Needles Article MICROSOFT WORD 2010 DOCUMENT CODING AND MERGING Maximize your firm’s efficiency by creating form documents for various letters, pleading and other documents. You must install the converters as part of the installation for Word. To verify the converters have been installed open C:\Needles\Converter_Test.doc file. If the converters are not installed, a dialog box will prompt you to install all converters from the Word cd. The converter file is on the Needles cd\Other\Office Files Converter Pack\oconvpak.exe. Getting Started In Needles, set Word as the Word Processor: • Click on Utility > Properties. • Click on the Word Processor tab. For Word 2010, select Microsoft Word (OLE). Copy the Data Source File to the Needdoc Folder • On the network create a Needdoc folder on the shared network drive, to save all form documents/templates. Document Management and Preparing the Forms File: • Gather examples of commonly used forms and documents. • Create a “Needles Documents” binder with a printed version of each form. • Place an electronic copy of the form in the Needdoc folder on the shared network drive. Note the file name on the printed sample. • Give staff an “A” Priority to Create Documents in Needles, which will allow staff to set up document on the Needles side. • Give staff an “A” Priority to Select Documents in Needles, which will allow staff to Generate Document. • Give staff full administrative right to the Needdoc folder on the shared network drive. • It is helpful to include the Needles document number in the file name. The files must retain the .docx extension, Blank Letter to Client 0001.docx. This corresponds to the Needles Document #1, Blank Letter to Client 0001.docx. • Grouping documents by department may be a useful way to manage documents. o Document 1-50 General Correspondence, Fax Cover, File Labels o Documents 51-100 Motor Vehicle Documents 03/05/2013 www.needles.com Page 1
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Needles Article
MICROSOFT WORD 2010 DOCUMENT CODING AND MERGING
Maximize your firm’s efficiency by creating form documents for various letters, pleading and other documents.
You must install the converters as part of the installation for Word. To verify the converters have been installed open C:\Needles\Converter_Test.doc file. If the converters are not installed, a dialog box will prompt you to install all converters from the Word cd. The converter file is on the Needles cd\Other\Office Files Converter Pack\oconvpak.exe.
Getting Started
In Needles, set Word as the Word Processor:
• Click on Utility > Properties.
• Click on the Word Processor tab. For Word 2010, select Microsoft Word (OLE).
Copy the Data Source File to the Needdoc Folder
• On the network create a Needdoc folder on the shared network drive, to save all form documents/templates.
Document Management and Preparing the Forms File:
• Gather examples of commonly used forms and documents.
• Create a “Needles Documents” binder with a printed version of each form.
• Place an electronic copy of the form in the Needdoc folder on the shared network drive. Note the file name on the printed sample.
• Give staff an “A” Priority to Create Documents in Needles, which will allow staff to set up document on the Needles side.
• Give staff an “A” Priority to Select Documents in Needles, which will allow staff to Generate Document.
• Give staff full administrative right to the Needdoc folder on the shared network drive.
• It is helpful to include the Needles document number in the file name. The files must retain the .docx extension, Blank Letter to Client 0001.docx. This corresponds to the Needles Document #1, Blank Letter to Client 0001.docx.
• Grouping documents by department may be a useful way to manage documents.
o Document 1-50 General Correspondence, Fax Cover, File Labels
Ribbons are a Microsoft function that has replaced the traditional Menu options with grouped options on different tabbed ribbons. They include File, Home, Insert, Page Layout, Reference, Mailings, Review, View and Add-Ins (you may have additional tabs/ribbons if you have installed other programs that integrate with Word). The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.
• Click on File to Open, Save, Save As, Print, or Close a document.
Setting Word Options to Display and Print Field Codes
• Click on the File.
• Click on Options in the list.
• Click on Advanced from the list.
• Scroll down to the group of items under Show document content.
• Check the option Show field codes instead of their values.
• Select from the dropdown list Field Shading: Always.
• Scroll down to the group of items under Print.
• Check Field codes instead of their values.
• Click on the File and Options.
• Click on Display from the Options list.
• Scroll down to the group of items Show all formatting marks.
• The bottom of the button will display a dropdown list of the available field codes for quick selection. You can use either method, whichever is easiest for you.
• To begin coding, put the cursor where the first field of Needles information is to be inserted. Click on Insert Merge Field.
• F1 is reserved within Needles as the document path and will not be used in any of your merge templates.
• Select the field number, F2, click Insert and Close.
Number each field consecutively. The Word field number will correspond to the Needles merge parameter. If the merge parameter is selected in Needles and is not included in the form file, the document will not merge properly.
• Move your cursor to the next place in the form to insert the next field code (F3) in the template. When all merge fields are added, Save and Close the form file.
Needles Article Add the “Insert Field” Command to the Quick Access Toolbar
For those users that wish to access the Fields window which lists all available coding options for more complex merge coding situations (or for coding without a data source attached), you will want to add the Insert Field command to the Quick Access Toolbar.
• Click on the drop down arrow at the right hand side of the Quick Access Toolbar.
• Click on the More Commands option. The Word Option window will display.
• In the Field name space, enter the field number that corresponds to the field number in your Needles merge parameters (i.e., F2).
• Select any Format or Field options that may be applicable.
• Click OK. Your new merge field will be inserted into your document.
Fields can also be viewed by Category. Click on the Categories dropdown (which is set to (All) by default) to select a specific category of field, such as: Date and Time, Document Automation, Document Information, Equations and Formulas, Index and Tables, Links and References, Mail Merge, Numbering, and User Information. Sometimes viewing field options by category makes it easier to find what you are looking for if you are not sure of the exact name.
Inserting Letterhead into Your Form Document
• Click on the Insert Field Icon in the Quick Access Toolbar.
• Click on Category and Select Link and Reference.
• Click on either Include Text or Include Picture.
• Enter the path to the filename you want to include in the Filename or URL space.
• Select any Format or Field options that may be applicable.
• Click OK. Your new merge field will be inserted into your document.
