Backup/restore/transfer, MS Word's critical files Options

[Cheryl Flanders]

Backup/restore or transfer AutoCorrect, AutoText, Macros, and other critical files from one version of Word and Windows to another.

The four critical files to keep backed up are:

1. Normal.dot: Stores formatted AutoCorrect entries, AutoText entries, keyboard shortcuts, menu customizations, custom toolbars, styles, macros.

2. .acl file: Stores unformatted AutoCorrect entries (the majority of your AutoCorrect entries).

3. custom.dic: Words you add during spellcheck.

4. Templates you create (.dot files).

Where these files are located depends on your version of Word and Windows. If you are not sure of the location of files on your hard drive:

1. Right-click the Start button and select Find (Search in Windows XP).
2. Type the file name in the Name box. To locate the .acl file, type *.acl (asterisk dot acl) in the Name box.
3. Change the Look in box to your main drive.
4. Click Find/Search Now.
5. When your file(s) appears in the search window, right-click the file(s) and select SendTo to back up files to floppy/Zip/CD.

If you forget the location of a file when you need to restore it back to its original folder, use Find/Search again.

To locate the folder for templates you create: Go to Tools/Options/File Locations tab to see where User Templates are stored. Word 97 will only show one location for all templates.

Note: Some installations of Windows XP hides various files. If your search (Find) does not reveal certain files, go to Windows Explorer/Tools menu/Folder Options/View tab and check the box next to "Show all hidden files" and search again.

Word 2002/2003 does not reveal the normal.dot file until you make a valid change to the file (such as changing the default font or adding an AutoText entry). If you still cannot locate the normal.dot, acl, or custom dictionary files, make changes or add entries and search again.

Transferring AutoCorrect files: The name of the .acl file depends on your version of Word. The easiest way to locate your unformatted AutoCorrect entries is to add one entry and look for the most current modified date of the file in your search. You may have to switch your View setting to "Details" to see dates.

Prior to transferring the .acl file to a newer (or older) version of Word or another computer with a newer Word version:

1. Add one AutoCorrect entry in the new version.
2. Locate (Find/Search) the .acl file and note the name and folder path of the file.
3. View the backup file on your floppy/Zip/CD and rename the file to match the new one if transferring from Word 97.
4. Copy the backup file to the appropriate folder on your hard drive.