Different AutoText Entries in Header and Footer

by Allen Wyatt
(last updated October 26, 2013)

Jennifer noted that sometimes the Header/Footer version of the AutoText button does not contain the same AutoText entries as the document-layer version. She wonders why this happens and how she can get around it.

Actually, what you are noticing is an artifact of the way that AutoText normally works. When you display available AutoText entries (whether in the main document or in the header/footer) Word displays only those entries that it feels should be available for current usage. This has to do, primarily, with the compatibility of the AutoText entries with the particular style of the paragraph in which the insertion point is located.

When you define AutoText entries, you can define them as "styled," which means that the style of the text is saved in the entry with the text itself. If you define an entry using style X, and later try to insert AutoText entries while the insertion point is in a paragraph that uses style Y, Word tries to determine whether style X is compatible with style Y. In other words, are both X and Y based on the same underlying style (like the Normal style)? If they are, then Word will let you insert the AutoText entry; if not, then it won't.

So what about in the header and footer area? When you create a header or footer, by default the style used for the header is called Header and for the footer is called Footer. (Seems natural, right?) If you display the AutoText entries while your insertion point is in a paragraph formatted with one of these styles, then only those AutoText entries that are formatted with those styles (or text-only AutoText entries) are displayed as available.

There are two ways to get around this problem. First, you could change the style applied to the actual header or footer. For instance, change the style to the Normal style and you will see a much longer list of AutoText entries available (because Normal is the base style for many styles in Word). Second, you could create AutoText entries that are "unstyled" (text only) or are created and saved using the Header or Footer styles.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3436) 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

Using Multiple Test Conditions

When creating conditional formats, you are not limited to only one condition. You can create up to three conditions, all for ...

Discover More

Adding One More Line

It always seems to happen—you print a document and then discover that you should have included one more line of text at ...

Discover More

Rounding to the Nearest Quarter Hour

When entering times in a worksheet, you may have a need to round whatever you enter to the nearest 15-minute increment. There ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

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

Turning Off AutoComplete for Dates

The AutoComplete feature can be helpful. However, there are times when the suggestions Word makes aren't what you want. This ...

Discover More

Extra Spaces after AutoText Substitutions

AutoText is a great tool for inserting standard information in your documents. It is also possible, however, to get results ...

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 8Mpixels. 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 7 - 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.