Copyright: "Copyright (C) 1994, Centric Development, Inc."


 Contents

The following Help Topics are available for Take A Letter:

Overview

Menu Commands

Tool Bar Commands

Take A Letter Main Window

Adding Your Own Letters

Context Sensitive Help

Letter Bundles

For Help on Help, Press F1


Overview
Overview of Take a Letter

Take A Letter is a collection of letters and the tools for finding and adapting the right letter for your business or personal use.  It works along with your Window's Word Processor.

There are four steps in using Take a Letter:

1. Select the Right Letter

You can select a letter by browsing in the Main Window.

- When you select a Category, Take A Letter automatically shows you a list of Subjects for that Category.

- When you select a Subject within the Category, a list of Titles is updated.

- When you select a Title, the Preview Letter  window shows you the body of the letter you have selected.

You can also select a letter by searching for specific words in the letter body.

- You can start searching for a letter by choosing the Search menu.

- You can also start by clicking the Search button [image]  on the tool bar.

2. Fill in the Blanks

When you have selected the right letter, Take A Letter will guide you through it, asking you to fill in the blanks to adapt the letter to your specific needs. The Fill in The Blanks  command in the File menu or the [image] button on the tool bar will lead you through these substitutions.

3. Send the Letter to Your Word Processor

When you are done filling in the blanks, you can send the letter to your word processor. Just push the [image] button on the bottom of the Fill In the Blanks window. You can use your word processor to further refine the letter if needed. This might include (but is not limited to):

- printing the letter

- doing a mail merge on the address

- changing the font of the letter

4. Adding Your Own Letters

With Take A Letter you can turn your own letters into the same kind of interactive templates that come with the product.  The Category and Subject named My Letters is a place reserved for your own material.  By selecting Add User Letter  from the File Menu you can create interactive letters and choose what parts of your letter will prompt for fill-in-the-blanks information.


Menu Commands

Click on each of the menu commands to find out what they do.


Tool Bar Commands

The tool bar contains these buttons:

 This is the same as choosing the Fill in the Blanks  command in the File menu.  It steps you through the letter and helps you customize it by filling in the blanks.

 This is the same as choosing the Search  menu.  It locates letters that contain specific words or phrases.

 This is the same as choosing the Take A Letter Overview  command in the Help menu.  It gives you an overview of how to use Take A Letter.

 When you click this button, the cursor will change to look like the symbol on the button.  Whatever portion of the Take A Letter window you click on now, you will get Context Sensitive Help for it.


Status Bar

The status bar gives you immediate help information about the buttons on the Tool Bar or on the Menu Commands.  As the cursor passes over each button, the status bar will display what the button does when clicked.  If you pull down a menu, the status bar will display information about the selected command.   You can change the screen position of the Status Bar using the Preferences  under the Options menu.


Exit
Exit (File Menu)

This menu command will exit the Take A Letter program.


Add User Letter (File Menu)

This menu command allows you to add your own letters to the Take A Letter program.


Edit User Letter (File Menu)

This menu command allows you to edit letters that you have added to the Take A Letter program.


Delete User Letter (File Menu)

This menu command allows you to delete letters that you have added to the Take A Letter program.


Tool Bar (View Menu)

The Tool Bar menu command allows you to hide or show the tool bar.  The menu entry will be checked when the tool bar is visible.


Status Bar (View Menu)

The Status Bar menu command allows you to hide or show the status bar.  The menu entry will be checked when the status bar is visible.


Context Sensitive Help

Whenever you push the [image] button on the tool bar, or hit the SHIFT+F1 key, the cursor changes to look like [image].  Then you can get help for any part of Take A Letter by clicking on it.  For example, you might have gotten to this screen by pushing SHIFT+F1 and clicking on the [image] button.


About

This dialog gives you the copyright information for Take A Letter, and the name of the person to whom this copy is registered. If you have not yet sent in your registration card, please do so. It will let us at Centric Development keep you informed about new products and new letter bundles for Take A Letter.  This dialog also contains the serial number you entered during installation.


Help

This button brings you to this help screen.


Take A Letter Main Window

This is a picture of the Take A Letter main window.  As the mouse passes over different parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the main window.


Letter Bundle List

A letter bundle is a collection of letters. Take A Letter can work with more than one letter bundle at a time.  When you install a new letter bundle from Centric Development, the Letter Bundle List allows you to select which one to browse with the Take A Letter main window .  The search  function works across all installed letter bundles.

