Using the Organizer to Manage AutoText

Word includes a laborsaving feature that allows you to easily expand the text you are typing; this is referred to as AutoText. Text that you frequently type (or graphics) can be saved under a mnemonic name that is then used to refer to the text (or graphic) in the future.

Many people invest quite a bit of time in developing AutoText entries that closely reflect the type of work they do on a daily basis. As new templates or documents are created, you may wonder how you can quickly copy AutoText entries from one template or document to another. The easy way to do this is to use the Organizer. Follow these general steps:

1. Start the Organizer, as described in other issues of WordTips.
2. Make sure the AutoText tab is selected. (See Figure 1.)



Figure 1. The AutoText tab of the Organizer.

3. Examine the left and right side of the Organizer. Each side can display AutoText in either a document or a template.
4. Use the pull-down lists on either the left or right to indicate the template or document whose AutoText entries you want to manage.
5. If you cannot locate the desired template or document using the pull-down lists, click on the Close File button on one side to "free up" an area. Then click on the Open button to locate and open the desired template or document.
6. Select the AutoText entry you want to copy, rename, or delete.
7. Click on the Copy button to copy the entry to the other document or template. If the target file already has an AutoText entry with the name of the entry being copied, you are asked if you want to replace it.
8. Click on the Rename button to change the name of the selected AutoText entry. The Organizer prompts you for a new name.
9. Click on the Delete button to remove the AutoText entry. The Organizer asks you to confirm your action.
10. Repeat steps 6 through 9 for each AutoText entry you want to affect.
11. Click on Close when done.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1339) applies to Microsoft Word 97, 2000, 2002, and 2003.