Demo: Create a toolbar for quick sales letters - Word

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Have you ever wanted a way to reuse text for letters you send to customers? Microsoft Office Word and Microsoft Office Outlook® 2003 offer you an easy way to use AutoText entries and a custom toolbar to create and send your letters. And after you set up your custom toolbar, you can send out these letters with just a few clicks.

Note For screen reader text detailing the content of the video and a screen reader version of the audio script, click Demo text version.

Show Demo text version

Screen Action	Audio Script
A document is open in Word 2003. The pointer drags the scroll box bar down and back up, revealing two letters in the document window.	As a salesperson, I spend a lot of my time pasting or typing the same form letters over and over again.
The pointer moves over to the document window and stops.	But now I'm going to use Word 2003 to automate this task for me.
The pointer selects the text of one of the letters in the document window. It then clicks the Insert menu, points to AutoText, and clicks New. The Create AutoText dialog box opens.	To start with, I'm going to make AutoText entries for the letters I use often. I just select the text of my letter and add it to AutoText.
In the Please name your AutoText entry text box, the text Order confirmation is typed. The pointer clicks OK, and the Create AutoText dialog box closes.	I'll call this one "Order confirmation."
The pointer clicks in the document window, which cancels the selection of the fist letter, and then selects the text of the second letter.	Another letter I use often is a follow-up about price quotes to customers.
The pointer clicks the Insert menu, points to AutoText, and clicks New. The Create AutoText dialog box opens.	I'll select that letter too and create an AutoText entry.
In the Please name your AutoText entry text box, the text Price quote follow-up is typed. The pointer clicks OK, and the Create AutoText dialog box closes.	I'm going to name this one "Price quote follow-up."
The pointer clicks in the document window, which cancels the selection of the second letter. The pointer clicks the Tools menu, and then clicks Customize. The Customize dialog box opens.	Now I'm going to create a custom toolbar, where I can store my new AutoText entries.
In the Customize dialog box, the pointer clicks the Toolbars tab and then clicks the New button. The New Toolbar dialog box opens. In the Toolbar name text box, the text Sales Tools is typed and the pointer clicks OK.	As you can see, it's easy to create a toolbar. I'll name this one "Sales Tools."
Now the Sales Tools toolbar appears on the screen, to the left of the Customize dialog box.	The toolbar appears on the screen, but it doesn't contain any commands yet.
In the Customize dialog box, the pointer clicks the Commands tab. In the Categories list, the pointer drags the scroll box down and then clicks New Menu.	I'm going to add a menu to it.
In the Commands list, the pointer clicks New Menu and then drags it onto the Sales Tools toolbar. The pointer right-clicks New Menu on the Sales Tools toolbar, and a shortcut menu opens.	I just drag the new menu over and drop it onto my toolbar.
On the shortcut menu, the pointer clicks in the Name area, and then types Sales Letters. The shortcut menu closes.	I'll call my new menu "Sales Letters."
The pointer moves to the Customize dialog box and, in the Categories list, clicks AutoText. The pointer moves to the Commands list and scrolls down.	Now I'll drag the letters I saved before as AutoText entries onto the letters menu.
In the Commands list, the pointer clicks Order confirmation and drags it to the Sales Letters menu on the Sales Tools toolbar.	First "Order confirmation"…
The pointer clicks Price quote follow-up in the Commands list, and drags it to the Sales Letters menu on the Sales Tools toolbar. The pointer clicks the Sales Letters menu, which opens to show Order confirmation and Price quote follow-up on the menu.	…and now "Price quote follow-up."
The pointer moves back to the Customize dialog box and clicks File in the Categories list. Then, in the Commands list, the pointer clicks New E-mail Message and then drags it to the Sales Tools toolbar. The pointer clicks Close in the Customize dialog box.	Since I'm creating a toolbar to help automate these tasks, I'll add a button to open a new message in Outlook as well.
On the Sales Tools toolbar, the pointer clicks the New E-mail Message button. The scene changes to an untitled message open in Outlook 2003. The Sales Tools toolbar is visible in the Outlook message.	When I click the button, it opens a new e-mail message for me.
On the Sales Tools toolbar, the pointer clicks the Sales Letters menu, and then clicks Price quote follow-up. The letter is pasted into the e-mail message.	The same custom toolbar is now available in Outlook. I choose one of the letters from my menu, and it's instantly pasted into my e-mail message.
In the letter, the pointer selects Recipient Name and replaces it with the name Pat Coleman.	I tailor the letter a little bit for my customer…
The pointer moves to the To line of the e-mail message and types pcoleman, and then moves to the Subject line and types Price quote follow-up.	…add the e-mail address and message subject…
The pointer clicks Send. The e-mail message disappears, and the scene returns to Word 2003.	…and it's ready to go.
The pointer drags the Sales Tools toolbar to the top of the program window, and then moves it again to the left side of the program window and leaves it there.	I can move the toolbar wherever I like. I like to dock it off to the side of the screen.
Word 2003 disappears. The animated text Experience your own great moments appears. Under it appears the URL http://www.microsoft.com/office.