To view a listing of all available envelopes in SmartOffice:
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1 You can easily create custom envelopes for holiday greetings or any other correspondence needs you may have throughout the year. Before creating a custom envelope document, you will need Microsoft Word 2000 or a later version installed on your system. You will also need to install SmartLink for Word from the Installations screen available from the User Setup menu in SmartOffice To view a listing of all available envelopes in SmartOffice: Select Office Setup in the main menu, and then select Form Letters. In the Search Form Letters screen, select the Envelopes option in the Include These Document Types section (other document types may need to be deselected) and leave the Title field blank to perform an open search. Click Search. Figure 1: The Search Form Letters screen. SmartOffice will display a list of all available envelopes in the System Letter Summary screen. 1
2 To view an envelope document: Click on the Word icon in the Open column of the selected envelope document. Figure 2: The Word icon in the Open column. SmartLink for Word will open the envelope document in Word. Figure 3: The Avery Label 5160 Word document with merge codes. To create a custom envelope document: In the System Letter Summary, click the Add button. In the Select the Type of Document to be Created screen, select Envelope. 2
3 Figure 4: The Select the Type of Document to be Created screen. Click OK. SmartOffice will ask if the new document is to be based on an existing document. Select No. Figure 5: The New Document Confirmation screen. SmartLink for Word will open a new document. To change the dimensions of the document to fit the size of the envelope that the document is based on, click File in the main menu bar and then select Page Setup in the File menu. On the Margins tab of the Page Setup window, select the Landscape option in the Orientation section. 3
4 Figure 6: The Landscape option on the Margins tab of the Page Setup window. Click the Paper tab and select Custom Size in the Paper Size drop-down field. 4
5 Figure 7: The Paper Size options on the Paper tab of the Page Setup window. Enter the dimensions of the envelope in the Width and Height fields. When finished, click OK. Note: The examples shown above are from Word If you are using a previous version of Word, the Page Setup window may be slightly different. However, you will be able to make adjustments to the same settings. Remember, you will need to have Word 2000 or a later version installed on your system to create custom envelopes in SmartOffice. Make any necessary adjustments to the page margins. Use the Merge Code Browser to add Merge codes. Launch the Merge Code Browser using the Browse Merge Codes button in the SmartLink for Word toolbar. 5
6 Figure 8: The Browse Merge Codes button. Figure 9: The Merge Code Browser. After adding merge codes, close the Merge Code Browser and close the document using the Save and Close button in the SmartLink for Word toolbar. 6
![Figure 10: The Save and Close button. Give the customized envelope a unique name in the Title field of the SmartLink for Word [Save Envelope] screen.](/docs-images/72/66648148/images/7-0.jpg "Additional information regarding the new label document can be entered in the Keyword, Category and Purpose fields for ease in searching but is not required to save the document.")
![Figure 11: The SmartLink for Word [Save Envelope] screen. Click Save. The new envelope document will be added to the System Letter Summary and can be used for mass correspondence.](/docs-images/72/66648148/images/7-1.jpg "To print envelopes for contacts in SmartOffice (Mass Correspondence): Select Reporting/Marketing in the main menu. Select Mass Correspondence in the Reporting/Marketing menu.")
7 Figure 10: The Save and Close button. Give the customized envelope a unique name in the Title field of the SmartLink for Word [Save Envelope] screen. Additional information regarding the new label document can be entered in the Keyword, Category and Purpose fields for ease in searching but is not required to save the document. Figure 11: The SmartLink for Word [Save Envelope] screen. Click Save. The new envelope document will be added to the System Letter Summary and can be used for mass correspondence. To print envelopes for contacts in SmartOffice (Mass Correspondence): Select Reporting/Marketing in the main menu. Select Mass Correspondence in the Reporting/Marketing menu. Select the appropriate contact list option in the Mass Correspondence Options screen. (For this example, the Using Sets option will be used.) 7
8 Figure 12: The Mass Correspondence options screen. Enter the name of the set (or filter, depending on mass correspondence option selection.) Figure 13: The Search Sets screen. Select the correct set in the Set Summary screen. Select the Print Envelope option in the Letter Printing Options screen. 8
9 Figure 14: The Letter Printing Options screen. Use the Search Form Letters screen to search for the envelope document that will be used to create the envelopes. Figure 15: The Letter Printing Options screen. Click OK. Select any necessary options, including sort and exception options in the Letter Option screen. 9
10 Figure 16: The Letter Options screen. Click OK. Any contacts exempt from having an envelope printed due to incomplete address, mail privacy, or multiple contacts in the same household will be displayed. Override the exemptions by tagging the selected records or accept all of the exemptions by leaving all records untagged and click Continue. SmartLink for Word will a print preview of the first envelope in the series for the selected contacts. The merge codes will be expanded based on contact data. 10
11 Figure 17: One envelope document in print preview with merge codes expanded. Click the Close button on the toolbar after previewing the envelope. Continue to preview envelopes as needed. Click Yes to confirm that the envelopes are to be printed on the appropriate media (default printing options). SmartOffice will send the envelopes to the printer or the print queue depending on the office settings. To print envelopes for contacts in SmartOffice (Contact Summary): From a summary list of contacts, click the Letter (Mass Correspondence) button. A summary list of contacts can be generated from a contact search, a dynamic report, or set membership summary. Figure 18: The Letter (Mass Correspondence) button in the Set summary toolbar. 11
12 Select the Print Envelope option in the Letter Printing Options screen. Enter the name of the envelope document to be used in the Title field of the Search Criteria for Form Letter section. Figure 19: The Letter Printing Options screen. Click OK. Any contacts exempt from having an envelope printed due to incomplete address, mail privacy, or multiple contacts in the same household will be displayed. Override the exemptions by tagging the selected records or accept all of the exemptions by leaving all records untagged and click Continue. SmartLink for Word will open a print preview of the first envelope in the series for the selected contacts. The merge codes will be expanded based on contact data. 12
13 Figure 20: The label document in print preview with merge codes expanded. Click the Close button on the toolbar after previewing the envelope. Continue to preview envelopes as needed. Click Yes to confirm that the envelopes are to be printed on the appropriate media (default printing options). SmartOffice will send the envelopes to the printer or the print queue depending on the office settings. 13
To view a listing of all available labels in SmartOffice:
You can easily combine contact information captured in SmartOffice with a Microsoft Word document formatted for Avery Label paper to create labels for holiday greetings or any other correspondence needs
To view a listing of all available labels in SmartOffice:
To view a listing of all available labels in SmartOffice: Select Marketing in the main menu, then select Form Letter maintenance. In the Search From Letters screen, select Labels in the Include These Document
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