Version 2.0 comes with 3 letter bundles already installed:

Administration and Finance

Sales and Marketing

Legal Matters


Category List

The letters are divided into Categories to help you find the right letter.  Each time you select a different Category, one or more new Subjects is shown in the Subject List.


Subject List

Each Category is divided into one or more Subjects to you find the right letter.  Each time you select a different Subject, one or more new Titles is shown in the Title List .


Title List

A Subject contains one or more Titles. Each Title describes what the letter is about. When you select a Title, the body of that letter is displayed in the Letter Preview window.


Letter Preview

This window shows the letter body for the selected title.  It allows you to look at the content of the letter to see if it is the right one for your needs.  If it is, you can Fill in the Blanks to change the letter to exactly the way you need it.


Letter Bundles

Take A Letter can work with more than one collection of letters at a time. We call these "Letter Bundles".  Be sure to send in your registration card so that you will automatically receive information about new Letter Bundles from Centric.


Contents (Help Menu)

This menu command will take you to the Contents  page of the help system.


Using Help (Help Menu)

This menu command will give you help on using the help system.


Take A Letter Overview

This command will take you the Overview  of Take  A Letter in the help system.  It tells you how to use Take A Letter.


About (Help Menu)
About Take A Letter (Help Menu)

This command will take you to the About dialog box that gives you information about Take A Letter.


Preferences (Options Menu)

This command allows you to set your Preferences for the way Take A Letter works.


Search (Menu)

This command allows you to Search  for a letter containing specific words or phrases.


Fill in the Blanks (File Menu)

This command steps you through the letter and helps you customize it by filling in the blanks.


Search

The SEARCH command is used to locate a letter by its content.  This is most useful when you are trying to locate a letter you remember using before, but can't remember its category, subject, or title.  The search will consider all of the words in a letter body, in the title of the letter, or in the notes associated with each prompt. It will not match any words in the Category, Subject, or in the "Things to Think About" notes.

The results of the search will be shown in the Search Results window.

The picture below shows the search window.  As the mouse passes over different parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the search window.


Things to Think About...

Every letter template has some information about the business situation it addresses, or about the letter that you are about to write.  When you push the Continue button, Take A Letter begins prompting you for information to customize the letter.  The Cancel button will return you to the Take A Letter Main Window .


Fill in the Blanks

This is where you get to turn a letter template into your own personalized letter.  First, you will see Things to Think About... This gives you some notes on the letter you are about to write.

Next, Take A Letter will prompt you for things to substitute into the letter.  There are 4 kinds of substitutions you might see:

- simple substitution

- paragraph substitution

- choose a substitution

- create a list of substitutions

Each substitution allows you to enter text.  You can skip to the end without doing any substitutions.

When that is done, you can review your letter with all of its substitutions. You can then:

- send the letter to your word processor

- change  the substitutions

- choose a different letter

The picture below shows the letter review window.  As the mouse passes over different parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the review window.


Substitute Simple
Make Substitution (simple)

This dialog will ask you to write a simple phrase. For example, "What is the make of automobile you want to lease?".

Click on the picture below to see what the various buttons and text controls do.


Substitute Paragraph
Make Substitutions (paragraph)

This dialog will ask you to write a paragraph about something.  For example, "Write a paragraph about your strengths in this area."  You can use the mouse to go back and edit what you have written.

Click on the picture below to see what the various buttons and text controls do.


Substitute List
Make Substitutions (list)

This dialog allows you to create a list of items that will appear in the final letter. After you type each line, push the Add button to add the line to the list.  You can remove lines from the list by selecting them and pushing the delete button.

Click on the picture below to see what the various buttons and text controls do.


Substitute Choice
Make Substitutions (multiple choice)

This dialog lets you pick a word from the list for substitution into your letter.

Click on the picture below to see what the various buttons and text controls do.


OK

When the substitution text is correct, push this button to move to the next substitution.

This button is also used when you are changing the substitutions and you would like to keep the text you previously substituted.


Undo

This button restores the text to whatever it was upon entry to this substitution.


 Skip to End

Skip the rest of the substitutions and go directly to the letter review window.  All of the current substitution text is preserved.


Add

This button adds the new line to the list.


