Add AutoText


Keywords    AutoText; AutoText entry; replacement text


In Microsoft Office Word 2007, you can add AutoText entries in the AutoText gallery.

Or, if you want to add text automatically when you type a few characters, you add text entries in the AutoCorrect dialog box.

What do you want to do?


Add AutoText from a gallery

To add AutoText from the gallery, you need to add that gallery to the Quick Access Toolbar. After you add it, you can create new entries, and you can migrate you entries from Word 2003 into the gallery.

Add AutoText to the Quick Access Toolbar

  1. Click the Microsoft Office Button Button image, and then click Word Options.
  1. Click Customize.
  2. In the list under Choose commands from, click All Commands.
  3. Scroll through the list of commands until you see AutoText.
  4. Click AutoText, and then click Add.

The AutoText button now appears in the Quick Access Toolbar. Click AutoText to choose from a gallery of AutoText entries.


Show me Demo image of adding AutoText to Quick Access Toolbar Assistance Problems watching the video? Try our troubleshooting tips.


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Create a new AutoText entry

  1. In your Word document, select the text that you want to add to your gallery of AutoText entries.
  2. In the Quick Access Toolbar, click AutoText, and then click Save Selection to AutoText Gallery.
  3. Fill out the information in the Create New Building Block dialog box:
  • Name    Type a unique name for the building block.
  • Gallery    Select the gallery that you want the building block to show up in.
  • Category    Select a category, such as General or Built-In, or create a new category.
  • Description    Type a description of the building block.
  • Save in    Click the name of the template in the drop-down list.
  • A template must be open to be displayed in the drop-down list of template names.
  • Options    Choose one of the following:
  • Select Insert content in its own page to place the building block on a separate page with page breaks before and after the building block.
  • Select Insert content in its own paragraph to make the content into its own paragraph, even if the user's cursor is in the middle of a paragraph.
  • Select Insert content only for all other content.

For information about using the Building Blocks Organizer to create and manage AutoText entries, see Create and distribute boilerplate text.

Migrate Word 2003 AutoText entries into Word 2007

If you used AutoText entries in Microsoft Office Word 2003, you can manually migrate them into Word 2007.

  1. Copy the Normal11.dot file to the Document Building Blocks folder by doing one the following:
    • If your computer is running Windows Vista     Open Windows Explorer, and then copy the Normal11.dot template from C:\Users\user name\AppData\Roaming\Microsoft\Templates to C:\Users\user name\AppData\Roaming\Microsoft\Document Building Blocks.
    • If your computer is running Windows XP     Open Windows Explorer, and then copy the Normal11.dot template from C:\Documents and Settings\user name\Application Data\Microsoft\Templates to C:\Documents and Settings\user name\Application Data\Microsoft\Document Building Blocks.
  2. In Office Word 2007, open the Normal11.dot template.
  3. Save the file as AutoText.dotx.

When prompted, click Continue.

Click the Microsoft Office Button Button image, and then click Convert.

When prompted, click OK.

The file upgrades to the new file format.

  1. On the Insert tab, in the Text group, click Quick Parts, and then click Building Blocks Organizer.
  1. In Building Blocks Organizer, select an AutoText entry, click Edit Properties, and then select the appropriate gallery in the Gallery list.
  2. In the Save in list, click Normal.dotm, and then click OK.
  3. Repeat for each AutoText entry that you want to use in Office Word 2007.

Add text automatically as you type

To add text entries that are inserted automatically when you type a specific set of characters, you need to use the AutoCorrect dialog box.

  1. In your Word 2007, document, select the text that you want to add automatically.
  2. Click the Microsoft Office Button Button image, and then click Word Options.
  1. Click Proofing.
  2. Click AutoCorrect Options, and then click the AutoCorrect tab.
  3. Select the Replace text as you type check box, if it is not already selected.
  4. Under Replace, type the characters that you want to use for your automatic text.

The text that you selected in your document should appear under With.

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Applies to:
Word 2007