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