Move Up

This button moves the selected line up one position in the list.


Move Down

This button moves the selected line down one position in the list.


Delete

This button deletes the selected line from the list.


Paste Text

This button pastes text from the Windows clipboard into the substitution.  This is useful if you have a prewritten paragraph you want to use in the substitution.  Pasting text is also useful for the recipient address when you are using an address book program such as a  Personal Information Manager or a Contact Manager.  Most of these programs have a button or menu selection to copy the current address to the Windows clipboard.


This list box will display all of the lines currently in the list.  You can add new lines by typing them in the edit control above this list and pressing the Add button, or delete lines by selecting them and pressing the Delete button.  You can select a line and move it up one position by pressing the Move Up button, or down one position by pressing the Move Down button.


 Type the phrase you want to appear in your letter.


 Type the paragraph you want to put into your letter here.  You can use the mouse to select and edit parts of the paragraph.


 This list allows you to select a word or phrase from a list.


 This edit control is where you type each new line you would like to add to the list.


This window shows you how the letter looks with all of your substitutions in place.


Notes

Each letter has one or more notes that help you use the letter correctly. Each time you make a substitution there might be notes in this window giving examples or further information.  THey will be displayed in red text.  When you finish filling in the blanks, this window displays the Things to Think About.


Send to Word Processor

This button will take the letter as you see it in the Letter window and send it to your word processor.


Change Substitutions

This button will run through the substitutions again.  This time you will see the text you have already typed, and can change it if you want to.


Choose a Different Letter

This button will return you to the Take A Letter Main Window , where you can select a different letter.


Error (Unknown Failure)

An unexpected error has occurred. Try closing down Windows and rebooting your system.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (Internal)

An unexpected error has occurred. Try closing down Windows and rebooting your system.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (Memory)

Take A Letter was unable to find enough system memory.  Try closing one or more applications.  If that doesn't work, it is possible that some other application has locked memory out of the system.  The only way to fix this is to exit Windows and start it again.


Error (File)

Take A Letter was unable to access the letter bundle data base.  This could happen if:

- another application has opened the data file.

- you are using Take A Letter on a network and another user has the file open

No other applications should be opening the data file, but if you think that is the case, try shutting down other applications.


Error (Bad Version)

Take A Letter has tried to open a letter bundle that has a wrong version number.  Try reinstalling.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (Too Many Letter Bundles)

Take A Letter works with up to 10 letter bundles.  If you see this error message, the TAL.INI configuration file (in the Windows directory) has too many letter bundles.  Try removing some of them.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (INI File)

Take A Letter had trouble opening or reading the configuration file TAL.INI.  Re-run the Take A Letter install program to correct the problem.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (INI Format)

Take A Letter found bad information in the configuration file TAL.INI.  Re-run the Take A Letter install program to correct the problem.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (Library Loading)

Take A Letter had trouble loading one of its libraries.  Try shutting down Windows and restarting the application.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (No Bundle)

Take A Letter had trouble opening or reading the letters.  Re-run the Take A Letter install program to correct the problem.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


Error (No Registration Information)

Take A Letter had trouble reading the user information supplied during installation (the user name and company).  Re-run the Take A Letter install program to correct the problem.  If the problem still occurs, please contact Centric Development at 206-889-6407 between 9 A.M. and 5 P.M. Pacific time.


String Too Long

There is a "word" in your letter with more than 254 characters.  Please shorten it.


Too Many Letters

The Search Results  has found too many letters to display that contain your search key.  Use the "All Of"  option to refine your search.


Bundle File is Read Only

You have tried to add, delete or edit a letter, but the bundle file is set to be Read-Only.  Give the file write permission before proceeding.


Continue

Click this button to begin making substitutions into your letter.


Cancel

Click this button if you don't want to step through the substitutions.  You will return to the Take A Letter Main Window  where you can choose a different letter.


This line lets you know if there are any notes  accompanying this letter.  If there are no notes, this line will not appear.


Confirm Skip to End

If you changed any of the substitution text before pushing the Skip to End button, then you will see this confirmation request.  You can choose to accept the changes (Yes), ignore the changes (No), or cancel the Skip to End and continue substituting.


Keywords:

Type a list of words that might be in the letter you are looking for. The words can be separated by spaces or commas.  For example, "meetings, recent, marketing" or "recent marketing meetings".  The match will be insensitive to case, i.e., "recent" will match "Recent".


