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Connect with customers: Tips, templates, and resources
| Applies to |
| Microsoft Office Word 2003 |
Whether you're part of a department in a large corporation or the sole proprietor of a small business, you know how important it is to keep in touch with customers, internal or external.
Personalized mailings can be a marketing tool as well as a courtesy, and you can send them any time of the year for any occasion or no occasion at all. This article outlines some simple contact ideas and provides links to templates, procedures,
and other resources for creating a professional mailing.  You can choose one of these contact types for your mailing:
- E-mail message mailing
If resources are tight this year, save money on postage by sending an e-mail message. You can personalize your message and include information about sales, discounts, and promotions.
- Postcard
A postcard is an efficient and economical way to contact customers. You can even include information about sales, discounts, or special promotions on a postcard.
- Letter or newsletter
A letter or newsletter is an excellent option for departments or organizations that want to share graphics, photographs, and information. You have the option of including coupons, discounts, sales, or special promotions right in the letter or newsletter.
- Folded card with an optional insert
A simple signed card in an envelope lets customers know that you remember them now and throughout the year. You can also use a card to include a coupon, discount, or promotion for special customers.
Choose the contact style that fits your business needs, the size of your customer base, your resources, and your budget. Then create a mailing that will help you connect with your customers.
Note The following tips, templates, and resources are just the beginning. For more resources, visit the Microsoft Office Online Web site.
Some software programs, such as Microsoft Office Publisher 2003, are designed to create and send professionally designed e-mail text and graphics messages to groups of recipients. With a little creativity, some elbow grease,
and the
following instructions, you can also use Word to connect with your entire customer list through e-mail.
| Step |
Procedure |
Resources |
| Step 1 |
Go to the Clip Art and Media on Microsoft Office Online
Web site for clip art to add to your e-mail message.
When you create your message, you can even use one of the handy Word e-mail newsletter templates available on Office Online.
Note If you use an e-mail newsletter template, make any changes to the text and graphics after you download the template and before you include the template in e-mail.  |
|
| Step 2 |
Open an e-mail message and insert the clip art that you found online. Add a simple message and include information about promotions, discounts, or upcoming events. If you don't want e-mail recipients to have to scroll through your message, be sure to limit your message to one screen.
If you've modified an e-mail newsletter template, click Save as, type a title for your newsletter in the File name box, and click Save. Open the newsletter, click File, click Send to, and then click Mail Recipient. The newsletter will be inserted directly into your e-mail message.
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| Step 3 |
When you're satisfied with your message, you can send your e-mail to all recipients. Or you can go on to Step 4, where you'll learn how to personalize your message by using mail merge.
Tip To help protect the privacy of your customers, send the e-mail message to yourself so that you have a copy, and populate the Bcc field with your customers' e-mail addresses.
|
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| Step 4 |
You can use mail merge in Word to send personalized messages to your best customers. You just need a data file with all of the personalized messages that you want to use. Developing the data file can take a little time, but your personalized messages make a great impression.
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| Step 5 |
Mail merge is a process, and with every process there are limitations. In the resource article listed to the right, look at the limitations list and then start with Step 1.  Note You can save time by storing recipient names and addresses in a data file that you can refer to the next time you prepare a mailing.
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 Top of Page
To learn more about how to accomplish this specific task with a different Microsoft Office program that is designed for the job you're doing, follow the links in the See Also section of this article.
| Step |
Procedure |
Resources |
| Step 1 |
Go to the Templates on Microsoft Office Online Web site to find and download a postcard template.  |
|
| Step 2 |
Change the template text to personalize your message.
|
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| Step 3 |
Consult a stationery distributor or an office supply store to determine the correct weight and color of paper for the best printing results on your printer, and find out the postal requirements for your postcard dimensions.
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| Step 4 |
For fewer than 50 postcards, you might want to hand stamp and address the postcards for a personal touch. But if you're doing a mailing of more than 50 items, why not print mailing labels with Word?
Note Don't forget to keep a record of postcard recipients. The list will be a big help for your next mailing.  You can also add electronic postage if you're mailing more than 200 items.
|
- Answer Box: Print mailing labels in Word
- Use mail merge for mass mailings and more
- Mailing labels (30 per sheet, works with Avery 8160, 8250, 8460, 8660)
- Mailing labels (10 per sheet, works with Avery 8161)
- Basic return address labels (works with Avery 5167, 5267, 6467, 8167, or 8667)
- Return address labels (with sunshine; works with Avery 5167, 5267, 6467, 8167, or 8667)
- Add electronic postage to an envelope or label
- Electronic postage partners
|
| Step 5 |
Print enough postcards for all recipients. Cut apart the postcards, and then attach the address labels.
