Sharing AutoText Entries

by Allen Wyatt
(last updated October 4, 2019)

1

David wondered if there is a way that a small group of workers can share the same set of AutoText entries, without each of them needing to set up their own entries.

AutoText entries are stored in templates. Even if you don't specify a particular template to be the recipient of a new AutoText entry, it is still stored in a template—the Normal.dot template.

If you want to share AutoText entries, the key is to get the entries out of the Normal.dot template and into a different template that you can all share. Suppose, for a moment, that you store the AutoText entries in a template called Group.dot. This template could be stored in a mutually accessible network folder, and then referenced by a shortcut in each user's Startup folder. (That's the Word Startup folder, which is identified by choosing Tools | Options | File Locations and looking at the Startup entry.)

In order to put AutoText entries into the shared Group.dot template, you can either create them from scratch and specify that they be placed there, or you can use the Organizer to transfer the AutoText entries from one template (such as Normal.dot) to another (such as the shared template).

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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. ...

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What is 2 + 9?

2019-11-04 14:50:28

Cathy

I have AutoText for a specific report. I have a template for that report. The AutoText is not in the Normal template, only in the report template. In the past, doing a "Save As" with a new file name for a template kept the AutoText. So if I had Report Template 2018-07-02 and saved it as Report Template 2018-09-06, the AutoText was in both files. Now when I save the template with a new name, all the AutoText disappears.

I've seen recommendations, such as yours above, to use the Organizer. But it no longer has an AutoText tab. How can we copy AutoText to a new template? There are many, many entries I need to move forward into each new iteration. Re-copying all the entries each time I edit and update the template is not an option. This has been wreaking havoc with use for over a year and seemed to be triggered with a newer version of Word. Thanks for your help.


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