creating envelope in Word

[Guest]

In Word, when I’m creating an envelope and using the address book, what
settings do I have to change to get it to pick up the company name. When I
select a contact, it only inserts the persons name and mailing address. I’ve
tried everything I could think of and I’m tired of banging my head against
the wall.

 

[Graham Mayor]

Copy the following exactly and save as an autotext entry called
AddressLayout (all one word)

{<PR_GIVEN_NAME> <PR_SURNAME>
}{<PR_COMPANY_NAME>
}{<PR_POSTAL_ADDRESS>}

(note the curly brackets are not field boundaries, but are typed from the
keyboard)

Alternatively forget the envelope wizard and use an envelope template. The
samples on the downloads page of my web site link with Outlook and add the
company field.


--
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Graham Mayor - Word MVP

My web site www.gmayor.com

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[Guest]

Where do you put the autotext entry?

Copy the following exactly and save as an autotext entry called
AddressLayout (all one word)

{<PR_GIVEN_NAME> <PR_SURNAME>
}{<PR_COMPANY_NAME>
}{<PR_POSTAL_ADDRESS>}

(note the curly brackets are not field boundaries, but are typed from the
keyboard)

Alternatively forget the envelope wizard and use an envelope template. The
samples on the downloads page of my web site link with Outlook and add the
company field.


--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Graham Mayor]

You save it in normal.dot - the default for autotexts.
Note the curly brackets are not field boundaries (CTRL+F9) but are typed
directly from the keyboard and are used to eliminate spaces when the fields
are empty. The full range of fields that can be used in this manner are
listed at http://www.gmayor.com/Macrobutton.htm

--
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Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Guest]

What I meant was, after I have the autotext entry, how do I use it in the
envelope? I have Word 2000, and after I click Tools, Envelopes and Labels,
what do I do to use the autotext entry with the address book?

 

[Graham Mayor]

Ah! If the autotext is present Word uses the layout to format the addresses
when using the label wizard, so the answer is that you don't do anything
with it beyond having it present Use the envelope wizard and see what
happens when you insert an address.

--
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Graham Mayor - Word MVP

My web site www.gmayor.com

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[Suzanne S. Barnhill]

It is used automatically.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Where should the autotext be present? I haven't used autotext or envelopes
much, so I'd appreciate some step by step instructions. Here's what I've
done so far: I put your code in a blank document, selected it, and clicked
New on the Autotext toolbar. I named it EnvAdd. I then clicked Tools,
Envelopes and Labels and clicked on the Address Book. I found my entry and
double-clicked on it. Now what?

I also clicked File, New, Letters and Faxes, and then double-clicked on the
Envelope Wizard. I just got a new blank document.

I know this seems very simple to you, but I don't have a clue how to apply
this autotext entry to the Outlook address.

Thanks for your time with this.

 

[Suzanne S. Barnhill]

You should save the AutoText entry in Normal.dot, and, as specified in the
instructions, it must be named AddressLayout.

Perhaps it will be easier to understand if you read the KB article “WD97:
How to Modify the Layout of an Address Book Entry†at
http://support.microsoft.com/?kbid=134901 or "HOW TO: Modify the Layout of
an Address Book Entry in Word 2000" at
http://support.microsoft.com/?kbid=212345

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Graham Mayor]

As Suzanne has posted and I indicated in my original reply, you must call
the autotext entry AddressLayout - all one word - and NOT EnvAdd! When you
save that entry it is automatically recorded in normal.dot. Then when you go
to tools > envelopes and labels > envelope and pick your address from the
address book, it will be automatically formatted in the manner of the
autotext entry.

If you are prompted to save normal.dot on exit from Word - do so!

If you want to use an envelope template from file > new, then there are
samples on the downloads page of my web site that will link with Outlook.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Guest]

Thank you, Graham and Suzanne, for your help with this. My apologies for
overlooking how to name the autotext entry. It's simple once you do it
correctly!