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MS Office Forum / Word / Long Documents / May 2004AutoText entry
Hi, Can you store headers and footers in an AutoText entry? I have a letterhead template that I want to partially fill in and store as Auto-Text. The letterhead is inside the header and footer, and I want that to be a part of the AutoText entry. Thanks, Certainly you can! In fact, if the text that you store is formatted with the Header style or the Footer style, its name will appear in the dropdown list of the AutoText Entries button in the Header/Footer toolbar. For more on AutoText, see http://word.mvps.org/faqs/customization/AutoText.htm.  SignatureRegards, Jay Freedman Microsoft Word MVP FAQ: http://word.mvps.org > Hi, > [quoted text clipped - 5 lines] > > Thanks, Thanks, Jay. I did a CTRL + A to select the entire document, but AutoText did not include the headers and footers in the entry. How do I select an entire document, including its headers and footers, and make it into an AutoText entry? Thanks, >-----Original Message----- >Certainly you can! In fact, if the text that you store is formatted with the [quoted text clipped - 15 lines] > >. Hi, Rosemary, Ah, unfortunately that's not possible. You can open the Header pane, select the text of the header (only), and make that into an AutoText entry. You can select the body of the document and make that into another entry. You can't put everything into one entry, though. However, I don't quite understand where you're going with this. Since you're creating a letter template, why not simply leave the letterhead as the (first-page) header, and with the "boilerplate" text already in the body? For guidance, see http://home.earthlink.net/~wordfaqs/Letterhead.htm. SignatureRegards, Jay Freedman Microsoft Word MVP FAQ: http://word.mvps.org > Thanks, Jay. I did a CTRL + A to select the entire > document, but AutoText did not include the headers and [quoted text clipped - 30 lines] >> >> . Hi Jay, I have in fact created a template with a macro that allows secretaries to select an attorney - that attorney's information is then placed into an empty cell designated for that purpose, and the letterhead is created. In the template, I have the first page letterhead in the header, a logo in the first page footer, and a second page header with "Page 2", etc. To access the template, secretaries have to go to File - New - Letterhead tab - Letterhead Template - then select the attorney's name and click "OK". Instead of going through all these steps, they want a button on their toolbar that they can click once and have their personalized letterhead created. I have been all over the block with this issue, including creating a new macro for creating toolbar buttons. After all this, I settled on using an AutoText entry with a button on the toolbar instead. But now I've run into this other problem - I can't store both headers and the footer inside the AutoText entry. So that is the history of this particular AutoText entry. Any ideas??? Thanks, Rosemary >-----Original Message----- >Hi, Rosemary, [quoted text clipped - 45 lines] > >. You could create your template with a bookmark or DocProperty field in the header where the attorney's name should go, then use a UserForm to collect the information to write to that bookmark or document property. Since there is a known list of attorneys, you can use a dropdown list on the UserForm to allow users to select the appropriate one. For instructions on setting up a UserForm to use a bookmark, see http://word.mvps.org/FAQs/Userforms/CreateAUserForm.htm Another possibility is an AutoTextList field; see http://word.mvps.org/FAQs/TblsFldsFms/AutoTextList.htm Or you might want to get Bill Coan's DataPrompter add-in to totally automate the production of custom UserForms. See http://www.wordsite.com/DataPrompter.html -- Suzanne S. Barnhill Microsoft MVP (Word) SignatureWords 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. > Hi Jay, > [quoted text clipped - 92 lines] > > > >. Hi Suzanne, If I am understanding you correctly, we do already have a UserForm that allows users to select from a list of attorneys, and then places the information for the selected attorney into the designated cell. The problem is, the secretaries don't want to have to go through the UserForm each time they create a letterhead. They want a button they can click that calls up the letterhead already personalized for them. That is, they want a macro that does the following for them: File - New - Letterhead tab - Letterhead template - selects their attorney. (The macro I created with the template and user form then places that attorney's info into the letterhead.) Sorry this is so complicated! Thanks, >-----Original Message----- >You could create your template with a bookmark or DocProperty field in the [quoted text clipped - 93 lines] >> >>> >> >>> For more on AutoText, see http://word.mvps.org/faqs/customization/AutoText.htm. >> >>> -- >> >>> Regards, [quoted text clipped - 19 lines] > >. Ah, got you. I think Charles's suggestion of individual templates would suit you best, then. -- Suzanne S. Barnhill Microsoft MVP (Word) SignatureWords 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. > Hi Suzanne, > [quoted text clipped - 159 lines] > > > >. Rosemary, Why don't you record a macro of the steps to open the desired template and then assign the macro to a toolbar icon? >-----Original Message----- >Hi Jay, [quoted text clipped - 90 lines] >> >. Hi Greg, I did try to record the steps in a macro to open the template. Problem is, I can't get the recorded macro to record the selection I make from the user interface and then place the info in the designated cell. The recorded macro will only record as far as calling up the template and it goes no farther. Thanks, >-----Original Message----- >Rosemary, [quoted text clipped - 107 lines] >> >. Hi Rosemary Both Suzanne and Greg have given reasonable suggestions. To minimize the work in getting from your existing template to what you want, I'll just point out that there's no reason your macro can't insert two or more AutoText entries to set up a single letterhead document. Use one for the body and another for the header. If you want me to look at your template and suggest changes, zip it and mail it to me (and I hope my spam filter doesn't eat it). SignatureRegards, Jay Freedman Microsoft Word MVP FAQ: http://word.mvps.org > Hi Jay, > [quoted text clipped - 77 lines] >>>>> >>>>> Thanks, Hi Jay, Thanks very much. It would probably be easier for you to see what is going on by looking at the actual template itself. I'll try these things out, and then let you know how it goes! Many thanks to you and everyone for your helpful suggestions. Regards, Rosemary >-----Original Message----- >Hi Rosemary [quoted text clipped - 91 lines] > >. I suspect you are better off with customized templates than with macros. Those templates can call in or incorporate aspects of a base template as they are used to create new documents. This can be done using macros or AutoText (or both). By properly using styles and styleref fields in your headers you can also make the continuation pages headers much more specific to your letters. Take a look at: Letterhead Tips and Instructions http://home.zebra.net/~sbarnhill/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download/index.htm#LetterheadTextboxesAndStylesTutorial Template Basics http://www.addbalance.com/usersguide/templates.htm How to Create a Template - Part 2 - essential reading http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm Word "Forms" http://www.addbalance.com/word/wordwebresources.htm#Forms and Word for Word Perfect Users http://www.addbalance.com/word/wordperfect.htm if you are coming from a WP environment (or even if you are not). SignatureCharles 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://www.mvps.org/word 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. > Hi Jay, > [quoted text clipped - 87 lines] > > > >. Hi Charles, This sounds like it might fit our situation. I want to avoid creating 40 individual templates because it means I have to update all 40 templates every time our letterhead changes instead of just one template. But if the customized templates incorporate a base templates which contains the "variable" or changeable information, that might do it. Thanks, >-----Original Message----- >I suspect you are better off with customized templates than with macros. [quoted text clipped - 19 lines] > >Word "Forms" http://www.addbalance.com/word/wordwebresources.htm#Forms and >Word for Word Perfect Users > http://www.addbalance.com/word/wordperfect.htm if you are coming from a WP [quoted text clipped - 68 lines] >> >>> >> >>> For more on AutoText, see http://word.mvps.org/faqs/customization/AutoText.htm. >> >>> -- >> >>> Regards, [quoted text clipped - 19 lines] > >. |
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