- If you ever have something you need to type
into a document very often, but it's long or awkward to type
you can use automatic text replacement to set up shortcuts.
Now first there are several automatic replacement items
already set up.
For example, if I type the open parenthesis
then the letter C then the closed parenthesis,
it immediately swaps that with a copyright symbol.
That's the basic idea, now let's set up
some of our own text replacement options.
If you're using Windows, then click file near the
top left corner to go to the backstage view.
Then, in the bottom left you'll go to options
and this panel you can select the proofing section.
Then go to auto-correct options.
That's how you get to it on Windows.
If you're using a Mac, you'll need to go
the main application menu, so click where it says word.
Near the top left corner. Then go to preferences.
Then go to the auto-correct section.
And it's basically the same table here.
Now this table shows a list of things that you might type.
Next to the text it'll automatically swap in.
And I can see that copyright symbol option is right here.
But I want to add my own, so there is a replace box
and below that is a with box.
Or if you're on Windows those two boxes are side by side.
So I want to make a shortcut that will type in the
full name of my company.
So first, in the replace box we'll type in the shortcut
we want to use which will be R30.
And then in the with field we're going to type in the
full text that we want to be swapped in.
Which will be the full name of our company.
Then I'll click add, I can see it's been added
to this table, so I can just click okay
and close these windows.
So now in my document, whenever I'm working on a document
I can simply type R30 then I can hit the return key
and it will swap in that longer text.
And you can set up as many of these shortcuts as you want.
Now one more thing you might want to do
is have Word automatically generate placeholder text.
So if you're designing the layout of a document
and you need to fill a page or a section with some text
but you don't have the final text written yet,
you can use placeholder text.
So try this, type the equal symbol
followed by L-O-R-E-M then the open parenthesis
then we'll put in a few numbers.
First the number of paragraphs you want.
I want two. Then I'll put in a comma.
Followed by the number of sentences I want
in each paragraph.
Then I'll type the closed parenthesis, hit the return key
and that gives you a block of Latin placeholder text.
Often referred to as Lorem Ipsom text.
So you can format this and work with it like any other text.
It's just a quick way to fill a page
with a quick placeholder.
Or if you don't want a Latin placeholder
you can do this instead.
Equals, R-A-N-D, then an open parenthesis.
Once again we'll put in the number of paragraphs we want.
Then a comma, then the number of sentences we want
in each paragraph then the closed parenthesis.
Then hit the return key and that drops in some
pre-made placeholder text that Word has prepared.
And it will be in whatever language you chose
when you installed Office.
I'm set up for English so this placeholder text
is in English.
So you can use some of the pre-made automatic text
replacement options, you can set up your own
automatic text replacement or if you just need to fill
a document with temporary text you can use the placeholder.