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by: bamboo85
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A library of prepared customer letters becomes much more powerful when you can integrate them into Outlook or into your CMS. It is an amazing timesaver and leverages the properly formatted documents that you have created. Here is how you do it in Outlook.
• Create a new email and insert the text that will be included every time you use the form. This text should include the title of the email (e.g.: “Your Widget Order Confirmation”), any cc or bcc addresses, delivery options as well as the body of the message. Complete the template by adding a signature line.
• From the Outlook menu select
Tools > Forms > Publish form as.
• You will be prompted to choose a name and a location for the saved form. Select Personal Forms Library if you are the only person that will use the form. To give access to others, save it to a forms subdirectory on a network drive.
• Choose a name that will make sense, “Widget Order Confirmation” for example, and select Publish. The letter is now available to use as the basis for al emails sent out confirming orders for Widgets. If necessary, some areas can be left open for additional information such as PO confirmation, Ship date etc. Al the operator needs to do is insert the variable information, the recipient email address and press the send button.
Some companies, realizing the importance of their sales or customer service correspondence, have integrated these templates into a format that works with their work processing or Contact Management systems and send the same document to multiple addressees this process called Mail Merge is a simple yet powerful tool at your disposal when automating the letter writing process.

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