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How to use a template (letterhead) dynamically?
My company changes their letterhead every few months. We have many form
letters and would prefer to not edit each one everytime the letterhead is changed. The letterhead is from a .dot. But it looks like that .dot gets embedded in the document once the .doc is created. I would like for it to be dynamic - when the letterhead changes it would be reflected in a document that uses it. These form letters are used in mail merges.Thank you in advance for your suggestions. |
#2
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How to use a template (letterhead) dynamically?
Your documents should be templates, not documents.
My recommendation would be to store your letterhead information that is subject to change in AutoText. That AutoText should be stored in a separate global template, not in the letterhead template. See http://addbalance.com/word/movetotemplate.htm for step-by-step instructions on moving / sharing / copying / backing-up customizations including AutoText, AutoCorrect, keyboard assignments, toolbars, macros, etc. Then create your letterhead using AutoText fields. Have an AutoNew macro that updates these fields and then unlinks them (so they are just text or graphics, not fields anymore) when a new document is created based on your templates. This way, the templates are dynamic, but the documents created and sent out will be historically accurate if saved in electronic form. There are other ways of doing this as well. None is simple, but it can be done. Take a look at: How to set up letterhead or some other document where you want one header on the first page and a different header on other pages. http://www.addbalance.com/word/headersfooters.htm This gives step-by-step instructions. (It also has the following links) Some other pages to look at: Letterhead Tips and Instructions http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download....StylesTutorial Template Basics http://www.addbalance.com/usersguide/templates.htm How to Create a Template - Part 2 - essential reading http://www.mvps.org/word/FAQs/Custom...platePart2.htm Hope this helps, -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "K Clench" K wrote in message ... My company changes their letterhead every few months. We have many form letters and would prefer to not edit each one everytime the letterhead is changed. The letterhead is from a .dot. But it looks like that .dot gets embedded in the document once the .doc is created. I would like for it to be dynamic - when the letterhead changes it would be reflected in a document that uses it. These form letters are used in mail merges.Thank you in advance for your suggestions. |
#3
Posted to microsoft.public.word.docmanagement
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How to use a template (letterhead) dynamically?
I guess I need to give you more details on what I am doing and trying to
achieve. My .docs are Mail Merge main documents. I have an automerge macro embedded that merges the data source file with the main document and then automatically displays only the merged New file on the user's screen. I have many of these Mail Merge main documents to maintain. The data sources are generated from an application which uses ActiveX to launch Word and present the final letter to the user. The main documents all have the same letterhead which as I've said in my original post changes often. I was hoping I could use something in a macro which would associate the main document with the letterhead. It cannot be stored locally on each user's computer but with the main document in a network drive. My hope was when the letterhead had a name or logo change - it would be changed on a "letterhead" doc or template and 'get' into the final New Letter after merging? I'm sorry, but I do understand why the .docs should be templates and do not think given the extra complexity of a mail merge and existing macros that it would work as you've outlined. Thank you again for your time and ideas. K "Charles Kenyon" wrote: Your documents should be templates, not documents. My recommendation would be to store your letterhead information that is subject to change in AutoText. That AutoText should be stored in a separate global template, not in the letterhead template. See http://addbalance.com/word/movetotemplate.htm for step-by-step instructions on moving / sharing / copying / backing-up customizations including AutoText, AutoCorrect, keyboard assignments, toolbars, macros, etc. Then create your letterhead using AutoText fields. Have an AutoNew macro that updates these fields and then unlinks them (so they are just text or graphics, not fields anymore) when a new document is created based on your templates. This way, the templates are dynamic, but the documents created and sent out will be historically accurate if saved in electronic form. There are other ways of doing this as well. None is simple, but it can be done. Take a look at: How to set up letterhead or some other document where you want one header on the first page and a different header on other pages. http://www.addbalance.com/word/headersfooters.htm This gives step-by-step instructions. (It also has the following links) Some other pages to look at: Letterhead Tips and Instructions http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download....StylesTutorial Template Basics http://www.addbalance.com/usersguide/templates.htm How to Create a Template - Part 2 - essential reading http://www.mvps.org/word/FAQs/Custom...platePart2.htm Hope this helps, -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "K Clench" K wrote in message ... My company changes their letterhead every few months. We have many form letters and would prefer to not edit each one everytime the letterhead is changed. The letterhead is from a .dot. But it looks like that .dot gets embedded in the document once the .doc is created. I would like for it to be dynamic - when the letterhead changes it would be reflected in a document that uses it. These form letters are used in mail merges.Thank you in advance for your suggestions. |
#4
Posted to microsoft.public.word.docmanagement
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How to use a template (letterhead) dynamically?
