Simplify Data Entry With AutoCorrect

Data Entry With AutoCorrect

Instead of typing long phrases in Word or Excel, you can create AutoCorrect entries for those items.

What Do You Type Frequently?

Your AutoCorrect entries are most helpful if they are for long words or phrases that you type frequently, while you’re working.  For example:

  • your full name
  • your job title
  • your company’s full name
  • email sentences, such as, “I’ll send you the file tomorrow.”

Short Replacement Code

The goal is to type a very short AutoCorrect code, and have Excel automatically replace that with the full word or phrase.

  • Note: Don’t use a short code that is an actual word that you use!

Here are example codes, for the AutoCorrect entries that I suggested in the previous section:

  • DD: Debra Dalgleish
  • dmk: Director of Marketing, Canada
  • ctxi: Contextures Inc.
  • syf: I’ll send you the file tomorrow.”

Stick to a Few Entries

Don’t create too many AutoCorrect entries, or you’ll have a hard time remembering the shortcuts.

I try to limit my AutoCorrect list to:

  • items that I type frequently
  • items for which I can create a concise, meaningful shortcut.

Create an AutoCorrect Entry

Your AutoCorrect list is shared by all the Office programs, so you can create and use the AutoCorrect entries in any Office program, such as Word or Excel.

In the example below, I set up an AutoCorrect entry in Word, and then I can use it in Excel too.

To create an AutoCorrect entry, follow these steps:

  • In Word 2007, click the Microsoft Office button.
  • Click the Proofing Category, and click the AutoCorrect Options button
    • In Word 2003 or Excel 2003, click the Tools menu, then click AutoCorrect Options)

  • In the Replace box, type a shortcut for your long phrase.
    • In this example, I’ve entered my initials as the shortcut
  • In the With box, type the long phrase.
    • Here I’ve typed my full name.

  • Next, click the Add button, to put the new item in the list
    • This keeps the list open, so you can add more items, if needed
  • When you’re finished adding items, click the OK button, to close the AutoCorrect window
  • Finally, click OK, to close the Options window.

Use an AutoCorrect Entry

After you create an AutoCorrect entry, follow these steps to use it, while working in a Microsoft Office program:

  • Type the shortcut code
  • Next, type a space character, or a punctuation mark.
    • Note: In Excel, you can also press Tab or Enter, to move to another cell
  • The shortcut code will be automatically replaced by the long phrase.

_____________

0 thoughts on “Simplify Data Entry With AutoCorrect”

Leave a Reply to Jason Morin Cancel reply

Your email address will not be published.

This site uses Akismet to reduce spam. Learn how your comment data is processed.