Veco User Guides – Mail Merge User Guides - Mail...Veco User Guides – Mail Merge Revision A01 (04/06/2009) 3 Individual Mail Merge Individual documents are mail merged from specific

Veco User Guides – Mail Merge

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Veco User Guides –

Mail Merge

Introduction

Veco-onesystem™ contains a comprehensive facility for producing letters and documents that contain information storedin the Veco™ database.

“Mail merge” is a function describing the production of multiple documents from a single template and a data source. Thistechnique is typically used to create personalized letters or documents for mass mailing from a database list of names,addresses, and other related information.

The mail merging procedure in Veco™ is carried out using a “Microsoft Word” document as a template containing fixedtext, which will be the same in each output document, and variables called mail merge fields, which act as placeholdersthat are replaced by text from the data source. The data source has a field matching each variable in the template. Whenthe mail merge is run, Veco™ creates an output document for each selected row in the database, using the fixed textexactly as it appears in the template, but substituting the data variables in the template with the values from the matchingdata records.

“Mail Merge Templates” within Veco™ contain four types of text:

• Standard (or fixed) text

This is the bulk of any template which never changes regardless of to whom the letter or document is addressed.

• Data source fields

These are placed within the template to indicate where and which fields from the Veco™ data source are required to beentered automatically during the mail merge procedure.

• Additional fields

These are extra fields that may change every time the mail merge procedure takes place but do not necessary relate tothe specific data record(s) selected. Typically, these would include the current date; office telephone number; and theuser’s name and e-mail address.

• Text Clauses

These are specific sections of text that are selected by the user at the time the mail merge procedure takes place.Typically, these would be used in the production of a tenancy agreement or other legal document where sections of thetext change depending on certain circumstances, such as the type of tenancy.

• Prompts

A prompt field is a special field which the operator is asked to enter at the time of creating the mail merge document. Thisis normally used where a specific data field does not exist within Veco™.

• Tenancy Agreements

Veco™ has the ability to combine a number of clauses into a completed tenancy agreement. For further details aboutthis facility see the document “Veco User Guides – Tenancy Agreements”.


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Mass Mail Merge

Mass (or Bulk) mail merging is carried out from the Grids within Veco™.

1. Choose the relevant Grid from the main Veco™ menu tree

2. Right-click on any record to bring up the short menu

3. Click “Selected”. This will show a new column called “Selected”

4. Choose which records need to be included in the mail merge procedure by ticking the “Selected” box.

5. If only certain types of record need to be selected, first use the grid filter facility to select the type of records andthen click “Select All” on the top toolbar.

6. Click “Actions : Mail Merge” on the top menu. A list of relevant “templates” will be shown. This list of templates isdetermined from the “data source” selected within the mail merge template itself.

7. Highlight the relevant template and click “Merge”

8. Choose where the resulting documents should be output – to the printer or sent as an e-mail attachment – andclick “Continue”

9. If sending the documents by e-mail the system will also prompt if a document should be printed if no e-mailaddress is available.

10. The template will be merged with each selected record and each letter or document will be either printed or e-mailed. Note that no changes can be made to the resulting documents.


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Individual Mail Merge

Individual documents are mail merged from specific data forms within Veco™.

1. From the relevant Grid, double-click to open the record you wish to use for mail merging

2. Click “Actions : Mail Merge” on the top menu of the record. A list of relevant “templates” will be shown.

3. Highlight the relevant template and click “Merge”. This list of templates is determined from the “data source”selected within the mail merge template itself.

4. If the template requires any specific clauses, these can be selected manually from a list of relevant clauses

5. Click “Continue”

6. The template will be merged with the selected record and the resulting letter or document will be opened in Wordto allow for any last minute adjustments.

7. Print and save the resulting document as required.


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Mail Merge Templates

Mail merge templates can be created from within Veco™ or “imported” from an existing Word document.

Any templates that originated from a different software package will need to be changed to reflect the very specific mailmerge fields used by Veco™.

A mail merge field can be identified by the use of << and >> symbols at the beginning and end of the field variable.

To create or edit a mail merge template:

1. Click “Mail Merge Templates” from the menu tree

2. To open an existing template double-click the relevant item on the Grid

3. To create a new template click “Add New” in the top toolbar

4. The “Mail Merge Template” builder window will open

5. Enter a brief name for the template in the field “Title”

6. Select a “Data Source” (see below for an explanation of data sources)

7. In the “Description” field enter an optional note to describe the template in more detail

8. After a data source has been selected, a list of mail merge “fields” will be shown, this list will also contain asection labelled “Additional Fields”, and section labelled “Clauses”

9. In the right-hand section of the page enter the fixed text of the document or letter

10. Where a letter needs to contain data from Veco™ simply “drag and drop” the necessary field from the list of fieldsor clauses

11. For some data sources it is also necessary to choose a “filter”. This is normally used when designing a letter to a“related contact” such as an employer or guarantor.

