Emailing letters and labels

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If you use Microsoft Outlook as your email client, Practice CS enables you to email letters to recipients, using the email addresses that are entered for them in the application. The letters are attached to email messages in the format you choose: Portable Document Format (.PDF), HTML, Rich Text Format (.RTF), text file (.TXT), Tagged Image File Format (.TIFF), or Microsoft Excel spreadsheet (.XLS).

Notes

  • If an email address is not entered for one or more recipients, Practice CS will give you the option of printing the letter(s) for delivery by other means. These letters are printed to your default printer.
  • Letters sent as HTML will include three attached files. Two of these provide frame and table of contents information, and the third is the letter itself. This third file can be opened on its own to display the letter with its original formatting.

Emailing letters

Before you can email letters, you must first create the letter using the Custom Formats screen.

To email a letter, follow these steps.

  1. Choose File > Print Labels & Letters to open the Print Labels & Letters screen.
  2. In the list of formats, choose the letter you want to print and click the Select button.
  3. Use the Selection tab in the options pane to choose a date for the letter and specify its recipients
    • Use the Report date field to choose a date. If you choose End-of-Period Date, the date on the letter will be the last day of the current processing period in Practice CS.
    • Use the fields in the Filtering section to choose recipients for the letter. For more information on filtering, see Filtering your data.
  4. If you want to preview the letters before emailing, click the Preview Selected button. Click the Back button in the toolbar when finished.
  5. Click the Print Selected button to open the Print dialog.
  6. On the Print dialog, mark the Output to e-mail checkbox. If you do not want to print the letter by any other means, clear the checkboxes for other output options.
  7. Select the attachment format from the field next to the Output to e-mail checkbox (PDF, HTML, RTF, TXT, TIFF, or XLS).
  8. If you want to review or modify the messages before sending, mark the Save e-mails to Drafts folder (do not send) checkbox.
  9. Enter one or more email addresses in the Label & Firm Letter Recipients field.
    • If you are printing a letter of the Firm type, enter the recipient’s email address in the Label & Firm Letter Recipients field, or click the address book Address book button button to choose recipients from your Outlook address book. Use a semicolon (;) to separate the addresses of multiple recipients.
    • For letters of the types Client, Contact, Office, or Staff, Practice CS sends the messages to the primary email addresses entered for each of the selected clients, contacts, offices, or staff members on the Contact Info tab of the relevant setup screen. You must enter an email address in the Label & Firm Letter Recipients field of the Print dialog, but the application will not use that address for sending messages.
  10. Click OK to send the messages. If you marked the Save e-mails to Drafts folder (do not send) checkbox, the messages will be saved to your Drafts folder in Outlook, where you can make changes before sending the messages to their recipients.

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Emailing labels

If you are not printing default labels provided in Practice CS, you must first create the labels you want to print using the Custom Formats screen.

To email a label, follow these steps.

  1. Choose File > Print Labels & Letters to open the Print Labels & Letters screen.
  2. In the list of formats, choose the label you want to print and click the Select button.
  3. Use the Selection tab in the options pane to select labels using filters.
  4. Use the Layout tab to group labels or choose to print a full page of each label selected.
  5. If you want to preview the labels before emailing, click the Preview Selected button. Click the Back button in the toolbar when finished.
  6. Click the Print Selected button to open the Print dialog.
  7. In the Print dialog, mark the Output to e-mail checkbox. If you do not want to print the labels by any other means, clear the checkboxes for other output options.
  8. Select the attachment format from the field next to the Output to e-mail checkbox (PDF, HTML, RTF, TXT, TIFF, or XLS).
  9. If you want to review or modify the messages before sending, mark the Save e-mails to Drafts folder (do not send) checkbox.
  10. Enter one or more email addresses in the Label & Firm Letter Recipients field, or click the address book Address book button button to choose recipients from your Outlook address book. Use a semicolon (;) to separate the addresses of multiple recipients.
  11. Click OK to send the messages. If you marked the Save e-mails to Drafts folder (do not send) checkbox, the messages will be saved to your Drafts folder in Outlook, where you can make changes before sending the messages to their recipients.

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