SALESEYE TUTORIAL - FORM LETTERS - PAGE 6-# LESSON 6 - CREATING, PRINTING AND EDITING FORM LETTERS As a salesperson, you know that sending a personal 'warm-up' or 'thank you' letter at the right time can be very effective. As you will see in this lesson, SALESEYE was designed to let you type in, edit, and print out personalized letters or other documents for you. [ For the following exercises, you will need a printer--plugged in, switched on, paper loaded, ready to go. ] If you are NOT using an IBM PC or compatible computer, see Appendix F to find out how to install your favorite word processor so that it can be called from SALESEYE. Then follow along with these lessons as best you can. EXERCISE 1 - CREATING PERSONALIZED FORM LETTERS With SALESEYE you can send each prospect essentially the same letter, but each letter is individually typed with information that is unique to each person. The name and address of each addressee can be inserted into the letter each time it is printed, along with other information. To create a document file, return to the MAIN MENU and use SALESEYE's word processor... Screen... [ MAIN MENU ] Enter... 6 [ for WORD PROCESSOR ] Screen... ** WORD PROCESSOR ** OPTION DESCRIPTION 1 EDIT / CREATE A DOCUMENT 2 COPY A DOCUMENT 3 RENAME A DOCUMENT 4 PURGE A DOCUMENT 5 PRINT A DOCUMENT 6 DISPLAY MORE FILES 7 SOUND TOGGLE 8 DONE Which Option (1-8)? :8: DOCUMENT FILES ON DRIVE B: FILE NAME EXT FILE NAME EXT FILE NAME EXT Enter... 1 [ for EDIT / CREATE A DOCUMENT ] Screen... DOCUMENT NAME [ ] You type... DOCUMENT NAME [NEWLET ] Screen... ** WORD PROCESSOR ** The following options are in effect for the current document. To change a value enter the new value on top of the old and press RETURN. DOCUMENT (YES) CURRENT DOCUMENT: B:NEWLET.TXT MAXIMUM LINE SIZE (080) LINE COUNT: 00000 LEFT MARGIN (001) CHARACTER COUNT: 00000 RIGHT MARGIN (065) WORD COUNT: 00000 TOP MARGIN (006) CREATION DATE: 07-22-1984 BOTTOM MARGIN (006) PAGE SIZE (066) LINE SPACING (001) FORMSTOP (OFF) JUSTIFY RIGHT (OFF) WORD WRAP (ON ) TABS (ON ) TAB SETTINGS (000 000 000 000 000 000 000) F10-RETURN TO EDIT This options screen always appears when you create a new document file so that you can set margins, tabs and other parameters. Since every item has a pre-set or default value, let's leave them unchanged and continue on... Enter... F10 [ press the F10 function key ] Screen... DOC:B:NEWLET.TXT LINE:001 COL:001 NOADJ WRAP TABS <--------1---------2--------3---------4---------5---------6----> ^ [ middle of screen is blank ] F1-HELP F2-SAVE F3-ALIGN F4-CENTER F5-DEL LINE F6-INS LINE F7-TOP F8-MORE PFS Look at the 'status' and 'ruler' lines at the top of your screen. These lines tell you the name of the document file you are editing, what line number the cursor is on, tab settings, margin settings, etc. At the bottom of the screen there is a horizontal menu. Most of the word processor's editing functions can be accessed from this menu. Note that to select an option, you must press the function key listed to the left of it, not the first letter of the option. All of the function key options could not fit on one line. To see the rest of the options... Screen... F10-EXIT F11-OPTIONS F12-FIND F13-REPLACE F14-CREATE F15-READ Pressing F8 is like a toggle switch: Press it once and options F10 to F15 appear at the bottom of the screen. Press F8 again and options F1 to F8 reappear. SALESEYE is now waiting for you to start typing a letter. Before you do this, let's take a quick look at the word processor's other features. Enter... F1 [ for HELP ] Screen... ========= FUNCTION KEYS ========+============== '!' COMMANDS =========== WIDTH F1-HELP (THIS SCREEN) | !IFNAME -INITIAL