12. To save the template click “Close” on the toolbar


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Data Source

The “Data Source” selection list determines the type of template and which data should be used during the mail mergeprocedure.

Some data sources can only be used to produce very specific documents for individual data records – ie not all sourcescan be used for “Mass Mail Merge”. The data sources are explained in more detail below:

Example Letter orDocument

Data Source Mail Merge From MassMerge?

SingleRecord?

Simple letters – egchange of companyaddress

Contacts Any contact grid (eg Owner, Supplier) Yes Yes

Letter to employer orprevious landlord, etc

Contacts and RelatedContacts (with filter)

Any specific contact (eg Owner,Supplier)

No Yes

Letter to estatefreeholder

Estates Estate grid Yes Yes

Offer letters to vendor,applicants and solicitors;Memorandum of Sale

Offers and Sales Offer Details No Yes

Landlord letters (non-property specific)

Owner Group and MainContact

Owner Group grid Yes Yes

Letter to each individualowner of a group ofproperties

Owner Group andOwners

Owner Group record No Yes

Valuation letter Property and Owner Property grid Yes YesArrears letters; dealsheet

Tenancies Tenancy grid Yes Yes

Letter to main tenant ina tenancy

Tenancies and MainContact

Tenancy grid Yes Yes

Letter to utility companyregarding new tenancy

Tenancies andPreferred Suppliers(with filter)

Any specific tenancy No Yes

Tenancy Agreement foreach tenant in a chosentenancy

Tenancies and Tenants Any specific tenancy No Yes

Reference letter toemployer or guarantor

Tenants and RelatedContacts (with filter)

Any specific tenant No Yes

Letter to tenant andcontractor in relation toa specific job

Works Order Any specific Works Order No Yes

Because templates are generally used for the production of simple documents and letters, data sources only allow aselection of the most common fields to be used.

Please contact Eurolink if a particular field appears to be missing.


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Additional Fields

Other mail merge fields can be entered that do not relate to any specific data source. These consist of details of theperson actually producing the letter, eg Name; Telephone numbers; e-mail address, etc.

Also, a scanned jpg file of the user’s signature can be included on any letters. This is particularly useful when sendingletters via e-mail. The scanned signature jpg file is recorded on the User Details form.

Clauses

Clauses are sections of fixed text that can be entered into any document, although typically this would be a legaldocument such as a tenancy agreement, etc.

Clauses are created from the “Clauses” node on the “Mail Merge Templates” tree menu option.

To create a new clause:

1. Click “Add New” on the toolbar

2. Select a “Clause Type” – eg “Break Clause”, “Pets Clause”, etc. These are defined by the software administratorfrom the “Admin : Types” option on the main menu toolbar.

3. Enter a brief title

4. Enter the text of the clause that should be entered into the document at the time of the mail merge

5. Click “Save”

6. A “Clause Type” can consist of a number of alternatives – eg a clause type of “Pets Clause” could have a numberof separate clauses titled “No Pets Allowed”, “Small Domestic Pets Only”, etc.

7. When creating a “Mail merge template” a list of the clause “types” will be shown. Drag and drop the clauses intothe relevant section of the template.

8. When carrying out the “Mail Merge” procedure for an individual record (eg a tenancy), if a clause type exists inthe template the user will be prompted to choose from the list of relevant clauses for that type.

9. Note that clauses are not available in the “Mass Mail Merge” routine because it would not be possible to knowwhich clauses would be relevant for each individual record selected.


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Resulting Documents

After running either a “Mass” or “Individual” mail merge routine the resulting Word documents are automatically namedand saved in the Veco™ folder called “Documents”. These documents can be retrieved by using the “Document Finder”facility from the “Actions” menu.


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Microsoft Word Commands

Although Veco™ integrates directly with Microsoft Word depending on which version of Word is installed on your PC youmay not be able to see all of the Word menus and functions.

However, most Word commands are available from the keyboard or by creating your own custom menu.

Creating a Custom Menu

A custom menu can be created to allow you access to specific Word commands not normally available from withinVeco™. A custom menu can be created as follows:

1. Open Microsoft Word

2. Right-click on any of the toolbars

3. Click “Customize”

4. Click the Toolbars tab

5. Click “New”

6. Enter a name for the toolbar eg “Veco Commands” and click “Ok”

7. On the “Customize” window click the “Commands” tab


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8. Find the commands you want to add to the new toolbar and drag them onto the toolbar

9. In the above example the “Header & Footer” and “Insert Field” commands have been added

10. Drag the new toolbar into place at the top of the screen

11. Exit Word

When you now create or edit a mail merge template in Veco™ the new toolbar will be available.


