Automatic formatting of names

Autocorrect names into italics

If you often refer to something that has to stand out from the text, like a book title, newspaper name or song title, the convention is to use italics, rather than inverted commas. If you use the same names over and over again, you can save time and energy (and probably increase accuracy) by creating shortcuts.

Book title, newspaper name or song title

Type the name of the item the way you want it, with capital letters and italics.

Note: It is better to use an italic character style reserved for the names, like Subtle Reference, rather than simply italicising the name; if necessary, change the style to the format you want.
Only include  “The” or “A” at the beginning of the name if it is part of the legal name of the item.

In Word 2016, go to File > Options > Proofing > Autocorrect Options, as shown below.

The Autocorrect dialog box pops up, as shown below, with the selected text in the “With” box and the cursor in the “Replace box”.

Type something that you will remember for the name of the item, e.g., an abbreviation – in lowercase because that is quicker to type. It must be something that you will not use in normal typing. You do not want the name of the item appearing in the wrong place.

Select the “Formatted text” radio button.

The text in the “With” box changes to display the formatted version of the “With” text, as shown below.

Now, whenever you type the “Replace” name, it will be replaced by the “With” name in italics as soon as you press the spacebar or any kind of punctuation.

Repeat for all your items.

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