CORRESPONDENCE
AND BULK MAILINGS
CLIENT / SUPPLIER NOTES
From the 'Clients / Sales' main page click 'Client Notes' to make any notes
relating to the currently viewed client.
From the 'Suppliers / Purchases' main page click 'Supplier Notes' to make any
notes relating to the currently viewed supplier.
QUICK LETTER
The 'Quick Letter' button on the main Client and Supplier pages allows you
to create a pre-formatted letter addressed to the currently viewed contact
instantly.
Type the letter in the highlighted box. You can change the type of greeting
using the 'Select greeting...' menu, the choices are: 'Dear', 'Hi', 'Hello'
or FAO (For the Attention Of).
When finished either select 'PRINT & Save Letter' or 'SAVE ( Print Later )'.
All letters are designed to be used with windowed envelopes so you don't need
to print an envelope separately.
FIND LETTERS
Clicking 'Find Letters' will find all letters written to any of the contacts
associated with the currently viewed client (Clients / Sales section) or supplier
(Suppliers / Purchases section). i.e. Client's and Supplier's letters are stored
separately.
You can scan through the letters using the arrow buttons. Click 'All Letters'
on the letters page to see all existing letters for all Clients / Suppliers
depending on which section you're in.
New Letter: The 'New letter' button creates a new letter for the same Client/Supplier
Contact as the currently viewed letter. To create a new letter for a different
Client/Supplier/Contact go 'Back' to the main Client/Supplier page, find the
relevant Client/Supplier/Contact then click 'Quick Letter'.
SEND EMAIL
Clicking 'Send Email' will create a single email addressed to the currently
viewed contact. Your existing email client (Microsoft 'Outlook' or Mac OS X's
'Mail' application) is used to send the message, this should launch automatically
if it isn't already
open.
Note: If the contact doesn't have any email addresses listed then no email
is created.
MAILING LISTS & BULK MAILING
InstantAdmin has simple yet powerful bulk mailing features for both emails and
letters...
We'll work with the Clients section but the same applies to the Suppliers section.
Note: The Client and Supplier databases are entirely separate so there is no
way you can accidentally send a client a letter or email intended for a supplier
or vice versa.
First perform a find ('Find Client/s' button) to create a found set containing
the clients you wish to mail or just click on the 'Find All' button to include
all existing clients in the found set.
Now click the 'Bulk Mailing' button - a mailing list is created, the 'Listed'
figure at the top indicates the number of contacts in the list.
The list will only contain clients whose status is marked as 'Active' and of
those active clients only the contacts who have their 'Mailing List' option set
to 'Yes' will be included in the list.
You can now check the list and exclude individuals as necessary by clicking the
corresponding circular 'x' button.
Note: This only excludes them for this particular mailshot. To exclude them permanently
you need to set the 'Mailing List' option at the bottom of their contact details
to 'No' before creating the mailing list.
By email...
To send a bulk mailing using email click the 'Mailshot by Email' button.
Enter the subject and the message text - these will be the same on all emails.
The greeting is customised to the name of each contact. Each email will appear
to the recipient as if sent individually and uniquely and will not show other
contacts email addresses.
You can change the type of greeting using the 'Select greeting...' menu, the
choices are: 'Dear', 'Hi', 'Hello' or FAO (For the Attention Of).
Set which of the contacts email addresses to send to using the pop-up menu. You
can send to 'Work Only', 'Home Only' or 'Work & Home'.
The 'Found Set' figure in the top right hand corner indicates the number of emails
you
are
about
to
send.
Note: If the contact doesn't have any email addresses listed then no email is
sent for that contact.
You can check each email before sending by scanning through them using the arrows
buttons.
Click 'SEND EMAILS' to send all emails. Your existing email client (Microsoft
'Outlook' or Mac
OS
X's
'Mail' application) is used to send the messages, this should launch automatically
if it isn't already open.
If you have a large number of emails to send you can view them being sent by
switching to your Mail application and clicking on the 'Sent' mailbox.
By letter...
First turn your printer on and make sure it's connected and well stocked with
paper and ink.
To send a bulk mailing by letter click the 'Mailshot by Letter' button.
Enter the message text in the highlighted box - this text will be the same on
all letters. The address and greeting is customised for each contact.
You can change the type of greeting using the 'Select greeting...' menu; The
choices are: 'Dear', 'Hi', 'Hello' or FAO (For the Attention Of).
The 'Found Set' figure in the top right hand corner indicates the total number
of
letters
you are about to print.
You can check each letter before printing by scanning through them using the
arrows buttons.
Click 'PRINT Letters' to print all letters.
All letters are designed to be used with windowed envelopes so you don't need
to print an envelope separately.
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