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.

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.

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.

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.

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.
.

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.
.

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.
.

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.

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.