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Keyboard Shortcuts

Rather than use the toolbar menus it is possible to access many Word commands directly from the keyboard by using acombination of the Ctrl, Alt, and Shift keys.

Below is a full list of Word commands:

Command Name Modifiers Key MenuAbout HelpAccept All Changes in Doc AcceptAccept All Changes Shown AcceptAccept Changes SelectedActivate ObjectAdd CaptionAdd Record DefaultAddr FontsAddressAll Caps Ctrl+Shift+ AAnnotation Alt+Ctrl+ MAnnotation EditAnnotationsApp Maximize Alt+ F10App MinimizeApp MoveApp Restore Alt+ F5App SizeApply Heading1 Alt+Ctrl+ 1Apply Heading2 Alt+Ctrl+ 2Apply Heading3 Alt+Ctrl+ 3Apply List Bullet Ctrl+Shift+ LArrange All WindowArrange Side By SideAuto CaptionAuto Correct ToolsAuto Correct Caps Lock OffAuto Correct DaysAuto Correct ExceptionsAuto Correct HECorrectAuto Correct Initial CapsAuto Correct Replace TextAuto Correct Sentence CapsAuto Correct Smart QuotesAuto Fit ContentAuto Fit FixedAuto Fit WindowAuto FormatAuto Format Alt+Ctrl+ KAuto Format Begin FormatAuto Format StyleAuto ManagerAuto Mark Index EntriesAuto ScrollAuto SumAuto SummarizeAuto Summarize Begin ToolsAuto Summarize CloseAuto Summarize Percent ofOriginalAuto Summarize Toggle ViewAuto Summarize Update FileProperties


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Command Name Modifiers Key MenuAuto TextAuto TextAuto Text F3Auto Text Alt+Ctrl+ VAutomatic ChangeAWBackground Fill Effect Format BackgroundBackground More Colors Format BackgroundBackground Watermark Format BackgroundBoiler.NewMacros.StartBoilerBold Ctrl+ BBold Ctrl+Shift+ BBold RunBookmark Ctrl+Shift+ F5 InsertBookshelf Define ReferenceBookshelf Lookup Reference ToolsBorder AllBorder BottomBorder HorizBorder InsideBorder LeftBorder Line ColorBorder Line StyleBorder Line WeightBorder NoneBorder OutsideBorder RightBorder TLto BRBorder ToolbarBorder TopBorder TRto BLBorder VertBordersBottom AlignBottom Center AlignBottom Left AlignBottom Right AlignBreak InsertBrowse Next Ctrl+ Page DownBrowse Prev Ctrl+ Page UpBrowse Sel Alt+Ctrl+ HomeBullet DefaultBullet List DefaultBullets and NumberingBullets NumbersBusuCalculateCalloutCancel EscCaptionCaption NumberingCell OptionsCenter AlignCenter Para Ctrl+ EChange ByteChange Case FormatChange Case Shift+ F3Change Case FareastChange KanaChangesChar Left Left


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Command Name Modifiers Key MenuChar Left Extend Shift+ LeftChar Right RightChar Right Extend Shift+ RightChar ScaleChartCheck Box Form FieldCheck For Updates HelpCheckin FileCheckout FileClear Del ClearClear Form FieldClear Formatting ClearCloseClose AllClose or Close AllClose or Exit Alt+ F4Close Pane Alt+Shift+ CClose PreviewClose Reading ModeClose Up ParaClose View Header FooterCodeColorColumn Break Ctrl+Shift+ ReturnColumn Select Ctrl+Shift+ F8Column WidthColumnsColumnsCombine CharactersComma AccentCompare VersionsCondensedConfirm ConversionsConnectConsistencyConsistency CheckContact Us HelpContents ArabicContext HelpContinue NumberingControl RunControl ToolboxConvert All EndnotesConvert All FootnotesConvert NotesConvert ObjectConvert Text Box to FrameCopy Ctrl+ CCopy Ctrl+ InsertCopy As PictureCopy Format Ctrl+Shift+ CCopy Ink As TextCopy Text Shift+ F2Create Auto Text Alt+ F3Create DirectoryCreate EnvelopeCreate LabelsCreate SubdocumentCreate TableCreate TaskCross Reference Reference Menu


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Command Name Modifiers Key MenuCss LinksCustomize ToolsCustomize Add Menu Shortcut Alt+Ctrl+ =Customize KeyboardCustomize Keyboard Shortcut Alt+Ctrl+ Num +Customize MenusCustomize Remove MenuShortcut

