AutoCorrect for data entry

Typing a long organization or person name takes a lot of time and often causes typing errors and inconsistencies. To resolve this issue you can introduce abbreviations and expand them through AutoCorrect feature.

To assign an abbreviation or sequence of characters to the fragment of text, follow these steps:

   1.   Select Tools ->AutoCorrect Options.

   2.   Click the AutoCorrect tab, check the option labeled Replace text as you type, and then enter your custom entries. (E.g. name of text is "JSM" and text is "Jonathan Smith from Bank of America").

The length of an AutoCorrect entry is limited only by the available memory. After entering or selecting an AutoCorrect entry, you must give it a unique name. Here are some guidelines for naming an AutoCorrect entry:

• An AutoCorrect name can be as long as 31 characters.
• Don't use a common word to name an AutoCorrect entry unless you alter that word.

For example, don't name an entry Mr. Instead, precede it with an asterisk or other character to make it unique, such as *Mr. When you don't make the word unique, Word inserts the AutoCorrect entry whenever you type that word, whether you want it to or not. It will require too much effort to revert each auto correction if you have chosen a common word.

   3.   Click Add.

Note: Excel shares your AutoCorrect list with other Office applications. Any AutoCorrect entries you created in Word will also work in Excel.

You can rename, change, or delete any AutoCorrect entry. The method you use to change an entry depends on whether that entry was created from a formatted selection or was entered as plain text in the dialog box.

To rename or delete an AutoCorrect entry, follow these steps:

   1.   Choose Tools -> AutoCorrect Options.

   2.   Do one of the following:

• To change the name of an AutoCorrect entry, select the AutoCorrect entry name in the list and then click Delete. Type a new name in the Replace box, and click Add.
• To delete an AutoCorrect entry, select the entry you want to remove and click Delete.

   3.   Choose OK.

In addition to changing an AutoCorrect text entry, you can easily replace an existing entry. To do so, insert the existing entry in your document, make your changes, and then select the revised entry.

Choose Tools -> AutoCorrect Options, type the existing AutoCorrect name in the Replace box, and click the Replace button. When Word displays a message asking if you want to redefine the entry, choose Yes. Finally, click OK to replace the entry and close the AutoCorrect dialog box.

If you don't really need this AutoCorrect in order to convert the text back to your original typing, just press Ctrl+Z to undo the change.