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Top of Page
To learn more about how to accomplish this specific task with a different Microsoft Office program that is designed for the job you're doing, follow the links in the See Also section of this article.
| Step |
Procedure |
Resources |
| Step 1 |
Go to the Templates on Microsoft Office Online Web site to find and download a stationery or newsletter template. If you want to send a newsletter, decide whether you want to use envelopes or a self-mailer template that doesn't require envelopes.
|
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| Step 2 |
Add content to the stationery or newsletter template that is personal and useful. You might want to include clip art, photographs, and recent business news.
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| Step 3 |
For a newsletter, you can modify the template to include promotions, events, or sales information in the newsletter itself.
If you're sending a letter, you can include a separate coupon, event announcement, or sale flyer. The Office Templates Web site has Word templates to meet most of your business needs. 
|
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| Step 4 |
Consult a stationery distributor or an office supply store to determine the correct weight and color of paper for the best printing results on your particular printer. Be sure to purchase enough paper for each item that you plan to send (for example, a letter, coupon, and envelope).
|
|
| Step 5 |
For fewer than 50 letters or newsletters, you might want to add stamps and addresses by hand
for a personal touch. But if you're doing a mailing of more than 50 items, why not print mailing labels with Word?
Note Don't forget to keep a record of letter or newsletter recipients. The list will be a big help for your next mailing.
You can also add electronic postage if you're mailing more than 200 items.
|
- Answer Box: Print mailing labels in Word
- Create individual envelopes and labels
- Use mail merge for mass mailings and more
- Mailing labels (30 per sheet, works with Avery 8160, 8250, 8460, 8660)
- Mailing labels (10 per sheet, works with Avery 8161)
- Basic return address labels (works with Avery 5167, 5267, 6467, 8167, or 8667)
- Return address labels (with sunshine; works with Avery 5167, 5267, 6467, 8167, or 8667)
- Add electronic postage to an envelope or label
- Electronic postage partners
|
| Step 6 |
Print enough letters or newsletters for all recipients, and then add the mailing labels. You need to cut apart the promotional inserts, because the template includes several on each page.
|
|
Top of Page
To learn more about how to accomplish this specific task with a different Microsoft Office program that is designed for the job you're doing, follow the links in the See Also section of this article.
| Step |
Procedure |
Resources |
| Step 1 |
Go to Templates on Microsoft Office Online to find and download a greeting card template for your customers. |
|
| Step 2 |
You might want to include a separate coupon, event announcement or invitation, or sale flyer in your mailing. The Office Templates Web site has Word templates to meet most of your business needs. |
|
| Step 3 |
Change the template text and graphics to customize the card with appropriate information for your customers.
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| Step 4 |
A handwritten signature can personalize a mass mailing, but if you're sending more than 50 cards,
or if the signer is going to be out of the office, you can automate the signing process. Just scan and save
the signature that you want to use, and then insert it as a graphic in your template.
Or you can use the procedure at right to create your signature.
|
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| Step 5 |
Consult a stationery distributor or an office supply store to determine the correct weight and color of paper for the best printing and folding results. Be sure to purchase enough paper for each item that you plan to send (for example, paper for each card, coupon, and envelope).
|
|
| Step 6 |
For fewer than 50 cards, you might want to stamp and address the envelopes
by hand for a personal touch. But if you're doing a mailing of more than 50 items, why not print mailing labels with Word?
Note Don't forget to keep a record of card recipients. The list will be a big help for your next mailing. You can also add electronic postage if you're mailing more than 200 items.
|
- Answer Box: Print mailing labels in Word
- Create individual envelopes and labels
- Use mail merge for mass mailings and more
- Mailing labels (30 per sheet, works with Avery 8160, 8250, 8460, 8660)
- Mailing labels (10 per sheet, works with Avery 8161)
- Basic return address labels (works with Avery 5167, 5267, 6467, 8167, or 8667)
- Return address labels (with sunshine; works with Avery 5167, 5267, 6467, 8167, or 8667)
- Add electronic postage to an envelope or label
- Electronic postage partners
|
| Step 7 |
Print enough cards and inserts for all recipients. You need to fold the cards and cut apart the promotional inserts, because the template will include several inserts on each page.
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