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Inserting addresses in a Word document from Contacts

If you create a letter, an envelope, or a label in Word (not with Mail Merge), and you're typing the recipient's information instead of inserting it directly from Outlook (if they're in your Contacts), read on!

Word does not make it easy to insert a recipient's full address into a letter, and Outlook doesn't help. I remember using Act! once, and when I wanted to create a letter to a Contact, I just clicked something like "Write Letter" and it was simple. You can make it simple using Outlook and Word, but it'll take a couple of simple steps to set it up.

First, you'll want to make it easy to access your Contacts/Address Book in Word, so you may have to customize your Word toolbar, and add the Address Book command to it.

1. In Word, right-click on any toolbar, and click Customize.

2. Click the Commands tab.

3. Under Categories on the left side, choose Insert.

4. On the right side, scroll down the Commands list. Near the bottom of this list, you'll find Address Book.

5. Click and drag that command to any toolbar in Word, and release the mouse to drop it (put it somewhere between buttons already there. If you drop it on a blank space on the toolbar, nothing will happen).

6. When you click your new toolbar button, your Address Book will open. You may have to click the drop-down to display your Contacts.

7. Type a few letters of the desired person's name. Once you find it, double-click it to insert it inside your document.

Dang! For some strange reason, your recipient's Work Title and Company Name do not appear. I can't believe Microsoft has not fixed this as the default. And why in the world would I want to display the country name? They didn't teach this in my letter writing class!

Here is a trick to make the address come in as you want it to.

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1. Select and copy the text below to your Clipboard AS IS.

2. Paste it into a Word document.
   
   {<PR_GIVEN_NAME>} {<PR_SURNAME>}
   {<PR_COMPANY_NAME>}
   {<PR_STREET_ADDRESS>}
   {<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>} {<PR_POSTAL_CODE>}
    

3. Select the text now in your Word document.

4. With the text selected, click the Insert menu, AutoText, New.

5. Name the entry ADDRESSLAYOUT, and click OK.

Now repeat Steps 6 and 7 above to insert someone's full address into your document. Like magic, everything you'll need is there (except Mr, Ms, etc. - haven't figured that out yet--tried everything--any programmers out there?).
_______
Peggy Duncan is a personal productivity expert. She travels nationally presenting tips like this to business audiences. Visit her Website at www.PeggyDuncan.com.

 

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Recruiting pet-peeves
By Eileen M. Levitt

I have recently been recruiting for positions at my firm (as opposed to recruiting for clients). I must admit, I am looking for a rare individual, what I consider the cream of the crop. The interesting thing is that I am not lacking applicants (we have 500 to date), but I feel as though I lack quality applicants. In addition, I have noticed a few things that might be beneficial for job seekers and employers alike:

1. Cover letters - To me they are a mirror into the soul and thus the person. What is the person telling you? Are they sending a form letter? Did he/she read the ad? Is the cover letter relevant to the position? What is his/her personality? Can he/she write? Why is he/she applying? All these questions can be answered from that one letter-which is why I like them so.

2. Attachments - The interesting thing is that for our most recent ads, we have specifically requested no attachments (instead we ask applicants to paste them in the message). Why? They take too long to download, and too long for our virus filters to sort through them (mind you, my firm gets about 1,000 resumes a day between all our clients). Plus, we still get viruses (albeit accidentally) from the attachments.

3. Functional resumes - I really like to know what someone did and where they did it. I find that the functional resumes can really hide a lot. As a result, I don't read them the way they were intended and find myself passing on the applicants.

4. Simple directions - If your ad states to include salary or salary history of some kind, did the applicant provide it? Did you ask for references? If you want the cream of the crop, I really believe that to weed out applicants, having some kind of test is critical.

5. Faxes and mail - They seem so antiquated now. I tend to wonder whether the person is techno-savvy.

6. Email and mail - Did the person send the resume/cover letter from his/her work email? Is he/she using his/her company resources to find a new job? I once received a cover letter (snail mail) on company letterhead. I have also received (many times), resumes with cover sheets that have company information (logos- thus telling me it is company property). Yikes!

7. Email - Did they send it from their own email, but have an email address like sexkitten or beerbuzz? I wonder how would they behave at the company picnic?

8. Email - Who is sending the resume? The email address says one thing, the resume says another. How do you find that person later?

9. Error of omission - Many times, applicants leave out jobs from their resumes that are relevant to the position they are applying for, yet mention those jobs in their cover letters and/or interviews. In these cases, I always wonder why. What is he/she hiding?
__________________
Eileen Levitt is President of The HR Team, Inc., a human resources consulting firm in Columbia, MD. Visit and subscribe to her newsletter at www.thehrteam.com.

Do you have an email pet peeve? Send it to Peggy at peggy   at  pscpress.com.

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