CONTACT'S FIRST NAME -10 MAX F2-SAVE CURRENT DOCUMENT | !ILNAME -INITIAL CONTACT'S LAST NAME -20 MAX F3-ALIGN CURRENT PARAGRAPH | !ITITLE -INITIAL CONTACT'S TITLE -25 MAX F4-CENTER THE CURRENT LINE | !FNAME -NEXT CONTACT'S FIRST NAME -10 MAX F5-DELETE THE LINE AT CURSOR | !LNAME -NEXT CONTACT'S LAST NAME -20 MAX F6-INSERT A LINE BEFORE CURSOR | !TITLE -NEXT CONTACT'S TITLE -25 MAX F7-GO TO TOP OF DOCUMENT | !FIRM -COMPANY NAME -30 MAX F8-DISPLAY MORE FUNCTION KEYS | !1ADDR -FIRST ADDRESS LINE -25 MAX | !2ADDR -SECOND ADDRESS LINE -25 MAX F10-EXIT TO WORD PROCESSOR MENU | !CITY -CITY, STATE, AND ZIP -35 MAX F11-(SHIFT/F1) SET FILE OPTIONS | !PHRASE -LETTER PHRASE -25 MAX F12-(SHIFT/F2) FIND A TEXT | !DATE -LETTER DATE (ie MAY 5, 1984) -18 MAX STRING | !AUTHOR -NAME OF PERSON SIGNING LETTER-30 MAX F13-(SHIFT/F3) REPLACE A STRING | !ATITLE -TITLE OF PERSON SIGNING LETTR-25 MAX F14-(SHIFT/F4) CREATE A FILE | !WILD -USER-DEFINABLE PHRASE -30 MAX F15-(SHIFT/F5) READ A FILE | !EJECT -PRINTER SKIPS TO NEXT PAGE -N/A ========= EDIT KEYS ============+=============== BLOCK COMMANDS =============== End - GO TO END OF DOCUMENT | Ctrl/C - SET START AND END FOR COPY Home - GO TO TOP OF PAGE | Ctrl/D - SET START AND END FOR DELETE PgUp - SCROLL UP 1 PAGE | Ctrl/S - SET START AND END FOR MOVE PgDn - SCROLL DOWN 1 PAGE | Ctrl/A - SET AFTER DESTINATION Ins - INSERT A CHARACTER | Ctrl/B - SET BEFORE DESTINATION Ctrl/J- PARAGRAPH END | Ctrl/R - RESET BLOCK MOVE COMMAND DEPRESS ANY FUNCTION KEY TO RETURN TO EDIT ==================================== Look over this 'help' screen to get an idea of the many powerful features that you can use to create and edit documents. In this exercise, you will be using the '!' commands listed at the top right portion of the screen. The '!' commands can be typed into your form letter so that when it is printed, the information associated with the '!' command will be taken from your data file and printed in place of it. To see how to do this... Enter... F1 [ or any other function key to return to edit mode ] DOC:B:NEWLET.TXT LINE:001 COL:001 NOADJ WRAP TABS <--------1---------2--------3---------4---------5---------6----> ^ [ middle of screen is blank ] F1-HELP F2-SAVE F3-ALIGN F4-CENTER F5-DEL LINE F6-INS LINE F7-TOP F8-MORE PFS The cursor is waiting in the upper left corner for the first letter to be typed. For now, just type the letter shown below. Later on, we'll go into the more advanced features. Remember, you must use CAPITAL LETTERS for all '!' commands. You type... !DATE !FNAME !LNAME !FIRM !1ADDR !2ADDR !CITY !PHRASE It has been a while since we spoke about the !WILD that we have been offering at a tremendous mark down. As you know, these machines are of the highest quality and normally sell for nearly twice our special sale price. I will be calling you in the next week or so to discuss this with you further. If you have any questions in the mean time, please do not hesitate to give me a call. Sincerely, !AUTHOR !ATITLE [ Don't forget to press after typing this line ] Don't worry too much about correcting any typing mistakes you might make. You will have a chance to fix them later. After typing a following '!ATITLE', save the letter and exit the word processor like this... Enter... F10 [ to EXIT ] DOCUMENT NOT SAVED. DO YOU WISH TO SAVE IT? (Y OR N) _ You type... Y [ for Yes ] Screen... ** WORD PROCESSOR ** OPTION DESCRIPTION 1 EDIT / CREATE A DOCUMENT 2 COPY A DOCUMENT 3 RENAME A DOCUMENT 4 PURGE A DOCUMENT 5 PRINT A DOCUMENT 6 DISPLAY MORE FILES 7 SOUND TOGGLE 8 DONE Which Option (1-8)? :8: DOCUMENT FILES ON DRIVE B: FILE NAME EXT FILE NAME EXT FILE NAME EXT NEWLET TXT Notice that the NEWLET document file that you just typed in has been saved and is listed at the bottom of the screen. To get back to the MAIN MENU... Enter... 