A Suite of 10 AppleScripts for Office:mac
2001
AppleScript Central <http://www.applescriptcentral.com/>
In the meantime, you can find them at
AppleScripts for Entourage & Outlook Express <http://homepage.mac.com/berkowit28/>
Here is a description, as contained in the ReadMe:
In this folder you will find a set of new and upgraded scripts which will allow you to make better use of Entourage and Word – and in future editions, Excel too – working together in ways not yet possible without scripts.
With them, you can:
� Select a contact in your Entourage Address Book and immediately switch to a letter in Word already dated and addressed to your contact with a salutation of your choice. You can use a letterhead formatted in Word or with pre-printed paper. The switch to the letter in Word is instantaneous.
� Select any number of contacts or entire groups in your Entourage Address Book or a Custom View, and immediately start printing envelopes, mailing labels, personalized form letters in Word to all the contacts and groups selected, without having to click Print dialogs. It all happens automatically.
� Before printing, you can make and sort groups according to their Entourage category and/or various other fields not enabled by Word’s Data Merge Manager, including any custom field you have. For example, you can sort all your contacts of a particular category into Zip Code order and all your envelopes or labels will be printed in the order requested by the Post Office, to just the contacts you need for that mailing.
� You can also print single envelopes, single mailing labels or sheets of mailing labels addressed to the same contact, also by selecting a contact in the Address Book and running a script, or make a sheet of Return Address labels the same way.
� You can sort your groups alphabetically by last name (not possible otherwise), and can print out and view your groups or all your contacts in the Address Book sorted by first name, telephone book style, geographically, by custom date or birthday, by all phone numbers (not just separate phone fields as in the Address Book’s columns) or any combination whatsoever of the various phone fields, by any custom field you have, by categories, etc.
Start exploring. For example, run Category Group E to make a group of all contacts of the “Customer” category. Run Sort by Field E 2.0 on your new “Customer” group to sort it by Zip Code, and take the option to sort the actual group. Select the newly-sorted “Customer” group in the Address Book and run Print Envelopes EW to get a complete printout of envelopes with bar codes to all your customers in zip code order. Write a short promotional letter on your company letterhead in Word and save it as stationery. Run Print Form Letter EW to the “Customer” group. Since it’s in the same Zip order to the same contacts you can stuff the envelopes while watching TV or doing a deal on the phone (do check now and then!). Now the envelopes are all ready for the Post Office. Then run Normalize Group E on the “Customer” Group to make a “Customer – Email” group of just the contacts with email addresses, and Group Sort 1.2 E to sort the Email group alphabetically by last name. Select your accountant’s name in the Address Book and press control-command-E to call Address Word Letter EW 2.0 and bring up a letter in Word addressed to her. Write a cover letter for your month-end accounts which you are sending in by mail.
Here is what the different scripts do:
Address Word Letter EW 2.0
This script will open a new document in MS Word and address a letter to the contact you have selected in Entourage’s Address Book, with a date line and a salutation (“Dear Contact”) in the formats you prefer. All you do is write the letter.
New in v2.0: You can use letterhead stationery in MS Word, and it comes up instantaneously already addressed to your selected contact.
Category Group E
Category Group E will make a new Group containing every contact of any particular Entourage category you specify, whether or not it is the primary category (the color designation). You can choose whether to include contacts without email addresses – something which is impossible to do by yourself in Entourage. You can then use the category group so formed as the selection item for Print Envelopes EW, Print Form Letter EW, Print Mailing Labels EW and Sort by Field E 2.0 to print postal mail to all your contacts of that category in Microsoft Word, irrespective of whether or not all contacts have email addresses.
Group Sort E 1.2
This script will sort the group entries (group members) of either a selected group in the Address Book, or one or more groups you choose from a list, or all your groups – whatever you choose – into alphabetical order in one quick pass. All group members who are contacts with default email address are displayed with the “little man” contact icon with proper linkage to the Address Book, but it will also maintain non-contact group members with the @ icon.
New in v1.2: It will include the group members without email addresses needed for the Print scripts, and has better interface options (run it with a group open, or selected, or neither).
Print Envelopes EW
This script is based on George Clark’s Print MultiEnvelope from E in W script to print envelopes to Entourage contacts and groups selected in the Address Book. It now does the entire print run without your having to click any Print dialog box; you do not have to open or alter the script; all the options for title, suffix and job title are also available for your return address; you can choose whether or not to include a return address, and whether to exclude yourself if you are a member of a selected group; the criteria for valid addresses now allow envelopes to companies (i.e. institutions) without street address but who do have city and zip code, and to companies without first and last contact names generally. It synchronizes with Print Form Letter EW as described below.
