Word offers special bookmarks that let you automate the process of addressing your envelopes.  Mary Ann Richardson explains this handy feature.

When you need to send the same letter to two or three people, retyping the inside address for each recipient is much easier than using mail merge. But without mail merge, you may think that you need to retype both the return address and the delivery address before printing the envelopes. Fortunately, Word has two special bookmarks you can use to address the envelopes without retyping. Follow these steps:

Figure A

1. Select the delivery address.
2. Go cialis dosage options to Insert | Bookmark.
3. Type EnvelopeAddress in the Bookmark name text box (Figure B) and click Add.

Figure B

1. In Word 2003, go to Tools | Letters And Mailings and click on Envelopes & Labels. In Word 2007, click Mailings and then click Envelopes in the Create Group.
2. Click Print to print the envelope.

Now you can go back to your letter, select the delivery address, and replace it with the delivery address for the next addressee. The new delivery address will automatically appear in the Envelope dialog box — no retyping required.

Columns cialis dosage 40 mg are easy to create in Word — usually. Newspaper columns flow from top to bottom and then snake around to the top and down to the bottom again. In Word, you just click a button and like magic, you have newspaper columns. On the other hand, parallel columns are a bit more troublesome. These columns are read left to right. You can use tabs, but the guesswork makes these columns awkward to work with. Moving or deleting a column is difficult at best. Displaying the tab characters make the chore easier, but you still have to delete or move items one by one.

Tina Norris Fields, a Michigan colleague, recently shared an easy way to create parallel columns: Use a table and then inhibit the borders. Now, that’s magic!

Use any method you like to create the table. I usually enter the first few rows and then let Word create the table based on the existing items. If you know the dimensions, you can create the table first and then enter data. It doesn’t really matter. Use the AutoFit format and let Word adjust the table as you enter the columnar data.

When you’re done, turn off the table’s borders as follows:

Word will gray out the borders on screen. However, Word won’t print the borders, which you can easily confirm by viewing the document in Print Preview.

Using the table structure allows you to easily move or even delete parallel columns.

The smallest details often make a big difference in the appearance of your documents. See how the simple trick of adding a couple of special characters can improve your page design.

Just a few quick touches with symbols can spruce up your documents in minutes. For example, say you’ve just formatted the newsletter shown in Figure A.

Figure A

You’d like to add something at the end of Article One that tells the reader the article ends there; you would also like to add something to indicate that Article Two continues on the next page. Follow these steps:

1. Go to Insert cialis daily generic | Symbol. (In Word 2007, click the Insert tab and then click Symbol in the Symbols group and select More Symbols.)

1. Click the Font box drop-down arrow and select Symbol.

1. Click the symbol in the last row, as shown in Figure B, and then click the Insert button.

Figure B

1. Click Close.

1. Select the symbol you just inserted and change the Font color to dark green.

1. Click at the end of the last column in the document.

1. Go to Insert | Symbol. (In Word 2007, click the Insert tab and then click Symbol in the Symbols group and select More Symbols.)

1. Click the Font box drop-down arrow and select WingDings.

1. Click the symbol shown in Figure C and then click the Insert button.

Figure C

1. Click Close.

1. Select the inserted symbol and change the font size to 18 and the Font color to dark green (Figure D).

Figure D

Note: When you need to use the symbols again, you can find them listed under the most recently used symbols in the Insert Symbol dialog box. In Word 2007, just click Symbol on the Insert tab.

Thanks to Word’s mail merge fields, you can automate the process of producing different letters based on criteria you specify. This example shows how it works.

When you need to send two or more different letters to your clients based on a value in a field in the client database, you don’t need to compile two separate mailing lists. Using the If… Then…Else rule with the INCLUDETEXT field, you can process both letters at once. For example, say you have saved two documents, one containing the body of the letter for clients located in Missouri and a second containing the body of the letter for clients located in Illinois. To create one mailing that will send the appropriate letter to each client, follow these steps:

1. Click below the greeting, where you want to insert the body of your letter.

1. Click the drop-down arrow of the Insert Word Field button in the Mail Merge toolbar. (In Word 2007, click Rules in the Write & Insert Fields group of the Mailings tab.)

1. Click If…Then…Else.

1. Click the Field Name box drop-down arrow and select State (Figure A).

Figure A

1. Click in the Comparison box and select Equal To.

1. Click in the Compare To box and type MO.

1. Click in the Insert This Text box and type This is the text for MO.

1. In the Otherwise Insert This Text box, type This is the text for IL.

1. Click OK.

1. Right-click the field in the document and select Toggle Field Codes to display all the field codes (Figure B).

Figure B

1. Select the following text inside the quotes: This is the text for MO. (Do not select the quotes.)

1. Go to Insert | Field. (In Word 2007, click Quick Parts in the Text Group of the Insert tab.)

1. Click Field.

1. Under Field Names, select IncludeText (Figure C).

Figure C

1. Click in the Filename Or URL box and type the full pathname for the file containing the body of the letter for Missouri clients.

1. Click OK.

1. Right-click the field and select Toggle Field Codes.

1. Select the following text inside the quotes: This is the text for IL. (Again, do not select the quotes.)

1. Repeat steps 13 through 15.

1. Click in the Filename Or URL box and type the full pathname for the file containing the body of the letter for the Illinois clients.

1. Click OK.

When you right-click the field and toggle the field codes, your rule should look like the one in Figure D, substituting your filenames for each of the letters. When you run the mail merge, Word will print the letter that pertains to the value of the State field in each client record. (If you prefer to enter the field codes entirely from the keyboard, be sure to use Ctrl + F9 to enter the cialis c10 brackets.)

Figure D

Note that you can use the If …Then… Else rule with INCLUDETEXT to print out different letters for any number of values in the field. Simply create a different If…Then…Else rule for each value, with INCLUDETEXT as the first variable and blank (nothing between the quotes) for the second variable.

It seems like everyone has a preference for the way they view their MS Word documents.

Some people prefer the Normal View, while others like the Page/Print Layout View. Plus, there's the Web layout and in newer versions of Word, the Full Screen Reading and Draft views.

Whatever your preference, it's always a good thing to know how to get to a different view. Sometimes you're trying to accomplish a task that lends itself to a view different from your usual way of seeing things.

I bet most of you know you can change views using the View menu or View tab on the ribbon (depending on the version of Word you use).

In fact, your choices are the first items on the menu, so you can't miss them!

But what if you could change views with a quicker click?

You may not have realized it, but there are buttons for your view choices right on the screen the whole time you're working.

Take a look at the horizontal scroll bar across the bottom of your document.

Follow it all the way to the left.

See them?

In older versions of Word, on the very left, you have four buttons, which are also known as the view buttons.

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