Store Common Addresses in AutoText Entries

If you write lots of letters, you'll appreciate this one. Store your common address—the ones to whom you write letters the most—in AutoText entries. In this way, you can input just the first (or last) name of the person you need, press F3, and have the address inserted at the top of your letterhead—sure beats typing it out all the time.

To define an address as an AutoText entry, follow these steps if you are using a version of Word prior to Word 2007:

1. Select the paragraphs containing the address.
2. Choose AutoText from the Insert menu, and then New from the resulting submenu. Word displays the Create AutoText dialog box. (Click here to see a related figure.)
3. Enter the name you want assigned to the address. For instance, use the last name of the person or the person's title. (The trick is to use something you will easily remember later.)
4. Click on OK.

AutoText still exists in Word 2007, but it has been absorbed into the new concept called Quick Parts. You can add an address as a traditional AutoText entry by following these steps:

1. Select the paragraphs containing the address.
2. Press Alt+F3. Word displays the Create New Building Block dialog box. (Click here to see a related figure.)
3. Replace the contents of the Name field with the name you want assigned to the address. For instance, use the last name of the person or the person's title.
4. Use the Gallery drop-down list to choose AutoText.
5. Click on OK.