Write a letter |
Establishes a library of standard letters that you can customise for each contact, like a one-off mail-merge. | ||
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Show me | |
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Use this word-processor: | |
If ticked, then when you choose to write a letter to someone, the customised letter will be opened in this word-processor ready for printing. If Microsoft Office® was found when you installed the system, Word® will have been set as the default. If unticked, the customised letter will still be created but you must open it manually. |
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To set the word-processor: | ||
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Click the ![]() |
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Select a word-processor application You can use Windows Write® if you don't have any word-processor applications installed. |
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Click the Open button | |
Note Letters to contacts are either created in the Mail-Merged pending tray or directly in the contact's folder, depending on what you choose when you write a letter. | ||
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Letter libraries | |
There are three places where you can store customised letters: | ||
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Company-wide letters This folder (set in the Paths section) should be common to all users and contain general letters that any department could use, such as blank letterheads, how to find us sheets and so on. |
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Departmental letters This folder (set in the Paths section) should be shared by all the users in your department and contain letters that are specific to that department. For example, the Accounts department may have letters for reminders, refunds and so on. |
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My letters This folder (set in the Paths section) can be set to your local hard disc and is used to store letters that are specific to the job that you do within your department. For example, if you are the company's personnel manager you may have letters for C.V. acknowledgements, pay & conditions and so on. |
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Note You do not have to use all three libraries if you don't want to, simply set all three paths to the same folder. | ||
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To create a new mail-merge letter | |
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Choose a library (Either Company-wide, Departmental or My Letters) |
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Click the ![]() |
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A new basic document will be created. If Use this word-processor is ticked then the document will open and you can design your letter and save it with a meaningful name. If Use this word-processor is unticked then you must edit the letter manually. |
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Note When the word-processor is open you cannot use our system. It has not crashed or hanged, it is simply waiting for the word-processor to close. | ||
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To edit a mail-merge letter | |
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Choose a letter from the list | |
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Click the ![]() |
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Edit your letter and save it | |
Note You cannot edit a letter unless the Use this word-processor option is ticked. | ||
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To delete a mail-merge letter | |
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Choose a letter from the list | |
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Click the ![]() |
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Note This will permanently delete the file. If it's in the Company-wide or Departmental folder then you should check that no one else will miss it if you delete it. |