Check boxes are usually the province of forms, but there are occasions when a check box may be desirable in an editable document. A macrobutton field can be used to effect this by using its prompt as the check box, in conjunction with a macro and an autotext entry.

Insert a Macrobutton field as follows, and use the empty box character from the Wingdings font. Format the character to the required size:

Toggle the display to show just the prompt

Select the field and save as an autotext entry (ALT+F3) called 'Unchecked Box'

Toggle the field and change the content as follows:

Toggle again and save this version as an autotext entry called 'Checked Box'.

For Word 2007 the autotext entry the code is slightly different:

Sub CheckIt()
ActiveDocument.AttachedTemplate.BuildingBlockEntries("Checked Box").Insert _
Where:=Selection.Range
End Sub

Sub CheckIt()
NormalTemplate.BuildingBlockEntries("Checked Box").Insert _
Where:=Selection.Range
End Sub

Although nothing to do with Macrobutton fields, as the following uses the same formats as the macros demonstreated later, I felt it appropriate to include the standard function to insert Outlook addresses here.

Provided Outlook is the Windows default e-mail application, you can use the Insert Address tool present in all recent versions of Word to insert addresses into documents and envelopes. The format of the inserted address may not be what you require and to some extent you can modify that layout to your personal requirements using the <PR> field set (see the list below) formatted as an autotext entry with the reserved name of AddressLayout. This is achieved in any Word version by entering the following layout in a Word document, selecting it and pressing ALT+F3

The following example adds the otherwise missing Company Name to the address (if present in the chosen record).

{<PR_GIVEN_NAME> <PR_SURNAME>

}{<PR_COMPANY_NAME>

}{<PR_POSTAL_ADDRESS>}

Note that despite Word's familiar use of the curly bracket as a field boundary (see, for example, the macrobutton examples below), the curly brackets shown in the example above are not fields but place markers. They are used in the manner shown to omit blank lines in the address should one or other component be missing. This if there is no Company Name associated with the contact. there will be no blank line between the name and the address.

Having pressed Alt F3 what happens next is determined by the Word version. In Word 2000/3 you get the following dialogs:

change the name to AddressLayout and click OK. If there is already an Autotext Entry of that name, you will get the following warning:

Word 2007 does things a little differently. When you press Alt+F3 you get the following dialogs:

You can also insert addressee details from Outlook into a letter, using vba to give much more control over the layout and what is inserted.

In this instance, insert the following field in the document template at the position the addressee information is to be placed:

The syntax is CTRL+F9 to position the field boundaries "{ }" ,then between the brackets, MacroButton macroname then the display prompt. You can have spaces in the prompt, but the first word after the fieldname will be treated as the macroname.

You could use Insert > field to place the field, but it is simpler to enter directly from the keyboard. Toggle the field (ALT+F9) to display:

A single left mouse button click on the field will select the field allowing it to be overtyped. A double left mouse button click will run the macro attached to the field.

The macrobutton field can be used to run any macro e.g. you might wish to extract a name from your Outlook contacts list, for insertion on a template for writing company cheques:

or toggled:

The macro code for the two Outlook examples is reproduced at the end, and is also included in the GM_Macros_Add-in template available from the 'Downloads' page.

Use Macrobutton field without a macro as a place marker

Without the macro, you could use the Macrobutton field as a place marker in a template. This would allow you to (for example) setup a letter head template without creating an on-line form with the limitations that imposes on the free application of text in a letter.

e.g.

or toggled:

Macro Code to insert address (with optional barcode) from Outlook

Public Sub InsertAddressFromOutlook()

Dim strCode As String

Dim strAddress As String

Dim iDoubleCR As Integer

'Set up the formatting codes in strCode

strCode = "<PR_GIVEN_NAME> <PR_SURNAME>" & vbCr

strCode = strCode & "<PR_COMPANY_NAME>" & vbCr

strCode = strCode & "<PR_POSTAL_ADDRESS>" & vbCr

'Let the user choose the name from Outlook

On Error GoTo UserCancelled:
strAddress = Application.GetAddress("", strCode, False, 1, , , True, True)