8 or [ for DONE ] EXERCISE 2 - PRINTING FORM LETTERS Suppose you want to send a follow-up letter to all of your hot prospects. Turn on your printer, and get ready to print. Enter... 7 [ for SELECTIVE PRINT ] Screen... [ SELECTIVE PRINT MENU ] Enter... 2 [ for LETTERS / DOCUMENTS ] Screen... What is the name of the document you want to print? : : C)ancel S)ee files D)one :?: You type... NEWLET Screen... ** SELECTION CRITERIA FOR PRINTING LETTERS / DOCUMENTS ** FILE=B:PROSPECT NEXT CONTACT DATE- FROM : / / : LEAD QUALITY -FROM : : TO : / / : TO : : LAST CONTACT DATE- FROM : / / : DOLLARS BUDGETED -FROM : : TO : / / : TO : : INIT. CONTACT DATE- FROM : / / : NO. OF EMPLOYEES -FROM : : TO : / / : TO : : TOTAL SALES TO DATE- FROM : 0: ZIP CODES -FROM : : TO : 0: TO : : ANTICIPATED SALES - FROM : 0: CITY : : TO : 0: STATE : : PHONE : - : SALESPERSON : : NC's LAST NAME : : LEAD SOURCE : : IC's LAST NAME : : TYPE OF INQUIRER : : P. COMPETITION : : PRODUCT OF INT. #1 : : PRODUCT OF INT. #2 : : SEARCH FOR - ACTIVE LEADS (Y/N)? :Y: LAST ACTION : : -INACTIVE LEADS (Y/N)? :N: C)ancel E)dit H)elp S)ee codes D)one :?: Move cursor... to the LEAD QUALITY line You type... LEAD QUALITY -FROM :1: [ for HOT Prospect ] TO : : [ leave blank ] Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... Your printer should be loaded with paper and ready to go C)ancel O)ptions P)rint :?: Enter... O [ for Options ] .pa ** LETTER / DOCUMENT PRINT OPTIONS ** DATA FILE NAME :B:PROSPECT DOCUMENT FILE NAME :B:NEWLET.TXT SORT ON ZIP CODES (Y/N)? :Y: PRINT TEST PATTERN(S) (Y/N)? :N: NO. OF COPIES OF EACH DOCUMENT :1: TOP MARGIN (LINES TO SKIP) :9 : LEFT MARGIN (SPACES TO SKIP) :5 : PAUSE AFTER EACH PRINT (Y/N)? :N: LETTER DATE :January 5, 1986 : AUTHOR :Rupert L. Wilson : TITLE :Account Representative : WILD CARD :high speed copier : E)dit H)elp D)one :?: If the screen on your computer is not set up exactly the way you see it above, make the appropriate changes. Move cursor... to the horizontal menu line at the bottom of the screen Enter... D [ for Done ] Screen... Your printer should be loaded with paper and ready to go C)ancel O)ptions P)rint :?: Enter... P [ for Print ] After several screen messages telling what the computer is doing, your printer will begin to produce the letter. January 15, 1986 Albert Abilene Casco Carting Co. 1200 North St. Paul Room 401 Mordant, NJ 07432 Dear Albert, It has been a while since we spoke about the high speed copier that we have been offering at a tremendous mark down. As you know, these machines are of the highest quality and normally sell for nearly twice our special sale price. I will be calling you in the next week or so to discuss this with you further. If you have any questions in the mean time, please do not hesitate to give me a call. Sincerely, Rupert L. Wilson Account Representative A similar letter will also be printed for Silas Holstein, another HOT Prospect. Screen... [ SELECTIVE PRINT MENU ] Look at the form letters that were just printed. Notice how SALESEYE replaced your '!' commands with the appropriate information when it printed the letter. EXERCISE 3 - EDITING FORM LETTERS You may have made some mistakes when you typed the form letter in the previous excercise. Even if you didn't, you will now see how to make changes to letters with SALESEYE's word processor. Enter... 9 [ for RETURN TO MAIN MENU ] Screen... [ MAIN MENU ] Enter... 6 [ for WORD PROCESSOR ] ** WORD PROCESSOR ** OPTION DESCRIPTION 1 EDIT / CREATE A DOCUMENT 2 COPY A DOCUMENT 3 RENAME A DOCUMENT 4 PURGE A DOCUMENT 5 PRINT A DOCUMENT 6 DISPLAY MORE FILES 7 SOUND TOGGLE 8 RETURN TO MAIN MENU Which Option (1-8)? :8: DOCUMENT FILES ON DRIVE B: FILE NAME EXT FILE NAME EXT FILE NAME EXT NEWLET TXT Enter... 