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Inserting addresses from previously typed letters: Help MUCH NEEDE
Hello!
If ANYONE can help me out with this, I will do anything to 'pay you back'. Here is the situation. I type letters for a Doctor's office (not transcription trained, medically trained and mostly computer literate). The BIGGEST 'bottleneck' to my efficiency is looking up the Doctor's addresses. I have a huge book that contains all of the addresses. I have been doing this for almost a year and hence, have over hundred thousand letters I have typed. Most of them are to the same 1500-2000 physicians. Hence, I am looking for a way to 'insert address' into the letter. I think there is a way that I can create my address book in word, then insert. If you could tell me if this is possible that would be great! However, it seems that I would have to 'physically' type in all of the addresses specifically to the address book in word. THE IDEAL SITUATION: anyway you know of that I could go through the previously typed documents and click next to the address and 'insert into address book'. (very similar how you click next to the address in a document and can print an envelope). PLEASE HELP! Thanks! Michelle IS THERE A WAY TO DO THIS? |
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#2
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Inserting addresses from previously typed letters: Help MUCH NEEDE
By far the easiest way to do this would be to get the addresses into an
Outlook contacts list. In order to do that you need the addresses in the form of a list that can be imported into Outlook. It appears that your 'list' is in a paper book? You do, however, appear to have the addresses in your store of letters on your hard drive. If the letters are all identically formatted with respect to the addressee information, it should be simple enough to create a macro to trawl through the letters, extract the addresses, sort and eliminate duplicates. Can you let us know how the documents are laid out? -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org kniblet0125 wrote: Hello! If ANYONE can help me out with this, I will do anything to 'pay you back'. Here is the situation. I type letters for a Doctor's office (not transcription trained, medically trained and mostly computer literate). The BIGGEST 'bottleneck' to my efficiency is looking up the Doctor's addresses. I have a huge book that contains all of the addresses. I have been doing this for almost a year and hence, have over hundred thousand letters I have typed. Most of them are to the same 1500-2000 physicians. Hence, I am looking for a way to 'insert address' into the letter. I think there is a way that I can create my address book in word, then insert. If you could tell me if this is possible that would be great! However, it seems that I would have to 'physically' type in all of the addresses specifically to the address book in word. THE IDEAL SITUATION: anyway you know of that I could go through the previously typed documents and click next to the address and 'insert into address book'. (very similar how you click next to the address in a document and can print an envelope). PLEASE HELP! Thanks! Michelle IS THERE A WAY TO DO THIS? |
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#3
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Inserting addresses from previously typed letters: Help MUCH N
Yes, the 'addresses' I currently have are in 'paper format'. All of the
letters follow the same format, for the most part. The only difference is that sometime the 'suite' number is on the same line as the address. How could I create a macro to create this? The basic's of the letter are as follows: May 29th, 2009 Dr. John Smith 890 S Washington Suite 201 Grandville, MI 49418 Jane Doe DOB: 01/01/1950 DOS: O5/09/2009 Dear Dr. Smith: This is the basic format of the first few lines of the letters. Again, sometimes the 'suite number' will be on the same line as the addresses. Thanks much for your help Michelle "Graham Mayor" wrote: By far the easiest way to do this would be to get the addresses into an Outlook contacts list. In order to do that you need the addresses in the form of a list that can be imported into Outlook. It appears that your 'list' is in a paper book? You do, however, appear to have the addresses in your store of letters on your hard drive. If the letters are all identically formatted with respect to the addressee information, it should be simple enough to create a macro to trawl through the letters, extract the addresses, sort and eliminate duplicates. Can you let us know how the documents are laid out? -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org kniblet0125 wrote: Hello! If ANYONE can help me out with this, I will do anything to 'pay you back'. Here is the situation. I type letters for a Doctor's office (not transcription trained, medically trained and mostly computer literate). The BIGGEST 'bottleneck' to my efficiency is looking up the Doctor's addresses. I have a huge book that contains all of the addresses. I have been doing