Hi,
I could not resist sharing this very well written tutorial. Try it out and see
what you think!
All the best,
Cearbhall
m +353 (0)833323487 Ph: _353 (0)1-2864623 e: cearbhall.omeadhra@xxxxxxx
From: office-accessibility@xxxxxxxxx <office-accessibility@xxxxxxxxx> On Behalf
Of David Kingsbury
Sent: Thursday, February 10, 2022 5:46 PM
To: office-accessibility@xxxxxxxxx
Subject: Re: [office-accessibility] Creating Templates In Microsoft Outlook 365
Hi Steven and others,
The quickest and easiest way to do this is to use the Autotext feature. It is
available in Outlook and Word. It is one of my favorite Office features and
takes about 2 minutes to master. Hereâs an excerpt from my soon to appear new
book.
10.3.3 AutoText in Word and Outlook
Among other things, this is a handy tool for quickly inserting text that you
otherwise type repetitively. Think of how many times during the day you might
type a salutation to a co-worker or friend, or sign-off at the end of an email
message. On any given day, I write several messages beginning with âHi allâ
followed by a comma. And at the end I sign off with âThanksâ or âBest
regardsâ followed by a comma, and my first name on the next line. Rather than
type these over and over again, you can speed all this up by using the AutoText
tool in Word and Outlook. You will need to define a piece of AutoText
separately in each of these two applications. I will use Outlook as an example
to add âHi all commaâ to AutoText. Note that I wrote out the word
âcommaâ just now so it is clear here in the text, but you will actually
type the comma symbol immediately after the text, exactly as you would in an
email message. Steps are:
1. In Outlook, press Control N to start a new message and Tab to the body
of the message.
2. Type in âHi all commaâ as you normally would.
3. Select this text.
4. Press Alt F3 which lands you in the Create new building block edit field.
5. Type in a letter or small number of letters that you can easily
remember, for example, just a lower case h, and press Enter. This is not
case-sensitive, so just stick with lower-case letters. Your AutoText and its
corresponding keystroke, or keystrokes, are now defined.
From now on, when you want to insert this text in the body of an email, type h
immediately followed by F3, and the text will appear.
There is no character limit on the amount of text you can select for Autotext.
For example, you might use Autotext for quickly inserting the Zoom link for a
recurring meeting, the agenda for a weekly office meeting, your email
signature, or the boilerplate text for a newsletter. The only limiting factor
is your ability to remember the keys you assign to your Autotext entries.
Steps are exactly the same for creating AutoText entries in Word.
It is easy to replace an Autotext entry with something else. For example,
letâs say that in Outlook, I want to redefine my h entry of âHi all
commaâ as âHello all comma.â Repeat steps one through four above, but
this time in step two, typing in and selecting the text âHello all comma.â
When you press Alt F3 to get into the Create new building block edit field,
type in h, and then Enter, you will be asked âdo you want to replace the
building block entry?â Press the Spacebar to confirm.
If you later decide to delete an AutoText entry, or you just want to see the
list of AutoText entries you have created in either Word or Outlook, they are
found in the Quick parts gallery in the Insert tab of the ribbon. For Outlook,
you must first be in the body of an email message you are currently preparing.
Only then can you access the Quick parts submenu. Again, I will use Outlook as
an example.
1. In Outlook, press Control N to start a new message and Tab to the body
of the message.
2. Press Alt, Right arrow once to the Insert tab, Tab to the Quick parts
submenu and press Enter (shortcut is Alt N Q).
3. Press Enter on the AutoText submenu. This opens the list of your
AutoText entries, listing the keystrokes you have created.
4. Down arrow to the entry you want to delete.
5. Press the Applications key, Down arrow to Organize and delete, and press
Enter.
6. Tab to the Delete button and press Enter.
When I first discovered this tool, I went nuts creating scores of AutoText
entries for everything from the name of my state blindness agency and
workplace, to my bank account routing number and checking account numbers, to
the titles and web addresses of previous books I have written. But over time, I
have dropped most of these from my daily habits and come to use AutoText most
frequently for email salutations and sign-offs. In any event, use AutoText for
whatever segments of text work best for you.
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