How AutoCorrect Can Help in Document Creation

For Part 1 of this two-part series we will explain the differences between plain text and formatted text and how each is treated within AutoCorrect. In addition, we have provided steps on how to add and remove AutoCorrect entries in Microsoft Word XP.

Plain vs. Formatted Text

Plain Text: Plain text AutoCorrect entries are stored WITHOUT formatting. When plain text entries are replaced in a document, the entry assumes the document's formatting. Plain text AutoCorrect entries are stored in an external file named MSO1033.acl, typically located in your User Profile Directory (C:Documents and Settings …). This file is shared by all Office applications. It is a good idea to customize the ACL file and store it on a network drive. When users need a copy of this file it is copied and renamed to the MSO1033.acl.

Formatted Text: Formatted AutoCorrect entries will take on the formatting as it was saved in the WITH box on your AutoCorrect dialog. These entries are stored in the Normal.dot template. (If you are not sure where your Normal.dot is located, go to Tools, Options, File Locations tab and check the directory listed for User Templates.)

Customizing AutoCorrect Entries

How to Add an AutoCorrect Entry:

• Type the text you would like to add to AutoCorrect
• Add any formatting you would like
• Select the text
• Bring up the AutoCorrect dialog (Tools, AutoCorrect Options)
• Select whether the text should be inserted as Plain Text or Formatted
• Type in the “Replace” box the word that will be replaced
• Select “Add”

Note: To use Word's built-in words, the “Replace text as you type” option has to be selected. The “With” list is broken up into two categories, Plain text vs. Formatted text. If the text is unformatted it will be stored in the MSO1033.acl file. If the text is formatted it will be stored in the Normal template (Normal.dot).

Note: If “Prompt to save Normal Template” is selected in your Tools, Options, Save tab dialog, you will receive a message when exiting Word stating “Changes have been made that affect the global template, Normal. Do you want to save those changes?” You should answer “Yes.” If this option is not selected, you are not prompted and your Formatted AutoCorrect entry will automatically be saved to your Normal template.

How to Remove an AutoCorrect Entry:

There are several items from Word's default AutoCorrect entries that may interfere with legal documents which contain numbered paragraphs. Consider removing the following items from the default list:

(c) to change to (c)

(r) to change to (r)

i to change to I

Look for more tips on Auto Correct options in Part 2: How AutoCorrect Can Help in Document Creation.

Part 1 of 2

AutoCorrect is a Microsoft Word feature that allows you to automatically detect and correct typos, capitalization errors and general misspellings as you type. If you consistently type the word “can not” as two words (it should be typed as one word), you can have AutoCorrect change it to “cannot.” This is an especially important example, since the mistake you made “can not” will not get picked up when you run Spelling & Grammar (both words “can” and “not” are correctly spelled).

Or you may wish to correct your habit of writing contractions (don't, won't, can't) whereas proper writing style dictates you ought to be spelling them out in full (do not, will not, cannot).

For Part 1 of this two-part series we will explain the differences between plain text and formatted text and how each is treated within AutoCorrect. In addition, we have provided steps on how to add and remove AutoCorrect entries in Microsoft Word XP.

Plain vs. Formatted Text

Plain Text: Plain text AutoCorrect entries are stored WITHOUT formatting. When plain text entries are replaced in a document, the entry assumes the document's formatting. Plain text AutoCorrect entries are stored in an external file named MSO1033.acl, typically located in your User Profile Directory (C:Documents and Settings …). This file is shared by all Office applications. It is a good idea to customize the ACL file and store it on a network drive. When users need a copy of this file it is copied and renamed to the MSO1033.acl.

Formatted Text: Formatted AutoCorrect entries will take on the formatting as it was saved in the WITH box on your AutoCorrect dialog. These entries are stored in the Normal.dot template. (If you are not sure where your Normal.dot is located, go to Tools, Options, File Locations tab and check the directory listed for User Templates.)

Customizing AutoCorrect Entries

How to Add an AutoCorrect Entry:

• Type the text you would like to add to AutoCorrect
• Add any formatting you would like
• Select the text
• Bring up the AutoCorrect dialog (Tools, AutoCorrect Options)
• Select whether the text should be inserted as Plain Text or Formatted
• Type in the “Replace” box the word that will be replaced
• Select “Add”

Note: To use Word's built-in words, the “Replace text as you type” option has to be selected. The “With” list is broken up into two categories, Plain text vs. Formatted text. If the text is unformatted it will be stored in the MSO1033.acl file. If the text is formatted it will be stored in the Normal template (Normal.dot).

Note: If “Prompt to save Normal Template” is selected in your Tools, Options, Save tab dialog, you will receive a message when exiting Word stating “Changes have been made that affect the global template, Normal. Do you want to save those changes?” You should answer “Yes.” If this option is not selected, you are not prompted and your Formatted AutoCorrect entry will automatically be saved to your Normal template.

How to Remove an AutoCorrect Entry:

There are several items from Word's default AutoCorrect entries that may interfere with legal documents which contain numbered paragraphs. Consider removing the following items from the default list:

(c) to change to (c)

(r) to change to (r)

i to change to I

Look for more tips on Auto Correct options in Part 2: How AutoCorrect Can Help in Document Creation.