this for almost a year and hence, have over hundred thousand letters I have typed. Most of them are to the same 1500-2000 physicians. Hence, I am looking for a way to 'insert address' into the letter. I think there is a way that I can create my address book in word, then insert. If you could tell me if this is possible that would be great! However, it seems that I would have to 'physically' type in all of the addresses specifically to the address book in word. THE IDEAL SITUATION: anyway you know of that I could go through the previously typed documents and click next to the address and 'insert into address book'. (very similar how you click next to the address in a document and can print an envelope). PLEASE HELP! Thanks! Michelle IS THERE A WAY TO DO THIS? |
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#4
Posted to microsoft.public.word.docmanagement
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Inserting addresses from previously typed letters: Help MUCH NEEDE
Yes, the 'addresses' I currently have are in 'paper format'. All of the
letters follow the same format, for the most part. The only difference is that sometime the 'suite' number is on the same line as the address. How could I create a macro to create this? The basic's of the letter are as follows: May 29th, 2009 Dr. John Smith 890 S Washington Suite 201 Grandville, MI 49418 Jane Doe DOB: 01/01/1950 DOS: O5/09/2009 Dear Dr. Smith: This is the basic format of the first few lines of the letters. Again, sometimes the 'suite number' will be on the same line as the addresses. Thanks much for your help Michelle "kniblet0125" wrote: Hello! If ANYONE can help me out with this, I will do anything to 'pay you back'. Here is the situation. I type letters for a Doctor's office (not transcription trained, medically trained and mostly computer literate). The BIGGEST 'bottleneck' to my efficiency is looking up the Doctor's addresses. I have a huge book that contains all of the addresses. I have been doing this for almost a year and hence, have over hundred thousand letters I have typed. Most of them are to the same 1500-2000 physicians. Hence, I am looking for a way to 'insert address' into the letter. I think there is a way that I can create my address book in word, then insert. If you could tell me if this is possible that would be great! However, it seems that I would have to 'physically' type in all of the addresses specifically to the address book in word. THE IDEAL SITUATION: anyway you know of that I could go through the previously typed documents and click next to the address and 'insert into address book'. (very similar how you click next to the address in a document and can print an envelope). PLEASE HELP! Thanks! Michelle IS THERE A WAY TO DO THIS? |
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#5
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Inserting addresses from previously typed letters: Help MUCH NEEDE
Sounds to me like you need to create a template for your letters that
contains a user form on which you have a combobox or listbox that is populated with the addresses, which you would store in an external source. That could either be a Word document, and Excel spreadsheet or a table in an Access database. See the article "How to create a Userform" at: http://word.mvps.org/FAQs/Userforms/CreateAUserForm.htm and the following pages of fellow MVP Greg Maxey's website : http://gregmaxey.mvps.org/Create_and...a_UserForm.htm http://gregmaxey.mvps.org/Populate_UserForm_ListBox.htm With a little bit of extra code, you could have a facility that would allow you to add a new address to the "address store" via an additional button on the userform. -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP, originally posted via msnews.microsoft.com "kniblet0125" wrote in message ... Yes, the 'addresses' I currently have are in 'paper format'. All of the letters follow the same format, for the most part. The only difference is that sometime the 'suite' number is on the same line as the address. How could I create a macro to create this? The basic's of the letter are as follows: May 29th, 2009 Dr. John Smith 890 S Washington Suite 201 Grandville, MI 49418 Jane Doe DOB: 01/01/1950 DOS: O5/09/2009 Dear Dr. Smith: This is the basic format of the first few lines of the letters. Again, sometimes the 'suite number' will be on the same line as the addresses. Thanks much for your help Michelle "kniblet0125" wrote: Hello! If ANYONE can help me out with this, I will do anything to 'pay you back'. Here is the situation. I type letters for a Doctor's office (not transcription trained, medically trained and mostly computer literate). The BIGGEST 'bottleneck' to my efficiency is looking up the Doctor's addresses. I have a huge book that contains all of the addresses. I have been doing this for almost a year and hence, have over hundred thousand letters I have typed. Most of them are to the same 1500-2000 physicians. Hence, I am looking for a way to 'insert address' into the letter. I think there is a way that I can create my address book in word, then insert. If you could tell me if this is possible that would be great! However, it seems that I would have to 'physically' type in all of the addresses specifically to the address book in word. THE IDEAL SITUATION: anyway you know of that I could go through the previously typed documents and click next to the address and 'insert into address book'. (very similar how you click next to the address in a document and can print an envelope). PLEASE HELP! Thanks! Michelle IS THERE A WAY TO DO THIS? |
