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Creating or Modifying hotel SalesPro Templates (using Word 2007 or Higher)

With each new full installation of hotel SalesPro or hotel Sales and CateringPro, a generic set of templates are

downloaded into the local C:Drive.

These document are starter templates only.

These documents need to stay on the local C:Drive.

These documents are not shared.

These templates can be modified or customized to meet property specs.

Modification and management of the existing templates is the responsibility of the property.

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hotel SystemsPro offers Document Services at cost. Please review the document services policy.

To Create a New Template

hotel SalesPro provides generic Microsoft Word templates under the areas of Account, Contact, Group, Function

and BEO. Use these generic templates as starter templates. Once you have created your customized templates

these generic templates can be discarded or placed in a old templates folder. Remember additional templates can

also be downloaded directly from the official client site for hotel SalesPro users.

Getting Started (If you are unfamiliar with working with merge documents please read the next steps carefully)

1. Log into hotel SalesPro

2. Open a existing account

3. Within the account choose the Word Icon at the top of the page from the ACCOUNT TAB, the CONTACT

TAB or inside an opened Group or Function. Things to remember:

a. Complete as many fields as possible

b. If the fields are empty they will not merge

c. Every merge requires a Contact, Sales Person and possibly a Event or Catering Coordinator

4. Click on the Word Icon

5. In the document directory, select the appropriate document and open it.

6. IMMEDIATELY once the document is opens and appears on the screen, immediately go to the upper Top left corner to the Windows Button

7. Click the Windows Button and select File Save-as

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8. Now re-name the document (As Best Practice: Keep the location in the title) + Document Name + Your

Hotel Name + Calendar Year)

9. You have just succeeded in creating a New Document! It is a new document because it has a New Name.

Making modifications to the New Template

10. Minimize the newly named document

11. Find and Open the document you want to use as a merge template

12. Go to Home Tab

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13. On the Home Tab find Select all or use the hotkeys Ctrl+A

14. Now Copy the contents of this document

15. (Go back to the new re-named document)

16. Press Enter a few times to push the existing document contents down the page. You can delete all

existing information if you want.

17. Now Paste the old document information into the new document.

**If the document you are using is formatted as a table go to Page Layout tab to reformat. Place

your cursor at the end of a row and then select Split o separate rows.

18. Now you can move the table down of the page 19. At the bottom of the newly pasted content is the image of a clipboard. Click on the clipboard image to

keep the original formatting.

20. Now replace the information that used to be typed with merge fields. Go to the Mailing Tab

21. On the Mailings Tab by use the Insert Merge Field Button. If you kept the old information in the old template you can reuse the merge fields.

**The available merge fields depend on the area your are merging from. Merge fields cannot be crossed from

one area to another. You must use the merge field made available.

22. Once all fields have been inserted and replaced, delete any remaining unused portion of the original

template.

23. Select Preview Results to see if any further formatting is needed from the mailings toolbar. If everything

look good click "Save". NOTE: Deselect the Preview Results before saving.

24. Now click save and you have a new template to be used in hotel SalesPro.

Creating a Document with Meeting Space

1. Start with one of the provided templates; using either a sample letter or contract provided by SalesPro.

2. To find a starter template, Go to an existing Group with a linked Function

3. Click on the Word Icon

4. In the document directory, select a Group and Function Template document and open it.

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5. Double click the document to Open it 6. The first prompt is SQL Command say "Yes" to continue

7. Find on the top left the Security Warning: “Macros have been disabled”. At This Point STOP!

IMPORTANT: DO NOT ENABLE THE MACROS! It will break the template!

8. Your next step is do the File → Save As → Rename

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9. (Save it in the exact same folder you started in. So if you started in Group save it in Group. If you started in Function, save it in Function.

10. Once the template is Saved and Renamed, minimize the new document.

11. Go and find the document you want to convert or make into a SalesPro Document.

12. Open the document. Copy the entire document and paste it into the new document.

13. Work around the table with the meeting space DO NOT CHANGE IT IN ANY WAY - it will break the

macros.

14. Reuse as many of the existing merge fields from the original template as you can.

15. Insert Merge Fields as needed located under the Mailings Tab

16. Now "Save" your modifications or changes. You have successfully modified a Group and Function

Template!

Test Your New Template

17. Close the template and re-open

18. This time Enable the Macros to see the meeting space run into the document

19. The Last Step is to Merge the Document. Go to Finish and Merge

20. Select "Edit Individual Document"

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21. Now select "OK" to the next prompt

22. You have now successfully merged a Group and Function template!