autotext and templates

[Tomvanderwel]

Hello,

I understand that the autotext feature from the previous versions has
been modified. Thnaks to this newsgroup i figured out (more or less)
how it functions.

But what do I have to do with large quantities of autotext? Can i
still organize them by template or can they only be stored in the
normal.dotX or de buildingblocks?



Thanks


Tom

 

[Stefan Blom]

As far as I know, there is no longer an easy way to *copy* AutoText entries
between templates, if that's what you are asking. The Organizer dialog box
only lists macros and styles in Word 2007.

However, to change where a specific AutoText entry is stored, you can use
the Insert tab | Quick Parts | Building Blocks Organizer dialog box. Click
Edit Properties, and choose a new "Save in" location.

 

[tom forel]

As far as I know, there is no longer an easy way to *copy* AutoText entries
between templates, if that's what you are asking. The Organizer dialog box
only lists macros and styles in Word 2007.

However, to change where a specific AutoText entry is stored, you can use
the Insert tab | Quick Parts | Building Blocks Organizer dialog box. Click
Edit Properties, and choose a new "Save in" location.

--
Stefan Blom
Microsoft Word MVP








- Tekst uit oorspronkelijk bericht weergeven -

Thanks for your reaction.
If i understood correctly the management of autotext mus be done in
only one gallery of the building blocks even if you have 350
fragments....


Thanks
Tom

 

[Jay Freedman]

If you have one or more existing Word 2003 templates that contain AutoText
entries, you can store those templates in the folder
%appdata%\Microsoft\Document Building Blocks. Word will load their entries
in addition to anything that's in Normal.dotm and Building Blocks.dotx.
Before you place the templates there, it's a good idea to remove any macros
they contain.

If you take that path, and if you still have a copy of Word 2003 or earlier,
you can use the AutoTextDumper and AutoTextLoader templates from
http://jay-freedman.info to manipulate large sets of AutoText.
Unfortunately, I haven't yet written Word 2007 versions of those utilities,
nor do I know of anyone else who has.

--
Regards,
Jay Freedman
Microsoft Word MVP
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[tom forel]

If you have one or more existing Word 2003 templates that contain AutoText
entries, you can store those templates in the folder
%appdata%\Microsoft\Document Building Blocks. Word will load their entries
in addition to anything that's in Normal.dotm and Building Blocks.dotx.
Before you place the templates there, it's a good idea to remove any macros
they contain.

If you take that path, and if you still have a copy of Word 2003 or earlier,
you can use the AutoTextDumper and AutoTextLoader templates fromhttp://jay-freedman.infoto manipulate large sets of AutoText.
Unfortunately, I haven't yet written Word 2007 versions of those utilities,
nor do I know of anyone else who has.

--
Regards,
Jay Freedman
Microsoft Word MVP        FAQ:http://word.mvps.org
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.







- Tekst uit oorspronkelijk bericht weergeven -

Thanks Jay and Stefan for your answers...I think i am on the right
track now...but this means that all my autotext fragments (350) will
be stored in one template. Even if I have my autotext gallery
installed in the quick access toolbar, it means that is difficult to
find the fragment if i don't know the title (F3). Is there no way to
omit the graphic presentation of the autotext gallery or to collapse
the catgories?
It seems to me that it will be difficult to find the autotext i
want....but maybe I don't see things as I should...


Thanks for your help
You people are doing a great job!


Tom

 

[Bob Buckland ?:-\)]

Hi Tom,

You can sort of tame it

If you place a document or template that contains a Quick Part (autotext) in it in your userid \Document Building Blocks\ folder
those entries will be pulled into the QuickParts Organizer.

If you go to http://officeonline.com/templates and search for say, cover page, each of those downloads will be placed in a separate
template in that \Document Parts\ folder. (i.e. you can have many files in that in that folder, and you can use Locale ID folders
(i.e. 1033 for U.S. English) to have items that are only available for use with specific language formatting.

The 'Gallery' name in the QuickParts Organizer determines where in Word they show up (i.e. if only through the QuickParts gallery or
Organizer by 'just knowing' or in one of Words reserve named galleries that are part of the Ribbons. If you name a gallery with one
of the following that gives you gallery access.


Insert Ribbon
Cover Pages
Themes
Quick Tables
Header
Footer
Page Number
Text Box
Quick Parts
Equation

Page Layout Ribbon
Watermark

References Ribbon
Table of Contents
Bibliography

Quick Access Toolbar
AutoText

Items categorized as being in the 'Autotext' Gallery items do not appear in the Quickparts 'live previews'. Those Autotext entries
in files in the Building Block folder will.

Another method you can use, to pull in Autotext entries (say ones you use only some of the time) is if you have Autotext entries in
Templates and only use them some of the time, you can attach the template as a global template (Alt, T, I) and the entries will show
up in the Quick Parts Organizer. I've used that method to put copies of some of the AutoText entries in to Outlook 2007's
NormalEmail.dotm template.
To preserve the entries in their original template when exiting Word you can say yes to update the template you're adding them to
and 'no' to save the changes to the template they were in before being redefined.

