Use A Code Word To Instantly Generate A Word, Sentence, Paragraph, Graphic Or Table


Q. Each month I create a table that shows our monthly sales figures. Except for the dollar amounts, the table format is unchanged from month to month. Is there an easy way to duplicate it?

A. You can make a template of the box. To do that, click on File , Save As , give it a name and save it as a Document Template (*.dot) .

Then, the next time you want to access the box, click on File , New , and your list of templates will be displayed. Click on it, and presto, your box appears ready to be filled in.

Another way is to use the AutoText feature of Word: It’s a powerful tool. As the name implies, AutoText automatically reproduces any saved text, but it also will do the same for graphics and tables. The reproduction is evoked by the use of a code word you create.

To illustrate, begin by preparing your table.

Month January February March April
Sales        

Now highlight the table and click on Insert , AutoText and New , which generates the screen at left.

AutoText suggests a code name, but you can override it with a word of your choice. Let’s use sales and click on OK . Now, every time you type the word sales , you will be alerted with this pop-up message on the screen:

If you press Enter, the table will appear. But, if you just keep typing, the message will disappear and the table won’t come up.

You can leave the AutoText entry in your memory for future use or easily erase it by returning to Insert , AutoText , clicking on AutoText again, highlighting the code word sales and clicking on Delete . Likewise, you can leave your entry in AutoText for as long as you like.

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