Inserting frequently used text into Microsoft Word
To store and quickly insert text that you use frequently, Microsoft Word comes with a
number of built-in AutoText entries, such as salutations and closings for letters. You can
create your own AutoText entries to include text for normal findings of a physical exam. You
can change the text as needed to report abnormal findings. By typing setting Word to
recognize what you are typing before you are done and printing it out for you. You can
either set Word to recognize the exact text (autocorrect function) or a code that signals word
of the expected text (autotext function). Although Word has Autocorrect set up mostly for
single words or short phrases and Autotext is used for longer phrases and even tables and
graphics, these functions are very interchangeable
For example, in the chart note template, for a normal abdominal exam you could record
Abdomen: Bowel sounds heard in all quadrants. Unremarkable gastric air bubble. No
tenderness to light or deep palpation. No hepatosplenomegally. No abdominal or umbilical
hernia.
by typing “nabd”.
A second example is:
Isocort
Replace low cortisol
levels
2 pellets
With food
Morning
and mid
day
2 morning
1 mid day
1 morning
1 mid day
1 morning
9 weeks
Week
10
Week
11
Week
12
discontinue Week
13 on
Which can be entered by just typing “isocort”.
AutoText
Create or change an AutoText entry
AutoText entries must be at least five characters long if you want to insert the entry by using
AutoComplete.
1. Select the text or graphic you want to store as an AutoText entry.
2. On the Insert menu, point to AutoText, and then click New.
3. When Microsoft Word proposes a name for the AutoText entry, accept the name or
type a new one.
If you plan to insert the entry by using AutoComplete, make sure the name contains
at least four characters because Word inserts an entry only after four characters have
been typed (i.e. nabd) .
Change an entry
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Insert the AutoText entry into the document.
Make the changes you want.
Select the revised AutoText entry.
On the Insert menu, point to AutoText, and then click New.
Type the original name of the AutoText entry.
Rename an entry
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On the Tools menu, click Templates and Add-Ins.
Click Organizer, and then click the AutoText tab.
In the In box on the left, click the entry you want to rename, and then click Rename.
In the Rename dialog box, type a new name for the entry.
Click OK, and then click Close.
Insert an AutoText entry
AutoText entries are divided into categories such as Closing or Salutation. Check the
Normal category for entries you've created unless you know they are stored under another
category.
1. Click in the document where you want to insert the AutoText entry.
2. On the Insert menu, point to AutoText, and then point to the type of entry you
want to insert.
3. Click the name of the AutoText entry you want.
Display a list of AutoText entries
You can display a list of AutoText entries within a document– for example, if you
are creating a template for letters, you can provide users with a list of
salutations.
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On the Insert menu, click Field.
In the Categories box, click Links and References.
In the Field names box, click AutoTextList.
Click Field Codes.
Click after the AUTOTEXTLIST entry in the Field codes box, and in
quotation marks, type the text that you want to appear on the screen —
for example, "List of salutations".
6. To specify a style on which to base the list of AutoText entries, type the
\s switch, followed by the name of the style — for example, Salutation.
Using the example of salutations, the field code in the Field codes box
would now be:
AUTOTEXTLIST "List of salutations" \s Salutation
When you rest your mouse pointer on the field and ScreenTips are on, a tip tells
you how to display the list of AutoText entries.
Delete an AutoText entry
After you delete an AutoText entry, the only way to restore it is to create the
entry again. You cannot undo the deletion of an AutoText entry.
1. On the Insert menu, point to AutoText, and then click AutoText.
2. In the Enter AutoText entries here list, click the name of the AutoText
entry you want to delete.
3. Click Delete.
Copy AutoText entries to another template
Security Because AutoText entries are stored in files, do not use AutoText
entries to store sensitive data in files that you distribute.
1. On the Tools menu, click Templates and Add-Ins.
2. Click Organizer, and then click the AutoText tab.
3. To copy items to or from a different template, click Close File to close
the active document and its attached template or to close the Normal
template. Then click Open File, and open the template you want.
4. Click the items you want to copy in either list, and then click Copy.
Autocorrect Function
About automatic corrections
To automatically detect and correct typos, misspelled words, and incorrect
capitalization, you can use AutoCorrect.
For example, if you type teh plus a space, then AutoCorrect replaces what you
have typed with "the." Or if you type This is theh ouse plus a space,
AutoCorrect replaces what you have typed with "This is the house."
You can also use AutoCorrect to quickly insert symbols that are included in the
built-in list of AutoCorrect entries. For example, type (c) to insert ©.
If the list of built-in entries doesn't contain the corrections that you want, you
can add entries.
Create or change automatic corrections
Some of the content in this topic may not be applicable to some languages.
Do one of the following:
Add an entry to the list of automatic corrections
1. On the Tools menu, click AutoCorrect Options.
2. In the Replace box, type a word or phrase that you often mistype or
misspell — for example, type usualy.
3. In the With box, type the correct spelling of the word — for example,
type usually.
4. Click Add.
Add an entry during a spelling check
1. Right-click a word with a wavy red underline.
2. Point to AutoCorrect on the shortcut menu, and then click the correction
you want.
If Microsoft Word doesn't provide a list of corrections for a misspelled or
mistyped word, AutoCorrect won't appear on the shortcut menu.
Note If wavy red underlines do not appear under misspelled or mistyped words,
click Options on the Tools menu, and then click the Spelling & Grammar tab.
Select the Check spelling as you type check box.
Change the contents of an entry
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On the Tools menu, click AutoCorrect Options.
Click the entry in the list under the With box.
Type the new entry in the With box.
Click Replace.
Note If you want to change an AutoCorrect entry that contains a long passage
of text, a graphic, or its original formatting, first insert the entry in a document.
Then make the changes you want, select the revised entry, and click
AutoCorrect Options on the Tools menu. Type the AutoCorrect entry name in
the Replace box, and then click Replace.
Rename an entry
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On the Tools menu, click AutoCorrect Options.
In the list under the Replace box, click the entry.
Click Delete.
Type a new name in the Replace box.
Click Add.
Create a document template
2. On the File menu, click Save As.
3. In the Save as type box, click Document Template. This file type will
already be selected if you are saving a file that you created as a template.
The default folder is the Templates folder in the Save in box. To save
the template so that it will appear on a tab other than General, switch to
the corresponding subfolder or create a new subfolder within the
Templates folder.
4. In the File name box, type a name for the new template, and then click
Save.
5. In the new template, add the text and graphics you want to appear in all
new documents that you base on the template, and delete any items you
don't want to appear.
6. Make the changes you want to the margin settings, page size and
orientation, styles, and other formats.
7. On the Standard, click Save
, and then click Close on the File menu.
To open a template for the basis of a new document