Backing Up Your AutoText Entries

AutoText allows you assign text or graphics to a keyword and then replace the keyword with the text or graphics whenever you want. If you have been a long-time user of Word, chances are pretty good that you have developed quite a few AutoText entries for things like signature blocks in letters, boilerplate text, and long, hard-to-spell words.

Assuming you have quite a few AutoText entries, you may be wondering how you can back up those entries so they can be moved to a different computer. It is quite easy to do, really. All you need to do is back up your template files. This is where the AutoText entries are stored.

It is a good bet that most of your commonly used AutoText entries are in the Normal template file, so backing up this file will help you retain the majority of your information. Many Word users, however, also store AutoText entries in other template files. For instance, you may only have your AutoText entry for your signature block stored in the template you use to create letters.

To be safe, you can use the Find File feature to locate all the files on your system that use either the DOTX or DOTM extension. These can then be quickly copied to some backup medium, such as a CD-ROM, a memory drive, or to another disk location.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip applies to Microsoft Word 2007 and 2010.