Software

Insert directions into Word using Smart Tags

If you include an address with a Word document, you don't need to send readers to an online mapping service to figure out how to get there. Use Word's Smart Tag feature and give your readers precise A-to-B directions from its own embedded link.

You are sending letters out to several of your clients, inviting them to a special training seminar your company is presenting, and you would like to send directions along with your letter. Word's Smart Tags can provide you with directions that are specific for each customer. Follow these steps:

1. Go to Tools | AutoCorrect Options. (In Word 2007, click the Office button, click the Word Options button, click Proofing, and then click AutoCorrect Options.)

2. Click the Smart Tags tab.

3. If not already selected, select the Label Text With Smart Tags check box.

4. If not already selected, select the Address (English) check box under Recognizers.

5. If not already selected, select the Show Smart Tag Actions buttons check box.

6. Select OK once. (In Word 2007, click OK twice.)

7. Type the address of your office in your document.

8. Check to make sure you are connected to the Internet; if not, you will not see the Driving Destination menu.

9. Click the Smart Tag drop-down arrow for your address.

10. Click Display Driving Directions.

11. Enter your customer's address under Address 1 in the dialog box and click OK. Word will take you to the MS Live Search Web site, which will get you a map of the directions.

12. Click Share and then click Copy To Clipboard. MS Live Search will copy a link to the directions on your Clipboard, which you can paste in your Word document.

If you would rather send an e-mail invitation, in step 12, click Share, then click Send In E-mail. Word will open your default mail client and insert the link in the body of the message for you. You can then address the e-mail and add your own text to the message before sending.

Note: This tip applies to Word 2007, 2002, and 2003.

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16 comments
rstevensl
rstevensl

I have Microsoft Office 2003. When I click Tools then AutoCorrect Options, there is no Word Options button. Need directtions for MS Office 2003 in order to insert directions into Word using Smart Tags.

Leee
Leee

Clarification: I have added a few points to clarify. In steps three through five, you must select the check boxes unless you already have them selected; do not deselect them. In step eight, I'd like to emphasize that being connected to the Internet is a must. While hyperlinks are handy, in testing this tip I discovered Smart Tags, which take those links to the next level. As always, feel free to use whatever method you're comfortable with.

roclmbr
roclmbr

If I paste the clipboard I get the full URL pasted into my document. Not exactly pretty.

roclmbr
roclmbr

If I past the clipboard I get the full URL pasted into my document. Not exactly pretty.

mrtgrady
mrtgrady

I was half expecting some kind of interactive smart tag tip here - hover over the address in your document and get the directions in a tooltip or something. Basically you can do this using any online route planner - just put the starting zip/postal code and end zip/postal code in, tell it to calculate the route and then copy the URL from the address bar and paste it in to your Word document. Oh, and there's no "Share" button on the version of MSN/Mappoint I used - don't know about anyone else. Maybe this is another of those US only features Microsoft seem to be fond of.

cmr_exec
cmr_exec

After clicking Tool | AutoCorrect, you will get the AutoCorrect dialog box in Word 2003. You would then go directly to step 2: Click the SmartTags tab. (The directions in parenthesis apply only to Word 2007.) Hope this helps!

grelfod
grelfod

In Word type a word like 'meeting'. Right click on it and select 'Hyperlink'. Paste the URL in the address box and hit enter. Now the word 'meeting' is a hyperlink to the long and unruley URL that the user can click on and go to the URL you gave it. Simple!

LocoLobo
LocoLobo

When I first typed the address I typed 2400 East Missouri Phoenix, AZ 85016 No smart tag Typing in 2400 East Missouri Ave, Phoenix, AZ 85016 The smart tag appears. Apparently it's finnicky.

ssharkins
ssharkins

Word did display an AutoCorrect smart tag, but the driving destination item wasn't available. I suspect we don't have an option set someplace. Unfortunately, I didn't find any help in Word Help, but I'm going to look around. If I figure this one out, I'll post it.

n4aof
n4aof

YAWN - TOTAL waste of time. How often could you really want to put individual door-to-door turn-by-turn directions into a document? In a business context this comes VERY close to insulting the person you are writing, it assumes that the person can't figure out how to get to your location from where you think they are (which very likely is not where they would be coming from) AND it assumes they can't figure out how to get directions on their own. Depending on your location, I can see times where it might be reasonable to include PARTIAL directions (such as from the airport or from the appropriate highway exit). If MS wanted to make a useful feature of the Live Search address function, they need to find a way to produce a reasonably short URL that would take a person to a map and allow them to enter their own starting point to get directions. That way I could send the URL to a map of my location and the person could get directions if they want them. The URL to the map needs to be short enough to survive being emailed AND simple enough for a person to type it in (yes, the business world still runs on paper documents and hyperlinks do not work in the printed copy!)

n4aof
n4aof

Print out your document and mail it to the customers you are inviting to the meeting. See how many show up.

ssharkins
ssharkins

Well, I've tried a number of things and can't get it to work, but I don't think it's the technique or the instructions, but a corrupted dll file. Perhaps the following knowledge base article will help someone, although it didn't help me: http://support.microsoft.com/kb/300950/en-us Good luck! If something in this article solves someone's problem, please let us know.

da philster
da philster

Ah yes, another simple task made complicated. I wonder how anyone ever managed to find us before.........I must be getting old. Cheers,

Senior Program Analyst
Senior Program Analyst

If I send a word document to several people with my address, I might be interested in have my address link to a map page where they can just enter the from address they want to use and bingo they have a map without having to copy/paste or retype my address in (handy from small PDA/phones etc.) Otherwise a map of my location without specific directions is all you can do or general directions (such as the airport). Not one for choosing to "insult" my invitees or to ASSUME I know where they will be coming from.

kvick
kvick

I am not speaking from personal information, but I have been ramping up on developing smart tags recently and it looks to me that it could be a regular expression in the smart tag that doesn't include paragraph insert characters. if you want to know more about regular expressions and smart tags, google it. regular expressions are very cool and i am hoping to start cranking out custom smart tags soon. i wish there was a regular expression addin for word 2007. maybe there alrady is one somewhere deep inside. by the way, once you get use to word 2007's ribbon it is actually kind of nice. the real kick is the quickaccess toolbar. i discovered its usefulness this last week.

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