Maintaining Documents

Maintaining Documents

Maintaining Documents

For information on maintaining documents, see the

“ Maintaining

Documents ” recorded video tutorial.

In this chapter:

Creating & Modifying Letters, 765

Creating & Modifying Postcards, 772

Creating &

Modifying

Letters

You can create and print letters for appointment reminders, birthday greetings, delinquent notices, exam forms, routing slips, marketing communications, recall notices, referral thank you notes, service agreement renewal notices, welcome greetings, and thank you notes. Letters are organized in folders by subject. This section tells you how to create and modify letters, including how

To create letters, 766

To merge letters, 767

To modify letters, 769

To print letters, 770

To rename letters, 770

To delete letters, 771

NOTE

All letters are created with the following default specifications:

Page size: 8.5 inches × 11 inches

Margins: 1 inch on the left and right sides of the page and 1 inch on the top and bottom sides of the page

• Font: Arial, 12 point

Tabs: .75 inch tab stop

To modify the page size, margins, and tabs, click File on the toolbar while you are working with a letter and select Page Setup. Record modifications in the Page Setup window and click OK.

To modify the font style and size, click the icons, select new options from the font style and size drop-down menus, or click Format on the toolbar and select Font. Record modifications in the Font window and click OK.

®

Show All

765

Chapter 19

Maintaining Documents

Creating & Modifying Letters

To create letters

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window open.

2.

Click Setup and select Letters.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on the name of the folder where you want to store your new letter.

NOTE

You cannot create new letters in the Delinquent folder.

5.

Click File on the Maintain Documents window toolbar and select New or left-click on a letter in the folder you selected above and then right-click and select New.

The New Text File window opens.

6.

Type a title for the new text file in the Title box.

7.

Click OK.

766

Show All

Chapter 19

Maintaining Documents

Creating & Modifying Letters

8.

Type the letter in the word processing window.

NOTES

To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.

To insert page breaks, dates, times, and pictures, click

Insert on the toolbar and select an appropriate option.

To insert tables or table objects into your file, click the Table icon or click Table on the toolbar and select an appropriate option.

To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge

Fields window and click Insert.

To insert tab stops into your file, click the arrow icons on the toolbar.

9.

Click File on the Maintain Documents window toolbar and select Save or click the Save icon.

To merge letters

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window open.

2.

Click Setup and select Letters.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on the name of the folder where you want to store your merged letter.

Show All

767

Chapter 19

Maintaining Documents

Creating & Modifying Letters

5.

Click File on the Maintain Documents window toolbar and select New or left-click on a letter in the folder you selected above and then right-click and select New.

The New Text File window opens.

6.

Type a title for the merged letter in the Title box.

7.

Click OK.

8.

Click Insert on the toolbar and select Existing Document.

9.

Click on the name of the letter that you want to merge into the letter that is already open.

10.

Click Insert.

768

Show All

Chapter 19

Maintaining Documents

Creating & Modifying Letters

11.

Edit the text in the word processing window, if necessary.

NOTES

To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.

To insert page breaks, dates, times, and pictures, click

Insert on the toolbar and select an appropriate option.

To insert tables or table objects into your file, click the Table icon or click Table on the toolbar and select an appropriate option.

To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge

Fields window and click Insert.

To insert tab stops into your file, click the arrow icons on the toolbar.

12.

Click File on the Maintain Documents window toolbar and select Save or click the Save icon to save the file and refresh the list of folders and letters.

To modify letters

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window opens.

2.

Click Setup and select Letters.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on a folder that contains a text file that you want to modify.

5.

Click on the name of the text file that you want to modify.

The letter opens in the word processing window.

Show All

769

Chapter 19

Maintaining Documents

Creating & Modifying Letters

6.

Edit the text in the word processing window.

NOTES

To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.

To insert page breaks, dates, times, and pictures, click

Insert on the toolbar and select an appropriate option.

To insert tables or table objects into your file, click the Table icon or click Table on the toolbar and select an appropriate option.

To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge

Fields window and click Insert.

To insert tab stops into your file, click the arrow icons on the toolbar.

7.

Click File on the Maintain Documents window toolbar and select Save or click the Save icon.

To print letters

• To preview letters that you want to print, create a letter, click File, and select

Print Preview. For more information on creating letters, go to

“To create letters” on page 766

.

To print letters that you have created or modified, go to

“Printing

Correspondences” on page 749

.

