MARTIN'S HELPDESK newsletter

News
This is more of a workshop than advertising one of our products. Hopefully you will find it useful. Note: You must have both Microsoft Word and Microsoft Outlook installed on your computer. This workshop is based on my version of Microsoft Office 2007, however, it should work just as well on earlier versions of Microsoft Office, such as Office 2003 or Office XP. Merging with Outlook Contacts Thanks to a query from a client, I wish to share an interesting process that can be done from your Outlook Contact list. Did you know that you can merge Outlook Contacts to email, envelopes, labels and documents?. Easily print documents directly from your contacts without any add on software and in the font, format and layout preserved by your document itself. A. Preparation (This is to prepare a frequently used document which will be used later from Outlook. For example a letter that you frequently send out to a customer such as: a thank you for your Enquiry letter; a confirmation of payment letter etc.) Use Microsoft Word to create your letter, envelope or email. You need to get Word to link that document to Outlook Contacts. To do this, use Microsoft Word's, Mailings or Form Letters menu, and select Recipients. This will then give you a choice of where to find the recipients, so choose Select from Outlook Contacts..., Choose a Contact folder and click OK. When you are then presented with your contact list, close that dialogue box (the X in the top right hand corner), as we now have that document connected to your Outlook Contacts list. Now you are able to insert Outlook merge fields into the document. Typical fields are: AddressBlock; First; Company and so on. Format these fields with the exact font size and paragraph setting you want. Save the Word document in a folder say: My Documents\Outlook Merge Docs\ (don't save it as a template). Exit Word B. Merging 1 or more records while you are in Outlook Contacts In Outlook, display your contacts. Select, but do not open, the contact you want to Merge, or select multiple contacts by holding the Ctrl key down. On the menu, click Tools, Mail Merge..., click Only selected contacts, in the Document File section select Choose existing document, and click the Browse button. Find the file you want to use by browsing to Documents\Outlook Merge Docs\ and double click the file you created in Word. In the Merge Options section, under Document Type: make sure Form Letters is shown (you can also select Mailing Labels, Envelopes etc.). Under Merge to: make sure New Document is shown or if you want to just print out directly, select Printer (you can also select Email). Click OK Your merge document is now on your screen. Click Preview Results in the Mailings tab/ Form Letters menu, to check that the information is displayed in your document correctly. Now complete the merge using Word's Merge menu or Finish and Merge. If you selected New Document (above), and then make changes to it for that specific client then be careful to save it elsewhere under a new name. To view a sample of a document with merge fields and then the final document click on the cheetah. This is an example of a service that we now offer to do for clients. If the workshop above is not for you but you like the idea, why not contact us with your requirements and we can quote you for the job. Remember that automating your document processes like this will get the job done that you don't normally have the time to do. It also helps you stay in regular contact with your clients. This job can be done on a remote desktop sharing connection, so you benefit from the lower hourly rate.

News

This is more of a workshop than advertising one of our products. Hopefully you will find it useful.
Note: You must have both Microsoft Word and Microsoft Outlook installed on your computer. This workshop is based on my version of Microsoft Office 2007, however, it should work just as well on earlier versions of Microsoft Office, such as Office 2003 or Office XP.

Merging with Outlook Contacts
Thanks to a query from a client, I wish to share an interesting process that can be done from your Outlook Contact list.

Did you know that you can merge Outlook Contacts to email, envelopes, labels and documents?.

Easily print documents directly from your contacts without any add on software and in the font, format and layout preserved by your document itself.

An MSWord 2007 merge document for an envelope with the AddressBlock Outlook Merge field

An MSWord 2007 merge document for an envelope with the AddressBlock Outlook Merge field

A. Preparation
(This is to prepare a frequently used document which will be used later from Outlook. For example a letter that you frequently send out to a customer such as: a thank you for your Enquiry letter; a confirmation of payment letter etc.)

Use Microsoft Word to create your letter, envelope or email.
You need to get Word to link that document to Outlook Contacts. To do this, use Microsoft Word's, Mailings or Form Letters menu, and select Recipients. This will then give you a choice of where to find the recipients, so choose Select from Outlook Contacts..., Choose a Contact folder and click OK. When you are then presented with your contact list, close that dialogue box (the X in the top right hand corner), as we now have that document connected to your Outlook Contacts list. Now you are able to insert Outlook merge fields into the document. Typical fields are: AddressBlock; First; Company and so on. Format these fields with the exact font size and paragraph setting you want.
Save the Word document in a folder say: My Documents\Outlook Merge Docs\ (don't save it as a template).
Exit Word

The Outlook 2007 Mail Merge dialogue box

B. Merging 1 or more records while you are in Outlook Contacts

In Outlook, display your contacts.
Select, but do not open, the contact you want to Merge, or select multiple contacts by holding the Ctrl key down.
On the menu, click Tools, Mail Merge..., click Only selected contacts, in the Document File section select Choose existing document, and click the Browse button.
Find the file you want to use by browsing to Documents\Outlook Merge Docs\ and double click the file you created in Word.
In the Merge Options section, under Document Type: make sure Form Letters is shown
(you can also select Mailing Labels, Envelopes etc.).
Under Merge to: make sure New Document is shown or if you want to just print out directly, select Printer
(you can also select Email).
Click OK
Your merge document is now on your screen. Click Preview Results in the Mailings tab/ Form Letters menu, to check that the information is displayed in your document correctly. Now complete the merge using Word's Merge menu or Finish and Merge.
If you selected New Document (above), and then make changes to it for that specific client then be careful to save it elsewhere under a new name.

To view a sample of a document with merge fields and then the final document click on the cheetah

.

This is an example of a service that we now offer to do for clients. If the workshop above is not for you but you like the idea, why not contact us with your requirements and we can quote you for the job. Remember that automating your document processes like this will get the job done that you don't normally have the time to do. It also helps you stay in regular contact with your clients. This job can be done on a remote desktop sharing connection, so you benefit from the lower hourly rate.

Web Link

Name

Comments

Buy

AceMoney

For Windows only. Simple, uncluttered, easy to use interface. Free upgrades for Life. Also a version for Pocket PC. A free version limits use of multiple accounts.

Order

MoneyDance

For Mac, Windows, Linux, Solaris and OS/2. A bit more comprehensive than Ace Money. No version for Pocket PC. Upgrades at discounted rates. A free version limits you to 100 transactions.

Order

Microsoft Money

For Windows only. Looks more like an internet web page, with loads of web intergration, than a finance program, so a bit difficult to explore and create reports. At this time the latest version is 2005. Seems that with the absence of Intuit's Quicken in the UK, there is no incentive to keep it updated.

Order

Websites
Games I have been fascinated by the content of the two websites listed here. Both extremely entertaining. Click the image to take you to the website. Games for the Brain www.gamesforthebrain.com These are games that provide fun ways of making you use logic, think or remember like puzzles, colour matching, quiz games, spotting the difference etc. Great for playing with a partner, grandparent or general family entertainment. One More Level www.onemorelevel.com These are all the games you see in games arcades, dating back to the early 80's. One of my favourites is the putting game called 12 holes of Christmas in the Sports section. This site contains over 600 games, which you play online.

Websites

Games

I have been fascinated by the content of the two websites listed here. Both extremely entertaining.
Click the image to take you to the website.

Click here to go to the Games for the Brain web site

Games for the Brain www.gamesforthebrain.com
These are games that provide fun ways of making you use logic, think or remember like puzzles, colour matching, quiz games, spotting the difference etc. Great for playing with a partner, grandparent or general family entertainment.

Click here to go to the One More Level web site

One More Level www.onemorelevel.com
These are all the games you see in games arcades, dating back to the early 80's. One of my favourites is the putting game called 12 holes of Christmas in the Sports section. This site contains over 600 games, which you play online.

Web Link

Name

Comments

TaskSwitchXP

For Windows XP only. A great program from ntwind software.

Windows PowerToy Alt+Tab replacement. If you click the image to the left to go to the web page, look for the program at the bottom right of that webpage.

