Default Address block in Word 2007/2010

Monday, March 28th, 2011 | Microsoft Office 2010, ProLaw Case Management | Mike Smith

For many firms, the default address block format in Word 2007/2010 for envelopes does not contain critical information.  The perfect example, and the one used for this demonstration is adding the company name to the address block.

There are a few prerequisites for this.  Open the Word Options menu and select either “Quick Access Toolbar” or “Customize Ribbon” depending on your version.  Select “all commands” from the “Choose Commands From” pull-down.  We want to add “Envelopes” and “Address Book” onto the Quick Access Toolbar.

1 – Open a new blank word document and paste the following text:
{<PR_GIVEN_NAME> <PR_SURNAME>
}{<PR_COMPANY_NAME>
}{<PR_POSTAL_ADDRESS>}

2 – Select the pasted text, and  from the Insert tab, click the “Quick Parts” pull-down and select” Save Selection to Quick parts” as follows:

3 – Enter the information as follows:

Now, when you use the Envelope button and insert an address from your personal address book, it will have the correct new formatting we have setup.  There are many other formatting options can be found here: http://support.microsoft.com/kb/212345.  Now that the local normal.dotm file and QAT are correct, you could deploy them to workstations in whatever works for your firm.

Many firms have public contacts, which they sync with various case management software such as ProLaw.  The above will not work for contacts in public folders, but only local contacts.  The work-around for this is simple.  Normally, you would select the envelope, insert an address, then print the envelope.  In order to use the new format, you must first insert the envelope into the document, then using the Address Book which we added earlier, you can insert a public address into the envelope and print.

1 – Open a new document, click the “envelope” button, and then press “add to document” from the dialog as follows:

2 – With your cursor in the selected area, click the “address book” button and insert the public (or local) address into the envelope and print:

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