NOTE: This feature is available in the Standard, Professional, and Enterprise versions of both Spectra and myStratus Desktop.

Form Letter Overview

The Form Letter Builder is essentially a built-in text editor you use to create form letters that can be used in the software. The form letters you create can be:

• Printed for mass mailing.
• Sent as an email, either to a single client or in bulk. 
• Sent as a text message, either to a single client or in bulk.
• Used as a contract.

• Merge fields
• Formatted text
• Links
• Automatic attachments (such as invoices and image detail sheets)

HTML Email vs. Email Form Letters

Check out HTML Emails vs. Email Form Letters to find out the difference between HTML emails and email form letters.

PATHWAYS TO SUCCESS...   How do you currently market to your customers? Do you know what your customers’ interests are? Do you tailor and personalize your marketing to each client? Using the software to its fullest potential can greatly help you increase your studio’s revenue. Give some thought to how you can utilize Spectra/myStratus to more effectively market your products and services to your client base.

Watch the video and/or following the instructions below to create a form letter.

Creating a Form Letter

1. Go to Tools > Design Tools > Form Letter Builder.
   
   

2. Click New to create a new form letter. 

3. Start by choosing the general properties of the form letter. You can edit these settings later if needed.
   
   
   

4. Click OK to save these properties and open the text editor. Note: You can go back and modify these settings after you've started editing your letter by going to File > Properties.
   
   

5. Use the text editor to design your form letter. Just start typing! Use the instructions in the Designing your Form Letter section below to learn more about:

   • Formatting the Text

   • Adding Images

   • Adding Links 

   • Inserting Merge Fields

   • Adding a Text Box 

   • Inserting a Table

   • Copying and Pasting

   • Importing a Word Doc

   • Form Letter Builder Reference -  See a description of all the tools and tabs on the ribbon.

6. Save the form letter when finished.

Designing your Form Letter

Formatting the Text

Tools for formatting your text appear on the ribbon, as well as on the Format menu. Work with text as you would in any word processor. Here's an example of how to change the font style and color.

1. Highlight the text you want to format.

2. Open the Format menu and click Character to open the font window. From this window you can change both the font and the color, along with several other choices.

   

3. Click OK when finished.

Adding Images  - Depreciated 

Due to email providers no longer allowing embedded images, this feature no longer works.  If an image is desired, please follow the instructions for HTML email found here.

Adding Links

Inserting Merge Fields

Adding a Text Frame

Use a text frame to insert some additional text or data fields in your form letter. The basic content of your form letter can wrap around a text frame. You can also easily move a text frame by simply dragging and dropping it.   

1. Place insertion point where you want the text frame.

2. Open the Insert menu and click Text Frame.

3. You can type in the text frame. Note: The text frame will NOT automatically resize as you type. Click the edge of the text frame and then use the handles to resize it. 
   

4. You may also want to format the text frame. To do this, select the text frame (handles will appear) and then go to Format > Text Frame.
   

   

5. Use the text frame attributes window to adjust location, wrapping, margins, color, borders, and more.
   
   

6. Click OK when finished.

Inserting a Table

Use the Table menu to insert and format a table. A table is like a mini-spreadsheet, with rows and columns.

1. Place your insertion point where you want to create your table.

2. Open the Table menu and go to Insert > Table.

3. Choose the number of rows and columns for your table and then click OK.
   
   

4. You can enter text and/or data fields in the cells of your table.
   
   

5. To format the table, just select the table and go to Table > Properties. Note: You can also right-click in the table and then choose Table Properties from the right-click menu.

6. Use the table properties window to add borders, adjust the color, change the size and more.
   
   

7. Click OK when finished.

8. You can also use the Table menu to insert or delete a row or column, select a row or column,  and even split the table into two.
   
   

Importing a Word Doc

If the Form Letter has already been created as a Microsoft Word document, then it can be imported into Spectra/myStratus.

1. Go to File > Import.
2. Browse out to where the Microsoft Word Document is saved on your computer. Note: Only documents with the .Doc extension can be imported as a form letter.
3. Click Open to import the document.

Previewing and Printing a Form Letter

HERE'S A FLASH FOR YOU! With the release of Spectra 2012, the process for printing a form letter has been incorporated into the new Communication Wizard. Please refer to that topic if you're using Spectra 2012 or greater. The following instructions for printing a group of letters apply to versions of StudioPlus Spectra prior to 2012.

HERE'S A FLASH FOR YOU! Form letters can also be printed for a single client from the Communication tab on either the client, session, or invoice record.

Example of a Form Letter

Form letters are a great way to follow up with clients or prospective clients on a personalized basis. By creating a specific filter and form letter for a target group, your marketing becomes more effective. The following is an example of an email form letter confirming an upcoming session:

Hi Melissa!

Thank you for scheduling your engagement session with us! According to our records, your session is scheduled for July 12, 2016 at 3:00 PM. Please see the attached session confirmation for important information regarding your session. We've also included a brochure with details about our various products and services.  

We look forward to seeing you on July 12, 2016. If you need to reschedule your session, please let us know 24 hours in advance.

Sincerely,
Bob Robertson

The Studio, Inc.
300 N. Main Street
Jacksonville, MN 55630
444-555-6666

Form Letter Builder Reference

File Menu

Edit Menu

View Menu

Insert Menu

Format Menu

Table Menu