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  • Product: Practice CS
  • Subject: Print

Email letters and labels

If you use Microsoft Outlook as your email client, you can email letters to recipients in Practice CS, using the email addresses that are entered for them in the application. The letters are attached to email messages in the format you choose: pdf, html, Rich Text Format (rtf), text file (txt), Tagged Image File Format (tiff), or Microsoft Excel spreadsheet (xls).
note
  • If an email address isn't entered for 1 or more recipients, Practice CS will give you the option of printing the letters for delivery by other means. These letters are printed to your default printer.
  • Letters sent as HTML will include 3 attached files. Two of these provide frame and table of contents information, and the 3rd is the letter itself. This 3rd file can be opened on its own to display the letter with its original formatting.

Email letters

Before you can email letters, you must first create the letter using the Custom Formats screen.
Follow these steps to email a letter.
  1. Select
    File
    , then
    Print Labels & Letters
    .
  2. In the list of formats, select the letter to print, then
    Select
    .
  3. Use the
    Selection
     tab in the options pane to select a date for the letter and specify its recipients.
    • Use the
      Report date
       field to select a date. If you select
      End-of-Period Date
      , the date on the letter will be the last day of the current processing period in Practice CS.
    • Use the fields in the Filtering section to select recipients for the letter.
  4. To preview the letters before emailing, select
    Preview Selected
    . Select
    Back
     in the toolbar when finished.
  5. Select
    Print Selected
    .
  6. Mark the
    Output to e-mail
     checkbox. If you don't want to print the letter by any other means, clear the checkboxes for other output options.
  7. Select the attachment format from the field next to the
    Output to e-mail
     checkbox (pdf, html, rtf, txt, tiff, or xls).
  8. To review or modify the messages before sending, mark the
    Save e-mails to Drafts folder (do not send)
     checkbox.
  9. Enter 1 or more email addresses in the
    Label & Firm Letter Recipients
     field.
    • If you're printing a letter of the
      Firm
       type, enter the recipient’s email address in the
      Label & Firm Letter Recipients
       field, or select Address book to select recipients from your Outlook address book. Use a semicolon to separate the addresses of multiple recipients.
    • For letters of the types
      Client
      ,
      Contact
      ,
      Office
      , or
      Staff
      , Practice CS sends the messages to the primary email addresses entered for each of the selected clients, contacts, offices, or staff members on the
      Contact Info
       tab of the relevant setup screen. You must enter an email address in the
      Label & Firm Letter Recipients
       field of the Print window, but the application won't use that address for sending messages.
  10. Select
    OK
     to send the messages. If you marked the
    Save e-mails to Drafts folder (do not send)
     checkbox, the messages will be saved to your Drafts folder in Outlook, where you can make changes before sending the messages to their recipients.

Email labels

If you aren't printing default labels provided in Practice CS, you must first create the labels you want to print using the Custom Formats screen.
Follow these steps to email a label.
  1. Select
    File
    , then
    Print Labels & Letters
    .
  2. In the list of formats, select the label to print then
    Select
    .
  3. Use the
    Selection
     tab in the options pane to select labels using filters.
  4. Use the
    Layout
     tab to group labels or to print a full page of each label selected.
  5. If you want to preview the labels before emailing, select
    Preview Selected
    . Select
    Back
     in the toolbar when finished.
  6. Select
    Print Selected
    .
  7. In the Print window, mark the
    Output to e-mail
     checkbox. If you don't want to print the labels by any other means, clear the checkboxes for other output options.
  8. Select the attachment format from the field next to the
    Output to e-mail
     checkbox (pdf, html, rtf, txt, tiff, or xls).
  9. If you want to review or modify the messages before sending, mark the
    Save e-mails to Drafts folder (do not send)
     checkbox.
  10. Enter 1 or more email addresses in the
    Label & Firm Letter Recipients
     field, or select Address book to select recipients from your Outlook address book. Use a semicolon to separate the addresses of multiple recipients.
  11. Select
    OK
     to send the messages. If you marked the
    Save e-mails to Drafts folder (do not send)
     checkbox, the messages will be saved to your Drafts folder in Outlook, where you can make changes before sending the messages to their recipients.

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