Q157843: WD97: Adding AutoText to the AutoText Menu
Article: Q157843
Product(s): Word 97 for Windows
Version(s): WINDOWS:97
Operating System(s):
Keyword(s): kbualink97 kbdta kbfield word97
Last Modified: 14-NOV-2000
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The information in this article applies to:
- Microsoft Word 97 for Windows
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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
------------------------------------------------
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
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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.
1. You can use either an existing style, or you can use the following steps to
create a new style for your AutoText entry:
a. On the Format menu, click Style.
b. Click the New button.
c. In the Name box, type a name for your new AutoText style, and then click
to select the Add To Template check box.
d. Use the Format button to make any formatting changes, and then click OK.
e. Click Close.
2. To create a new AutoText drop-down list with one entry, follow these steps:
a. Type the item you want to add to the AutoText drop-down list.
b. Select the item.
c. Apply the style you created in Step 1, or use an existing style.
d. On the Insert menu, point to AutoText, and click New.
e. 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
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To delete an AutoText submenu and its entries, follow these steps:
1. On the Insert menu, point to AutoText, and then click AutoText.
2. 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
-------------------------------
"<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
-------- -----------
\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:
1. On the Insert menu, click Field.
2. Under Categories, click Links And References.
3. Under Field Names, click AutoTextList.
4. 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"
5. Click the Options button.
6. Click the Field Specific Switches tab.
7. Under Switches, select the \s switch and click Add To Field.
8. Click OK.
9. In the Field Code box, type the name of the style in quotation marks--for
example, type:
"Signature"
10. Click Options.
11. Click the Field Specific Switches tab.
12. Under Switches, select the \t switch and click Add To Field.
13. 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.
14. 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
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To enable ScreenTips, follow these steps:
1. On the Tools menu, click AutoCorrect, and then click the AutoText tab.
2. 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
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Keywords : kbualink97 kbdta kbfield word97
Technology : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2
Version : WINDOWS:97
Issue type : kbinfo
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