How to document Word AutoText and AutoCorrect entries

Document these time-saving features by generating a list that you can print and save.

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Image: Tonhom27, Getty Images/iStockphoto

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.

SEE: System update policy template download (Tech Pro Research)

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:

  1. 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.
  2. Click the File tab and then click Print in the left pane.
  3. From the Settings dropdown, scroll down and choose AutoText Entries (Figure A).
  4. Choose a printer or Microsoft Print to PDF from the Printer dropdown, and then click Print.

wordautotextautocorrectentriesa.jpg

Figure A: Choose AutoText Entries.

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.

Listing A

Sub PrintAutoCorrectEntries()

'Generate a list of AutoCorrectEntries (choose a blank document).

For Each ACE In Application.AutoCorrect.Entries

Selection.TypeText ACE.Name & vbTab & ACE.Value & vbCr

Next

End Sub

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:

  1. Click the Developer tab.
  2. In the Code group, click Macros.
  3. In the resulting dialog, choose PrintAutoCorrectEntries (Figure B) from the Macro name list and click Run.

wordautotextautocorrectentriesb.jpg

Figure B: Run the macro.

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:

  1. Click the File tab, click Options in the left pane, and then select Customize Ribbon.
  2. 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.

Easy entry

Keyboard commands and AutoText and AutoCorrect entries make short work of content you reuse. Having a list will come in handy.

Send me your question about Office

I answer readers' questions when I can, but there's no guarantee. Don't send files unless requested; initial requests for help that arrive with attached files will be deleted unread. You can send screenshots of your data to help clarify your question. When contacting me, be as specific as possible. For example, "Please troubleshoot my workbook and fix what's wrong" probably won't get a response, but "Can you tell me why this formula isn't returning the expected results?" might. Please mention the app and version that you're using. I'm not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help. You can contact me at susansalesharkins@gmail.com.

See also

  • How to document Word keyboard commands (TechRepublic)
  • How to turn ordinary sparklines into meaningful information with a few simple formats (TechRepublic)
  • Office Q&A: Disappearing macro buttons and mysterious character conversion (TechRepublic)
  • 20 pro tips to make Windows 10 work the way you want (TechRepublic download)
  • Microsoft Office 365 for business: Everything you need to know (ZDNet)
  • The 10 most important iPhone apps of all time (Download.com)
  • It takes work to keep your data private online. These apps can help (CNET)
  • Programming languages and developer career resources coverage (TechRepublic on Flipboard)