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AuthorTec AutoCorrect - How to Use

This tool is located on the Developer tab ribbon in Word.

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If you do not see your Developer tab in Word on your PC

Open Word

Click on File > Options

Click on Customize Ribbon

  1. Place a check mark next to Developer

  2. Click OK


If you do not see your Developer tab in Word on your Mac:

  1. Open Word

  2. Click on Word in the Menu bar along the top of your screen

  3. Select Preferences

  4. Select Ribbon & Toolbar

  5. Then you will see something very similar to the image above, where you can select to enable your Developer tab.

If you can see but not use the Ribbon & Toolbar pane:

  1. Click on Word in the Menu bar along the top of your screen

  2. Select Preferences

  3. Select View

  4. In the bottom of the View pane click the checkbox for displaying the Developer tab.


AuthorTec AutoCorrect performs two major tasks.

Click the button to reveal a drop down menu. Select the task you need to perform:

  1. Backup AutoCorrect and AutoText entries

  2. Restore AutoCorrect and AutoText entries

All of these functions can be performed on multiple files and saves you from having to perform the tasks manually, one file at a time.

OVERVIEW

There are two types of AutoCorrect entries that this add-in can backup and restore, Plain Text AutoCorrect entries and Formatted Text AutoCorrect entries. The add-in also can backup and restore AutoText entries.

Formatted AutoCorrect entries and AutoText entries are stored in Word's Normal.dotm template. Plain text Autocorrect entries are stored in special AutoCorrect Libraries (ACL) designated by user and by language type. On a computer running the Windows operating system these ACL files are in the following path:

\Users\<User Home Directory>\AppData\Roaming\Microsoft\Office\

On a computer running the Mac operating system these ACL files are in the following path:

/Users/<User Home Directory>/Library/Group Containers/UBF8T346G9.Office/

WHY NOT JUST MAKE A BACKUP COPY OF THE NORMAL TEMPLATE AND THE ACL FILE FROM ONE COMPUTER, AND REPLACE THEM ON THE OTHER COMPUTER?

Two reasons:

1) ACL files are not compatible between Windows and Mac environments and in some cases, are not compatible between versions of Office.

2) Fully replacing either the ACL or Normal template, destroys any customizations that existed in those files on the other computer. 

LIMITATIONS

The Plain Text AutoCorrect Library (ACL) is limited to 65,536 entries. At some point in time as you continue to add custom entries, it is rare, but you could reach that maximum. This add-in will warn you when you are approaching that limit and it does so because Word will unceremoniously crash if you exceed the ACL limitation. So, keep an eye on how many entries you currently have in your existing ACL library and how many you might be adding individually or in batch when using the restore function of this add-in.


BACKUP - How to Use

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BACKING UP AUTOCORRECT AND AUTOTEXT ENTRIES

The AutoCorrect and AutoText entries can be backed up by marking the "Backup" checkboxes and then marking either "All" or "Selective" button. If "Selective" is chosen, the scrollable list of the entries to mark is enabled, otherwise it is disabled.  

Multiple consecutive entries can be marked by holding down the Shift key when selecting the first and last entry, otherwise just scroll the list and select the specific entries to back up by clicking on them. Selected entries become highlighted in blue.  

As mention above, if the "All" button is marked, the scrollable list of entries is locked. If you had begun selecting individual entries and then changed your mind and decided to back up "All" entries, you don't have to clear the individually selected entries that are highlighted in blue. Marking the "All" button overrides anything left selectively highlighted. 

When ready, click the OK button. You will be asked to point the folder where the add-in will place the backup files. This can be any folder that you can access to from your computer. The backup file for the Plain Text AutoCorrect entries is a simple text file with the name "AuthorTec_PlainText_AC_Entries.txt" and the Formatted AutoCorrect and Formatted AutoText entries are placed in a template file named "AuthorTec_Formatted_AC_Entries.dot".


RESTORE - How to Use

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RESTORING AUTOCORRECT AND AUTOTEXT ENTRIES

When clicking the "Restore AutoCorrect/AutoText Entries" from the add-in's menu, the first thing you will be asked is to select the folder where the backup files are located. If you are restoring the entries to another computer, then that other computer will need access to the location where you have placed the backup files. 

