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We accept:
 
 
Year 2000
notice:
Auto-LookMeUp!
is Year 2000 compliant
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| This page
reproduces a few key sections of the LookMeUp! help file in case you want to know a little
more about what LookMeUp! does and how it does it. (You
will of course have complete access to this help file once you download and install
LookMeUp!) |
| Getting Started with LookMeUp! The Basics: How to
use LookMeUp! with your letters & faxes
Getting
the best out of LookMeUp!
A
Note for foreign language users |
Getting Started with LookMeUp!
What is LookMeUp! for?
The premise of LookMeUp! is that if you are typing a fax or a letter in Word, the fax or
address details of the person you are faxing or writing to (fax number/company
name/address etc) should appear automatically in your document without you having to
manually copy them from Outlook into Word - think of it as a 'free-style, hassle-free
automatic mailmerge for one' if you like...
NB: LookMeUp! only concerns getting someone's details into a document;
what you chose to do with the document after that, print it, fax it from the computer,
print it, then fax it, is up to you... in other words, LookMeUp! does not itself actually
'send' a fax, for example...
Who can use it?
LookMeUp! is for people using a combination of Microsoft Word and Outlook (97 or later)
who hold all their Contacts data, i.e. names, addresses, phone, fax numbers and email
addresses in the Outlook Contacts folder(s) but who type their faxes and letters in Word.
The current version of LookMeUp! does not recognise old-style Address Books, although
future upgrades are likely to do so.
I want to get going!
LookMeUp! is designed to work 'out-of-the-box' (although you can customise its operation
in many ways) - starting with a letter, this is how you would do it...
1. Choose a contact from your
Contacts folder in Outlook who you know you have an address for (you would not normally go
through this step, but the first time around you want to be sure that you are looking for
someone who actually has some address information stored in your Contacts folder)
2. Make a note of that person's
Full Name as displayed in Outlook, for example 'Joe Pizza' (again you would not normally
go through this step)
3. In a new document in Word,
(we'll use Joe Pizza as our example; clearly you'll want to type the name of the person
whose name you noted in 1. & 2. above...) type the following:
L::Joe Pizza::
(in other words, the capital letter 'L' followed by two colons, the full name of the
person whose address you want and ending with another double colon)
4. That's it - depending on the
size of your Contacts folder, the person's name & address should appear in a couple of
seconds as in our example:
Joe Pizza
The Pizza Co
142 West Pepperoni Street
New York
NY 10021
If that worked OK, you are ready to learn more about The basics: How to use LookMeUp! with
your letters & faxes.(See below)
If a dialog box comes up with the details of more than one Contact, this is because you
have two or more Contacts with exactly the same Full Name in Outlook. For now, click on
any one of the entries displayed, and that Contact's address should then appear in your
Word document. |
The Basics: How to
use LookMeUp! with your letters & faxes
After reading this section, we highly recommend that, in order to learn more about
adjusting LookMeUp!'s settings to be optimised for the way you work and on the full range
of things you can do with LookMeUp!, you look at Getting the best out of LookMeUp! (See
below)
We also highly recommend that you make full use of this help file (which you can also
access on a context-sensitive help basis by clicking on the ? button in the top right hand
corner of the various LookMeUp! dialog boxes and then point at a field or setting to find
out more about it) in order to unlock the full power of LookMeUp!.
NB: All LookMeUp! operations are case-insensitive - to LookMeUp!, searching for 'Joe
Pizza' is the same as looking for 'joe pizza' or 'JoE pIZZa'.
There are two different ways you can get LookMeUp! to find your Contacts, using either 1.
DocScan and/or 2. Find Me! (Click on the underlined terms to find out more)
In basic terms, DocScan simply scans your documents looking out for keywords which tell it
that you want to look a Contact up. It then takes whatever text you type after the keyword
(i.e. a persons's name) and LookMeUp! looks that person up.
Another approach, which can be used interchangeably with DocScan is to use Find Me!.
Simply type a person's name in your document (no keywords required), select the portion of
their name you want to search for (or indeed their whole name), and click Find Me! (or
type Alt M on your keyboard) (if the portion you want looked up is closest to your cursor,
you don't even need to select the word manually, LookMeUp! will select the closest word -
which will often be the Last Name, after all...- and select it automatically).
The purpose of both DocScan and Find Me! is to identify the text (i.e. someone's name)
which you want LookMeUp! to find in your Contacts folder (and/or other Contacts-type
folders in Outlook). It looks at the Word document you have up on your screen to decide
whether it is more likely to be a letter or a fax, and then does its best to insert the
relevant information for the Contact into the right places in your document.
You can also use LookMeUp! with Word templates, Word Autotext and LookMeUp!'s one-click
version of Autotext.
LookMeUp! in many ways offers you the ability to use the Contacts side of Outlook right
from within Microsoft Word; you can for example get LookMeUp! to open up a Contact's
Outlook form for you to make changes to before that persons's details are inserted in your
document. You can also create a new Contact directly from the LookMeUp! menu. Also, if you
look for someone who turns out not to be in your Contacts folder, LookMeUp! automatically
offers you the ability to immediately create a new Contact for that person and insert
their details into the current document.