After the first time in a Word session you activate any of the Quick Part galleries you can assign a keyboard shortcut to that entry
in Word 2007.
Office Button=>Word Options=>Customize=>Customize Keyboard=>AutoText

Then there's the simulation of the 'old way'.

If you create a new custom menu or toolbar (not modify a built in one) in an older version of Word and add to that the
Insert=>Autotext feature while in that version, save it, and then Attach that as a global template in Word 2007 (as mentioned) above
Autotext entries that are in either the 'General' category, or are in a category that matches the name of a style in your template
(for example 'Normal'), these will appear in the ribbon via the Add-Ins tab as your
Custom Menu=>AutoText=>Name of Style

If you add to the Quick Access Toolbar the 'AutoText=>' entry you'll get the Word 2007 'live preview' type of gallery for the
General and Style name matched entries.

What Microsoft basically disabled was showing the screentips for AutoText/Quickparts to keep from having most anything you type
making suggestions after awhile

What they could have done was for the 'Replace with Autotext' command you can add to the Quick Access Toolbar to have it be state
sensitive (i.e. only light up if there is a matching Autotext entry that can be inserted), but...

Basically QuickParts/Documentparts/Building Blocks are still the Autotext feature, but rather than the entries only being
categorized by style and showing up in one place, you have more capability for using and distributing them, but don't have the
autocomplete tooltips.

Perhaps Jay will be able to update his AutoText utilities to be able to move contents between the newer compressed document entries
from the
\glossary\document.xml
portion of Word templates/documents
(interesting that the original name for AutoText before it was called that was 'glossary' <g>.

============

Thanks Jay and Stefan for your answers...I think i am on the right
track now...but this means that all my autotext fragments (350) will
be stored in one template. Even if I have my autotext gallery
installed in the quick access toolbar, it means that is difficult to
find the fragment if i don't know the title (F3). Is there no way to
omit the graphic presentation of the autotext gallery or to collapse
the catgories?
It seems to me that it will be difficult to find the autotext i
want....but maybe I don't see things as I should...


Thanks for your help
You people are doing a great job!


Tom>>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[Tony Jollans]

and you can use Locale ID folders

(i.e. 1033 for U.S. English) to have items that are only available for use
with specific language formatting.

Wouldn't that be nice!

Unfortunately the locale-specific folders have nothing to do with language
formatting and, as they stand, are largely a confusion and irrelevance for
most users.

 

[Bob Buckland ?:-\)]

Hi Tony,

I'll certainly agree on the confusing part and if folks only work with 'local' English U.S. files then they'd also likely not use
the Locale choices

'Language formatting' was probably not the best choice I could have chosen for wording (Long Day, but excellent Bourbon <g>), and
the 1033 folder (English U.S.) may not be a good one in this instance as it's a bit of a bother to remove U.S. English from Word
<g>, but the placement of templates within the LCID (Locale) folders can impact which galleries and Autotext/Quickpart templates
load in Word 2007 to allow another option for limiting/accessing specific Building block files.

As a (not real world) example of how the LCID folders impact what loads, but just to illustrate -

With Word 2007 not running:

1. Navigate in Windows Explorer to your UserID based \Document Parts\ folder, (may require a change in Windows Explorer to show
hidden files/folders) such as

C:\Document and Settings\[yourUserID]\Application Data\Microsoft\Document Building Blocks

2. Create a new folder in \Document Building Blocks\
named 6154

(the LCID for Spanish-Panama)

3. Start Word and right away use
Office Button=>Save As=>Word Template
and save the file to the \6154 folder as a .dotx template named
6154-QuickParts.dotx.

4. In the still open file type
SAMPLE for Panama
and apply the highlighter tool to is from the Home Ribbon.

5. Select the item created in step 4 and go to
Insert=>QuickParts
'Save Selection to Quick Part Gallery'
choice.

6. Name the Building Block
~Panama
and choose 6154-QuickParts.dotx for 'Save in'

7. With the text still selected in the document, click delete, then save and close the file and Word.

8. Restart Word and go to
Insert=>Quickparts=>Building Blocks Organizer
and click on the header for the 'Name' column.
The ~Panama entry is likely not there.

9. Close the Organizer and use
Office Button=>Word Options=>Popular=>Language Settings
and in 'Primary editing language' note what is currently selected, now choose 'Spanish(Panama)(limited support)'.

10. Okay the dialog, close and restart Word.

11. In Word under Insert=>QuickParts the Panama entry should now be there, but entries from the \Document Parts\1033\ (English
U.S.) folder would not be other than the templates stored not in the user area, but in Office 2007 Program Files subfolder
\Office12\Document Parts\1033.

12. Reset the Primary editing language to your normal one (step 9) then restart Word.

Document Parts templates in the Program files folders are copied by Word to the user \Document Building Block\ LCID named folders if
the files there are not already there.

==========

and you can use Locale ID folders
(i.e. 1033 for U.S. English) to have items that are only available for use
with specific language formatting.

Wouldn't that be nice!

