Windows and Features

This section describes the various windows and features of the Form Letter module. Please follow the links below for specific details on the word processor in Theatre Manager, the different areas of the Form Letters Menu and the Form Letter Window.

Instructions for how to create, edit and manage form letters begin here.
For a direct link to creating mail merges with your form letters click here.
Printing options are described starting here.
To find information on how to create Address Labels start here.

You can download the Cheatsheets (1-2 pages) and Screencasts (online video demonstrations of the functions with narration) by clicking on the icon.	Cheatsheet (pdf)	Flash Screencast	MP4 Screencast
Create a Form Letter
Delete a Form Letter
Export a Form Letter
Import a Form Letter
Find an Existing Form Letter
Duplicate a Form Letter
Merge a Form Letter and Delete a Batch
Adding a Graphic to a Form Letter

Features of the Word Processor

The word processing (form letter) module has a number of features common to most word processing software including a spell checker, merging of fields, tables, etc. It is also the foundation for creating what-you-see-is-what-you-get email blasts. You can see a sample on this page.

The Word Processor has the look and feel of a modern word processor. Documents can be viewed in Page Layout, Normal, and Field modes. The rulers allow the placing of tabs and setting of indents and paper margins. Text boxes, pictures and tables have numerous formatting options allowing the creation of more sophisticated documents. Theatre Manager data fields can be placed directly into the document, allowing you to personalize mailings and include patron-specfic information in large mail merges. Document templates can be created for ease of use.

The Find and Replace function is capable of searching and replacing based on text, styles, paragraphs, text formatting options, or any combination of this list.

The spell checker is capabale of checking as words are typed and will underline misspelled words in red. Simple context menus will show suggestions as to the appropriate spelling.

Other features include the Label Writer allowing address labels to be printed from database information, and a PDF Generator.

The Form Letters Menu

The Form Letters Menu is used to access both the features of the Form Letter module and settings for individual Form Letters. This menu is located on the menu bar in Theatre Manager.

Alternatively, you can open Form Letters via the Letters button on the main Theatre Manager toolbar / ribbon bar.

Parts of the Form Letter Menu

Form Letters	This opens the Form Letter List window. Click here for more information on the Form Letter List window.
Recent Form Letters	This sub-menu allows access to the creation, editing, and merging of Form Letters. For more information on the Recent Form Letters menu, click here.
Tasks	This sub-menu allows access to the printing features for letters and labels. For more information on the Tasks menu, click here.
Format	This sub-menu allows access to the different format features available when creating or editing a letter. For more information on the Format menu, click here.
View	This sub-menu allows changing the view options for the current document. For more information on the View menu, click here.
Scale	This sub-menu allows changing the zoom options for the current document. For more information on the Scale menu, click here.
Insert	This sub-menu allows the insertion of objects into the current document. For more information on the Insert menu, click here.
Show Data	Clicking on this menu option will convert all merge fields to date taken from the database. This is for viewing how the letter will look when merged.
Document Info	This will open the Form Letter Info Window for the current document. For more information on the Document Info window, click here.

Form Letter List Window

The Form Letter List Window is opened by accessing the Form Letters Menu -> Letters -> Open or Rename Form Letters or by clicking on the Letters button on the main toolbar..

Parts of the Form Letter List Window

	Opens the Form Letter Window and created a new Form Letter. Click here for more information on creating a Form Letter.
	Opens the currently selected Form Letter. Click here for more information on finding a Form Letter.
	Duplicates the currently selected Form Letter. Click here for more information on duplicating a Form Letter.
	Deletes the currently selected Form Letter. Click here for more information on deleting a Form Letter.
	Prints the currently selected Form Letter. Click here for more information on printing a Form Letter.
	Displays the Form Letter Info Window for the currently selected Form Letter. Click here for more information on this window.
	Drop down menu allowing for different ways to search for a Form Letter.
From	Allows for searching for a Form Letter via a search range. This field begins the search range.
To	Allows for searching for a Form Letter via a search range. This field ends the search range.
Letter Name	The file name of the letter currently displayed.
Active?	Shows whether the letter is currently active for use.
Is Template	Shows whether the letter is a template to be used for the creation of other letters.
Template Name	Shows the name of the template used in the creation of the letter.
File Name	The data set being used for the merge fields of the letter.
Folder	The folder that the letter is currently saved under.