To rename letters

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window opens.

2.

Click Setup and select Letters.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on a folder that contains a text file that you want to rename.

770

Show All

Chapter 19

Maintaining Documents

Creating & Modifying Letters

5.

Click on the name of the text file that you want to rename.

The letter opens in the word processing window.

6.

Click File on the Maintain Documents window toolbar and select Rename

Title or left-click on a letter in the folder you selected above and then right-click and select Rename Title.

The Rename Text File Title window opens.

7.

Type the new text file title in the Title text box.

8.

Click OK.

To delete letters

NOTE

You cannot delete letters that are assigned to a recall mailing schedule, letters assigned to a service agreement renewal notice, letters selected for correspondence printing, and delinquent letters.

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window opens.

2.

Click Setup and select Letters.

3.

Click on the OfficeMate Documents folder on the right side of the window.

Show All

771

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

4.

Click on a folder that contains a text file that you want to delete.

5.

Click on the name of the text file that you want to delete.

Creating &

Modifying

Postcards

The letter opens in the word processing window.

6.

Click File on the Maintain Documents window toolbar and select Delete or left-click on a letter in the folder you selected above and then right-click and select Delete.

The Delete Document Warning window opens.

7.

Click Yes to delete the text file.

You can create and print postcards for appointment reminders, birthday greetings, recall notices, referral thank you notes, service agreement renewal notices, welcome greetings, and thank you notes. Postcards are organized in folders by subject. This section tells you how to create and modify postcards, including how

To create postcards, 773

To modify postcards, 774

To print postcards, 775

To rename postcards, 775

To delete postcards, 776

NOTE

To create postcards for mass mailings, go to

“Post Card” on page

663

and create and print the postcards through the Reports &

Statements window.

772

Show All

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

To create postcards

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window open.

2.

Click Setup and select Postcards.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on the name of the folder where you want to store your new postcard.

5.

Click New.

The New Text File window opens.

6.

Type a title for the new postcard in the Title box.

7.

Click OK.

8.

Select one of six types of postcards from the Postcards Type drop-down menu.

Show All

773

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

9.

Type the postcard text in the word processing window.

NOTES

To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.

To insert dates, times, and pictures, click Insert on the toolbar and select an appropriate option.

To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge

Fields window and click Insert.

To insert tab stops into your file, click the arrow icons on the toolbar.

10.

If you want to print a test page of the postcard that you just created, click

File on the Maintain Documents toolbar and select Print.

11.

Click File on the Maintain Documents window toolbar and select Save or click the Save icon.

To modify postcards

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window open.

2.

Click Setup and select Postcards.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on a folder that contains a postcard that you want to modify.

5.

Click on the name of the postcard that you want to modify.

774

6.

Select one of six types of postcards from the Postcards Type drop-down menu.

Show All

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

7.

Edit the postcard text in the word processing window.

NOTES

To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.

To insert dates, times, and pictures, click Insert on the toolbar and select an appropriate option.

To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge

Fields window and click Insert.

To insert tab stops into your file, click the arrow icons on the toolbar.

8.

If you want to print a test page of the postcard that you just modified, click

File on the Maintain Documents toolbar and select Print.

9.

Click File on the Maintain Documents window toolbar and select Save or click the Save icon.

To print postcards

To print postcards that you have created or modified, go to

“Printing

Correspondences” on page 749

.

To rename postcards

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window open.

2.

Click Setup and select Postcards.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on a folder that contains a postcard that you want to rename.

Show All

775

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

5.

Click on the name of the postcard that you want to rename.

6.

Click File and select Rename Title.

The Rename Text File Title window opens.

7.

Type the new text file title in the Title text box.

776

8.

Click OK.

To delete postcards

NOTE

You cannot delete postcards that are assigned to a recall mailing schedule, postcards assigned to a service agreement renewal notice, or postcards selected for correspondence printing.

1.

Click Tasks on the main window toolbar and select Maintain Documents.

The Maintain Documents window open.

2.

Click Setup and select Postcards.

3.

Click on the OfficeMate Documents folder on the right side of the window.

4.

Click on a folder that contains a postcard that you want to delete.

Show All

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

5.

Click on the name of the postcard that you want to delete.

6.

Click File and select Delete.

The Delete Document Warning window opens.

7.

Click Yes to delete the postcard.

Show All

777

Chapter 19

Maintaining Documents

Creating & Modifying Postcards

778

Show All

Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement