Letters
This feature in Easy InnKeeping allows you to compose and print letters. It requires you to type the letter just once and then, based on your selection criteria, the letter is personally addressed to the appropriate guests. The tedious process of writing letters to each and every guest is made very simple when you follow the steps outlined below. To access the Letters screen, click on Letters > Mail Merge in the main menu. The screen displayed below appears.
Add Form Letters
First, you have to compose a letter that you want to send to your guests. To create a new letter, click on the Add button. The Add New Letter dialog appears as shown below.
Enter the name of the letter that you are going to compose and click on the OK button. (For example Confirmation Letter.)
To display a letter that was previously written and saved, select the letter from the Select Letter list.
Key in or enter the body of the letter in the editor or the main document.
Now, you have to insert the Merge Fields that you want to incorporate in this letter. Select the name of the fields that you want to include from the Insert Merge Field list.
Note: Merge Fields displays the name of a data field within the "chevron" merge characters in a mail merge main document, for example, «#FirstName#». When the main document is merged with the selected guest data, information from the specified guest data is inserted in place of the merge field.
Go through the list of Insert Merge Fields. Insert the fields in the main document. To insert a merge field, place the cursor at the point where you want the Data to appear in the letter or the main document and click on the Guest Data from the Insert Merge Field list.
You can incorporate as many fields as you want by following the same procedure explained above.
To change font and size, select the text and click on the Font icon. The Font Chooser dialog is displayed. Select a font from the list. The text can also be made Bold or Italic by choosing the appropriate icons.
After completing the letter, click on the Save button.
To change the page settings to suit your stationery, click on the Page Setup button. Change the margins according to your requirements.
Click on the Merge & Print button.
You can also select the list of guests to whom you want to send this letter based on certain criteria. To set the criteria, select one of the options listed under point one. For example, you can send this letter of confirmation for all guests who have made their reservation between a certain date.
Then, click on the Merge & Print button to view the merged letters. All guests will be merged and displayed based on the criteria selected.
Note: Please be patient during this process as it may take time, based on the number of letters that has to be merged.
Click on the Print button to print the letter. Select Print Rage in the Print dialog to print only selected pages and click on the OK button.
Click on the Close button to exit this screen.
Note: Please make sure that you have your confirmation letter named as ‘Confirmation’, in order to be able to automatically print and e-mail the confirmation letter from the Reservation screen.