Alt+Ctrl+ -

Customize ToolbarCut Ctrl+ XCut Shift+ DelDatabaseDate Field Alt+Shift+ DDate Time InsertDecrease IndentDecrease Paragraph SpacingDefault Char BorderDefault Char ShadingDelete All Comments in Doc RejectDelete All Comments Shown RejectDelete All Ink AnnotationsDelete AnnotationDelete Back Word Ctrl+ BackspaceDelete ColumnDelete GeneralDelete HyperlinkDelete RowDelete StyleDelete Table Toolbar 32780Delete Word Ctrl+ DelDemote ListDemote to Body TextDiacritic ColorDictionaryDisplay DetailsDisplay Final Doc Show MarkupDisplay For ReviewDisplay Original Doc Show MarkupDisplay Shared WorkspacePane

Tools

Distribute ColumnDistribute GeneralDistribute Para Ctrl+Shift+ JDistribute RowDo Field Click Alt+Shift+ F9Do Not DistributeDoc Close Ctrl+ WDoc Close Ctrl+ F4Doc Maximize Ctrl+ F10Doc MinimizeDoc Move Ctrl+ F7Doc Restore Ctrl+ F5Doc Size Ctrl+ F8Doc Split Alt+Ctrl+ S WindowDocument Actions PaneDocument MapDocument Map Reading ModeDot AccentDotted UnderlineDouble StrikethroughDouble Underline Ctrl+Shift+ D


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Command Name Modifiers Key MenuDraftDraw AlignDraw CalloutDraw Disassemble PictureDraw DuplicateDraw Insert Word PictureDraw Menu Shadow ColorDraw Menu3 DColorDraw Reset Word PictureDraw ReshapeDraw Select NextDraw Select PreviousDraw Snap to Grid DrawDraw Text BoxDraw Toggle LayerDraw UnselectDraw Vertical Text BoxDrawingDrawing ObjectDrawing Object Wrap BehindDrawing Object Wrap FrontDrawing Object Wrap InlineDrawing Object Wrap NoneDrawing Object Wrap SquareDrawing Object Wrap ThroughDrawing Object Wrap TightDrawing Object Wrap TopBottomDrawing ToolbarDrop CapDrop Down Form FieldEm SpaceEmail Attachment OptionsEmail Check NamesEmail Choose AccountEmail EnvelopeEmail FlagEmail Focus IntroductionEmail Focus SubjectEmail Message OptionsEmail OptionsEmail Save AttachmentEmail Select Bcc NamesEmail Select Cc NamesEmail Select NamesEmail Select to NamesEmail SendEmail Signature OptionsEn SpaceEnclose CharactersEnd of Column Alt+ Page DownEnd of Column Alt+Shift+ Page DownEnd of Doc Extend Ctrl+Shift+ EndEnd of Document Ctrl+ EndEnd of Line EndEnd of Line Extend Shift+ EndEnd of Row Alt+ EndEnd of Row Alt+Shift+ EndEnd of Window Alt+Ctrl+ Page DownEnd of Window Extend Alt+Ctrl+Shift+ Page DownEnd Review


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Command Name Modifiers Key MenuEndnote AreaEndnote Cont NoticeEndnote Cont SeparatorEndnote Now Alt+Ctrl+ DEndnote SeparatorEnvelope SetupEnvelope Wizard Letters and Mailings

MenuEnvelopes and LabelsEquationEServicesExcel TableExit FileExpandedExtend Selection F8Fax Service Send ToFieldFieldField Chars Ctrl+ F9Field Codes Alt+ F9FileFill ColorFind Ctrl+ FFindFind Reading ModeFit TextFix Broken Text ToolsFix Me HelpFont Ctrl+ DFont Ctrl+Shift+ FFont ColorFont SizeFont Size Select Ctrl+Shift+ PFont SubstitutionFooterFootnoteFootnote AreaFootnote Cont NoticeFootnote Cont SeparatorFootnote Now Alt+Ctrl+ FFootnote SeparatorFootnotes ViewForm FieldForm Field OptionsForm ShadingFormat CellFormat Ex ToolbarFormatting PaneFormatting Properties Shift+ F1 FormatFormatting RestrictionsFormula TableFrameFrameFrame or Frame PictureFrame PropertiesFrame Remove SplitFrame Split AboveFrame Split BelowFrame Split LeftFrame Split RightFrameset TOC