All of:

Select this button if you want a list of letters containing ALL of the words in the list.


Any of:

Select this button if you want a list of letters containing ANY of the words in the list.


OK

Press this button when you are ready for a list of letters satisfying your request.


Cancel

Press this button if you want to return to the main window without searching for letters by Keywords.


Search Results

This dialog shows the results of the search.  It contains a list of all the letters that match the search words.  You can select the letters and see a preview of them in the lower window.

This is a picture of the Search Results dialog.  As the mouse passes over different parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the Search Results dialog.


 OK

This button goes back to the Take A Letter main screen. The letter selected here will be selected in the main screen.


Cancel

This button goes back to the search  dialog.


Letter Preview

This window shows a preview of the letter selected in the upper window.


Letter Information

These lines display the Bundle, Category, and Subject of the selected letter.


Letter List

This list shows the titles of all of the letters found in the search. Selecting a title from this list will display a preview of the letter in the lower window.


Number

This line displays the number of letters that were found in the search.


No Match Found

There were no letters that matched the words you were looking for.  Be sure that you have selected the right "all of" or "any of" option.


Pasting Your Letter

When you pressed the Send to Word Processor button, your completed letter was copied to the Windows clipboard.  You can paste the letter into your word processor:

If you are using a Window's based word processor, open a new document, and use the Paste function (usually in the Edit menu).  Consult the documentation of your word processor on how to do this.

If you are using a DOS based word processor running under Windows, you must first make sure that it is running in a window.  To do this:

1.	Start your word processor or click on it once if it is already running.

2.	Press the keys CTRL+SHIFT+ENTER (hold them all down together).  This will ensure that your word processor is running in a window.

3.	Click the control menu (in the upper left hand corner of the window).  From this menu select Edit and then Paste.  This will paste the letter into your document.


Add A Letter

Take A Letter allows you to use your own letters to create interactive template letters called SmartLetters.  Each of the three letter bundles that come standard with Take A Letter contains a Category named My Letters, which contains a Subject also named My Letters.  This Subject is the place to put your own material.  Note that custom letter bundles (created with the Take A Letter Builder) might have other Categories and Subjects that allow you to add your own letters.

The steps for adding a letter are:

1.	Choose Add User Letter from the File menu.  This will take you to the Add Letters dialog shown below.

2.	Type the Title of the new letter.

3.	Provide the text of the letter body.  You can do this by typing the letter or by pasting text from the Windows clipboard using the Paste Text  button.  Note that all of the places where text is entered can be edited using standard Windows editing keys:

CTRL+X - cut

CTRL+C - copy

SHIFT+Insert - paste

4.	To make the letter interactive, you can Add Prompts  anywhere in the letter body.  You can also Edit Prompts  and Delete Prompts  as needed.

5.	You can test the interactive letter by clicking the Test  Button.  This will step you through the fill-in-the-blanks  for the letter.  Be sure  to press the End Test  button when you are through testing.

6.	When you are satisfied with the letter, click the OK button.

You can change the letter template by selecting Edit User Letter, or delete it by selecting Delete User Letter , both of which are on the File menu .

 the Add Letter dialog.


Add A letter


Paste Text

When you are providing the text for the letter body, you may want to paste it into Take A Letter from your word processor or other Windows program.  Copy or Cut the text from your word processor (see the documentation on your word processor if you don't know how to do this).  In the Letter Body window, position the cursor at the point you want the text to appear, then click the [image] button.


Delete A Letter

If you Add A Letter  to the My Letters Category and Subject, you can also delete it.  A dialog will ask you to confirm whether you want to delete the letter or not.  This helps protect you against accidentally deleting a letter.

If you are using a custom letter bundle (created with the Take A Letter Builder), other Categories and Subjects may allow letters to be deleted.


Edit A Letter

If you Add A Letter to the My Letters Category and Subject, you can also edit it.  The picture below shows how to use this dialog to change the letter.

If you are using a custom letter bundle (created with the Take A Letter Builder), other Categories and Subjects may allow letters to be edited.

 the Edit Letter dialog.


Letter Properties

When you create a letter with Take A Letter, you can choose which letter sections will appear by setting Preferences.  If you Add A Letter to the My Letters Category and Subject, you can also assign properties which override your choice of letter sections.

