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: Saving AutoText Entries with Each Document.

Saving AutoText Entries with Each Document

by Allen Wyatt
(last updated August 23, 2016)

Karl uses AutoText to help create and maintain consistency in narrative appraisal reports. He has standard abbreviations for items and when he begins a job he edits the AutoText entries to set all the information relative to that job. Karl would like to save those entries with the job (the document) so he can easily make changes later using the information contained in the AutoText entries.

There are a couple of ways that this need can be handled in Word. All of the methods involve understanding how Word stores AutoText entries, so that is a good place to start.

AutoText entries are stored in templates; they are not stored in documents. When you create an AutoText entry it is, by default, stored in the Normal template. In the dialog box in which new AutoText entries are created you can specify where the entry should be stored; i.e., which template it should be placed into.

This presents a problem if your AutoText entries change on a job-by-job basis, and each job is represented by a single document. You can't store the entries with the document (which would admittedly be nice), but you could create an individual template for each job and then associate the template with the job document. Thus, each job would require two things—a template and a document.

The other thing to keep in mind is how Word arbitrates conflicts between templates when it comes to AutoText entries. Let's say you have an AutoText entry called "JobAddr" and it is stored in the job template. In the Normal template you also have an AutoText entry called "JobAddr." When you try to expand the entry, it is the definition in the Normal template that will always be used. This is because the Normal template always takes precedence over other templates. Thus, you will want to make sure that there are no conflicts between AutoText entries in the two templates. (You can do this by using the Organizer, described in other issues of WordTips, to examine the AutoText entries in the templates.)

Another approach that you could use is to still use a single document for each job that you work, but develop templates that reflect the type or category of job on which you are working. For instance, if you have a set of AutoText entries that are applicable to retail appraisals, you could create a template for those. If you have another set of AutoText entries for commercial appraisals and a third for residential, then you could create templates for each class of appraisal. In that way you could associate the appropriate template with each type of job you perform.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (6777) 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: Saving AutoText Entries with Each Document.

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

Unlocking a Worksheet with an Unknown Password

It is not unusual, in a corporate world, to be handed a worksheet whose source you don't know. If that worksheet is locked ...

Discover More

Printing a Full Style Sheet

Word supports the use of styles (they are very powerful), but it doesn't provide a way to get a full-featured style sheet ...

Discover More

Skipping Numbering

Got a numbered list, but you want to add other types of non-numbered paragraphs in the middle of the list? It's easy to do if ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (menu)

Changing Fonts for AutoText Entries

If you use AutoText entries a lot, you may wonder if you can change the formatting stored with your existing entries. The ...

Discover More

Using AutoText

AutoText is a timesaving feature that allows you to assign a word, phrase, paragraph, or graphic to a mnemonic name. Type the ...

Discover More

Organizing AutoText Entries

Want to get more organized with your AutoText entries? Here's how you can take advantage of the organizational features built ...

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. 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 2 + 1?

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.