Document these time-saving features by generating a list that you can print and save.
In the article How to document Word keyboard commands, I showed you how to document Word's keyboard commands--both built-in and custom. Using keyboard commands is a great time-saving feature. So are AutoText and AutoCorrect. Both features reduce keystrokes by inserting or converting predefined content.
In addition, they allow for multiple entries, so documenting them is a good idea. A list will come in handy when you can't remember one. It's also a great reference when you're thinking about adding new ones--you can quickly review what already exists.
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In this article, I'll show you how to document these AutoText and AutoCorrect entries by generating a list that you can print and/or save. I'll assume you know how to use these features, but if you don't, please read the following articles:
I'm using Office 365 Word (desktop), but you can use earlier versions. You can create the AutoCorrect macro yourself or download the .cls file that contains it. If you opt to do it yourself, don't paste the code from this web site; the Visual Basic Editor (VBE) will complain about phantom characters. The browser doesn't support the print settings or the macro discussed in this article.
Print AutoText entries
AutoText is a favorite with most users. For instance, you might create an AutoText entry for a logo, a form letter, paragraphs you use over and over, and so on. Then, insert the AutoText entry instead of manually entering the content--you will save a lot of time.
As you can imagine, you might end up with a lot of entries. If so, documenting is a good idea. You can send the list directly to the printer or save it to a pdf file. To generate a list of AutoText entries, do the following:
- Open the template that contains the key assignments you want to print--for most of us, that's probably Word's Normal template. If that's the case, simply open a blank document.
- Click the File tab and then click Print in the left pane.
- From the Settings dropdown, scroll down and choose AutoText Entries (Figure A).
- Choose a printer or Microsoft Print to PDF from the Printer dropdown, and then click Print.
You can save the pdf file, but you have to remember to update it as you add new entries.
Print AutoCorrect entries
AutoCorrect performs similarly to AutoText because it automates content entry. For instance, I might create an entry that converts ssh to Susan Sales Harkins. Using this feature lets you save a few keystrokes and more; you can save formatting, and you avoid typos often introduced when typing the content yourself.
Unlike commands and AutoText, there's no built-in setting (that I know of) for printing AutoCorrect entries, but you can use the macro in Listing A.
'Generate a list of AutoCorrectEntries (choose a blank document).
For Each ACE In Application.AutoCorrect.Entries
Selection.TypeText ACE.Name & vbTab & ACE.Value & vbCr
To use the macro, launch the VBE by pressing Alt+F11. In the Project Explorer (to the left) locate Normal. Open ThisDocument, enter the code and click Save. Return to Word, open a blank document from the Developer tab as follows:
- Click the Developer tab.
- In the Code group, click Macros.
- In the resulting dialog, choose PrintAutoCorrectEntries (Figure B) from the Macro name list and click Run.
The macro will list each AutoCorrect entry in the blank document. You can save and print.
To learn how to add a macro to the Quick Access Toolbar or the ribbon, SEE: How to add Office macros to the QAT toolbar for quick access.
Enable the Developer tab
If the Developer tab isn't visible, you must enable it as follows:
- Click the File tab, click Options in the left pane, and then select Customize Ribbon.
- In the list to the right, select Main Tabs from the Customize the Ribbon dropdown and then check Developer.
Once the Developer tab is visible, you can run the macro as instructed above.
Keyboard commands and AutoText and AutoCorrect entries make short work of content you reuse. Having a list will come in handy.
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