Creating and Modifying Postcards

You can create and print postcards for appointment reminders, birthday greetings, recall notices, referral thank you notes, service agreement renewal notices, welcome greetings, and thank you notes. Postcards are organized in folders by subject.

To create postcards for mass mailings, go to Post Card and create and print the postcards through the Reports & Statements window.

This topic describes how

  1. Click Tasks on the main window toolbar and select Maintain Documents.

    The Maintain Documents window open.

  2. Click Setup and select Postcards.
  3. Click on the OfficeMate Documents folder on the right side of the window.
  4. Click on the name of the folder where you want to store your new postcard.
  5. Click File on the Maintain Documents window toolbar and select New or left-click on a postcard in the folder you selected above and then right-click and select New.

    The New Text File window opens.

  6. Type a title for the new postcard in the Title box and click OK.
  7. Select one of six types of postcards from the Postcards Type drop-down menu.
  8. Type the postcard text in the word processing window.
    • To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.
    • To insert dates, times, and pictures, click Insert on the toolbar and select an appropriate option.
    • To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge Fields window and click Insert.
    • To insert tab stops into your file, click the arrow icons on the toolbar.

  9. Use the following merge fields to display various combinations of active, inactive, primary, and/or secondary insurance plans:

    • Insurance Co Name — Displays both active and inactive plans.

    • Active Insurance Co Name — Displays only active primary plans.

    • Active Secondary Insurance Co Name — Displays only active secondary plans.

    • Active Insurance Co Name and Active Secondary Insurance Co Name — Displays active primary and active secondary plans.

  10. If you want to print a test page of the postcard that you just created, click File on the Maintain Documents toolbar and select Print.
  11. Click File on the Maintain Documents window toolbar and select Save or click the Save icon.
  1. Click Tasks on the main window toolbar and select Maintain Documents.

    The Maintain Documents window open.

  2. Click Setup and select Postcards.
  3. Click on the OfficeMate Documents folder on the right side of the window.
  4. Click on a folder that contains a postcard that you want to modify.
  5. Click on the name of the postcard that you want to modify.
  6. Select one of six types of postcards from the Postcards Type drop-down menu.
  7. Edit the postcard text in the word processing window.
    • To format text, click on the icons or click Format on the toolbar and select appropriate font, paragraph, and color options.
    • To insert dates, times, and pictures, click Insert on the toolbar and select an appropriate option.
    • To insert merge fields into your file, click Insert on the toolbar and select Merge Fields. Select a field from the Merge Fields window and click Insert.
    • To insert tab stops into your file, click the arrow icons on the toolbar.
  8. If you want to print a test page of the postcard that you just modified, click File on the Maintain Documents toolbar and select Print.
  9. Click File on the Maintain Documents window toolbar and select Save or click the Save icon.
  1. Click Tasks on the main window toolbar and select Maintain Documents.

    The Maintain Documents window open.

  2. Click Setup and select Postcards.
  3. Click on the OfficeMate Documents folder on the right side of the window.
  4. Click on a folder that contains a postcard that you want to rename.
  5. Click on the name of the postcard that you want to rename.

    The postcard opens in the word processing window.

  6. Click File on the Maintain Documents window toolbar and select Rename Title or right-click on a postcard in the folder you selected above and select Rename Title.

    The Rename Text File Title window opens.

  7. Type the new text file title in the Title text box.
  8. Click OK.

You cannot delete postcards that are assigned to a recall mailing schedule, postcards assigned to a service agreement renewal notice, or postcards selected for correspondence printing.

  1. Click Tasks on the main window toolbar and select Maintain Documents.

    The Maintain Documents window open.

  2. Click Setup and select Postcards.
  3. Click on the OfficeMate Documents folder on the right side of the window.
  4. Click on a folder that contains a postcard that you want to delete.
  5. Click on the name of the postcard that you want to delete.
  6. Click File on the Maintain Documents window toolbar and select Delete or left-click on a postcard in the folder you selected above and then right-click and select Delete.

    The Delete Document Warning window opens.

  7. Click Yes to delete the postcard.