Editing AutoText Entries Directly

by Allen Wyatt
(last updated December 14, 2013)

Nathan finds it bothersome to continually display the AutoText tab of the AutoCorrect dialog box when he wants to edit a series of AutoText entries. He is wondering if there is perhaps some file or different way that he can make wholesale edits to the entries.

AutoText entries are stored in templates, most often in the Normal template. There is no special file that you can load up and edit directly. Instead, you need to use the tools that Word has provided for the purpose.

If all you need to do is delete a number of AutoText entries, one tool that will make the task easier is the Organizer. Follow these steps:

  1. Choose Templates and Add-Ins from the Tools menu. Word displays the Templates and Add-ins dialog box. (See Figure 1.)
  2. Figure 1. The Templates and Add-ins dialog box.

  3. Click the Organizer button. Word displays the Organizer tool.
  4. Make sure the AutoText tab is displayed. Note that the right side of the Organizer should contain information for the Normal.dot file. If it does, skip to step 7. If it does not, or if your AutoText entries are in a different template than Normal.dot, continue with the next step. (See Figure 2.)
  5. Figure 2. The AutoText tab of the Organizer.

  6. Click the Close File button under the right side of the Organizer. This closes the information for the template.
  7. Click Open File. Word displays a standard Open dialog box.
  8. Use the controls in the dialog box to navigate to and open the template that contains your AutoText entries.
  9. In the list of AutoText entries on the right side of the Organizer, click the first entry you want to delete.
  10. Hold down the Ctrl key as you click on other AutoText entries you want deleted.
  11. When you have selected all the entries you want to delete, click the Delete button.
  12. You may be asked if you are sure you want to delete the entries; answer Yes.
  13. Close the Organizer.

Another way to delete lots of AutoText entries is to use a macro. The following macro provides a simple way to step through each AutoText entry and make a decision as to whether you want to delete it or not.

Sub DeleteAutoTextEntries()
    Dim I As AutoTextEntry
    Dim vAnswer As Variant

    For Each I In NormalTemplate.AutoTextEntries
        vAnswer = MsgBox("Delete AutoText Entry" & vbCr _
          & "Name: " & I.Name & vbCr _
          & "Value: " & I.Value, vbYesNoCancel, _
          "Delete AutoText Entries")
        Select Case vAnswer
            Case vbYes
                I.Delete
            Case vbCancel
                Exit Sub
        End Select
    Next I
End Sub

The macro assumes that the AutoText entries are in the Normal.dot template; if you have them in a different template, you can change the NormalTemplate reference so that a different template is used. The macro displays, in a dialog box, each AutoText entry and you have the chance to delete it or not. You can also click the Cancel button (or press Esc) and the macro is ended right away.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (325) applies to Microsoft Word 97, 2000, 2002, and 2003.

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

Calculating Only the Active Workbook

When you enter information into a workbook, Excel automatically recalculates every worksheet in every open workbook on your ...

Discover More

Adjusting the Size of Ribbon Icons

Do you feel like the icons on the ribbon take too much screen space? Your options in reducing that "icon footprint" may be ...

Discover More

Sorting a Range of Cells

When you sort data in a worksheet, you don't need to sort everything at once. You can sort just a portion of your data by ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Macro-Inserted AutoText Doesn't Set Style

Inserting AutoText from a macro can give unwanted results, particularly when it comes to any style that may be stored with ...

Discover More

Store Common Addresses in AutoText Entries

Do you write letters to lots of different people? One good place to keep those addresses is in AutoText entries. They are ...

Discover More

Sharing AutoText Entries

AutoText entries can make your writing more productive, if used effectively. Because of this, it can be advantageous for all ...

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}] 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 6 - 0?

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


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.