(Word)自 1980 年代初微软(Microsoft)首次发布Microsoft Word for MS-DOS以来,(MS-DOS)文字处理器已经取得了长足的进步。它的开创性特点是它被设计为与鼠标一起使用。今天的Microsoft Word版本包含了用户当时甚至无法想象的功能,包括使用 Microsoft Word 的自动图文集(AutoText)功能以更快地创建内容并减少错误。
如果您经常使用 Word,则可能存在您经常使用的短语、文本块或图形。Word 的自动更正(AutoCorrect)和自动图文集(AutoText)功能可帮助您快速插入这些重复条目,从而节省您的时间。示例可能是在信函末尾添加您的签名,或将样板语言插入合同或提案请求等文档中。
自动更正(Difference Between AutoCorrect)和自动图文集(AutoText)的区别
在Microsoft Word中,自动更正(AutoCorrect)允许您创建可重复使用的文本片段 — 最多 255 个字符。然后,您不仅可以在Word中使用这些片段,还可以在(Word)Outlook和PowerPoint等所有Office应用程序中使用这些片段。
(AutoText)另一方面,自动图文集更加健壮。它用于控制更大的文本块。您创建的自动图文集(AutoText)条目与您的Word模板一起保存,并且在您使用的其他Office应用程序中(Office)不可(not)用。自动更正(AutoCorrect)和自动图文集在(AutoText)Microsoft Word的桌面和在线版本中都可用。
如何创建和使用自动更正
要配置和使用自动更正(AutoCorrect)条目,请打开包含要转换为可重复使用片段的文本的文档。在下面的示例中,我们将自动更正配置为在键入(AutoCorrect)-123时插入一小段文本。
- 通过键入一系列短字符,最多可选择 255 个要重复使用的文本字符。
- 转到文件(File )>选项(Options )>校对(Proofing ),然后选择自动更正选项(AutoCorrect Options)按钮。
- 确保选中“键入时替换文本”(Replace text as you type)复选框。
- 接下来,在“替换(Replace)”部分中,键入要替换为在步骤 1(Step 1)中选择的文本块的字符。在这种情况下,我们使用字符-123。您在步骤 1(Step 1)中选择的文本将出现在With下。
- 最后,选择Add,然后选择OK,然后再次选择OK。
使用自动更正条目
现在,要使用按照上述步骤创建的自动更正(AutoCorrect)条目,只需在Word文档中键入(Word)-123,这些字符将替换为您在步骤 1(Step 1)中选择的文本块。
如何创建和使用自动图文集
如果要自动插入长度超过 255 个字符或包含图像的文本块,请使用 AutoText 而不是AutoCorrect。
创建新的自动图文集条目
再次(Again),首先打开一个文档,其中包含您想要制作成可重复使用的片段的文本。
- 选择要转换为自动图文集条目的文本块,包括图像。
- 按Alt + F3。这将启动一个Create New Building Block对话框,您将在其中有几个选项。
- 填写(Fill)信息,确保包含唯一的名称和描述。
- 选择确定(OK)。
使用Microsoft Word 自动图文集条目(Microsoft Word AutoText Entry)
现在,要使用您刚刚创建的自动图文集(AutoText)条目,请按照下列步骤操作。
- 选择工具栏上的插入选项卡。(Insert)
- 选择Quick Parts,然后选择AutoText。
- 选择您想要的自动图文集(AutoText)条目,它将被插入到您的Word文档中。
通过自动更正使用自动文本条目(AutoCorrect)
或者,您可以通过键入条目的名称来插入您创建的自动图文集(AutoText)条目。此方法本质上是使用自动更正(AutoCorrect)功能。例如,使用上面的自动图文集(AutoText)条目,您可以开始键入“利用(Leverage)敏捷框架”,您会看到一个工具提示出现,上面写着“(按 ENTER(Press ENTER)插入)”。
当您按下Enter时,完整的自动图文集(AutoText)块将被插入到您的文档中。
如果您没有看到“(按 ENTER(Press ENTER)插入)”工具提示,则需要启用Show AutoComplete Suggestions。您可以通过转到File > Options > Advanced并选中(Advanced )Show AutoComplete Suggestions旁边的框来做到这一点。
向快速访问工具栏添加自动图文集条目(Quick Access Toolbar)
如果您想减少插入Microsoft Word AutoText必须执行的操作数量,您可以将条目添加到快速访问(Quick Access)工具栏。
- 选择快速访问工具栏(Quick Access toolbar)下拉箭头并选择更多命令(More Commands)。
- 在从(Choose commands from )下拉框中选择命令中,选择所有命令(All Commands)。
- 在左侧列表中找到自动图文集,然后选择(AutoText)添加(Add )按钮将其添加到右侧列表中。
- 选择确定(OK)。
- 现在您将看到一个自动图文集(AutoText)按钮已添加到快速访问工具栏(Quick Access Toolbar)。
- 要插入自动图文集(AutoText)条目,请选择自动图文集(AutoText)按钮,然后选择要插入到文档中的自动图文集条目。(AutoText)
通过(Via)快捷方式(Shortcut)使用自动图文集条目
插入自动图文集(AutoText)条目的另一种方法是创建键盘快捷键。
- 右键单击(Right-click)工具栏功能区上的任意位置,然后选择自定义功能区...(Customize the Ribbon…)
- 选择对话框底部的自定义按钮。(Customize )
- 在左侧的类别列表中,选择(Categories)Building Blocks。
- 在右侧的Building Blocks列表中,选择要为其创建键盘快捷键的 Building Block。
- 将光标放在按新快捷键(Press new shortcut key)字段中,然后键入要使用的键盘快捷键。在下面的示例中,我们使用Alt + Ctrl + Shift + L作为键盘快捷键。
- 选择分配(Assign)按钮。
- 选择关闭(Close ),然后选择确定(OK)。
- 现在,当您返回Word文档时,您可以使用刚刚创建的键盘快捷键插入自动图文集(AutoText)条目。
(Be Smarter)用你学到的技巧变得(Tricks)更(Faster)聪明更快
即使你不是一个真正注重细节的人,上面的提示也会让你看起来像!如果您利用这些功能,您将在撰写Word文档时节省时间并减少错误。如果您愿意,可以更进一步,在 Word中为您重复执行的任何一系列操作创建一些宏。(create some macros in Word)
How to Create and Use AutoText in Microsoft Word
Wоrd proсessors have come a long way since the early 1980s when Microsoft first released Microsoft Word for MS-DOS. Іts groundbreaking feature was that it was designed to be uѕed with a mouse. Today’s versionѕ of Microsoft Word include features users couldn’t even imagine back then, including using Microsoft Word’s AutoText capability in order to create content faster and with fewer mistakes.
