Microsoft KB Archive/212377

Knowledge Base

WD2000: General Information About Auto Features

Article ID: 212377

Article Last Modified on 3/2/2001

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APPLIES TO

• Microsoft Word 2000 Standard Edition

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This article was previously published under Q212377

SUMMARY

This article answers some of the more frequently asked questions about easier document creation and automatic features in Microsoft Word 2000.

MORE INFORMATION

1. What is AutoText and how do I use it?
   
   AutoText is a feature that allows you to store text or graphics you use frequently. For example, you can store a mailing address that you use often, a standard contract clause, or a long distribution list for memos. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.
   
   To use an AutoText entry, follow these steps:
   
   
   1. Click where you want to insert the AutoText entry.
   2. Do one of the following:
      • On the Insert menu, point to AutoText, and then click AutoText.
        
        -or-
      • On the Insert menu, point to AutoText, point to an item on the AutoText menu, and then click the AutoText entry you want. For example, point to Salutation, and then click Dear Sir or Madam.

   NOTE: To see all AutoText entries based on a style, press and hold the SHIFT key while you point to AutoText on the Insert menu.
   
   For more information about storing and inserting frequently used text and graphics, click Microsoft Word Help on the Help menu, type What is AutoText? in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.
   

2. How do I add text or graphics that I use frequently to the AutoText menu?
   
   To create an AutoText entry, follow these steps:
   1. Select the text or graphics image you want to store as an AutoText entry.
      
      NOTE: To store paragraph formatting with the entry, include the paragraph mark in the selection.
   2. On the Insert menu, point to AutoText, and then click New.
   3. In the Create AutoText dialog box, type a unique name for your AutoText entry or accept the default, and then click OK.

   For additional information about creating AutoText entries, please click the article number below to view the article in the Microsoft Knowledge Base:

   207925 WD2000: Adding AutoText to the AutoText Menu

3. How do I get Word to display AutoComplete tips for words that I use frequently?
   
   AutoComplete tips are suggestions to complete the word or phrase when you type the first four letters of certain items, such as dates or AutoText names. When the suggestion appears, you can press ENTER or F3 to accept the suggestion, or just keep typing to reject it.
   
   To display AutoComplete tips, follow these steps:
   
   
   1. Turn on AutoComplete by using the following steps.
      
      NOTE: The AutoComplete tips option is turned on by default.
      1. On the Insert menu, point to AutoText, and then click AutoText.
      2. On the AutoText tab, click to select the Show AutoComplete tip for AutoText and dates check box, and then click OK.
   2. Create the AutoText entry.
   3. In the document, type the AutoText name.
   When the AutoComplete tip appears, press ENTER to accept the tip.
4. Why don't I get an AutoComplete tip for my new AutoText entry?
   
   The AutoComplete tip does not appear in the following instances:
   • The Show AutoComplete tip for AutoText and dates option is turned off.
   • You did not type enough characters for Word to identify the AutoComplete tip. For example, if you have entries called "company logo" and "company address," you need to type company a to display the AutoComplete tip for the company address. Conversely, if you have an AutoText entry for London called "Lond," and you do not have other AutoText entries that begin with these four characters, all you have to type is Lond to view the AutoComplete tip.
5. How can I replace one or more characters with a special symbol? For example, how do I replace "ss" with the section symbol?
   
   To automatically replace one or more characters with a symbol, follow these steps:
   1. On the Insert menu, click Symbol.
   2. Click the symbol you want, and then click AutoCorrect.
      
      The symbol you selected appears in the With box.
   3. In the Replace box, type the characters you want replaced, and then click Add.
   4. Click OK.
   5. Click Close to close the Symbol dialog box.
6. How do I stop Word from automatically making changes to my document while I type?
   
   Word uses a feature called AutoFormat As You Type to automatically format headings, bulleted and numbered lists, borders, numbers, symbols, and so on as you type. Word also uses a feature called AutoCorrect to automatically correct common typing, spelling, and grammatical errors. This feature can also automatically insert text, graphics, and symbols.
   
   To turn off some or all of the changes that AutoFormat As You Type makes, follow these steps:
   1. On the Tools menu, click AutoCorrect, and then click the AutoFormat As You Type tab.
   2. Click to clear any option you do not want to be formatted automatically. Click to select any option you do want to be formatted automatically. If you do not want to use AutoFormat As You Type, clear all options.
   3. Click OK.

   To turn off AutoCorrect, follow these steps:
   
   

   1. On the Tools menu, click AutoCorrect.
   2. On the AutoCorrect tab, click to clear the Replace text as you type check box.
7. If I have a document that is already typed, how can I get Word to automatically format it?
   
   To get Word to automatically format an existing document, follow these steps:
   
   
   1. Open the document you want Word to format.
   2. On the Format menu, click AutoFormat.
      
      To choose which types of automatic changes Microsoft Word makes, click Options, select or clear the options you want, and then click OK. For Help on an option, click the question mark and then click the option.
   3. Click a document type to apply the most appropriate formatting.
   4. Do one of the following:
      • To have Word automatically format the document, click AutoFormat now on the AutoFormat menu.
        
        -or-
      • To review and accept or reject each change, click AutoFormat and review each change on the AutoFormat menu.
   5. Click OK to AutoFormat your existing document.

   NOTE: After your document has been automatically formatted, you can use the Style Gallery to select a professional document design.
   
   If you clicked AutoFormat now in step 4, click Theme on the Format menu, and then click Style Gallery.
   
   

   If you clicked AutoFormat and review each change in step 4, click Style Gallery in the AutoFormat dialog box.
8. How do I share my AutoCorrect entries with others?
   
   AutoCorrect lists are now shared between Office programs. Any changes you make to the AutoCorrect entries and settings while in one program are immediately available to the other Office programs. In addition, Word can store AutoCorrect items consisting of formatted text and graphics. For additional information about how to share your AutoCorrect entries, please click the article number below to view the article in the Microsoft Knowledge Base:

   207748 WD2000: How to Move Word AutoCorrect Entries Between Computers

9. What is "automatic style definition" and how does it work?
   
   Automatic style definition is an AutoFormat As You Type option (please see question #6) that creates new paragraph styles based on the manual formatting you apply to your text. You can apply these styles in your document to save time and to give your documents a consistent "look and feel." To turn on automatic style definition, follow these steps:
   1. On the Tools menu, click AutoCorrect, and then click the AutoFormat As You Type tab.
   2. Click to select the Define styles based on your formatting check box.
   3. Click OK.

Additional query words: glossary

Keywords: kbinfo kbproof kbfaq KB212377

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