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To merge an e-mail letter for a single customer using the Letter System (Office XP)

To ensure all letters are delivered by e-mail, verify the E-mail field for each customer is populated on the Manage customers window.

Note: When using the Letter System, you will need to close any other instances of MS Word that you may have open.

  1. Open your e-mail program.
  2. From Customers, select Manage customers to open the Customer Portfolio.
  3. Find or insert a customer record.
  4. Open the Membership Standard Letters window.
    • Select the Letters tab, and click New Letter to open the Membership Standard Letters window.
  5. Select the letter template to merge.
  6. Click Merge to open the Membership Standard Letters window.
  7. Enable the Create Activity records with merge option to create the LETTER activity.
  8. Enable the Create EMAIL Activities with merge option to create the EMAIL activity for each customer record.

    Note: An activity is automatically created for a merge completed on the Letters tab. If you want to e-mail the letter to customer and create an email activity, you must enable both options. An EMAIL activity type must be defined in the database.

  9. Enable the Include Bad Address with merge option to include those addresses that have an invalid status.
  10. Click Continue. The template opens in MS Word with the text and merge fields displayed.
  11. In MS Word, select the Merge to E-mail icon on the toolbar to open the Merge to E-mail window.
  12. Select NameEMAIL from the To drop-down list.
  13. (Optional) Enter a Subject line.
  14. Select the Mail format drop-down list and select the appropriate format.

    Note: If you select the Attachment format or the Plain Text format, two message prompts will display for each record that is being merged. Click Yes for each prompt. The message prompts will not display if you select the HTML format.

  15. Click OK to display the letters
  16. Close the Form Letters window.
  17. Close the template (.DOC) file.

See Also

Creating Letters

To create a letter for a single customer using QuickLetter

To add system variables to a letter created using QuickLetter

To change a letter format in QuickLetter

To merge a letter for a single customer using the Letter System

To merge an e-mail letter for a single customer using the Letter System (Office 97, 2000)

To view a customer's letter activity record


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