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#1
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simple word question
i am new to word, and am trying to figure out how to repeat, say, a company
name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. |
#2
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Dear Rvance,
Based on information provided from Microsoft Office Online help, To store and quickly insert text, graphics, and other items that you use frequently, you can use AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.). Microsoft Word comes with a number of built-in AutoText entries, such as salutations and closings for letters, and you can create your own AutoText entries. For example, if you use the same lengthy disclaimer in each monthly report and don't want to retype it every month, you can create an AutoText entry for the disclaimer. Inserting AutoText entries You can use the AutoComplete feature to insert an AutoText entry. When you type the first few characters of an entry's name in your document, Word displays a ScreenTip (ScreenTips: Notes that appear on the screen to provide information about a toolbar button, tracked change, or comment, or to display a footnote or endnote. ScreenTips also display the text that will appear if you choose to insert a date or AutoText entry.), at which point you can insert or ignore the entry. If you send e-mail messages using Microsoft Outlook and use Word as your default e-mail editor, you can insert the name of individuals you've recently sent e-mail messages to by typing the first few characters of their name in your document. You can also insert an AutoText entry by selecting it from a list of entries on the AutoText toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), from the AutoText menu (click AutoText on the Insert menu), or by using the AutoText tab in the AutoCorrect dialog box (click AutoText on the Insert menu, and then click AutoText). Entries are divided by categories such as Closing or Salutation on both the AutoText toolbar and the AutoText menu. The entries you create will usually appear in the Normal category. When you create an AutoText entry, it's automatically linked to the paragraph style (paragraph style: A combination of character- and paragraph-formatting characteristics that are named and stored as a set. You can select a paragraph and use the style to apply all of the formatting characteristics to the paragraph at one time.) of the text or graphic you used to create the entry. The style is what Word uses to determine which category the new entry appears in. For example, if your report's disclaimer has the Normal style, Word links the AutoText entry to the Normal style and it appears in the Normal category. "rvance" wrote: i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. |
#3
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See http://gregmaxey.mvps.org/Repeating_Data.htm
-- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "rvance" wrote in message ... i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. |
#4
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While useful, this is not the information the OP requested.
-- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "LInniger [MSFT]" Lisa Inniger wrote in message ... Dear Rvance, Based on information provided from Microsoft Office Online help, To store and quickly insert text, graphics, and other items that you use frequently, you can use AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.). Microsoft Word comes with a number of built-in AutoText entries, such as salutations and closings for letters, and you can create your own AutoText entries. For example, if you use the same lengthy disclaimer in each monthly report and don't want to retype it every month, you can create an AutoText entry for the disclaimer. Inserting AutoText entries You can use the AutoComplete feature to insert an AutoText entry. When you type the first few characters of an entry's name in your document, Word displays a ScreenTip (ScreenTips: Notes that appear on the screen to provide information about a toolbar button, tracked change, or comment, or to display a footnote or endnote. ScreenTips also display the text that will appear if you choose to insert a date or AutoText entry.), at which point you can insert or ignore the entry. If you send e-mail messages using Microsoft Outlook and use Word as your default e-mail editor, you can insert the name of individuals you've recently sent e-mail messages to by typing the first few characters of their name in your document. You can also insert an AutoText entry by selecting it from a list of entries on the AutoText toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), from the AutoText menu (click AutoText on the Insert menu), or by using the AutoText tab in the AutoCorrect dialog box (click AutoText on the Insert menu, and then click AutoText). Entries are divided by categories such as Closing or Salutation on both the AutoText toolbar and the AutoText menu. The entries you create will usually appear in the Normal category. When you create an AutoText entry, it's automatically linked to the paragraph style (paragraph style: A combination of character- and paragraph-formatting characteristics that are named and stored as a set. You can select a paragraph and use the style to apply all of the formatting characteristics to the paragraph at one time.) of the text or graphic you used to create the entry. The style is what Word uses to determine which category the new entry appears in. For example, if your report's disclaimer has the Normal style, Word links the AutoText entry to the Normal style and it appears in the Normal category. "rvance" wrote: i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. |
#5
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Do you mean like search and replace?