1 [ for EDIT / CREATE A DOCUMENT ] Screen... DOCUMENT NAME [ ] You type... DOCUMENT NAME [NEWLET ] Screen... DOC:B:NEWLET.TXT LINE:001 COL:001 NOADJ WRAP TABS <--------1---------2--------3---------4---------5---------6----> ^ !DATE !FNAME !LNAME !FIRM !1ADDR !2ADDR !CITY !PHRASE It has been a while since we spoke about the !WILD that we have been offering at a tremendous mark down. As you know, these machines are of the highest quality and normally sell for nearly twice our special sale price. I will be calling you in the next week or so to discuss this with you further. If you have any questions in the mean time, please do not hesitate to give me a call. F1-HELP F2-SAVE F3-ALIGN F4-CENTER F5-DEL LINE F6-INS LINE F7-TOP F8-MORE PFS allowed you to insert and delete characters when you were editing data screens. For example, pressing the 'Del' key allowed you to delete a character, pressing 'Ins' allowed you to change between insert and overwrite mode, etc.. These and other new commands can now be used to edit this form letter. The following table summarizes all of these full-screen editing commands: YOU PRESS... SALESEYE WILL... Ins Allow you to switch back and forth between insert and overwrite mode. When the word 'INSERT' appears at the top of the screen, any text typed will be inserted at the cursor position and all existing text will be moved to the right. When the word 'INSERT' does not appear, you may type over existing text. Del Delete character under the cursor and move all text to the left. <--- Works like a backspace key on a typewriter except that characters are deleted as the cursor moves to the left. F5 Delete the entire line of text that the cursor is resting on and moves all lower lines up to fill the gap created. F6 Insert a blank line below the line that the cursor currently rests on. All text below the cursor line will be moved down. F3 Re-aligns the margins for the text in the current paragraph. Paragraphs must end with a 'CONTROL' if this option is used Suppose you wanted to add a sentence after the first paragraph... Move cursor... to the blank line after '...twice our special sale price' Enter... F6 [ for INS LINE ] F6 [ you enter F6 twice ] Screen... It has been a while since we spoke about the !WILD that we have been offering at a tremendous mark down. As you know, these machines are of the highest quality and normally sell for nearly twice our special sale price. I will be calling you in the next week or so to discuss this with you further. If you have any questions in the mean time, please You have just opened up two more lines between these two paragraphs. You could now type a new sentence in the space you just created. For now... You type... This is just a practice sentence. 'Del' functions. When you feel comfortable with inserting, overwriting and deleting text on this line... Enter... F4 [ for CENTER ] Pressing the F4 key tells SALESEYE to automatically center the line of text that the cursor is resting on between the current left and right margins. Enter... F5 [ for DEL LINE ] Notice that SALESEYE deleted the line of text that the cursor was resting on (ie the whole practice line). You should also note that it closed up one line of the gap that you opened up between the paragraphs when you used F6 to insert lines. To finish closing this gap... Enter... F5 [ for DEL LINE ] Suppose now that you want to change the phrase '...to discuss this with...' to '...to discuss this new product with...'. To do this... Move cursor... so that it rests on the 'w' in 'with' Enter... 