Ms Office Tune Up

The Case:
Microsoft Word (2003) has a neat way to automate the insertion of text, that is the AutoText feature. It allows you to save commonly used blocks of text or graphics as AutoText entries and lets you quickly insert one of these blocks wherever you need it.

Wanna learn more about it?

Tune Up:

To create an AutoText entry, perform the following steps:

1. Type into a document the block of text that you want to save. (Typing the text into a paragraph that has the same style as the paragraphs in which you’ll later use the text can make it easier to insert the entry from the AutoText submenu)
2. Select the block of text. Hold down the Shift key while pressing the appropriate arrow key.
3. Choose Insert, AutoText, New. Alternatively, you can press Alt+F3. Word will display the Create AutoText dialog box.
4. Type a name for your AutoText entry into the text box and click the OK button. Word proposes a name based on the selected text, but you’ll probably want to invent a name of your own. If you type the name of an existing entry, Word will ask whether you want to redefine that entry; click Yes to replace the original text for the entry or No to choose a new name.

After you create an AutoText entry, it’s stored permanently. You can insert an AutoText entry into a document by performing the following steps:

1. Place the insertion point at the position in your document where you want to insert the text.
2. Type the name of the AutoText entry as a separate word. This means that you must type the name at the beginning of a line or following a space, tab, or punctuation symbol. The case of the letters you type doesn’t matter. You need type only a sufficient number of characters to distinguish the name from the names of all other AutoText entries.
3. Press F3 or Ctrl+Alt+V. Word will immediately replace the entry name with the entry text. On typing your AutoText entry you could simply press Enter, or type your AutoText entry (or perhaps just a few word of it if none of the names of your other entries begins with those letters), and then press F3 or Ctrl+Alt+V.

To make it faster to insert your entry, you might want to use one of these two approaches:

Enter a short name so you can type it in quickly when you want to insert the text
Or
Enter a fully descriptive name, but make sure that the first four letters are different from the first four letters of any of your other AutoText entries.

To see a list of all your AutoText entries, including those defined by Word, choose Insert, AutoText, AutoText and look in the AutoText tab.

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