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  1. #1
    Lounger
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    attaching autotext (Word 97, sr-2)

    I have a document I'm generating from propietary software. We can save it as either .doc or .dot. It is being saved to the share drive so different people can access it. What I want to do is attach an autotext entry to it so I can instruct them to type in "table" and hit F3 and a table will be generated. I'm trying to save it in the specific document's template (Tools/Autocorrect/) and then picking that template. However, when I got to a different computer and open it, the autotext entry has not come with it [img]/forums/images/smilies/wink.gif[/img]. Does that make sense? What else can I do besides going to every computer (maybe 33 computers in all) and putting this autotext entry on the individual computers. - Thansk Renee

  2. #2
    Plutonium Lounger
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    Re: attaching autotext (Word 97, sr-2)

    Have a look in Tools > Templates and Add-Ins > Organiser to see which template your autotext is in. If it is in Normal.dot then use the organiser to copy it to your .dot file.

    StuartR

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    Uranium Lounger
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    Re: attaching autotext (Word 97, sr-2)

    Hi Renee:
    In addition to what Stuart mentioned, I thought of a couple of other things that might affect the result, although you might have checked this already.

    1. Make sure that you are saving the autotext entry to the correct template. i.e. after making the change on one computer. Close Word & restart it to make sure you saved it (you need to save the template). When adding the Autotext entry, is the template open or is it loaded as a global template?
    2. Do you have a single template with the correct name in the Workgroups folder? When you go to another machine, are you then basing the new document on that template or is that template loaded as a global add-in? I'm just trying to make sure that you're dealing with the same template & not different versions or paths on different machines.
    3. You said your proprietary software can save as a .doc or a .dot. Since an autotext entry can only be saved in a template, make sure that you're saving as a template or not just a doc with a .dot extension. The latter won't be a template, of course.
    Cheers,

  4. #4
    Lounger
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    Re: attaching autotext (Word 97, sr-2)

    Each time I open Tools/Templates & Add-ins/Organizer and close either of the normal.dot and then go and choose my .dot, after I click ok, it's got my normal.dot choosen again. So in other words it is saying In Normal.DOT (where the auto text is) and then I can copy it to the side that says: TO Normal.DOT and I click on close file, open file, open my .dot I want to copy it to and after I choose my template and click ok, it jumps back to TO Normal.DOT. AGggg also, this document is regenerated every night, however, it can be saved over so I was hoping that would solve the problem of having to re-do this every time. - Thanks for the help- Renee

  5. #5
    Plutonium Lounger
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    Re: attaching autotext (Word 97, sr-2)

    What works for me is to open a document that has the DOT file as it's attached template. Then the organiser shows normal.dot on the right and my template on the left, allowing me to copy the autotext.

    If the autotext is saved in the wrong place then you should (in future) use Insert > Autotext > Autotext and change the drop down list box to point to the correct template. Then you won't need to copy it afterwards.

    StuartR

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    Lounger
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    Re: attaching autotext (Word 97, sr-2)

    Phil, let me write exactly the steps I'm doing [img]/forums/images/smilies/wink.gif[/img].
    1. I open my software where I save the document as Roster.doc to our S:/nursing/patient list folder (the share drive)
    2. then I navigate to that folder and open the document
    3. then save it as a .dot (I can't figure a way around this because if I save it from my other program as a .dot it won't allow the next steps)
    4. I then open Tools/Templates & Add-Ins and copy my autotext to the now saved Roster.dot file (see my previous post)
    This now seems to work. (after messing with it all afternoon!!) I'm just trying to figure out if there is an easier way [img]/forums/images/smilies/smile.gif[/img] since we have to create a new roster every night. Fortunately, the person who is doing this is really good w/computers, but I'm afraid of who will be doing it when she is off. Which is another reason I wrote the steps here to double check myself. And I tested it on 2 different computers and it worked on both, so let me know if you see any glaring mistakes [img]/forums/images/smilies/wink.gif[/img] - Thanks - Renee

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    Lounger
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    Re: attaching autotext (Word 97, sr-2)

    Stuart, I did ;(. If I open a document that is saved on my c:drive, it works like you say, but for some reason when I try to open it from the share drive, and I know I'm opening the .dot because it says so on the title bar Roster.dot, it just says the In Normal.DOT and To Normal.DOT... but guess what... just now after I re-created the steps as outlined in my least message to Phil it is now working (and of course the autotext entry is in there!) I've just about eaten all the chocolate I can working on this today (what some women and probably men do when they are perplexed and frustrated in case that statement confused anyone!) LOL - Renee

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    Super Moderator jscher2000's Avatar
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    Re: attaching autotext (Word 97, sr-2)

    It's true that AutoText can only be stored in templates (.DOT) and not in documents (.DOC).