'Eliminate blank lines by looking for two carriage returns in a row

iDoubleCR = InStr(strAddress, vbCr & vbCr)

While iDoubleCR <> 0

    strAddress = Left(strAddress, iDoubleCR - 1) & Mid(strAddress, iDoubleCR + 1)

    iDoubleCR = InStr(strAddress, vbCr & vbCr)

Wend

'Insert the modified address at the current insertion point

Selection.TypeText strAddress

'The following section for American users inserts a bar code

'Other users can omit this part.

'***************************************************

'Select the address block
Selection.MoveUp Unit:=wdLine, Count:=3, Extend:=wdExtend
ActiveDocument.Bookmarks.Add Range:=Selection.Range, Name:="sZip"
 

'Move to the end of the address and add the barcode
Selection.Collapse Direction:=wdCollapseEnd
Selection.TypeText vbCr

Selection.Fields.Add Range:=Selection.Range, _

Type:=wdFieldEmpty, Text:= _
"BARCODE sZip \b", PreserveFormatting:=True
'End of barcode section

'****************************************************

UserCancelled:

MsgBox "Barcodes are only added to addresses" & vbCr & _
"inserted from Outlook, when using this template." _
& vbCr & "Double click the address box to re-run the macro", _

vbCritical, "User Cancelled"
End Sub

Macro Code to insert name and address from Outlook (with title and initial)

Public Sub InsertAddressFromOutlook()
Dim strTitle As String
Dim strAddress As String
Dim strForeName As String
Dim strSurname As String
Dim strCompany As String
strTitle = "{<PR_DISPLAY_NAME_PREFIX> }" 'Note curly brackets
strForeName = "<PR_GIVEN_NAME>"
strSurname = "<PR_SURNAME>"
strCompany = "{<PR_COMPANY_NAME>" & vbCr & "}" 'Note curly brackets
strAddress = "<PR_POSTAL_ADDRESS>"
'Let the user choose the contact from Outlook
On Error GoTo UserCancelled:

strTitle = Application.GetAddress("", strTitle, _
False, 1, , , True, True)
strForeName = Application.GetAddress("", strForeName, _
False, 2, , , True, True)
strSurname = Application.GetAddress("", strSurname, _
False, 2, , , True, True)
strCompany = Application.GetAddress("", strCompany, _
False, 2, , , True, True)
strAddress = Application.GetAddress("", strAddress, _
False, 2, , , True, True)
If strForeName <> "" Then 'extract initial from forename
    strFinal = strTitle & Left(strForeName, 1) & ". " & strSurname
    strFinal = strFinal & vbCr & strCompany _
    & strAddress
Else 'no forename
    strFinal = strCompany & strAddress
End If

Selection.TypeText strFinal
UserCancelled:

The following macro uses paragraph styles which must be present in your template:

Date
Inside Address
Salutation
Subject Line
and Body Text.

Modify these styles to format the layout of the inserted items.

Public Sub InsertAddressFromOutlook()
Dim strTitle As String
Dim strAddress As String
Dim strForeName As String
Dim strInitial As String
Dim strFriend As String
Dim strSurname As String
Dim strCompany As String
Dim strSubject As String
'Assign contact variables
strTitle = "{<PR_DISPLAY_NAME_PREFIX> }"
strForeName = "<PR_GIVEN_NAME> "
strSurname = "<PR_SURNAME>"
strCompany = "{<PR_COMPANY_NAME>}"
strAddress = "<PR_POSTAL_ADDRESS>"
strSubject = ""
'Let the user choose the contact from Outlook
'And assign the required components to variables
On error goto UserCancelled:

