Letters and Postcard

Letters and Postcard

Mail merging your letters and Postcards 

The letters/Postcards & Marketing module is a powerful system that allows you to write letters, print postcards and also makes it possible for you to send customized mail merge letters to your clients.  The  built-in mail merge word processor will allow you to merge specific promotional documents with a personalize touch for your clients.  In other words you can send specific letters to clients and address them personally to the client.  This tool works just like WordPad, Microsoft Word or WordPerfect. So this should be very familiar to you.

For Example you can send letters to your clients and they can be addressed personally as Dear Mary or Dear Karen. You can even select an option to tell them what date is their birthday. That's only if you have initially collect their birth date for the client record. Most of us have received letters of this kind. We recommend that you do not do this for one client but for a group of clients. For example All the clients that have a birthday between the 1st and 15th of the month   

There are a few Cards & letters already designed for you. All you need to do is to select the letter or postcard you want and make the necessary changes to fit your salon marketing needs.  You can also design your letters or postcards form scratch by selecting the file/New Option. 

Lets examine all the parts that make up this marketing system

File Menu

File - New

Creates a new, blank document for you to work on.

File - Open

To open a document, select it from the list and click the Open Document button. Double clicking the document name will have the same effect. Double clicking on a folder in the list will display all folders and documents contained within that folder. To go back to the previous folder, if you are not already at the top of your structure, click the Up A Folder button. If this button is disabled, you have reached the top of your structure. The Personal Documents and System Documents option buttons simply toggle the list to display either the personal, or system documents, respectively.

Clicking the Create Folder button allows you to create a new folder that will be contained in the currently active folder. The new folder name must not exist as a folder name or document name in the current level in the structure. The Edit Folder Name button allows you to modify the name of a folder. Simply highlight the folder name in the list, and click this button. Once again, when changing the name of an existing folder, you must change it to a name that does not exist at this level in the structure. Finally, selecting a folder and clicking the Delete Folder button removes the folder in question. If the selected folder contains any documents or other folders, it cannot be deleted. All sub-folders and documents must be removed from a folder before it can be deleted. This is simply a precautionary measure to make sure that all documents and folders deleted are ones that are supposed to be deleted.

File - Close

Closes the currently active document. If there are changes pending to the document, you will be prompted to either save or discard them, or to cancel the close operation altogether.

File - Close All

Closes all currently opened documents one by one. If changes are pending to any of the documents, you will be asked to either save or discard the changes, or to cancel the operation altogether.

File - Save

Saves the current document if it already exists in the database. If this is a new document, the result will be the same as choosing the File - Save As option.

File - Save As

Allow you to specify the name of the document to be saved. A document name may be up to 80 characters long. The Save Document screen is almost identical to the Open Document screen. Please read the description of the File - Open option above for an explanation of how to create, edit and delete folders, as well as how to navigate through the folder structure in the list.

To save a document, enter the name of the document in the entry box underneath the list of documents and folders. Toggle the Personal Documents or System Documents option buttons to save the document as either a personal or system document, respectively. Once the proper document type (personal or system), folder, and name of the document have been specified, click the Save Document button.

File - Save All

Saves all currently opened documents. If a document already exists, it will simply be saved. If a document does not yet exist, the Save Document screen will be displayed.

File - Delete Document

To delete a document, a screen similar to the Save Document and Open Document screens is displayed. Choose the document you wish to delete from the list, and click the Delete Document button. A warning message is displayed asking if you want to delete the document, since once a document is deleted, it cannot be retrieved.

See the File - Open section above for a description on managing folders, and navigating through the list of folders and documents.

File - Import RTF File

An RTF (Rich Text Format) file is stored in an industry standard format. RTF files can handle many word processing features, such as underlines, italics, different fonts, colors, etc. Each commercial word processor has its own format for storing the documents it creates. However, most of these applications can also read and write RTF files, and this provides a handy way for transferring documents from one word processor to another. Of course, more advanced word processors may have features, which are not supported by the RTF standard, but the most widely used features are accessible in RTF.

Unique allow you to display RTF files in its own word processor. Simply choosing the File - Import RTF File option displays a standard Windows file dialog box. Choose the RTF file you wish to import and click the OK button. Once a file has been imported into Unique's word processor, it may then be saved in the database in Unique's file format, or it may be saved back to an RTF file (see File - Export RTF File below).

File - Export RTF File

For a quick definition of RTF (Rich Text Format) files, please see File - Import RTF File above. To save a Unique word processor document as an actual file external to the database, you can save it as an RTF file. This RTF file is then be accessible by most commercial word processors. A document previously saved in Unique may be exported to this format, and any RTF file you may have previously imported and changed can be exported in this manner as well.

File - Page Setup

Setting page margins, size of the paper, and orientation of the paper are all achieved through this option. The Page Setup screen contains two tabs, one for margins and the other for paper size. Simply choose the proper tab and fill in the information as it pertains to your situation. When you are finished click the OK button.

File - Print Preview

The Print Preview screen displays your document in 'full page' on the screen, so that you may see how everything will line up and look when the document is actually printed. From this screen, you may print the document by clicking the print button to the far left of the toolbar. The Previous and Next buttons move the print preview display backward and forward one page, respectively. The zoom feature lets you enlarge the display up to four times the original size. The Close button is used to close the Print Preview screen and return you to the word processor

File - Print Setup

Displays the standard Windows Print Setup dialog, which allows you to choose the printer to do the printing, the size of the paper, paper bin, and other options specific to the chosen printer.

File - Print

Prints the currently active document.

File - Exit

Exits the Unique Letter/Postcard processor, and returns to the Unique Marketing screen.