QuickBooks Tutorial 2-9: Prepare Collection Letter

 

Note that you must have Microsoft Word installed on your computer to use this feature.

 

Step 1: Open Write Letters Window

From the Company menu choose Prepare Letters with Envelopes. A side menu appears. Choose the type of database you wish to access. For example, if you are writing a collection letter to your customers, choose Customer Letters. A window appears, showing you the list of possible letter recipients, in this case your customer list. Select the customers who are to receive this letter, and then click Next.

 

Step 2: Choose Type of Letter

Choose from the list of letter templates that are available for your use, or choose “Create or Edit a letter template” to create a custom letter of your own. Click Next to continue.

 

Step 3: Choose Letter Option

You can choose to edit an existing letter, or create your own from scratch. You can also select the option to import a letter from Microsoft Word. For this example, we will create a new letter, so choose the first option, Create a New Letter Template From Scratch. Click Next to continue.

 

Step 4: Name the Letter

Select the type of letter from the list that appears - this selection controls the database of possible letter recipients. Give the letter a name so that you will be able to retrieve and use this letter in the future. Click Next to continue.

 

Step 5: Create Letter

Microsoft Word will open, and on the screen that appears you can create a letter which will become your custom letter. Use the drop down lists that appear to insert Company Fields (such as company name, address, logo, and so on) and Name Fields (such as name and address of letter recipients). In Microsoft Word 2007, click the Add-Ins tab to view the drop-down lists.

 

Step 6: Save Letter

Click the Save button in Microsoft Word, or choose File, Save, and your letter will be saved with your other QuickBooks letters. You can close Word after you have saved your letter.

 

Step 7: Use Letter

If your QuickBooks Letters and Envelopes window is still open, click the Use Template button to use your new letter. If you have closed this window, open it again and you'll see that your new template is now on the list of available templates. You can click on your letter name, then click Next and enter your signature name and title, then click the Next button. Letters to all selected recipients will be created in Microsoft Word.