If you are using a custom letter bundle (created with the Take A Letter Builder), other Categories and Subjects may allow property changes.

There are two properties:

1.	Always Prompt for Enclosures: This property tells Take A Letter that each time you fill-in-the-blanks for this letter that you want to be prompted for items to include in an enclosure list..  The enclosure list is placed at the end of the letter to let the recipient know to expect these enclosed items in the envelope.

2.	This Letter is a Form: This property tells Take A Letter that the only letter section this letter  needs is a letter body (no return address, salutation, etc.).  An good example of a letter in this style is a contract from the Legal Bundle.


Substitution Type

When adding a prompt to a letter the first step is to choose the substitution type.  Click on the substitution types in the picture below to learn about the different substitution types.


Add Prompt

When you select a letter and fill-in-the-blanks, you are giving answers to prompts.  If this letter is one that you have added, you can insert prompts into it.

The steps for creating a prompt are:

1.	Select the place in the letter body where you want to prompt for a substitution when you fill-in-the-blanks.

2.	Click the [image] button in the Prompts group box.

3.	Select a Substitution Type  from the list that appears.  A dialog appropriate to the substitution type will appear.  Fill in the prompt text, default text, notes and other information as needed.  You can get more information about each substitution type by clicking on that type in the popup.

Note that all of the places where text is entered can be edited using standard Windows editing keys:

CTRL+X - cut

CTRL+C - copy

SHIFT+Insert - paste


Edit Prompt

This button allows you to edit the prompts you created with Add Prompts..    A dialog appropriate to the Substitution Type type will appear.  Change the prompt text, default text, notes or other information as needed.  You can get more information about each substitution type by clicking on that type in the popup.


Delete Prompt

This button allows you to delete the prompts you created with Add Prompts..


Test Prompts

Once you have added prompts to your letter with the Add Prompts  button, you have an opportunity to test your new interactive letter.  The Test button steps you through the fill-in-the-blanks so you can try out the substitutions.  When you are done testing, click the End Test  button.


Prompt Not Selected (Edit)

In order to edit one of the interactive prompts, you must select it.   Do this by clicking the cursor anywhere inside the angle brackets <.....> that show the prompt.  If you select a range of text, you can also get this error message if the selection range includes the angle brackets or any characters outside the brackets.


No Reference Prompt Selected

You must select one of the previous prompts so that the reference prompt will have a value to use during fill-in-the-blanks.  It will re-use whatever text you type there.


Prompt Not Selected (Delete)

In order to delete one of the interactive prompts, you must select it.   Do this by clicking the cursor anywhere inside the angle brackets <.....> that show the prompt.  If you select a range of text, you can also get this error message if the selection range includes the angle brackets or any characters outside the brackets.


End Test

When you are finished Testing  your new letter you need to click this button to return to the Add  or Edit  letter dialog.


Prompts Cannot Be Edited Directly

The interactive prompts are shown inside angle brackets <.....>.  If you attempt to edit the prompt directly, such as deleting or inserting characters, this error will appear.  The only way to change the text in the prompt (i.e., inside the angle brackets) is to select the prompt and click the Edit Prompt  button.


Simple Substitution Prompt
Simple Prompt

This prompt asks you to write a word or phrase.  During the fill-in-the-blanks, this will prompt for the  word or phrase to substitute into your document at that point.  Be sure to include helpful notes and suggestions .  Click on areas of the picture below to get more information on them.


Bullet List Prompt

This prompt asks you to create a list of words or phrases.  During the fill-in-the-blanks, this will prompt for the  list items to substitute into your document at that point.  Be sure to include helpful notes and suggestions .  Click on areas of the picture below to get more information on them.


Paragraph Prompt

This prompt asks you to write a paragraph.  During the fill-in-the-blanks, this will prompt for a  paragraph to substitute into your document at that point.  Be sure to include helpful notes and suggestions about the paragraph.  Click on areas of the picture below to get more information on them.


Reference Prompt

This prompt allows you to create a prompt that refers to another, and during the fill-in-the-blanks the Reference Prompt will use whatever was substituted into the earlier prompt.  Note that when you create a Reference Prompt that you cannot delete the original prompt until you delete the reference.


Pick List Prompt

This prompt allows you to create a list of items to choose from.  During the fill-in-the-blanks you can select an item from this list to substitute into your document at that point.  Click on areas of the picture below to get more information on them.


