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Using Smart Tags in Microsoft Word

Smart tags allow you to save time and increase productivity by performing actions in Microsoft Word that you would normally have to do in other Microsoft Office applications.

Microsoft define smart tags as ¡°data recognized and labeled as a particular type. For example, a person's name or the name of a recent Microsoft Outlook e-mail message recipient is a type of data that can be recognized and labeled with a smart tag.¡±

In Microsoft Word, purple dotted lines beneath a word or phrase indicates a smart tag.

How to use Smart Tags

When Microsoft Word recognizes types of data, it marks it with a smart tag indicator it displays this as a purple dotted underline.

To view the actions you can take with a smart tag, move your mouse over the underlined text until the Smart Tag Actions button appears. You can then click the button to see a list of actions you can take.

When you save a document, Microsoft Word embeds the smart tags in the document so that they are available to the next person who opens it.

And, if you save a smart-tagged Microsoft Word document into a webpage, you ll be able to perform some tasks on the Web if you re using Microsoft Internet Explorer 5 or later.

Tip: You can also use smart tags in Microsoft Outlook and Microsoft Excel.

How do Smart Tags Work

You can enable smart tags by selecting smart tag recognizers from a list (go to Tools > AutoCorrect Options command > Smart Tags tab).

Each smart tag recognizer identifies a type of data, such as name, date, or telephone number, and is designed to provide one or more actions for each data type.

When you type text into a new document, the smart tag looks for words that match the data types in the list. When the smart tag finds a match, it places a smart tag indicator i.e. the dotted purple line under the match and offers you the appropriate actions.

The actions you can take depend on the type of data that MS Word recognizes and labels with a smart tag.

For example, Microsoft Word recognizes the name "Bill Gates" as a "person name" smart tag. When it encounters this, it offers actions such as Open Contact, Schedule a Meeting, Add to Contacts, or Insert Address.

If you select Add to Contacts, you can add the name and address to your Outlook contact folder without having to copy the information, open Microsoft Outlook, and paste the information into a contact card.

At times you may see other buttons that appear as you work in your document. Both the AutoCorrect Options button and the Paste Options button enable you to perform actions without clicking a button on a toolbar or opening a dialog box.

AutoCorrect Options button

The AutoCorrect Options button first appears as a small, blue box when you rest the pointer near text that was automatically corrected. The box changes to a button icon when you point to it.

If you find on occasion that you don't want text to be corrected, you can undo a correction or adjust AutoCorrect options by clicking the button and making a selection.

Paste Options button

The Paste Options button appears below a block of pasted text. When you click the button, a list appears that lets you specify how Word pastes the information into your document.

The available options depend on the type of content you are pasting, the program you are pasting from, and the format of the text where you are pasting.

How to use smart tag indicators

  • Move your mouse over the text underlined with a purple dotted line until the Smart Tag Actions button appears.
  • Click the button, and select an action from the list.

How to turn smart tags on or off

  • On the Tools menu, click AutoCorrect Options > Smart Tags tab.
  • Select or clear the Label text with smart tags check box.

Stop recognizing a smart tag data type

  • Move your mouse over the text until the Smart Tag Actions button appears.
  • Click the button, and point to Stop Recognizing "term".
  • Choose one of the following:
  • Click as smart tag name to prevent Microsoft Word from recognizing the data type or.
  • Click as Smart Tag to stop recognizing the term.

How to Show or Hide smart tags

  • You can show or hide the purple dotted underlines that indicate smart tags.
  • On the Tools menu, click Options > View tab.
  • Under Show, select or clear the Smart tags check box.

Show or hide Smart Tag Actions buttons

The Smart Tag Actions buttons appear when you move your mouse over smart tags. Hiding the buttons hides the menu of actions that the smart tags provide.

  • On the Tools menu, click AutoCorrect Options, and then the Smart Tags tab.
  • Select or clear the Show Smart Tag Actions buttons check box.

Embed smart tags when you save a document

  • On the Tools menu, click Options > Save tab.
  • Under Save options, select Embed smart tags check box.

Tip: Even if you choose not to embed smart tags, the smart tag recognizers that are available on your computer are still active for the document.

Save smart tags as XML

You save smart tags as XML when you need to provide actions on a webpage.

  • On the Tools menu, click Options > Save tab.
  • Under Save options, select the Save smart tags as XML properties in Web pages check box.

Save smart tags in e-mail messages

You can also save smart tags in your e-mail messages.

Note: to use the smart tags, recipients must view the email in Microsoft Outlook 2002 (or later) and the sender must be using Word as their email editor.

  • On the Tools menu, click Options > General tab.
  • Click E-mail Options, and then click the General tab.
  • Select or clear the Save smart tags in e-mail check box.

Check for new smart tags

You can download new smart tags from Microsoft or third-party companies as follows:

  • On the Tools menu, click AutoCorrect Options > Smart Tags tab.
  • Click More Smart Tags.
  • This opens a webpage listing new smart tag items.
  • Remove a single smart tag from text
  • Move your mouse over the text until the Smart Tag Actions button appears.
  • Click the button, and then click Remove this Smart Tag.

Remove all smart tags

The following steps remove all smart tags, including smart tags labeled by recognizers you may no longer have

Warning: You cannot undo this action, although you can replace smart tags for which you have a smart tag recognizer installed.

  • On the Tools menu, click AutoCorrect Options > Smart Tags tab.
  • Click Remove Smart Tags.
  • Click Yes to confirm the deletion.

Tip: Word removes the smart tags from your document.

To reapply smart tags that have been removed

  • On the Tools menu, click AutoCorrect Options.
  • Click the Smart Tags tab, select check boxes for the recognizers you want to use, and then click Recheck Document to refresh and reapply the smart tags you want to keep in your document.

Turn off all smart tags

  • On the Tools menu, click AutoCorrect Options > Smart Tags tab.
  • Clear the Label text with smart tags check box.

Are documents larger when I use smart tags?

Smart tags will increase your file size. When document size is a concern, turn off the option to save smart tags.

  • On the Tools menu, click Options > Save tab.
  • Under Save options, clear the Embed smart tags check box.

Smart tags disappeared when you protect a form.

Smart tags are not available in documents protected as forms.

Smart tags are lost after saving a document as a webpage.

You can only view smart tags in Microsoft Internet Explorer 5 or later.

Can I save a document in rich text (RTF) or plain text?

You can only save smart tags in Microsoft Word or webpage format.

  • On the Tools menu, select Macro

    > Record New Macro.

  • In the Macro name box, type a name for your new macro.
  • In the Store macro in box, click the document in which you want to store the macro.
  • In the Description box, enter a description for the macro.
  • If you don't want to assign the macro to a toolbar, a menu, or shortcut keys, click OK to start recording the macro.

    Tip: To assign the macro to a toolbar, click Toolbars > Commands tab. In the Commands box, click the macro you are recording, and drag it to the toolbar you want to assign it to. Click Close to start recording the macro.
  • Perform the action, or set of actions, you want to include in your macro, for example changing unformatted text into a specific font family and font size.

    Tip: When recording a macro, you can use the mouse to click commands and options, but not to select text. Use the keyboard to record these actions. For example, use F8 to select text and press END to move the cursor to the end of the line.
  • To stop recording your macro, click Stop Recording.

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