'Ins' [ the word 'INSERT' should appear on the status line ] You type... new product_ As you typed in the new phrase, text was pushed to the right ahead of what you were typing. When it reached the end of the line (as shown by the ruler line at the top of your screen), some text was forced down to the line below. Screen... I will be calling you in the next week or so to discuss this new product with you further. If you have any questions in the mean time, please do not hesitate to give me a call. To clean up (or re-align) this paragraph... Move cursor... just to the right of '...hesitate to give me a call.' Enter... 'CONTROL' [ hold 'CONTROL' down and press 'Enter' ] Screen... do not hesitate to give me a call. [] Move cursor... to the beginning of this paragraph (ie to the I in 'I will...'] Enter... F3 [ for ALIGN ] Voila! The paragraph up to the 'CONTROL' marker has been tidied up and should now look like... I will be calling you in the next week or so to discuss this new product with you further. If you have any questions in the mean time, please do not hesitate to give me a call. [] In addition to using the arrow and 'Enter' keys, there are a number of different ways you can move the cursor around your document quickly. Here are some of them... YOU PRESS... SALESEYE WILL MOVE THE CURSOR... F7 To the first line in the document End To the last line in the document Home To the top of the screen PgUp Up one screen PgDn Down one screen Tab To the next tab set to the right of the cursor Shift/Tab To the last tab set to the left of the cursor You should now experiment with SALESEYE's full-screen editing and cursor movement commands on your own. If you made any typographical mistakes, now is a good time to correct them. When you are done... Enter... F2 [ to save all of the changes you just made. ] Enter... F10 [ to exit the editor ] Screen... [ WORD PROCESSOR MENU ] At this point you could experiment with some of the other options in this menu. If you wanted to change the name you gave to a document, select option 3. You could also make a copy of a letter using option 2. When you are done experimenting... Enter... 4 [ for PURGE A DOCUMENT ] Screen... DOCUMENT NAME [ ] You type... DOCUMENT NAME [NEWLET ] Screen... CONFIRM DELETE REQUEST (Y OR N) _ Enter... Y [ for Yes ] ** WORD PROCESSOR ** OPTION DESCRIPTION 1 EDIT / CREATE A DOCUMENT 2 COPY A DOCUMENT 3 RENAME A DOCUMENT 4 PURGE A DOCUMENT 5 PRINT A DOCUMENT 6 DISPLAY MORE FILES 7 SOUND TOGGLE 8 DONE Which Option (1-8)? :8: DOCUMENT FILES ON DRIVE B: FILE NAME EXT FILE NAME EXT FILE NAME EXT Notice that NEWLET.TXT does not appear in the list of file names at the bottom of the screen. To wrap up this lesson, return to the MAIN MENU... Enter... 8 or [ for DONE ] Screen... [ MAIN MENU ] SUMMARY OF LESSON 6 As a salesperson, you already know how important it is to correspond with your prospects in a professional and timely manner. Sending 'warm-up' letters, promotional literature, confirmations, etc. are routine tasks that are nevertheless, an essential part of successful selling. This lesson suggested ways that SALESEYE can make these tasks simple. In this lesson, you learned how to use SALESEYE's built-in word processor to create new document files and to make changes to existing documents. You saw that information could be 'merged' into a letter by placing the appropriate '!' commands at the point where you wanted the information to appear each time the letter is printed for a prospect. You also saw that document files could be purged, renamed and/or copied from the word processor menu. In the next lesson, you will learn how to customize your data files so that you can store information that is important to you.