Initials Envelope Made Easy

Initials delivery receipt

I've opened Microsoft Word and activated the smooth Doc's ribbon from the correspondence menu I will choose new letter and the spoon Docs letter dialog box opens I filled in one person's name if this letter is just going to that person I can move on but let's say that this one is going to a couple different people I can choose add and then complete the next person's information I can either complete it or pull it out of my CRM which is typically Outlook now I have completed a second recipient for the letter I can just leave this here the macro pick them both up or I could click at if I wanted to in which case it moves it over to this list we will say that there are no copies are blind copies this letter but I will come down to the dear line looking at the rayline now we set this up to do something a little bit unique for this particular client they have two types of letters they write ones to other clients or ones of attorneys and the rayline information changes depending on which type of person it is we've set this up to memorize the different reference numbers they type in so that when they fill in the reference number and leave that field it will fill the rayline in with whatever information was last used for that type of rayline for that reference number on the second page of the letter we're ready to choose confidentiality phrases delivery phrases fill in the author etc all the information that you're seeing here comes out of a database that the firm has the ability to change it and the letter will remember which author I last wrote a letter to and what closing phrase they use I can either pick one from the list or I could type something in this particular client also has multiple offices so it will pull those out of the database and it will match them up with their name so if I switch the name to somebody who's in a different office it switches the office back for that person having filled everything out I'll choose create with draft stamp so you can see that I'm gonna choose okay and we are now in our letter created with the draft stamp let me turn show/hide off because that makes the screen look a little bit busy there we go I'm gonna put a little bit of text in this that looks now when we created this letter it left room at the top because they have their pre-printed letterhead from the print shop but maybe down the road they decide they're going to email this letter to someone instead of printing it on the paper once we're in a letter there is a letter menu where they can make some changes to delivery phrases or to change the letterhead and I will just pick one for their San Diego office and there's the letterhead now their letter is formatted and off it goes looking at this letter we can also create envelopes for it you can see there are two people this letter is going to I'm just gonna grab both of those go back to my smooth Doc's tab and let's because those names are selected they get pulled into the envelope if I have a reason to add a confidentiality delivery phrase I can I can choose from a couple different envelope sizes if I want to include some initials or maybe a matter number in case the letter comes back I'll know who to route it to with the initials or if we have a billing department that looks at cases and wants to build for things as they leave the mailroom that might be why I would put a file number reformat proposal regs will change all this to all caps and I could also choose to include the return address if I want to in this case I really don't though because my envelopes are pre-printed with the return address I could choose print and it would just print the envelopes but I'll create them so that you can actually see them open as a document and there they are down here in the lower left is where the attorney initials file number went