Recent Form Letters Menu

This menu shows a list of recently used form letters for quicker access to the letters..

Tasks Menu

This menu is used for creating new form letters, editing existing form letters, and merging form letters with data.

Parts of the Tasks Menu

Print Letters / Send Emails	Begins the batch print process for letters and/or the batch process for sending e-mails. For more information on printing letters and sending emails click here.
Mail Labels for Printed Letters	Begins the batch process for printing labels for a batch of letters that has been printed. For more information on mail labels for printed letters click here.

Formatting

After creating a new letter or opening an existing letter, the Format Menu becomes available for use from the Form Letter Menu. Description of and instructions for the formatting features are contained in this section via the links below.

Format Menu Items

The Format menu is used for adjusting the format of the text and paragraphs of the letter.

Parts of the Format Menu

Style	This opens up the Format Style Converter window for changing the style of the text. For more information on style click here.
Font	This opens the Format Font window for changing the font of the text. For more information on fonts click here.
Paragraph	This opens the Paragraph Properties window for changing the format of paragraphs in the letter. For more information on paragraphs click here.
Bullets and Numbering	This opens the Bullets and Numbering window for formatting text with bullets or numbering. For more information on bullets and numbering click here.
Page Size	This opens the Format Page Size window for the adjusting the properties of the letter page. For more information on page size click here.

Format Style Converter

The Style Menu is a sublevel of the Format Menu under Form Letters. The Style Menu lists templates of the most used font styles and sizes. It allows setting the style and size in which the text will be displayed, or to change the style and/or size of the currently selected text.

Parts of the Format Style Converter

	Adjusts the style of the selected template. For more information on the style tab click here.
	Sets the font for the selected template. For more information on the font tab click here.
	Defines the paragraph dimensions for the selected template. For more information on the paragraph tab click here.
	Determines the bullet and numbering format for the selected template. For more information on the numbering tab click here.

Format Style Converter - Style Tab

Parts of the Style Tab

Converter	This style is a 12 point Geneva font.
Heading 1	This style is typically used for the first heading of a section. It is a 16 point Helvetica font.
Heading 2	This style is typically used for a second-level heading in a section. It is a 14 point Helvetica font.
Heading 3	This style is typically used for a third-level heading in a section. It is a 13 point Helvetica font.
Normal	This style is typically used for the body of a paragraph. It is a 12 point Times New Roman font.

Format Style Converter - Font Tab

Font Tab
Font	A drop-down menu listing all available fonts that can be used in the letter.
Font Size	A drop-down menu listing standard point sizes for the font selected. Sizes may also be entered in the field manually.
Style	This style section refers to the style of the font. The available options are Bold, Italics, and Underlined.
Text Color	The color of the text may be changed either by using the color picker button on the right hand side, or the list of default colors below.
Script	The script section allows for the text to be formatted as either Superscript or Subscript.

Format Style Converter - Paragraph Tab

Parts of the Paragraph Tab

Paragraph Tab
First Line Indent	Sets the indent of the first line of each paragraph.
Left Indent	Sets a left indent to all lines of a paragraph.
Right Indent	Sets a right indent to all lines of a paragraph.
Alignment	A drop-down menu allowing for the adjustment of the alignment of the paragraph. The available options are Left, Center, Right, and Justified.
Line Spacing	A drop-down menu to set the spacing between lines in a paragraph. The available options are Single, 1.5, and Double.
Spacing Before	Sets the spacing before each paragraph.
Spacing After	Sets the spacing after each paragraph.
Tabs	Sets any tab stops that should be on the page. An example of a tab stop would be L2.50 which places a Left Tab at 2.5".

Format Style Converter - Numbering Tab

Parts of the Numbering Tab

	Text is not in list format or removes list format from selected text.
	Converts the text to a list with bullets.
	Converts the text to a list with numbers and a period separator.
	Converts the text to a list with numbers and a parentheses separator.
	Converts the text to a list with upper case letters and a period separator.
	Converts the text to a list with upper case letters and a parentheses separator.
	Converts the text to a list with lower case letters and a period separator.
	Converts the text to a list with lower case letters and a parentheses separator.
	Converts the text to a list with roman numerals and a period separator.
	Converts the text to a list with roman numerals and a parentheses separator.

