Thursday, August 29, 2013

Time Saving Tip in Word & Outlook - Autocorrect

Finding a quick solution to expedite work and improve accuracy is a win/win solution. According to a study conducted by the Microsoft PC Accessories group, American workers expend an average of six hours per day on the computer at work.  Much of that time often involves digital communication (e-mail, various online channels, etc.). What if you could reduce that time?  You can!

Microsoft’s autocorrect tool can quickly replace long phrases with just a few key strokes. Here’s how set it up: In Word 2010, from the File tab, select “Options,” then “Proofing” from the left panel. From the right pane, click the “AutoCorrect Options” button.

A new window opens with a section to create your own abbreviations and replacement text.  Under the “Replace text as you type” section, enter your abbreviation in the “Replace” box and the full text in the “With” box.  Next, click the Add button to move this entry into your list of AutoCorrect words. When you have completed all entries, click “OK.”

Using the example provided, note that whenever “DSHS” is entered, “Department of State Health Services” will now appear in the document, reducing keystrokes from 31 to only 4.

This tool can be useful for names (using initials as the abbreviations), businesses (such as government agencies), or complicated titles (such as people in the military). It helps prevent misspelling names of important people, businesses and locations, avoiding embarrassing situations while improving accuracy and speed. 
Microsoft Outlook using this same feature. So, abbreviations entered under AutoCorrect in Word will automatically be available in Outlook.

Tip provided by MicroAssist - Brandy Sommer.  Check out their Course Schedule for upcoming open enrollment classes on Microsoft Word 2007 and 2010 and contact Brandy Sommer at 512.794.8440 or if you have any questions.