Company Prompt
Company Name Prompt

This prompt inserts your company name.  Initially, the company name will be whatever name you provided during installation.  You can change this default at any time by typing a new name into this prompt during fill-in-the-blanks.   Take A Letter will remember the last thing you typed as the default.


Date Prompt
Automatic Date Prompt

During fill-in-the-blanks, this prompt inserts the current date.  Note that you cannot edit this kind of prompt.  To change it you need to delete the prompt and add another.


No Prompt

Every prompt needs to ask a question or tell you what to do.  In the Add Prompt dialog this information goes in the edit field labeled Prompt:  You have clicked OK without providing this information.


Select Prompt Error

You have clicked the Edit Prompt  or Delete Prompt  button, but there is no prompt selected.  Click the mouse anywhere between the angle brackets < ...> of a prompt to select it.


No Default

The prompt you are creating requires a default substitution.  This is the place-holder that is displayed when you have not yet selected anything for this prompt with the fill-in-the-blanks.  It will show up in the Letter Preview  in angle brackets:

< ...this is the default... >


No Choice

When you create a Pick List  type of prompt, there must be at least one item to choose from.  You have clicked OK and the list is empty.


Missing Title

The new letter is missing a title.  Each letter must contain a title and a letter body.  The Add A Letter topic shows you how to do this.


Duplicate Title

You have chosen a title for your letter that is already being used by a letter in the same Subject group.  All titles within a Subject must be unique.


Paste Prompt Error

The interactive prompts are shown inside angle brackets <.....>.  If you attempt to paste text into the prompt, this error will appear.  The only way to change the text in the prompt (i.e., inside the angle brackets) is to select the prompt and click the Edit Prompt  button.


Edit Reference Error

The Reference  substitution cannot be edited.  If you want to change this substitution you need to delete the prompt and add a new one.


Edit Date Error

The Automatic Date substitution cannot be edited.  If you want to change this substitution you need to delete the prompt .


Edit Company Name Error

The Company Name  substitution cannot be edited.  If you want to change this substitution you need to delete the prompt .  If you want to change the default company name, Fill In the Blanks  for this letter once and type in a new company name at this prompt.  Take A Letter will always remember the last thing you typed into a Company Name substitution and use it as the default.


Too Many References

There are too many target references.  Simplify your letter or create another simple prompt to get the information you need.


No Reference Source

During the fill-in-the-blanks a Reference Prompt uses whatever values have been provided to a previous prompt.  You have attempted to create a Reference Prompt, but there are no existing prompts to refer to (the first prompt in a letter cannot be a reference prompt).


References Exist

You are attempting to delete a prompt that is referred to by a Reference Prompt  later in the letter.  During fill-in-the-blanks, the Reference Prompt is expecting to use whatever information you provide in this prompt.  To delete this prompt you must first delete any references to it.  You can recognize the references as prompts that have the same default text.


No Letter Selected for Delete

The Subject is empty, so the Delete Letters  operation is meaningless.  You can add your own letters to some Subjects by selecting Add User Letter  from the File Menu.

For the three letter bundles that come standard with Take A Letter, you can add letters to the Category and Subject named My Letters .  If you are using a custom letter bundle (created with the Take A Letter Builder), other Categories and Subjects may allow letters to be added.


No Letter Selected for Edit

The Subject  is empty, so the Edit Letters  operation is meaningless.  You can add your own letters to some Subjects by selecting Add User Letter  from the File Menu.

For the three letter bundles that come standard with Take A Letter, you can add letters to the Category and Subject named My Letters.  If you are using a custom letter bundle (created with the Take A Letter Builder), other Categories and Subjects may allow letters to be added.


Delete Letter Error

Some letters are "read-only", and cannot be deleted.  In the three letter bundles that come standard with Take A Letter, letters that you have added  to the My Letters Category and Subject can be edited  and deleted.

If you are using a custom letter bundle (created with the Take A Letter Builder), some Categories and Subjects may allow other letters to be deleted.


Edit Letter Error

Some letters are "read-only", and cannot be edited. In the three letter bundles that come standard with Take A Letter, letters that you have added  to the My Letters Category and Subject can be edited  and deleted.

If you are using a custom letter bundle (created with the Take A Letter Builder), some Categories and Subjects may allow other letters to be edited.


