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Attention: Prerequisites: Microsoft® Word 6.0 or later for Windows must be installed on your computer in the proper directory. If properly installed, the application will automatically open when you chose the New Letter or Edit Letter button. See your system administrator if your path is set incorrectly.

   To create a letter:

1. Choose the New Letter button in the Letters window to open Microsoft® Word for Windows.

2. Select either the Event or Generic template.

The Event and Generic templates contain fields called tokens specific to Oracle Sales and Marketing, such as company name, contact name, address, and phone number. The Event template additionally includes tokens specific to events such as Event Date and Event Location.

3. Choose OK.

Word closes the template window and opens the selected template.

4. Modify the letter, as appropriate.

You'll note the template already contains blocks of information surrounded by carets. These are merge field tokens. These tokens place information at points in the letter. To see the list of available tokens, choose the Insert Merge Field button on the Mail Merge toolbar. Select any token in this list to add it to your letter.

You can modify the template by adding, changing, or deleting text and by adding, changing, or deleting tokens. You may need to place punctuation around merge fields, such as placing a colon after the tokens in the salutation line.

Attention: Do not introduce extra carriage returns or extra spaces around the merge field tokens. The letter is automatically constructed to accommodate the inserted information, placing carriage returns at the appropriate points.

To delete a token from your letter, select the token, and then press the Backspace or Delete key.

5. Insert the LetterCode token in the letter.

Each letter must contain the LetterCode token so Word can match the form letter with the merge file when you perform the actual mail merge. You can put this token anywhere in the letter, for example, near the bottom margin. Your template may already contain this token. Do not modify it.

6. Choose Save on the toolbar to add the created letter to the database.

   To add a scanned signature to your letter:

1. Place the cursor at the point you want your signature to appear.

2. Choose the Picture command from the Insert menu on the menu bar.

3. Choose the file name in which your scanned signature is stored.

4. Choose OK.

Your signature appears in the letter.

   To add a mock-signature made with WordArt:

1. Place the cursor at the point you want the signature to appear in the letter.

2. Choose Object from the Insert menu.

The Object window opens.

3. Choose Microsoft® WordArt 2.0 from the Object Type list box and choose OK.

A text box entitled Enter Your Text Here opens.

4. Enter your name in the text box.

5. Choose the Update Display button to see how your entry looks in the letter.

You can change the text effect by selecting different options from the WordArt menu and toolbar.

To create a script-like signature, choose Plain for the text Shape, Brush Script MT for the Font, and Best Fit for the Size.

6. Close the Enter Your Text Here box when you have finished.

   To preview the merged letter:

1. Choose the View Merged Data button.

The Word data source file is displayed, showing the customer information merged into the template document.

   To save the letter:

1. Select Save As from the File menu on the menu bar to open the Save As window.

2. Select the drive that your system administrator has created to store Oracle Sales and Marketing letters.

3. Select the directory where Oracle Sales and Marketing letters are saved.

The Directories list box shows the directory tree for the drive you selected in the previous step. Verify the proper path, as specified by your system administrator, is selected. You can double-click on a directory name to open or close it as required.

4. Enter the file name in the File Name text box.

If you did not enter a name in the File Name field of the Letters window before opening Word, make sure you remember the name you enter here because you'll enter this same file name in the File Name field in the Letters window once you return to Oracle Sales and Marketing.

If you did enter a name in the File Name field of the Letters window before opening Word, make sure you use the same file name here otherwise Word will not be able to locate the letter when it performs the mail merge.

If you entered a name in the File Name field of the Letters window before opening Word, make sure you enter the same name here.

5. Choose OK to save the letter.

   To return to Oracle Sales and Marketing:

• Choose Exit from the File menu on the menu bar.

Word closes and returns you to the Letters window.