Can I automate, or write a macro for this?

[mkoeng4]

Can some one help me automate a process or write a macro to do multiple steps
that I repeat several times a day in Microsoft Word? I receive reports (Word
docs) that I edit and save and then forward by email to the final recipient.
There are about 6 different recipients that may receive these. Here are the
steps I do every time after I have finished reviewing/editing the report:
1."Save As". I save it with the default name it had when it was sent to me
but I need to save it to separate folder, depending on which final recipient
I will be sending it to.
2. "Quick Print". I print out a copy to archive also.
3. "Send to Email Recipient"

I have no experience with macros. I read a little about them and watched a
few MS tutorial videos. However, my initial attempts weren't successful.
Ideally, once I am done with the document, I would click on one icon that
would do the above steps. Specifically, if that document is going the
Recipient A, I select the "Send to A" button/icon and it saves it to "Reports
for A" folder (maintaining the original file name), prints it, and then
emails it to A. If it is for recipient B, I click on icon "Send to
B".......etc.

I am using Word 2007 (Office Professional 2007) with Windows XP.

Thank you very much,

Marc

 

[Graham Mayor]

What you ask is simple enough - with a few provisos.

1. How can the macro determine from the e-mail message or the attachment
which folder to save the document in?
2. You will need to be using Outlook as your e-mail application for it to be
programmable.
3. How would the macro determine which e-mail recipient to send the document
to?
4. Are you processing the document yourself between 1 & 3 (apart from
printing)? In which case you would need separate macro processes - before
and after your input.

If you can provide the extra information, then.we may be in a better
position to assist.

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Graham Mayor - Word MVP


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[mkoeng4]

Graham,

Thanks for the reply.

Regarding your points #1 and 3, I wasn't expecting the macro to determine
the folder or the email recipient. I assumed I would have multiple macros.
When I am done with a document that is intended for Recipient A, I would run
the macro that is set to save the doc to Folder A and then email it to
Recipient A. If the doc if for recipient B then I would use the macro that is
set to save to Folder B and send to recipient B, etc.... Each report I
receive (and edit, if needed) is for a specific site/recipient. There are a
total of 7 specific document types I recieve, each for a specific
location/recipient. So, I would need 7 macros, I guess However, there are
only 2-3 sites that I send to everyday.

Point #2 Yes, I am using Outlook for my emailing.

Point #4 If I understand what you mean, no, I am doing no further processing.

To clarify one other point; I am "saving" the file as the first step to
ensure any edits I made are saved. I then want it to be archived in the
specific folder. I would like it to keep the default file name that the file
came with when it was sent to me. If I use "save as" as I suggested in my
first post, will it require me to enter a file name? Would it work better to
simple have the macro "save" (same name/file) and then "move" it to the
folder.

Thanks for your help,
Marc

 

[Graham Mayor]

OK. I would still prefer to handle this with a single macro as it removes
the scope for error, but it may not be possible to do so automatically, in
which case you would need a userform to select the recipient and set the
variables for that recipient..If the latter is the case, at what point in
the process can you make the decision to forward the message and attachment?
When you see the message in the Inbox? When you open the message? When you
open the document. i.e. are we going to run this from Outlook before opening
the document, or from Word having opened it?

Are all the e-mails with attached documents coming from the same sender, or
are they coming from your seven contacts? If they are coming from the same
sender, can the seven contacts be determined from the message subject or
fixed text in the message bodies (or even a fixed text in the document
itself). If they are coming from seven senders then presumably they can be
identified by their e-mail addresses.

If you wish, you can send me more information about your process to the link
on the home page of my web site (rarther than post in a public forum).
The more information you can provide about the source(s) of the message, the
subject texts, the recipient addresses and your folder structure the better,
though I understand you may wish your contacts to remain confidential.

As I understand the process, you receive a message with a document
attachment from 1 or 7 senders. You then open the attachment, print it and
save it to a foldername associated with one of seven people to whom the
message is then forwarded?

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Graham Mayor - Word MVP


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[Graham Mayor]

Thinking further on this you can download the following
http://www.gmayor.com/Extras/ProcessAttachments.zip which contains an add-in
for Word 2007 that may do what you want. It relies on the premise that you
have opened the document from the attachment and then prints, saves in a
specific folder based on the recipient you select and forwards it to that
recipient as an attachment. Read the accompanying text file.

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Graham Mayor - Word MVP


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[mkoeng4]

That works great. Thank you very much.

Marc

Thinking further on this you can download the following
http://www.gmayor.com/Extras/ProcessAttachments.zip which contains an add-in
for Word 2007 that may do what you want. It relies on the premise that you
have opened the document from the attachment and then prints, saves in a
specific folder based on the recipient you select and forwards it to that
recipient as an attachment. Read the accompanying text file.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


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