Focus On: Letter Templates
Welcome to our Focus On series. In this series of e-mail tutorials, we will show you a few overlooked features in our system. We encourage you to print this document to follow along through the lesson.
Tutorial: Letter Templates
In this tutorial, you will learn how to:
Lesson 1: Modify an existing template.
Lesson 2: Create a new template
Lesson 3: Add Merge Fields
Lesson 4: Add Prompt Fields
Lesson 5: Use Letter Templates with the custom report generator
Lesson 1: How to Modify an Existing Template
To find your letter templates, go to Management and Letter Templates.
Lesson 2: Create a new template.
Go to Management and select Letter Templates, click Add Letter Template.
You will see the Add Template screen.
Letter Name– This is the title you want to give your correspondence.
Letter Size - Your choices from the drop down menu are the standard letter or legal.
Margins – This allows you to adjust your margins, i.e. for letter head.
Font Name– Your can choose which font you wish the letter to appear.
Font Size– This allows you to adjust the size of the font for the entire letter.
To bold text, highlight the text you wish to bold and click on this icon in the toolbar.
To italicize text, highlight the text you wish to italicize and click on this icon in the toolbar.
To Underline text, highlight the text you wish to underline and click on this icon in the toolbar.
If you want to see the text in an HTML format, click on this icon.
When you want to enter in a merge field, like name, address or latest contribution, click on this icon. You will learn about this in Lesson 3.
When you want to enter in a prompt field, click on this icon. You will learn about this is Lesson 4.
Now that we understand how to put most of our message into the letter, let’s see how using Merge Fields and Prompt fields can personalize our letters and make our jobs easier.
Lesson 3: Merge Fields
Merge Fields and Prompt Fields allow us to add personal information onto our letter. This is how we can merge the name and addresses or the user’s name and title onto a group of letters.
First, what is the difference between a Merge Field and a Prompt Field?
A merge Field is information from your database that will automatically filled in when letters are generated. (i.e. Name, address, e-mail, phone number). A Prompt Field is information that is NOT from your database that needs to be filled in manually.
Let’s practice using merge fields and prompt fields.
Below is the text for a letter we want to send out to verify the information we have on file and to request for missing information:
We want to add the current date, the name and address, the salutation, and the most recent contribution. Since all this information exists in the database, we know that these are merge fields.
To insert a merge field:
Lesson 4: Prompt Fields
Remember, a Prompt Field is information that is NOT from your database that needs to be filled in manually. Prompt Fields can include things like telephone extensions, event names or titles.
For example, This letter could be used for all users in the system but you want to personalize each letter to have the user’s name and title at the bottom.
The user name is Merge Field (see previous lesson) that we can fill in but the title is something that is not listed in the database and therefore you will need to fill it in when you generate your letters. An easy way to do this is to use the prompt fields.
To add a prompt field:
Now that we have a letter with Merge Field, Prompt Fields and Text, we can now use the custom report generator to help us send out letters.
Lesson 5: Use Letter Templates with the Custom Report Generator
To use a letter template for a query:
Individuals Occupation exactly matches
or Employer exactly matches
Click the option you wish to use.
And that’s a letter template! Hopefully this will be a great time saver for your campaign.
Do you have an idea for our next Focus On? Is there something you would like to know more about? Simply email us at: firstname.lastname@example.org. We’d love to hear from you!