Word: Quick Typing
Published on 22nd October 2004
This month we are going to look at a quick way of using abbreviations to type phrases you commonly use.
Typing Shortcuts
You can save yourself typing words and phrases you use regularly by taking advantage of Word's AutoCorrect feature.
This is the feature that automatically corrects your spelling mistakes as you are typing. It works by keeping a lookout for common spelling mistakes and knowing what the correction needs to be. For example, if you type thier followed by a space, it will automatically change to their. (We'll deduct points if you didn't spot that thier is incorrect!)
The AutoCorrect feature works because it has a list of mistakes and the corresponding correction. These can be found if you give the command Tools - AutoCorrect (or Tools - AutoCorrect Options). Under Replace text as you type, the bottom half of the dialog box has a list of things that you can type and what they are replaced with. The first few entries are special symbols, but scroll down the list to find all the spelling errors the system is watching for.
The trick is to get this to replace an abbreviation with the full text you want. For example, you can type your initials but get your full name as a result.
To Add an Entry to the Replace Text As You Type List
- Type the text you want as an end result into a Word document.
- Highlight it. Be careful not to include any line or paragraph endings if you don't want them.
- Give the command Tools - Autocorrect (options).
- The highlighted text should be displayed in the With box near the bottom.
- In the Replace box, type the abbreviation you will be able to remember.
- Click the Add button to add the entry to the list.
- Click OK to close the dialog box.
Test it by typing in your abbreviation followed by a space, tab, return, punctuation or other keystroke that indicates you have finished typing a word. It should then be replaced with the full text you want. NB: if your original included a line or paragraph end, the AutoCorrect will always add a new line when inserting the text. If you highlighted just the words you want, you'll be able to continue typing on the same line.