Using AutoText to reduce typing

Using AutoText to reduce typing
14th June 2016  •  No comments yet  •  Posted in RSI

Have you ever found yourself having to type out the same phrase or paragraph over and over again in a Microsoft Word document?  This can be quite damaging on wrists already weakened from RSI.  Here’s one way of possibly reducing the amount of typing you have to do.

You’ve probably heard of AutoCorrect and its various uses but there is a lesser known, arguably more powerful feature called AutoText.  This feature allows you to quickly create and insert ‘entries’ of frequently used text such as addresses, signatures or whole paragraphs into your document.  It can even include images so you don’t have to go through the lengthy process of looking through all of your folders and manually inserting them each time!

Imagine for example that you are writing a formal letter to someone.  You’ve just reached the end of it and now it’s time to finish by adding your signature. Wouldn’t it be so easy if you could just type ‘ysp’ and press F3 to make the whole signature appear?  Well you can with AutoText.

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When used effectively, this feature can be particularly useful to those suffering from or trying to prevent RSI (Repetitive Strain Injury).  The way it does this is by lowering the amount of keys you have to press to get the same result as you would typing out everything fully, thus potentially saving you hours in the long run and reducing stress on the muscles.

For those of you wanting to know how to locate and make the most of this feature in Microsoft Word, simply keep reading!

Microsoft Word 2007/2010/2013/2016

  1.  Enter the text and/or images you would like to add as an AutoText entry.step1
  2. Highlight the text and/or images.step2
  3. Click on the Insert tab, then Quick Parts followed by AutoTextshot-ribbon-autotext
    If you come to find that AutoText isn’t shown in your ribbon, click on File then Options.  After this follow the instructions below to add it.shot-howto-autotext2
  4. Click on Save Selection to AutoText Gallery in order to save this entry.step3
  5. Enter in the name box what you would like to type for the AutoText entry to come up.  You can categorise the entry in order to differentiate from other entries.In this case I want to type ‘ysp’.  As this could be a piece of text you type often, AutoText makes it so that you have to type F3 after whatever you have typed in for it to appear.
  6. Click the OK button for the entry to be saved.step4
  7. Test your entry by typing whatever you named the entry and then pressing F3.In my case I would type ‘ysp’ and then press F3.

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It’s as simple as that!

The thing I love the most about AutoText is that it becomes more useful the more you use it, by constantly adding words and phrases to its list of text to replace.

After using it for a few months, I would definitely recommend it to anyone who wants to save hours of time in the long run by typing efficiently, whilst reducing the chances/effects of RSI in the process.  I hope you enjoyed reading this and can make the most of the great feature that is AutoText.

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