<B><I>Practice Tip</B></I>Maximizing AutoText

AutoText entries are stored in templates. By default, they are stored in your Normal.dot template, which makes them available to all documents. Should you wish to restrict AutoText entries to a specific template, then you need to open that template and create the AutoText entry in that specific template. The AutoText entries stored in such templates will then be available only in documents based on those templates.

1. To save an AutoText entry in Normal.dot:
   • Select the text or graphic that will be saved as an AutoText entry.
   • Select Insert, AutoText, New (or Alt+F3).
   • Assign your AutoText entry a name (1-32 characters).

   (Note: If you would like to use the AutoComplete feature, your AutoText name needs to be at least 4 characters long.)

2. To save an AutoText entry in a custom template:
   • Select the text or graphic that will be saved as an AutoText entry.
   • Select Insert, AutoText, AutoText. This will bring up the AutoCorrect dialog box and will place you in the AutoText tab.
   • At the bottom of the dialog box select the drop-down for 'Look In' and select the template you would like your AutoText entry to be saved in.
   • In the text box for 'Enter Auto entries here' name your AutoText entry.
   • Select Add. Your AutoText entry will now be saved into your custom template

   (Note: AutoText entries can store not only text, but any kind of formatting as well, such as styles, tabs, graphics, tables, etc.)

3. To copy an AutoText entry from your normal template (Normal.dot) to a custom template:

   Use the Organizer. The Organizer dialog is divided into 4 tabs: Styles, AutoText, Toolbars and Macro Project Items. The Organizer allows you to copy items in these four categories between templates and documents.

   • Select File, Open and select your custom template.
   • In your custom template, select Tools, Templates and Add-Ins, Organizer.
   • In the Organizer dialog box, select the AutoText tab.

   The AutoText entries that are in your custom template will be displayed on the left side of the dialog, while the AutoText entries that are in your Normal template will be displayed on the right side of the dialog.

   • Locate the AutoText entries that you would like to copy from your Normal.dot and select them.
   • Select Copy (the arrows will then point towards your custom template).
   • Select Close File under both windows.
   • Close the Organizer dialog.
   • Save your custom template.
4. AutoText Field Code:

   Inserting an AutoText field code rather than an AutoText entry into your document will give you the flexibility of updating all instances of those AutoText entries throughout all your documents by simply modifying the original entry. For example, you may have a Confidentiality Statement you are using in a set of documents being prepared for a particular project. If you are unsure about the exact language of the Confidentiality Statement, then it would be better to insert an AutoText Field code in each of those documents. This way, you only have to modify the language of the Confidentiality Statement in one place (the AutoText entry) rather than in each of the documents where it is being used.

   • First, create an AutoText entry as outlined in Paragraphs 1 or 2 above.
   • Select Insert, Field and select AutoText as a Field Name.
   • In the Field Properties column select the particular AutoText Name you just created.
   • Although it will appear as though you have inserted the text of the AutoText entry into your document, you have actually inserted a Field code which points to the AutoText entry. Any subsequent changes to that AutoText entry will automatically update in the document when the Field code is refreshed.

William Robertson is President of SoftWise Corporation, a company dedicated to enhancing the effectiveness of word processing for law firms and other professional service organizations. SoftWise's product line includes Innova 5.0, an application for Word that streamlines, standardizes and simplifies the document creation and production process and Out-of-Sight, a user-friendly utility which enables safe and effective management of metadata in all Microsoft Office documents. For more information on SoftWise please visit their Web site at http://www.softwise.net/.

AutoText is a very powerful feature in Word. AutoText entries are used to store frequently used text, graphics, graphic letterheads, tables and other items that you want to quickly and easily insert into a document. It also ensures that frequently repeated text is keyed correctly. Word's Auto-Complete feature allows you to insert AutoText entries by typing only the first few characters of the AutoText entry name. When Auto- Complete recognizes an Auto- Text entry, you automatically see the full text of the entry displayed on your screen. To accept the entry, all you need to do is press the Tab or Enter key.