Let Word 2003/2002 AutoText speed up your e-mail responses

If you find yourself copying the same paragraphs into your e-mail responses -- for example, the same words to send out responses to confirm a customer's appointment -- you don't have to compose each e-mail reply individually or copy and paste text from a previous e-mail. Here's how to create an AutoText button in Word that will insert the text you need into your e-mail message automatically -- all you need do is customize it and send. Follow these steps:

  1. Open the last e-mail you sent confirming a customer appointment.
  2. Select and copy the text that you would like to use in subsequent e-mails.
  3. Open a blank document in Word.
  4. Paste the text you copied to the Word document.
  5. Select the text you copied.
  6. Go to Insert | AutoText, then click New.
  7. Click in the Please Name Your Autotext Entry text box and enter Appointment Confirmation. Click OK.
  8. Go to Tools | Customize.
  9. Click the Toolbars tab and then click the New button.
  10. In the Toolbar Name text box, type Client E-mails and then click OK.
  11. In the Customize dialog box, click the Commands tab.
  12. Scroll through the Categories list, then click New Menu.
  13. Scroll through the Commands list and click and drag New Menu onto the Client E-mails toolbar.
  14. Right-click New Menu in the Client E-mails toolbar.
  15. Click in the Name area and type E-mail AutoText.
  16. In the Customize dialog box, in the Categories list, click AutoText.
  17. Click in the Commands list and click and drag the Appointment Confirmation entry onto the E-mail AutoText menu.
  18. Close the dialog box.

To include the text in your message, rather than send it as an attachment, change Word Options as follows:

  1. Go to Tools | Options.
  2. On the General tab, clear the Mail As Attachment check box.

Now, to create your confirmation e-mail, follow these steps:

  1. Open a new Word document.
  2. Click the Appointment Confirmation menu in the Client E-mails toolbar.
  3. Make any other changes to the document.
  4. Go to File | Send To: Mail Recipient.
  5. A new e-mail window will open with the text of your document in the message. Fill out the rest of the e-mail, then click Send.

Miss a Word tip?

Check out the Microsoft Word archive, and catch up on other Word tips.

Help users increase productivity by automatically signing up for TechRepublic's free Microsoft Office Suite newsletter, featuring Word, Excel, and Access tips, delivered each Wednesday.


What about Office 2007? Quick parts has taken the place of autotext (I am getting used to it), but I can't use QuickParts in a message.


I just copy (or type) whatever text I need in a macro in WORD and I can use that for my emails as well. I don't know how 2007 is set-up for working with macros but earlier versions work just fine. Once you have one macro created, copying and pasting to create variations is a snap. If you prefer you can (of course) set up your own button on the toolbar that will contain these macros for email (or letter) use.


This is helpful, but it's 4 different processes (create AutoText, customize toolbars, e-mail option, creating message) and too complicated for many users. Most important are AutoText and e-mail option. To create an AUTOTEXT just select the words and press Alt+F3 (default entry can be changed).

Editor's Picks