Suzanne
Mon Aug 25 07:57:10 PDT 2008
I agree with Graham that this is a job for mail merge. If your wife were
creating letters or emails one or two at a time, then the AutoText method
would be reasonable, but if she's creating many at once, mail merge is the
correct tool.
--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
"Graham Mayor" <gmayor@REMOVETHISmvps.org> wrote in message
news:OTrLd1oBJHA.1628@TK2MSFTNGP02.phx.gbl...
>A table is a table. Provided it looks like the table in the page
>
http://www.gmayor.com/convert_labels_into_mail_merge.htm Word can use it
>as a mail merge data source.
> The two merge links show how to merge a data slource into a document. The
> pages use labels as the merge document as labels tend to be more
> complicated, but the same principles apply to merge a data source into a
> letter.
> The easiest solution is as I indicated, to use Outlook to store your
> contact names.
>
> --
> <>>< ><<> ><<> <>>< ><<> <>>< <>><<>
> Graham Mayor - Word MVP
>
> My web site www.gmayor.com
> Word MVP web site
http://word.mvps.org
> <>>< ><<> ><<> <>>< ><<> <>>< <>><<>
>
>
> CAPTGNVR wrote:
>> DEAR GRAHAM
>>
>> Read all the links and it was useful for mail merge. Thanks for same.
>>
>> What I am trying to find out is to find a way to have a table of
>> NAMES from where I can insert the names where I want in the document.
>> Though Miss Suzanne guidance was of success, I am still trying to
>> avoid this auto text entries bcos it is cumbersome to update if names
>> are changed. Whereas if I have it as a table then I can just delete
>> or add new name or phrases as required. Pls advice.
>>
>> BR/CAPTGNVR
>>
>> "Graham Mayor" wrote:
>>
>>> This is an application for mail merge. Either put the list of names
>>> etc in a Word table with a header row to provide fieldname(s) or
>>> store the entries in Outlook (using categories to identify them as
>>> peculiar to the application - or even a second contacts list
>>> defibned as an e-mail address book) and then simply merge the list
>>> into a document. See
>>>
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm or
>>>
http://www.gmayor.com/merge_labels_with_word_2007.htm and for the
>>> data sources - see
>>>
http://www.gmayor.com/convert_labels_into_mail_merge.htm (which
>>> shows what the table should look like) and
>>>
http://www.gmayor.com/mailmerge_from_outlook.htm
>>>
>>> --
>>> <>>< ><<> ><<> <>>< ><<> <>>< <>><<>
>>> Graham Mayor - Word MVP
>>>
>>> My web site www.gmayor.com
>>> Word MVP web site
http://word.mvps.org
>>> <>>< ><<> ><<> <>>< ><<> <>>< <>><<>
>>>
>>>
>>>
>>> CAPTGNVR wrote:
>>>> DEAR SUZANNE
>>>>
>>>> This is marvellous at your prompt replies and it is such a pleasure.
>>>>
>>>> The functionality I am trying for is to help my wife to make a word
>>>> document where she has to
>>>>
>>>> 1. send about 60 emails with meeting invitation by addressing each
>>>> person by their designation and titles.
>>>>
>>>> 2. address various personalities names with designation and titles
>>>> frequently when she makes reports and minutes of the meeting.
>>>>
>>>> So I am trying to solve this by providing a list of 100 names or so
>>>> which will constantly vary, whereby she can just click on the name
>>>> to insert it in the word document. For ex:
>>>>
>>>> Dear <<M.J.F Lion Dr. P.M.K. WILSON>>
>>>>
>>>> The monthly meeting will be held at hotel Hyatt on 30th August and
>>>> please make yourself available.
>>>>
>>>> Regards/Secretary
>>>>
>>>> I have tried this with mail merge for taking the print outs but
>>>> trying to get the names inserted easily instead of typing each big
>>>> names so often.
>>>>
>>>> Hope this explains my requirement.
>>>>
>>>> BRGDS/CAPTGNVR
>>>>
>>>> "Suzanne S. Barnhill" wrote:
>>>>
>>>>> I'm not sure exactly what functionality you're trying for. You
>>>>> could use an AutoTextList field (see
>>>>>
http://word.mvps.org/FAQs/TblsFldsFms/AutoTextList.htm) in a given
>>>>> template (after selecting the appropriate entry in a given document
>>>>> based on the template you could unlink the field with
>>>>> Ctrl+Shift+F9), or you could display the AutoText toolbar in the
>>>>> template; keeping in mind that the entries available will depend on
>>>>> the style at the insertion point.
>>>>>
>>>>> --
>>>>> Suzanne S. Barnhill
>>>>> Microsoft MVP (Word)
>>>>> Words into Type
>>>>> Fairhope, Alabama USA
>>>>>
>>>>> "CAPTGNVR" <CAPTGNVR@discussions.microsoft.com> wrote in message
>>>>> news:ECDBE31E-2915-4989-8643-7D74CBD06A57@microsoft.com...
>>>>>> DEAR SUZANNE
>>>>>>
>>>>>> Good Day. Totally understood the concept and sure of executing it
>>>>>> and thanks for same.
>>>>>>
>>>>>> Alternatively, what will be easy and more user friendly will be to
>>>>>> have it VB code to get a drop down list box or combo box and
>>>>>> select the names to inserted at the cursor and after which the
>>>>>> list box should disappear. Is it
>>>>>> too much to ask for??:)
>>>>>>
>>>>>> This way she can keep updating the names without having the need
>>>>>> to keep changing the auto text entries.