If you use Word a lot, chances are there are phrases, blocks of text, or graphics that you use frequently. Word’s AutoCorrect and AutoText features are made to help you insert those repetitive entries quickly, saving you time. Examples might be adding your signature at the end of a letter or inserting boilerplate language into documents like contracts or requests for proposals.
The Difference Between AutoCorrect and AutoText
In Microsoft Word, AutoCorrect allows you to create reusable text snippets—up to 255 characters. Those snippets are then available to you not only in Word but in all your Office apps like Outlook and PowerPoint, too.
AutoText, on the other hand, is much more robust. It’s made to control much larger blocks of text. AutoText entries that you create are saved with your Word template and are not available in the other Office apps you use. Both AutoCorrect and AutoText are available in the desktop and online versions of Microsoft Word.
How to Create and Use AutoCorrect
To configure and use an AutoCorrect entry, open a document with text you want to convert into a reusable snippet. In the example below, we’re configuring AutoCorrect to insert a short block of text when we type -123.
- Select up to 255 characters of text that you want to reuse by typing a short series of characters.
- Go to File > Options > Proofing and select the AutoCorrect Options button.
- Make sure the Replace text as you type checkbox is checked.
- Next, in the Replace section, type the characters you want to be replaced with the block of text you selected in Step 1. In this case, we’re using the characters -123. The text you selected in Step 1 will appear under With.
- Finally, select Add, then OK, and then OK again.
Using an AutoCorrect Entry
Now, to use the AutoCorrect entry you created by following the steps above, just type -123 into your Word document, and those characters will be replaced with the block of text you selected in Step 1.
How to Create and Use AutoText
If you want to automatically insert blocks of text that are longer than 255 characters or that include images, use AutoText instead of AutoCorrect.
Creating a New AutoText Entry
Again, begin by opening a document that has the text you want to make into a reusable snippet.
- Select the block of text, including images, you want to convert into an AutoText entry.
- Press Alt+F3. That will launch a Create New Building Block dialog box where you’ll have a few options.
- Fill out the information, making sure to include a unique name and description.
- Select OK.
Using a Microsoft Word AutoText Entry
Now, to use the AutoText entry you just created, follow these steps.
- Select the Insert tab on the toolbar.
- Select Quick Parts and then AutoText.
- Select the AutoText entry you want, and it will be inserted into your Word document.
Using an AutoText Entry via AutoCorrect
Alternatively, you can insert the AutoText entry you created by typing the name of the entry. This method is essentially using the AutoCorrect functionality. For example, using the AutoText entry above, you could begin to type “Leverage agile frameworks,” and you’ll see a tooltip appear that says, “(Press ENTER to insert).”
When you press Enter, the full AutoText block will be inserted into your document.
If you don’t see the “(Press ENTER to insert)” tooltip, you’ll need to enable Show AutoComplete Suggestions. You can do that by going to File > Options > Advanced and check the box next to Show AutoComplete Suggestions.
Adding an AutoText Entry to the Quick Access Toolbar
If you want to cut down on the number of actions you must take to insert the Microsoft Word AutoText, you can add the entry to the Quick Access toolbar.
- Select the Quick Access toolbar dropdown arrow and select More Commands.
- In the Choose commands from dropdown box, select All Commands.
- Find AutoText in the list on the left, and select the Add button to add it to the list on the right.
- Select OK.
- Now you’ll see that an AutoText button has been added to the Quick Access Toolbar.
- To insert an AutoText entry, select the AutoText button, and then select the AutoText entry you want to insert into your document.
Using an AutoText Entry Via a Shortcut
Another way to insert an AutoText entry is by creating a keyboard shortcut.
- Right-click anywhere on the toolbar ribbon and select Customize the Ribbon…
- Select the Customize button at the bottom of the dialog box.
- In the Categories list on the left, select Building Blocks.
- In the Building Blocks list on the right, select the building block for which you want to create a keyboard shortcut.
- Place your cursor in the Press new shortcut key field and type the keyboard shortcut you want to use. In the example below, we’re using Alt+Ctrl+Shift+L as the keyboard shortcut.
- Select the Assign button.
- Select Close and then OK.
- Now, when you’re back in your Word doc, you can use the keyboard shortcut you just created to insert the AutoText entry.
Be Smarter and Faster with the Tricks You Learned
Even if you’re not truly a detail-oriented person, the tips above will make it seem like you are! You’ll save time and make fewer errors as you compose a Word document if you avail yourself of these features. If you like, take it one step further and create some macros in Word for any series of actions you take repeatedly.