Format Font Window

The Font Menu is a sublevel of the Format Menu under Form Letters. The Font Menu allows the changing of the font and size of the text for input, or to change text that is currently selected.

Parts of the Format Font Window

Font	A drop-down menu listing all available fonts that can be used in the letter.
Font Size	A drop-down menu listing standard point sizes for the font selected. Sizes may also be entered in the field manually.
Style	This style section refers to the style of the font. The available options are Bold, Italics, and Underlined.
Text Color	The color of the text may be changed either by using the color picker button on the right hand side, or the list of default colors below.
Script	The script section allows for the text to be formatted as either Superscript or Subscript.
	Closes the Format Font window without applying any changes.
	Applies the changes to the text and closes the Format Font window.

Paragraph Properties

The Paragraph Menu is a sublevel of the Format Menu under Form Letters. The Paragraph Menu allows the adjustment of the paragraphs in the letter.

Parts of the Paragraph Properties Tab

First Line Indent	Sets the indent of the first line of each paragraph.
Left Indent	Sets a left indent to all lines of a paragraph.
Right Indent	Sets a right indent to all lines of a paragraph.
Alignment	A drop-down menu allowing for the adjustment of the alignment of the paragraph. The available options are Left, Center, Right, and Justified.
Line Spacing	A drop-down menu to set the spacing between lines in a paragraph. The available options are Single, 1.5, and Double.
Spacing Before	Sets the spacing before each paragraph.
Spacing After	Sets the spacing after each paragraph.
Tabs	Sets any tab stops that should be on the page. An example of a tab stop would be L2.50 which places a Left Tab at 2.5".
	Closes the Format Font window without applying any changes.
	Applies the changes to the text and closes the Format Font window.

Bullets and Numbering Window

The Bullets and Numbering Menu is a sublevel of the Format Menu under Form Letters. The Bullets and Numbering Menu allows the addition or adjustment of lists in the letter.

Parts of the Bullets and Numbering Window

	Text is not in list format or removes list format from selected text.
	Converts the text to a list with bullets.
	Converts the text to a list with numbers and a period separator.
	Converts the text to a list with numbers and a parenthesis separator.
	Converts the text to a list with upper case letters and a period separator.
	Converts the text to a list with upper case letters and a parenthesis separator.
	Converts the text to a list with lower case letters and a period separator.
	Converts the text to a list with lower case letters and a parenthesis separator.
	Converts the text to a list with roman numerals and a period separator.
	Converts the text to a list with roman numerals and a parenthesis separator.
	Closes the Format Font window without applying any changes.
	Applies the changes to the text and closes the Format Font window.

Format Page Size Window

The Page Size Menu is a sublevel of the Format Menu under Form Letters. The Page Size Menu allows the adjustment of the size and orientation of the letter..

Parts of the Format Page Size Window

Paper
Paper Size	The drop-down menu displays a list of standard paper sizes. The user may also enter custom sizes below or select the custom format from the list.
Orientation	The drop-down menu allows a change between orientating the paper in Portrait or Landscape.
Height	Displays the height of the paper when a size is selected above or allows the user to enter a custom height.
Width	Displays the width of the paper when a size is selected above or allows the user to enter a custom width.
Margins
Top	Sets the size of the top margin in inches.
Left	Sets the size of the left margin in inches.
Right	Sets the size of the right margin in inches.
Bottom	Sets the size of the bottom margin in inches.
	Closes the Format Font window without applying any changes.
	Applies the changes to the text and closes the Format Font window.

The Formatting Pallette

The Formatting Pallette opens with the Form Letter Window to allow easy access to common word processor features.

