Letters

The Mail Merge feature in Easy InnKeeping allows you to compose and print letters based on query options selected in the Query dialog. The tedious process of writing letters to each and every guest is avoided by following the steps outlined below. To access the Letters screen, click on Letters > Mailing List in the main menu. A few letters are already added for your convenience by the system. The screen displayed below appears.

To Add Letters

1.   The first step is to compose a letter that you want to send to your guests. To create a new letter, click on the Add button. The cursor is placed on the Letter Name text box. Enter the name of the letter. (For e.g. Confirmation Letter.)

2.   Type the body of the letter in the editor or the main document.

3.   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.

4.   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.

5.   You can incorporate as many fields as you want by following the same procedure explained above.

6.   Click on the Format button to change the format of the letter. On clicking the Format button, the Format Toolbar appears. Use the appropriate buttons to format the letter.

           After completing the letter, click on the Save button.

7.   Click on the Define Guest List button.

8.   You can also select the list of guests to whom you want to send this letter based on certain criteria. Select one of the options listed under Choose. For example, you can send this letter of confirmation for all guests who have made their reservation between a certain date. The Query Options screen appears as shown below.

10.  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.

11.  To on the Preview button to view a preview of the letter

12.  To change the page settings to suit your stationery, click on the Page Setup button. Change the margins according to your requirements.

11.  Click on the Print button to print the letter.

12.  To print only particular pages, click on the Print button. Enter page range that you want print in the Page Range text box and click on the OK button.

13.  Click on the Close button to exit this screen.

Note: Though can make changes to the text that displayed in the preview screen, you will not be able to save the changes.