WORD AUTOMATION TEMPLATES FEATURE GUIDE
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1 WORD AUTOMATION TEMPLATES FEATURE GUIDE LETTER Template - Standard Options to include in dialog box: Displays Outlook Contacts, automatically inserts selected name & address. Options for separate author lists. Options to include author direct dial, address in letterhead area on page 1. Via Fax This feature is optional. You specify what phrases, if any, to include. This feature is optional. You can create a list of case names, or Re: Line blocks (i.e. for insurance defense), to be inserted quickly and accurately. This feature is optional. You specify what phrases, if any, to include.
2 LETTER Template Example: This example shows information entered into fields in the Letter dialog box. Sonia Browne 1300 Woodside Road Monterey, CA CDR vs. Macy s West, Inc. Review of deposition testimony Dear Ms. Browne: David Bordenton x x Privileged & Confidential Attorney-Client Communication Clicking the OK button creates a letter document, as shown on the next page.
3 Letterhead can be printed on your office printer, rather than using special pre-printed stationery. You specify format and position of these components. November 1, 2005 Sonia Browne Page 2 You specify format and position of these items. David Bordenton Letter Toolbar provides format tools for text in letters.
4 FAX COVER Template: Optional: Case Name, billing, etc. You specify which items you want on Fax Cover page. Displays Outlook Contacts, inserts selected name, company and Fax number. Letterhead for your office to be inserted at top of page. You specify the format and placement of items. Optional: As shown in the example below, text is shown at the bottom of each page of the Fax cover sheet. The text can be modified to meet the requirements of your office. The information contained in this facsimile message is information protected by attorney-client and/or the attorney/work product privileges. It is intended only for the use of the individual named above, and the privileges are not waived by virtue of this having been sent by facsimile. If the person actually receiving this facsimile or any other reader of the facsimile is not the named recipient or the employee or agent responsible to deliver it to the named recipient, any use, dissemination, distribution, or copying of the communication is strictly prohibited. If you have received this communication in error, please immediately notify us by telephone and return the original message to us at the above address via the U.S. Postal Service. Fax Toolbar
5 Options for Extra Customization: Automatic Numbering TEMPLATES CUSTOMIZATION CHECKLIST Standard Customization Items Integration with Outlook Contacts / Address Book Click 1 button to access contact information in Outlook your own personal contacts folder, or a public (shared) folder on Exchange server Comments Format and Position of typical elements [based on your sample documents] See examples on page 4 Format & Position of delivery phrases... See examples on page 4 Letterhead, Date, Re: Line (subject) Greeting (i.e. Dear Mr. Jones) Body Text paragraphs (Block style? First line indent?) Author signature Closing phrase (i.e. Sincerely) Author name (Uppercase Name? Job title?) Author details at top/bottom of Page 1 address / Direct dial phone / Job Title Header for following pages: Recipient Name Date from Page 1 Page Number Method of Delivery (i.e. Via Messenger) Confidential, Privileged (i.e. Personal and Confidential) Disclaimer ( small print for Fax Cover page in case of incorrect transmission)) Format Toolbar Simple format tools for any editor (see page 5) Update Names & Company data Easy method to update typical data used by templates: Company name/address/phone & fax Author names (including title, if any, address, direct dial phone, author initials)
6 Printing Options: Sample Document * Letterhead? Yes/No Comments Letter Fax Cover Envelope Memo Are final letters printed onto special letterhead stationery? - or is letterhead printed onto plain or bond paper directly from a laser printer? Is letterhead printed directly from laser printer in your office? Same letterhead as for letter documents? Special printed stationery w/ return address? - or is return address printed onto plain envelopes from laser printer in your office? Include letterhead, or company name? - or create simple memo format? * Sample documents can be sent via , or printed copies can be sent via regular or express mail. Requests for Extra Customization Multiple Recipients If more than 2 recipients in a letter, side-by-side address blocks Yes/No Comments Set Default Author Printing Insert Form Text Special Styles Auto-Numbering See page 7 Lock Headers or Footers Automatically Update Letterhead Ask for examples, or an online demonstration! Multiple Departments / Multiple Offices Letter signature, From field in Fax Cover and Memo templates Add commands to toolbar, such as: Add/Remove Letterhead Print as Draft/Final (print to specific paper tray) Add commands to insert boilerplate text language often used in letters & memos Besides typical styles (i.e. body text), other styles to display on toolbar? Buttons for Outline numbering / multi-level paragraph numbering User cannot click into or change text or format in header or footer. When any Letter or Fax Cover document is opened in Microsoft Word, letterhead on page 1 is automatically made current by replacing all text in the letterhead area with the current master letterhead Separate settings/options for each?
7 Integration with other Contact Management programs Integration with DMS (Document Management system) Insert Contact data (name, address, phone/fax) into documents from program: ACT! Amicus ProLaw PracticeMaster Interwoven (InterAction) Data from any DMS profile fields can be pushed into any Word document. Worldox, imanage (WorkSite) Settings for Microsoft Word: Adjust and Standardize 1-time command for each user TOOLS menu / OPTIONS TOOLS menu / AUTOCORRECT OPTION There are over 100 settings in this area should they be the same for all editors in your organization? Document editing and final printing will be more efficient and reliable if standard settings are established in Microsoft Word for all users. Yes/No Comments Contact us for further information on Word Automation Templates: Word Automation Suite University Ave San Diego, CA
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