Anyone know how to edit an autotext?

Question

Anyone know how to edit an autotext?

Chris K 85

I have an out of date auto text that needs updating but 12 months later I still cant figure out how to edit it. Decided to ask here. Any clues greatly received.

I can find some sort of editor but the text that needs editing is not there??????

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4 answers

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Answer 1

Charles Kenyon 167.6K Volunteer Moderator

There is no editor other than Word, itself.

AutoText is one of the Building Block Galleries.

See Editing Building Blocks: https://www.addbalance.com/usersguide/autotextautocorrect.htm#Editing

Word does not provide any editor for building blocks within that structure. The only way to edit a building block is to:

insert it into a blank document,

edit it in that document,

select the content you want to be in your building block/AutoText,

save it as a Building Block again, being careful to save it with the same entry name, in the same template, in the same gallery, in the same category as it was. Word will ask you if you want to overwrite the existing entry. You should say "Yes."

If Word does not ask this, one of the these was not the same and you now have two building blocks.

If that happens, use the Building Blocks Organizer to sort things out. There will be two entries. Figure out which one is the old one. Note its properties, delete it, and then modify the properties of the new one to match.

See Saving AutoText and Other Building Blocks: https://www.addbalance.com/usersguide/autotextautocorrect.htm#Saving_AutoText

Once the AutoText has been saved you do not need to save the document. If, when you quit Word you are asked about saving changes to the template, the answer should be "yes."

Chris K 85 Reputation points

2026-02-06T09:14:34.21+00:00

Nope. I Dont know what a building block is???

Thanks I think I'll see if i can just create a new one
Charles Kenyon 167.6K Reputation points Volunteer Moderator

2026-02-06T15:45:45.9566667+00:00
Nope. I Dont know what a building block is???

As of Word 2007, AutoText is one "gallery" or collection in the general group of Building Blocks. Page Numbers, Cover Pages, Headers and Footers, AutoText, Quick Parts, Watermarks, Text Boxs, Tables of Contents, and Tables all have building blocks. That is what makes up their menus (called galleries when displayed).

You can create your own, in-line, menus using the Building Blocks Gallery Content Control.

Building Blocks and AutoText by Greg Maxey https://gregmaxey.com/word_tip_pages/building_blocks_autotext.html

Building Blocks Gallery Content Control (my writing) https://www.addbalance.com/usersguide/autotextautocorrect.htm#BBGalleryContentControl

Thanks I think I'll see if i can just create a new one

What I was saying is that the only way to edit is to create a new one, with the same name, in the same location. I was suggesting starting with the old one, inserted into a document. That has always been the only way to edit AutoText. It is more finicky than it used to be.

Where can AutoText be stored? (It is in the Normal.dotm template by default, but that is not necessarily the best place.) https://www.addbalance.com/usersguide/autotextautocorrect.htm#StoreBuildingBlocks

You can use the keyboard shortcut Alt+F3 to save selected text as AutoText. https://www.addbalance.com/usersguide/autotextautocorrect.htm#Saving_AutoText

Answer 2

John Korchok 232.7K Volunteer Moderator

To edit an AutoText entry, insert the entry in a document (Insert>Quick Parts>AutoText, then select the entry), revise it, then resave it using the same name (Insert>Quick Parts>AutoText>Save Selection to AutoText Gallery).

If you use templates other than the default Normal.dotm, ensure that you are saving back to the correct template.

Chris K 85 Reputation points

2026-02-06T09:10:46.5166667+00:00

I edited the text in Word, selected it, Insert>Quick Parts>AutoText>Save Selection to AutoText Gallery

I get a single prompt, no choice of which existing text to replace, no meaning clue in the name?

Now I have 2 in the gallery but now when i type the trigger text (no clues how to change this??) it just autofills with the old one??
Suzanne S Barnhill 277.8K Reputation points MVP Volunteer Moderator

2026-02-06T13:08:32.2533333+00:00

Did you make sure you were saving it to the same template and the same style? Pay attention to #4 and #5 in Charles Kenyon's instructions.

In this instance, the easiest solution will be to insert the correct entry, then delete both entries, select the one you inserted, and create a "new" entry using the old name.

Answer 3

Chris K 85

Just to follow up for anyone with same problem. Its taken until today to realise that the autotext "Name" field relates directly to the shortcut text (what you need to type to provoke the full text)

Arrange

I now have dozens exactly the same but at least this one works fine :)

Hopefully Ill remember in 10 years and the next time I have to make in another one :)

Stefan Blom 342.1K Reputation points MVP Volunteer Moderator

2026-02-13T11:16:23.3466667+00:00

If you want to get rid of some Building Blocks, use the Building Blocks Organizer dialog box. On the Insert tab, click Quick Parts, and then click Building Blocks Organizer.

The dialog box will display all Building Blocks (Quick Parts, AutoTexts etc.) that are loaded into memory and you can select and delete those that you want to delete.

At a later stage, if/when you are prompted to save your template, choose to do so.

Answer 4

Chris K 85

Hi. I still cant figure it out. Ive tried creating/selecting a new entry but I cant see how to replace the old entry/keyboard shortcut. Theres nothing in the prompt to suggest which it is???? I've just managed create two entries and now neither respond to the keyboard short cut

Im going to try to delete the old entry and create a new one with the old keyboard shortcut

Ill report back if I ever manage it :)

Suzanne S Barnhill 277.8K Reputation points MVP Volunteer Moderator

2026-02-11T12:15:44.9133333+00:00

This is exactly what I suggested several days ago.

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Anyone know how to edit an autotext?

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