How to Write a Letter

Productivity Tip

When setting up a client record, the record needs a minimum of a telephone number, a physical address and a postal address - otherwise you can't use the functionality of the system to any great degree. A few seconds work at the start means lots of time savings over the lifetime of dealing with the client.

There are two methods of creating a letter to a client via Microsoft Word.

Similarly to sending an email, you can trigger this either from the client Contact Screen by double clicking on a Postal Address, or if you don't have a postal address for the client (here comes the boiling oil again...) you can click on the File Menu and choose Document.

Both methods Journal the created document.

Client has a Postal Address

1.	Start by double clicking on the Postal Address you wish to use

2.	The Word Document Wizard opens

3.	Choose the document template you wish to use. In this case we are using the template Sov Adjustment

4.	Write your Journal notes so you will recognise the document later on in the Journal (a few words, not an essay...)

5.	Click Create

6.	Word will open and the merge fields will populate from the client file

7.	Complete the document in the normal way

8.	Now the only tricky bit - Save the document by clicking on the Save Icon in Word. Don't go File/Save as.

9.	Ok, there is another tricky bit - close Word completely by using the X in the top RH corner. Issue here on older versions of Word where you could close the document and leave Word running in the background.

No Postal Address

1.	If the client for some reason does not have a postal address loaded (and you have either recovered from being boiled in oil, or have yet to be subjected to this...) click on the File Menu and select Document

2.	The Word Document Wizard opens

3.	Choose the document template you wish to use

4.	Write your Journal notes so you will recognise the document later on in the Journal (a few words, not an essay...)

5.	Type in the address you wish to use. (Better to go and sort the client's postal address before you start this whole process)

6.	Click Create

7.	Word will open and the merge fields will populate from the client file

8.	Complete the document in the normal way

9.	Now the only tricky bit - Save the document by clicking on the Save Icon in Word. Don't go File/Save as.

10.	Other tricky bit - close Word completely by using the X in the top RH corner. Issue here on older versions of Word where you could close the document and leave Word running in the background.