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Organizing AutoText Entries

Summary: Got a lot of AutoText entries defined? Learn how to organize them for easier use. (This tip works with Microsoft Word 2000, Word 2002, and Word 2003.)

The AutoText feature has been available in Word for quite some time. In Word 2000 and later versions, if you choose AutoText from the Insert menu, you can see a series of submenu choices that appear to categorize all the AutoText entries available to you. At first glance, these categories may seem a bit strange, and you might wonder how you can add your own categories.

Word comes with some built-in categories that are designed for the built-in AutoText entries in Word. If you want to create your own categories, simply make sure that the text you add as an AutoText entry is formatted with a style that matches the name of the category you want. Sound confusing? Perhaps an example will help.

Let's suppose you have some text that is formatted with a paragraph style called "My Paragraph." If you create an AutoText entry from that text, it will end up listed in a category called My Paragraph. Likewise, an AutoText entry originally formatted with the Header style would end up in a category called Header.

The upshot of this is that if you don't use styles, you can't organize your AutoText entries into categories. This is because the default style (Normal) is typically used as a starting point for most people doing explicit formatting. When you add the text as an AutoText entry, you guessed it--it goes into a category called Normal.

Tip #485 applies to Microsoft Word versions: 2000 | 2002 | 2003

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