HOWTO: Creating a FAX cover sheet for use in CAST
Option 1 – Using MS Word to create the template The CAST form letters functionality is compatible with Microsoft Word. Therefore, you can create a letter template in Word, and then load it into CAST as a template. To create a template in this manner: 1. Open the letter in question in Word 2. Click on File, then Save As
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3. In the Save As dialogue box, select the CIA/CAST/Form Letters/Accounts folder on your system. (Figure 1) 4. After locating the proper directory, give the file a name you will recognize later. 5. Close or minimize MS Word, and open CAST 6. From the CAST Setup Menu choose Form Letters (Figure 2) 7. Click on the Load Letter Template button at the bottom of the screen. (Figure 3) 8. In the File Type box, select MS Word .DOC files. 9. Double click on the name of the file created in Word. 10. Once the letter is displayed on the screen, insert the merge fields by locating the cursor in the desired place, and clicking on the Insert Field button at t he top of the screen. (Figure 4) 11. Once all the merge fields have been added, resave the template by clicking on the Save Template button. (Figure 5)
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Option 2 – Using CAST to create the template The CAST form letters functionality can be used like MS Word to create a fax cover sheet. 1. From the CAST Setup Menu access Form Letters (Figure 1) 2. In the blank space provided, create the form letter, as you want it to appear in later use. (Figure 2) 3. Insert merge fields by locating the cursor in the desired place, and clicking on the Insert Field button at t he top of the screen. (Figure 3) 4. Once all the merge fields have been added, save the template by clicking on the Save Template button, and giving it a unique name. (Figure 4) More detailed instructions for creating a form letter within CAST can be found in your CAST users
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manual.
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Hints for making a Fax Cover Sheet While the Form Letters technology is compatible with MS Word, certain characters may not transfer over (i.e. lines, boxes, and graphics). These types of characters may cause errors when trying to open a letter in CAST. If you want to print your cover sheet on letterhead paper, remember to provide enough space at the top of the form. When lining up multiple columns on a form letter, use Tabs rather than spaces to ensure that data will line up consistently. The form letter technology provides the same variety of fonts, text size, placement, and text effect options as your MS Word. Finally, limit the amount of text typed onto the template itself. The template should only contain what will truly appear on all fax cover sheets. Remember you can add text to individual cover sheets as you create them.
When you want to fax a client 1. From the CAST account list, select the account and contact you wish to fax. 2. With the desired contact highlighted, click on the Form Letters button. 3. Click on the Load Letter Template button at the bottom of the screen. 4. Select your Fax cover Letter. 5. After the merge data is loaded into the letter, add whatever custom text is necessary. 6. Print the letter by clicking on the Print button on the button bar. If your computer has fax software, you can print from CAST directly to the fax software, and send the fax without a cover sheet. 7. Finally, save the letter by clicking the Save Letter button at the bottom of the screen, and giving the letter a unique name. (It may be useful to save the letter with a name that includes the date) Note: You are creating and saving a specific letter for this contact. This process has no effect on the template what so ever. Furthermore, each letter you create for the Contact is saved independently (provided you give them unique names).
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