Add Letter Error

Some Subjects are "read-only", and you cannot add letters to them.  In the three letter bundles that come standard with Take A Letter, you can add letters to the Category and Subject named My Letters .

If you are using a custom letter bundle (created with the Take A Letter Builder), other Categories and Subjects may allow letters to be added.


Inside Prompt

You are attempting to add a prompt inside another prompt.  Be sure to select a position outside the angle brackets <...> to add a new prompt.


Letter Too Long

There is a Windows system limit of around 28,000 characters on your letters.  This number includes not only the letter body, but all of the characters you type during fill-in-the-blanks.  If this error occurs, you need to shorten your letter.


Cant Copy Prompt

You are attempting to copy text to the clip board that includes a prompt.  The default text (including the angle brackets) will be copied.  The interactive prompt cannot be copied to the clipboard.


No Letter

There are no letters in the Subject, so there is nothing to fill-in-the-blanks for.


OK

Click this button when you have chosen the substitution type.  It takes you to the next step, where you will prompt information for the substitution type.  If the substitution type is Automatic Date or Company Name, you will return to the Add Letter  or Edit Letter dialog that you came from.


Cancel

Click this button when you want to abandon adding a prompt.  It will return you to the Add Letter  or Edit Letter dialog that you came from.


Cancel

 Abandon adding this letter and return to the Take A Letter main screen .


OK

Accept the information about adding or editing this letter and return to the Take A Letter main screen .


Letter Body

This is where you provide information about the body of your letter.  It includes text that you either type in or paste (with the Paste Text  button).  You can also add Prompts  to the letter body.


Letter Notes

When you fill-in-the-blanks  of a letter, the first thing to appear is a note with "Things to Think About... ".  If you want these kind of notes for your letter, this is the place to enter them.


Letter Title

This is where you enter the title of your letter.  Every letter must have a title.  When you browse the main screen  for a letter, this title will show up in the Title List).


Prompt

When you are filling-in-the-blanks, this is the text that asks for information, such as "What is the name of the product or service you are selling?"


Move Down

As you create a list of choices, you can change the order in the list.  This button moves the current selection (in the Items window) down in the Item List.


Hint

When you are filling-in-the-blanks, it is useful to have suggestions and examples.  This window allows you to create these hints for this prompt.


Item

This is where you enter the text for each choice in the list, then click the Add button to add the choice to the Item List.


Add

This button adds the current Item to the Item List.


Delete

This button allows you to delete the current selection from the Item List.


Default

When you preview a letter, there is a word or phrase used as the default for each substitution.  This appears in the Letter Body window inside angle brackets < ... >.  You do not need to type these angle brackets, they are generated for you automatically.  When you edit, the default text is also shown inside angle brackets to indicate the location of each prompt.


Item List

This window shows the current list of choices.


Move Up

As you create a list of choices, you can change the order in the list.  This button moves the current selection (in the Items window) up in the Item List.


OK

This button accepts the new or edited prompt and returns you to the Add Letter or Edit Letter screen you came from.  This screen will be updated with any new prompt information.


Cancel

This button abandons the new or edited prompt and returns you to the Add Letter or Edit Letter screen you came from.


Preferences

This dialog allows you to change the appearance of your letter, and to change the main working screen.  Choose one of the icons from the list to:

 Date - Select which date format to use in the letter.

 Letter Sections - Select the parts of the letter (date, return address, etc.) to include.

 Window Layout - Choose the way you want the main window display to look.

 Word Processor - Pick how you want Take A Letter to work with your word processor.


Date

This dialog allows you to select the format for displaying the date in your letter.  Note that the Letter Sections Preference allows you to select whether the date is shown at all.  Your choice is remembered when you click the Close button, or when you select a different icon from the list.

The picture below shows the Date dialog.  As the mouse passes over different parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the Date dialog.


Letter Sections

This dialog allows you to select the format of your letter.  Check the boxes of all sections you would like in your letter.  Your choice is remembered when you click the Close  button, or when you select a different icon from the list.

The picture below shows the Letter Sections dialog.  As the mouse passes over different parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the Letter Sections dialog.


Window Layout

This list box allows you to change the appearance of your working screen.  Some people prefer the status bar at the bottom of the screen, and some prefer it just below the tool bar.  Note that the View Status Bar command allows you to select whether the status bar is shown at all.  Your choice is remembered when you click the Close button, or when you select a different icon from the list.