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Command Name Modifiers Key MenuFrameset Wizard Frames MenuGetting Started PaneGo Back Shift+ F5Go Back Alt+Ctrl+ ZGo To Ctrl+ G EditGo To F5 EditGo to Header FooterGo to Next CommentGo to Next EndnoteGo to Next FootnoteGo to Next PageGo to Next SectionGo to Previous CommentGo to Previous EndnoteGo to Previous FootnoteGo to Previous PageGo to Previous SectionGoto Comment ScopeGoto Next Linked Text BoxGoto Prev Linked Text BoxGoto Table of ContentsGram SettingsGrammarGrammar HideGraphical Horizontal LineGreeting SentenceGridlinesGridlinesGrow Font Ctrl+Shift+ .Grow Font One Point Ctrl+ ]Hanging Indent Ctrl+ THanja DictionaryHeaderHeader Footer Link Alt+Shift+ RHeading NumberingHeadings TableHelp F1HHC Alt+Ctrl+ F7 LanguageHidden Ctrl+Shift+ HHighlightHorizontal in VerticalHorizontal LineHTMLBGSoundHTMLCheck BoxHTMLDropdown BoxHTMLHiddenHTMLImage SubmitHTMLList BoxHTMLMarqueeHTMLMovieHTMLOption ButtonHTMLPasswordHTMLResetHTMLSource ViewHTMLSource Do Not RefreshHTMLSource RefreshHTMLSubmitHTMLText AreaHTMLText BoxHyperlinkHyperlink Ctrl+ K


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Command Name Modifiers Key MenuHyperlink OpenHyphenation LanguageHyphenation ManualIchitaro HelpIgnore All Consistence ErrorIgnore Consistence ErrorIMEControlIMEReconversionIncrease IndentIncrease Paragraph SpacingIndent Ctrl+ MIndent CharIndent First CharIndent First LineIndent LineIndexIndex and Tables Reference MenuInk AnnotationsInk CommentInk Split MenuInsert Column Toolbar 32782Insert Column Right Toolbar 32782Insert GeneralInsert RowInsert Row Above Toolbar 32782Insert Row Below Toolbar 32782Insert ScriptItalic Ctrl+ IItalic Ctrl+Shift+ IItalic RunJapanese Greeting ClosingSentenceJapanese Greeting OpeningSentenceJapanese Greeting PreviousGreetingJustify Para Ctrl+ JLabel OptionsLanguageLanguage LanguageLearn WordsLeft Para Ctrl+ LLetter Properties Letters and Mailings

MenuLetter WizardLetters Wizard JToolbar Letters and Mailings

MenuLicense Verification HelpLine ColorLine Down DownLine Down Extend Shift+ DownLine SpacingLine Up UpLine Up Extend Shift+ UpLinks EditListList CommandsList IndentList Num Field Alt+Ctrl+ LList OutdentLock Document


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Command Name Modifiers Key MenuLock Fields Ctrl+ 3Lock Fields Ctrl+ F11LoweredLtr ParaLtr RunLTRMacro DialogsMacro Alt+ F8MagnifierMail As HTMLMail As Plain TextMail As RTFMail Check NamesMail Hide Message HeaderMail MergeMail Merge Address BlockMail Merge Ask to ConvertChevronsMail Merge Check Alt+Shift+ KMail Merge Convert ChevronsMail Merge Create DataSourceMail Merge Create HeaderSourceMail Merge Create ListMail Merge Data FormMail Merge Edit Address BlockMail Merge Edit Data Source Alt+Shift+ EMail Merge Edit Greeting LineMail Merge Edit Header SourceMail Merge Edit ListMail Merge Edit MainDocumentMail Merge Field MappingMail Merge Find EntryMail Merge Find RecordMail Merge First RecordMail Merge Go to RecordMail Merge Greeting LineMail Merge HelperMail Merge Insert AskMail Merge Insert FieldsMail Merge Insert Fill InMail Merge Insert IfMail Merge Insert Merge RecMail Merge Insert Merge SeqMail Merge Insert NextMail Merge Insert Next IfMail Merge Insert SetMail Merge Insert Skip IfMail Merge Last RecordMail Merge Next RecordMail Merge Open Data SourceMail Merge Open HeaderSourceMail Merge Prev RecordMail Merge Propagate LabelMail Merge Query OptionsMail Merge RecipientsMail Merge ResetMail Merge Set DocumentType


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Command Name Modifiers Key MenuMail Merge Shade FieldsMail Merge to Doc Alt+Shift+ NMail Merge to EMailMail Merge to FaxMail Merge to Printer Alt+Shift+ MMail Merge Toolbar Letters and Mailings

MenuMail Merge Use Address BookMail Merge View DataMail Merge Wizard Letters and Mailings

