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  1. #1
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    template and merging (2000)

    in my law firm, we have a template for the letterhead. we also have standard letters requesting various items like medical records, work records, etc. our 6000+ clients are in a database. we need to send a query to the database to find certain clients, then merge that name and address to the standard letter. since life is fluid, the letterhead changes occasionally. how do we set up the procedure so that the standard letter language pulls the current letterhead and merges the database data into a letter to send? (or any combination thereof?) we also want to do this in one step, from the database. (query for clients, choose letter, print) thanks for any <img src=/S/help.gif border=0 alt=help width=23 height=15>

  2. #2
    Silver Lounger Charles Kenyon's Avatar
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    Re: template and merging (2000)

    Hi Kathleen,

    Take a look at the <A target="_blank" HREF=http://addbalance.com/word/download/index.htmLetterheadSystem> Letterhead System</A> and letterhead tutorials on the same page.

    It pulls component parts from a standard document and constructs the letterhead in the new document (based on the template form letter). This way there is one place to change when the letterhead changes. Letters already typed are not changed so that if you print out a letter typed a year ago, it prints the way it did then. When you create a new letter based on the same template, it incorporates the changes.

    This takes care of part 1. If you are not concerned about having a historically accurate computer file copy you can do the same thing more easily using AutoText in a global template. The problem I have with doing it that way is that I do save file copies on the computer and do not want the file copies to update.

    Part 2 - the data query is standard mailmerge stuff. Your description of the task is too broad for me to answer directly (even if I knew the answer). I would suggest that you follow the links at <A target="_blank" HREF=http://www.addbalance.com/word/wordwebresources.htm#mailmerge> Word Web Resources - MailMerge</A> (addbalance.com/word/wordwebresources.htm) especially Cindy Meister's series of articles. It would seem to me that it would be a matter of selecting the proper form letter from within your database.
    Charles Kyle Kenyon
    Madison, Wisconsin

  3. #3
    2 Star Lounger
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    Re: template and merging (2000)

    Kathleen--are you using a macro/document creation application at all...something like MacroSuite? It addresses exactly the type of issues you are mentioning...

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