With only a few exceptions, the Restore dialog is identical in look and function to the Backup dialog. One obvious difference is instead having the option to Backup AutoCorrects and AutoText, you have the option to Restore these elements. The "All" and "Selective" buttons work the same as they did in the Backup dialog. The other difference is there are three additional checkboxes to consider regarding duplicate entries.  

When the restore function begins adding the backed-up entries to your existing ACL file and/or Normal template, what if there are duplicates? What do you want the add-in to do? Replace duplicates, or only add entries that are missing? The default is to replace duplicates, but you can override that by unmarking the checkboxes. 

When you are ready to begin the Restore process, click the OK button. You will be notified when the action is completed.


SPECIAL CONSIDERATIONS CONCERNING AUTOTEXT

A major difference in AutoText entries versus Formatted AutoCorrect entries is that Formatted AutoCorrect entries are always stored in the Normal.dotm template but Formatted AutoText entries can be stored in any template and not just the Normal template.

Why is this important? You may decide when Restoring your backed up Formatted AutoText entries that you want them restored to a custom template and not the Normal template. To do this, open a new document based on your custom template and then begin the Restore function of this add-in. The Formatted AutoText entries that are copied from the backup file "AuthorTec_Formatted_AC_Entries.dot" will be placed into the custom template attached to the open document and they will not be placed into the Normal template. 

If you want the AutoText entries restored to the Normal template, then just start a New Document and run the Restore function with only this plain blank document open.


How to Uninstall on a PC

Should you need to uninstall AuthorTec AutoCorrect please follow these steps:

Part One

  1. Close Word

  2. Open Control Panel 

  3. Select Programs > Uninstall

  4. Select AuthorTec AutoCorrect

  5. Click Uninstall and allow a few moments for the uninstall to complete

Part Two

  1. Open Word and click the Developer tab

  2. If you do not see AuthorTec AutoCorrect then you are all set, the software is uninstalled

  3. If AuthorTec AutoCorrect is still showing up in Word, follow these additional steps:

    1.  Go to C:\Users\your name\AppData\Roaming\Microsoft\Word\STARTUP

    2. Find AuthorTec AutoCorrect in the list and delete it

    3. Go to C:\Users\your name\AppData\Roaming\Microsoft\Templates\Great Circle Learning\AuthorTec\2.0

    4. Delete the folder named AutoCorrect

  4. The uninstall is now complete


BONUS INSTRUCTIONS

How to Access and Add to your AutoCorrect list in Word

By adding text entries in the AutoCorrect dialog box, you can configure Word to automatically complete a word, phrase, or sentence after you've typed only a few characters.

  1. Select the text you want to automatically insert.

  2. Click the File tab.

  3. Click Options.

  4. Click Proofing.

  5. Click AutoCorrect Options, and then click the AutoCorrect tab.

    1. NOTE: You can skip steps 2 - 5 in the future by adding the AutoCorrect function to your Quick Access Tool bar.

  6. Select the Replace text as you type check box, if it is not already selected.

  7. Under Replace, type the characters that you want to use for your automatic text. The text that you selected in your document should appear under With.

    FYI: The AutoCorrect list is global across Word, PowerPoint and Outlook. Thus, when you add or delete a word from the list in one program, the other Office programs are also affected.

    Note: The AutoCorrect list in Word is limited to approximately 64,000 entries.


BONUS INSTRUCTIONS

How to Add text to your Auto Text Gallery

AutoText entries are stored as building blocks. To create a new entry, use the Create New Building Block dialog box.

  1. In your document, select the text that you want to add to your gallery of AutoText entries.

  2. On the Insert tab, in the Text group, click Quick Parts, point to AutoText, and then click Save Selection to AutoText Gallery.

  3. Fill out the information in the Create New Building Block dialog box. Most of the default values are fine, but including a unique name and description makes the AutoText easier to use.

    • Name    Type a unique name for the AutoText building block.

    • Gallery    Select the AutoText gallery.

    • Category    Select the General category, or create a new category.

    • Description    Type a description of the building block.

    • Save in    Click the name of the template in the drop-down list. For example, click Normal.

      A template must be open to be displayed in the drop-down list of template names.

    • Options    Choose one of the following:

      • Select Insert content in its own page to place the building block on a separate page, set off from the rest of your content with page breaks.

      • Select Insert content in its own paragraph to make the content into its own paragraph, even if the user's cursor is in the middle of a paragraph.

      • Select Insert content only for all other content.


 

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