MenuMail Message DeleteMail Message ForwardMail Message MoveMail Message NextMail Message PreviousMail Message PropertiesMail Message ReplyMail Message Reply AllMail Select NamesManage FieldsMark Citation Alt+Shift+ IMark Index Entry Alt+Shift+ XMark Table of Contents Entry Alt+Shift+ OMaster DocumentMenu Mode F10Menu Org Chart InsertMerge CellsMerge Field Alt+Shift+ FMerge Revisions ToolsMerge Split GeneralMerge SubdocumentMicrosoft AccessMicrosoft ExcelMicrosoft Fox ProMicrosoft MailMicrosoft On The Web1Microsoft On The Web10Microsoft On The Web11Microsoft On The Web12Microsoft On The Web13Microsoft On The Web14Microsoft On The Web15Microsoft On The Web16Microsoft On The Web17Microsoft On The Web2Microsoft On The Web3Microsoft On The Web4Microsoft On The Web5Microsoft On The Web6Microsoft On The Web7Microsoft On The Web8Microsoft On The Web9Microsoft Power PointMicrosoft ProjectMicrosoft PublisherMicrosoft ScheduleMicrosoft Script Editor Alt+Shift+ F11Microsoft System Info Alt+Ctrl+ F1Middle Center AlignMiddle Left Align


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Command Name Modifiers Key MenuMiddle Right AlignMMEmail OptionsMMFax OptionsMMNew Doc OptionsMMPrint OptionsMove Text F2Multilevel DefaultNever Use Balloons BalloonsNew FileNew Comment CommentsNew ContextNew Default Ctrl+ NNew Dialog FileNewNew Email FileNewNew Print FileNewNew ToolbarNew Web FileNewNew Window WindowNext CellNext Change or CommentNext Field F11Next Field Alt+ F1Next InsertNext Misspelling Alt+ F7Next Object Alt+ DownNext PageNext Window Ctrl+ F6Next Window Alt+ F6No Insertion Deletion Balloons BalloonsNormal Alt+Ctrl+ N ViewNormal Font PositionNormal Font SpacingNormal Style Ctrl+Shift+ NNormal Style Alt+Shift+ Clear (Num

5)Normal View Header AreaNormalize TextNote OptionsNumber InsertNumber DefaultNumber List DefaultNumber of PagesObject InsertObjectOCXOCXButtonOCXCheckboxOCXDropdown ComboOCXFrameOCXImageOCXLabelOCXList BoxOCXOption ButtonOCXScrollbarOCXSpinOCXText BoxOCXToggle ButtonOffice Clipboard EditOffice DrawingOffice On The Web HelpOK


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Command Name Modifiers Key MenuOnlineOnline Meeting Online CollaborationOpen Ctrl+ OOpen Ctrl+ F12Open Alt+Ctrl+ F2Open FileOpen or Close Up Para Ctrl+ 0Open SubdocumentOpen Up ParaOptionsOptions ToolsOptions Auto FormatOptions Auto Format As YouTypeOptions BidiOptions CompatibilityOptions EditOptions Edit Copy PasteOptions File LocationsOptions FuzzyOptions GeneralOptions GrammarOptions HHCOptions PrintOptions RevisionsOptions SaveOptions SecurityOptions Smart TagOptions SpellingOptions TypographyOptions User InfoOptions ViewOrganizerOther Pane F6Other Pane Shift+ F6Outline Alt+Ctrl+ OOutline Collapse Alt+Shift+ -Outline Collapse Alt+Shift+ Num -Outline Demote Alt+Shift+ RightOutline Expand Alt+Shift+ =Outline Expand Alt+Shift+ Num +Outline LevelOutline Master ViewOutline Move Down Alt+Shift+ DownOutline Move Up Alt+Shift+ UpOutline Promote Alt+Shift+ LeftOutline Promote Heading1Outline Show First Line Alt+Shift+ LOutline Show FormatOutline Split ToolbarOvertype InsertPage Alt+Ctrl+ P ViewPage Break Ctrl+ ReturnPage Down Page DownPage Down Extend Shift+ Page DownPage Field Alt+Shift+ PPage NumberPage Numbers InsertPage SetupPage Up Page UpPage Up Extend Shift+ Page Up


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Command Name Modifiers Key MenuPara Down Ctrl+ DownPara Down Extend Ctrl+Shift+ DownPara Keep Lines TogetherPara Keep With NextPara Page Break BeforePara Up Ctrl+ UpPara Up Extend Ctrl+Shift+ UpPara Widow Orphan ControlParagraphPaste Ctrl+ VPaste Shift+ InsertPaste Append TablePaste As Hyperlink EditPaste As Nested TablePaste Format Ctrl+Shift+ VPaste from ExcelPaste OptionPaste Special EditPause RecorderPermission FilePhonetic GuidePicturePicturePicture BulletPicture EditPost Send ToPostcard Wizard Letters and Mailings

