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  1. #1
    Bronze Lounger
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    Creative Help with Letterhead (2000 and XP)

    Need some creative help. Office has a letterhead template with margins, font, etc. settings. On the top of the LH, the secretary typically types the date, then tabs about 4 times or so and enters the sender's e-mail address. Some secretaries have only one person for whom they work, so this process is always the same. Some have more than one, so they need to enter a different e-mail address on each letter depending on who is sending it. I'm looking for a creative way to handle this that might avoid having one template for each person. All suggestions more than welcome!!

  2. #2
    Plutonium Lounger
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    Re: Creative Help with Letterhead (2000 and XP)

    AutoText comes to mind: type an e-mail address, select it and type Alt+F3 to bring up the New AutoText dialog. Provide a short mnemonic name for the address, then click OK. Repeat for the others. the secretary only has to type the mnemonic, and Word will suggest to autocomplete it.

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    Re: Creative Help with Letterhead (2000 and XP)

    Not to be facetious or anything, but it's call application development, programming
    coding, or macro writing.

    You need a custom software solution. Most companies understand the value of
    having some sort of document assembly system -- whether it's a manual list of procedures
    or an automated application -- and are willing to make the investment to get one.

    If you are going to automate, you'll need to learn Word VBA (or get the boss to hire someone
    who can do this for you). Do a google search on "learning VBA" etc. and check out the VBA forum here at the Lounge.
    Kevin <IMG SRC=http://www.wopr.com/w3tuserpics/Kevin_sig.gif alt="Keep the change, ya filthy animal...">
    <img src=/w3timages/blackline.gif width=33% height=2><img src=/w3timages/redline.gif width=33% height=2><img src=/w3timages/blackline.gif width=33% height=2>

  4. #4
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    Re: Creative Help with Letterhead (2000 and XP)

    Thanks Hans and Kevin...I was looking for what might be the "best" approach to this -- either autotext, VBA or ???
    I wrote a macro as one approach that was a two col table w/o borders and the date left aligned in col 1 and the e-mail addr right aligned in col 2. That seems to work fine for those with only one e-mail requirement. I guess the suggestion from Hans would work well for multiples...was also thinking about a drop-down with the list. Any feelings about this? THANKS again!

  5. #5
    Plutonium Lounger
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    Re: Creative Help with Letterhead (2000 and XP)

    You can put two kinds of drop-down list boxes in a document: those from the Forms toolbar and those from the Control Toolbox. Neither is ideal, in my opinion.

    The Forms dropdown list is easy to set up, and blends in nicely with the text in print. The downside is that it needs to reside in a protected section of the document, and if you have protected sections, many Word features are disabled even in the non-protected sections. If this is OK to the users, this is an easy and efficient solution, but many users will find it too restrictive.

    The dropdown list from the Control Toolbox doesn't require the document to be protected, but it stands out conspicuously in the text On screen and in print), and you need VBA code to set it up.

    For a really user-friendly solution, you would have to design a userform that lets the user specify / select the "parameters" for the document; these parameters would then be put into the document by VBA code. This is the most professional solution, but you have to be able to invest time in it.

  6. #6
    Uranium Lounger
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    Re: Creative Help with Letterhead (2000 and XP)

    Here's a variation on Han's approach. Create an autotext entry for each secretary & create a style for it (e.g. address or email). Give it the secretary's name. Then create a single template with an AutoTextListField. You will then have a dropdown list where the secretary merely clicks on her own name. The syntax is:

    {AUTOTEXTLIST "Click here for dropdown list." /s "email" }

    Just make sure that the autotext addresses are all created in the same style & the field is formatted in that style. If you have trouble, post back. I have an example that I can't post because it has real addresses. I must get around to changing that. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

  7. #7
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    Re: Creative Help with Letterhead (2000 and XP)

    That's a fantastic idea. I saw this option as I was considering how to do this, but didn't quite understand it. I suspect the key is that each e-mail address is not only entered as an AutoText entry but before they're marked for AutoText they need to be in a given style so that the field picks up only that style. Looks good. Did I missing anything in this attempt at explaining my understanding of it? THANKS!

  8. #8
    Uranium Lounger
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    Re: Creative Help with Letterhead (2000 and XP)

    Hi Kevin:
    No, you've got it. I was asked by someone to create an example that uses an IF field along with the Autotext field. They wanted to select the name of an office & have the address, fax, etc. automatically appear. I've attached that example (with all the addresses & tel. numbers changed to protect the innocent <img src=/S/evilgrin.gif border=0 alt=evilgrin width=15 height=15>).
    Attached Files Attached Files

  9. #9
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    Re: Creative Help with Letterhead (2000 and XP)

    VERY slick! Thanks for the help. Have a great weekend.

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