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Confirmation LettersPublicity Assistant 2000 allows you to automatically generate confirmation letters to confirm your author tour bookings. With the press of a button, you can generate letters customized with each contact’s individual information, as well as information based on the tour. A confirmation letter is a mail merge document. This means that your system will automatically generate a series of letters addressed to each contact with whom you have arranged a booking, and that contains information specific to that contact (i.e. address, booking information, etc.). So, it is important that all the information contained in these fields is type correctly. During the installation of your Publicity Assistant 2000 system, each publicist was set up with a group of pre-set confirmation letters. These letters are customizable to each publicist’s needs. To generate a confirmation letter, select the desired Promotional Tour. Next, press the Output button in the Toolbar, which opens the Output Options window. Click on the Confirmation Letter option, since Confirmation Letters are mail merge documents, two windows will appear side by side, with Word on the left and Publicity Assistant 2000 on the right. Confirmation Letters are used to confirm your bookings so the letters that appear will correspond to the bookings you have made for this tour. You may use the Next and Previous buttons to cycle through the letters. Notice that details about the contacts change as you move between letters. The dates and times change within the body of the letter and correspond to the individual booking but the format of the letter remains same as you page through. Before printing a letter, you may manually alter the letter. Keep in mind, however, that as soon as you alter the first letter these changes will appear in all your confirmation letters. To print each individual letter simple press the print icon on the Word toolbar, then using your Next and Previous buttons cycle to the next letter you wish to print. You may want to individualize each letter and/or print out more than one confirmation letter at a time, to do this see Printing Mail Merge Letters. You may also create additional confirmation letters, as well as alter your existing confirmation letters. See Designing Mail Merge Documents for details. For more information, see:
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