Saving Word Autotext Entries

Saving Word Autotext Entries

Postby stephen » Sat Nov 17, 2007 4:38 am

This web site explains the word Autotext feature:-
http://www.york.ac.uk/services/cserv/help/wp/MSWord/autotext_save.htm

Where are AutoText entries saved?

AutoText entries are saved in a Word template (*.dot files); they cannot be saved in regular documents (*.doc files). When you create a new AutoText entry using Insert | AutoText | New... the entry will be saved in the default global template, Normal.dot and the AutoText entry will be available for use in all your documents.

The Normal template is the template Word uses by default as a basis for all new documents. Every Word document is based on a template which determines the basic structure of the document by providing default settings for the page layout, paragraph format, font, etc. Further templates are available in Word or new ones can be created for specific jobs such as the production of a memo, newsletter or thesis.

If you want an AutoText entry only to be available in documents based on a specific template (for example, a logo used in a newsletter), while working with a document based on that template, select the text and/or graphic to be stored then use Insert | AutoText | AutoText. Change the Look in: box to the desired template and type the new AutoText name in the Enter AutoText entries here: box, then click OK.

Because AutoText entries are stored in templates, additions and changes to them are not automatically saved when you save the document you are working on. Changes to the Normal template are saved when you exit Word. You are not usually aware of this unless you have changed the Save options (Tools | Options menu) to Prompt to save Normal template. You will be prompted to save changes to any other template when you close a document based on that template. To make sure changes are saved as you go along, hold down the Shift key while you click the File menu, and select the Save All command. This will save any changes for all open documents and associated templates.

You can copy AutoText entries between templates using the Organizer menu (Tools | Templates and Add-Ins... | Organizer...). On the AutoText tab use the Close File/Open File... buttons to select the required template files. Select an AutoText entry from one of the lists, and then click the Copy button.

The number of permitted AutoText entries and the length of their contents are limited only by the template file size and available memory. (The file size limit in Word is 32 Mb.)
stephen
 
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