The usual way to accomplish this is to create a new document based on a
template (with a letterhead that can be changed according to Charles's instructions) and then insert the letter data by pasting (a single letter) or mail merging (multiple letters). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "K Clench" wrote in message ... I guess I need to give you more details on what I am doing and trying to achieve. My .docs are Mail Merge main documents. I have an automerge macro embedded that merges the data source file with the main document and then automatically displays only the merged New file on the user's screen. I have many of these Mail Merge main documents to maintain. The data sources are generated from an application which uses ActiveX to launch Word and present the final letter to the user. The main documents all have the same letterhead which as I've said in my original post changes often. I was hoping I could use something in a macro which would associate the main document with the letterhead. It cannot be stored locally on each user's computer but with the main document in a network drive. My hope was when the letterhead had a name or logo change - it would be changed on a "letterhead" doc or template and 'get' into the final New Letter after merging? I'm sorry, but I do understand why the .docs should be templates and do not think given the extra complexity of a mail merge and existing macros that it would work as you've outlined. Thank you again for your time and ideas. K "Charles Kenyon" wrote: Your documents should be templates, not documents. My recommendation would be to store your letterhead information that is subject to change in AutoText. That AutoText should be stored in a separate global template, not in the letterhead template. See http://addbalance.com/word/movetotemplate.htm for step-by-step instructions on moving / sharing / copying / backing-up customizations including AutoText, AutoCorrect, keyboard assignments, toolbars, macros, etc. Then create your letterhead using AutoText fields. Have an AutoNew macro that updates these fields and then unlinks them (so they are just text or graphics, not fields anymore) when a new document is created based on your templates. This way, the templates are dynamic, but the documents created and sent out will be historically accurate if saved in electronic form. There are other ways of doing this as well. None is simple, but it can be done. Take a look at: How to set up letterhead or some other document where you want one header on the first page and a different header on other pages. http://www.addbalance.com/word/headersfooters.htm This gives step-by-step instructions. (It also has the following links) Some other pages to look at: Letterhead Tips and Instructions http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download....StylesTutorial Template Basics http://www.addbalance.com/usersguide/templates.htm How to Create a Template - Part 2 - essential reading http://www.mvps.org/word/FAQs/Custom...platePart2.htm Hope this helps, -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "K Clench" K wrote in message ... My company changes their letterhead every few months. We have many form letters and would prefer to not edit each one everytime the letterhead is changed. The letterhead is from a .dot. But it looks like that .dot gets embedded in the document once the .doc is created. I would like for it to be dynamic - when the letterhead changes it would be reflected in a document that uses it. These form letters are used in mail merges.Thank you in advance for your suggestions. |
#5
Posted to microsoft.public.word.docmanagement
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How to use a template (letterhead) dynamically?
I do the same thing. Save your main mailmerge documents as templates. Create
a new document to perform the mailmerge, based on the template. This then would update the AutoText per the macro. Alternatively, you could have your code that launches your merge first update the AutoText fields and then unlink them. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "K Clench" wrote in message ... I guess I need to give you more details on what I am doing and trying to achieve. My .docs are Mail Merge main documents. I have an automerge macro embedded that merges the data source file with the main document and then automatically displays only the merged New file on the user's screen. I have many of these Mail Merge main documents to maintain. The data sources are generated from an application which uses ActiveX to launch Word and present the final letter to the user. The main documents all have the same letterhead which as I've said in my original post changes often. I was hoping I could use something in a macro which would associate the main document with the letterhead. It cannot be stored locally on each user's computer but with the main document in a network drive. My hope was when the letterhead had a name or logo change - it would be changed on a "letterhead" doc or template and 'get' into the final New Letter after merging? I'm sorry, but I do understand why the .docs should be templates and do not think given the extra complexity of a mail merge and existing macros that it would work as you've outlined. Thank you again for your time and ideas. K "Charles Kenyon" wrote: Your documents should be templates, not documents. My recommendation would be to store your letterhead information that is subject to change in AutoText. That AutoText should be stored in a separate global template, not in the letterhead template. See http://addbalance.com/word/movetotemplate.htm for step-by-step instructions on moving / sharing / copying / backing-up customizations including AutoText, AutoCorrect, keyboard assignments, toolbars, macros, etc. Then create your letterhead using AutoText fields. Have an AutoNew macro that updates these fields and then unlinks them (so they are just text or graphics, not fields anymore) when a new document is created based on your templates. This way, the templates are dynamic, but the documents created and sent out will be historically accurate if saved in electronic form. There are other ways of doing this as well. None is simple, but it can be done. Take a look at: How to set up letterhead or some other document where you want one header on the first page and a different header on other pages. http://www.addbalance.com/word/headersfooters.htm This gives step-by-step instructions. (It also has the following links) Some other pages to look at: Letterhead Tips and Instructions http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download....StylesTutorial Template Basics http://www.addbalance.com/usersguide/templates.htm How to Create a Template - Part 2 - essential reading http://www.mvps.org/word/FAQs/Custom...platePart2.htm Hope this helps, -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "K Clench" K wrote in message ... My company changes their letterhead every few months. We have many form letters and would prefer to not edit each one everytime the letterhead is changed. The letterhead is from a .dot. But it looks like that .dot gets embedded in the document once the .doc is created. I would like for it to be dynamic - when the letterhead changes it would be reflected in a document that uses it. These form letters are used in mail merges.Thank you in advance for your suggestions. |
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