invoke autotext with a hyperlink? And other thoughts

[Rob Benz]

I'd like to be able to give sales team members a proposal template that
contains basic proposal text, within which strategically-placed hyperlinks
invoke the autotext list so users could simply click on a hyperlink to view
and choose which autotext item they want to insert in that location
(replacing the hyperlink with the selected autotext). Is there a way to make
a hyperlink that can invoke the autotext function?

Objective: to enable low-tech, semi-computer-literate users to gain all the
benefits of Autotext without having to fuss with Word's ribbon or menus...in
fact, without knowing anything about the ribbon or menus or the Autotext
function. I need to simply enable them to...USE autotext, via the simplest
action possible: clicking on hyperlinks.

At the same time the template has to be EASILY distributable to our user
base of low-tech, reluctant PC users without requiring them to perform
arcane, complicated reconfiguration of their Word preferences and without
scaring them with macro security alerts and hurdles.

Another idea: modify the Autotext function so that you can create all the
autotext you need, stored as individual word.docs in a set of nested folders
and then when user clicks on the hyperlink, instead of just seeing Word's
standard autotext list, he sees a hierarchical branching menu of autotext
items (per the folder structure) and can cruise the hierarchy (as is
possible with hierarchical dropdown webpage menus) and logically find an
appropriate autotext item based on branching logic.

 

[Jay Freedman]

In any version of Word, you can use an AutoTextList field
(http://www.word.mvps.org/FAQs/TblsFldsFms/AutoTextList.htm).

In Word 2007 only, you can use a content control to display a specific
gallery of AutoText or other building blocks
(http://gregmaxey.mvps.org/Buiild_Employ_Custom_BB_Gallery.htm).

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

 

[Rob Benz]

Jay, thanks for the very fine alternatives - i know autotext is available in
all word versions, it's just not easy to make, maintain and deploy. and I
especially like Greg's gallery idea; it has a lot of potential.

I really like - and personally use - autotext - but for our unsophisticated,
computer-wary user base, deployment, configuration and user training is
almost an insurmountable obstacle. Ironically, the people who really need
truly simple point and click solutions, are the least able to deal with the
things that supposedly deliver those solutions... like setting up Word to
highlight fields, handling and using templates, configuring and using
galleries, etc. Add to that, different versions of Word, and it's just not
practical. That's why I'm looking for an easier, simpler way to get around
geeky interface obstacles - maybe by being able to git 'er done with simple
hyperlinks through some programming magic.

Regarding my second idea, everyone instinctively knows how to build a
hierarchical array of folders; why can't they just do that, press a button,
and transform them into a hierarchical autotext menu of content chunks that
can easily be maintained just by editing the folder contents? Might be a nice
utility for someone to write.