    You could create a macro that does the copying between two open templates. But I'm not sure it would save enough time and confusion to be worth it... the alternate solution, if table is the same for all templates, is to place it in a global template that all users already share, or give them a way to copy it into their own Normal.dot templates.

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    Re: attaching autotext (Word 97, sr-2)

    I think I'm a little confused on the globabl template. Would this be accomplished by replacing each normal.dot on everyone's computer w/ one that would include my little autotext entry? If we put this template in the s:folder with the other documents and they opened it one time would it replace their normal.dot for that computer if they said yes when they closed it down?

    I have to make this as easy as possible because many of my users are very computer-phobic... (just today I had someone who had lost their icon for outlook off their desktop and I couldn't explain no matter how hard i tried what their desktop was or how to make the search window smaller so they could make their now found outlook icon a shortcut on the desktop!!!)

    BTW, I am trying to write a macro for them w/the steps listed above [img]/forums/images/smilies/wink.gif[/img]

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    Uranium Lounger
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    Re: attaching autotext (Word 97, sr-2)

    Hi Renee:
    I see nothing wrong with these steps, but I wonder if there's a better way to accomplish your purpose. I glean from your posts that you have a roster of patients in table format that is updated every night. If this is true, then I think there's a better way of accomplishing your purpose.

    I would think that first modifying a source document (your actual roster) & then modfying an autotext entry & then making it available to everyone is doing something the hard way. Why don't you use a field like the {INCLUDETEXT} field to link your source document. Once you set it up, all you would have to do to maintain it is to update one document, your source document---period. Whenever someone opened their target document, the links would be updated.

    You could also use Insert/Database to link the source document to each of the target documents. If this is what you wish to do & need help, please post back. I would think that starting a new thread for this would probably be better.
    Hope this helps,

  11. #11
    Super Moderator jscher2000's Avatar
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    Re: attaching autotext (Word 97, sr-2)

    Two entirely different options, sorry.
    1. <LI>A global template would be something like companyname.dot and would slide into the WordStartup folder. AutoText entries in this template would be available even if the Normal.dot was switched out. There are many ways to distribute these, from the logon script at startup to an "installer" document.
      <LI>You could distribute an "installer" document that added the AutoText entry to the user's Normal.dot. If you did it in an AutoOpen macro in the document, and security settings permit, the user might not have to do anything other than click the Enable Macros button.
    Hope this helps. (And yes, I understand about the "desktop." <img src=/S/smile.gif border=0 alt=smile width=15 height=15> )

  12. #12
    Lounger
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    Re: attaching autotext (Word 97, sr-2)

    This question and the answers provided have been very helpful. We added our company-related AutoText entries to Normal, but the user only received the file once - when they first received Word. I've been at a loss to figure out how we can provide more AutoText entries without deleting their Normal because they have their own entries stored there. I will definitely use the Global template and store all company related entries there.

    Should a user's AutoText be stored somewhere other than the Normal file? And if so, where? Thanks.

  13. #13
    Uranium Lounger
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    Re: attaching autotext (Word 97, sr-2)

    <hr>Should a user's AutoText be stored somewhere other than the Normal file? And if so, where? Thanks<hr>
    If the user will only use the autotext with certain types of documents, then it makes sense to store the autotext in the attached template for that type of document (e.g. letter, memo). If it's an entry that will be used in most documents, then store it in either normal.dot or a global template that the user creates.

    Normal.dot is more prone to corruption, but it's easier for novices to put entries into normal.dot...Word does so by default.

    Hope this helps,

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