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Tips & Tricks |
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Form Letters Tips & Tricks
The Form Letter program has received a complete overhaul in version 3.2.1. Customers who have upgraded from version 3.1 will need to activate the new 'Advanced Form Letter' program by clicking 'Setup', 'Use Advanced Form Letter'. (New customers start with the new version automatically.) Two new merge code categories have been added to the Merge Codes listing: Management Company Info (14 codes) and Community Fact Sheet (13 codes). Additionally, we have added 5 codes to the Community Info section, including the new lockbox address info, and the community web site address (populated from Owner, Control Info). Owner's email address has also been added to the Owner Information category (1 merge code). Compatible Document Import and Export Formats Documents may now be imported in multiple formats: Text Documents
(.TXT), Rich Text Format (.RTF), Word for Windows (.DOC), and HTML
(.HTM). To import, click File, Import Document. Be sure to change
the 'Files of Type' option at the bottom of the file browser to
select the document type you wish to import. You may also easily
copy and paste text from any program into Form Letter. If you have multi-page form letters, you can force content to a new page with our new Page Break feature. To insert a page break, position your cursor in the text where you wish to insert the break, and select Insert, Page Break (or press CTRL+ENTER). Formatting form letters is easier than ever before with the new tabbing feature. Tabs may be set up on the ruler bar at the top of the form letter window. There are four types of available tabs: Left, Right, Center, and Decimal tabs. To define a tab, click the tab type button to choose the type you wish to set. Each click will cycle through the available tab types. Once you have selected a tab type, click on the ruler in the position in which you wish to add the tab. TOPS provides default left tabs every two inches. If you wish to remove one of the existing tabs, click on the tab icon that you wish to remove from the ruler, and drag it off the ruler to delete it. If you wish to move a tab, click and drag the tab icon to the new desired position. Perhaps the best new feature in the new form letter is tables. Tables allow you to format form letter data to a much more accurate degree. They also allow you to add shading to your form letters for that added bit of formatting. To define table cell shading, click in the table cell you wish to shade, or click and drag to select multiple cells. Click Tables, Table Options, and click the down arrow under 'User Defined' to select a standard color to color the cell background. Alternately, you can define your own cell background color by clicking on the Other... button. The most requested addition to the Form Letter program is the Spell Checker feature. Checking the spelling in your form letters is as simple as clicking the spell check button, or selecting Edit, Check Spelling... The Form Letter Manager is now accessible from within the form letter program (File, Form Letter Manager) to allow you to copy or transfer form letters from one community to another, or to multiple communities. (The Copy button copies form letters to the first available blank slot in the recipient community, the Transfer button replaces form letters in the recipient community to match the slot numbers from the transferring community.) To select a range of form letters to copy, click on the first form letter, and then shift-click on the last one, or control click individual form letters to copy. |
Tips and Tricks
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