Mail Merge

If you need to send the same letter to twenty people, place their contact information in a mergeable list. Then, merge the information into the letter - creating a new document that has a letter for each person on the list. Once this list is in your computer, you can use it indefinitely to create other letters, lists, and labels.

Perhaps you are already using a word processor to keep your lists for mail merge. If your lists are large, and you want to know more about the people on your list, use a database instead of just a word processing document. For example, in database programs such as Microsoft Access, you can input your list, and easily merge it with a Microsoft Word document. By having your list in a database, you can record extensive information on each customer. A well-developed database can tell you which customers bought more than $100 in the last four months, how many customers were referred by other satisfied customers, which products are your best sellers, which advertisements bring the greatest response rate, and much more. The possibilities are endless.

Macros

Another way to limit redundant work is to create macros. Most macros are created by recording a series of keystrokes. For example, you can create a macro that automatically places the closing on your letters in your word processor. Or you can create a macro that creates an envelope with your return address. Most of the newer Windows-based applications have many macros that you will need already created as button bars. You can also learn to customize your toolbars with the buttons you use most, or create your own macros and assign them to buttons on the button bar.

Templates

Instead of changing the margins, entering a date, and advancing down the page before every letter you write on your letterhead, you can create a template. In the template you would create the correct formatting for your letterhead and save it as a template. A template is a shell document that contains the formatting, text, and graphics that you need every time you create a specific type of document. For example, for my periodic newsletter, I use a template that contains the masthead and footers for my newsletter and is already formatted for columns. I just retrieve the template, fill in the text, and my newsletter is finished. The good thing about templates is that they open as untitled documents so that you do not have to remember to save the document as a different name. It will automatically prompt you for a name for the document. This keeps you from accidentally damaging a template by saving on top of it.

Integrated Packages

As you select your software packages, look for programs that work with each other. For example, each product in the Microsoft Office Suite works flawlessly with each other. Microsoft Access databases automatically merge with Microsoft Word. Microsoft Excel spreadsheets automatically attach to Microsoft Word documents.

But, let's say you like Lotus 1-2-3 for Windows and WordPerfect for Windows and you do not want to change to a suite. You still have a great deal of flexibility. Any program that supports OLE (Object Linking and Embedding), will allow you to place items from one program into another. For example, you can insert a WordPerfect Draw picture into your Lotus 1-2-3 spreadsheet. All you have to do is use an Edit, Insert Object command from the menu. Almost all Windows-based applications will work this way. So you still have a great deal of integration.

Auto-Correct Feature

Most of the new word processing programs have an auto correction feature, for example, if you misspell the word ''the'' it will automatically correct it. You can also add your own words to the list. For example, you can type and the program would automatically convert it to ''Standard Operating Procedures.'' This would be great in a business such as medical transcription. The transcriptionist could enter abbreviations for complex terminology and the program would automatically spell the terms for him or her.

Implementing these few shortcuts into your daily routine can save you hours each week in redundant tasks.