoft Word comes with a number of built-in AutoText entries, such as salutations and closings for letters, and you can create your own AutoText entries.

For example, if you use the same lengthy disclaimer in each monthly report and don't want to retype it every month, you can create an AutoText entry for the disclaimer.

ShowInserting AutoText entries

You can use the AutoComplete feature to insert an AutoText entry. When you type the first few characters of an entry's name in your document, Word displays a ScreenTip (ScreenTip: A short description that appears when the user holds the mouse pointer over an object, such as a button or hyperlink.), at which point you can insert or ignore the entry.

If you send e-mail messages using Microsoft Outlook and use Word as your default e-mail editor, you can insert the name of individuals you've recently sent e-mail messages to by typing the first few characters of their name in your document.

You can also insert an AutoText entry by selecting it from a list of entries on the AutoText toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), from the AutoText menu (click AutoText on the Insert menu), or by using the AutoText tab in the AutoCorrect dialog box (click AutoText on the Insert menu, and then click AutoText).

Entries are divided by categories such as Closing or Salutation on both the AutoText toolbar and the AutoText menu.

The entries you create will usually appear in the Normal category. When you create an AutoText entry, it's automatically linked to the paragraph style (paragraph style: A combination of character- and paragraph-formatting characteristics that are named and stored as a set. You can select a paragraph and use the style to apply all of the formatting characteristics to the paragraph at one time.) of the text or graphic you used to create the entry. The style is what Word uses to determine which category the new entry appears in.

For example, if your report's disclaimer has the Normal style, Word links the AutoText entry to the Normal style and it appears in the Normal category.

Applies to:
Word 2003