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

Splitting Information into Rows

Got too much information in a single cell? Here's how you can use a macro to pull apart that information and put it into ...

Discover More

Every Second Tuesday

Need a way to enter dates from every second Tuesday (or some other regular interval)? Excel makes it easy, providing several ...

Discover More

Word 2010 Styles and Templates (Table of Contents)

Styles are at the heart of Word's formatting power. Understanding how to use styles can greatly increase your ability to ...

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)

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

QuickWords in Word

WordPerfect users coming to Word may miss a feature called QuickWords. This tip examines some ways you can get around the ...

Discover More

Storing AutoText Entries with a Document

AutoText entries can provide quite a bit of flexibility and power in a document. If you want to share those entries with ...

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 five minus 4?

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.