Go to EDIT, select REPLACE. Fill in FIND WHAT with (for example) "FEF" and REPLACE with "Fred E. Flintstone". Then tell it to either FIND or REPLACE. Or, you could also go to Tools and select Macro. I usually use macros for longer pieces of text/formatted text while I use Find and Replace for small and simple replacements, such as using initials or abbreviations when typing a document, and then later doing Find and Replace when finalizing it. Good luck, CathyJ -----Original Message----- i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. . |
#6
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Cathy, if you are using abbreviations that you replace later using Find and
Replace, it would probably be more efficient for you to set up your own AutoCorrect entries. See here for a full explanation of what I mean: http://word.mvps.org/faqs/customization/AutoCorrect.htm The original poster did not mean like find and replace, though. He meant something more like AutoFill--a form requires you to type your name 6 times, you type it once, it automatically fills in the other 5 times. On 1/30/05 6:46 PM, "CathyJ" wrote: Do you mean like search and replace? Go to EDIT, select REPLACE. Fill in FIND WHAT with (for example) "FEF" and REPLACE with "Fred E. Flintstone". Then tell it to either FIND or REPLACE. Or, you could also go to Tools and select Macro. I usually use macros for longer pieces of text/formatted text while I use Find and Replace for small and simple replacements, such as using initials or abbreviations when typing a document, and then later doing Find and Replace when finalizing it. Good luck, CathyJ -----Original Message----- i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. . |
#7
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Yes Daiya, exactly. And thank you. Kind of like a spreadsheet. You can
have any number of cells in a spreadsheet equal another cell. Change the original cell, and all the others will change as well. However, the article you linked to still leaves me a little puzzled. "Daiya Mitchell" wrote: Cathy, if you are using abbreviations that you replace later using Find and Replace, it would probably be more efficient for you to set up your own AutoCorrect entries. See here for a full explanation of what I mean: http://word.mvps.org/faqs/customization/AutoCorrect.htm The original poster did not mean like find and replace, though. He meant something more like AutoFill--a form requires you to type your name 6 times, you type it once, it automatically fills in the other 5 times. On 1/30/05 6:46 PM, "CathyJ" wrote: Do you mean like search and replace? Go to EDIT, select REPLACE. Fill in FIND WHAT with (for example) "FEF" and REPLACE with "Fred E. Flintstone". Then tell it to either FIND or REPLACE. Or, you could also go to Tools and select Macro. I usually use macros for longer pieces of text/formatted text while I use Find and Replace for small and simple replacements, such as using initials or abbreviations when typing a document, and then later doing Find and Replace when finalizing it. Good luck, CathyJ -----Original Message----- i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. . |
#8
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Thank you Suzanne. It appears this article offers a few different ways to
accomplish my goal. "Suzanne S. Barnhill" wrote: See http://gregmaxey.mvps.org/Repeating_Data.htm -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "rvance" wrote in message ... i am new to word, and am trying to figure out how to repeat, say, a company name automatically throughout a document. the company name appears at the top of the document, then appears several more times in the document. i know i could keep copying and pasting, but i thot for certain word would have a way to "hard code" the areas where i need the text from above to keep appearing.... after several hours of searching, im still stuck. |
#9
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Yes Daiya, exactly. And thank you. Kind of like a spreadsheet. You can
have any number of cells in a spreadsheet equal another cell. Change the original cell, and all the others will change as well. However, the article you linked to still leaves me a little puzzled. Because it wasn't for your question, it was for Cathy, as it's a more efficient way of doing what she described as: I use Find and Replace for small and simple replacements, such as using initials or abbreviations when typing a document, and then later doing Find and Replace when finalizing it. Knowing Suzanne had already answered your question, I was just trying to correct Cathy's misconception. DM "Daiya Mitchell" wrote: Cathy, if you are using abbreviations that you replace later using Find and Replace, it would probably be more efficient for you to set up your own AutoCorrect entries. See here for a full explanation of what I mean: http://word.mvps.org/faqs/customization/AutoCorrect.htm The original poster did not mean like find and replace, though. He meant something more like AutoFill--a form requires you to type your name 6 times, you type it once, it automatically fills in the other 5 times. |
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