Unfortunately the locale-specific folders have nothing to do with language formatting and, as they stand, are largely a confusion
and irrelevance for
most users.

--
Enjoy,
Tony>>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[Tony Jollans]

Excellent bourbon is a good excuse for anything <g>

My (somewhat curt - sorry) point was simply that language formatting does
not affect the available BBs - it is, as you say, interface langage that is
significant (I'm sure your example is good although I have only scanned
it) - and few users swap interface language. If I write a document in
Spanish, say, I want to be able to use the Spanish BBs whatever language my
interface is set to.

In earlier versions of Word the built in AutoTexts were text
language-dependent - admittedly no big thing but nonetheless we now have a
different - and IMHO, poorer - underlying behaviour.

--
Enjoy,
Tony

Hi Tony,

I'll certainly agree on the confusing part and if folks only work with
'local' English U.S. files then they'd also likely not use
the Locale choices

'Language formatting' was probably not the best choice I could have chosen
for wording (Long Day, but excellent Bourbon <g>), and
the 1033 folder (English U.S.) may not be a good one in this instance as
it's a bit of a bother to remove U.S. English from Word
<g>, but the placement of templates within the LCID (Locale) folders can
impact which galleries and Autotext/Quickpart templates
load in Word 2007 to allow another option for limiting/accessing specific
Building block files.

As a (not real world) example of how the LCID folders impact what loads,
but just to illustrate -

With Word 2007 not running:

1. Navigate in Windows Explorer to your UserID based \Document Parts\
folder, (may require a change in Windows Explorer to show
hidden files/folders) such as

C:\Document and Settings\[yourUserID]\Application Data\Microsoft\Document
Building Blocks

2. Create a new folder in \Document Building Blocks\
named 6154

(the LCID for Spanish-Panama)

3. Start Word and right away use
Office Button=>Save As=>Word Template
and save the file to the \6154 folder as a .dotx template named
6154-QuickParts.dotx.

4. In the still open file type
SAMPLE for Panama
and apply the highlighter tool to is from the Home Ribbon.

5. Select the item created in step 4 and go to
Insert=>QuickParts
'Save Selection to Quick Part Gallery'
choice.

6. Name the Building Block
~Panama
and choose 6154-QuickParts.dotx for 'Save in'

7. With the text still selected in the document, click delete, then save
and close the file and Word.

8. Restart Word and go to
Insert=>Quickparts=>Building Blocks Organizer
and click on the header for the 'Name' column.
The ~Panama entry is likely not there.

9. Close the Organizer and use
Office Button=>Word Options=>Popular=>Language Settings
and in 'Primary editing language' note what is currently selected, now
choose 'Spanish(Panama)(limited support)'.

10. Okay the dialog, close and restart Word.

11. In Word under Insert=>QuickParts the Panama entry should now be
there, but entries from the \Document Parts\1033\ (English
U.S.) folder would not be other than the templates stored not in the user
area, but in Office 2007 Program Files subfolder
\Office12\Document Parts\1033.

12. Reset the Primary editing language to your normal one (step 9) then
restart Word.

Document Parts templates in the Program files folders are copied by Word
to the user \Document Building Block\ LCID named folders if
the files there are not already there.

==========

and you can use Locale ID folders
(i.e. 1033 for U.S. English) to have items that are only available for
use
with specific language formatting.

Wouldn't that be nice!

Unfortunately the locale-specific folders have nothing to do with language
formatting and, as they stand, are largely a confusion
and irrelevance for
most users.

--
Enjoy,
Tony>>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[Bob Buckland ?:-\)]

Hi Tony,

This is one of those questions where the answer will likely pop into my head right after asking, but <g>, can you elaborate on the
prior version behavior you're referring to were Word's prior Autotext entries textlanguage dependent? Do you mean pre-Word 2000?

The 'grouping' of AutoText entries under style names seems to have been a preliminary step to grouping in Word 2007 Building Block
Category names (which can be used to populate the old dialog by naming with Style names).

===============
<<"Tony Jollans" <My forename at my surname dot com> wrote in message Excellent bourbon is a good excuse for anything <g>

My (somewhat curt - sorry) point was simply that language formatting does
not affect the available BBs - it is, as you say, interface langage that is
significant (I'm sure your example is good although I have only scanned
it) - and few users swap interface language. If I write a document in
Spanish, say, I want to be able to use the Spanish BBs whatever language my
interface is set to.

In earlier versions of Word the built in AutoTexts were text
language-dependent - admittedly no big thing but nonetheless we now have a different - and IMHO, poorer - underlying behaviour.

--
Enjoy,
Tony>>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[Tony Jollans]

Hi Bob,

Open a new blank document in 2003 and click on "All Entries" in the Autotext
toolbar the dropdown (assuming English is your default) will show "Attention
Line", "Closing", etc.

Now change the language to French - for example - (Alt+T,L,L, select
language) - and click again. The dropdown will now show "À l'attention",
"Critère de diffusion", etc.

It wasn't entirely consistent (the dialog still showed English versions) but
it's still something that's now gone.