Write a Letter Screen

Letter name

Enter a unique name to help identify the letter, such as Personal thank you.

Create a new Word document

To use a new Microsoft Word document to create the letter, select this option.

Use an existing letter from the template library

To use an existing Microsoft Word document from the Letter Template Library to create the letter, select this option. The Letter template field is enabled.

Letter template

If you select Use an existing letter from the template library, search for and select the template to use.

To use a template from your network or computer, you must first add it to the Letter Template Library. To add a template from the search screen, select Add on the action bar of the Results grid. On the Add letter template screen, select the file to add and select Save. To use merge fields to automatically enter information from your database in the letter, such as name and address, the template must be a Microsoft Word document.

For information about the Letter Template Library, see the Marketing and Communications Guide.

Edit letter

To edit the selected template in its native program, select this button. After you save the edited letter, you return to the Write a letter screen. To use merge fields, the selected template must be a Microsoft Word document.

Addressee

Select the addressee to use with the letter. The addressee determines how the person’s name appears on the letter, envelope, and label.

Address

Select the address to receive the letter.

If you access the Write a letter screen from the Contact tab, this field automatically displays the address selected under Contact information, Address.

Salutation

Select the salutation to use with the letter. The salutation determines how you greet the person in the letter and can be formal or informal.

Mail date

Enter the date you send the letter.

When you save the letter, it appears on the Interactions page for the student. Under Pending and completed interactions, the mail date appears in the Date column.

Interaction type

Select the interaction type of the letter, such as Mail or Letter.

When you save the letter, it appears on the Interactions page for the record. Under Pending and completed interactions, the interaction type appears in the Type column.

Category and Subcategory

To further define the interaction type of the letter, select its applicable category and subcategory.

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Sites

To restrict use of the letter to specific sites at your organization, select the sites to manage the letter.

Interaction type

Select the interaction type of the letter, such as Mail or Letter.

When you save the letter, it appears on the Interactions page for the record. Under Pending and completed interactions, the interaction type appears in the Type column.

Comment

Enter any additional information about the letter.