Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Inserting Text with a Shortcut Key.

Inserting Text with a Shortcut Key

by Allen Wyatt
(last updated August 4, 2012)

2

Brendan would like to know if there is a way to assign a shortcut of my choosing, say Ctrl+J, to a sentence. This would mean every time he hits Ctrl+J it would paste that sentence. Brendan knows about AutoText, but he can't see a way to assign a shortcut like Ctrl+J to a particular AutoText entry.

Actually, AutoText includes sort of a built-in shortcut key. Once you create the AutoText entry, you can type the mnemonic for the entry and press F3. Word expands the mnemonic to its longer form. If you want to have a special shortcut key for a particular AutoText entry, you can follow these steps:

  1. Define your AutoText entry as you normally would.
  2. Choose Customize from the Tools menu. Word displays the Customize dialog box.
  3. Click on the Keyboard button. Word displays the Customize Keyboard dialog box. (See Figure 1.)
  4. Figure 1. The Customize Keyboard dialog box.

  5. Position the insertion point in the Press New Shortcut Key text box.
  6. Press the shortcut key you want to use. For instance, if you want to use Ctrl+J, then press Ctrl+J. Just below the Current Keys text box you should see the name of any commands currently using this shortcut. (In this case, Ctrl+J is used to justify a paragraph so you may want to use a different shortcut.)
  7. In the Categories list scroll down and select AutoText. The defined AutoText entries appear at the right side of the dialog box.
  8. In the list of AutoText entries, select the one you defined in step 1.
  9. Click the Assign button to assign the shortcut.
  10. Click on Close to dismiss the Customize Keyboard dialog box.
  11. Click on Close to dismiss the Customize dialog box.

There are other options besides using AutoText, however. You could, of course, record a macro of you typing the desired text. The macro could then be assigned to a shortcut key and would be replayed (again typing the text) anytime you invoke the shortcut key.

Perhaps the easiest alternative, however, is to create an AutoCorrect entry for your text. All you need to do is come up with a non-ambiguous series of keystrokes, such as cj, and then have Word replace that text with something else. In other words, the program can "correct" the characters cj, replacing them with the longer sentence. There is no shortcut key to remember in this instance, just the short text you want "corrected." (How you create Autocorrect entries has been discussed in other issues of WordTips.)

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (6765) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Inserting Text with a Shortcut Key.

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

Getting Rid of Addresses

Word interfaces easily with other Office programs, such as Outlook. As an example, the Envelopes and Labels dialog box ...

Discover More

Preparing Files for a Commercial Printer

Sometimes you may want to send Word documents to a commercial printer for professional mass production. Doing this requires ...

Discover More

Contractions Flagged as Incorrect

Word, in its never-ending quest to second-guess and try to improve your writing, may be marking your contractions as ...

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)

Inserting a Special Symbol

The vast majority of what you enter into a document can be accomplished through the use of the regular keyboard. However, ...

Discover More

Clearing All Tabs in a Document

Need to get rid of all the tab stops in a particular document? It's easy to do when you apply the technique outlined in this ...

Discover More

Moving Breaks Quickly

Breaks in a document can be easily moved from one place to another using familiar editing techniques. The trick is to make ...

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 7 - 1?

2016-07-06 11:18:35

Donald Bryce

Hi, I didn't understand a word of that. Can you explain how I can choose a key to insert my email address instead of continually typing it, in a non techy way, please? I just want to press, say the "`" key and it will print my email address.
Thanks


2013-07-25 01:02:15

Rabbani bakhsh

Assalam O Alaikum
anybody please kindly tell me that how can I add a particular text with a particular shortcut key to ms word 2007
thanks


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.