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.

Storing AutoText Entries with a Document

by Allen Wyatt
(last updated April 28, 2018)

1

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.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

When is Currency Not Currency?

One of the tools available for formatting cells is one called "Currency." This can be misleading, as it doesn't really ...

Discover More

Intelligently Starting a New Paragraph

When using styles in a document, you can increase your productivity by letting Word know what paragraph style you expect ...

Discover More

Using Slashed Zeroes

To reduce the chances of confusion in presenting data, some people like to use zeroes with slashes through them. If you ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (menu)

Editing an AutoText Entry

Once you've created an AutoText entry, you may believe that it is "set in stone" and cannot be changed. Not so! You can ...

Discover More

Using AutoText

AutoText is a timesaving feature that allows you to assign a word, phrase, paragraph, or graphic to a mnemonic name. Type ...

Discover More

Renaming an AutoText Entry

There are a couple of ways that you can rename an existing AutoText entry. This tip describes the techniques you can use, ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 + 5?

2020-07-17 10:02:01

Chad Haas

Is there a way for comments to come along with the auto text. I used the method above and have it working great on my network. But the comments i have in my autotext don't come along with it in any other documents that are linked to my new template. All text copies fine but comments are left out.


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.