Loading
Word.Tips.Net WordTips (Menu Interface)

Storing AutoText Entries with a Document

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Storing Building Block Entries with a Document.

Rob has developed a document that contains a Word table that is used as a form for managing a project. Two cells in the table contain drop-down lists of alternatives using an AutoText entry. On Rob's machine the drop-down lists works perfectly. When he transfers the document to a network drive so it is accessible to others in his office, the drop-down list is no longer available. Rob would like this to work from others' machines, and is wondering what the trick is.

The trick is to understand that AutoText entries are not stored in documents; they are stored in templates. The default template in which they are stored is your Normal.dot template. Since this template is available only on your machine, the AutoText entries required for the form are available only on your machine, and not on others' machines.

The solution, then, is to create a new template that will be used in conjunction with your form document. Store this template on the network drive and make sure that the form document has this template attached (use Tools | Templates and Add-ins). Then, when you save the AutoText entries necessary to the form, save them in the special template.

Chances are good that when you create your AutoText entries, you will need to change how you do it. If you are used to choosing Insert | AutoText | New (or pressing Alt+F3) to define the entry, you won't be able to do that anymore. This is because the resulting Create AutoText dialog box does not allow you to specify where you want the AutoText entry saved; it always saves it in Normal.dot.

Instead, choose Insert | AutoText | AutoText to create your new AutoText entries. This displays the AutoText tab of the AutoCorrect dialog box. You can easily define entries here by entering a name and then, using the Look-In drop-down list, specify the special template that you attached to the document. When you click Add, the entry is saved in that template instead of in Normal.dot.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (298) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Storing Building Block Entries with a Document.

Related Tips:

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

 

Leave your own comment:

*Name:
Email:
  Notify me about new comments ONLY FOR THIS TIP
Notify me about new comments ANYWHERE ON THIS SITE
Hide my email address
*Text:
*What is 5+3 (To prevent automated submissions and spam.)
 
 
           Commenting Terms

Comments for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
 
 

Our Company

Sharon Parq Associates, Inc.

About Tips.Net

Contact Us

 

Advertise with Us

Our Privacy Policy

Our Sites

Tips.Net

Beauty and Style

Cars

Cleaning

Cooking

DriveTips (Google Drive)

ExcelTips (Excel 97–2003)

ExcelTips (Excel 2007–2016)

Gardening

Health

Home Improvement

Money and Finances

Organizing

Pests and Bugs

Pets and Animals

WindowsTips (Microsoft Windows)

WordTips (Word 97–2003)

WordTips (Word 2007–2016)

Our Products

Helpful E-books

Newsletter Archives

 

Excel Products

Word Products

Our Authors

Author Index

Write for Tips.Net

Copyright © 2016 Sharon Parq Associates, Inc.