Envelope Templates will be used in SI Lead Manager to mail merge a leads mailing address to your envelopes. You have to create a template for each different sized envelope that you plan on printing to.
Just like Letter Templates, you create Envelope Templates in Microsoft Word. Unlike letter templates, it is not straight forward however.
Create Envelope Template
Step #1: Open New Document In Word
Creating an Envelope starts out the same way as a general letter, you create a blank new document.
Step #2: Select Mailing Tab
Before adding any content to the document we need to create the envelope. To do this you first click on the Mailing Tab (Word 2007-2012).
Step #3: Select Create Envelopes
Within the mailing tab, the Create Envelopes button/menu item is located to the far left. Click this to open up the Create Envelope Dialog…
Step #4: Add Return Address
Step #5: Add Recipient’s Address Merge Field Markers
Here is where you enter in the Mail Merge Field Markers. The available fields you can use are the same as for Letter Templates…
- <OWNER_LAST_NAME> = Property Owner’s Last Name
- <OWNER_FIRST_NAME> = Property Owner’s First Name
- <OWNER_ADDRESS> = Property Owner’s Mailing Address
- <OWNER_CITY> = Property Owner’s Mailing City
- <OWNER_STATE> = Property Owner’s Mailing State
- <OWNER_ZIP> = Property Owner’s Mailing Zip Code
- <PROPERTY_ADDRESS> = Street address of the property
- <PROPERTY_CITY> = City the property is in
- <PROPERTY_STATE> = State the property is in
- <PROPERTY_ZIP> = Zip code the property is in
- <D_LAST_NAME> = Decedent’s Last Name *Probate
- <D_FIRST_NAME> = Decedent’s First Name *Probate
Most likely you will enter into this box…
Step #6: Selecting Envelope Size
Now that you have entered in all the information that is going to go on the envelope, you need to select the size of the envelope template. To do this you go into the Options by clicking the options button…
Which will display the Options Dialog…
Select the envelope size from the drop down list. You may also select Custom from the drop down list in order to specify any dimensions that you want to use that don’t match one of the predefined items.
Step #7: Select the Orientation
This step is optional, but depending on how your printer handles envelopes you may need to set this to something different then the default.
Press “Ok” when finished
Step #8: Add Envelope To Document
Once you are finished setting up the Envelope Options you need to add the envelope the document. To do this simply press the Add To Document button…
Step #8: Remove Blank Last (2nd) Page
After creating the envelope you will have the envelope section above a blank letter page. This will cause a problem when printing because you’ll get a blank page after each envelope that is printed.
This one is a little more complicated but not at all difficult. If you know anything about working with sections, you know that a section break stores information about the paper size and orientation, margins, etc. These same settings are stored in the final paragraph mark of the last section of a document. Your Letter + Envelope document contains two sections. Section 1 is an envelope (probably in Landscape orientation, with an envelope paper size), and Section 2 is a “letter” (a Letter or A4-sized page). If you try to delete the “letter” portion of your document (which may be just a blank page), including the section break, you’ll end up turning your envelope into a “letter.” You don’t want that!
The trick is to turn the “letter” into an envelope. When you delete the section break, Section 1 is going to take on the formatting of Section 2, so what you want to do is make Section 2 the same as Section 1. Here’s how:
Step A: Place the cursor on section one (the envelope)
Step B: Open up the Page Setup which is located on the Page Layout tab. You have to click the lower right corner to open up the Page Setup Dialog.
Step C: With out making any changes, press “OK”.
Pressing “OK” here saves the Envelope’s page setup into memory, which we will use in the next step.
Step D: Click on the second section (letter page) by putting the cursor anywhere within the second page. Then press F4 on your keyboard which will copy the Envelope Setup to the second page. Notice how it now has the same dimensions as the envelope.
Step E: Place the cursor back on the Envelope Page (1st page) right under the Return Addrss (see picture) and Press Delete. The 2nd page will now be deleted and you will be left with just the envelope.
Finally: Save the document to a standard .doc or .docx file.
Import Into SI Lead Manager
After you have created the Envelope Template using Microsoft Word, you will need to import this template into SI Lead Manager. To do this, follow the steps below…
Step #1: Open up the Envelope Template Manager
Click Envelopes under the Template Menu item on the menu bar
Step #2: Click the Import New… button
Step #3: Locate and Select Word Envelope Template
Navigate the open dialog to the word Envelope template (.doc or .docx file) that you created. Select that file, then press Open
Step #4: Fill Out The Template’s Properties
Name: Custom name you give to the Envelope Template
Height: Height of the envelope
Width: Width of the envelope
Category: Select existing or create new category to help organize the envelopes
Tags: Enter in any tags. Separate each tag by a comma
Description: Give the envelope template a description. This will help you quickly remember small differences you have from one envelope to another.
Step #5: Press Save