MenuPresent It Send ToPrev CellPrev Field Shift+ F11Prev Field Alt+Shift+ F1Prev Object Alt+ UpPrev PagePrev Window Ctrl+Shift+ F6Prev Window Alt+Shift+ F6Previous Change or CommentPrint Ctrl+ PPrint Ctrl+Shift+ F12Print DefaultPrint Preview Ctrl+ F2Print Preview Alt+Ctrl+ IPrint Preview Full ScreenPrint SetupPromote ListProofing F7PropertiesProperties FileProtect ToolsProtect FormProtect Unprotect DocumentPSSHelpRaisedReading ModeReading Mode Grow FontReading Mode Ink OffReading Mode Layout ViewReading Mode LookupReading Mode MiniReading Mode PageviewReading Mode Shrink Font


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Command Name Modifiers Key MenuRecord Macro StartRecord Macro StopRecord Macro Toggle MacroRedefine StyleRedo Alt+Shift+ BackspaceRedo or Repeat Ctrl+ Y EditRedo or Repeat F4 EditRedo or Repeat Alt+ Return EditReject All Changes in Doc RejectReject All Changes Shown RejectReject Changes SelectedRemove All ScriptsRemove Bullets NumbersRemove Cell PartitionRemove FramesRemove Record DefaultRemove SubdocumentRename StyleRepaginateRepeat Find Shift+ F4Repeat Find Alt+Ctrl+ YReplace Ctrl+ H EditResearchResearch Lookup Ctrl+Shift+ OReset Char Ctrl+ SpaceReset Char Ctrl+Shift+ ZReset Form FieldReset Note Sep or NoticeReset Para Ctrl+ QReset Side By SideRestart NumberingRet Addr FontsReturn ReviewReview RevisionsReviewing PaneRevision Marks AcceptRevision Marks NextRevision Marks PrevRevision Marks RejectRevision Marks Toggle Ctrl+Shift+ ERevisionsRight Para Ctrl+ RRouting Slip Send ToRow HeightRtl ParaRtl RunRTLMacro DialogsRulerRun Print ManagerRun ToggleSave Ctrl+ SSave Shift+ F12Save Alt+Shift+ F2Save AllSave As F12 FileSave As Web Page FileSave Frame AsSave HtmlSave TemplateSave VersionSchedule Meeting Online Collaboration


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Command Name Modifiers Key MenuScreen RefreshSCTCTranslateSearch FileSection BreakSection LayoutSecuritySelect All Ctrl+ A EditSelect All Ctrl+ Clear (Num

5)Edit

Select All Ctrl+ Num 5 EditSelect Cell Toolbar 32778Select Column Toolbar 32778Select Cur AlignmentSelect Cur ColorSelect Cur FontSelect Cur IndentSelect Cur SpacingSelect Cur TabsSelect Drawing ObjectsSelect NumberSelect Row Toolbar 32778Select Similar FormattingSelect Table Alt+ Clear (Num

5)Toolbar 32778

Send For Review Send ToSend MailSend to Fax Send ToSend to Online MeetingParticipants

Send To

Sent LeftSent Left ExtendSent RightSent Right ExtendSet Drawing DefaultsShadingShading ColorShading PatternShow Add Ins XDialogShow All Ctrl+Shift+ 8Show All ConsistencyShow All Headings Alt+Shift+ AShow All Headings Alt+Shift+ AShow Changes and CommentsShow Comments Show MarkupShow ConsistencyShow Formatting Show MarkupShow Heading1 Alt+Shift+ 1Show Heading2 Alt+Shift+ 2Show Heading3 Alt+Shift+ 3Show Heading4 Alt+Shift+ 4Show Heading5 Alt+Shift+ 5Show Heading6 Alt+Shift+ 6Show Heading7 Alt+Shift+ 7Show Heading8 Alt+Shift+ 8Show Heading9 Alt+Shift+ 9Show Hide HelpShow Ink Annotations Show MarkupShow Insertions and Deletions Show MarkupShow LevelShow MeShow Next Header Footer