Using LookMeUp! with your letters
If you've had a look at Getting Started with LookMeUp!, you now know that you typed a
Contact's name in your document, in between an 'L::' and a '::', and the Contact's address
appeared automatically in the document. You used the DocScan method in this case, but you
could just as well have typed 'Joe Pizza' (i.e. the person you actually typed) and hit the
Find Me! button.
The 'L::' and the '::' are the default 'Start' Word and 'End' Word we chose, but you can
change these to anything you like in the LookMeUp! Settings dialog box.
Using LookMeUp! with your faxes
If you've successfully used LookMeUp! with a name and a letter address as above, you may
want to try LookMeUp! out on a fax - in many cases, LookMeUp! will be even more useful to
you when you type faxes.
1. Pull up whichever blank fax
template you use (or Autotext, or an existing document, or whatever you use - you can even
just type 'To: ' and on the next line down 'Fax: ' and it will work)
2. Type anywhere, (but it's
probably most straightforward if you type in the field where you would normally put your
addressee's name) the following, substituting again 'Joe Pizza' with the Full Name of the
Contact you wish to fax (who has some fax information stored in your Contacts folder in
Outlook):
F::Joe Pizza::
In other words, where before you used the letter 'L' to tell LookMeUp! you were writing a
letter, the letter 'F' now tells it you want to type a fax. (Again, we used the DocScan
approach, but you can accomplish excactly the same result by just typing 'Joe Pizza' -
i.e. the person's name, and clicking on 'Find Me!' or typing Alt M)
3. That's it - your Contact's fax
details should have automatically appeared in the right places in your fax.
If they did not, this could be for various reasons, all of which are easy to put right.
We highly recommend that, in order to learn more about adjusting LookMeUp!'s settings to
be optimised for the way you work and on the full range of things you can do with
LookMeUp!, you now look at Getting the best out of LookMeUp! |
Getting the best out of LookMeUp!
1) The most important thing to
remember about using LookMeUp! is:
Make LookMeUp! look for the most sensible bit of someone's name...
What's sensible?
We could have said 'unusual' or 'non-commonplace'. The very simple reason for this is that
the point of LookMeUp! is to find and insert the details for just the one person you are
looking for, and to do it in the shortest possible time.
Take 'Joe Pizza' again - you can bet you know a few Joe's, but you probably only know one
'Pizza'.
Typing 'Joe Pizza' is most specific, but it would be nice for you not to have to type both
names.
Type only 'Joe' and you'll probably get a great long list of results in the LookMeUp!
Results dialog box because you know a number of Joe's (of course, sometimes you may want
precisely this result).
Recommended: Type only 'Pizza' and you are
highly likely to get 'Joe Pizza' unless you know someone else with the same surname.
Type part of the surname, 'Pizz' and you'll still probably get Joe Pizza but the operation
may take a second longer.
Maybe someone's first name is more unusual than their last name, as you might agree would
be the case with 'Bertrand Smith' - in that case, type the first name to get the desired
result.
If both names are common, then either type the full name, e.g. 'Joe Smith' or be prepared
to get more than one match.
2) The next most important thing to
remember about using LookMeUp! is:
(...except if you have the 'by default insert' setting set to 'Show me All results EVERY
time')
LookMeUp! always gives you the first, or 'cleanest', match
What does that mean?
LookMeUp! doesn't use a general one-shot filter, like the one you use in Outlook - it
takes what you type and looks in various of the Contact fields in turn for an exact, full
match, and in the following order:
1. Full Name
2. Company Name
3. Last Name
4. First Name
5. File As
6. File As - tries for a partial match
Examples of how this works taking what you read in the top section of this page into
account (using Joe Pizza, Bertrand Smith, and Joe Smith):
- you type 'Pizza' - LookMeUp! finds 'Joe Pizza' on pass 3. above
- you type 'Joe' - LookMeUp! finds 'Joe Pizza' and 'Joe Smith' on pass 4. above - you get
the LookMeUp! Results dialog box because there was more than one match
- you type 'Bertrand' - LookMeUp! finds 'Bertrand Smith' on pass 4. above
- you type 'Joe Smith' - LookMeUp! finds 'Joe Smith' on pass 1. above but you have to
remember his full name
- you type 'Pizz' - LookMeUp! finds 'Joe Pizza' but on pass 6.
What you should aim at is trying to have your person found in pass 1-5, because this will
be quickest and least likely to result in multiple matches. Pass 6 works well but takes
longer, because from the computer's point of view (!!!) 1-5 are 'clean' and 6 is not.
In general, you should get the best service from LookMeUp! following these two general
rules; you won't go far wrong if you generally just look to type either the first name or
the last name and chose the least usual of the two. |
A Note for foreign language users
LookMeUp! is principally designed for work in the English language and there are no
'international' versions published at the current time.
However, it should still be possible for you to work with LookMeUp! if you modify some
straightforward configuration settings. LookMeUp! works by looking for fax and
letter-oriented words in your documents to work out where to insert a Contact's details.
If those words, such as 'Address' or 'Fax number:' are in a foreign language you can
change the words that LookMeUp! looks for.
After you have downloaded LookMeUp!, the following two help sections should provide you
with all the information you need to re-configure LookMeUp! to suit your foreign-language
needs:
General explanation of the 'Choose Words to Match' dialog box
General explanation of the Advanced Configuration Settings dialog box |
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