Print Form Letter EW
This script prints multiple personalized Form Letters to Entourage contacts and groups selected in the Address Book. You can print envelopes or mailing labels to the same contacts or groups with Print Envelopes EW and Print Mailing Labels EW, using the identical criteria (described above for Print Envelopes EW) for with the same selection, so the print runs will synchronize: any contact whose envelope or label is printed will also have a personalized form letter in the same sequence, so you can stuff envelopes with the form letters in order with no fear of a mismatch if you pick the same criteria in the setups. You can use a letterhead set in Word using whatever fonts and graphics you want. Or use it with pre-printed letterhead paper.
Print Mailing Labels EW
This script is based on an unreleased script by Omar Shahine to print mailing labels to Entourage contacts and groups selected in the Address Book. It synchronizes with Print Form Letter EW as described above, and does everything Print Envelopes EW does (without return address) except that due to a limitation in Word VB scripting, bar codes cannot be printed on scripted mail-merged mailing labels. There are three alternative methods described in the ReadMe for getting the barcodes.
Print Labels 1 Address EW
This script will print out one or more sheets of mailing labels, or a single label, addressed to any contact(s) (or group) selected in the Address Book or a custom view. Unlike the barcode limitation with the Print Mailing Labels script, there is no problem here: this script happily prints bar codes if you want them. This is also the perfect way to do Return Address labels.
Sort By Field E 2.0
Sort by Field E 2.0 script allows you to sort your Address Book by virtually any of the Contact fields that are not available as sortable columns in in the main Address Book page: Country/State/City, Zip or Postal Code, Phone Number, Country/Phone, Phone - One Country, Custom & Personal Fields, Custom & Personal Dates, Notes (the Contact Descriptions) Categories, First Name, or Telephone Book (Last Name, First Name). It can insert all-day Events in the Calendar with banners, categories and links to the contact, if requested, corresponding to custom dates, birthdays and anniversaries. The new Group feature in v2.0 allows you to sort on individual groups and to sort the actual groups as well if you wish.
Hardly any of its features can be done by Entourage on its own: e.g. although there is a column in the Address Book for Home and Work Addresses, you can’t sort on it in any useful way. Sort by Field E 2.0 can sort on all phone numbers at once, so you can check against a caller ID number to see if you know the caller, or by country if you need all that country’s contacts. You can get all the custom and personal dates in one list arranged annually (January to December) to see upcoming dates at a glance, or strictly chronologically. Although Entourage has a column for Category, it only sorts by the primary category. You can do a custom view of one particular category to get all your contacts of that category – a wonderful feature – but Sort by Field E 2.0 can give you all your Categories, each with all their contacts, primary, secondary or whatever, all on one page. Finally – you can’t print out either the Address Book page sorted by the column you’ve selected, nor the Custom View. You can print out any of Sort by Field‘s Sort Sheets directly from Entourage, which is probably its greatest feature. You can edit any of its sheets directly to make any changes, and you can use Standardize Fields E to transfer these changes wholesale to the Address Book (and the Calendar, for Custom Dates, Birthdays and Anniversaries).
New in v 2.0: You can now apply any of the Sort methods to particular Groups as well as to to the whole Address Book, with an option to sort the actual Group as well. That allows you in turn to do a mail merge using the Envelopes, Form Letter and Mailing Labels scripts to groups so sorted.
Standardize Fields E
Standardize Fields E is principally a massive clean-up script for your Address Book after imports from other programs which enter information into fields in non-standard ways that prevent accurate sorting. (For use with Sort by Field E on All-Contact sorts).
Normalize Group E
Category Group E and Sort by Field E can make new Groups containing contacts without email addresses – something which is impossible to do by yourself in Entourage – to use as the selection item for the Envelopes, Print Form Letter and Print Mailing Labels scripts. That would create serious email errors if you then tried to email the group. Normalize Group E can either put the group back to email contacts only, or make a parallel group with email contacts only so you have both versions simultaneously, and it can also remove duplicate contacts.
All these scripts require Akua Sweets 1.4 (or higher) scripting addition, free at <http://www.akua.com/Software/AkuaSweets/index.html>, <http://www.osaxen.com/> or <http://homepage.mac.com/berkowit28/>. [Click on a URL with the Command key held down to get there.]
Author: Paul Berkowitz <[EMAIL PROTECTED]> .
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Happy Holidays!
Paul Berkowitz
