Rugbyfiend Posted February 23, 2005 Report Share Posted February 23, 2005 I've got some word templates set up with text boxes in them for putting addresses in (so they show up in the right place on window envelopes). There are a few boxes on different pages and copying and pasting the addresses into each is annoying and time consuming. Is there a way for word to automatically copy the text you have typed in one place and insert in another pre-defined space? I've had a search but as ever, word help is no use at all and all i get through google is lots and lots of pages telling me how to copy and paste things which thankfully I have already grasped! Link to comment Share on other sites More sharing options...
danksy Posted February 23, 2005 Report Share Posted February 23, 2005 If you have a list of names and addresses in sat Excel, you can do a mail merge, which will take a named range and insert it into name and address fields! Link to comment Share on other sites More sharing options...
danksy Posted February 23, 2005 Report Share Posted February 23, 2005 Oh... its under tools Letters and Mailings. Quite easy to do! I managed it! Cheers Nick Link to comment Share on other sites More sharing options...
Rugbyfiend Posted February 23, 2005 Author Report Share Posted February 23, 2005 Thanks but I didn't really explain it very well; I don't want to do a mail merge, (although it can be brilliant when doing mass mailings) and the address thing is a bit of a red herring, there are a number of other things that I also want to replicate throughout the letter which is about 15 pages long, for filing references, property details and so on. It is just a huge template and within there are a number of variable options which keep needing filling, an example of which was the address, but names of the clients as well. So what I wanted, was once they had been typed up on the first page they "magically" appeared throughout the rest of the document. Hopefully that's explained it a little better... Link to comment Share on other sites More sharing options...
Chav Posted February 23, 2005 Report Share Posted February 23, 2005 You can use document variables to simplify that. Lookup Document.Variables in the visual basic help. Its really straightforward once you know the syntax for defining and using variables. You can then use { DOCVARIABLE "MyName1" } etc whenever you need to. Link to comment Share on other sites More sharing options...
CarMad Posted February 23, 2005 Report Share Posted February 23, 2005 You can store specific sections of a document in Autotext. E.G. you could store a paragragh and by typing TSN and the Autotext button the stored paragraph would appear. Not quite what your looking though unfortunately. I think a mailmerge type approach is what you are looking for with a generic template and common fields. I have seen both of the above used togeather to great effect at a client I worked with while ago. They had to send common generic letters out to clients after they had done some business with them to comply with FSA rules and most were almost identical. So store the client info in Access, merge it into the document then insert the common text with Autotext, I set it up and they loved it. Just make sure you keep a copy of Normal.dot I think it is if you use it because thats where the phrases / sections got stored. Link to comment Share on other sites More sharing options...
Rugbyfiend Posted February 23, 2005 Author Report Share Posted February 23, 2005 Is there any way of doing it with fields? You have one field which you type into and others that copy what was typed into the first field. Carmad - A database would be an excellent idea and i went off to learn all about them earlier this week, however as yet we don't have one it is an idea i'm trying to push at the moment. I've only just coaxed the rather backward secretaries here to stop using a paper list and card index system and set them up a spreadsheet instead witht the idea of at a future date getting access and importing it. Teaching them that has taken me the best part of 2 months, so database plus mail merge is going to be very painful! Link to comment Share on other sites More sharing options...
R32North Posted February 23, 2005 Report Share Posted February 23, 2005 Are the values in these fields set, eg a defined list, so you could choose them from a drop down list enbedded into the page? Link to comment Share on other sites More sharing options...
CarMad Posted February 24, 2005 Report Share Posted February 24, 2005 I created and installed the system above with a full database for a small client I had. Only three people. All could do mail merges and look of peoples records on the network I put in. It is still in use today some 5/6 years later and he is still very happy with it. Access is not too had to grasp and you can mostly use wizards to create a lot of the documents. You can reuse the same piece of data throught the document just by inserting the field in the right place which is childs play. What I would say is try and aline the record number to the client number in some way, it can make printing and finding he records quite easy if its done in the right way. I haven't had any Access training so if you are then it shouldn't be too hard. Link to comment Share on other sites More sharing options...
Rugbyfiend Posted February 24, 2005 Author Report Share Posted February 24, 2005 [ QUOTE ] Are the values in these fields set, eg a defined list, so you could choose them from a drop down list enbedded into the page? [/ QUOTE ] No they are new each time, it's for a terms of business letter that we send out when we get new clients. Hence each time it's new data. [ QUOTE ] Carmad - more stuff about access [/ QUOTE ] I agree with you, using access and a database would definately be the way forward, however at the present time we don't have it and I'm using an old version from office 97 to play with and get my head round what I can and can't get it to do. I thought there would be some tidy little function somewhere that I'd missed looks like I'm going to have to delve into the joy that is visual basic. Link to comment Share on other sites More sharing options...
CarMad Posted February 24, 2005 Report Share Posted February 24, 2005 I didn't have to do a thing with VB at all, only really used wizards and an a bit of creative thinking. I kept in simple which also made it easier for everyone else to use. Follow KISS principles. The system I created held a clients address, versions of names /contact numbers etc. so you can address a letter to Dave and Helen if you know them that well, or Mr and Mrs D ...... Etc. They also did auto envelopes with it as well by using sticky labels. The rest of the system held client investment records (The system was for an IFA). So multiple entries for each client etc. It used a combination of pull down menues and input fields for values etc. I initially created it using office 97 and it hasn't evolved that much since to be honest. With a combination of queries / forms and different linked tables you should be able to do it. I haven't looked at it for a good while but if you think I might be able to help a bit PM me. Link to comment Share on other sites More sharing options...
Rugbyfiend Posted February 25, 2005 Author Report Share Posted February 25, 2005 [ QUOTE ] I haven't looked at it for a good while but if you think I might be able to help a bit PM me. [/ QUOTE ] Thats a generous offer, cheers. Apparently there is some way of doing it with either REF fields or Styleref fields so i'm still trying to get that to work otherwise I think that it might well be time to start using Access. Link to comment Share on other sites More sharing options...
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