strAddress = Application.GetAddress("", strAddress, _
False, 1, , , True, True)
If strAddress = "" Then
    MsgBox "User cancelled or no address listed", , "Cancel"
    Exit Sub
End If
strTitle = Application.GetAddress("", strTitle, _
False, 2, , , True, True)
strForeName = Application.GetAddress("", strForeName, _
False, 2, , , True, True)
strSurname = Application.GetAddress("", strSurname, _
False, 2, , , True, True)
strCompany = Application.GetAddress("", strCompany, _
False, 2, , , True, True)
'If forename exists then extract initial and add a period (full stop).
If strForeName <> "" Then
    strInitial = Left(strForeName, 1) & ". "
Else
    strInitial = "" ' otherwise set initial to nul
End If
With Selection 'Insert the current date _
formatted with the date paragraph style and UK pattern switch
    .Style = ActiveDocument.Styles("Date")
    .InsertDateTime DateTimeFormat:="d" & Chr(160) & _
    "MMMM" & Chr(160) & "yyyy", InsertAsField:=False
    .TypeParagraph
End With
With Selection ' type in the name string _
using the Inside Address paragraph style
    .Style = ActiveDocument.Styles("Inside Address")
    .TypeText Text:=strTitle & strInitial & strSurname
    .TypeParagraph
End With
If strCompany <> "" Then 'If Company field has content _
Set the Company line to bold and type in that content
    'Ask user for subject line content
    strSubject = InputBox("What is the subject line text of this letter?", _
    "Subject")
    With Selection
        .Font.Bold = True
        .TypeText Text:=strCompany
        .TypeParagraph
        .Font.Bold = False
    End With
End If
'Now add the address
Selection.TypeText Text:=strAddress
Selection.TypeParagraph
If strSubject <> "" Then 'if subject text was entered _
type it in formatted with the Subject Line paragraph style
    With Selection
        .Style = ActiveDocument.Styles("Subject Line")
        .TypeText Text:="Subject: " & strSubject
        .TypeParagraph
    End With
End If
With Selection 'Change the paragraph style to Body Text _
and enter the chosen salutation depending on field content _
and dialog box entry.
    .Style = ActiveDocument.Styles("Salutation")
    .TypeText Text:="Dear "
    If strTitle = "" Or strForeName = "" Then
        .TypeText Text:="Sir/Madam"
    Else

       'Forename is known so choose whether to use it
        strFriend = InputBox("Use forename instead of" & vbCr _
        & "initial with salutation?", _
        "Friend?", "No")
        If UCase(strFriend) <> "NO" Then
            .TypeText Text:=strForeName
        Else
            .TypeText Text:=strTitle & strSurname
        End If
    End If
    .TypeParagraph
    .Style = ActiveDocument.Styles("Body Text")
End With
'Now write your letter ;)
UserCancelled:
End Sub
 

The following example demonstrates the insertion of a name from Outlook followed by a telephone number. The macro inserts the contact's business number if present, or the home number if not.

Public Sub InsertNameAndPhoneFromOutlook()
Dim strCode As String

Dim strAddress As String

Dim strName As String

Dim strPhone As String
strName = "<PR_DISPLAY_NAME>"
strPhone = "<PR_OFFICE_TELEPHONE_NUMBER>"
strCode = strName & vbTab & strPhone
'Let the user choose the contact in Outlook
On Error GoTo UserCancelled:

strAddress = Application.GetAddress("", strCode, _
False, 1, , , True, True)
'check the result for missing number

'i.e. line ends with TAB

If Right(strAddress, 1) = Chr(9) Then
    'Define alternative number and grab the entry again
    strPhone = "<PR_HOME_TELEPHONE_NUMBER>"
    strCode = strName & vbTab & strPhone
    strAddress = Application.GetAddress("", strCode, _
    False, 2, , , True, True)
End If
'Insert the name and number at the current insertion point
Selection.TypeText strAddress
UserCancelled:

The documented fieldnames for use with the above macros are listed below. Snag is that the list is not complete as Microsoft is a tad reticent about disclosing which fields are available. In particular, I cannot find any reference to the highlighted and extremely useful <PR_POSTAL_ADDRESS>, but it works just fine. There will almost certainly be other examples. If you know of any, mail me and I'll add them.

