Quick Start: Create an e-mail cover letter

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 and 2009 only.

In Microsoft Office Accounting, you can automatically include a cover letter when you send transaction documents such as invoices or purchase orders by e-mail.

Create or change default messages

You can set up a default cover letter for each type of transaction document. The appropriate cover letter is included in the e-mail message body every time you send a document in e-mail.

  1. On the Company, Customers, or Vendors menu, click Manage E-Mail Cover Letters.

  2. In the Change default text for list, select a transaction type.

  3. In the text box, add or change the cover-letter message.

    Manage E-mail Cover Letter

  4. Click Save.

*Change the message for the current bulk mailing only

If you are sending multiple messages at once (in a bulk e-mail operation), you can change the message for that mailing without affecting the default message.

  1. Do one of the following:

    • On the Customers menu, point to Customer Lists, and then select the type of document that you want to send.

      Note:  You must select documents of the same type. For example, on the Invoice List, you cannot select a combination of invoices and finance charges.

    • On the Vendors menu, point to Vendor Lists, and then select Purchase Orders.

  2. Do one of the following:

    • If you selected documents from the Invoice List, such as invoices, finance charges, or customer credit memos, select multiple documents of a single type in the list, right-click, point to E-Mail, and then click an option.

    • If you selected documents from the Sales Order List, select multiple documents in the list, right-click, point to E-Mail Sales Order, and then click an option.

    • If you selected documents from the Purchase Order List, select multiple documents in the list, right-click, point to E-Mail Purchase Order, and then click an option.

    • If you selected documents from the Quote List, select multiple documents in the list, right-click, point to E-Mail Quote, and then click an option.

  3. In the Select Word Templates dialog box, select a template, and then click Select.

  4. In the Review E-Mail Cover Letter dialog box, modify the cover letter if you want to.

  5. Click Send.

For additional information

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