Dawn Bjork Buzbee
The Software Pro®
Microsoft Certified Trainer (MCT)
Certified Microsoft Office 2010 Specialist (MOS 2010) Master Instructor
Certified Microsoft Office 2007 Specialist (MOS 2007) Master Instructor
Microsoft Certified Application Specialist (MCAS) Instructor
Certified Microsoft Office Expert
Certified Women's Business Enterprise (WBE)
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Adding automation to save time and eliminating
steps in Word doesn’t just involve writing macros. A lot can be
accomplished with built-in features available to everyone. In the
previous issue, we looked at modifying your default document formatting.
In this second of a two-part series, learn how to quickly automate text
entry with AutoCorrect and AutoText.
You have probably seen AutoCorrect at work even if
you haven’t used it intentionally. Have you ever typed a line of text
only to have the first letter of the line automatically capitalize? Or,
have you typed a word only to see the spelling change almost instantly?
Type teh and watch it change to the, type compair
and it will automatically correct to compare. AutoCorrect not
only corrects spelling errors but it can also be shorthand for commonly
typed words or short phrases:
- Highlight a name, formula or short phrase that you frequently
type. This is handy, for instance, for your address or if you have a
specially formatted entry such as H2O.
- Choose Tools > AutoCorrect Options, pick the AutoCorrect
tab if needed.
- In the Replace box, type a shorthand abbreviation that you
will use to automatically give you the text shown in With box.
Don’t use an abbreviation or acronym that you might use in other ways
but keep it simple. In the example below, mwa is a shortcut for
Microsoft Word Automation.
- While you are here, uncheck any option in the top section that you
don’t want such as Capitalize first letter of sentences. OK
- In your document, type the shortcut followed by a space,
punctuation, or [Enter] and your entry will automatically
Bonus: if AutoCorrect changes text that you don’t want, choose
Undo to reverse the change.
AutoCorrect is great for short phrases and spelling
errors but it isn’t the best choice for larger amounts of text or if you
want to control when the text automatically is entered. AutoText is also
the best choice for multiple line entries such as addresses or text with
graphics such as a logo. To create an AutoText entry:
- Highlight the text that you want to use again (the result).
- Choose Insert > AutoText > New.
- Type the name of the entry (the shortcut). This should be 4 or
more characters (for easier automation; fewer characters are also
allowed) and it can be a common word
such as address because you will decide when you want the
AutoText entry. AutoText entries will be available to you in all Word
OK to finish.
- To use your personal AutoText entry, just begin typing the
shortcut. Word will prompt you with the final answer. Press [Enter]
or [Tab] to get the full entry (the result). If you don’t want
to use the AutoText entry, just keep typing.
Bonus: another way to bring up an AutoText entry is to type the
shortcut (without a space at the end) and press the [F3]
Creating automatic text entries with AutoCorrect
and AutoText are great ways to easily automate your work in Microsoft
© Dawn Bjork Buzbee, MCT, The Software Pro®
Dawn Bjork Buzbee
is The Software Pro®
and a Microsoft Certified Trainer (MCT) as well as a certified Microsoft Office
Specialist (MOS) Master Instructor, certified Microsoft Applications Specialist
(MCAS) Instructor, and a certified Microsoft Office expert. Dawn shares smart
and easy ways to effectively use software through her work as a software
speaker, trainer, consultant, and author of 8 books.
This article and
more can be reprinted at no charge in your publications and website with
copyright and attribution.
more about how easy it is to share these valuable tips, tricks, and techniques.
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Automation in Microsoft Word - Part 1
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