Not as versatile as the ntwind program

Client Spotlight
Competitive Colour Print (CCP) is owned and run by Robin Parker - it was set up soon after selling a small printing firm which he owned and ran for 8 years on the South Coast. Robin is a print broker not a printer. He buys print for a wide range of customers mainly in the SME sector. The focus of the business is to achieve the best quality at the most cost effective price combined with reliability and the reassurance that the job will be right first time. Specifying, costing and overseeing the production of quality print is an underrated and time consuming skill. Robin has the knowledge, experience and the contacts for buying print services to meet exacting requirements. Recognising that many printers outsource much of the work they undertake creates a niche opportunity for a business such as CCP to place print directly with the most appropriate supplier. Often achieving significant savings in the process. It is seldom realised that SMEs spend significant sums on print to keep their businesses running smoothly and efficiently (letterheads, business forms, NCR/ continuous, envelopes and labels etc); but in addition promotional literature is all important to achieve marketing goals (brochures, catalogues, leaflets, booklets, folders and inserts, point of sale including personalised leaflet dispensers etc) and the specifying and buying of these items is vital to protect brand integrity and project the correct professional profile. Effective communication starts with creative design skills. Whether you need to update your business stationery, a new product logo or ideas for promotional material CCP will source the most appropriate designer. Particularly ensuring that your print is designed to achieve the highest levels of print reproduction, whether it be litho, screen or volume digital. Competitive Colour Print Affordable & Practical Print Management. www.issuk.co.uk The Studio, 6 Hartington Park, Redland, Bristol. BS6 7ES Tel: 0117 924 3388 Fax: 0117 924 1155 Mob: 07802 814348

Client Spotlight

Competitive Colour Print (CCP) is owned and run by Robin Parker - it was set up soon after selling a small printing firm which he owned and ran for 8 years on the South Coast. Robin is a print broker not a printer. He buys print for a wide range of customers mainly in the SME sector. The focus of the business is to achieve the best quality at the most cost effective price combined with reliability and the reassurance that the job will be right first time.

Specifying, costing and overseeing the production of quality print is an underrated and time consuming skill. Robin has the knowledge, experience and the contacts for buying print services to meet exacting requirements.

Recognising that many printers outsource much of the work they undertake creates a niche opportunity for a business such as CCP to place print directly with the most appropriate supplier. Often achieving significant savings in the process.

It is seldom realised that SMEs spend significant sums on print to keep their businesses running smoothly and efficiently (letterheads, business forms, NCR/ continuous, envelopes and labels etc); but in addition promotional literature is all important to achieve marketing goals (brochures, catalogues, leaflets, booklets, folders and inserts, point of sale including personalised leaflet dispensers etc) and the specifying and buying of these items is vital to protect brand integrity and project the correct professional profile.

Effective communication starts with creative design skills. Whether you need to update your business stationery, a new product logo or ideas for promotional material CCP will source the most appropriate designer. Particularly ensuring that your print is designed to achieve the highest levels of print reproduction, whether it be litho, screen or volume digital.

Competitive Colour Print
Affordable & Practical Print Management.
www.issuk.co.uk
The Studio, 6 Hartington Park, Redland, Bristol. BS6 7ES
Tel: 0117 924 3388 Fax: 0117 924 1155
Mob: 07802 814348

Funnies
Introducing "The Book" a.k.a. Medieval Helpdesk. This video makes fun of newbie computer users by illustrating - in a way fully understandable to them - how silly some of their questions are by creating a similar problem in the Middle Ages. It's from a show called Øystein & Meg (Øystein & I) produced by the Norwegian Broadcasting television channel (NRK) in 2001. The spoken language is Norwegian.

Funnies

Introducing "The Book" a.k.a. Medieval Helpdesk.
This video makes fun of newbie computer users by illustrating - in a way fully understandable to them - how silly some of their questions are by creating a similar problem in the Middle Ages.
It's from a show called Øystein & Meg (Øystein & I) produced by the Norwegian Broadcasting television channel (NRK) in 2001. The spoken language is Norwegian.