Parts of the Formatting Pallette

Font
Style	Templates for font styles. A style may be applied to text to change its formatting. Drop down the menu to change the style.
Name	Name of the current font. Drop down the menu to change the font.
Size	Size of the current font. Drop down the menu to change the size.
Color	Color of the font. Drop down the menu to view the color picker.
Face	Affects the special format of the text. This allows for Bold, Italic, Underlined, Superscript and Subscript text.
Lists	Inserts a list into the current text. The list can be in numbered or bulletted format. The list can also be indented or outdented.
Alignment and Spacing
Horizontal	Changes the horizontal alignment of the text to either Left, Center, Right or Justified.
Line Spacing	Changes the spacing between lines to 1 line, 1.5 lines or 2 lines.
Alignment and Spacing: Paragraph
Before	Changes the spacing between a new paragraph and the preceding paragraph.
After	Changes the spacing after a paragraph and before the following paragraph.
Alignment and Spacing: Indentation
Left	Changes the indenation of text on the left side.
Right	Changes the indentation of text on the right side.
First	Changes the indentation for the first line of a paragraph.
Document: Margins
Top	Changes the size of the Top margin of the document.
Left	Changes the size of the Left margin of the document.
Right	Changes the size of the Right margin of the document.
Bottom	Changes the size of the Bottom margin of the document.
Document: View
Layout	Changes the Layout View of the document between Normal, Page Layout and Window Width. The zoom of the document view can also be changed.
Show	The first button will turn on the rulers and the second button will change the rulers from inches to centimeters.
Paper	Drop down menu allows for changing the color of the paper via a color picker.

View Menu

The View menu is used for adjusting the view of the letter in the Form Letter Window.

Parts of the View Menu

Normal	This sets the Form Letter window to Normal view.
Page Layout	This sets the Form Letter window to Page Layout view.
Fit Window	This sets the Form Letter window to Fit Window view. This view sets the zoom size of the letter to fit the size of the window.
Use Centimeters	This converts the ruler from inches to centimeters. If it says "use centimeters" then inches are currently in use.
Hide Rulers	This turns on or off the rulers in the Form Letter window. If it says "hide rulers" then rulers are currently visible.

Scale Menu

The Scale menu is used for adjusting the zoom of the letter in the Form Letter Window.

Parts of the Scale Menu

25%	Sets the view of the letter at 25% zoom.
50%	Sets the view of the letter at 50% zoom.
75%	Sets the view of the letter at 75% zoom.
100%	Sets the view of the letter at 100% zoom.
125%	Sets the view of the letter at 125% zoom.
133%	Sets the view of the letter at 133% zoom.
150%	Sets the view of the letter at 150% zoom.
200%	Sets the view of the letter at 200% zoom.
Render at Screen DPI	Renders the letter and images at the DPI of the screen.
Render at 72 DPI	Renders the letter and images at 72 DPI.
Render at 96 DPI	Renders the letter and images at 96 DPI.

Insert Menu

The Insert menu is used for inserting special objects into the letter. An example of these objects would be hyperlinks or tables.

Page Break	Inserts a page break into the letter. A page break will force any text following the page break to start on a new page.
Hyperlink	Inserts a hyperlink into the letter. A hyperlink is typically used to create a clickable link to a web URL.
Create Custom Field	Inserts a custom field into the letter. These are specialty fields that are not found within the standard Theatre Manager merge fields. For more information on inserting custom fields click here.
Text Box	Inserts a Text Box into the letter. The text box is typically used to create a section of text that is movable in the letter.
Table	Opens the Insert Table window. Tables are used to format text into rows and columns. For more information on inserting tables click here.
Row Field	Opens the Insert Row Fields window. Row Fields are used to insert data in table format into the letter. This would typically be used to display a list of tickets or donations. For more information on inserting row fields click here.

Insert Custom Field Window

The Create Custom Field Menu is a sublevel of the Insert Menu under Form Letters. The Create Custom Field Menu allows for the creation of custom fields to be added to a letter using selected text.

Parts of the Insert Custom Field

Display Options
Name	The name of the custom field.
Description	A description of what the custom field does.
Evaluation Options
Strip empty lines from result	When checked, Theatre Manger will remove any empty lines from the data returned.
Multi row field, evaluate for each record	When checked, Theatre Manager will remove any empty lines from the data returned, and check on a line by line basis.
Insert Options
Make available to other users	Makes the custom field available to other users.
Insert as text box	Inserts the custom field as a text box.
	Cancels the current operation. Closes the window and performs no action.
	Performs the current operation. This will add or alter the custom field that has been created.

