Microsoft Word 2004 AutoText & AutoComplete
AutoComplete is a feature of Microsoft Word that automatically lets you enter text, graphics, tables, and other useful items into your document simply by typing a few identifying characters. AutoText is the storage area for those text entries that AutoComplete uses for its automation process.
By default, the AutoComplete feature will help you to automatically complete the following:
Current date
Day of the week
Month of the year
Your name
AutoText entries
Sometimes when you are typing, a small yellow box appears and suggests a word for you. This is the AutoComplete feature at work. If the text in the yellow box is what you intended to type, press the RETURN key and the entire entry will be inserted into your document. If the suggestion is not what you intended, ignore the yellow box and keep on typing.
So what is the connection between AutoComplete and AutoText?
The important connection between the two features is that the content of AutoComplete's little yellow boxes are the same as the content of the AutoText entries. Any new AutoText entries you create also appear in AutoComplete's little yellow boxes. So you only need to type the first few characters before AutoComplete kicks in, and then you simply need to press the RETURN key to have the text inserted into your document.
You can insert AutoText entries manually using the INSERT menu, and AUTOTEXT command's submenus. Word provides you with some default entries such as salutations and closing lines.
Look at the AutoText command's submenu and notice that it is divided into different categories such as Attention Line, Mailing Instructions, and Subject Line.
If you select one of the submenu items, that item will be automatically placed in your document at the location of your cursor.
It is possible for you to add your own, and modify existing, AutoText entries. This is can be very convenient for those strings of text which you type on a regular basis.
To create you own AutoText entry, first select the text you would like to make an entry.
From the INSERT menu, scroll down and select AUTOTEXT, then scroll to the right and from the submenu select NEW.
The CREATE AUTOTEXT dialog box appears, with your entry as the default name. Sometimes the text will be clipped short if the string is long. In the text box, you have the option of typing whatever name you would like for your entry. When finished, click once on the OK button.
Newly created entries appear in the AutoText command's NORMAL submenu.
To insert that text into your document, select it from the NORMAL submenu.
Now, if you start typing something into your document that is defined in the AutoText dialog, the item will appear as a yellow AutoComplete textbox. Once you type the requisite few identifying characters, AutoComplete displays the yellow box and you can press Return to have the text automatically entered into your document.
To get an overall view and control of your AutoText entries, go to the INSERT menu, scroll down and select AUTO TEXT, then scroll to the right and from the submenu select AUTO TEXT...
The AutoCorrect dialog box appears.
Use the AutoCorrect dialog box and the AutoText tab to create new entries and to modify or delete existing entries.
To toggle on and off the AutoComplete feature, click once in the checkbox at the top of the window: Show AutoComplete Tip for AutoText and dates.
A checkmark means the feature is on, and no checkmark means it is turned off.
A Special Note
Custom AutoText entries that you create typically appear under the INSERT menu, AUTOTEXT command's submenu, NORMAL. This is a result of the STYLE that is applied to the text. The default STYLE is NORMAL. If a different style is applied to the text when you create your AutoText entry, then you new custom entry will appear under a different submenu in the AutoText command.
For example, if the Style of your text is set to HEADING1, any custom AutoText entries you create will be accessible from the INSERT menu, AUTOTEXT command's submenu, HEADING1. This is useful if you have an often-used title that you want displayed following a certain Style.
STYLES can be applied using the FORMATTING PALETTE, STYLES section, or the FORMATTING TOOLBAR.
Another toolbar that you may find useful is the AUTOTEXT toolbar. To activate this toolbar, go to the VIEW menu, TOOLBARS command, and from the sub-menu select AUTOTEXT. You can also activate this toolbar in the main AutoText dialogue box by clicking once on the SHOW TOOLBAR button.
Written by Teresa Hagan; updated for 2004 by Jordan McDonnell '08.