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 24, 2018)

3

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

Removing a Directory

Macros allow you to perform all sorts of file-related operations. One such operation allows you to delete a directory. ...

Discover More

Turning Off Error Checking

A little green triangle in the corner of a cell means that Excel thinks there is an error with the cell contents. If ...

Discover More

Weird Hyperlink Behavior

When you insert a hyperlink, you expect it to look like, well, a hyperlink. But what if it really looks like some strange ...

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)

Single-Character Fractions

Some fractions Word automatically converts to single characters, some it doesn't. Here's why that happens and what you ...

Discover More

Using Document Properties to Ensure Consistent References

If you need to refer to the same information over and over in a document, you may be interested in using custom document ...

Discover More

Inserting Special Spaces

Do you need to frequently add en spaces and em spaces to your documents? You can add special tools to Word that 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 eight less than 9?

2019-07-01 22:22:08

Ruth Ross

Thank you for this information. It is making my project go much faster. Ruth

PS I used Auto correct to do the deed.


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.