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Command Name Modifiers Key MenuShow ParaShow Prev Header FooterShow Property BrowserShow RepairsShow Script AnchorShow Signatures ToolsShow Sm PaneShrink Font Ctrl+Shift+ ,Shrink Font One Point Ctrl+ [Shrink Selection Shift+ F8Shrink to FitSign Out of Passport FileSimple Number DefaultSkip NumberingSmall Caps Ctrl+Shift+ KSort TableSort ATo ZSort ZTo ASoundSound CommentSpace Para1 Ctrl+ 1Space Para15 Ctrl+ 5Space Para2 Ctrl+ 2Speech ToolsSpell SelectionSpellingSpelling HideSpelling Recheck DocumentSpike Ctrl+Shift+ F3Spike Ctrl+ F3Split TableSplit CellsSplit SubdocumentSqm Dialog HelpStart of Column Alt+ Page UpStart of Column Alt+Shift+ Page UpStart of Doc Extend Ctrl+Shift+ HomeStart of Document Ctrl+ HomeStart of Line HomeStart of Line Extend Shift+ HomeStart of Row Alt+ HomeStart of Row Alt+Shift+ HomeStart of Window Alt+Ctrl+ Page UpStart of Window Extend Alt+Ctrl+Shift+ Page UpStatus BarStrikethroughStyleStyle Ctrl+Shift+ SStyle By ExampleStyle GalleryStyle ModifyStyle Separator Alt+Ctrl+ ReturnStyle VisibilitySubdocumentSubscript Ctrl+ =Summary InfoSuperscript Ctrl+Shift+ =Swap All NotesSymbolSymbol InsertSymbol Font Ctrl+Shift+ Q


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Command Name Modifiers Key MenuSync Scroll Side By SideTable of AuthoritiesTable of ContentsTable of FiguresTabs FormatTask Pane Ctrl+ F1TCSCTranslateTCSCTranslationTemplates ToolsText Box LinkingText Box UnlinkingText FlowText Form FieldTheme FormatThesaurusThesaurus RR Shift+ F7 LanguageTime Field Alt+Shift+ TTip of The DayTo or from TextTOACategoryToggle Character Code Alt+ XToggle Field Display Shift+ F9Toggle Forms DesignToggle FullToggle Header Footer LinkToggle Main Text LayerToggle Master DocumentToggle Master Subdocs Ctrl+ \Toggle Page BoundariesToggle PortraitToggle Reading Mode HelpToggle Reading Mode InkToggle Reading Mode2 PagesToggle Scribble ModeToggle Text FlowToggle ThumbnailToggle Web DesignToggle XMLTag View Ctrl+Shift+ XToolToolbars ViewTop AlignTop Center AlignTop Left AlignTop Right AlignTranslateTranslate ChineseTranslate Pane Alt+Shift+ F7 LanguageTwo Lines in OneTxbx AutosizeUn Hang Ctrl+Shift+ TUn Indent Ctrl+Shift+ MUn Indent CharUn Indent First CharUn Indent First LineUn Indent LineUnderline Ctrl+ UUnderline Ctrl+Shift+ UUnderline ColorUnderline StyleUndo Ctrl+ ZUndo Alt+ Backspace


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Command Name Modifiers Key MenuUnlink Fields Ctrl+ 6Unlink Fields Ctrl+Shift+ F9Unlock Fields Ctrl+ 4Unlock Fields Ctrl+Shift+ F11Update Auto Format Alt+Ctrl+ UUpdate Fields F9Update Fields Alt+Shift+ UUpdate IMEDicUpdate Source Ctrl+Shift+ F7Update Table of ContentsUpdate TocUpdate Toc FullUse Balloons BalloonsUsing HelpVBCode Alt+ F11Versions FileVersions Server Ve&rsion HistoryVertical FrameWeb ViewWeb Add Hyperlnk to FavoritesWeb Add to FavoritesWeb AddressWeb Component InsertWeb Copy HyperlinkWeb Go Back Alt+ LeftWeb Go Forward Alt+ RightWeb Hide ToolbarsWeb Open FavoritesWeb Open HyperlinkWeb Open in New WindowWeb Open Search PageWeb Open Start PageWeb OptionsWeb Page Preview FileWeb RefreshWeb Select HyperlinkWeb Stop LoadingWeb ToolbarWeb ToolboxWizard TableWord Count ToolsWord Count List Ctrl+Shift+ GWord Count Recount Ctrl+Shift+ RWord Left Ctrl+ LeftWord Left Extend Ctrl+Shift+ LeftWord Perfect Help HelpWord Perfect Help OptionsWord Right Ctrl+ RightWord Right Extend Ctrl+Shift+ RightWord Underline Ctrl+Shift+ WWrap BoundaryWrappingWW7_ Decrease IndentWW7_ Draw Text BoxWW7_ Draw Vertical Text BoxWW7_ Format Drawing ObjectWW7_ Increase IndentWW7_ Tools OptionsXMLDocumentXMLOptionsXMLStructure


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Command Name Modifiers Key MenuZoomZoom Page WidthZoom Whole PageZoom100Zoom200Zoom75