WD97: Adding AutoText to the AutoText Menu
ID: Q157843
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The information in this article applies to:
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Microsoft Word 97 for Windows
SUMMARY
This article describes how to add AutoText submenus (groupings), how to add
AutoText entries to the AutoText drop-down lists, and how to use the
AutoTextList field for easy access to these AutoText entries.
MORE INFORMATION
Microsoft Word provides a set of predefined AutoText submenus (groupings).
Each of these submenus is defined by a style name. The following table
lists the predefined AutoText submenus and their drop-down lists.
AutoText submenu AutoText drop-down menu
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Attention Line Attention:, ATTN:
Closing Best regards, Best wishes, Cordially, Love,
Regards, Respectfully yours, Respectfully,
Sincerely yours, Sincerely, Take care,
Thank you, Thanks, Yours truly
Header/Footer -Page-, Author Page # Date, Confidential Page #
Date, Created by, Created on, Filename,
Filename and path, Last printed, Last saved by,
Page X of Y
Mailing Instructions CERTIFIED MAIL, CONFIDENTIAL, PERSONAL,
REGISTERED MAIL, SPECIAL DELIVERY, VIA
AIRMAIL, VIA FACSIMILE, VIA OVERNIGHT MAIL
Reference Initials Author's initials. Taken from Initials box on
the User Information tab (click Options on
the Tools menu).
Reference Line In reply to:, RE:, Reference:
Salutation Dear Mom and Dad, Dear Sir or Madam:,
Ladies and Gentlemen:, To Whom It May Concern:
Signature Author's name. Taken from Name box on the User
Information tab (click Options on the Tools
menu).
Signature Company Author's company; Taken from Mailing Address
box on the User Information tab (click
Options on the Tools menu).
Subject Line Subject:
The AutoText submenus are created with styles. To add a new AutoText
submenu, create a new style name.
The AutoText drop-down lists are created with text that has been formatted
with the appropriate style name and saved as an AutoText entry.
For example: The submenu "Subject Line" is a style name. The drop-down
"Subject:" is text that has the "Subject Line" style applied to it.
To create AutoText entries that appear in the AutoText drop-down list,
first create a style, and then create an AutoText entry using the new
style.
To Create a New AutoText Entry in the AutoText Drop-Down List
NOTE: The following steps will add a new AutoText entry to the AutoText
drop-down list in your Normal.dot template (the default template in Word).
If you want your AutoText entry available only when you are working from a
particular template, then open the template file before proceeding with the
following steps.
- You can use either an existing style, or you can use the following
steps to create a new style for your AutoText entry:
- On the Format menu, click Style.
- Click the New button.
- In the Name box, type a name for your new AutoText style, and then
click to select the Add To Template check box.
- Use the Format button to make any formatting changes, and then
click OK.
- Click Close.
- To create a new AutoText drop-down list with one entry, follow these
steps:
- Type the item you want to add to the AutoText drop-down
list.
- Select the item.
- Apply the style you created in Step 1, or use an existing
style.
- On the Insert menu, point to AutoText, and click New.
- Type a unique name for the AutoText entry and click OK.
The style you created in step 1 appears on the AutoText submenu, and the
AutoText entry you created in step 2 appears in the AutoText drop-down
list. To add additional entries to your AutoText submenu, repeat steps 2a-
2e for each new entry.
To Change the Name of an Existing AutoText Submenu
When you add a new AutoText submenu (for example, when you use the steps in
the "To Create a New AutoText Entry in the AutoText Drop-Down List" section
of this article), the submenu is created as a result of a style. This style
is actually stored as part of the AutoText entry, and will remain as part
of the AutoText entry even if the style is renamed or deleted from the
document or template. Note that the AutoText submenu does not appear on the
AutoText list in the Organizer. It is not possible to rename the AutoText
submenu. You must delete the AutoText entries that reside under the
AutoText submenu, and you must then create a new AutoText submenu using a
different or renamed style.
To Delete an Existing AutoText Submenu and Its Entries
To delete an AutoText submenu and its entries, follow these steps:
- On the Insert menu, point to AutoText, and then click AutoText.
- On the AutoText tab, click to select the AutoText entry that appears
under the AutoText submenu, and then click Delete. Repeat this step for
each of the AutoText entries that appear on the AutoText submenu, and
then click OK.
NOTE: Once you have deleted the last AutoText entry under an AutoText
submenu, the submenu will be removed from the AutoText drop-down list.
To Use the AutoTextList Field
The AutoTextList field is a new field in Word 97 that displays a list of
AutoText entries formatted with the same style as the field code. The field
uses the following syntax:
{AUTOTEXTLIST "<LiteralText>" \s ["<StyleName>"] \t ["<TipText>"]}
Instruction Explanation
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"<LiteralText>" Text that appears in the document before the user
displays the drop-down list. If the text contains
spaces, enclose it in quotation marks.
"<StyleName>" The name of the style of the AutoText entries that
you want to appear in the list. If the style name
contains spaces, enclose it in quotation marks.
"<TipText>" Text that appears in the screen tip when the mouse
pointer hovers over the field result. Enclose the
text in quotation marks.
Switches Explanation
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\s Specifies that the list will contain entries based
on a specific style. Without this switch, AutoText
entries of the current paragraph style appear. If
there are no entries for the current style, all
AutoText entries appear.
\t Specifies unique text to show in the screen tip
instead of the default tip.
To Create the AutoTextList Field
To create the AutoTextList field, follow these steps:
- On the Insert menu, click Field.
- Under Categories, click Links And References.
- Under Field Names, click AutoTextList.
- Click after the field name in the Field Codes box, and then type the
text you want to appear on the screen within quotation marks, for
example, type:
"Sign Here"
- Click the Options button.
- Click the Field Specific Switches tab.
- Under Switches, select the \s switch and click Add To Field.
- Click OK.
- In the Field Code box, type the name of the style in quotation
marks--for example, type:
"Signature"
- Click Options.
- Click the Field Specific Switches tab.
- Under Switches, select the \t switch and click Add To Field.
- In the Field Code box, type the tip text within quotation marks, for
example, "Right-click to display list of Signature AutoText." The tip
text will appear when the mouse pointer hovers over the AutoTextList
field.
- Click OK twice
When you right-click the AutoTextList field, Word displays a list of
AutoText entries formatted in the style you specified for the field. If you
do not specify a style when you create the AutoTextList field, Word
displays all AutoText entries.
Notes
- To display the AutoText toolbar, point to AutoText on the Insert menu,
click AutoText, and then click Show Toolbar.
- If you delete all of the AutoText entries using a specific style, the
submenu for these AutoText entries will be removed from the AutoText
menu.
ScreenTips
To enable ScreenTips, follow these steps:
- On the Tools menu, click AutoCorrect, and then click the AutoText
tab.
- Click to select the "Show AutoComplete tip for AutoText and dates"
check box, and then click OK.
Additional query words:
8.0 automatic auto text list group grouping
Keywords : kbualink97 kbdta kbfield word97
Version : WINDOWS:97
Platform : WINDOWS
Issue type : kbinfo
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