Monday, November 28, 2011

QuickBooks: Send Letters Through QuickBooks

Many people do not consider QuickBooks anything more than their financial software. However, you can use it for other things as well, such as sending letters via Microsoft Word.

To get you started, QuickBooks includes a set of prewritten letters that you can send to customers, vendors, employees, and others. You can modify the letters to suit the needs of your business, and even create new letters.

QuickBooks lets you select the letter recipients and pick the type of letter you want to send. Each letter type corresponds to a template (created in Microsoft Word) that combines text with QuickBooks fields.

QuickBooks creates a Word document containing the letters, each one starting on a new page, and fills the fields with data pertinent to each recipient. For instance, a collection letter includes the customer's name, outstanding balance, and list of overdue invoices.

With the holidays arriving, why not consider sending holiday greetings to all your customers, vendors, employees, and names on the Other List. Here is how to create a letter from scratch:

- Company menu -> Prepare Letters with Envelopes.
- Click Customize Letter Templates
- Choose what you want to do. * Create a new letter template from scratch.

- Click the type of letter template you're creating.

Your choice affects where your letter template will be available. For example, when you prepare a collection letter, you can choose from the list of collection letters that come with QuickBooks as well as any that you created.

- Name the template.

Note: Remember to make the name unique so that you don't overwrite an existing letter template you might want to use later.

A blank letter template opens in Microsoft Word.

- Write and format the letter template in Microsoft Word.

- While you're working in Word, use the QuickBooks toolbar to insert fields into your letters.

If you don't see the QuickBooks toolbar you can reopen it. In Word 2000, 2002, and 2003, go to View > Toolbars. In Word 2007 go to Add-Ins.

- Save the document in Word using the document name you entered in QuickBooks.

To use this template immediately, return to the Letters and Envelopes wizard and click Use Template, then follow the onscreen instructions to prepare your letters.


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aliya seen said...

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