Legal Office Guru header image

Legal Office Guru

≡ Menu

Formatting Autocorrect Entries

woman holding question mark

Unless otherwise noted, all instructions and screenshots are from Microsoft Office for Windows.

Have I told you lately how much I appreciate you, reader? Seriously, if it wasn’t for all of you, I wouldn’t find out about all sorts of things in Microsoft Office.

Case in point: a reader contacted me a few weeks ago and asked me this:

We recently upgraded from Word 2007 to 2013. In 2007 I had set up an auto correct for the term Id. In 2013 I can’t get the AutoCorrect to underline the term. Any ideas?Sharon

Frankly, I never knew you could format AutoCorrect entries. So I took to the interwebs to investigate.

Sure enough, it’s possible to teach AutoCorrect to correct both the spelling and formatting of an entry. But there’s a trick to it.

Normally, you’d enter anAutoCorrect entry by going to the File tab and clicking Options (for those using Word 2007, substitute “Office Button” for File tab), the Proofing, the AutoCorrect Options:

formatted-autocorrect-file-options

If you want to insert a formatted entry, though, you’ll need to start by typing and formatting your AutoCorrect entry first:

formatted-autocorrect-select-text

Note: be careful NOT to select the “end of paragraph” symbol at the end of the text. You can’t see it above, but if you see that blue highlight extend out over what looks like an empty space, you’ve accidentally included it. My advice is to highlight the text using your keyboard. Place your cursor before the first character, press and hold the Space Bar, then press the right arrow key until the entire word/phrase is highlighted. That way, you have some tight control over exactly how many characters are selected.

Then go to File ¦ Options ¦ Proofing ¦AutoCorrect Options (see first screenshot above) and you’ll get this dialog box:

formatted-autocorrect-dialog

The text you previously selected will appear automatically in the “With” field on the right. Make sure that the “Formatted text” button (see highlight above) is selected. Then, type the text that you want AutoCorrected into the “Replace” field. For example, this reader wanted Word to AutoCorrect whenever she typed the word “id.” and make it into “Id.” So “id.” goes into the “Replace” field and “Id.” will be in the “With” field. Make sense?

Once you’ve done all that, click Add, then OK at the bottom.

The abbreviation for ibid is a great choice for this type of AutoCorrect. And now, thanks to this reader, I can install this AutoCorrect entry on my own computer and save myself a bit of fiddly typing.

Hat tip: http://wordribbon.tips.net/T006097_Cant_Save_Formatted_AutoCorrect_Entries.html

by Deborah Savadra

I spend an inordinate amount of my time playing with computers and attempting to explain technology to lawyers and law office staff. It's not always easy, but someone's got to do it.

WOW – You read that whole post!

Want more Legal Office Guru goodness? Give me your email and I’ll send you
my top tips & tricks for Microsoft Office
PLUS my 22-page illustrated Fast Formatting Fixes report!

Your email and other personal information will never be sold or given to any third party.