Insert Table Window

The Table menu is used for inserting a table into the letter. Tables allow text to be formatted into rows and columns in order to create a better presentation.

Parts of the Insert Table Window

Number of Rows	The number of rows to create the table with.
Number of Columns	The number of columns to create the table with.
Fit Across Page	When checked, Theatre Manager automatically determines the column width in order to fit the table to the full width of the letter.
Column Width	The width of the columns to be set when the table is created.
	Cancels the current operation. Closes the window and performs no action.
	Performs the current operation. This will add the table to the letter.

Insert Row Field Window

The Row Field menu is used for inserting a table with data fields into the letter. This table consists of columns of data fields to present a list of information. This is typically used to list a tickets that have been purchased or donations that have been made.

Parts of the Insert Row Field Window

Headers & Footers
Create a header row	Creates a header row for the table listing the fields that are used.
Bold	Sets the header row in bold typeface.
Fill Color	Allows changing the color of the header row background.
Create a footer row	Creates a footer row for the table. The footer row typically contains sub-totals of the information in the table.
Bold	Sets the footer row in a bold typeface.
Fill Color	Allows changing the color of the footer row background.
Columns
	Adds another row field to the table.
	Deletes the row field from the table.
	Moves the placement of the row field up. This will place the column farther left in the table.
	Moves the placement of the row field down. This will place the column farther right in the table.
Database Field	The database field to be used as a column header.
	Displays a drop-down menu to allow the lookup of database fields.
Column Header	Allows a description to be entered as the column header rather than using the database field.
Total	When checked, the total will be displayed for this field instead.
	Cancels the current operation. Closes the window and performs no action.
	Performs the current operation. This will add the table to the letter.

Form Letter Window

Use the Form Letters Menu >> Letters >> New Letter Menu. This will open the Form Letter Window. For more information on the Form Letter Menu, click here. For more information on the Version 8 Word Processor, click here.

Parts of the Form Letter Window

	Creates a new form letter. Click here for more information on creating a new Form Letter.
	Saves the current Form Letter.
	Duplicates the current Form Letter. Click here for more information on duplicating Form Letters.
	Reverts to the last saved version of the letter.
	Deletes the current Form Letter. Click here for more information on deleting a Form Letter.
	Prints the current Form Letter. Click here for more information on printing Form Letters.
	Checks the spelling of the current letter.
	Undoes the last action taken on the current letter. This does not revert to the last save.
	Redoes the last action that was undone. This is good for correcting an action that was accidentally undone.
	Imports an RTF document to be used as a letter. Click here for more information on importing a Form Letter.
	Exports the letter as an RTF document to be opened in another application. Click here for more information on exporting a Form Letter.
	Opens the Form Letter Info Window. Click here for more information on the window.
Formatting Pallette	The fomatting pallette allows easy access to many common word processing functions. For more information on this feature, click here.
Context Menu	The Context Menu, also known as the right-click menu allows for adding new fields and making other adjustments to the letter. For more information about using this menu, click here.

Quick reference Information for Form Letters

You can download the Cheatsheets (1-2 pages) and Screencasts (online video demonstrations of the functions with narration) by clicking on the icon.	Cheatsheet (pdf)	Flash Screencast	MP4 Screencast
Create a Form Letter
Delete a Form Letter
Export a Form Letter
Import a Form Letter
Find an Existing Form Letter
Duplicate a Form Letter
Merge a Form Letter and Delete a Batch

Form Letter Info Window

The Form Letter Info Window opens when a new Form Letter is created, or by pressing the Info button on the Form Letter Window.

Parts of the Form Letter Info Window

Form Letter Details
Name	File name of the Form Letter.
Folder	The Form Letter Folder where the letter will be saved.
Data	The type of data that can be contained within the letter. Refer to file selection for mail lists for additional assistance as the merge fields on a letter follow the same principles as the search criteria on mail lists or reports.
Template Options
Based On	The template type that will be used in creating this letter.
Save as Template	The current letter will be saves as a template to be used for future letters.
	Cancels the new letter if the letter has not been saved, or cancels the changes to the letter info.
	Sets the info for the letter. The letter must be saved also to save all changes.