The picture below shows the Window Layout dialog. As the mouse moves over parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the Window Layout dialog.


Date Format

Choose the format in which to display the date.


Screen Layout

Do you want the status bar  to appear at the bottom of the screen, or at the top just below the menu bar?


Preference List

Choose which preference  item you want to change by clicking on its icon in this list. If you have made any changes in the current preference, you will be asked whether you want to save them before proceeding.


OK

This button goes back to the Take A Letter main screen. If you have made any changes in the current preference, you will be asked whether you want to save them before proceeding.


Word Processor

This list box allows you to change the way Take A Letter works with your word processor.  When you press the Send to Word Processor  button, you can either insert your letter into an existing document or open a new document to receive the letter.  Choose which way you want to work. Your choice is remembered when you click the OK button, or when you select a different icon from the list.

The picture below shows the Window Layout dialog. As the mouse moves over parts of the picture the cursor will change to a [image].  When this happens you can click the mouse to get information about that part of the Window Layout dialog.


Word Processor

Choose whether you want Take A Letter to insert your letter into an existing document or open a new document to receive the letter.


Scroll bars

These are displayed at the right and bottom edges of the Take A Letter window.  The scroll boxes inside the scroll bars indicate your vertical and horizontal location.  You can use the mouse to scroll to other parts of the document.  Note that the horizontal or vertical scroll bars will disappear when the window is large enough to hold all of the information being displayed.

Vertical Scroll Bars:

Horizontal Scroll Bars:

These work the same as vertical scroll bars, but substitute right and left for up and down.


Restore command
Restore command (System menu)

Use this command to return the active window to its size and position before you chose the Maximize or Minimize command.


Size command
Size command (System menu)

Use this command to display a four-headed arrow so you can size the active window with the arrow keys.

After the pointer changes to the four-headed arrow:

1.	Press one of the DIRECTION keys (left, right, up, or down arrow key) to move the pointer to the border you want to move.

2.	Press a DIRECTION key to move the border.

3.	Press ENTER when the window is the size you want.

Note:  This command is unavailable if you maximize the window.

Shortcut

Mouse:	Drag the size bars at the corners or edges of the window.


Move command
Move command (System menu)

Use this command to display a four-headed arrow so you can move the active window or dialog box with the arrow keys.

Note:  This command is unavailable if you maximize the window.


Minimize command
Minimize command (System menu)

Use this command to reduce the Take A Letter window to an icon.

Shortcut

Mouse:	Click the minimize button [image] on the title bar.


Maximize command
Maximize command (System menu)

Use this command to enlarge the active window to fill the available space.

Shortcut

Mouse:	Click the maximize button [image] on the title bar; or double-click the title bar.


Close command
Close command (System menu)

Use this command to close the active window or dialog box.

Double-clicking a Control-menu box is the same as choosing the Close command.


Switch to command
Switch to command (System menu)

Use this command to display a list of all open applications.  Use this "Task List" to switch to or close an application on the list.

Shortcut

Keys:	CTRL+ESC

Dialog Box Options

When you choose the Switch To command, you will be presented with a dialog box with the following options:

Task List

Select the application you want to switch to or close.

Switch To

Makes the selected application active.

End Task

Closes the selected application.

Cancel

Closes the Task List box.

Cascade

Arranges open applications so they overlap and you can see each title bar.  This option does not affect applications reduced to icons.

Tile

Arranges open applications into windows that do not overlap.  This option does not affect applications reduced to icons.

Arrange Icons

Arranges the icons of all minimized applications across the bottom of the screen.


Minimize Button

Use this button to reduce the Take A Letter window to an icon.

Other ways to minimize:

Menu:	The Minimize command on the System Menu (top left corner of the window).


Maximize Button
Maximize Button (or Restore)

Use this command to enlarge the active window to fill the available space.  If the window is already maximized, the button changes to [image], and will restore the window to its size before it was maximized.

Other ways to maximize:

Menu:	The Maximize command on the System Menu (top left corner of the window).


Title Bar

You can move the application window to a new location by clicking on the Title Bar and dragging the window.  If you double click on the Title Bar when the application is maximized, the window is restored.  If you double click on the Title Bar when the application is in the restored state, it will be maximized.