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.

October 21st, 2008

Posted by Andrew Nusca

A fascinating — and horrifying — new article in The New York Times offers the lowdown on “zombie computers,” the half-a-million-or-so machines that are converted, assembled into systems called “botnets” and forced to do a shadowy figure’s bidding, namely in the form of automated programs that send the majority of e-mail spam, illegally seek financial information and install malicious software cheap generic cialis on still more PCs.

Lock up your Windows and children!

In what sounds like the plot of 28 Days Later — computer “rage,” anyone? –  the Times reports that botnets are alive and strong, according to shadowserver.org, a site that tracks such things:

“The mean time to infection is less than five minutes,” said Richie Lai, who is part of Microsoft’s Internet Safety Enforcement Team, a group of about 20 researchers and investigators. The team is tackling a menace that in the last five years has grown from a computer hacker pastime to a dark business that is threatening the commercial viability of the Internet.

Great Scot! The simple reality of these bots is terrifying to the security-minded: Any computer connected to the Internet can be vulnerable. Botnet attacks can come with their own antivirus software, permitting the programs to take over a computer and then effectively remove other malware competitors.

According to the article, Microsoft investigators “were amazed recently to find a botnet that turned on the Microsoft Windows Update feature after taking over a computer, to defend its host from an invasion of competing infections.”

Good lord. What’s more, botnets have evolved quickly to make detection more difficult, recently using “fast-flux,” a technique that generates a rapidly changing set of Internet addresses to make the botnet more difficult to locate and disrupt.

Yikes. So what’s a user to do?

First, take Microsoft’s Malicious Software Removal Tool out for a ride. Then make sure your firewall is up and you’re up to date with all security patches.

Then pray. Because these zombies are hard to find, much less kill. Just last week, Secunia, a computer security firm,  tested a dozen leading PC security suites and found that the best one detected only 64 out of 300 software vulnerabilities.

September 21st, 2008

Posted by Ed Bott

In the Talkback section to another post, a reader asks a question about when Microsoft plans to drop support for Windows Vista. I hear variations on this one all the time, so I figured it’s worth covering here:

If MS is pushing up Win 7, what is going to happen to all the Vista users? Are they going to get screwed by a short term OS? It seems that MS is stuck between a rock and a hard place on this one. If Vista becomes a speed bump, then the Vista users will be angry. If they don’t then all the people who hate Vista will be angry. While in total numbers Vista users are small in number now it still is a large number of people.

I might quibble with the characterization that the total number of Vista users is small. Even if you discount Microsoft’s numbers by 50%, you still have 100 million people using Vista today. That’s a huge number by almost any standard and is only small when you compare it to the billion or so Windows machines in existence. So, are those millions and millions of customers out in the cold when buy tadalafil cialis Windows 7 comes out?

In a word, no. Microsoft has a well-documented support lifecycle for its software products. It’s part of the agreement that the company makes with everyone who installs Windows, especially business customers who want some assurance that they’ll be able to get updates and support for operating systems and applications even if they choose not to upgrade to the latest and greatest. Here are the high points and how they relate to Windows Vista.

The lifecycle includes two main phases:

• The Mainstream Support phase includes security updates, non-security hotfixes, no-charge incident support, paid support, warranty claims, design changes and feature requests, and access to online resources such as the Knowledge Base and Microsoft Help and Support.
• In the Extended Support phase, Microsoft continues to provide security updates, paid support, and online information. Customers who want hotfix support can purchase an extended agreement within 90 days of the end of the Mainstream Support phase.

After the Extended Support phase ends, you can continue to use online self-help resources, but all other support has to be provided through third parties or through custom support agreements such as those enjoyed by some large corporate customers.

So how do these support options map for you? That depends on whether you’re using a business or consumer product.

• For Business and Developer products (which includes Business, Ultimate, and Enterprise editions of Vista), the Mainstream Support phase runs for a minimum of five years or two years after the release of the next edition of the product, whichever is later. Assuming that Windows 7 ships in 2009 or 2010, that means Vista will enjoy mainstream support until at least November 30, 2011. The Extended Support phase runs for an additional five years, so you can count on security updates for Vista until at least November 30, 2016.
• For Consumer products (which includes Vista Home Basic and Home Premium), Microsoft provides Mainstream Support only. Because the launch of the consumer version of Vista was two months later than the business launch, the support lifecycle provides for full support until at least January 30, 2012, or two years after the release of Windows 7, whichever is later.

Good news for consumers is that security updates apply to all Windows versions, so any Vista security updates made available via Windows Update should be delivered to consumers and businesses alike, even during the Extended Support phase. So your copy of Vista Home Premium will continue to receive security updates for at least eight more years.

And what about XP? When Vista came out, conspiracy theorists were quick to predict that Microsoft would abandon it and force customers to switch to Vista. I debunked that notion shortly before Vista shipped. A few months later, in January 2007, Microsoft officially expanded its support terms for XP, covering home editions under the Extended Support phase (see “XP gets a new lease on life”  for details). So, if you use any XP edition, you’re covered through April 2014.

By that time, of course, Windows 8 will probably have been released, which means that Microsoft will be actively supporting four separate desktop editions of Windows.

Let's Refresh

Today's quick tip may seem a little basic for some of you, but I think a lot of you out there will appreciate this. I get e-mails and even phone calls all the time about such procedures like copy, paste and cut. Since I receive so many requests about those things, I thought it would be a good idea to take a step back and go over them one more time. So, if you ever have trouble doing those little tasks, listen up, because this tip is dedicated to you! We'll go over the basics of copying, pasting, cutting and maybe even a couple others. Here we go!

Let's begin with copying. There are a couple different ways you can copy something on your computer. Both are pretty easy to do, so you'll just have to decide which one you prefer. But, before you can do anything else, you have to figure out what you want to copy. Once you've done that, click your mouse button, hold it down and drag it over what you'd like to copy. It will then be highlighted. You can then best price cialis either right click and choose Copy or you can hit Ctrl + C on your keyboard. Next up is the paste function. It always comes after the copy, because you have to have something copied so that you can paste it. Go to where you'd like to paste your material (in an e-mail, a Word document, etc.) and click your mouse once. Then you can either right click and choose Paste or hit Ctrl + V on your keyboard. That's all there is to it!

Some of the other commands you all sometimes ask about are cut and undo. I promise both of those functions are rather simple too, so let's go over them right now. If you ever want to cut something out (a portion of text, a picture, etc.) of what you're working on, all you have to do is highlight it and then you can either right click and choose Cut or hit Ctrl + X on your keyboard. That part of your document will then disappear. Now, what if you're working on something and you make a mistake? You probably want to undo it, right? Well, the easiest way to do that is to hit Ctrl + Z on your keyboard. That combination will automatically undo what you just did. Cool, huh? Yep, just a couple mouse clicks or a few taps on your keyboard will take you a long way!

Do you enter a lot of special data into MS Excel, such as zip codes, phone numbers or social security numbers?

Ever find yourself wishing the parenthesis and/or dashes would just fill themselves into the correct locations? I mean, wouldn't it be faster if you could just key 5551234567 in for a phone number and have (555) 123-4567 appear in the cell after you hit the Enter key?

Yeah, I like that idea too. So, let's see what Excel has to offer!

First, you'll need to highlight the cells you're going to work with and then navigate to the Format Cell dialogue window.

For those of you using older versions of Excel, you'll go to the Format menu, Cells choice.

In Excel 2007, you can get there from the Home tab on the ribbon under the Number section. Click on the little down arrow in the bottom right hand corner or choose "More Number Formats" from the bottom of the Number Format drop down list.