Context Menu

The Context menu is reached by right-clicking (CTRL + click for a single button mouse) anywhere in the Form Letter window. This menu is useful for quickly doing operations. This is also where the option to add database merge fields is located.

Parts of the Context Menu Window

Format Style	This will open the Format Style window. For more information on formatting styles click here.
Format Font	This will open the Format Font window. For more information on formatting fonts click here.
Format Paragraph	This will open the Paragraph Properties window. For more information on formatting paragraphs click here.
Bullets and Numbering	This will open the Bullets and Numbering window. For more information on bullets and numbering click here.
Page Size	This will open the Page Size window. For more information on page size click here.
Insert Document Object	This will display the sub-menu for inserting a document object. For more information on inserting objects click here.
Insert Database Field	This will display the sub-menu for inserting a database field in the letter. For more information on inserting database fields click here.
Insert Word Processor Field	This will display the sub-menu for inserting a word processor field into the letter. The word processor fields are default fields that are commonly used when creating a document. Some examples are time and date formats. When using a field, the field will automatically update each time the document is opened or printed.
Undo	This will undo the last action taken. If there is no action to be undone, then it will say "Can't Undo."
Redo	This will redo the last action that was undone. If there is no action to redo, then it will say "Can't Redo."
Cut	This will cut the selected text or objects to the clipboard.
Copy	This will copy the selected text or objects to the clipboard.
Paste	This will paste any text or objects from the clipboard into the letter.
Clear	This will clear the selected text or objects.
Select All	This will select all text and objects in the document.

Adding a Merge Field

When creating a Form Letter, the purpose is typically to pull data from Theatre Manager automatically so that letters or e-mails can be sent to patrons. To do this, database fields are placed in a generic Form Letter.

In the Form Letter window, place the cursor in the position that the database field is to be located.
Right-click to open the Context menu and go to the Insert Data Base Field option.
A list of database categories will appear. For more information about the Context menu click here.
Select the category that the database field resides under.
A sub-menu will open showing all of the database fields that reside in the category.
Click on the field to be used in the letter.
The field will now appear in the letter.
Repeat these steps for all merge fields that need to be entered.
If a wrong field is selected, simply click on the merge field in the letter and press the DELETE key on the keyboard.

Show Data

This page is under Construction for menu option Form Letters >> Show Data

Windows and Features

Features of the Word Processor

The Form Letters Menu

Parts of the Form Letter Menu

Form Letter List Window

Parts of the Form Letter List Window

Recent Form Letters Menu

Recent Form Letters Menu

Tasks Menu

Parts of the Tasks Menu

Formatting

Format Menu Items

Parts of the Format Menu

Format Style Converter

Parts of the Format Style Converter

Format Style Converter - Style Tab

Parts of the Style Tab

Format Style Converter - Font Tab

Font Tab

Format Style Converter - Paragraph Tab

Parts of the Paragraph Tab

Paragraph Tab

Format Style Converter - Numbering Tab

Parts of the Numbering Tab

Format Font Window

Parts of the Format Font Window

Paragraph Properties

Parts of the Paragraph Properties Tab

Bullets and Numbering Window

Parts of the Bullets and Numbering Window

Format Page Size Window

Parts of the Format Page Size Window

Paper

Margins

The Formatting Pallette

Parts of the Formatting Pallette

Font

Alignment and Spacing

Alignment and Spacing: Paragraph

Alignment and Spacing: Indentation

Document: Margins

Document: View

View Menu

Parts of the View Menu

Scale Menu

Parts of the Scale Menu

Insert Menu

Insert Custom Field Window

Parts of the Insert Custom Field

Display Options

Evaluation Options

Insert Options

Insert Table Window

Parts of the Insert Table Window

Insert Row Field Window

Parts of the Insert Row Field Window

Headers & Footers

Columns

Form Letter Window

Parts of the Form Letter Window

Quick reference Information for Form Letters

Form Letter Info Window

Parts of the Form Letter Info Window

Form Letter Details

Template Options

Context Menu

Parts of the Context Menu Window

Adding a Merge Field

Show Data