>>>>>>
>>>>>> BRGDS/CAPTGNVR
>>>>>>
>>>>>> "Suzanne S. Barnhill" wrote:
>>>>>>
>>>>>>> In Word 2003 or earlier, look at Tools | Options | File Locations
>>>>>>> to find the path to Word's Startup folder. Any template your wife
>>>>>>> saves there will
>>>>>>> automatically be loaded at startup (along with Normal.dot), so
>>>>>>> any AutoText
>>>>>>> entries it contains will be added to those in Normal.dot. All
>>>>>>> this will be
>>>>>>> automatic and transparent to the user (the only time you'd notice
>>>>>>> anything
>>>>>>> different is if you changed the "Look in" setting in Insert |
>>>>>>> AutoText | AutoText from "All active templates" to either
>>>>>>> Normal.dot or the add-in template).
>>>>>>>
>>>>>>> The alternative is for your wife to save the AutoText template
>>>>>>> you have provided in My Documents (or elsewhere--it will be
>>>>>>> needed only temporarily),
>>>>>>> open it for editing, and then use the Organizer to transfer the
>>>>>>> AutoText entries from that template to Normal.dot. Once you've
>>>>>>> done this, you can delete the AutoText template if desired.
>>>>>>>
>>>>>>> Not that you need it for this task, but you might be interested
>>>>>>> in reading
>>>>>>> "What do Templates and Add-ins store?" at
>>>>>>>
http://word.mvps.org/FAQs/Customization/WhatTemplatesStore.htm
>>>>>>>
>>>>>>> --
>>>>>>> Suzanne S. Barnhill
>>>>>>> Microsoft MVP (Word)
>>>>>>> Words into Type
>>>>>>> Fairhope, Alabama USA
>>>>>>>
>>>>>>> "CAPTGNVR" <CAPTGNVR@discussions.microsoft.com> wrote in message
>>>>>>> news:59B9B626-4BF2-4B54-87AF-C7CD57CDA403@microsoft.com...
>>>>>>>>
>>>>>>>> DEAR SUZANNE
>>>>>>>>
>>>>>>>> First of all thanks for such quick response and it was such a
>>>>>>>> relief.
>>>>>>>>
>>>>>>>> I understood till where to start a new doc; save it as a new
>>>>>>>> template; open
>>>>>>>> add-ins; and organizor etc.
>>>>>>>>
>>>>>>>> Do you mind giving a bit more explanation or steps for your
>>>>>>>> line "She can
>>>>>>>> either put it in Word's Startup folder as an add-in .....".
>>>>>>>>
>>>>>>>> Since it is late here, I will try the rest tomoro and send the
>>>>>>>> file to my
>>>>>>>> wife and see if she can reverse the organizer.
>>>>>>>>
>>>>>>>> Will give u the feedback after I get the comments from home.
>>>>>>>> Once again
>>>>>>>> thanks for the good start.
>>>>>>>>
>>>>>>>> brgds/captgnvr
>>>>>>>> "Suzanne S. Barnhill" wrote:
>>>>>>>>
>>>>>>>>> AutoText entries are saved in templates. By default they are
>>>>>>>>> saved in Normal.dot, but you don't want to share that with your
>>>>>>>>> wife, as it would
>>>>>>>>> override her settings. So, assuming you both have Word 2003 or
>>>>>>>>> earlier,
>>>>>>>>> create a new template (you can name it AutoText), then open
>>>>>>>>> Tools | Templates and Add-ins and click Organizer. Assuming you
>>>>>>>>> have your new template open for editing, you should see it on
>>>>>>>>> the left side and Normal.dot on the right. Select the AutoText
>>>>>>>>> tab, then select the AutoText
>>>>>>>>> entries in Normal.dot that are not just the standard Normal.dot
>>>>>>>>> ones (that
>>>>>>>>> is, the ones you have created), and copy them to your new
>>>>>>>>> template.
>>>>>>>>>
>>>>>>>>> Save your template and give it to your wife (via any ordinary
>>>>>>>>> means of transfer). She can either put it in Word's Startup
>>>>>>>>> folder as an add-in or
>>>>>>>>> reverse the Organizer process to copy the entries into her
>>>>>>>>> Normal.dot. FWIW,
>>>>>>>>> saving AutoText entries in a separate add-in template can be a
>>>>>>>>> good idea;
>>>>>>>>> if
>>>>>>>>> you ever have to blow Normal.dot away to solve application
>>>>>>>>> problems, you
>>>>>>>>> won't lose the entries (though you can certainly retrieve them
>>>>>>>>> using the
>>>>>>>>> Organizer even if you do have to rename Normal.dot to solve a
>>>>>>>>> problem).
>>>>>>>>>
>>>>>>>>> --
>>>>>>>>> Suzanne S. Barnhill
>>>>>>>>> Microsoft MVP (Word)
>>>>>>>>> Words into Type
>>>>>>>>> Fairhope, Alabama USA
>>>>>>>>>
>>>>>>>>> "CAPTGNVR" <CAPTGNVR@discussions.microsoft.com> wrote in
>>>>>>>>> message
>>>>>>>>> news:984D1AB6-8E00-400B-9DA5-A13835C8A97E@microsoft.com...
>>>>>>>>>> DEAR ALL
>>>>&g