Working with Existing Letters

Once a letter has been created using the Letter Generator, WordTricks recognizes the document as an existing letter and provides different options.

For example, from an existing WordTricks generated letter, access the Letter Generator using SHIFT+ALT+L or by clicking the Letter Generator button.

Notice the options now available:

Letter Headers

If the addressee was provided when the letter was created, the Letter Generator automatically creates the second page header using the first line of the addressee. However, on occasion the letter is generated without the addressee or the addressee changes.

To create (or replace) the second page header, simply click the "Insert a Letter Header" button. The addressee and date information is retrieved from the document and the header is created.

If at any time the inside addressee changes, simply choose the Letter Generator again, and select the "Insert a Letter Header" option.

If an existing header does exist, you will be prompted to replace the current header or add to it.

Note: It is not necessary to select the addressee prior to using this option. The addressee is identified by a bookmark (WTX_Addressee) when the letter is created.

The Multi-Line Addressee

On occasion, the addressee is not a single line. For example:

Ms. Heidi Fleiss
c/o Nevada State Women's Correctional Center
1144 West Sunset Parkway, PO Box 7007
Carson City, NV 89702

For multi-line addressees:

Place the insertion point at the end of the addressee. (At the end of the line "c/o Nevada State Women's Correctional Center" in this case.)

Access the Letter Generator and choose the option "Mark End of Addressee."

Verify that you wish to do this when prompted.

The Letter Generator assumes that since the addressee has been altered, the second page header should be updated.

So, if the letter contains an existing header, you will be prompted to replace it.

Important Note: The Letter Generator cannot properly recognize the addressee information for letters that contain multiple addresses. Therefore the second page header must be manually edited in this instance.

Signature Block

To insert a closing signature in your letter:

Position the insertion point at the end of the letter. (Or wherever is appropriate.)

Click the Letterhead Generator button or press SHIFT+ALT+L and choose "Attach a Signature."

The Signature Block feature can also be accessed directly by clicking the Signature Block button or pressing SHIFT+ALT+S.

Select the appropriate Author and any closing options, including Details which provides the user with alternate signatures options, then click.

Note: The bcc: lines are actually hidden text and only appear in draft mode. When you switch to final using the Draft Toggle button (SHIFT + ALT + Z) the system turns View Hidden Text off so that it will not appear in your final document. It is maintained for your records.

Draft/Final (Draft Stamp)

To switch your letter to/from draft and final mode, select this option. For more information, see the Draft Stamp section.

The Draft Stamp can be accessed by clicking the Draft Stamp button, or pressing SHIFT+ALT+Z.

Troubleshooting: Where Are My Existing Letter Options?

Occasionally selecting the Letter Generator may give unexpected results when working in an existing letter.

If the main "Letter Generator" dialog appears instead of the "Existing Letter" dialog, the document may be slightly damaged.

The Letter Generator uses Word Bookmarks to identify certain parts of your letter. Of particular importance is the bookmark "WTX_Addressee", used to identify the beginning of the inside addressee.

The presence of the "WTX_Addressee" bookmark is also used by the Letter Generator to determine if a document is an existing letter.

It is not uncommon for the "WTX_Addressee" bookmark to be deleted in the process of copying and pasting text, or other editing activities, resulting in the Letter Generator no longer recognizing the document as an existing letter.

For more information and techniques for correcting this problem, see the Mark Addressee feature in the Letter Generator section.