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#6
Posted to microsoft.public.word.docmanagement
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Inserting addresses from previously typed letters: Help MUCH N
If the letters are all similar then it is fairly simple to extract the
addresses, however I need some more information (or a sample letter). Press the ¶ button on the formatting toolbar (home tab in Word 2007) or CTRL+* (CTRL+SHIFT+8) to display the formatting. May 29th, 2009 Dr. John Smith 890 S Washington Suite 201 Grandville, MI 49418 Jane Doe DOB: 01/01/1950 DOS: O5/09/2009 Dear Dr. Smith: Is the date on the top line or is there a ¶ or more before it? How is the space between the date and the addressee made up? By paragraph spacing or a a number of ¶s. If so, how many? Does the address always occupy 4 lines or does it sometimes occupy 3. Is each line terminated with ¶ or a line break character which looks a bit like ¬ How is the space between the last line of the address and the subject line made up? Where the Suite is on the same line as the address does it appear before or after the address? How is it separated from the address eg by a comma and a space? If all the lines and spaces are separated by paragraph breaks then run the following macro on a letter. Sub Macro1() Dim orng As Range Dim SourceDoc As Document Dim TargetDoc As Document Set SourceDoc = ActiveDocument Set TargetDoc = Documents.Add Set orng = SourceDoc.Range orng.End = orng.Paragraphs(8).Range.End orng.Start = orng.Paragraphs(5).Range.Start orng = Replace(orng, Chr(13), ",") orng = Replace(orng, Chr(44) & Chr(32), ",") TargetDoc.Range.InsertAfter orng SourceDoc.Close wdDoNotSaveChanges End Sub http://www.gmayor.com/installing_macro.htm It should extract the address to a new document and close the letter without changing it. If it does so correctly for both your address layouts, then report back and I will give you the rest of the code to process the batch of letters. If it doesn't, then let me know the answers to the further questions. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org kniblet0125 wrote: Yes, the 'addresses' I currently have are in 'paper format'. All of the letters follow the same format, for the most part. The only difference is that sometime the 'suite' number is on the same line as the address. How could I create a macro to create this? The basic's of the letter are as follows: May 29th, 2009 Dr. John Smith 890 S Washington Suite 201 Grandville, MI 49418 Jane Doe DOB: 01/01/1950 DOS: O5/09/2009 Dear Dr. Smith: This is the basic format of the first few lines of the letters. Again, sometimes the 'suite number' will be on the same line as the addresses. Thanks much for your help Michelle "Graham Mayor" wrote: By far the easiest way to do this would be to get the addresses into an Outlook contacts list. In order to do that you need the addresses in the form of a list that can be imported into Outlook. It appears that your 'list' is in a paper book? You do, however, appear to have the addresses in your store of letters on your hard drive. If the letters are all identically formatted with respect to the addressee information, it should be simple enough to create a macro to trawl through the letters, extract the addresses, sort and eliminate duplicates. Can you let us know how the documents are laid out? -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org kniblet0125 wrote: Hello! If ANYONE can help me out with this, I will do anything to 'pay you back'. Here is the situation. I type letters for a Doctor's office (not transcription trained, medically trained and mostly computer literate). The BIGGEST 'bottleneck' to my efficiency is looking up the Doctor's addresses. I have a huge book that contains all of the addresses. I have been doing this for almost a year and hence, have over hundred thousand letters I have typed. Most of them are to the same 1500-2000 physicians. Hence, I am looking for a way to 'insert address' into the letter. I think there is a way that I can create my address book in word, then insert. If you could tell me if this is possible that would be great! However, it seems that I would have to 'physically' type in all of the addresses specifically to the address book in word. THE IDEAL SITUATION: anyway you know of that I could go through the previously typed documents and click next to the address and 'insert into address book'. (very similar how you click next to the address in a document and can print an envelope). PLEASE HELP! Thanks! Michelle IS THERE A WAY TO DO THIS? |
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