Address Property Name

<PR_BEEPER_TELEPHONE_NUMBER>

<PR_BUSINESS_FAX_NUMBER>

<PR_CAR_TELEPHONE_NUMBER>

<PR_CELLULAR_TELEPHONE_NUMBER>

<PR_COMPANY_NAME>

<PR_COUNTRY>

<PR_DEPARTMENT_NAME>

<PR_DISPLAY_NAME>

<PR_DISPLAY_NAME_PREFIX>

<PR_EMAIL_ADDRESS>

<PR_GIVEN_NAME>

<PR_HOME_FAX_NUMBER>

<PR_HOME_TELEPHONE_NUMBER>

<PR_LOCALITY>

<PR_OFFICE_LOCATION>

<PR_OFFICE_TELEPHONE_NUMBER>

<PR_OFFICE2_TELEPHONE_NUMBER>

<PR_OTHER_TELEPHONE_NUMBER>

<PR_POSTAL_ADDRESS>

<PR_POSTAL_CODE>

<PR_PRIMARY_FAX_NUMBER>

<PR_RADIO_TELEPHONE_NUMBER>

<PR_STATE_OR_PROVINCE>

<PR_STREET_ADDRESS>

<PR_SURNAME>

<PR_TITLE>

Outlook Contact Field

Pager

Business Fax

Car

Mobile

Company

Country

Department

Full Name

Personal Title (Mr, Mrs. etc)

E-mail

First Name

Home Fax

Home

City

Office

Business

Business2

Other

Mailing address

Zip/Postal Code

Other Fax

Radio

State/Province

Street

Last name

Job Title

Note

The above examples are concerned with recovering date from Outlook contacts and inserting it into documents such as envelopes or letters; but if the address you require is not available from Outlook, you may wish to add it. The following macro will grab the pre-selected address from your letter and create an Outlook contacts entry from it.

The following is a real world example (albeit with a fictitious name):

Select the address.

Note: Do not select the personal contact name at this stage.

Run the macro AddOutlookCont (code at the end of this section) which pops up a message box to enable you to check whether the selected address is really what you intended. If the following dialog box does not contain an address, no address has been selected. Click 'No' and select the address again.

If the address shown is correct, click 'Yes'. You are now prompted for the personal contact information. Because of the many ways this can be expressed, it is difficult or impossible to make an automatic selection of the contact from the addressee information, so the information is entered manually into the next dialog box:

The macro also offers the option to add a category for filing in Outlook:

and if all goes according to plan, the contact is written to Outlook, as highlighted below:

Sub AddOutlookCont()
Dim ol As New Outlook.Application
Dim ci As ContactItem
Dim strAddress As String
Dim strName As String
Dim strFullName As String
Dim strBusiness As String
Dim iSplit As Integer
Dim iResult As Integer

strAddress = Selection.Range 'store the selected address
iResult = MsgBox("Is the address correct?" & _
vbCr & vbCr & strAddress, vbYesNo, "Address") 'ask user to check address
If iResult = 7 Then GoTo UserCancelled: 'User has clicked No
'Add personal contact - if known

strFullName = InputBox("Enter contact's full name if known" _
& vbCr & "in the format 'Mr. John Smith", "Contact name")
On Error GoTo UserCancelled: 'error trap - address not selected

'Ascertain the number of characters on the first line
iSplit = InStr(strAddress, Chr(13))

'Store the first line as the Company Name
strName = Left(strAddress, iSplit - 1)
'Store the remaining lines as the business address
strBusiness = Right(strAddress, (Len(strAddress) - Len(strName)))
'Now create a contact entry
Set ci = ol.CreateItem(olContactItem)
ci.MailingAddress = strBusiness
ci.CompanyName = strName
If strFullName <> "" Then ci.FullName = strFullName
ci.FileAs = strName