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AutoText is one of my favourite time saving features. When you have standard text that you need to type on a regular basis AutoText can help. Your sign off or perhaps you have several paragraphs you need to use on a rotational basis. Instead of creating a template and deleting out what you don’t want, create several Auto text entries and insert them in any order. AutoText in Word 2016 for Windows really is a time saver.
First type up the text that will become your Auto text entry. I have created a document with descriptions of presentations that I give. I write to clients and need to include a descriptive paragraph. This saves me thinking about what to write or hunting for the last document I sent out with the standard text.
Type up the text – it can be on a new document – in fact I have a document that I call AutoText Entries stored on my system. That way if anything gets corrupted or lost I can recreate them all quickly.
Figure 1- Create Auto text
Figure 2-name and save
In the dialogue box that appears type a name for the Auto text entry (1) It will be in the Auto Text Gallery as that is where we started from (2) Choose a category or create your own (3) Type a description – Optional (4) Decide which template it lives in (5) and finally decide what and how it is inserted. (6)
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 in 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
Now you are ready to add it to a document.
There are two options for inserting the Auto text entry into your document.
Place the cursor where you wish the text to appear and click on the drop down under Quick Parts Gallery. Click on Auto Text and then click on your new entry.
Figure 3- insert from AutoText Gallery
Your text will be added to the document.
As you type the name that you gave the Auto Text entry, you will see a tip pop up on the screen. Press Enter to have Word insert the Auto Text into the document.
Figure 4- AutoText with an on-screen tip
For this to work, the name you give your Auto Text entry needs to be more than 4 characters in length.
Type the name of the Auto Text entry and then press the F3 key along the top row of your keyboard. If you are using a laptop you may need to press the Function key along with the F3 key. On a regular desktop computer with an external keyboard F3 will be fine.
If you realise that you made a mistake with an AutoText entry, you can delete it and then create it again correctly. Here is how to delete it.
Click the Insert Ribbon and then Quick Parts
Figure 5-Delete an Auto Text
Notice that in the Building Blocks Organiser your Auto Text entry is selected. At the bottom of the window are the Edit Properties (1) and Delete buttons (2).
Figure 6- delete Auto Text Entry
Click the Delete button. You will be asked to confirm, click Yes.
Figure 7-Confirm delete
You will now see that the Auto Text entry you just deleted is no longer in the list when you click on the drop down for Auto Text.
Figure 8- Auto Text entry is gone
Let me know how this has helped in the comments below and what you will use it for.
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