Creating a new email template

Open Microsoft Outlook before you Select the Mail Merge Wizard.

You will see the following message appear if Outlook is not open when you select the Email mail merge method and click Next: Mail Merge

We need Microsoft Outlook for this task. Start Microsoft Outlook and try again.

Email templates are used when emailing bills to clients and when performing a Mail Merge.

When setting up a new email template, make sure you include the fields:

MailingName which comes from the client, and
AddresseeMailingName which comes from the associated contact (for example, a company director)

To create a new email template

From within Practice Manager, click the Contacts icon on the toolbar to open the Find Clients window.
Select any client with an email address and then from the Tasks bar, click Mail Merge wizard. The Mail Merge wizard window opens and prompts to Select the mail merge method.
Select Email and click Next.
In the Select the email template window, you will see any existing email templates that have been created.
Click Add new email template to create a new email template. The Maintain Email Templates window appears.
In the Maintain Email Templates window, enter an Email template name. This is a mandatory field.
Type in an email subject in the Text for the email subject field or alternatively, to insert a merge field:
1. Click in the Text for the email subject field, then click the Insert merge field button at the end of the field. The Insert contact merge field window opens.
2. Select the required merge field from the Available fields scrollable list and click Insert. The inserted merge field displays in the Text for the email subject field.

Enter the text for the email body. You can use the formatting toolbar to format the email content as required and when finished, click OK and then press Cancel to exit the Mail Merge Wizard.

If you want to add single-line spacing, click the end of a line or paragraph and press [Shift + Enter] on your keyboard instead of [Enter].

To add merge fields
to the email body

Place your cursor in the position of the email body where the merge field is to be inserted.
Click the Insert merge field button. The Insert contact merge field window opens.
Select the required merge field from the Available fields list.
Click Insert. The Insert contact merge field window closes and the merge field displays in the Text for the email body section at the cursor position.

To add an image
to the email body

Place your cursor in the position of the email body where the image is to be inserted.
Click the Insert image button.
Select the appropriate image from the Open window.
Click Open. The image displays in the Text for the email body section at the cursor position.

Click OK to save the template and close the Maintain Email Templates window.