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Mail Merge Documents
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| SoftBooking allows mail merges to be completed and mail merge documents to be managed from the client's area of the system. The options section also allows mail merge letters to be managed but no mail merges actually run.
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| To manage your mail merge documents from the options area of the system press the button titled options on the toolbar, then select Mail Merge Clients Documents, this will open the Mail Merge screen.
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| When the main mail merge screen opens, the main (top) part of the screen displays a list (if any) of all the documents you have stored on your system (for mail merging), these documents are template documents which can be sent to clients. To the right of this list are two buttons: Run Merge (this is unavailable when accessed from the options menu) and Edit Letter. If you have any letters loaded into the main list you can highlight one and press the Edit Letter button to change any details within the letter.
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| There are a further four buttons at the bottom of the main mail merge screen titled: Create new letter; Load Letter to List; Remove Item and Cancel.
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 Template letter
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| The purpose of a template letter is to create a single letter that can be sent to multiple clients, this letter can contain any general information you wish plus can then be personalised to each customer to include selected personal details, for example you may wish to send a new price list and covering letter to all your clients, the covering letter can be created as a template letter with broadly the same information but personalised to include each clients address for the envelope and name for the title line.
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| Once a template letter has been created it can be run and sent to one, all or a selection of clients, from the main client screen.
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| Create New Letter
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| · | To create a new letter, press the button at the bottom of the screen titled 'create new letter', you will then be prompted to enter a name for the new letter, type in the name and press OK. The system will now open into MS word, with a blank letter format.
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| · | The right hand side of the screen will also have a sidebar titled Mail Merge.
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| · | First write the letter you wish to send and then you can add the fields you wish to attach to the letter from SoftBooking.
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| · | To attach field from SoftBooking, such as address, name, etc use the sidebar titled Mail Merge – pressing address block will add a clients name and address; for more specific details select the option More items this will give you a list of available fields you can add to your letter.
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| · | Once you have written your letter and attached all the fields you want you can then preview what it will look like by pressing the text line Next: preview your letter at the bottom of the Mail Merge side bar in MS Word.
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| · | If you are satisfied with the letter then close MS Word and save the document, you will then be returned to SoftBookings mail merge screen and your new letters title will be displayed in the list.
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| · | The letter is now prepared and ready to be sent to one or more clients.
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| Create envelope/label
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| If you wish to create a template envelope or labels to be printed on, create a new letter, by pressing the button titled create new letter from the Mail Merge/Document screen.
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| On the sidebar in MS Word titled Mail Merge press the text line right at the bottom titled Previous: select recipients, then press the text line right at the bottom titled Previous: starting documents, and again press the text line right at the bottom titled Previous: select document type.
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| Then from the sidebar select either Envelope or Labels and press the text line right at the bottom titled Next: starting document, now press the text line Envelope/label options and select the appropriate Label/envelope and press OK.
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| Now on the sidebar press the text line right at the bottom titled Next: Select recipient then press the text line right at the bottom titled Next: Arrange your envelope.
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| Now add the fields you want on your envelope as described above.
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| Import an existing letter
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| · | To import a letter into SoftBooking press the button titled 'Load Letter to List', this will open a screen titled open, from here you must locate the prewritten letter to load, once you have found the letter select it and press the Open button.
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| · | The letter will now open into MS Word with a sidebar titled Mail Merge, follow the steps above to add fields such as address to the letter.
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 See also:
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| SMS Text Messaging
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