Create, modify or delete a standard letter

Microsoft Office Accounting 2008 provides several templates for standard letters that you can send to customers, suppliers or employees. You can create a new custom standard letter or modify one of the templates provided in Accounting 2008.

 Note   Standard letters use post merge fields in Microsoft Office Word documents. To get instructions about creating and editing post merge fields, see your Word documentation.

ShowCreate and send a custom standard letter

  1. On the Company menu, click Write Letters.
  2. In the Write Letters Wizard, click Next.

To get assistance with a specific wizard page, click Help on that page.

  1. On the Select a Letter Template page, click a button to select the recipient type: Customer, Supplier or Employee.
  2. Click Create.
  3. Click OK.
  4. In the Create New Letter Template dialog box, type a name for the custom template you want to create.
  5. To open the template as a blank Word document, click Create.
  6. Create your standard letter by using post merge fields.

 Note   To prevent unwanted changes to the template, you can make it read-only and protect the read-only status with a password.

To get instructions, click Microsoft Word Help on the Help menu.

  1. When you have finished, click Save on the File menu.

 Note   Be sure to save the file in the folder opened by the Save command. If you save the file to another folder, you may not be able to use it in Accounting 2008.

  1. To return to the Write Letters Wizard, click Close Button image.
  2. To exit the Write Letters Wizard, click Cancel.

To send a standard letter, do the following:

  1. On the Company menu, click Write Letters.
  2. In the Write Letters Wizard, click Next.

To get assistance with a specific wizard page, click Help on that page.

  1. On the Select a Letter Template page, click a button to select the recipient type: Customer, Supplier or Employee.
  2. In the Available templates list, click the name of the template for the letter.
  3. Click Next.
  4. In the Recipients list, select the check boxes for the recipients who will receive your letter.

 Note   To select all the recipients in the list, select the check box next to the Active heading.

  1. Click Next.
  2. If you want to change the signature on your standard letter, enter your changes directly in the Signature text box.
  3. When you are done, click Create Letters.
  4. You can edit, save and print your standard letters in Word.

To get instructions, click Microsoft Word Help on the Help menu.

  1. You can switch between Word and Accounting 2008 by clicking the appropriate button on the taskbar. When you finish working in Word, click Close Button image.

ShowModify and send a standard letter

  1. On the Company menu, click Write Letters.
  2. In the Write Letters Wizard, click Next.

To get assistance with a specific wizard page, click Help on that page.

  1. On the Select a Letter Template page, click a button to select the recipient type: Customer, Supplier or Employee.
  2. In the Available templates list, click the name of the template you want to modify.
  3. To open the template in Word, click Modify.
  4. Edit your standard letter.

 Note   To prevent unwanted changes to the template, you can make it read-only and protect the read-only status with a password.

To get instructions, click Microsoft Office Word Help on the Help menu.

  1. When you have finished, click Save on the File menu.

 Note   If you modify one of the templates provided with Accounting 2008, you must save it under a new file name. Be sure to save the file in the folder opened by the Save command. If you save the file to another folder, you may not be able to use it in Accounting 2008.

  1. To return to the Write Letters Wizard, click Close Button image.
  2. To exit the Write Letters Wizard, click Cancel.

To send a standard letter, do the following:

  1. On the Company menu, click Write Letters.
  2. In the Write Letters Wizard, click Next.

To get assistance with a specific wizard page, click Help on that page.

  1. On the Select a Letter Template page, click a button to select the recipient type: Customer, Supplier or Employee.
  2. In the Available templates list, click the name of the template for the letter.
  3. Click Next.
  4. In the Recipients list, select the check boxes for the recipients who will receive your letter.

 Note   To select all the recipients in the list, select the check box next to the Active heading.

  1. Click Next.
  2. If you want to change the signature on your standard letter, enter your changes directly in the Signature text box.
  3. When you are done, click Create Letters.
  4. You can edit, save and print your standard letters in Word.

To get instructions, click Microsoft Word Help on the Help menu.

  1. You can switch between Word and Accounting 2008 by clicking the appropriate button on the taskbar. When you finish working in Word, click Close Button image.

ShowDelete a standard letter

  1. On the Company menu, click Write Letters.
  2. In the Write Letters Wizard, click Next.

To get assistance with a specific wizard page, click Help on that page.

  1. On the Select a Letter Template page, click a button to select the recipient type: Customer, Supplier or Employee.
  2. In the Available templates list, click the name of the template you want to delete.

 Note   You can delete a template you created; you cannot delete a template provided with Accounting 2008.

  1. Click Delete.
  2. To confirm, click OK.
  3. To exit, click Cancel.
 
 
Applies to:
Accounting 2008